Board Agenda for the Week of 12/04/2000

OPEN SESSION - 1:00 p.m.

CALL TO ORDER

QUORUM DETERMINATION

PLEDGE OF ALLEGIANCE

INFORMATION

Comments from the Chairman
Superintendent's Report
RECOGNITION - Facilities Employee Education Achievements

APPROVAL OF MEETING AGENDA

PUBLIC HEARING FOR ITEMS ON THE AGENDA

CONSENT ITEMS - ALL COMMITTEES

APPROVAL OF MINUTES

November 14, 2000 Board Meeting
November 20, 2000 Program Committee Meeting

FACILITIES

1. Bids: Snack Cakes

Staff requests board approval to award a contract for snack cakes to McKee Foods Corporation in the amount of $200,744.00. Fiscal Implications - Funds are available in the 2000-2001 expense budget. Recommendation for Action - Board approval to award the contract is requested.
2. Bids: Hunter Elementary Addition and Renovations

Subject to final board approval, pre-approval is requested for the issuance of Notices of Intent to Award the contracts and Notices to Proceed based on bids received on December 14, 2000, for construction of the addition and renovations for Hunter Elementary School. Board authorization is contingent upon receipt of bids within the allocated construction budget of $2,619,195. Staff and The New Synergy, Inc. will report on bids received and provide bid tabulations and contract information to the board for approval and award of contracts at a future meeting. Fiscal Implications - Funding is available from the total project budget of $3,453,155, which consist of $3,303,155 from Phase IIIB+ program funds, and $150,000 from the deferred maintenance component of the Phase IIIB Long Range Building Program. Recommendation for Action - Pre-approval to issue Notices of Intent to Award the contracts and Notices to Proceed is recommended.
3. Change Order No. GC-1: 2000 In-System Transfer of Mobile Classroom Units - Package "B"
Change Order GC-1 contains contract change proposals 1-10, including the addition of eighteen (18) additional units transferred under this contract. The change order amends the contract with C. Blake Lewis by increasing the contract sum in the amount of $224,172.42. Fiscal Implications Funds are available from the board-approved 2000-2001 Capital Outlay budget.

Recommendation for Action - Board approval of Change Order GC-1 is recommended.
4.Resolution: Long-Range Building Program Funding Reallocation

Resolution requests reallocation of funds from completed Phase IIIB projects to the Phase IIIB addition and renovations project at North Ridge Elementary. Reallocation of funds is necessary to cover additional construction costs associated with correcting storm water drainage problems and the repair of the main parking lot. Fiscal Implications - Reallocates savings from completed projects. No additional appropriation of funding is necessary. Recommendation for Action - Board approval of the resolution is recommended.
5. Termination of General Contract: Wiley Elementary Addition and Renovations

After consulting with the board attorney, Diversified Contracting, Inc. was notified of the school system's intent to terminate the firm's contract on the addition and renovations project at Wiley Elementary School. This was due to the contractor's failure to provide adequate project management in order to ensure successful completion of the project. Staff recommends that the board grant the superintendent, or his designee, the authority to terminate the contract with Diversified Contracting, Inc. if the contractor is unable to respond satisfactorily to our claims of contract default. Fiscal Implications - None. All potential claims and additional costs will be forwarded to the contractor's performance bonding company. Recommendation for Action - Board approval is recommended to grant the superintendent, or his designee, the authority to terminate the contract with Diversified Contracting, Inc.

