Board Agenda for the Week of 12/18/2000

OPEN SESSION - 4:00 p.m.

CALL TO ORDER

QUORUM DETERMINATION

PLEDGE OF ALLEGIANCE

INFORMATION

Comments from the Chairman
Superintendent's Report

APPROVAL OF MEETING AGENDA

PUBLIC HEARING FOR ITEMS ON THE AGENDA

CONSENT ITEMS - ALL COMMITTEES

APPROVAL OF MINUTES

November 20, 2000 Program Committee Meeting
November 27, 2000 Board Meeting

PROGRAM

1. Grant Proposals
Competitive (#508.01): GATEWAYS to the 21st Century: A grant application to the U.S. Department of Education's Magnet Schools Assistance Program for the period 2001-2004. The total grant request is for approximately $9 million, which would provide an average of $600,000 per year for each of the five Project Gateways schools.
If the grant is not awarded, the Board will appropriate between $688,000 and $782,300 per year for three years for the five Project Gateways schools.
Recommended that the board approve the application.
2. Cary High School Field Trip to the Bahamas
Students participating will be representative of grades 9-12. Approximately 53 students will participate and 15 chaperones. Students will depart from Raleigh on Friday, March 16, and return on Monday, March 19, 2001. One day of school will be missed, Monday, March 19. Friday, March 16, is a teacher workday. Purpose of the trip is to attend a choral competition and perform for other schools and adjudicators. Opportunity to be critiqued and to hear other ensembles. On return the performance and trip will be discussed in class and students will respond to questions orally and in written form. Cost per student will be approximately $750. Funding will be provided by various fundraising events and funds will be available to students who may have financial needs. Recommended for approval.

FINANCE

1. Change Order: TeleConsultants, Inc. Service Agreement
As stated in our August 2000 TeleConsultants, Inc. presentation, staff was estimating the amount of money needed for consulting services through January 2001. As anticipated, additional funding is necessary to continue pre-production work in the development of internal technical documents, programs, and procedures relative to Oracle in the areas of payroll, financial applications, budget and HR. As staff brings Oracle into production, many additional skills are required for a short-term period. These are skills not necessarily needed to maintain, but a must have at this critical "go live" time and during a post production period. Funding in the amount of $500,000 is requested and will cover services through June 30, 2001. Additional information on contractors has been provided. Fiscal Implications: Funding is available through the Technology Services Division current expense budget.
2. BellSouth Dry Fiber Point-to-Point Circuit Agreement
Technology Services will enter an agreement with BellSouth to provide 2 dry fiber point-to-point circuits to connect 3600 Wake Forest Road with 4441 Atlantic Avenue and 1551 Rock Quarry Road. These circuits will provide additional bandwidth to handle the increasing information traffic between administrative sites. This agreement will be for a 48-month term. There is a one-time special construction charge of $36,541 to install 4,900 feet of new fiber between sites and a monthly recurring cost of $2450. The monthly rate equates to $175 per cable mile, which includes 11 cable miles to Rock Quarry Road and 3 cable miles to Atlantic Avenue. The normal installation charge of $1500 per dry fiber circuit is being waived. Fiscal Implications: Funding for one-time special construction charge is available through the Technology Services Division county bond monies for infrastructure. Monthly recurring cost will be paid through current expense budget.
3. BellSouth OC3 Lightgate Service Agreement
Technology Services will enter an agreement with BellSouth to provide OC3 Lightgate service to 3600 Wake Forest Road. This agreement will be for a 48-month term and will allow expansion from 1 DS3 line to 3 DS3 lines. The additional lines will provide more bandwidth to handle the increasing demands from school sites for access to the internet and intranet. There is a one-time installation cost of $2325 and a monthly recurring cost of $11,599. Fiscal Implications: Funding for one-time installation cost is available through the Technology Services Division county bond monies for infrastructure. Monthly recurring cost will be paid through state PRC 15 funds.

FACILITIES

1.HVAC Filter Replacement Contract for 2000-2001

Staff recommends approval of the attached service contract with Power Chem, Inc. for furnishing labor, materials, and equipment necessary to replace HVAC filters in schools and support facilities for the 2000-2001 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 attached to the contract and shall not exceed $357,755.40 for the contract period, unless authorized by approved change orders. Fiscal Implications - Funding is available in the 2000-2001 current expense budget for the maintenance and operations department. Recommendation for Action - Board approval to award the contract to Power Chem, Inc. is requested.
2.Bids: Enloe High Roof Replacement

Bids for the roof replacement at Enloe High School were received on November 22, 2000. Staff and Robert M. Stafford, Inc., recommend award of the contract to Simon Roofing, Inc., in the amount of $387,723. Fiscal Implications - Funds in the amount of $487,515 are available from the deferred maintenance component of the Phase IIIB (1997-2001) Long-Range Building Program. Recommendation for Action - Board approval to award the contract to Simon Roofing, Inc. is recommended.
3.Bids: West Cary Middle Roof Replacement

