Board Agenda for the Week of 4/15/2003

OPEN SESSION - Garner Senior High School 4:00 p.m.

CALL TO ORDER

QUORUM DETERMINATION

PLEDGE OF ALLEGIANCE

INFORMATION

Chairman's Comments

Superintendent's Report

RECOGNITION

1. Todd Fuller Mathematics Competition Winners
To present the 2002 Todd Fuller Math Competition Award to the Leesville Road High School Mathematics Team for their first place finish in the Todd Fuller Mathematics Competition. To present the First Place Individual Award to Matt Lux from Leesville High School. To present the Second Place Individual Award to Michael Hsu from Enloe High School. To present the Third Place Individual Award to Laura Malone from Cary High School and to Aaron Shojinaga from Leesville Road High School. To present the Fourth Place Individual Award to Kelse Chen from Leesville Road High School.

2. Garner Senior High School Student Selected as one of North Carolina's Top High School Volunteers
To present the Prudential Spirit of Community Silver Medallion for outstanding volunteer work.

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 11, 2003 - Policy Committee Meeting
March 4, 2003 - Open Meeting

FACILITIES

1. Resolution: Long-Range Building Program Funding Reallocation
Resolution requests reallocation of project savings from the PLAN 2000 projects at Cary Elementary, East Wake High, Combs Elementary, East Garner Middle, Project Enlightenment, Forestville Road Elementary, Heritage Elementary, Leesville High, Phillips High, and Code Compliance to Ligon Middle and North Garner Middle. Total reallocation amount is $3,569,174. Fiscal Implications: No additional appropriation of funding is necessary. Recommendation for Action: Board approval is requested.

2. Resolution: Long-Range Building Program Funding Reallocation
Resolution requests reallocation of project savings from the PLAN 2000 projects at Heritage Middle and Salem Middle to PLAN 2000 Mobile Classrooms. Total reallocation amount is $2,200,000. Fiscal Implications: No additional appropriation of funding is necessary. Recommendation for Action: Board approval is requested.

3. Resolution: Funding for PLAN 2000 School Building Program
Resolution requests funds for the PLAN 2000 School Building Program previously approved by the Board. This request will provide constructions funds for Daniels Middle. Fiscal Implications: Total of this appropriation request is $3,404,561. Appropriations for PLAN 2000 to date total $522,645,659. The total PLAN 2000 appropriations including this request, equals $526,050,220. Recommendation for Action: Board approval is requested.

4. Resolution: Long-Range Building Program Funding Reallocation
Board of Education passed a resolution on January 21, 2003 to reallocate $136,400 from Project Savings to Underwood Elementary for the construction of a new canopy. The Board of Commissioner's at their March 17, 2003 meeting denied the request and moved these funds to Program Contingency. The attached resolution requests reallocation of funds from the PLAN 2000 project at Underwood Elementary to Program Contingency to match the action of the County Commissioner's. Total reallocation amount is $136,400. Fiscal Implications: No additional appropriation of funding is necessary. Recommendation for Action: Board approval is requested.

5. Approve Tender Agreement with Surety: Farmington Woods Elementary
Staff requests approval of the Tender Agreement between the Board and Travelers Casualty and Surety Company of America for the completion of the Farmington Woods Elementary project. Pursuant to the agreement, the surety is covering the additional costs to complete the project and reimbursing the Board for the large majority of all other expenses incurred due to the default, including additional architectural and attorney fees. Staff is attaching the latest version of the Tender Agreement for your review. The final document should be finalized prior to the Board meeting. Fiscal Implications: The performance bond requires the surety to assume all costs to complete the electrical work, including any costs in excess of the original contractor's contract balance. Funding is available from the total project budget of $7,838,185.91 of which $7,489,686 is from the PLAN 2000 School Building Program and $176,328 is from the Board approved 1996 State Bond Program and $172,171.91 is from the surety. Recommendation for Action: Board approval is requested.

6. Settlement Agreement: Fuquay-Varina High Additions and Renovations
Staff recommends approval of a settlement of the school system's claims against Doyle Construction Company and Travelers Casualty & Surety Company for the completion of the Fuquay-Varina High Additions and Renovations Project. The settlement includes the retention of funds from Doyle and Travelers in the amount of $167,157.73 to cover the school system's damages associated with the completion of the project (additional architectural fees, legal fees, additional construction costs and liquidated damages). The proposed Settlement Agreement, Mutual Release and Assignment Agreement is attached. Fiscal Implications: Contract balance is $340,638.31 of which $167,157.73 will be released to the surety and $173,480.58 will be retained in the project budget. Recommendation for Action: Board approval is requested.

7. Bids: Apex Middle Additions and Renovations
Bids for the additions and renovations at Apex Middle were received on March 13, 2003. Staff and Cherry Huffman Architects, PA recommend award of the single-prime contract to J.W. Grand, Inc. in the amount of $11,718,200. The total of the low multi-prime bids was $11,638,321. Fiscal Implications: Funding is available from the total project budget of $15,762,651, as provided in the PLAN 2000 School Building Program. Recommendation for Action: Board approval is requested.

8. Bids: Daniels Middle Roof Replacement
Bids for the roof replacement at Daniels Middle were received on March 20, 2003. Staff and Roof Engineering, Inc. recommend award of the single-prime contract to Owens Roofing Inc. in the amount of $479,624. Fiscal Implications: Funding is available from the total project budget of $5,603,211, as provided in the PLAN 2000 School Building Program. Recommendation for Action: Board approval is requested.

9. Bids: Powell Elementary Administration & Toilet Renovation
Bids for the administration addition and toilet renovation at Powell Elementary were received on March 25, 2003. Staff and Padia Consulting, Inc. recommend award of the single-prime contract to Jacobsen Construction, Inc. in the amount of $491,458. The total of the low multi-prime bids was $499,654. Fiscal Implications: Funding is available from the total budget of $4,511,338 as provided in the PLAN 2000 School Building Program. Recommendation for Action: Board approval is requested.

10. Bids: Ligon Middle Additions and Renovations
Bids for the additions and renovations at Ligon Middle were received on March 27, 2003. Staff and Pearce Brinkley Cease + Lee, PA recommend award of the single-prime contract to Bordeaux Construction Co. Inc., in the amount of $7,129,300. The total of the low multi-prime bids was $6,956,400. Board approval is requested, contingent upon the reallocation of additional funds by the County Commissioners. Fiscal Implications: The current total project budget is $7,119,611 of which $7,074,611 is from the PLAN 2000 School Building Program and $45,000 is from Phase IIIB Deferred Maintenance. Staff recommends increasing the current total project budget by $1,840,818 with $277,791 coming from PLAN 2000 Code Compliance and $1,563,027 coming from PLAN 2000 Building Program savings. With these additional funds, the revised total project budget will be $8,960,429. Recommendation for Action: Board approval is requested.

11. Change Order No.1: Ligon Middle Additions and Renovations
Board approval is requested for Design Phase Change Order No.1 to Pearce Brinkley Cease + Lee, PA. This change order in the amount of $180,204 is for code-mandated additions to scope, site related constraints and discoveries made during the design investigation. Fiscal Implication: The current total project budget is $7,119,611 of which $7,074,611 is from the PLAN 2000 School Building Program and $45,000 is from Phase IIIB Deferred Maintenance. Staff recommends increasing the current total project budget by $1,840,818 with $277,791 coming from PLAN 2000 Code Compliance and $1,563,027 coming from PLAN 2000 Building Program savings. With these additional funds, the revised total project budget will be $8,960,429. Recommendation for Action: Board approval is requested.

12. Change Order No. G-4: Combs Elementary Additions
Board approval is requested for Change Order No. G-4 to Hargis Construction, Inc. This deductive change order, in the amount of $125,000 is for media center furniture reimbursement and liquidated damages. Fiscal Implications: Funding is available from the total project budget of $5,849,947, of which $4,985,258 is from the Phase IIIB Long-Range School Building Program, $790,496 is from Program Contingency, $48,943 is from Combs Elementary 1996 State Bond Building Program, and $25,250 is from the technology component of the State Bond Building Program. Recommendation for Action: Board approval is requested.

13. Right of Way Dedication-Cary Elementary
The Board of Education has approved of the sale of the Cary Elementary Primary Building to the Town of Cary for a Community Arts Center. After surveying the property it has been determined that 0.06 acres of right of way currently comprising a portion of Kildare Farm Road should be officially dedicated to the Town of Cary. Fiscal Implications: None. Recommendation for Action: Staff requests Board approval to dedicate 0.06 acre of right of way at Cary Elementary to the Town of Cary comprising a portion of Kildare Farm Road.

14. Utility Easement: Turner Creek Elementary
Construction of the new Turner Creek Elementary requires a utility easement to Progress Energy to construct underground electric lines. The easement is ten feet wide for underground lines and 30 feet wide if overhead lines are required. Fiscal Implications: None. Recommendation for Action: Staff requests Board approval of a utility easement to Progress Energy to provide electrical service to the new Turner Creek Elementary

FINANCE

1. Authorization Forms
These authorization forms designate the persons authorized to sign vouchers for the payment of money on behalf of Oak Grove Elementary. Fiscal Implications: These authorization forms are required for bank records.

2. Change Order 4 To 4Front Systems Service Agreement
An agreement has been in place since August 2001 to provide contracted services on an as needed basis to supplement the Technology Services staff. 4Front Systems has been providing contractors who are based at certain individual secondary sites. Previous change orders have extended these services throughout the entire 2002-03 fiscal year when 4Front, along with Datanet/Pomeroy, were chosen through the Request for Proposal (RFP) process to continue to provide this type of support. Queen Associates, who did not previously have a contract, was the third vendor placed on the preferred vendor list to provide desktop support. Additional personnel are being utilized through 4Front. Change order 4 increases funding to cover anticipated expenses through June 30, 2003. Fiscal Implications: Change order total is $240,000. Funding for contracted services was identified and planned for in the 2002-03 fiscal year budget request. However, no additional funds are required to be encumbered from the operating budget. Money has been shifted from the Datanet/Pomeroy purchase order to the 4Front purchase order since the majority of desktop support personnel are being provided through 4Front.

3. Change Order 3 To Willow Computing Service Agreement
An agreement has been in place since August 2001 to provide UNIX administration services. Rate is $100 per hour or $700 per eight-hour day. Previous change orders were approved to continue these services through the end of the 2002-03 fiscal year. Funding requested with those change orders was an approximation. Beginning in January 2003, services are being provided on an as-needed basis only. Change order 3 increases funding to cover anticipated expenses through June 30, 2003. Fiscal Implications: Change order total is $20,000. Funding for contracted services was identified and planned for in the 2002-03 fiscal year budget request. Funding is available in the Technology Services current expense budget.

4. Budget Amendments And Transfers, 2002-2003
To report changes in the budget resolution resulting from transactions processed during
January - March 2003. Fiscal Implications:
Adjust State Public School Fund+ $9,360,346
Adjust Local Current Expense Fund $ 483,549
Adjust Federal Programs Fund+ $ 68,917
Adjust Capital Outlay Fund+ 26,179,242
Adjust Multiple Enterprise Fund+ $ 235,036
Net Changes+ 35,359,992

HUMAN RESOURCES

1.Recommendations for Administrative Appointment

COMMITTEE CHAIRS' REPORTS

ACTION ITEMS

1. Revision: Policy 6201 - School Admissions
Revised; First Reading
Change in definition to clearly define long-term suspension.

2. Revision: Policy 6400 - Code of Student Conduct
Revised; First Reading
Policy formatted to allow for better understanding.

3.Revision: Policy 6420 - Disruption of School
Revised; First Reading
Policy 6420.3: Additional wording to include emergency escape system.

4.Revision: Policy 6425 - Fighting/Physical Aggression or Assault
Revised; First Reading
Policy formatted for better understanding/clarity of disciplinary actions. Updating policy to reflect current system process/trends.

5.Revision: Policy 6427- Weapons and Dangerous Instruments
Revised; First Reading
Additional wording added to allow for better understanding/clarity.

6.Revision: Policy 6429 - Narcotics, Alcoholic Beverages, Controlled Substances, Chemicals, and Drug Paraphernalia
Revised; First Reading
Policy 6429.2: Reduction of short-term out-of-school suspension period mandated prior to enrolling in ACE program.

7.Revision: Policy 6530- Due Process
Revised; First Reading

6530.2 - Reformatting of policy for better understanding.

6530.3 - Additional wording and reformatting for clarification.

6530.5 - Updating policy to reflect current system process.

HUMAN RESOURCES

1.Recommendations for Non-Renewal

INFORMATION

FINANCE

1. Third-Quarter Budget Update
As part of the budgeting process, on-going analyses of budgets occur. The Analysis of Potential Changes in Budget summary details savings, projected costs, and a potential net savings to be realized during the year. Fiscal Implications: Actual net savings will roll to fund balance at the end of the fiscal year.

PROGRAM

1. Bell Schedule Recommendations
The proposed bell schedule modifications open and close schools at times the Transportation Department can more effectively and efficiently provide bus service to students. Advantages of the bell schedule modifications include long-term savings in operating costs, better utilization of equipment, and the ability to provide better service. It is important to note that new school openings and school relocations will dictate a need to change some opening and closing times. Additional local dollars will be required to support forty-four (44) buses not currently in the fleet if current bell schedule is maintained. This item is presented for information.

CLOSED SESSION

To consider confidential personnel information protected under G.S. 115C-319.
PUBLIC HEARING CONTINUATION (if needed)

ADJOURNMENT

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