Board Agenda for the Week of 11/27/2000

OPEN SESSION - 3:00 p.m.

CALL TO ORDER

QUORUM DETERMINATION

PLEDGE OF ALLEGIANCE

INFORMATION

Comments from the Chairman
Superintendent's Report
Wake Technology Academy Report
Teacher Recognition - Lindy Poling

APPROVAL OF MEETING AGENDA

PUBLIC HEARING FOR ITEMS ON THE AGENDA

CONSENT ITEMS - ALL COMMITTEES

APPROVAL OF MINUTES

FACILITIES

1. Design Consultant Agreement - Athens Drive High Renovations

Negotiations have been completed with Boney PLLC for the design of Athens Drive High School renovations. The form of agreement is the standard form approved by the board attorneys. Fiscal Implications - The total project budget is $10,482,584 which includes proposed compensation for the design consultants of $678,300. The total project budget consists of $10,219,984 from the PLAN 2000 School Building Program project budget, and $262,600 from the board-approved 1996 State Bond project budget. Recommendation for Action - Board approval of the design consultant agreement is recommended.
2. Design Consultant Agreement - Farmington Woods Elementary Addition and Renovations

Negotiations have been completed with Davis Kane Architects, PA for the design of Farmington Woods Elementary addition and renovations. The form of agreement is the standard form approved by the board attorneys. Fiscal Implications - The total project budget is $8,903,977 which includes proposed compensation for the design consultants of $571,500. The total project budget consists of $8,392,886 from the PLAN 2000 School Building Program project budget, $176,328 from the board-approved 1996 State Bond project budget, and $334,763 from the modernization component of PLAN 2000 School Building Program. Recommendation for Action - Board approval of the design consultant agreement is recommended.
3. Design Consultant Agreement - Joyner Elementary Addition and Renovations

Negotiations have been completed with Skinner, Lamm & Highsmith, PA Architects for the design of Joyner Elementary addition and renovations. The form of agreement is the standard form approved by the board attorneys. Fiscal Implications - The total project budget is $8,792,608 which includes proposed compensation for the design consultants of $490,000. The total project budget consists of $8,629,863 from the PLAN 2000 School Building Program project budget, and $162,745 from the board-approved 1996 State Bond project budget. Recommendation for Action - Board approval of the design consultant agreement is recommended.
4. Design Consultant Agreement - Phillips High Addition and Renovations

Negotiations have been completed with The Freelon Group, Inc. for the design of Phillips High addition and renovations. The form of agreement is the standard form approved by the board attorneys. Fiscal Implications - The total project budget is $6,531,161 that includes proposed compensation for the design consultants of $350,953. The total project budget consists of $6,384,305 from the PLAN 2000 School Building Program project budget, and $146,856 from the board-approved 1996 State Bond project budget. Recommendation for Action - Board approval of the design consultant agreement is recommended.
5.Schematic Design - Phillips High Addition and Renovations

Schematic Design documents for Phillips High School PLAN 2000 capital improvement project, designed by Freelon Group Architects, will be presented. Fiscal Implications - Project is within budget at this stage of design. Recommendation for Action - Board approval of the schematic design is recommended.
6.Access Easement - Nextel Communications - East Garner Middle

Nextel Communications requests an access easement within a twenty-foot easement previously granted to the Town of Garner to serve a water tank located adjacent to East Garner Middle School. Nextel Communications will install equipment on the Town of Garner water tank. Fiscal Implications - Board receives a one-time payment of $20,000 for the easement. Recommendation for Action -Board approval is requested.
7.Utility Easement -CP&L Energy Services - East Garner Middle School

Carolina Power and Light requests a utility easement within a twenty-foot access easement previously granted to the Town of Garner for a water tank adjacent to East Garner Middle School. The utility easement will allow CP&L to provide service to Nextel Communications for equipment located on the Town of Garner water tank. Fiscal Implications -None. Recommendation for Action - Board approval is requested.
8.Construction Continuation Agreement - Moore Square Museums Magnet Middle

The general construction contract with J. W. Grand, Inc. was terminated on June 26, 2000 after the discovery of petroleum contaminated soils. On November 15, 2000 the board approved resuming construction for the Moore Square Museums Magnet Middle following notification that the site has been remediated and declared safe for school construction. Staff recommends that the contract with J. W. Grand, Inc. be reactivated and that construction on the project resume November 28, 2000 in accordance with the attached agreement. The substantial completion date for the project is May 15, 2002. Fiscal Implications - Funds are available from the board-approved 1996 State Bond project budget of $15,665,274 and $737,989 from the Phase IIIB project budget. An additional $595,000 from state bond savings is needed. The total project budget is $16,998,263. Recommendation for Action - Board approval of the agreement with J. W. Grand is recommended.

