WCPSS--Board of Education

OPEN SESSION

1. CALL TO ORDER

2. QUORUM DETERMINATION

3. SELECTION OF BOARD CHAIR

4. INFORMATION

Chair's Comments
Superintendent's Comments
Board Members' Comments

5. APPROVAL OF MEETING AGENDA

PUBLIC COMMENT - 6 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 two 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.

INFORMATION ITEMS

FINANCE

6. COMPREHENSIVE ANNUAL FINANCIAL REPORT

This report is the Comprehensive Annual Financial Report of the Wake County Board of Education for the fiscal year ended June 30, 2011. The Board's independent certified public accountants, Cherry, Bekaert & Holland, LLP, have audited the basic financial statements and related combining and individual fund statements and schedules. Auditor opinions on 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, 2011. Savings: Not Applicable. Recommendation for Action: No Action Necessary.

7. LETTER FROM CHERRY, BEKAERT AND HOLLAND, LLP REGARDING

THE ANNUAL AUDIT

This letter of comments and suggestions to the Wake County Board of Education is provided by
Cherry, Bekaert & Holland, LLP as constructive suggestions with respect to matters that came to
their attention in connection with the annual audit. Fiscal Implications: Not Applicable. Savings:
Not Applicable. Recommendation for Action: No Action Necessary.

8. AUDIT COMMITTEE REPORT

Presentation of the Audit Committee report on the Comprehensive Annual Financial Report review.
Fiscal Implications: None. Savings: Not Applicable. Recommendation for Action: This item is for
information.

CONSENT ITEMS

9. APPROVAL OF MEETING MINUTES

November 22, 2011-Closed Session Meeting Minutes

FINANCE

10. 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 October 2011. Fiscal Implications: Not
Applicable. Savings: Not Applicable. Recommendation for Action: Not applicable.

11. GIFTS TO THE SYSTEM

One hundred and fifty five gifts have been donated to the Wake County Public School System. The approximate value of the gifts is $47,665. Fiscal Implications: Not Applicable. Savings: Not Applicable. Recommendation for Action: No Action is Required.

12. BUDGET AMENDMENTS AND TRANSFERS, 2011-2012

To report changes in the budget resolutions resulting from transactions processed during October,

2011.

Fiscal Implications:
Adjust State Public School Fund+ $476,750
Adjust Local Current Expense Fund+ $298
Adjust Federal Grants Fund - State+ $111,345
Adjust Capital Outlay Fund+$0
Adjust Multiple Enterprise Fund+$355,376
Adjust Direct Grants Fund+$665,763
Adjust Specific Revenue Fund+$1,711,502

Net Changes+$3,321,034
Savings: Potential savings of $4.4 million. Recommendation for Action: No action. In accordance with Budget Resolution, administration is reporting changes in appropriations.

13. COMPUTER ASSOCIATES INTERNATIONAL, INC. SOFTWARE LICENSE

AGREEMENT

Computer Associates provides software applications used in relation to student data housed on the
mainframe. The current three-year agreement expires November 29, 2011. Last year $307,171.33 was
paid. This year the district is taking advantage of only renewing for a six-month term as we continue
our migration away from mainframe services. Quote for six months of coverage is $162,800.80.
Fiscal Implications: Total amount to renew support is $162,800.80. Funding for contracted services is
identified and planned for in the Technology Services 2011-12 operating budget request. Savings: At
this time there is no need to renew licensing for a full year. Foregoing six months of coverage will
save the district $162,800.81. Recommendation for Action: Staff is requesting Board approval of
renewal.

14. IBM SUPPLEMENTS FOR BUSINESS CONTINUITY AND RECOVERY SERVICES

Business recovery services have been provided through IBM since June 1996. Coverage includes
assistance in preparing for and responding to a disaster. On 11/7/09, six separate supplements were
approved by the Board to begin 12/1/09 and be renewed annually for two additional years. The
supplements are utilized to identify hardware and software included in recovery services as well as
levels of coverage. It is time to renew for the second and final renewal term to carry coverage
through 11/30/12. Two of the six supplements are being revised to account for changes in hardware
and level of coverage. Total monthly fee charged through December is $9,219. Beginning in January
2012, monthly fee will be $9,293 for remainder of term. Fiscal Implications: Total amount to renew
support is $111,442. $64,977 will be needed this fiscal year. Remaining $46,465 will be required for
coverage during the first five months of the 2012-13 fiscal year. Funding for contracted services is
identified in the Technology Services 2011-12 operating budget. Funding is being planned for in the
2012-13 budget request. Savings: Not applicable. Recommendation for Action: Staff is requesting
Board approval of renewal.

