Board Agenda for the Week of 3/30/2004

OPEN SESSION

CALL TO ORDER - 4:00 p.m.

QUORUM DETERMINATION

PLEDGE OF ALLEGIANCE

INFORMATION

Chair's Comments
Superintendent's Report

APPROVAL OF MEETING AGENDA

PUBLIC HEARING

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

CONSENT ITEMS

APPROVAL OF MINUTES

February 10, 2004-Policy Committee Meeting
March 9, 2004-Human Resources Committee Meeting

FACILITIES

1. MOBILE UNIT MASTER LEASE AGREEMENT

Renovation of school facilities throughout Wake County requires the use of mobile units on a short-term basis. With the assistance of Tharrington Smith, L.L.P., a mobile unit master lease agreement has been prepared and approved by RESUN, a Virgina Corporation. Mobile units will be provided on an as needed basis with the lease period not to exceed 12 months in duration from the date units are required. Fiscal Implications: Funding is provided through the operating capital outlay budget. Recommendation for Action: Staff requests Board approval of a Master Mobile Lease Agreement with RESUN, a Virgina Corporation.

2. EASEMENTS-HIGHCROFT ELEMENTARY

Completion of construction of Highcroft Elementary requires the dedication to the Town of Cary of easements for four bio-retention basins including access containing 2.376 acres, an easement 20 feet wide for a new waterline containing 1.202 acres, a 20-foot wide easement for a new greenway containing .566 acres, and a site triangle easement containing .012 acres. The easements will be provided by recorded plats. Fiscal Implications: None. Recommendation for Action: Staff requests Board approval of easements to the Town of Cary for four bio-retention basins, waterline improvements, greenway system and site triangle easement all containing 4.156 acres.

3. RESERVOIR WATERSHED PROTECTION AND ACCESS EASEMENT AND AGREEMENT-HIGHCROFT ELEMENTARY

Construction of the new Highcroft Elementary requires the location on the property of four bio-retention basins for storm water management. A Reservoir Watershed Protection Access Easement and Agreement is required by the Town of Cary stating requirements for construction, operation and maintenance of the basins. Fiscal Implications: Maintenance is to be provided by WCPSS staff. The proposed budget for 2004-2005 includes $250,000 for maintenance at 80 schools within jurisdiction of Raleigh and Cary. Recommendation for Action: Staff requests Board approval of a Reservoir Watershed Protection and Access Easement and Agreement for bio-retention basins at Highcroft Elementary.

4. BIDS: NORTHWOODS ELEMENTARY

Bids for the renovations at Northwoods Elementary were received on March 9, 2004. Staff and Arcadis G&M of North Carolina, Inc., recommend award of the single-prime contract to Harrod & Associates Constructors, Inc., in the amount of $3,953,500. The total of the low-multi-prime bids was $3,932,680. Staff recommends award of the single prime contract based on the value added for having a single point of contact and coordination of all sub-contractors. Fiscal Implications: Funding is available from the total project budget of $5,772,742 of which $4,178,070 is from the PLAN 2000 School Building Program, and $1,594,672 is from the PLAN 2004 School Building Program. Due to project bidding below construction budget, staff recommends moving $353,733 to savings. Recommendation for Action: Board approval is requested.

5. PURCHASE OF MAXIMO MOBILE SOFTWARE

This software application allows maintenance technicians the ability to interact with MAXIMO maintenance management software system remotely using handheld computers (PDAs). This will result in greater productive time, higher quality and more timely information for better decisions, and improved asset-materials accountability. Technicians will be able to record work status, labor, materials and failure codes: create new work orders; view equipment histories; locate spare parts; and perform multi-location inspections while at school sites. Simultaneously, this will require less travel, less paperwork, reduce data entry, promote better adherence to business rules and provide more accurate and timely data to support maintenance solutions. Fiscal Implications: Funding is available from the current Maintenance and Operations budget. Software cost is $230,194. Recommendation for Action: Board approval is requested.

