Board Agenda for the Week of 5/20/2003

OPEN SESSION - 4:00 p.m.

CALL TO ORDER

QUORUM DETERMINATION

PLEDGE OF ALLEGIANCE

INFORMATION

Chairman's Comments
Recognize the Citizens Advisory Council on School Operations (5 p.m.)
Southeast Raleigh High School Robotics (after break)
Superintendent's Report

RECOGNITION

1. Recognition of 2003 Battle of the Books Winners For Grades 6, 7, and 8
Student teams along with their teacher advisor and media specialists will be recognized for their outstanding achievement in the Battle of the Books literacy program.

2. 2002 Presidential Award For Excellence in Mathematics Teaching
The National Science Foundation (NSF) announced on March 20, 2003, the teachers selected for the 2002 Presidential Awards for Excellence in Mathematics and Science Teaching, the nations' highest honor for teachers. The honor in bestowed by the White House and administered by the National Science Foundation. The 2002 North Carolina winner of the Elementary Presidential Award for Excellence in Mathematics Teaching is Carolann Wade, Apex Elementary School. Four winners from each state, one each from elementary and secondary mathematics and science, are honored. Each awardee is presented a special citation signed by President Bush, a $7,500 cash award from the National Science Foundation to improve science and mathematics instruction, gifts from donors, and a trip to Washington, D.C., to attend the award ceremony and participate in various educational and celebratory functions.

3. 2002 Presidential Award For Excellence in Science Teaching
The National Science Foundation (NSF) announced on March 20, 2003 the teachers selected for the 2002 Presidential Awards for Excellence in Mathematics and Science Teaching, the nation's highest honor for teachers. The honor is bestowed by the White House and administered by the National Science Foundation. The 2002 North Carolina winner of the Elementary Presidential Award for Excellence in Science Teaching is Heidi Bledsoe, Wendell Elementary School. Four winners from each state, one each from elementary and secondary mathematics and science, are honored. Each awardee is presented a special citation signed by President Bush, a $7,500 cash award from the National Science Foundation to improve science and mathematics instruction, gifts from donors, and a trip to Washington, D.C., to attend the award ceremony and participate in various educational and celebratory functions.

4. Outstanding Elementary Mathematics Teacher of the Year, 2003
Lynne Davis Allen, a first grade teacher at Wakefield Elementary, has been selected to represent the Wake County Public School System as the Outstanding Elementary Mathematics Teacher of the Year. The North Carolina Council of Teachers of Mathematics sponsors this award. Each elementary school was encouraged to submit their candidate's nomination to their district office for recognition. Lynne will receive a year's free membership in the North Carolina Council of Teachers of Mathematics and will be recognized at its awards ceremony at the 2003 fall conference.

APPROVAL OF MEETING AGENDA

BOARD ADVISORY COUNCIL CHAIRS' REPORTS

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

April 8, 2003 - Community Relations Committee
April 8, 2003 - Finance Committee
April 8, 2003 - Policy Committee

FACILITIES

1. Master Commissioning Services Agreement
Board approval is requested to utilize the attached professional services agreement format to contract with firm(s) to provide commissioning services on various capital improvement projects. Commissioning services outlined in this contract will include various building systems from the building envelope to mechanical and electrical systems. Services included in this agreement will be provided throughout the course of a project from the pre-construction phase through the post-construction phase. The intent of these services is to provide more efficient building systems and to reduce maintenance costs. District legal counsel has reviewed and approved this contract format. Fiscal Implications: None. Recommendations for Action: Board approval of the master service agreement is requested.

2. Design Consultant Agreement: Daniels Middle Renovations
The proposed PLAN 2004 School Building Program includes renovations at Daniel Middle. Negotiations have been completed with Cline Design Associates, PA for the design of this project. The form of agreement is the standard form approved by the Board attorney. Fiscal Implications: The total proposed project budget is $16,468,433, of which $822,678 is currently available from the PLAN 2000 School Building Program and $15,645,755 will be required from the PLAN 2004 School Building Program. The total proposed compensation for the design consultant is $959,745. A contract will be issued for the design phase only in the amount of $623,834. Recommendation for Action: Board approval is requested.

3. Design Consultant Agreement: Ligon Middle Renovations
The proposed PLAN 2004 School Building Program includes renovations at Ligon Middle. Negotiations have been completed with Pearce Brinkley Cease + Lee PA for the design of this project. The form of agreement is the standard form approved by the Board attorney. Fiscal Implications: The total proposed project budget is $9,352,550, of which $530,769 is currently available from the PLAN 2000 Building Program and $8,821,781 will be required from the PLAN 2004 School Building Program. The total current budget includes proposed compensation for the design consultant of $518,000. A contract will be issued for the design phase only in the amount of $336,700. Recommendation for Action: Board approval is requested.

4. Design Phase Change Order No. 1: Enloe High
Board approval is requested for design phase change order number 1 with Brown Jurkowski Architecture Collaborative for the capital improvements at Enloe High. This change order in the amount of $161,000 is for educational programming and planning services. Fiscal Implications: Funding is available from the total project budget of $9,151,942, as provided in the PLAN 2000 School Building Program. Recommendation for Action: Board approval is requested.

5. Bids: Cary High Boiler Replacement
Bids for the replacement of two steam boilers at Cary High were received on May 1, 2003. Staff and Padia Consulting, Inc. recommend award of the single-prime contract to Jeff Hargett Mechanial, Inc. in the amount of $297,000. Fiscal Implications: Funding is available from the total project budget of $375,000, as provided in the PLAN 2000 School Building Program. Recommendation for Action: Board approval is requested.

6. Bids: Sanderson High Band Room Renovation
Pre-approval is requested for bids for Sanderson High Band Room Renovation, which are scheduled to be received on June 19, 2003, if the bids are within the CCAP of $450,000. Staff will provide recommendation for award and bid tabulations at a future Board meeting. Pre-approval allows acceleration of preliminary construction activities at minimal financial risk. The Project addresses potential health and safety concerns in the existing band room and requires urgent approval for construction to begin during summer. Fiscal Implications: Funding is available from the total project budget of $588,000 of which $9,917.83 is from the 2002-2003 Facilities Planning & Construction Operating funds, $42,782.17 is from the 2002-2003 Facilities Planning & Construction Capital Outlay funds, $75,000 is from the 2002-2003 Maintenance & Operation Operating funds and $460,300 is from the 2003-2004 Facilities Planning & Construction Capital Outlay funds. Recommendation for Action: Board approval is requested.

7. Bids: Modular Classroom Units (2003 Pkg. A) - Daniels Middle
Bids for the Modular Classroom Building (multiple classrooms, relocatable, modular structure) (2003 pkg. A) at Daniels Middle were received on May 1, 2003. Staff and Gurel Architecture, Inc. recommend award of the single-prime to Beau Chene Company, LLC, in the amount of $755,292. 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.

8. Bids: Mobile Units - Package "F" - 2003 Relocation
Bids for the 2003 relocation of Mobile Units - Package "F" were received on April 22, 2003. Staff and Gurel Architecture, Inc. recommend award of the single-prime contract to C. Blake Lewis in the amount of $237,520. Fiscal Implications: Funding is available from the total project of $450,000, as provided in the PLAN 2000 School Building Program. Recommendation for Action: Board approval is requested.

9. Bids: Kingswood Elementary Addition and Renovation
Bids for the addition and renovation at Kingswood Elementary were received on April 22, 2003. Staff and Davis Kane Architects, PA recommend award of the single-prime contract to Blair Construction in the amount of $6,446,805. The total of the low multi-prime bids was $6,362,722. Fiscal Implications: Funding is available from the total project budget of $8,208,135, as provided in the PLAN 2000 School Building Program. Recommendation for Action: Board approval is requested.

10. Bids: Leesville Elementary Foundation and Wall Repairs
Bids for the foundation and wall repairs at Leesville Elementary were received on April 25, 2003. Staff and MACTEC Engineering & Consulting, Inc. recommend award of the single-prime contract to Beau Chene Company, LLC in the amount of $122,000. Fiscal Implications: Funding is available from the total project budget of $200,000, as provided in the Deferred Maintenance component of the Phase IIIB Long Range Building Program. Recommendation for Action: Board approval is requested.

11. Bids: Millbrook High Track and Field Improvements
Bids for the track and field improvements at Millbrook High were received on April 30, 2003. Staff and McKim & Creed, P.A. recommend award of the construction and associated engineering services contract to Advantage Sports Surfaces in the amount of $129,100. Fiscal Implications: Funding is available from the total project of $1,000,000, as provided in the Deferred Maintenance component of the PLAN 2000 School Building Program. Recommendation for Action: Board approval is requested.

12. Bids: Sanderson High Track and Field Improvements
Bids for the track and field improvements at Sanderson High were received on April 30, 2003. Staff and McKim & Creed, P.A. recommend award of the construction and associated engineering service contract to Precision Sports Surfaces, Inc. in the amount of $148,894. Fiscal Implications: Funding is available from the total project budget of $275,000, as provided in the Deferred Maintenance Component of the PLAN 2000 School Building Program. Recommendation for Action: Board approval is requested.

13. Bids: Enloe Track and Field Improvements
Bids for the track and field improvements at Enloe High were received on April 30, 2003. Staff and McKim & Creed, P.A. recommend award of the construction and associated engineering services contract to Precision Sports Surfaces, Inc. in the amount of $138,569. Fiscal Implications: Funding is available from the total project budget of $9,151,942, as provided in the PLAN 2000 School Building Program. Recommendation for Action: Board approval is requested.

14. Bids: Athens Drive High Rubberize Track
The Maintenance and Operations Department recommends award of contract to Precision Sports Surfacing, Inc. in the amount of $125,234. Fiscal Implications: Funding is available in the 2003-2003 current expense budget. The contract amount is $125,234. Recommendation for Action: Board approval is requested.

15. 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.

16. Bids: North Garner Middle - Asbestos Abatement
Bids for the asbestos abatement at North Garner Middle were received on April 21, 2003. Staff and Froehling & Roberson, Inc. recommend award of the single-prime contract to Klein Contracting Corporation in the amount of $104,783. Fiscal Implications: Funding is available from the total project budget of $12,545,728, as provided in the PLAN 2000 School Building Program. Recommendation for Action: Board approval is requested.

17. Bids: Ligon Middle - Asbestos Abatement
Bids for the asbestos abatement at Ligon Middle School were received on April 21, 2003. Staff and EEC, Inc. recommend award of the single-prime contract to EME, Inc. in the amount of $196,193. Fiscal Implications: Funding is available from the total project budget of $8,960,429, of which $8,915,429 is from the PLAN 2000 School Building Program and $45,000 is from the Deferred Maintenance Component of the Phase IIIB Long Range Building Program. Recommendation for Action: Board approval is requested.

18. Bus Parking Lease Agreement - Apex Elementary
Renovation of Apex Elementary and limited parking for busses in the Apex area, requires the relocation of approximately 40 busses until a more permanent solution can be determined. Terms and Conditions of a 12 month Parking Lease Agreement from July 1, 2003 to June 30, 2004, have been reached with Peakway Development, LLC of Apex, NC for a parking lot off Perry Road near Apex Elementary. This same property was leased during 2002-2003. Fiscal Implications: A single sum lease payment of $19,200 is due and payable on or before July 1, 2003. Recommendation for Action: Staff recommends Board approval of a Parking Lease Agreement with Peakway Development, LLC from July 1, 2003 to June 30, 2004.

19. Termination of Easement - Highcroft Elementary
During March 2002, the Board of Education acquired approximately 22 acres for the new Highcroft Elementary. The contract to acquire the property required the owners to grant the Board temporary easements for access to the site and access to well water if needed for construction purposes. Highcroft developers have now provided permanent access and well water is not needed. Fiscal Implications: None. Recommendation for Action: Staff request Board approval to execute a termination of easements agreement to eliminate temporary easements.

FINANCE

1. 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 for April 2003. Fiscal Implications: Not applicable.

PROGRAM

1. Grant Proposals: First Precis of Two
Competitive (#766): North Carolina Zoo, Keepers in the Classroom / Douglas Elementary School. Competitive (#767): NC Department of Public Instruction, Community Service / Central Office. Competitive (#768): US Department of Education, Smaller Learning Communities / Central Office. Competitive (#769): US Department of Education, Early Reading First / Project Enlightenment. Collaboration (#770): US Department of Health and Human Services, Office of Community Services, Compassion Capital Fund / Central Office collaboration with CJH Educational Grant Services being the fiscal agent. Competitive (#771): US Department of Education, NC Department of Public Instruction, 21st Century Community Learning Centers / Central Office and individual schools. Collaboration (#772): Capital Area Workforce Development Board, Workforce Investment Act Youth Services / Mary E. Phillips High School with Youth and Educational Achievement Center being the fiscal agent. Any required cash and/or in-kind matching contributions vary by grant program. Board approval is requested.

2. Grant Proposals: Second Precis of Two
Competitive (#773): US Department of Education, Carol M. White Physical Education Program / Central Office. Entitlement (#774): PRC 060 - US Department of Education, NC Department of Public Instruction, IDEA Title VI-B Handicapped / Central Office. Entitlement (#775): PRC 049 - US Department of Education, NC Department of Public Instruction, IDEA Title VI-B Preschool Handicapped / Central Office. Entitlement (#776): PRC 044 - US Department of Education, NC Department of Public Instruction, IDEA Title VI-B Capacity Building / Central Office. Collaboration (#777): GE Fund, Math Excellence / Fuller Elementary, Smith Elementary, Carnage Middle and Centennial Middle Schools with NCSU College of Engineering being the fiscal agent. Entitlement (#778): PRC 017 - North Carolina Department of Public Instruction, Career and Technical Education Improvement / Central Office, Curriculum and Instruction. Any required cash and/or in-kind matching contributions vary by grant program. Board approval is requested.

3. Contract: Richard M. Milburn High School
This is an amendment to Wake County Public School System's existing contract with Richard M. Milburn High School. The minimum number of students served second semester will increase from 140 to 160. The cost per student will remain the same as the last two years, $2,875.00 per student, per semester. Fiscal Implications: Total cost of $833,750.00 to be paid from program fund 069. Recommended that the Board approve the amendment.

HUMAN RESOURCES

1.Recommendations for Administrative Transfers

COMMITTEE CHAIRS' REPORTS

ACTION ITEMS

POLICY

1. REVISION OF POLICY 2308, 3008,4008 - TOBACCO-FREE ENVIRONMENT

Revised; Second Reading
�Prohibits use or display of any tobacco product by students, employees, and visitors in any school system building or leased or owned vehicle or on any school system premises, not just in facilities serving children.
�Prohibits the possession of tobacco products by students.
�Defines "tobacco product" to include cigarettes, cigars, pipes, chewing tobacco, snuff, and any other items containing or reasonably resembling tobacco or tobacco products and 'tobacco use" to include smoking, chewing, dipping, or any other use of tobacco products.

PROGRAM

1. Assignment of New Subdivisions to Schools
The staff of the Office of Growth Management presented recommendations for the following subdivisions: Bedford at Falls River, (phase 12, and 13, phases 16 and 17, phase 18, phase 22, phase 26, phase 27, and phase 29). Transportation costs will increase due to travel time. Other facilities-related costs will be avoided. This item is presented for Board approval.

2. Bell Schedule Recommendation
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 44 buses not currently in the fleet if the current bell schedule is maintained. Staff recommends board approval of the bell schedule recommendation which establishes times for two (2) new schools (Holly Ridge Middle and Holly Ridge Elementary) and modifies bell schedules to change tiers at eight (8) existing elementary schools (Adams Elementary, Brassfield Elementary, Dillard Drive Elementary, Holly Springs Elementary, Kingswood Elementary, Lincoln Heights Elementary, Underwood Elementary, and Wakefield Elementary). Recommendation also includes modification of fifteen minutes or less for thirty-nine (39) existing schools to bring dismissal times in line with a true three-tier system.

CLOSED SESSION

To consider confidential personnel information protected under G.S. 115C-319.
ACTION ITEMS (cont'd.)

HUMAN RESOURCES

1.Recommendation for Administrative Appointments

2.Recommendation for Administrative Transfer

3.Recommendation for Career Status
PUBLIC HEARING CONTINUATION (if needed)

ADJOURNMENT

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