WCPSS--Board of Education

OPEN SESSION

CALL TO ORDER - 3 p.m.

QUORUM DETERMINATION

INFORMATION

Chair's Comments
Superintendent's Report

APPROVAL OF MEETING AGENDA

INFORMATION ITEMS

1. COMPREHENSIVE ANNUAL FINANCIAL REPORT

This report is the Comprehensive Annual Financial Report of the Wake County Board of Education (Board) for the fiscal year ended June 30, 2007. The Board's independent certified public accountants, Cherry, Bekaert & Holland, 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 reports on the schedule of federal and state financial assistance, internal control structure, and compliance matters are included in the single audit section of the Comprehensive Annual Financial Report. Fiscal Implications: As a result of appropriate fiscal management, including realistic budgeting practices, effective cost controls, and sound cash management, the Comprehensive Annual Financial Report indicates a strong financial position at June 30, 2007. Recommendation for Action: No Action Necessary

2. LETTER FROM CHERRY, BEKAERT AND HOLLAND ON MATTERS RELATED TO THE ANNUAL AUDIT

This letter to the Wake County Board of Education (Board) is provided by Cherry, Bekaert & Holland, LLP to inform the board of any significant matters related to the conduct of the annual audit. Fiscal Implications: Not Applicable. Recommendation for Action: No Action Necessary.

3. AUDIT COMMITTEE REPORT

Gordon Brown, Audit Committee Chair, to present independent Audit Committee report on the Comprehensive Annual Financial Report review. Fiscal Implications: None. Recommendation for Action: This item is for information.

PUBLIC COMMENT - 4:30 P.M.

Citizens who signed up to address the board during public comment 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 comment, any speakers remaining will be recognized at the end of the agenda for their comments.

CONSENT ITEMS

APPROVAL OF MEETING MINUTES

October 9, 2007-Facilities Committee Meeting Minutes
October 15, 2007-Board of Education Closed Session Meeting Minutes
November 20, 2007-Committee of the Whole Meeting Minutes

FINANCE

1. GIFTS TO THE SYSTEM

Sixty-three gifts have been donated to the Wake County Public School System. The approximate value of the gifts is $24,314.91. Fiscal Implications: Not applicable. Recommendation for Action: No action is required.

FACILITIES

1. LEVEL 4 JOINT USE AGREEMENT: MILLS PARK ELEMENTARY AND MIDDLE

In July 2007, the Board of Education ("Board") purchased approximately 53.7 acres of land from the Town of Cary ("Town") for the development of a middle and elementary school. The Board and Town have collaborated in the joint design and future development of recreational amenities that are beyond the standard program requirements of the schools. Staff has negotiated a Level 4 Joint Use Agreement with the Town to confirm the rights and responsibilities of Town and Board related to the construction, and use of recreational amenities being constructed as part of the Mills Park Elementary and Middle projects. The Board retains priority of use of the standard program outdoor recreational elements during normal school hours. The Town will maintain the recreational amenities as well as standard program outdoor recreational elements in exchange for the privilege of scheduling the use of same after school hours and when such areas are not scheduled for school program activities, and Town has the autonomy to establish rates for third party users. The initial term of this Agreement is for a period of twenty-five (25) years, after which the Town has the exclusive option to extend the Town's use for an additional twenty-five (25) year period, so long as the property is not needed for Board purposes and the facility continues to operate as a school. Fiscal Implications: None. Recommendation for Action: Board approval as to the form of this agreement is requested, with authorization of staff to effect such non-substantive semantic changes as may become necessary in finalization of the form of the agreement with Town of Cary.

2. TREE CONSERVATION AREA EASEMENT: POE ELEMENTARY

As part of the renovation of Poe Elementary and as a condition of site plan approval and permit issuance, the City of Raleigh requires the dedication of Tree Conservation Area Easements located on the school property. The City has required the Tree Conservation Easements upon school property in order to preserve the integrity of tree protection and natural resource buffers. These requested easements are in compliance with the City of Raleigh Tree Conservation Ordinance. The requested easements will not significantly interfere with the Wake County Public School System's present or future use of the property. Staff will present the plat which indicates the areas of the tree conservation easements. Fiscal Implications: None. Recommendation for Action: Staff requests Board approval.