FINANCE

1. Comprehensive Annual Financial Report
This report is the Comprehensive Annual Financial Report (CAFR) of the Wake County Board of Education (Board) for the fiscal year ended June 30, 2000. The Board's independent certified public accountants, McGladrey & Pullen, LLP, have audited the general purpose financial statements and related combining and individual fund and account group statements and schedules and have rendered their unqualified opinion on them. The auditor's report on the schedule of federal and state financial assistance, internal control structure, and compliance matters, included in the single audit section of the CAFR, indicate that the schedule of expenditures of federal and state awards is presented fairly and that no reportable conditions were material weaknesses in the internal control structure or it's operation. Fiscal Implications: As a result of appropriate fiscal management, including realistic budgeting practices, effective cost controls, and sound cash management, the CAFR indicates a strong financial position at June 30, 2000.
2. Letter from McGladrey & Pullen Regarding the Annual Audit
McGladrey & Pullen, LLP provided this letter on significant matters related to the conduct of the annual audit of the Wake County Board of Education (Board). This letter is in connection with the audit of the Board's general-purpose financial statements for the fiscal year ended June 30, 2000. It addresses certain matters that the auditors believe would be of interest to the Board. Fiscal Implications: Not Applicable
3. Letter on Internal Control Structure
This letter on the internal control structure of the Wake County Board of Education (Board) is provided by McGladrey & Pullen, LLP, in connection with the audit of the Board's general purpose financial statements for the fiscal year ended June 30, 2000. It addresses certain matters that the auditors believe would be of interest to the Board.
The auditor's report on the internal control structure of the Board is included in the single audit section of the Comprehensive Annual Financial Report. That report discloses no matters involving the internal control structure and its operations that are considered to be material weaknesses. Fiscal Implications: Not Applicable
4. Response to Letter on Internal Control Structure
The concerns addressed in the letter on internal control structure from McGladrey & Pullen, LLP are shared by the administration. Corrective actions have already been taken. Procedures related to outstanding issues will be monitored closely. Fiscal Implications: Not Applicable
5. Proposals for Exclusive Vending Contracts
In accordance with board policy 8363 paragraph 2, the superintendent requests approval to solicit proposals for exclusive beverage vending contracts. Fiscal Implications: 2000-2001 budget includes $1 million from exclusive beverage vending contracts.
6. Fund Balance Appropriation - Apex Elementary
To appropriate fund balance necessary to continue special projects funded in the previous year through contributed funds. Fiscal Implications: Appropriate fund balance in the amount of $35,000.
7. IBM Lease Agreement - Mainframe Upgrade
During the last fiscal year, we were experiencing significant disruptions in finance and daily problems with our email system due to mainframe problems. We were exceeding the capacity of this mainframe and were faced with purchasing a new one or upgrading the one we had. Our current lease was to expire in August so we decided to upgrade and extend our lease. The total cost of this lease is $587,076. Payments are broken down as follows: Year one - $281,796, year two - $152,640, and year three is $152,640. A Resolution was approved by the Wake County Board of Commissioners on November 6, 2000. Fiscal Implications: Funding is available through the Technology Services Division current expense budget.
8. Novell Inc. - Site License Agreement
The Wake County Public School System operates the entire network under a renewable School License Agreement with Novell, Inc. The cost for the current fiscal year is $188,000 and is in our budget. This is one of our basic needs to provide network access, email, and business operations. Fiscal Implications: Funding is available through the Technology Services Division current expense budget.

POLICY

1. Policy 8363 - Exclusive Vending Contracts New; Second Reading
New policy addressing exclusive vending contracts. Fiscal implications: 2000-2001 budget includes $1 million from exclusive vending revenue.
2. Board Advisory Council Nominations
New nominations to Board Advisory Councils