15. RATE INCREASE FOR LEGAL SERVICES

Tharrington-Smith has implemented a slight rate increase of $5.00 per hour beginning January 1,
2012. The contract continues to include the 30-day termination clause. Staff members in the
Finance Department have reviewed this increase. Even with this increase, the rate compares
favorably with other legal firms and, in most cases, is less per hour. Fiscal Implications: An increase
of $5.00 per hour in legal fees. Savings: N/A. Recommendation for Action: After reviewing the
increase, staff recommends approving the rate increase of $5.00 per hour for services provided by
Tharrington Smith beginning January 1, 2012.

FACILITIES

16. EQUIPMENT PURCHASE WITH GIFT FUNDS: APEX ELEMENTARY

In 1991 the Board accepted a gift from an anonymous donor of 6.261 acres located at McGregor
Park, Cary, North Carolina. The terms of the gift required that the net proceeds from the sale be
used for the capital needs of Apex Elementary. Real Estate Services handled the surplus property
sale and a Special Anonymous Gift Fund was established in 1999 which accrues interest annually.
Apex Elementary School's most recent use of the fund was in 2010 when $78,136.45 was used for
the purchase of equipment to enhance and update the school's current technology education
program. Apex Elementary is now requesting $18,806.87 for the purchase of
additional electronic educational equipment including eight (8) ThinkPad L520 Laptops, two (2)
ThinkPad T520-i7 Laptops, two (2) Promethean ActivExpression Student Responder Sets, one (1)
Promethean 587PRO Adjustable Interactive Board, and one (1) Sync-n-Charge iPod Case for 20
iPod Touch 4G pocket computers. Fiscal Implications: Disbursement of $18,806.87 from the
Anonymous Gift Fund/Appropriated Funds will leave a balance of approximately $15,284.26.
Savings: Not applicable. Recommendation for Action: Board approval is requested.

17.BIDS: ATHENS DRIVE HIGH STADIUM WALKWAY & PARKING

IMPROVEMENTS

Bids were received on November 29, 2011 for the stadium ADA compliant walkway and parking
improvements at Athens Drive High. Staff and Rotman Architecture, PA, recommend award of the
single-prime contract to 39 Construction Co., LLC, in the amount of $102,475. Fiscal Implications:
Funding is available from the total budget of $2,807,740 for CIP 2006 Environmental and ADA
Compliance. Savings: Not applicable. Recommendation for Action: Board approval is requested.

18. CHANGE ORDER NO.1: CONN ELEMENTARY HVAC DESIGN

Board approval is requested for Design Phase Change Order No.1 to Cheatham & Associates, P.A.
This change order, in the amount of $105,751, is to fully fund the design contract to include the
construction documents, bidding and permitting, construction administration, and closeout phases
of the project. The design consultant previously had been authorized to provide services through
the design development phase only. Fiscal Implications: Funding is available from the total project
budget of $74,813,687 for CIP 2006 Life-Cycle Replacement of Building Components. Savings:
Not applicable. Recommendation for Action: Board approval is requested.

19. DESIGN CONSULTANT SELECTION AND AGREEMENT: RICHLAND CREEK

ELEMENTARY (E25)

In accordance with the proposal approved at the September 20, 2011 Board meeting, projects are
being planned with the available savings in CIP 2006. One of the projects is a new elementary
school, Richland Creek Elementary (E-25), to be located in Wake Forest. Pursuant to the
professional services selection procedures (Policy 7265) and the waiver of that policy approved by
the Board on November 1, 2011, the selection committee recommends the selection of Small Kane
Webster Conley Architects, PA, for design of the Richland Creek Elementary project. Negotiations
have been completed with Small Kane Webster Conley Architects, PA, for the design of this project.
The form of agreement is the standard form approved by the Board attorney. Fiscal Implications:
Funding is available from the total project budget of $21,553,012, which includes an assumed offsite
improvement budget of $1,500,000, although the scope for offsite work has not been established
yet. The total project budget includes compensation for the design consultant in the amount of
$808,614; however, since the design consultant is only authorized to provide services through the
permitting and bidding phase, this agreement is for $525,599. A future reallocation from Reserve
will be needed at the completion of design to fully fund this contract and to fund construction.
Savings: Not applicable. Recommendation for Action: Board approval is requested.