3. UTILITY EASEMENT: BELLSOUTH TELECOMMUNICATIONS, INC., d/b/a AT&T NORTH CAROLINA (LAUREL PARK ELEMENTARY)
BellSouth Telecommunications, Inc., d/b/a/ AT&T North Carolina ("AT&T") has requested a permanent utility easement on a portion of the Laurel Park Elementary site to construct, operate, maintain, add, and/or remove such systems of communications (including broadcast), facilities, standby generators and associated fuel supply systems as a means of providing uninterrupted service during commercial power outages and related items as AT&T may from time to time deem necessary in the conduct of its business upon, over, and under a portion of the land. The proposed utility easement is approximately 399 square feet and is located in the northeast corner of the school site near the intersection of Laura Duncan Road and Old Apex Road. AT&T will compensate the Board $5000, for the permanent easement.
The requested utility easement will not substantially interfere with the present or future use of the property. A copy of the Deed of Easement and the Easement Plat is attached with the areas of the easements identified thereon. Fiscal Implications: AT&T will compensate the Wake County Board of Education in the amount of $5,000, for the utility easement. Recommendation for Action: Staff requests Board approval.

4. RIGHT OF WAY DEDICATION, TRANSIT AND SIDEWALK EASEMENTS: CITY OF RALEIGH (POE ELEMENTARY)

As part of the renovation of Poe Elementary, the City of Raleigh Transportation division requires the dedication of a new transit easement to be located on a portion of the school property along Poole Road. The City of Raleigh will erect and maintain a bus shelter and related facilities, containing 300 square feet, which will provide an area for members of the public to access public transportation. As an additional condition of site plan approval and the issuance of permits, The City of Raleigh has required the dedication of 2,820 square feet of right of way located on Poole Road and 11,881 square feet of sidewalk located along Peyton Street. The requested easements and dedication will not significantly interfere with the Wake County Public School System's present or future use of the property. A copy of the plat which indicates the areas of the new right of way dedication and the transit and sidewalk easements is attached. Fiscal Implications: None. Recommendation for Action: Staff requests Board approval.

5. WATER MAIN EASEMENT: EAST WAKE MIDDLE (INGE PROPERTY)

On October 17, 2006, the Board approved the acquisition of a water line easement on the property interest of Lamont and Delores Inge and the Wilkerson/Martin land in order for public utilities to serve the East Wake Middle School site. Subsequent to the Board's approval it has been discovered that a segment of the previously approved water main route needs to be relocated approximately twenty feet to the south to avoid interference with multiple existing utility lines. As a result, a portion of the previously approved easement will be abandoned from both the Inge and Wilkerson/Martin properties and relocated further south upon a portion of the Inge's property. A new easement (808 sq. feet) must be acquired from the Inges and memorialized in a recorded map in order to complete the project. The proposed compensation for the water main easement acquisition is $125; this amount is in addition to an amount previously paid to the Inges. The requested easement will not interfere with the Wake County Public School's present or future use of the property. A map of the proposed water main easement dedication is attached. Fiscal Implications: Board will compensate property owners, Lamont and Delores Inge, $125. Recommendation for Action: Staff requests Board approval.

6. CHANGE ORDER NO. CCS-03: CONTRACT CUSTODIAL SERVICES AT CARNAGE MIDDLE AND DURANT MIDDLE.

Board approval is requested for Change Order No.CCS-03 to A-K Building Maintenance Services, Inc. This change order in the amount of $142,142.36 is to provide funding for the remainder of the current fiscal year at Carnage Middle ($70,842) and Durant Road Middle ($71,300.36). The change of custodial services is due to poor service by the present vendor, McCullers Maintenance, Inc. With this change order, there will also be a reduction of $135,270.31 from the current contract with McCullers Maintenance, Inc. Fiscal Implications: Funding is available from the 2007-2008 Maintenance and Operations operating budget. Recommendation for Action: Board approval is requested.

