Board Agenda for the Week of 10/16/2001

OPEN SESSION - 4:00 p.m.

CALL TO ORDER

QUORUM DETERMINATION

PLEDGE OF ALLEGIANCE

INFORMATION

Chairman's Comments
Superintendent's Report

APPROVAL OF MEETING AGENDA

PUBLIC HEARING

Citizens who signed up to address the board during public hearing will be called on in priority order�first for items on the agenda and then for items not on the agenda. Each individual speaker will be allowed three minutes for remarks. Issues or concerns involving personnel matters are not appropriate for this public comment setting. After 30 minutes of public hearing, any speakers remaining will be recognized at the end of the agenda for their comments.

CONSENT ITEMS

APPROVAL OF MINUTES

September 4, 2001 - Facilities Committee Meeting
September 11, 2001 - Finance Committee Meeting
September 11, 2001 - Committee Relations Committee
September 18, 2001 - Facilities Committee Meeting

FACILITIES

1. Bids: Combs Elementary Addition and Renovations
Bids for Combs Elementary addition and renovations were received on September 13, 2001. Staff and Skinner, Lamm & Highsmith P.A., Architects recommend award of the general construction contract to Polovick Construction Co., in the amount of $915,530; the mechanical contract to Baker Mechanical, Inc., in the amount of $284,000; the electrical contract to Encompass Electrical Technologies, in the amount of $173,500, and the plumbing contract to S & S Mechanical of the Carolina's, Inc., in the amount of $85,300. The total of these multi-prime bids is $1,458,330. The lowest single-prime bid was $1,462,453. The low-bid plumbing contractor, Bolton Corporation, and the low-bid electrical contractor, MC Electric, Inc., made errors in their bids and requested permission to withdraw their bids. Staff recommends allowing the bids to be withdrawn and return of bid bonds in accordance with N. C. Statute 143-129.1. Following a review of the statutory award criteria in N.C. General Statutes 143-128 and 143-129, staff and Skinner, Lamm & Highsmith P.A., Architects have determined that the lowest bidder, DW Ward, Inc., is not a responsible bidder as defined in law and recommend rejection of the single-prime bid and multi-prime bid from DW Ward, Inc. Fiscal Implications - Funds are available from the total project budget of $2,935,975, as provided in the PLAN 2000 School Building Program. Recommendation for Action - Board approval is requested to award the contracts as recommended.

2. Bids: Project 10J - Networking and Infrastructure Additions and Renovations
Over 90 percent of all classroom areas in Wake County are outfitted with fiber optic cabling from previous technology projects and/or original building construction. This project will begin to provide fiber optic cabling to limited areas that currently have only minimal copper cabling service. This project will also replace on-floor classroom copper data cabling with wall-mount cabling raceways and improve labeling of existing cabling. Where necessary, existing electrical systems will be upgraded to provide power for new and existing computers and printers. Bids were received on September 27, 2001, for networking and infrastructure additions and renovations at Aversboro Elementary, Briarcliff Elementary, Cary High, Powell Elementary, Root Elementary, and Wake Forest-Rolesville Middle. A&M Electrical was the apparent low bidder. Bid tabulation is attached. Board approval is requested to award contract in the amount of $292,000. Fiscal Implications - Funds were budgeted for and are available through the infrastructure portion of Plan 2000 funds. Recommendation for Action - Approval of contract is requested.

3. Construction Documents: Phillips High
Construction documents prepared by The Freelon Group Architects for the Phillips High replacement building are complete and ready for bidding. These documents will be available for board review. The project scope of work includes 20 teaching spaces, a media center, family and consumer sciences areas, a cafetorium, nursery, and administration and student support spaces.
Fiscal Implications - Funds are available from the total project budget of $6,531,161, of which $6,384,305 is from the PLAN 2000 School Building Program, and $146,856 is from the 1996 State Bond Program. Recommendation for Action - Board approval of the construction documents is recommended.

4. Construction Documents: Heritage Elementary (E-2)
Staff will present construction documents prepared by Pearce, Brinkley, Cease & Lee, P.A. for the construction of the new Heritage Elementary. This is the sixth reuse of the Timber Drive/Dillard Drive Elementary prototype design. Fiscal Implications - Funds are available from the total project budget of $10,662,555, as provided in the PLAN 2000 School Building Program. Recommendation for Action - Board approval is requested.