20. CONSTRUCTION MANAGER AT RISK SELECTION AND AGREEMENT:

RICHLAND CREEK ELEMENTARY (E-25)

In accordance with the proposal approved at the September 20, 2011 Board meeting, projects are
being planned with the available savings in CIP 2006. One of the projects is a new elementary
school, Richland Creek Elementary (E-25), to be located in Wake Forest. Pursuant to the
professional services selection procedures (Policy 7265) and the waiver of that policy approved by
the Board on October 4, 2011, the selection committee recommends the selection of the
construction management at risk firm of Barnhill Contracting Company for construction of the
Richland Creek Elementary project. Negotiations have been completed with Barnhill Contracting
Company for the construction manager's pre-construction services. The form of agreement for
Construction Management at Risk has been previously reviewed and approved by the Board and
modified to reflect the amounts bid for the lump sum general conditions, construction fee
percentage, and bonds/insurance percentage. Fiscal Implications: Funding is available from the
total project budget of $21,553,012, which includes an assumed offsite improvement budget of
$1,500,000, although the scope for offsite work has not been established yet. The total project
budget includes pre-construction compensation for the CM of $100,000; however, since the CM is
only authorized to provide services through the construction documents phase, this agreement is for
$80,000. A future reallocation from Reserve will be needed at the completion of design to fully
fund this contract and to fund construction. Savings: $250,000. Recommendation for Action:
Board approval is requested.

21. DESIGN CONSULTANT WAIVER AND AGREEMENT: CARY HIGH ADDITION

AND RENOVATIONS

In accordance with the proposal approved at the September 20, 2011 Board meeting, projects are
being planned with the available savings in CIP 2006. One of the projects is the third phase of the
Cary High master plan. This resolution is presented to waive the traditional designer selection
process and to select Pearce Brinkley Cease & Lee, PA, for the design of this school. This request is
in accordance with NCGS 143-64.32, which allows exemptions to the statutory selection process.
The specific reason for this exemption is that this architect created the master plan for this campus
and completed the designs of the two earlier phases. They performed well in the previous phases
and are familiar with the campus and its systems. Staff recommends selection of Pearce Brinkley
Cease & Lee, PA. Negotiations have been completed with Pearce Brinkley Cease & Lee, PA, for the
design of Phase 1 and Phase 2 of the third phase of the master plan. The form of agreement is the
standard form approved by the Board attorney. Fiscal Implications: The budget for this project will
be dependent on the timing of the next building program. If the next building program provides
funding in the spring of 2013, then both Phase 1 and 2 will be accomplished at the same time. If
additional funds are not provided, Phase 1 will be the amount of construction that is prudent to
accomplish in the first phase of a two phase project. The project budget includes compensation for
the design consultant of $1,189,300 for both Phase 1 and Phase 2 of the third phase of the master
plan. The consultant is only authorized to provide services through the permitting and bidding
phase, in the amount of $773,045. A future reallocation from Reserve will be needed to fully fund
this contract and to fund Phase 1 construction. Phase 2 construction funds will be in the next
building program. Savings: Not applicable. Recommendation for Action: Board approval is
requested.

22.CONSTRUCTION MANAGER AT RISK SELECTION AND AGREEMENT: CARY

HIGH ADDITION AND RENOVATIONS

In accordance with the proposal approved at the September 20, 2011 Board meeting, projects are being planned with the available savings in CIP 2006. One of the projects is the third phase of the Cary High master plan. Pursuant to the professional services selection procedures (Policy 7265) and the waiver of that policy approved by the Board on October 4, 2011, the selection committee recommends the selection of the construction management at risk firm of Balfour Beatty Construction, LLC, for construction of the Cary High Addition and Renovations project. Negotiations have been completed with Balfour Beatty Construction, LLC, for the construction manager's pre-construction services. The form of agreement for Construction Management at Risk has been previously reviewed and approved by the Board and modified to reflect the amounts bid for the lump sum general conditions, construction fee percentage, and bonds/insurance percentage. Fiscal Implications: The budget for this project will be dependent on the timing of the next building program. If the next building program provides funding in the spring of 2013, then both Phase 1 and 2 will be accomplished at the same time. If additional funds are not provided, Phase 1 will be the amount of construction that is prudent to accomplish in the first phase of a two phase project. The total project budget includes pre-construction compensation for the CM of $176,000 for this project; however, since the CM is only authorized to provide services through the construction documents phase, this agreement is for $88,000. A future reallocation from Reserve will be needed to fully fund this contract and to fund Phase 1 construction. Phase 2 construction funds will be in the next building program. Savings: $300,000. Recommendation for Action: Board approval is requested.