7. CHANGE ORDER NO. CM-10: EAST GARNER ELEMENTARY

Board approval is requested for Change Order No. CM-10 to Barnhill Contracting Company for East Garner Elementary. This change order, a reduction of $135,007, is primarily to reconcile unused contract allowances and general conditions being less than budgeted for this project. Fiscal Implications: Savings will be applied to the total project budget of $19,221,892, of which $19,211,892 is from PLAN 2004 and $10,000 from contributed funds from Wake County Parks & Recreation. Recommendation for Action: Board approval is requested.

8. CONSTRUCTION DOCUMENTS: SMITH ELEMENTARY ADDITIONS AND RENOVATIONS

Staff has reviewed the construction documents and requests Board approval and authorization to advertise for the construction of Smith Elementary Additions and Renovations. Fiscal Implications: Funding is available from the total project budget of $22,004,513, of which $230,000 if from PLAN 2004 and $21,774,513 is from CIP 2006. Recommendation for Action: Board approval is requested.

9. COMMISSIONING SERVICES AGREEMENT: HERITAGE HIGH

Negotiations have been completed with EMC Engineers Inc. to provide commissioning services for Heritage High School in the amount of $146,427 in accordance with the attached Individual Project Proposal Agreement. Fiscal Implications: Funding is available from the total project budget of $62,568,407, of which $1,564,638 is from Plan 2000 Start Up, $513,391 from Plan 2004, $56,129,055 from CIP 2006, $1,253,301 from CIP 2006 Offsite Improvements, and $3,108,022 will be provided by the Town of Wake Forest and the Wake County Parks and Recreation Department for additional ball fields and upgrades to the school's ball fields. Recommendation for Action: Board approval is requested.

10. COMMISSIONING SERVICES AGREEMENT: WENDELL MIDDLE

Negotiations have been completed with United Engineers Inc. to provide commissioning services for Wendell School in the amount of $112,700 in accordance with the attached Individual Project Proposal Agreement. Fiscal Implications: Funding is available from the total project budget of $31,217,501, of which $1,548,373 is from PLAN 2004 and $29,669,128 from CIP 2006. Recommendation for Action: Board approval is requested.

11. DESIGNER SELECTION: ARCHITECT/ENGINEER PACKAGE 2007A

In accordance with the designer selection procedures (Policy 7265) adopted by the Wake County Board of Education on August 9, 2005, the selection committee recommends selection of the below listed design firms for the future Capital Improvement Plan (CIP) building and campus improvement projects:
Garner High Cherry Huffman Architects, PA
Green Elementary Moseley Architects, PC
East Wake MiddleSkinner, Lamm & Highsmith, PA
Vandora Springs ElementarySmall Kane Architects, PA
Conn ElementaryPearce, Brinkley, Cease & Lee, PA
Wiley ElementaryGurel Architecture, Inc.
Fuquay-Varina HighBJAC, PA
Stough ElementarySchenkel & Shultz Architects, PA
East Garner MiddleGMK Associates, Inc.
Fiscal Implications: Design fees will be negotiated in accordance with designer selection procedures and will come from the CIP 2006 Startup for Design of Next Bond Projects. Recommendation for Action: Board approval is requested.

INSTRUCTIONAL PROGRAM

1. GRANT PROPOSALS

Competitive (#1200): US Department of Education, Gaining Early Awareness and Readiness for Undergraduate Programs (GEAR UP) / Central Services, Magnet Programs Office.
Competitive (#1201): NC General Assembly, NC Department of Public Instruction, Dropout Prevention / Individual schools.
Fiscal Implications: Any required cash and/or in-kind matching contributions vary by grant program. Recommendation for Action: Staff is requesting Board approval.

