WCPSS--Board of Education WCPSS--

Board of Education

Board Agenda for the Week of 10/19/2004

OPEN SESSION

CALL TO ORDER - 4:00 p.m.

QUORUM DETERMINATION

PLEDGE OF ALLEGIANCE

INFORMATION

Chair's Comments
Superintendent's Report
RECOGNITION - Triangle Urban League - Keith Sutton

PUBLIC COMMENT

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.

APPROVAL OF MEETING AGENDA

CONSENT ITEMS

APPROVAL OF MEETING MINUTES

September 7, 2004- Committee of the Whole
September 7, 2004 - Open Meeting
September 24, 2004 - Committee of the Whole
September 24, 2004 - Open Meeting
September 21, 2004- Closed Session
October 5, 2004 - Closed Session
October 12, 2004 - Human Resource Committee

FACILITIES

1. UTILITY EASEMENT - SOUTHEAST RALEIGH HIGH

Progress Energy Carolinas, Inc. is relocating overhead power lines along Creech Road adjacent to S.E. Raleigh High. A new power pole requires locating an overhead line on Board property. Progress Energy requires an easement 30 feet wide and approximately 45 feet in length to complete the project. Fiscal Implications: None Recommendation for Action: Staff requests Board approval of an easement to Progress Energy Carolinas, Inc. 30 feet wide and approximately 45 feet in length to install an overhead power line along Creech Road.

2. WAREHOUSE SPACE LEASE

Acquisition of mobile units, modular complexes and the renovation of existing facilities requires the storage of both new and used furniture until facilities are ready for use. No warehouse space is available at our Service Complex with furniture currently being stored in truck trailers. Additional warehouse space is needed to serve other needs in the school system. Advertisement for proposals to provide approximately 8,000 square feet of space for one year produced one lease proposal from Bannister Properties providing 8,100 square feet of space at Bannister Park East, Garner, NC. Current truck trailers (16) in use produces an annual rental cost of $18,240. Fiscal Implications: 8,100 square feet at $2.75 per foot or $22,275 payable in a single sum at lease inception plus utilities. Funding available from capital outlay funds. Recommendation for Action: Staff requests Board approval of a one year warehouse space lease with Bannister Properties at $22,275 for 8,100 square feet of space plus utilities.

3. DESIGN CONSULTANT AGREEMENT: E18 "HOLLY SPRINGS SITE"

The approved PLAN 2004 School Building Program includes a new Elementary School. Negotiations have been completed with Cherry Huffman Architects, P.A. for the reuse of the prototype used at Holly Springs Elementary. This is the seventh reuse of this prototype. The form of agreement is the standard form approved by the board attorney. Fiscal Implications:Funding is available from the total project budget of $15,033,140, as provided in the PLAN 2004 School Building Program. The total project budget includes proposed compensation for the design consultant of $830,854. Recommendation for Action: Board approval is requested.

4. DESIGN CONSULTANT AGREEMENT: SPECIAL OPTIONAL MIDDLE

The proposed PLAN 2000 School Building Program includes a Special Optional Middle (Heddingham Property), which will be a renovation to an existing office building purchased by the Wake County Public School System. Negotiations have been completed with Gurel Architecture for the design of this project. The form of agreement is the standard form approved by the Board attorney. Fiscal Implications: The total proposed project budget is $5,050,174, of which $6,279,915 is currently available from the PLAN 2000 School Building Program. The additional $1,229,741 is planned to be reallocated to the Longview Project. The total project budget includes proposed compensation for the design consultant of $148,500. Recommendation for Action: Board approval is requested.

5. CHANGE ORDER NO. 2: ENLOE HIGH

On September 2, 2003 the board approved the design consultant agreement for Enloe High with Brown Jurkowski Architectural Collaborative. The proposed compensation for the design consultant equaled $1,800,777. Contracts were issued for the design phase only for $1,170,505. With the approval of the PLAN 2004 School Building Program, Board approval is now requested for change order No. 2 to Brown Jurkowski Architectural Collaborative in the amount of $630,272 to fully fund the contract. Approval of this change order will fully fund the design consultant agreement. Fiscal Implications: The total proposed project budget is $31,347,889, of which $9,151,942 is currently available from the PLAN 2000 School Building Program, and $22,195,947 is from the PLAN 2004 School Building Program. Recommendation for Action: Board approval is requested.

FINANCE

1. AUTHORIZATION FORMS

These authorization forms designate the persons authorized to sign vouchers for the payment of money on behalf of Southeast Raleigh High. Fiscal Implications: These authorization forms are required for bank records.

2. REPORT OF ADMINISTRATION APPROVED CONTRACTS

The attached summaries are provided as information in accordance with Board Policy 8361. The summaries list all change orders, and contracts having a value greater than $50,000 and not over $100,000, and purchase orders in excess of $250,000 for September 2004. Fiscal Implications: Not applicable.

