Board Agenda for the Week of 02/12/2001

OPEN SESSION - 4:00 p.m.

CALL TO ORDER

QUORUM DETERMINATION

PLEDGE OF ALLEGIANCE

INFORMATION

Chairman's Comments
Superintendent's Report
Wake Task Force on Teacher Excellence

RECOGNITION

PROGRAM - Art Contest
To recognize the cooperative efforts between Wake County Public School System
and the Home Builders Association, and to recognize Wake County art teachers of winning schools.

APPROVAL OF MEETING AGENDA

PUBLIC HEARING FOR ITEMS ON THE AGENDA

COMMITTEE REPORTS

CONSENT ITEMS

APPROVAL OF MINUTES

December 18, 2000 Closed Session Meeting
January 8, 2001 Board Meeting
January 22, 2001 Board Meeting

PERSONNEL

1. Recommendations for Employment
2. Requests for Leave

PROGRAM

1. Athens Drive High School Field Trip to Grand Cayman Island
Students participating will be representative of grades 11-12. Approximately 16 students will participate and 2 chaperones. Students will depart from Raleigh on Friday, April 6, and return on Friday, April 13, 2001. No school will be missed, as this is Spring Break.
Purpose of the field trip is the study of marine biology, cultural anthropology, astronomy, and ecology. Cost per student will be approximately $1,190. The total cost will be approximately $19,040. Funding will be provided by student assessment, grant application and various fund raising events. A payment plan will be set up for those unable to pay the entire amount at once. This item recommended for consent.

FACILITIES

1. Vehicle Leasing Agreement

General Services has negotiated a vehicle lease with Wachovia Leasing Corporation. This lease will allow Wake County Public Schools to provide safe and dependable vehicles for our staff who service and maintain our schools and office facilities. The initial lease is to replace ten (10) cargo vans and ten (10) cars. The cost for this four (4) year lease will be $341,893.92. Fiscal Implications - Funding for the lease is available in the 2000-01 current expense budget. Also, funding has been requested in the 2001-02 budget. Recommendation for Action - Board approval is requested.
2. Bids: Hunter Elementary Addition and Renovations

Bids were received on January 11, 2001, for construction of the addition and renovations at Hunter Elementary. Bids received are over budget. The project budget will require additional funding, which is available, in the amount of $500,000 from Phase IIIB deferred maintenance and $81,806 from the ADA component of the 1996 State Bond Program to allow award of this project. Staff and the New Synergy Inc., recommend award of the general contract to Jacobsen Construction Inc., in the amount of $1,774,338; plumbing contract to AJ Plumbing & Heating, Inc., in the amount of $117,458; mechanical contract to Baker Mechanical, Inc., in the amount of $771,800; and the electrical contract to Electrical Maintenance and Service, Inc., in the amount of $440,800. The total of these multi-prime bids is $3,104,396. The only single-prime bid was $300,275,000. Board approval is requested. Fiscal Implications - The board-approved total project budget is $3,453,155, which is comprised of $3,303,155 from the Phase IIIB Long-Range Building Program and $150,000 from Phase IIIB Deferred Maintenance. The project budget will require additional funding, which is available, in the amount of $500,000 from Phase IIIB deferred maintenance and $81,806 from the ADA component of the 1996 State Bond Program to allow award of this project. Recommendation for Action - Board approval is requested.

FINANCE

1. Authorization Forms
These authorization forms designate the persons authorized to sign vouchers for the payment of money on behalf of Cary Elementary, and Frances Lacy Elementary. Fiscal Implications: These authorization forms are required for bank records.
2. Gifts to the System
Twenty-three gifts have been donated to the Wake County Public School System. The approximate value of the gifts is $11,836.12. Fiscal Implications: None
3. Budget Amendments and Transfers, 2000-2001
To report changes in the budget resolution for the month of December. Fiscal Implications:
Adjust State Public School Fund+ $ 468,410
Adjust Local Current Expense Fund+ $6,272,415
Adjust Federal Programs Fund+ $1,574,912
Adjust Capital Outlay Fund-$ 940,209
Adjust Multiple Enterprise Fund+ $ 31,710
4. Change Order: Alliance of Professionals and Consultants, Inc.
On June 26, 2000, the Board approved a contract with Alliance of Professionals and Consultants, Inc. to provide outsourcing services such as technical DBA, applications DBA, programming and development. Estimated funding approved at that time would carry us through March 31, 2001. Fiscal Implications: Costs associated with services provided to date have allowed us to estimate additional funding needs through June 30, 2001. Funding in the amount of $250,000 is requested. Funding is available through the Technology Services Division current expense budget. Current expense budget will be reimbursed for money spent pending approval of Phase IIIB reallocation by county commissioners.
5. Change Order CRF03: Oracle Fixed Price Contract
On June 26, 2000, the Board approved a fixed price contract with Oracle to provide consulting services required to complete implementation of the integrated Oracle applications. Fiscal Implications: A change order in the amount of $125,600 is requested to supply development support beyond the current post-production support. Change order consists of labor cost up to 800 hours at $157/hour. Funding is available through the Technology Services Division current expense budget. Current expense budget will be reimbursed for money spent pending approval of Phase IIIB reallocation by county commissioners.
6. Change Order: Paragon Computer Professionals, Inc.
Technology Services entered into a contract with Paragon to provide outsourcing services such as technical DBA, applications DBA, programming and development. Initial cost estimate of services to be provided through March 31, 2001 was $83,000. Fiscal Implications: Costs associated with services to date have allowed us to estimate additional funding needs through June 30, 2001. A change order in the amount of $50,000 is requested. Total contract cost will be $133,000. Funding is available through the Technology Services Division current expense budget. Current expense budget will be reimbursed for money spent pending approval of Phase IIIB reallocation by county commissioners.
7. Change Order 2: TeleConsultants, Inc.
In August 2000, we brought before the Board a contract with TeleConsultants, Inc. for consulting services. We estimated the initial amount needed to carry us through January 2001. As anticipated, additional funding was 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. Therefore, we asked the Board for approval of a change order on December 18, 2000. At that time, there were budgetary concerns that only allowed us to submit a change order to cover the cost of services through February 1, 2001. Fiscal Implications: Funding in the amount of $300,000 is requested. Funding is available through the Technology Services Division current expense budget. Current expense budget will be reimbursed for money spent pending approval of Phase IIIB reallocation by county commissioners.
8. Exclusive Beverage Vending Contract
The contract between WCPSS and Pepsi Bottling Ventures provides an exclusive beverage vending agreement for a period of five years. Fiscal Implications: $1,000,000 in marketing fees and 42% commission on sales are generated in the first year. High schools will each receive $12,000 in marketing fees annually. All schools will receive commissions on sales. $1,000,000 was budgeted as Other Local Revenue in the current budget. This contract provides $820,000 of that amount plus commissions generated from non-school vending in WCPSS. $525,000 in marketing fees and commissions are generated in subsequent years with schools receiving marketing fees and commission revenue as in year one.
9. Exclusive Beverage Vending Agreement Revenue Distribution Plan
The recommended plan provides at least the current level of revenue generated from existing beverage vending agreements for schools. Inclusion of new schools is also addressed. Fiscal Implications: $1,000,000 in marketing fees and commissions are generated in the first year. High schools will each receive $12,000 in marketing fees annually. All schools will receive commissions on sales. $1,000,000 was budgeted as Other Local Revenue in the current budget. This plan provides $820,000 of that amount plus commissions generated from non-school vending in WCPSS.