2. POE MONTESSORI MAGNET SCHOOL PRE-K BUDGET PROPOSAL FOR 2008-2009

Poe Montessori Magnet School serves students from Pre-kindergarten through fifth grade as part of the Montessori program. Forty pre-k students are enrolled to maintain the Montessori, multi-age concept and therefore pay tuition to attend so that the pre-k program is financially self-supporting. These students are part of our program but do not count in the Average Daily Membership (ADM) calculations for teacher positions.
In order to continue to offer these classes to our pre-k students, tuition must be increased from $5,000 a year to $6,000 to pay for the months of employment that serve these students. The increased cost is still less than other programs in the area. This increase will make the pre-K program truly financially self-supporting. Fiscal Implications: None. Recommendation for Action: Board approval for tuition increase is requested.

HUMAN RESOURCES

1. RECOMMENDATIONS FOR EMPLOYMENT

A. Contract Central Services Administrator

POLICY

1. POLICY 8101 - UNDESIGNATED OPERATING FUND BALANCE

New- Second Reading
The Board of Education currently has no policy in place to guide the use of Undesignated Fund Balance. Good business practice suggests a policy guiding the use of this key fiscal resource. The Policy provides guidelines related to the utilization of Undesignated Fund Balance.
Adoption of an Undesignated Fund Balance Policy will provide the Board additional fiscal management guidelines and further communicate commitment to fiscal accountability. Fiscal Implications: None. Recommendation for Action: Board approval is requested.

BOARD ADVISORY COUNCIL NOMINATIONS

This represents new nominations to the Board Advisory Councils. The nomination forms are attached for the Board's review and consideration. Fiscal Implications: None. Recommendation for Action: Board approval is requested.

COMMITTEE CHAIRS' REPORT

ACTION ITEMS

FACILITIES

1. SCHEMATIC DESIGN: E-31 ELEMENTARY

Staff presented the schematic design documents to the Facilities Committee on November 27, 2007, for the construction of E-31 Elementary School located on Bryan Road, Garner. Board approval is requested. Fiscal Implications: Funding is available from the total project budget of $22,746,541, all of which is from CIP 2006. Recommendation for Action: Board approval is requested.

2. CHANGE ORDER NO. GC-07: EAST WAKE HIGH

Board approval is requested for Change Order No. GC-07 to the joint venture of Heery International, Inc. and D.H. Griffin Construction, LLC, for their Construction Management at Risk contract for construction of East Wake High additions and renovations. The CIP 2006 project was divided into two phases; 2A and 2B. The Phase 2A Guaranteed Maximum Price (GMP) was established in spring 2007. This change order, in the amount of $7,380,919, is to establish the GMP for work packages needed to complete Phase 2B construction. A list of bid packages is attached. Phase 2B GMP includes renovations to the Administration Building, 1976 Classroom Building, and construction of a new softball field. Phase 2A GMP included asbestos abatement, demolition of the one story building, construction of a new two story classroom building, cafeteria renovation, and road improvements. The combined initial GMP for Phase 2A and 2B is $22,242,977. Fiscal Implications: Funding is available from the total project budget of $27,056,516, of which $125,000 is from PLAN 2004 Start Up, $4,199,950 is from PLAN 2004, $22,428,769 is from CIP 2006, and $302,797 is from CIP 2006 Offsite Infrastructure. Recommendation for Action: Board approval is requested.