Bids for the state bond roof replacement project at West Cary Middle were received on November 21, 2000. Staff and Rooftop Systems Engineers, P.C., recommend award of the contract to Owens Roofing, Inc., in the amount of $308,218. Fiscal Implications - Funds are available from the board-approved 1996 State Bond total project budget of $1,561,992. Recommendation for Action - Board approval to award the contract Owens Roofing, Inc. is recommended.
4.Construction Documents: Elementary Prototype - Sunset Lake Road Site

Construction documents, prepared by Doggett Architects, Inc., for the E-1 Elementary prototype and proposed for use on the Sunset Lake Road site, will be available for board review. This is a new two-story prototype. Fiscal Implications - The total project budget consists of $10,194,233 from the PLAN 2000 School Building Program. Recommendation for Action - Board approval of the construction documents is recommended.
5.Design Consultant Agreement: Elementary Prototype - Holly Springs Road Site

Negotiations have been completed with Doggett Architects, Inc., for the design of the E-3 (Holly Ridge Elementary) school. This is a prototype re-use of the design used for E-1 (Sunset Lake Road Site). The form of agreement is the March 1999 contract for the E-1 prototype design approved by the board attorney. Fiscal Implications - Recommendation for Action - Board approval of the design consultant agreement is recommended.
6.Construction Documents: Elementary Prototype - Holly Springs Road Site

Construction documents, prepared by Doggett Architects, Inc., for the E-3 Elementary Prototype and proposed for use on the Holly Springs Road site, will be available for board review. This is the first reuse of the E-1 Elementary prototype. E-3 Elementary will be constructed simultaneously with the M-3 Middle School. Fiscal Implications - The total project budget consists of $10,194,233 from the PLAN 2000 School Building Program. Recommendation for Action - Board approval of the construction documents is recommended.
7. Construction Documents: Middle Prototype - Holly Springs Road Site

Construction documents, prepared by Cherry Huffman Architects, for the M-3 Middle prototype proposed for use on the Holly Springs Road site, will be available for board review. The school design will be a modification of the prototype for Wakefield Middle. Fiscal Implications - The total project budget is $21,152,754 of which $20,452,754 is from the PLAN 2000 School Building Program project budget and $700,000 is from the board-approved 1996 State Bond project budget. Recommendation for Action - Board approval of the construction documents is recommended.
8. Design Consultant Agreement: Longview School Addition and Renovations

Negotiations have been completed with Gurel Architecture for the design of Longview School additions and renovations. The form of agreement is the standard form approved by the board attorney. Fiscal Implications - The total project budget is $5,826,926, which includes proposed compensation for the design consultant of $330,000. The total project budget consist of $5,668,741 from the PLAN 2000 School Building Program project budget; $37,027 is from the modernization component of the PLAN 2000 School Building Program, and $121,158 is from the board-approved 1996 State Bond project budget. Recommendation for Action - Board approval of the design contract with Gurel Architecture is recommended.
9. Change Order No. S-03: Moore Square Museums Magnet Middle

Board approval is requested for Change Order No. S-03 to GARCO, Inc. for the soil excavation and removal contract at Moore Square Museums Magnet Middle. This change order, in the amount of $177,200 is for cost associated with removal and replacement of soils under the building footprint. Fiscal Implications - Funds are available from the board-approved 1996 State Bond project budget of $15,665,274, Phase IIIB project budget of $737,989, and from savings in the 1996 State Bond projects, as previously identified. The total project budget is $16,998,263. Recommendation for Action - Board approval of Change Order S-03 is recommended.
10. Change Order No. G -30: Sanderson High Renovations

Change Order No. G-30 includes allowances of earthwork not required in the general construction contract at Sanderson High and other miscellaneous changes. Staff recommends approval of Change Order G-30 to the DJB Construction Group general construction contract, a deduct in the amount of $92,706.90. Fiscal Implications - Approval of this item will result in a credit of $92,706.90. Recommendation for Action - Board approval of Change Order G-30 is recommended.
11. Resolution: Long-Range Building Program Funding Reallocation

Resolution requests reallocation of funds from completed Phase IIIB projects to the Phase IIIB addition and renovation project at Olds Elementary. Reallocation of funds is necessary to cover costs associated with Design Phase Change Order 3. Design Phase Change Order 3 addresses additional design costs associated with code compliance and replacement of existing HVAC system. HVAC system replacement was not part of the original design scope, but was determined to be necessary by facilities planning and construction, and maintenance and operations staff. Fiscal Implications - Reallocates savings from completed projects. No additional appropriation of funding is necessary. Recommendation for Action - Board approval of the reallocation resolution is recommended.
12.Right-of-Way Dedication: Dillard Drive Elementary and Middle

Board approval is required for an additional fifteen-foot right-of-way dedication along Dillard Drive required by the City of Raleigh associated with the construction of Dillard Drive Elementary and Middle Schools. Fiscal Implications - None. Recommendation for Action - Board approval of the right-of-way dedication is recommended.

