Board Agenda for the Week of 10/2/2001

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

FACILITIES

1. HVAC Filter Replacement Contract for 2001-2002
Staff recommends a service contract with Power Chem, Inc. for furnishing labor, materials, and equipment necessary to replace HVAC filters in schools and support facilities for the 2001-2002 school year. Consistent and timely filter replacements are critical to minimize equipment downtime and to extend the life of our heating and air conditioning equipment. The board attorney has reviewed and approved the contract form. All labor and material costs are estimated in Exhibit A and shall not exceed $476,112 for the contract period unless authorized by approved change orders. Board approval is requested. Fiscal Implications - Funding is available in the 2001-2002 current expense budget for the Maintenance and Operations Department. Recommendation for Action - Board approval of the recommended option is requested.

2. Roof Replacement - Apex High
Bids for the roof replacement at Apex High were received on September 5, 2001. Staff and Roof Engineering, Inc. recommend award of the contract to Owens Roofing, Inc. in the amount of $472,161. Fiscal Implications - Funds are available from the total project budget of $757,000. The total project budget consists of $757,000 from the deferred maintenance component of the Phase IIIB Long-Range Building Program. Recommendation for Action - Board approval is requested.

FINANCE

1. Service Agreement: Advantage Professionals Of Raleigh LLC
Advantage Professionals of Raleigh LLC will provide contract personnel to the Technology Services Division. Contractors will include one full-time Payroll functional support with a specialty in payroll accounting balancing procedures and three developers for quarterly and year-end process development. Fiscal Implications: Funding in the amount of $468,000 is requested. Funding is available through the Technology Services Division current expense budget.

2. Change Order 8: Teleconsultants, Inc
In August 2000, a contract with TeleConsultants, Inc. was brought before the Board to provide consulting services related to the implementation of the new Oracle business applications. Since that time, seven change orders have been approved as needed for extensions of time and funding to assure continued support of these applications. The current change order will provide for continued production support through June 30, 2002. In addition, WCPSS will have the right to negotiate directly with TeleConsultants contractors after six months. Fiscal Implications: An increase in funding in the amount of $518,092.00 is requested. Funding is available through the Technology Services Division current expense budget.

3. Lease Renewal: RB6 Mainframe
WCPSS entered into a 3-year lease with IBM in September 1998 to acquire the RB6 mainframe. Board approval was given on September 28, 1998. The current lease expires September 30, 2001 and option to renew lease for an additional 2-year term is recommended. Annual payments that had been $639,632 with initial lease will be reduced to $126,000. Payments will be in arrears and no additional funding is required until the 2002-03 fiscal year. Fiscal Implications: Total for lease renewal is $252,000. Equal payments in arrears of $126,000 will be required in the 2002-03 and 2003-04 fiscal years. Funding will be requested in future fiscal years as part of the Technology Services Division current expense budget.

4. Renewal Of Property Insurance Coverage: Owned Or Leased Real & Personal Property
The Wake County Public School System has maintained property insurance coverage through participation in the statewide pool administered by the North Carolina Department of Public Instruction for 14 years. The annual premium quoted is $442,466. Staff recommends approval of the Special Form of Coverage to protect WCPSS from accidental losses such as theft, vandalism, water damage from burst pipes, collapse and other causes of loss not excluded. Fiscal Implications: Funds are available in current year Risk Management Budget.

PROGRAM

1. Communities in Schools of Wake Co. FAST Program, Contract for 2001-2002
CIS of Wake County will provide: FAST Coordinator (.5) who will assist in delivering the FAST program to parents at Washington Elementary, Fuquay-Varina Elementary, Poe Elementary, and Zebulon Elementary. Twelve (12) FAST Parent Partners at area schools for eight (8) cycles of the FAST program. Quarterly reports on program process to SS/HS Grant Evaluator. Total cost of the contract shall not exceed $111,090 of which shall be paid from Safe Schools/Healthy Students Grant budget. This is the third and concluding year for SS/HS funding of this project. Staff recommends that this contract be approved.

2. Communities in Schools of Wake Co. Mentor Program, Contract for 2001-2002
CIS of Wake County will provide: Two (2.0) Tutor-Mentor recruiter/trainers to identify up to 300 mentors to assist students in Wake County Schools. One (1.0) clerical position to support grant personnel. One (1.0) Parent Facilitator for the Brentwood Parent Connection Pilot Program. Total cost of the contract shall not exceed $18,573 of which shall be paid from Safe Schools/Healthy Students Grant budget. This is the third and concluding year for SS/HS funding of this project. Staff recommends that this contract be approved.

3. Grant Proposals
Competitive (#589): North Carolina's Electric Cooperatives, Bright Ideas grant program/Individual schools ($1,000 to $2,000 per award). Cost-sharing and/or matching in-kind contributions are not required. Recommended that the board approve the application.

4. School Improvement Plans for New Schools
Proposed School Improvement Plans for 2001-2003 for new schools: Green Hope Elementary, Middle Creek Elementary, Salem Elementary, Yates Mill Elementary, Centennial Campus Middle, Wakefield Middle, and Wakefield High. These Plans are available for the Board to review in the Board Conference Room. Board approval is requested.

HUMAN RESOURCES

1. Recommendations for Employment
See attached sheets

POLICY

1. Nominations for Board Advisory Councils
See attached sheets

INFORMATION

FACILITIES

1. 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 - For information only.

PROGRAM

1. Assignment of New Subdivisions to Schools
Staff will present 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 information.

CLOSED SESSION

To consider confidential personnel information protected under G.S. 115C-319.

ACTION ITEMS

PROGRAM

1. Martin Middle School Field Trip to Compiegne, France
Students participating will be representative of grades 7-8. Approximately 25 students will participate and 2 chaperones. Students will depart from RDU at 4:40 p.m. on Friday, March 15, and return on Saturday, March 30, 2002. Students' absence from school will be five days. This is during Spring Break. Purpose of the field trip is to promote fluency in the language and to complete our half of the cultural exchange. Cost per student will be approximately $680. The total cost will be approximately $17,000. Individuals will be responsible for financing the trip. This item is recommended for consent.

2. Enloe High School Field Trip to Costa Rica
Students participating will be representative of grades 9-12. Approximately 28 students will participate and 4 chaperones. Students will depart from RDU at 6:00 a.m. on Sunday, June 4, and return on Monday, June 12, 2002. The purpose of the field trip is to explore various ecosystems, work with staff at Biological Field Station tagging sea turtles, and interact with high school students that maintain the tropical preserve. Cost per student will be approximately $1,500. The total cost will be approximately $36,000. Funding will be provided by various fund raising events. This item is recommended for consent.

HUMAN RESOURCES

1. Recommendations for Administrative Appointments
See attached sheets
SPOTLIGHT ON STUDENTS - 6:30p.m.
Seventeen students will be recognized as Spotlight on Students award winners.
PUBLIC HEARING CONTINUATION (if needed)

ADJOURNMENT

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