3. BUDGET AMENDMENTS AND TRANSFERS,2004-2005

To report changes in the budget resolution resulting from transactions processed during
July - September 2004. Fiscal Implications:
Adjust State Public School Fund- $ 5,029,682
Adjust Local Current Expense Fund+ $ 5,575,779
Adjust Federal Programs Fund+ $ 5,283,536
Adjust Capital Outlay Fund-$ 147,794,202
Adjust Multiple Enterprise Fund+ $ 3,789,111
Net Changes-$ 138,175,458

PROGRAM

1. AMENDMENT #1 TO CONTRACT BETWEEN WAKE COUNTY SMARTSTART, INC. AND WAKE COUNTY PUBLIC SCHOOL SYSTEM (CONSULTATION AND SUPPORT FOR CHILDREN WITH SPECIAL NEEDS)

This amendment to contract approved at the August 3, 2004 Board meeting, increases funding for Project Enlightenment services. The contract pays for intervention services to high-needs children, their teachers and families. This is a revenue contract to increase funding to a total of $211,411.00. No WCPSS funds are required. Staff recommends that the Board approve the contract to receive additional funding from Wake County SmartStart, Inc.

2. CONTRACT BETWEEN WAKE COUNTY AND WAKE COUNTY PUBLIC SCHOOL SYSTEM (EARLY INTERVENTION SERVICES)

A contract for Early Intervention Services has been in effect since 1975. This contract reimburses WCPSS for intervention services provided to high needs children and their families through the First Years Together program. This is a revenue contract that reimburses WCPSS for approved services. Staff recommends that the Board approve the contract to receive funds from Wake County.

3. CONTRACT BETWEEN WAKE COUNTY AND WAKE COUNTY PUBLIC SCHOOL SYSTEM (MENTAL HEALTH SERVICES)

A contract for intervention services has been in effect since 1975. This contract reimburses WCPSS for intervention services provided to children and families through Project Enlightenment's demonstration preschool program. This is a revenue contract that reimburses WCPSS for approved services. Staff recommends that the Board approve the contract to receive funds from Wake County.

4. BROUGHTON HIGH SCHOOL FIELD TRIP TO ANTIGUA, GUATEMALA

Students participating will be representative of grades 9-12. Approximately 15 students will participate and 5 chaperones. Students will depart from Raleigh on Saturday, November 20, and return on Saturday, November 27, 2004. Only two days of school will be missed as this is over the Thanksgiving break. Students will study Spanish one-on-one with a native speaker and be immersed in Spanish language and Guatemalan culture. The students will tour historic Mayan ruins and volunteer at a children's center. Cost per student will be approximately $1,250.00. The total cost will be approximately $18,750.00. Individual students will bear the cost of the trip themselves. Students who cannot afford the full cost will have their trip subsidized by fundraisers. This item is recommended for consent.

BOARD ADVISORY COUNCIL NOMINATIONS

COMMITTEE CHAIRS' REPORT

ACTION ITEMS

FACILITIES

1. BIDS: PURCHASE OF MODULAR UNITS

Pre-approval is requested for Phase One of two phases to contract with the low bid vendor to purchase Modular Units for the 2005 school opening. Phase Two of the contract will require an additional purchase of units at the same bid price as in Phase One. Phase One of the contract is not to exceed $5,000,000 for providing 12 modular units to be used for two new modular elementary campuses. Staff will provide recommendation for award and bid tabulations at a future Board meeting. Pre-approval allows manufacturing of the units to begin without further delay. Fiscal Implications: Funding is available for Phase One from the total project budget of $5,000,000, of which $2,600,000 is from PLAN 2004 Program Contingency, and $2,400,000 is from PLAN 2004 Program Management. The contract will be let using the funding from these two projects. These projects will be reimbursed after the funding reallocation is approved by the Board of Commissioners on November 15, 2004. Recommendation for Action: Board approval is requested.

2. RESOLUTION: LONG-RANGE BUILDING PROGRAM FUNDING REALLOCATION

Resolution requests reallocation of project funds from the PLAN 2000 project at East Millbrook Middle to PLAN 2000 mobile classrooms. Total reallocation amount is $140,910.70. This is a correction to the resolution approved by the Board on October 5, 2004, which reallocated to and from the same projects in the amount of $150,797. Fiscal Implications:
No additional appropriation of funding is necessary. Recommendation for Action: Board approval is requested.

3. RESOLUTION: LONG-RANGE BUILDING PROGRAM FUNDING REALLOCATION

Resolution requests reallocation of project start-up funds from the PLAN 2000 project at Bugg Elementary to PLAN 2000 mobile classrooms. Total reallocation amount is $215,340. Fiscal Implications: No additional appropriation of funding is necessary. Recommendation for Action: Board approval is requested.