ACTION ITEMS

FACILITIES

1. Bids: Construction of Holly Ridge Elementary and Middle

Bids were received on February 8, 2001, for Holly Ridge Elementary and Middle schools. Staff will present recommendations as to the award of contract. Fiscal Implications - Funding is available from the total project budget of $31,346,987. The middle school total project budget is $21,152,754, of which $20,452,754 is from the PLAN 2000 School Building Program budget, and $700,000 is from the board-approved 1996 State Bond project budget. The elementary school total project budget consists of $10,194,233 from the PLAN 2000 School Building Program. Recommendation for Action - Board approval is requested to award contract(s) and issue notice to proceed.

CLOSED SESSION

To consider confidential student information protected under the Family Educational Rights and Privacy Act (FERPA) and G.S. 115C-402;
To consider confidential information protected under G.S. 115C-319; and
To establish or instruct the Board's staff or negotiating agents concerning 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 by purchase, option, exchange, or lease: or (ii) the amount of compensation and other materials terms of an employment contract or proposed employment contract
G.S. 143-318.11 (a) (5).
ACTION (continued)

PERSONNEL

1. Recommendations for Administrative Appointments

INFORMATION ITEMS

PERSONNEL

1. Recommendation for Administrative Transfer

FACILITIES

1. 2000-2001 Budget Increase for Preventive Maintenance

Wake County Public Schools received a $5.5 million increase in the base operating budget for 2000-2001 to fund additional maintenance and operations needs. $750,000 was encumbered to pay for contracted cleaning services at new schools opened in 2000. The balance of the funds were equally divided among the three maintenance and operations departments. Attached is a summary of each department's planned expenditures of these funds. Fiscal Implications - The additional funds raised the base operating budget, excluding utilities and custodians, to $18,068,340 or 1.31 percent of building replacement value. Recommendation for Action - No action requested. For information and discussion purposes only.

PROGRAM

1. Special Education Programs
Program Growth; location of programs; training efforts that support schools and teachers; student assessment and performance; and program-related applications of technology will be presented. The current budget supports the programs and initiatives as described. This item presented for information only.
2. Parameters for ALP Summer Academy
The ALP summer academy is an intervention program of focused and targeted instruction for students in grades 3-8, based on the Standard Course of Study. Instruction is focused on the needs illustrated by the EOG, previous classroom assessments and documentation, and/or other areas indicated on each student's PEP. The ALP summer academies are designed only for students who have scored a I or II on the reading and/or math part of the EOG, grades 3-8. In schools with traditional calendars there will be 12 days of instruction between June 18 and July 12, along with four planning days. There will be three and one-half hours of instruction each day. Year-round schools will provide services during student track-out time. Each summer academy site will be staffed with one lead teacher and a team of teachers. ALP Summer Academy is supported through Goal 2003 funds. This is presented for information only.
3. Safe Schools Student Plans
As part of the Safe Schools/Healthy Students Grant, approximately 250 students from 29 middle and high schools participated in a Safe Schools Summit linked to the Character Education Conference in September. Students listened to speakers talk about how Character Education is connected to the 40 Developmental Assets as measured on the Profiles of Student Life Survey. Students wrote Safe School Plans for their schools which were evaluated by a panel of school officials and community members. Three school plans were given awards for outstanding merit. They were Leesville Road High (1st Place), Garner Senior High (2nd Place), and Davis Drive Middle (3rd Place). Awards included funding to implement plans. Other schools participating were Apex Middle, Carroll Middle, Daniels Middle, Dillard Drive Middle, East Cary Middle, East Garner Middle, Ligon Middle, Martin Middle, West Cary Middle, West Millbrook Middle, Zebulon Middle, Apex High, Athens Drive High, Broughton High, Cary High, East Wake High, Enloe High, Green Hope High, Millbrook High, Phillips High, Southeast Raleigh High, Wakefield High, Wake Forest-Rolesville High, and Mt. Vernon Redirection. Grant funding in the amount of $12,000 was allocated for implementation of this program. This is presented for information only.

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.