FINANCE

Budget Amendments and Transfers, 2000-2001
To report changes in the budget resolution for the month of October. Fiscal Implications:
Adjust State Public School Fund+$ 1,605,530
Adjust Local Current Expense Fund +$ 475,747
Adjust Federal Programs Fund +$ 5,441,700
Adjust Capital Outlay Fund +$ 21,700
Adjust Multiple Enterprise Fund +$ 64,455

PERSONNEL

1. Recommendations for Employment
2. Recommendation for Administrative Appointment
3. Recommendation for Administrative Transfer

ACTION AND INFORMATION ITEMS

PROGRAM

Action
1. Poe Montessori Magnet Pre-kindergarten Fee Increase
The fee ($3000 per year) for the pre-kindergarten program at Poe has remained the same since 1995-96. Increases in salaries and costs associated with the program justify the need for a fee increase. Costs are comparable with other preschool programs. Parents have been surveyed (attached). Costs have been analyzed (attached). Staff recommends a fee increase at Poe of $4000 for the 2001-02 school year.
2. The Reassignment of Students that are Currently Enrolled in Stough Elementaryand Carroll Middle
Staff will recommend that certain nodes be designated as base attendance areas for the converted schools. Staff will also recommend assignment of the remaining Stough Elementary School and Carroll Middle School nodes to traditional calendar schools. Transportation costs will increase due to assigning a base area. This is presented for Board approval.
3. The Designation of Base Nodes for Existing Year-Round Schools
Staff will recommend that certain nodes be designated as base attendance areas for year-round schools. Transportation costs will vary depending on the assigned nodes. This is recommended for Board approval.

FACILITIES

Action
1. Schematic Design: Athens Drive High Renovations

Schematic design documents for the Athens Drive High School PLAN 2000 renovations project, designed by Boney P.L.L.C., will be presented. Fiscal Implications - The total project budget is $10,482,584, of which $6,827,930 is from the PLAN 2000 School Building Program project budget, $992,054 is from the modernization component of PLAN 2000, $2,400,000 is from the deferred maintenance component of PLAN 2000, and $262,600 is from the board-approved 1996 State Bond project budget. Recommendation for Action - Board approval of the schematic design is recommended.
2. Athens Drive High:PLAN 2000 Housing Options

Staff will present options and make a recommendation for accommodating students during renovations at Athens Drive High School. Fiscal Implications - The total project budget is $10,482,584, of which $6,827,930 is from the PLAN 2000 School Building Program project budget, $992,054 is from the modernization component of PLAN 2000, $2,400,000 is from the deferred maintenance component of PLAN 2000, and $262,600 is from the board-approved 1996 State Bond project budget. Recommendation for Action - Board approval of the recommended option is requested.
3. Schematic Design: Farmington Woods Elementary Addition and Renovations

Schematic design documents for the Farmington Woods Elementary PLAN 2000 addition and renovations project, designed by Davis Kane Architects, PA, will be presented. Fiscal Implications - The total project budget is $8,903,977, of which $8,392,886 is from the PLAN 2000 School Building Program project budget, $334,763 is from the modernization component of PLAN 2000, and $176,328 is from the board-approved 1996 State Bond project budget. Recommendation for Action -Board approval of the schematic design is recommended.
4. Schematic Design: Joyner Elementary Addition and Renovations

Schematic design documents for Joyner Elementary School PLAN 2000 capital improvement project, designed by Skinner, Lamm and Highsmith, PA Architects, will be presented. Fiscal Implications - The total project budget is $8,792,608, of which $8,629,863 is from the PLAN 2000 School Building Program project budget, and $162,745 is from the board-approved 1996 State Bond project budget. Recommendation for Action - Board approval of the schematic design is requested.

FACILITIES

Information
1. Building Capacities: Methods for Calculation

Staff will present for information and support board discussion on the various assumptions and methods that can be used to calculate building capacities for schools. The benefits and drawbacks inherent in different capacity models will be discussed. In a future meeting, staff will recommend specific assumptions and a method for calculating annual building capacities. Fiscal Implications - None at this time. Recommendation for Action - This item is for information and discussion purposes at this time.
2. School Names For New Schools

Several new schools under construction for opening in the years 2002-2003 require new school names. In accordance with board-approved policy, staff recommends the names for these schools listed on the attached Exhibit A. Fiscal Implications - None. Recommendation for Action - Board approval of the recommended names for new schools.

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.

FINANCE

Information
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

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.