POLICY

1. Board Advisory Council Nomination

ACTION ITEMS - ALL COMMITTEES

PROGRAM

1. Local and State Waiver Requests for School Improvement Plans
This is a waiver that Carver Elementary and West Cary Middle Schools are requesting for the years 2000-2003 of the School Improvement Plan. This is a waiver that Broughton High School is requesting for the years 2001-2004 of the School Improvement Plan.
No fiscal implications at this time. Board approval is recommended for these waivers.

FACILITIES

1.Wake Forest Elementary: Options for Accommodating Students During Construction

Staff will present options and make a recommendation for accommodating students during addition and renovation work at Wake Forest Elementary. Fiscal Implications - The total project budget for the renovations project is $4,515,413, all of which is from Phase IIIB funds. Additional mobile classrooms will be required to house students at the Forestville Road site. These costs will be covered by the PLAN 2000 school budget for the new school. Recommendation for Action - Board approval to accelerate construction of Forestville Road Elementary School and to temporarily relocate students and staff to the new school during the 2002-2003 school year is recommended.
2. Schematic Design: Mount Vernon/Bridges Addition and Renovations

Staff will present schematic design documents, prepared by H.S. Annis Architect, AIA, for the addition and renovations project at Mount Vernon/Bridges. Fiscal Implications - The total project budget is $2,999,461 of which $2,510,987 is from the PLAN 2000 School Building Program project budget; $423,359 is from the modernization component of PLAN 2000, and $65,115 is from the board-approved 1996 State Bond project budget. Recommendation for Action - Board approval of the schematic design documents is recommended.

INFORMATION ITEMS - ALL COMMITTEES

PROGRAM

1. Changes in the High School ABCs Accountability Model
The State Board of Education has approved changes in the way End-of-Course (EOC) scores will be evaluated in the ABCs Accountability Program for the 2000-2001 school year. Changes include the following: Target scores will be set for schools giving EOC tests. Targets will be based upon the level of performance that students taking the courses have shown on prior tests. For example, target scores for English I will be based upon the EOG Reading Test scores of students at the end of 8th grade.
All ten courses in which multiple-choice EOC tests are required will be used in evaluating, whether or not schools meet "Expected" or "Exemplary" growth standards.
Changes in the annual school dropout rate will be a new component of the overall school score. These changes may impact the number of high school staff receiving ABC incentive awards.
2. North Carolina Course of Study Graduation Requirements
Overview of new North Carolina Course of Study Graduation Requirements: Students will have to meet higher standards to receive a high school diploma effective with first time ninth graders in 2000-2001. Students will need to complete all course and testing requirements of at least one of four Courses of Study to receive a high school diploma. Additional materials, supplies, equipment, and/or personnel may be required to fully implement.
3. Report from High School Principals
The high school principals began a discussion in October, 1999, that focused on two questions: What should every student know and be able to do upon graduation from high school? What are the implications for the current organizational structure? The group used the research on reform of America's high schools that was conducted by the National Association of Secondary School Principals and sponsored by the Carnegie Foundation. This research was published in Breaking Ranks: Changing an American Institution. Principals will review the potential impact of the state changes in requirements for graduation and the high school ABC model and the conclusions reached through their discussions as how they may best meet the needs of students. Fiscal implications to be determined at the conclusion of committee work.
BREAK - 5:45 p.m.
SPOTLIGHT ON STUDENTS - 6:30 p.m.
Sixteen students will be recognized as Spotlight on Students awards winners.
SPECIAL PRESENTATION - East Wake High School Drama Club
PROGRAM (INFORMATION continued)
4. Project Achieve Proposal
Wake County Public School System is making gains toward Goal 2003. A number of our schools have a greater distance to travel and greater challenges. A team has been working to identify a process to provide support to these schools as they work toward this goal. Project Achieve proposes to use continuous improvement tools to identify, develop, and plan and identify support needed to implement the school plan to meet the challenge. An overview of the proposal will be presented. Fiscal implications to be included in budget proposal 2001-2002.
5. Review Magnet Selection Process
Staff will review magnet/year-round selection process with the Board. Proposed procedural changes will be discussed with the Board. There will be no fiscal implications.
6. Review Spot Node Elimination Process
Staff will present the process recommended for eliminating spot nodes. The Board will be given the opportunity to provide input. Fiscal implications - No additional cost.

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. Recommendations for Action - This item is for information and discussion purposes at this time.

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.