4. RESOLUTION: FUNDING FOR PLAN 2004 SCHOOL BUILDING PROGRAM

Resolution requests funds for the PLAN 2004 School Building Program previously approved by the Board. This request will provide funding to be reallocated to the mobile classroom growth project for the 2005 crowding solution. Fiscal Implications: Total of this appropriation request is $48,886,657. Appropriations for PLAN 2004 to date total $278,483,538. The total PLAN 2004 appropriations including this request, equals $327,370,195. Recommendation for Action: Board approval is requested.

5. RESOLUTION: LONG-RANGE BUILDING PROGRAM FUNDING REALLOCATION

Resolution requests reallocation of project funding from the PLAN 2004 projects at Mobile Classrooms - Relocations, E19, E17, and Wendell Middle to Mobile Classrooms Growth and Program Contingency. Total reallocation amount is $46,178,425. Fiscal Implications: No additional appropriation of funding is necessary. Recommendation for Action: Board approval is requested.

6. RESOLUTION: MODULAR ELEMENTARY ON HIGHWAY 97-DESIGNER SELECTION

Resolution is presented to waive the traditional designer selection process and to select Cherry Huffman Architects, P.A. for the design of the Modular Elementary School on Highway 97 near Wendell. 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 Cherry Huffman Architects, P.A. is the selected designer for the future prototype elementary or prototype middle school that will be located on this site. This will ensure proper coordination between this project and the future project. Staff recommends proceeding with the negotiation of a design contract with Cherry Huffman Architects, P.A. Fiscal Implications: None at this time. Recommendation for Action: Board approval is requested.

PROGRAM

1. ASSIGNMENT OF NEW SUBDIVISIONS TO SCHOOLS

The staff of the Office of Growth Management will present recommendations for the following subdivisions: Brook Forest Townhomes (Phase 2), Farmington Woods Cluster Units (Phases 11-A and 12-A), Galloway (Phases 2 and 3), Hunters Mark (Phase 3A), Stonemoor (Phase 2). Also, staff will bring revised recommendations for Riverbooke II, and Battle Ridge North at Chastain (Phase 4). Transportation costs will increase due to travel time. Other facilities-related costs will be avoided. This item is presented for information.

POLICY

1. POLICY 6860-COCURRICULAR ACTIVITIES AND ATHLETICS

Revised; First Reading; Waiver of Second Reading Requested
Policy 6860.9A on Cocurricular Activities and Athletics is amended to meet the needs of all middle schools regardless of how they schedule classes. Fiscal Implications-None. Recommendation for Action-Staff recommends approval.

INFORMATION ITEMS

FINANCE

1. POTENTIAL CHANGES IN LOCAL EXPENDITURES FOR 2004-2005

To report potential changes in local expenditures for 2004-2005 as of September 30, 2004.
Fiscal Implications: Potential adjustments within the local budget. Transactions transferring budget between accounts will be reported to the Board of Education with all Budget Amendments and Transfers quarterly.

PROGRAM

1. YEAR-ROUND CALENDARS FOR 2005-2006 AND 2006-2007

A year-round calendar committee met to review input from parents and staff and to review drafts of year-round calendars. The committee reviewed parameter for calendar development, annual testing dates, and inclement weather make-up days and concluded that the attached calendars are most effective in meeting these needs. Each track contains 180 days and the same holidays as the traditional and modified calendars. These calendars are to be used at the 15 multi-track year-round calendars. There are no fiscal implications. This item is being presented as information only.

2. MODIFIED CALENDARS FOR 2005-2006 AND 2006-2007

The modified instructional calendar combines features of the traditional and year-round calendars. The first semester is similar to track 4 of the year-round calendar and second semester is similar to track 1. The calendar provides a summer break of approximately seven weeks. Holidays for students closely match typical holidays of the traditional calendar. Plans are for this calendar to be used at Southeast Raleigh High School, Centennial Campus Middle School, Moore Square Middle School, Carver Elementary School, and Partnership Elementary School. There are no fiscal implications. This item is being presented as information only.

3. THE TRADITIONAL CALENDARS FOR 2005-2006 AND 2006-2007

The attached calendars reflect the input of the 34-member Calendar Committee, which met September 29, 2004. These calendars follow all parameters of the new calendar law. In 2005-2006, the first day for students is August 25, and last day June 9. In 2006-2007, the first day for students is August 25, the last day June 8. There are no fiscal implications. This item is presented for information only.

EMPLOYEE'S EXCELLENCE AWARD

CLOSED SESSION

To consider confidential personnel information protected under G.S.115C-319.
ACTION ITEMS (cont'd)

HUMAN RESOURCES

1. RECOMMENDATIONS FOR APPOINTMENTS

ADJOURNMENT

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