PROGRAM

1. Grant Proposals
Competitive (#526) BellSouth Foundation: Power to Learn ($250,000)
Funding as noted above.
Approve application for Competitive (#526) BellSouth Foundation: Power to Learn ($250,000).
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 Raleigh on Saturday, April 7, and return on Sunday, April 15, 2001 or depart on Monday, June 4, and return on Tuesday, June 12. No school will be missed, as the first date is Spring Break and the second date is Summer Break. It is necessary for two trips to accommodate as many students as possible. As the number of students increase, the likelihood of viewing animals decreases.
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 tropical preserve.
Ecology is the main component of the biological Sciences.
Cost per student will be approximately $1,350. The total cost will be approximately $37,800. Funding will be provided by student assessment, sponsorship, and various
fundraising events.
3. Broughton High School Field Trip to Nassau, Bahamas
Students participating will be representative of grades 9-12.
Approximately 77 students will participate and 8 chaperones.
Students will depart from Raleigh on Thursday, March 15, and return on Sunday, March 18, 2001. No school will be missed, as these are teacher workdays.
Purpose of the field trip is for Carolina Spirit and Capital Touch to perform.
This is a performance opportunity for these students on a semi-professional level in a different venue from normal school performances. It is an opportunity to learn how performing groups travel.
Cost per student will be approximately $520. The total cost will be approximately $40,040. Funding will be provided by various fund raising events and scholarships.
4. 2001-2002 Modified Calendar
The modified instructional calendar combines features of the traditional and year-round calendars. 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 match typical holidays of the traditional calendar.
Staff recommends that the board adopt this calendar for the 2001-2002 school year.
5. 2001-2002 Carver Elementary Calendar
Student's first day of school is July 23, 2001 and the last day of school is May 24, 2002.
A waiver of Board Policy 5030.0 is requested for students to begin school on July 23, 2001. The second quarter ends December 14, 2001, which allows students to take exams before Winter Break. Spring Break is the week of March 25, 2002.
If school days are missed for inclement weather, the order of make-up days will be September 26, 2001, September 27, 2001, September 28, 2001, March 20, 2002, March 21, 2002, March 22, 2002, May 28, 2002, and May 29, 2002.
No fiscal implications.
6. ABC Accountability Components for Alternative Schools
Alternative and special schools are included in the 2000-2001 ABCs under a special policy adopted by the North Carolina Board of Education. The evaluation of alternative schools will be based on three state mandated achievement-based components and three local options. Options suggested by the state include attendance, suspension dropout rates, graduation rates, reduction in incidents of violence, customer satisfaction, transition to a regular program, improvement in GPA, and promotion rates. Schools will be evaluated on all six components. Schools achieving at least five of the six components will be determined to have made exemplary gain, at least three of the six will be expected gain, at least two of the six will be no recognition, and one or none of the six will be low performing. As part of their school improvement plans for 2000-2001, the alternative schools identified three local options that reflect their school's mission. The local options selected by the schools have been approved by the school improvement teams and must be approved by the local school board.
ABC incentive funds will be received from the state for the alternative schools with the exception of Bridges. If the program meets the criterion for ABC funds, at-risk funds will be required. Staff requests board approval of the three local options presented by each alternative school.

ACTION AND INFORMATION ITEMS

PROGRAM

Action
1. 2001-2002 Traditional Instructional Calendar
Student's first day of school is August 13, 2001, and the last day of school is May 29, 2002. A waiver of Board Policy 5030.0 is requested for students to begin school on August 13, 2001. The second quarter ends December 20, 2001, which allows students to take exams before Winter Break. Because Christmas falls on a Tuesday, the calendar has 11 holidays instead of the usual 10 holidays. Spring Break is the week of March 25, 2002. If school days are missed for inclement weather, the order of make-up days will be September 28, 2001, October 19, 2001, February 8, 2002, March 15, 2002, and April 26, 2002. No fiscal implications.
2. Magnet Schools Assistance Program Board Resolution
The 2001-2004 magnet grant proposal is under development.
School programs for which funding is sought must match federal regulations that govern the Magnet Schools Assistance Program.
Start-up and initial costs for program expansion and conversion will be shared.
Plans include the following magnet schools: Moore Square, Brooks, Millbrook Elementary, Joyner and Powell.
Start-up and initial costs for program designation/conversion/expansion.
Staff recommends that the board adopt the resolution supporting the Magnet Schools Assistance Program proposal.
3. Extended Day
A change in the Extended Day Magnet Program will be discussed.
Data will be shared related to students in the program.
Principals will be available to share information about parent information sessions.
No fiscal implications at this time
Staff recommends the following: the Extended Day magnet theme be eliminated at Combs, Joyner and Olds; Combs, Joyner, and Olds remain magnet schools with their previously approved theme; each school will provide an after-school program based on the needs of families in their school.
Please see additional agenda item below:

PROGRAM

Information
1. Impact of Exemption from Proposed Reassignment
Staff will present information to the Board showing the impact of allowing designated grades to remain at the present school rather than moving to the proposed school. This discussion will include the impact of proposed reassignment from traditional schools to traditional schools, traditional schools to year-round schools, and year-round schools to year-round schools. Failure to require reassigned students to move would affect the utilization of building capacity at certain schools. This is presented for information only.

POLICY

Information
1. Review of the Purpose and Role of Board Advisory Councils
The Board requested a review and assessment of the purpose and role of Board Advisory Councils to determine their effectiveness and direct impact on achieving Goal 2003.

CLOSED SESSION - 5:30 p.m.

To consider confidential student information protected under the Family Educational Rights and Privacy Act (FERPA) and G.S. 115C-402
To establish or instruct the Board's staff or negotiating 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, option, exchange, or lease; (ii) the amount of compensation and other material terms of an employment contract or proposed employment contract G.S. 143-318.11(a)(5).

SPOTLIGHT ON STUDENTS- 6:30 p.m.
Sixteen students will be recognized as Spotlight on Students award winners.

PUBLIC HEARING FOR ITEMS NOT ON THE AGENDA

ADJOURNMENT

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