6. JOINT USE AGREEMENT FOR KNIGHTDALE HIGH SCHOOL AND FORESTVILLE ROAD ELEMENTARY SCHOOL PROPERTY WITH THE TOWN OF KNIGHTDALE AND THE COUNTY OF WAKE; JOINT USE AGREEMENT FOR KNIGHTDALE COMMUNITY PARK WITH THE TOWN OF KNIGHTDALE

Board, Town, and County funds were used to purchase and master plan property for a high school, an elementary school, and park amenities. The development of the property includes the Board transferring to the Town ownership of three areas of the site that will be primarily used by the Town. In summary, the Town agreed to pay design and construction costs for two lighted little league fields, concession/restroom building, tot lot playground, and parking at the high school baseball field area; and, to upgrade the Forestville Road Elementary School multi-purpose room to a full-size gym and recreation center with additional parking. The recreation center will be on Board property but it will be principally used for Town purposes during school and non-school hours. County shall assist with maintenance of the high school track to allow for community use. The initial term of this agreement is for 50 years. Fiscal Implications-Board, Town, and County jointly purchased 169.65 acres with the Board paying 60% and the Town paying 40% of the utility extensions, road improvements, and construction administration costs associated with Phase 1 improvements. Town and/or County shall pay for the additional design and construction costs of the facilities that are not part of WCPSS educational program specifications. Town and County are responsible for the utility costs, routine and major maintenance and repair costs for the additional amenities. Town is responsible for the housekeeping costs, utility costs, and the preventive and major maintenance repair and replacement costs for the additional square footage at Forestville Road Elementary School. The Board shall pay no fees to the Town for use of Licensed Areas on Town Property. Recommendation for Action-Staff recommends approval of (1) the Joint Use Agreement for the Forestville Road Elementary School and Knightdale High School property; and (2) the Joint Use Agreement for school system use of Town property. Board approval is requested. Town Council has approved the Joint Use Agreements.

FINANCE

1.HEALTH INSURANCE PORTABILTIY AND ACCOUNTABILITY ACT OF 1996 ("HIPAA")

Resolutions authorizing approval for WCPSS Flexible Benefits Plan, Dependent Care Assistance Plan, and Medical Reimbursement Plan, required for compliance with new federal government privacy rules under the Health Insurance Portability and Accountability Act of 1996 ("HIPAA"). These new federal government privacy rules go into effect April 14, 2004.

1.Plan Documents: Flexible Benefits Plan, Dependent Care Assistance Plan, and Medical Reimbursement Plan.
2.Summary Plan Description: Flexible Benefits Plan, Dependent Care Assistance Plan, and Medical Reimbursement Plan.
Fiscal Implications: Total cost of $11,216 for printing and distribution of materials as required by law.

2. GIFTS TO THE SYSTEM

Thirty-seven gifts have been donated to the Wake County Public School System.
The approximate value of the gifts is $35,383.65. Fiscal Implications: Not applicable.

3. ALTERNATIVE REVENUE SOURCES STAFF RECOMMENDATIONS

Recommendations from the Finance Committee have been reviewed and discussed with principals and cabinet. Feasibility regarding implementation of each Finance Committee recommendation for alternative revenue determined from contact with vendors was presented to the Committee of the Whole on February 3, 2004. Staff recommendations are provided as pr�cis backup material, as well as additional information requested by Board members. Fiscal Implications: Potential increases in revenue and/or savings.

COMMITTEE CHAIRS' REPORTS

ACTION ITEMS

POLICY

1. POLICY 6425-FIGHTING/PHYSICAL AGGRESSION OR ASSAULT

(Revised: Second Reading)
The purpose of this policy revision is to update policy to clarify application and reflect current system processes. Fiscal Implications-None. Recommendation for Action-Staff recommends approval for the 2004-2005 school year of revised Policy 6425 for second reading.

PROGRAM

1. GROWTH MANAGEMENT ASSIGNMENT PLAN FOR 2004-2005

The staff of the Office of Growth Management presented recommendations for the 2004-2005 Growth Management Assignment Plan to the Board. This item is presented for Board approval.

INFORMATION ITEMS

1. PRESENTATION OF SUPERINTENDENT'S BUDGET REQUEST 2004-2005

To present the Superintendent's Budget Request for 2004-2005. Fiscal Implications:
This document establishes the Superintendent's budget request for fiscal year 2004-2005.

CLOSED SESSION

To consider confidential student information protected under the Family Rights and Privacy Act (FERPA) and G.S. 115C-402.
PUBLIC HEARING CONTINUATION (if needed)

ADJOURNMENT

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