5. Resolution: Designer Selection - Turner Creek Road Elementary (E-5)
Resolution is presented to waive the traditional designer selection process and to select Pearce, Brinkley, Cease & Lee, P.A. for the design of the Turner Creek Road (E-5) elementary school. This request is in accordance with NCGS 143-64.32, which allows the exemption of the statutory designer selection process. The specific reason for this exemption is to allow the reuse of the Pearce, Brinkley, Cease & Lee elementary prototype. This is the seventh reuse of the Timber Drive/Dillard Drive Elementary prototype. Reuse of the prototype will shorten design time, reduce cost, and expedite the project. Staff recommends proceeding with the negotiation of a design contract with Pearce, Brinkley, Cease & Lee, P.A. Fiscal Implications - Reduced design and construction costs due to reuse of existing plans and specifications. Recommendation for Action - Board approval of the resolution is recommended.

6. Design Phase Change Order No. 1: Knightdale High (H-3)
Board approval is requested for Design Phase Change Order No. 1 to the design consultant, Boney, PLLC, for the PLAN 2000 Knightdale High. This design phase change order, in the amount of $192,566 is to incorporate the park components for Knightdale Parks and Recreation. Fiscal Implications - The cost for these changes will be reimbursed by the Town of Knightdale. The total project budget is $40,353,411, which consists of $39,860,845 from the PLAN 2000 School Building Program, $300,000 from the Phase IIIB Long-Range Building Program and $192,566 from the Town of Knightdale. Recommendation for Action - Board approval is requested.

FINANCE

1. Fund Balance Appropriation, 2001-2002
Fund balance appropriation for $2,693,079 for ALP Summer Academy. Fiscal Implications: An appropriation of fund balance for $2,693,079.

2. Fund Balance Appropriation, 2001-2002
Fund balance appropriation for $520,625 designated for use by the Compensation Classification Committee. These funds were reserved in fund balance as of June 30, 2001. Fiscal Implications: An appropriation of fund balance for $520,625.

3. Authorization Forms
These authorization forms designate the persons authorized to sign vouchers for the payment of money on behalf of Davis Drive Elementary. Fiscal Implications: These authorization forms are required for bank records.

4. Lease Agreement: IBM Lease For EMC DASD
WCPSS would enter into a new four-year lease agreement for EMC DASD (mass storage). This lease has been designed to consolidate all DASD storage hardware, software and maintenance products and replace them with a single storage device which allows for storage capacity six times greater than currently available. Other benefits of the new device are reduction in support of hardware and software maintenance, elimination of redundant systems, growth capacity within device, maximizing our purchasing power, alignment with our disaster recovery planning, minimizing our annual costs and standardization in DASD technology. The new device will also allow us to reduce future annual payments totaling approximately $664,000 for multiple items into one lease payment of $622,727. County Commissioner approval has been requested. Fiscal Implications: Total amount required in the 2001-02 fiscal year is $300,000. Funding previously identified and available in the Technology Services Division current expense budget to cover current storage hardware items would shift to cover the cost of new hardware. Beginning with the 2002-03 fiscal year, annual payment of $622,727 would be required through the current expense budget. Final payment against the four-year lease would be made during the 2004-05 fiscal year.

5. Change Order 1: Hickman Associates, Inc. Service Agreement For Phase II of Oracle Implementation Project
Initial contract for $148,800 was approved by the Board on May 14, 2001, to hire Jim Hickman to implement Phase II requirements of Oracle HR and Payroll applications. Oracle Phase II requirements included custom interfaces, reports and processes that Finance, Budget, Payroll, and HR must have available once Oracle was in production. Due to the delay of the approval of the State budget appropriations by the legislature, several line items from the initial task list have been revised and additional time is needed for development, testing, and implementation. Change order 1 extends date of completion 153 days to November 30, 2001, and increases contract amount $140,850. Fiscal Implications: Total amount required is $140,850. Expense was identified and planned for during the 2001-02 fiscal year. Funding is available through the Technology Services Division current expense budget.