3. NAME FOR NEW ELEMENTARY SCHOOL IN CARY (E-30)

On or about August 28, 2007, the Board of Education acquired approximately 19 acres for use as an elementary school. The elementary school site for the E-30 target area to be located thereon has a scheduled opening date of 2009. Naming of the new elementary school facility is now required. The following names are proposed for consideration (1) Kit Creek Elementary, (2) Alston Avenue Elementary, and (2) Northwest Cary Elementary.
Kit Creek Elementary is proposed because water draining from the site will flow into Kit Creek which is located south of the property, a tributary of which runs along the western boundary of the property and is the nearest notable geographic or natural feature. Kit Creek Road also intersects Alston Avenue at the northeastern corner of the property, and is planned to extend along the northern boundary of the property in the future. Alston Avenue is proposed as it identifies the road from which the school will be accessed and will help to specifically identify the location of the site. Northwest Cary Elementary is proposed it identifies the area of Cary within which the school site is located, will help to identify the location of the site. Staff recommends name selection of Kit Creek Elementary. Fiscal Implications: None. Recommendation for Action: Staff requests Board approval.

4. NAME FOR NEW ELEMENTARY SCHOOL IN GARNER (E-31)

On or about August 10, 2007, the Board of Education acquired approximately 50 acres for use as a combination site for an elementary school and a middle school in the E-31 target area. The elementary school site for the E-31 target area to be located thereon is scheduled to open in 2009. Naming of the new elementary school facility is now required. The following names are proposed for consideration (1) Mahlers Creek Elementary, (2) Bryan Road Elementary, and (3) South Garner Elementary.
Mahlers Creek Elementary is proposed because water draining from the site will flow into Mahlers Creek located west of the property, a tributary of which is located along the eastern boundary of the property, and is the nearest notable geographic or natural feature. Bryan Road Elementary is proposed as it identifies the road from which the school will be accessed and will help to specifically identify the location of the site. South Garner Elementary is proposed it identifies the area of Garner within which the school site is located, will help to identify the location of the site. Staff recommends name selection of Bryan Road Elementary. Fiscal Implications: None. Recommendation for Action: Staff requests Board approval.

5. NAME FOR NEW HIGH SCHOOL IN WAKE FOREST (H-2)

On or about January 10, 2000, the Board of Education acquired approximately 110 acres for use as a high school site for the H-2 target area, which is scheduled to open in 2010. Naming of the new high school facility is now required. The following names are proposed for consideration (1) Smith Creek High, (2) Forestville Road High, (3) Heritage High.
Smith Creek High is proposed because water draining from the site will flow into Smith Creek, which borders the property on the western side, and is the nearest notable geographic or natural feature. Forestville Road High is proposed as it identifies the road that the school will front on and will help to specifically identify the location of the site. Heritage High is proposed because of the prior frequent references to the site, the common association of the site with the name and the adjacency of the site to the Heritage Elementary and Heritage Middle school campus. Staff recommends name selection of Heritage High. Fiscal Implications: None. Recommendation for Action: Staff requests Board approval.

6. NAME FOR NEW MIDDLE SCHOOL IN HOLLY SPRINGS (M-9)

On or about March 13, 2003, the Board of Education acquired approximately 91 acres for use as a combination site for a high school a middle school, and an elementary school in the M-9 target area. The site is the location of Holly Springs High and Holly Grove Elementary. The middle school site for the M-9 target area which is located thereon is scheduled to open in 2010. Naming of the new middle school facility is now required. The following names are proposed for consideration (1) Buckhorn Creek Middle, (2) Avent Ferry Road Middle, (3) Holly Grove Middle.
Buckhorn Creek Middle is proposed because water draining from the site will flow into Buckhorn Creek, which begins near the southern boundary of the property, and is the nearest notable geographic or natural feature. Avent Ferry Road Middle is proposed as it identifies the road from which the school will ne accessed and will help to specifically identify the location of the site. Holly Grove Middle is proposed because of the prior frequent references to the site, the common association of the site with the name and the adjacency of the site to Holly Grove Elementary. Staff recommends name selection of Holly Grove Middle. Fiscal Implications: None. Recommendation for Action: Staff requests Board approval.