STUDENT ACHIEVEMENT

23. GRANT PROPOSALS

Competitive (#11412): National Aeronautics and Space Administration, Student Launch Initiative / Individual Schools.
Competitive (#11512): North Carolina Association of Soil & Water Conservation Districts, Auxiliary Grant / Individual Schools.
Competitive (#11612): Muzak Heart and Soul Foundation, Music Matters Music Education Grant / Individual Schools.
Competitive (#11712): State Farm Insurance, Company Grant Program / Individual Schools.
Competitive (#11812): Allstate Foundation, Allstate Foundation Grant / Individual Schools.
Competitive (#11912): Kroger Foundation, Kroger Foundation Grant / Individual Schools.
Competitive (#12012): Toyota, Toyota TAPESTRY Grants for Science Teachers Program / Individual Schools.
Competitive (#12112): State Library of North Carolina, Library Services and Technology Act, EZ Grants and Project Grants / Individual Schools.
Entitlement (#12212): US Department of Education, Office of Elementary and Secondary Education, Indian Education Program / Central Services.
Competitive (#12312): Dollar General Literacy Foundation, Foundation Grants / Individual Schools.
Competitive (#12412): Rain Bird, Intelligent Use of Water Awards Program / Individual Schools.
Competitive (#12512): Wells Fargo, Corporate Giving Program / Individual Schools.
Competitive (#12612): National Dairy Council, Fuel Up to Play 60 / Individual Schools.
Competitive (#12712): IBM, Packaged Grants / Central Services.
Competitive (#12812): IBM, MentorPlace / Central Services.
Competitive (#12912): Fuquay-Varina Garden Club, Teacher Mini-Grants / Individual Schools.
Competitive (#13012): Music is Revolution Foundation, The Michael Davis Music is Revolution Mini-Grant / Individual Schools.
Competitive (#13112): Raytheon, Engineering is Elementary� (EiE) Teacher Scholarship Program / Individual Schools.
Competitive (#13212): North Carolina Restaurant and Lodging Association, Hospitality Education Foundation Development Grants / Individual Schools.
Competitive (#13312): American Alliance for Health, Physical Education, Recreation and Dance (AAHPERD), Jump Rope For Heart/Hoops Grant / Individual Schools.
Competitive (#13412): National Civic League, All-American City Award / Central Services.
Competitive (#13512): Institute of Museum and Library Services (IMLS), Grant Programs / Individual Schools.
Fiscal Implications: Any required cash and/or in-kind matching contributions vary by grant program. Savings: Grant funding supplements existing resources. Recommendation for Action: Staff is requesting Board approval.

HUMAN RESOURCES

24. RECOMMENDATION FOR EMPLOYMENT

1. Professional
2. Support

BOARD

25. 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.

ACTION ITEMS

STUDENT ACHIEVEMENT

26. AMENDMENT ONE TO WHITE PLAINS CHILDREN'S CENTER

White Plains Children's Center is able to increase the number of children receiving services at
their center. Therefore we are adding three (3) additional developmental day slots to our contract
with White Plains. They will increase their maximum enrollment from seventeen (17)
preschool-age children with IEPs to a maximum enrollment of twenty (20) children. The total
contract amount is being increased by $31,143 for a total contract amount of $207,620. Fiscal
Implications: The State of North Carolina provides categorical monies totaling $9,991.00 per child,
per year, for children ages three (3) through twenty one (21) served in developmental day centers. In
addition, each year, the state provides $50 per child to help provide needed supplies and materials.
Additional funding from the state in the amount of $30,123 is to be used for these services. For
each child receiving services at White Plains Children's Center, WCPSS pays a yearly supplement of
$340 per child. Special Education funds will be used to pay an additional $1,020 for the supplement
for three (3) additional children. The total amount of the contract is $207,620. Savings: N/A.
Recommendation for Action: Board approval is requested.

CLOSED SESSION

To consider confidential personnel information protected under G.S. 143-318.11 (a) (6) and 115C-319.
To consider confidential student information protected under G.S. 115C-402 and the Family Educational and Privacy Rights Act, 20 U.S.C. 1232g.
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

27. RECOMMENDATION FOR ADMINISTRATIVE APPOINTMENT(S)

28. RECOMMENDATION FOR ADMINISTRATIVE TRANSFER(S)

29. ADMINISTRATIVE FOR CAREER STATUS

ADJOURNMENT

Meetings will be held at Crossroads I, 5625 Dillard Drive, Cary, NC 27518 unless otherwise indicated.