6. Renewal of Novell Site License Agreement
WCPSS operates the entire network under a renewable School License Agreement with Novell, Inc. This is one of our basic needs to provide network access, email and business operations. A site license has been utilized since 1997. The annual enrollment fee is calculated by multiplying the number of students enrolled in the system by $2. This charge has remained static since 1999. The enrollment number is updated each year and the total cost is adjusted accordingly. Fiscal Implications: Total cost of renewal is $196,000. Expense was identified and planned for during the 2001-02 fiscal year. Funding is available through the Technology Services Division current expense budget.

PROGRAM

1. Agreement between East Wake Education Foundation and Wake County Public School System
The Parents as Teachers program has been proven to have a positive effect on children's success in school. East Wake Education Foundation will pay for Project Enlightenment to provide Parents As Teachers services for 40 at-risk children. This is a revenue contract in the amount of $45,322. No Wake County Public Schools funds are required. Staff recommends approval of contract to receive funding from East Wake Education Foundation.

2. Agreement between Exceptional Children's Assistance Center and Wake County Public School System
Project Enlightenment is a model/demonstration and training center for the national Parents As Teachers (PAT) program that promotes school readiness and parent involvement. The Exceptional Children's Center will pay Project Enlightenment to provide PAT services to families, develop and distribute quarterly newsletters, plan and host state PAT Advisory meetings, and provide training and technical assistance for PAT educators. This is a revenue contract in the amount of $65,000. No Wake County Public School funds are required. Staff recommends approval of contract to receive funds from Exceptional Children's Assistance Center.

3. Contract #2001-25 between Wake County SmartStart, Inc., and Wake County Public School System
This continuation contract funds Project Enlightenment to coordinate transition services to promote success of kindergarten students entering the Wake County Public School System. Ten elementary schools serving large numbers of high-risk children will receive grants of up to $4,000 each to implement approved transition activities. This is a revenue contract in the amount of $75,000. No Wake County Public School funds are required. Staff recommends approval of contract to receive funding from Wake County SmartStart, Inc.

4. Contract #2001-15 between Wake County SmartStart, Inc., and Wake County Public School System
This continuation contract provides funding for Project Enlightenment to provide intervention services for at-risk children and resources, consultation, training, and support services that promote children's readiness for school. This is a revenue contract in the amount of $596,340. No Wake County Public Schools funds are required. Staff recommends approval of contract to receive funding from Wake County SmartStart, Inc.

5. Contract #2001-17 between Wake County SmartStart, Inc., and Wake County Public School System
This continuation contract funds Project Enlightenment's Parents As Teachers services for children in school nodes served by the East Wake Education Foundation. Research shows a direct relationship between Parents As Teachers services and children's academic and social success in school. This is a revenue contract in the amount of $115,000. No Wake County Public Schools funds are required. Staff recommends approval of contract to receive funding from Wake County SmartStart, Inc.

6. Agreement between Wake County and Wake County Public School System
This continuation contract funds Project Enlightenment to provide Parents As Teachers services to young children and families who meet "at-risk" criteria through the Step-by-Step program for substance abuse. This is a revenue contract in the amount of $51,584. No Wake County Public Schools funds are required. Staff recommends approval of contract to receive funding from Wake County.

7. Addendum #1 between Wake County and Wake County Public School System
This is a continuing contract that has been in effect since 1975. The funds support Project Enlightenment services for high-risk children, consultation and education for teachers and parents, and a demonstration classroom. Wake County will pay Wake County Public School System up to $225,511 for Project Enlightenment Services during 2001-2002. Staff recommends approval of contract to receive funding from Wake County.

8. Grant Proposals
The following grant applications are submitted for approval: A. Competitive (#590) - North Carolina Civic Education Consortium / Davis Drive Middle School (maximum of $10,000); B. Competitive (#592, #594) - North Carolina Parent Teachers Association, Parent Involvement Grant and Parents Encouraging Responsible Choices Grant / Individual schools ($200); C. Competitive (#593) - North Carolina Council of Teachers of Mathematics, Mini-Grants / Durant Road Middle School ($500 - $1,000). Fiscal implications vary by grant as noted above. Staff recommends board approval of these applications.

HUMAN RESOURCES

1. 2001-2002 WCPSS Salary Schedule Recommendations

2. Recommendation for Administrative Transfer

ACTION ITEMS

FACILITIES

1. Resolution Establishing a Small School Pilot Project - Cary Area
The Town of Cary has offered construction funding and a school site for a new elementary school in the vicinity of the Cary Park Subdivision. The town's funding permits construction of a school of approximately 450 students and offers an opportunity to study alternative approaches to the use of resources by establishing a pilot "small school" project. A resolution has been drafted for consideration by the Cary Town Council and the board of education. It designates the new school proposed for construction in the vicinity of the Cary Park Subdivision as a "small school" demonstration site. This resolution is recommended as a complement to the Memorandum of Understanding that the Town of Cary is currently considering. Fiscal Implications - Does not change the terms and conditions of the proposed Memorandum of Understanding. Recommendation for Action - Staff recommends approval of the resolution designating the proposed new school as a pilot "small school."

2. Calculating Building Capacities: Assumptions and Methods
Staff will review and recommend specific assumptions and the proposed method to calculate annual building capacities. Fiscal Implications - None at this time. Recommendation for Action -Board approval of the assumptions and methods of calculation of capacity is requested.

3. Resolution: Powell Elementary Designer Selection - Mechanical System Replacement
Resolution is presented to waive the traditional designer selection process and to select Padia Consulting, Inc., for the design of the Powell Elementary School mechanical system replacement. This request is in accordance with NCGS 143-64.32, which allows the exemption of the statutory designer selection process. The specific reason for this exemption is that Padia Consulting, Inc., has worked closely with the district's Energy & Physical Plant Department to analyze and develop plans for improving indoor air quality issues at this campus under a separate contract. Selecting Padia Consulting, Inc., will shorten the design time, reduce costs, and expedite the remainder of the project. Approval of the waiver will allow staff to proceed with negotiation of a design contract with Padia Consulting, Inc. Fiscal Implications - Design fees may range from 7 to 10 percent of the construction cost. Estimates for the construction costs range from $2,000,000. to $2,500,000. Funding for this emergency project is requested from the PLAN 2000 Program Contingency budget. Recommendation for Action - Board approval of the designer selection waiver resolution is recommended.

PROGRAM

1. Instructional Calendar for 2002-2003 for Traditional Schools
This calendar does not differ significantly from calendars of previous years. The first semester has 88 days; the second semester has 92 days. Inclement weather make-up days are April 21, February 17, May 26, March 14, and January 3. Spring Break will be March 14-21, 2003 and will coincide with the end of the third quarter. There are no fiscal implications. This item is recommended for approval.

2. Assignment of New Subdivisions to Schools
Staff presents recommendations for the following subdivisions: Chapel Glen Apartments, North Shore at NCSU Centennial Campus, Stowecroft (single family, townhomes), Summer Place and Upchurch Farms (single family, townhomes). Transportation costs will increase due to travel distance. Other facilities related costs will be avoided. This item is presented for Board approval.

HUMAN RESOURCES

1. Recommendations for Administrative Appointments
See attached sheets

INFORMATION

PROGRAM

1. Student Assignment Information
Staff will present updated information concerning the student assignment process including feedback from the public and possible adjustment to current year-round assignment program. There are no fiscal implications at this time. This item is presented for information.

2. ABCs, EOGs, EOCs, and Other Acronyms
Mathematics results for End of Grade tests were delayed due to the State's scaling errors on that test. These results will be available in time for the Program Committee meeting, along with Reading EOG results and a summary of ABCs performance. No fiscal implications. This item is presented for information.

3. WCPSS Internet Filtering and Network Design
Discussion of network design used by the school system with an emphasis on internet filtering as it relates to the Childrens' Internet Protection Act. No fiscal implications. This item is presented for information.

YEAR 2001 LEGISLATIVE SUMMARY

CLOSED SESSION

To consider confidential personnel information protected under G.S. 115C-319.
To establish or instruct the board's staff or negotiating agents concerning the position to be taken by or on behalf of the board in negotiation of (i) the price and other material terms of a contract or proposed contract for the acquisition of real property by purchase, option, exchange, or lease: or (ii) the amount of compensation and other material terms of an employment contract or proposed employment contract. G.S. 143-318.11 (a)(5).
PUBLIC HEARING CONTINUATION (if needed)

ADJOURNMENT

Meetings will be held in the Administration Building, 3600 Wake Forest Road, Raleigh, NC unless otherwise indicated.