7. NAME FOR NEW MIDDLE SCHOOL IN GARNER (M-12)

On or about August 10, 2007, the Board of Education acquired approximately 50 acres for use as a combination site for an elementary school and a middle school in the E-31 target area. The middle school site for the M-12 target area to be located thereon has not yet been scheduled for an opening date. Naming of the new middle school facility is now required. The following names are proposed for consideration (1) Mahlers Creek Middle, (2) Bryan Road Middle, and (3) South Garner Middle.
Mahlers Creek Middle is proposed because water draining from the site will flow into Mahlers Creek located west of the property, a tributary of which is located along the eastern boundary of the property, and is the nearest notable geographic or natural feature. Bryan Road Middle is proposed as it identifies the road from which the school will be accessed and will help to specifically identify the location of the site. South Garner Middle is proposed it identifies the area of Garner within which the school site is located, will help to identify the location of the site. Staff recommends name selection of Bryan Road Middle. Fiscal Implications: None. Recommendation for Action: Staff requests Board approval.

8. NAME FOR NEW ELEMENTARY SCHOOL IN APEX (E-32)

On or about June 7, 2007, the Board of Education acquired approximately 31 acres for use as a combination site for an elementary school and to pursue a joint development opportunity with Town of Apex for town park facilities in the E-32 target area. The elementary school site for the E-32 target area to be located thereon does not currently have a scheduled opening date. Naming of the new elementary school facility is now required. The following names are proposed for consideration (1) Beaver Creek Elementary, (2) Scotts Ridge Elementary, and (3) Apex Barbecue Road Elementary.
Beaver Creek Elementary is proposed because water draining from the site will flow into Beaver Creek which is located west of the property, a tributary of which runs along the southern boundary of the property and is the nearest notable geographic or natural feature. Scotts Ridge Elementary is proposed as the intersections of Scotts Ridge Trail, and Apex Barbecue Road on the north side of the site helps to specifically identify the location of the site. Apex Barbecue Road Elementary is proposed as it identifies the road from which the school will be accessed and will help to specifically identify the location of the site. Staff recommends name selection of Scotts Ridge Elementary. Fiscal Implications: None. Recommendation for Action: Staff requests Board approval.

HUMAN RESOURCES

1. THE BEGINNING TEACHER SUPPORT PROGRAM PLAN

In order to comply with the State Board of Education Policy QP-A-004, the Beginning Teacher Support Program Plan addresses compliance with the State Board of Education's definition of optimum working conditions; orientation; delivering support services; mentor selection, assignment and training;
systematic observations and final evaluations; individualized growth plans; and maintenance of beginning teachers' cumulative files.

POLICY

1. POLICY 6200 - STUDENT ASSIGNMENT

Revised: Second Reading
Board Policy 6200 was last revised in 2003. Since that time the school district has experienced rapid enrollment growth and changing student demographics. The Board of Education discussed Policy 6200 in a work session held on September 6, 2007, and at Policy Committee meetings on September 11, 2007 and October 9, 2007. Policy 6200 was discussed at the Committee of the Whole on November 6, 2007 and discussed at the Board of Education Meeting on November 6, 2007. The revised policy includes the Board's goals for the student assignment process and the factors to be used in the development of the annual student assignment plan. Fiscal Implications: Facility-related costs will be avoided. Recommendation for Action: Board approval is requested.

RECOGNITION

SPOTLIGHT ON STUDENTS - 6 P.M.

Nineteen students will be recognized as Spotlight on Students award winners.

CLOSED SESSION

To consider confidential personnel information protected under G.S. 143-318.11(a)(6) and 115C-319.
To establish or give instructions concerning the Board's negotiating position related to a potential acquisition of real property, as provided in G.S. 143-318.11(a)(5).
To consult with an attorney employed or retained by the Board in order to preserve the attorney-client privilege as provided in G.S. 143-318.11(a)(3).
ACTION ITEMS- Cont'd

HUMAN RESOURCES

1. RECOMMENDATION FOR ADMINISTRATIVE APPOINTMENT(S)

2. ADMINISTRATIVE TRANSFER(S)

ADJOURNMENT

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