Board Agenda for the Week of 6/25/2002

OPEN SESSION - 4:00 p.m.

CALL TO ORDER

QUORUM DETERMINATION

PLEDGE OF ALLEGIANCE

INFORMATION

Chairman'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

May 7, 2002 - Facilities Committee
May 14, 2002 - Community Relations Committee
May 14, 2002 - Policy Committee
May 14, 2002 - Finance Committee
June 3, 2002 - Policy Committee
June 11, 2002 - Community Relations Committee

FACILITIES

1. Contract: Temporary Personnel Services in School Cafeterias
Bids for temporary services were received on May 28, 2002. Staff recommends approval of contracts to Trojan Labor at $10.85 per hour for assistants, for approximately 9,800 hours equaling $106,330; Mantel Solutions at $10.26 per hour for assistants and $10.88 for cashiers, for approximately 3,500 hours equaling $37,000; Labor Finders at $10.85 per hour for assistants for approximately 2,300 hours equaling $25,000; Preferred People Staffing at $10.75 per hour for assistants and $11.39 for cashiers, for approximately 6,000 hours equaling $66,420; and Randstad, NA, at $10.68 per hour for assistants and $11.32 for cashiers, for approximately 2,000 hours equaling $22,000. Total cost of temporary services for 2002-2003 is $256,750. Fiscal Implications - Funding is available from the 2002-2003 current expense budget. Recommendation for Action - Board approval is requested.

2. Continuance of Bids: Gourmet Cookies, Vended Snacks, Ice Cream, Little Debbie Snacks
Summary and recommendation is attached for continuance of bids for gourmet cookies with Otis Spunkmeyer, vended snacks with Dennis Foods, ice cream with US Food Service, and Little Debbie snacks to McKee Foods Corporation. Fiscal Implications - Funding is available from the 2002-2003 current expense budget. Recommendation for Action - Board approval is requested.

3. Bids: Frozen Food, Canned and Miscellaneous Food, Pizza, Milk, and Chicken Fillet and Chicken Nuggets.
Staff requests board approval to award food services contracts as follows: Frozen food to U.S. Foodservice in the amount of $1,545,559.50; canned and miscellaneous food to U.S. Foodservice in the amount of $891,393; pizza to Pizza Hut in the amount of $775,000; milk to Flav-O-Rich/ Pet Dairy in the amount of $1,671,118; Chicken fillet and chicken nuggets to Kings Delight, Inc., in the amount of $190,750. Fiscal Implications - Funding is available from the 2002-2003 current expense budget. Recommendation for Action - Board approval is requested.

4. Bids: Cleaning Contracts
Staff recommends award of the cleaning contract extensions to Royal Janitorial Services, Inc., in the amount of $486,327.56; new cleaning contracts to RTP Building Maintenance Co., Inc., in the amount of $1,263,896.14; and contract extensions to RTP Building Maintenance Co., Inc., in the amount of $1,221,479.99. Fiscal Implications - Funding is available from the 2002-2003 current expense budget. Recommendation for Action - Board approval is requested.

5. Bids: Solid Waste Removal Contract
Bids for solid waste removal for all school and office locations were received May 20, 2002. Staff recommends award of the solid waste removal contract to BFI Waste Services, LLC, in the amount of $438,204. Fiscal Implications - Funding is available from the 2002 - 2003 current expense budget. Recommendation for Action - Board approval is requested.

6. Bids: Apex High Parking Lot Addition
Informal bids for the Apex High parking lot addition were received on June 6, 2002. Staff and CLH Design, PA, recommend award of the single-prime construction contract to Jacobsen Construction, Inc., in the amount of $154,598. Fiscal Implications - Funding is available from the total project budget of $305,000, as provided in the deferred maintenance component of the PLAN 2000 School Building Program. Recommendation for Action - Board approval is requested.

7. Bids: Site Preparation - Heritage Middle
Pre-approval is requested for the site preparation bids for Heritage Middle (M4), which are scheduled to be received on July 2, 2002, if the bids are within the CCAP. 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. Fiscal
Implications - Funding is available from the total project budget of $22,060,401, as provided in the PLAN 2000 School Building Program. Recommendation for Action - Board approval is requested.

8. Bids: Roof Replacement - Fuquay-Varina Elementary
Bids for the roof replacement at Fuquay-Varina Elementary were received on May 23, 2002. Staff and Roof Engineering, Inc., recommend award of the contract to Baker Roofing Company in the amount of $335,524. Fiscal Implications - Funding is available from the total project budget of $721,000, as provided from the deferred maintenance component of the PLAN 2000 School Building Program. Recommendation for Action - Board approval is requested.

9. Bids: Wake Forest-Rolesville High Multi-Purpose Facility
Bids for the Wake Forest-Rolesville High Multi-Purpose Facility were received on June 11, 2002. Bids received are over the original budgeted construction contract award price (CCAP) of $791,066. This overage was anticipated by staff and discussed at the Facilities Committee Meeting on April 16, 2002. Staff has identified additional funds for this project from savings. Staff and H.S. Annis Architect, AIA, recommend award of the single-prime construction contract to Jacobsen Construction, Inc., in the amount of $1,124,570. The total of the low multi-prime bids received was $1,117,134. Fiscal Implications - The current total project budget is $981,398 and consists of $461,398 from the 1996 State Bond building program tax credit, $500,000 from the North Carolina ABC Commission grant, and $20,000 from the parent volunteer matching funds program. Additional funds totaling $441,396 have been identified from savings associated with the Wake Forest-Rolesville High 1996 State Bond project ($116,396) and the Wake Forest-Rolesville High Phase IIIB Long Range Building Program project ($325,000). Recommendation for Action - Staff recommends using the identified savings to increase the budget for the multi-purpose facility. The revised total project budget would equal $1,422,794. Board approval is requested to increase the budget and to award the single-prime construction contract.

10. Design Consultant Agreement: E8 Forestville Road Elementary
Negotiations have been completed with Small Kane Architects, PA, for the design of E8 Forestville Road Elementary, which has been revised to include a gymnasium. This is the first re-use of the Cedar Fork Elementary prototype. The form of agreement is the standard form approved by the board attorney. Fiscal Implications - Funding is available from the total project budget of $11,152,391, as provided in the PLAN 2000 School Building Program. The total project budget includes proposed compensation for the design consultant of $627,560. Recommendation for Action - Board approval is requested.

11. Design Consultant Agreement: E6 "Louis Stephens Drive" Elementary
Negotiations have been completed with Small Kane Architects, PA, for the design of E6 "Louis Stephens Drive" Elementary. This is the second re-use of the Cedar Fork Elementary prototype. The form of agreement is the standard form approved by the board attorney. Fiscal
Implications - Funding is available from the total project budget of $10,662,555, as provided in the PLAN 2000 School Building Program. The total project budget includes proposed compensation for the design consultant of $456,500. Recommendation for Action - Board approval is requested.

12. Annexation Petition: Olive Chapel Road Elementary
In 1995, the Board of Education acquired approximately 18 acres of land at Olive Chapel Road and Kelly Road in Apex for the new Olive Chapel Road Elementary. An annexation petition was filed with the Town of Apex which excluded .64 acres included in an electrical service area providing power to the elementary facility. The Town of Apex now requests an annexation petition to include the .64 acres into its jurisdiction. Fiscal Implications - None. Recommendation for Action - Staff recommends Board approval of an annexation petition to the Town of Apex for .64 acres at Olive Chapel Elementary.

13. Selection of a Professional Consulting Services Firm
In accordance with the selection procedures adopted by the Wake County Board of Education, the selection committee recommends Carter & Burgess, Inc., Heery International, P.C., or The Wooten Company/EMG for board approval as the consultant for the 2002 Wake County Public School System's building assessment project. Fiscal Implications - Fees will be negotiated in accordance with selection procedures. Recommendation for Action - Board approval is requested.

14. Resolution: Long-Range Building Program Funding Reallocation
Resolution requests reallocation of project savings from the Phase IIIB projects at Brentwood Elementary, Middle Creek Elementary, Lufkin Middle, Green Hope High, Millbrook High, Zebulon Middle, and Wake Forest-Rolesville High to Wake Forest Elementary. Resolution also requests reallocation of project savings from the PLAN 2000 projects at Knightdale High and Apex Elementary to East Cary Middle, Ballentine Elementary, Holly Ridge Elementary, and the Priority Needs Projects. Total reallocation amount is $7,065,000. Fiscal Implications - No additional appropriation of funding is necessary. Recommendation for Action - Board approval is requested.

15. Resolution: Closing of Completed Phase IIIB Projects
Resolution requests closing of completed Phase IIIB projects to include Davis Drive Middle, Durant Road Middle, Green Elementary, Vocational Equipment, Athens Drive High, Douglas Elementary, Northwoods Elementary, Smith Elementary, Bugg Elementary, Jones Dairy Elementary, Jeffreys Grove Elementary, Baucom Elementary, Briarcliff Elementary, East Millbrook Middle, York Elementary, Washington Elementary, Cary High and the Pre-K Program. These projects have been closed by Wake County Finance. Fiscal Implications - The consolidated amount closed from these projects is $59,423.69. These funds will be transferred to the Program Contingency Project. Recommendation for Action - Board approval is requested.

FINANCE

1. Gifts To The System
Thirty-eight gifts have been donated to the Wake County Public School System. The approximate value of the gifts is $55,844.84. Fiscal Implications: Not applicable.

2. Adoption Of The 2002-2003 School Budget Resolution
To approve the 2002-2003 School Budget Resolution. Fiscal Implications:
Pending Board of Education and County Commissioners' budget action.

3. Change Order 4 To Advantage Professionals Of Raleigh LLC Service Agreement
On March 19, 2002 the Board was notified that Technology Services had completed review of proposals submitted through the RFP process and a list of five preferred vendors had been agreed upon to serve as our resources for technical contract personnel. Advantage Professionals of Raleigh is one of these preferred vendors. A contract is currently in place which expires June 30, 2002. Technology Services wishes to extend their services through the 2002-03 fiscal year. Change order 4 extends the term through June 30, 2003 and increases funding to cover anticipated costs. Fiscal Implications: Total amount of change order is $470,610. Funding for contracted services was identified and planned for in the 2002-03 fiscal year budget request. Funding will be available in the Technology Services current expense budget.

4. Change Order 1 To Alliance Of Professionals & Consultants, Inc. Service Agreement
On March 19, 2002 the Board was notified that Technology Services had completed review of proposals submitted through the RFP process and a list of five preferred vendors had been agreed upon to serve as our resources for technical contract personnel. Alliance of Professionals & Consultants is one of these preferred vendors. A contract is currently in place which expires June 30, 2002. Technology Services wishes to extend their services through the 2002-03 fiscal year. Change order 1 extends the term through June 30, 2003 and increases funding to cover anticipated costs. Fiscal Implications: Total amount of change order is $1,423,400. Funding for contracted services was identified and planned for in the 2002-03 fiscal year budget request. Funding will be available in the Technology Services current expense budget.

5. Change Order 2 To Modis, Inc. Service Agreement
On March 19, 2002 the Board was notified that Technology Services had completed review of proposals submitted through the RFP process and a list of five preferred vendors had been agreed upon to serve as our resources for technical contract personnel. Modis is one of these preferred vendors. A contract is currently in place which expires June 30, 2002. Technology Services wishes to extend their services through the 2002-03 fiscal year. Change order 2 extends the term through June 30, 2003 and increases funding to cover anticipated costs. Fiscal Implications: Total amount of change order is $162,000. Funding for contracted services was identified and planned for in the 2002-03 fiscal year budget request. Funding will be available in the Technology Services current expense budget.

6. Change Order 1 To Datanet-Pomeroy Service Agreement
Original agreement was routed November 2001 to provide contracted services on an as needed basis throughout the fiscal year to supplement the current Technology Services staff. Datanet-Pomeroy has been providing up to a maximum of five contractors, each of which is based at an individual high school. Technology Services has a similar contract in place with 4Front Systems for other high school sites. The contract currently in place expires June 30, 2002. Change order 1 will extend these services through the first half of the 2002-03 fiscal year until a vendor can be chosen through the Request for Proposal (RFP) process to provide this type of support. Change order 1 also increases funding to cover anticipated costs. Hourly rate is being raised from $25 to $30 to account for greater knowledge base required. Fiscal Implications: Total amount of change order is $144,000. Funding for contracted services was identified and planned for in the 2002-03 fiscal year budget request. Funding will be available in the Technology Services current expense budget.

7. Change Order 9 To Teleconsultants, Inc. Service Agreement
Original contract with TeleConsultants was approved by the Board on August 14, 2000 for a six-month term. Technology Services has utilized change orders to this contract to continue their services through the entire 2000-01 and 2001-02 fiscal years. The contract currently in place expires June 30, 2002. Technology Services wishes to extend their services related to functional Human Resources support through the 2002-03 fiscal year. Change order 9 extends the term through June 30, 2003 and increases funding to cover anticipated costs. Fiscal Implications: Total amount of change order is $183,600. Funding for contracted services was identified and planned for in the 2002-03 fiscal year budget request. Funding will be available in the Technology Services current expense budget.

8. Change Order 1 To Titan Systems Corporation Service Agreement
Titan Systems (formerly BTG, Inc.) 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. When negotiating the contract for the 2001-02 fiscal year, a lower monthly fixed price was agreed upon by both parties. Invoiced amount for the current fiscal year has been $54,000 per month for services and a not to exceed amount of $2,000 per month for expenses. This contract, approved by the Board on June 25, 2001, will end June 30, 2002. Change order 1 will extend these services through the first half of the 2002-03 fiscal year until a vendor can be chosen through the Request for Proposal (RFP) process to provide this type of support for all areas listed above. Change order 1 also increases funding to cover anticipated costs. Fiscal Implications: Total amount of change order is $336,000. Funding for contracted services was identified and planned for in the 2002-03 fiscal year budget request. Funding will be available in the Technology Services current expense budget.

9. Change Order 1 To Willow Computing Service Agreement
Original agreement was routed August 2001 to provide UNIX administration services during the current fiscal year. Hourly rate is $100 or $700 per eight-hour day and contract was to end on June 30, 2002. Technology Servic1 wishes to continue these services through the first half of the 2002-03 fiscal year until a vendor can be chosen through the Request for Proposal (RFP) process to provide this type of support. Change order 1 extends the term through December 31, 2002 and increases funding to cover anticipated costs. Hourly rate will remain $100. Fiscal Implications: Total amount of change order is not to exceed $56,000. Funding for contracted services was identified and planned for in the 2002-03 fiscal year budget request. Funding will be available in the Technology Services current expense budget.

10. IBM Lease Agreement: Sun Solaris K12 Server
This is a new 4-year lease for a Sun Solaris 12K Server to be provided by Sun MicroSystems. The server will house NCWise applications as well as a financial applications domain. Purchasing the 12K will allow us the option of upgrading to a 15K in the future at a lower cost than if we purchased a 15K outright. It also allows the option of adding processors over time should the need arise. The long-range plan is for this server to eventually replace the RISC boxes currently running the financial applications, thus realizing a cost savings. Total amount being financed is $888,240. Four annual payments in advance of $264,647.34 will be made. First payment will be made in August 2002. Resolution approved by County Commissioners on June 17. Fiscal Implications: Total amount of lease is $888,240. Funding is being planned for and will be made available in the Technology Services Division current expense budget for the 2002-03 fiscal year. Funding will also be earmarked in the 2003-04, 2004-05 and 2005-06 fiscal year's current expense budget.

11. Change Order 2 To 4front Systems Service Agreement
Original agreement was routed August 2001 to provide contracted services on an as needed basis throughout the fiscal year to supplement the current Technology Services staff. 4Front Systems has been providing up to a maximum of ten contractors, each of which is based at an individual high school. Technology Services has a similar contract in place with Datanet-Pomeroy for other high school sites. The contract currently in place expires June 30, 2002. Change order 2 will extend these services through the first half of the 2002-03 fiscal year until a vendor can be chosen through the Request for Proposal (RFP) process to provide this type of support. Change order 2 also increases funding to cover anticipated costs. Hourly rate is being raised from $25 to $30 to account for greater knowledge base required. Fiscal Implications: Total amount of change order is $288,000. Funding for contracted services was identified and planned for in the 2002-03 fiscal year budget request. