WCPSS--Board of Education WCPSS--

Board of Education

Board Agenda for the Week of 6/1/2004

OPEN SESSION

CALL TO ORDER - 4:00 p.m.

QUORUM DETERMINATION

PLEDGE OF ALLEGIANCE

INFORMATION

Chair's Comments
Superintendent's Report

BOARD ADVISORY COUNCIL ANNUAL 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.

APPROVAL OF MEETING AGENDA

CONSENT ITEMS

APPROVAL OF MEETING MINUTES

February 18, 2004 - Program Committee Meeting
April 20, 2004 - Human Resources Committee Meeting
May 11, 2004 - Policy Committee Meeting
March 30, 2004- Closed Session Minutes-Amendment Paragraph #3

FACILITIES

1.BUS PARKING LEASE AGREEMENT - APEX ELEMENTARY

Renovation of Apex Elementary and limited parking for buses in the Apex area, require the relocation of approximately 40 buses until a more permanent solution can be determined. Terms and Conditions of a 12 month Parking Lease Agreement from July 1, 2004 to June 30, 2005, 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 2003-2004. Fiscal Implications: A single sum lease payment of $19,200 is due and payable on or before July 1, 2004. Funding is available for the fiscal year (2003-2004) Contract Services budget. Recommendation for Action: Staff recommends Board approval of a Parking Lease Agreement with Peakway Development, LLC from July 1, 2004 to June 30, 2005.

2.UTILITY EASEMENT - OLIVE CHAPEL ELEMENTARY

The Town of Apex is constructing a new 24-inch water line along Kelly Road to service a new water tank on South Salem Street. The line and tank will improve the performance of the distribution system. To complete the new water line, the Town requires a permanent easement containing 0.411 acres (17,889.5 square feet) and temporary construction easements containing 0.3497 acres (15,232 square feet). The easement is located along Kelly Road at Olive Chapel Elementary. Fiscal Implications: Board of Education receives $8,000 for the easement. Recommendation for Action: Staff requests Board approval of a permanent water line easement at Olive Chapel Elementary to the Town of Apex containing 0.411 acres and temporary construction easements containing 0.3497 acres.

3.BIDS: BROUGHTON HIGH STORM DRAINAGE AND WATERPROOFING PROJECT

Bids for the storm drainage and waterproofing project at Broughton High were received on May 3, 2004. Staff and Cherry Huffman Architects recommend award of the single-prime contract to JM Thompson Company in the amount of $159,850. Fiscal Implications: Funding is available from the total project budget of $6,564,166, of which $ 5,564,166 is from the PLAN 2004 School Building Program, and $1,000,000 is from the PLAN 2000 School Building Program. Recommendation for Action: Board approval is requested.

4.BIDS: LOCKHART ELEMENTARY ROOF REPLACEMENT

Bids for the roof replacement at Lockhart Elementary were received on May 6, 2004. Staff and Rooftop Systems Engineers recommend award of the single-prime contract to Owens Roofing Inc in the amount of $137,319. Fiscal Implications: Funding is available from the total project budget of $222,000, as provided in the re-roofing component of the PLAN 2004 School Building Program. Recommendation for Action: Board approval is requested.

FINANCE

1.RENEWAL OF ADMINISTRATIVE ASSISTANTS, LTD. (AAL) MAINTENANCE AGREEMENT

WCPSS has an agreement with AAL to provide maintenance and support of the eSIS software used for NCWise. This contract was the result of WCPSS becoming its own data center last year and the need for direct contact with AAL. The software license fee is covered by DPI as agreed to in a Memo of Understanding. Maintenance cost is $164,000 to renew for the 2004-05 fiscal year. Fiscal Implications: Total amount is $164,000. Funding for contracted services was identified and planned for in the 2004-05 fiscal year budget request. Funding will be available in the Technology Services current expense budget.

2.CHANGE ORDER 5 (CONTRACT EXTENSION) TO TITAN SYSTEMS CORPORATION SERVICE AGREEMENT

Technology Services wishes to extend Titan Systems' contract through the 2004-05 fiscal year. Titan Systems has been providing their services to maintain the Wide Area Network (WAN), Network Operations Center (NOC), data connections and Local Area Networks (LANs) since October 1999. Titan Systems has also provided staff to support all administrative sites in regards to troubleshooting Help Desk calls since March 2001. Current agreement is set to expire on June 30, 2004. Change order 5 extends the term through June 30, 2005. A flat monthly rate of $48,166.67 will continue to be invoiced through the new term. Fiscal Implications: Total amount of change order is $578,000. Funding for contracted services was identified and planned for in the 2004-05 fiscal year budget request. Funding will be available in the Technology Services current expense budget.

3.CHANGE ORDER 2 (CONTRACT EXTENSION) TO MCNATTON TECHNOLOGIES, INC. SERVICE AGREEMENT

Technology Services wishes to extend McNatton Technologies' contract through the 2004-05 fiscal year. McNatton Technologies provides system administration services for UNIX-based computer systems and application systems, including DNS, FTP, Proxy, Firewall and Content Management services. This support is essential in managing internet and intranet services throughout the school district. Current agreement is set to expire on June 30, 2004. Change order 2 extends the term through June 30, 2005. A flat monthly rate of $48,000 will continue to be invoiced through the new term. Fiscal Implications: Total amount of change order is $576,000. Funding for contracted services was identified and planned for in the 2004-05 fiscal year budget request. Funding will be available in the Technology Services current expense budget.

4.CHANGE ORDER 6 (CONTRACT EXTENSION) TO 4FRONT SYSTEMS, INC. SERVICE AGREEMENT

Technology Services wishes to continue 4Front Systems' agreement through the 2004-05 fiscal year. Technology Services has utilized contract personnel through 4Front since August 2001. In September 2002, 4Front was chosen through an RFP process to be listed as one of three preferred vendors to serve as a resource for contracted desktop support at school sites. Current term is set to expire on June 30, 2004. Change order 6 extends the contract through June 30, 2005. Hourly rate price range of contract personnel remains static through the new term. Fiscal Implications: Total amount of change order is $708,320. Funding for contracted services was identified and planned for in the 2004-05 fiscal year budget request. Funding will be available in the Technology Services current expense budget.

5.CHANGE ORDER 4 (CONTRACT EXTENSION) TO POMEROY IT SOLUTIONS SERVICE AGREEMENT

Technology Services wishes to continue Pomeroy's agreement through the 2004-05 fiscal year. Technology Services has utilized contract personnel through Pomeroy since November 2001. In September 2002, Pomeroy was chosen through an RFP process to be listed as one of three preferred vendors to serve as a resource for contracted desktop support at school sites. Current term is set to expire on June 30, 2004. Change order 4 extends the contract through June 30, 2005. Hourly rate price range of contract personnel remains static through the new term. Fiscal Implications: Total amount of change order is $178,480. Funding for contracted services was identified and planned for in the 2004-05 fiscal year budget request. Funding will be available in the Technology Services current expense budget.

6.CHANGE ORDER 2 (CONTRACT EXTENSION) TO QUEEN ASSOCIATES, INC. SERVICE AGREEMENT

Technology Services wishes to continue Queen Associates' agreement through the 2004-05 fiscal year. Technology Services has utilized contract personnel through Queen Associates since they were chosen through an RFP process to be listed as one of three preferred vendors to serve as a resource for contracted desktop support at school sites. Current term is set to expire on June 30, 2004. Change order 2 extends the contract through June 30, 2005. Hourly rate price range of contract personnel remains static through the new term. Fiscal Implications: Total amount of change order is $126,960. Funding for contracted services was identified and planned for in the 2004-05 fiscal year budget request. Funding will be available in the Technology Services current expense budget.

7.THARRINGTON SMITH CONTRACT AMENDMENT

Tharrington Smith serves as Board Attorney and provides legal services for the Wake County Board of Education. As indicated in the attached letter and contract amendment, retainer rates for attorney services are increasing by $10 per hour, to $155 per hour for partners and $140 for associates. Fiscal Implications: The 2004-2005 budget for legal fees is $593,000, which is based on a projection for the total expenditures for 2003-2004. It is estimated, based on the budgeted amount, that the total could rise to $634,000 as a result of the rate increase. Should the amount required for legal fees exceed the amount budgeted, due either to the increased rate or required services, the amount will be reported on the quarterly Potential Changes to Budget report.

PROGRAM

1.CLASS SIZE WAIVERS FOR 2004-2005

Class size waivers are valid in grades 3-12, and allow schools to exceed the allowable maximum class size. They must be requested annually, as they are only valid for one year at a time. These waivers are requested as part of each school's school improvement plan. Once approved by the WCPSS Board, these waivers must next be approved at the state level. There are no fiscal implications. This item is recommended for Board approval.

2.ACADEMICALLY GIFTED PROGRAM PLAN

The North Carolina Department of Public Instruction requires all school systems to develop local plans for the education of academically or intellectually gifted students. The plans contain comprehensive descriptions of services available to students in the local school systems. These plans are submitted to the State Board of Education for review, comments, and recommendations. There are no fiscal implications. Staff recommends that the Board approve the plan.

COMMITTEE CHAIRS' REPORTS

HUMAN RESOURCES

1.RECOMMENDATIONS FOR EMPLOYMENT

2.REQUESTS FOR LEAVE

ACTION ITEMS

FACILITIES

1.LEVEL 4 JOINT USE AGREEMENT FOR THE HOLLY SPRINGS HIGH SCHOOL BASEBALL FIELD, SOFTBALL FIELD, MULTIPURPOSE FIELDS, TENNIS COURTS, PARKING AREAS, AND DRIVE ACCESSES

The school will have priority use at all times. The Town and the Wake County Parks, Recreation and Open Space department will add lights, irrigation, and approximately 40 parking spaces. Town will maintain Town Licensed Areas in exchange for the privilege to schedule the Town Licensed Areas when not needed or scheduled for school use. The term is 25 years. Fiscal Implications: Board purchased approximately 92.57 acres of land. Town is responsible for the maintenance and utilities for the Town Licensed Areas. The Board shall pay no utilities or fees to the Town for its use. Town is 100% responsible for maintaining the baseball, softball, multipurpose fields and amenities, staff parking area and drive access to the Landscape Maintenance Standards. Board and Town will share the maintenance for the tennis courts. Recommendation for Action: Request a waiver of current Policy 7400,which is in the review process for revision, to permit Town to schedule and rent out the designated Town Licensed Areas. Town's bid alternate for these amenities expires June 30, 2004; Town Council meets June 15, 2004. Board approval is recommended.

FINANCE

1.TIME WARNER CABLE FIBER NETWORK AGREEMENT

The current contract with BellSouth for T-1 connections to schools in the areas outside of Wake Forest and Fuquay-Varina will expire in December 2004. Technology Services posted an RFP and has negotiated a 5-year contract with Time Warner Cable to provide dedicated circuit connections (point-to-point fiber) to each of these sites and 3600 Wake Forest Road. Time Warner Cable will provide 10 megabit connections to elementary campuses and 25 megabit connections to secondary campuses. Monthly recurring charge for service to all sites specified in the contract will be $56,900. There is a one-time installation fee of $54,000. Fiscal Implications: Total amount of 5-year contract is $3,154,417.97. Funding for contracted services was identified and planned for in the 2004-05 fiscal year budget request. Funding will be available in the Technology Services current expense budget. Recommendation for Action: Approval of contract is requested.

POLICY

1. POLICY 2313/3013/4013-EMPLOYEE ACCEPTABLE USE POLICY

Revised; First Reading
This policy is being updated to more broadly define the electronic information resources employees are accessing and define in greater detail the appropriate and inappropriate uses of these resources. Wording is also being added to account for the use of filters and other steps in security being utilized which are required by law. There are no fiscal implications. Approval of policy is requested.

2.POLICY 2314/3014/4014/6447-ELECTRONIC INFORMATION SECURITY

New; First Reading
As a result of an information security audit conducted for Technology Services in the Fall 2003, this policy was drafted to define the purpose and objective of electronic information security. There are no fiscal implications. Approval of policy is requested.

3. POLICY 6446-STUDENT ACCEPTABLE USE POLICY

Revised; First Reading
This policy is being updated to more broadly define the electronic information resources students are accessing and define in greater detail the appropriate and inappropriate uses of these resources. Wording is also being added to account for the use of filters and other steps in security being utilized which are required by law. There are no fiscal implications. Approval of policy is requested.

4.POLICY 7400 - COMMUNITY USE OF SCHOOL FACILITIES

Revised; First Reading
Definitions have been added to policy for clarification of the four different methods by which the community may access school system facilities. Additional changes clarify scheduling agent for levels 1-3 and permits municipalities to schedule and rent out fields and outdoor facilities designated in a level 4 joint use agreement. There are no fiscal implications. Staff recommends approval.

5.POLICY 7410 - CLASSIFICATION, FEE SCHEDULE, PROCEDURES, AND GUIDELINES FOR FACILITY USE

Revised; First Reading
Clarifying that BP7410 in general applies to requests for the use of school facilities in levels 1-3 and requests for use of designated fields/outdoor facilities in level 4 joint use agreements shall be referred to the appropriate municipality. There are no fiscal implications. Staff recommends approval.

PROGRAM

1.ASSIGNMENT OF NEW SUBDIVISIONS TO SCHOOLS

The staff of the Office of Growth Management presented recommendations for the following subdivision: Quarry Pointe (Phases 1, 2, and 3), and Dutchman Creek (Phase 1). Transportation costs will increase due to travel time. Other facilities-related costs will be avoided. This item is presented for Board approval.

2.NO CHILD LEFT BEHIND (NCLB)

Staff will identify potential receiving schools under NCLB Legislation. Schools anticipated to face NCLB sanction for the 2004-05 school year will be identified, as well as receiving schools, for those parents exercising the option to transfer. Title I funds will be used to pay for increased transportation costs thus reducing available funds for Title I schools. This item is presented for Board approval.

CLOSED SESSION

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

HUMAN RESOURCES

1.RECOMMENDATIONS FOR ADMINISTRATIVE APPOINTMENTS

2. RECOMMENDATION FOR ADMINISTRATIVE TRANSFER

3. RECOMMENDATIONS FOR CAREER STATUS

PUBLIC HEARING CONTINUATION (if needed)

EMPLOYEE EXCELLENCE AWARDS

ADJOURNMENT

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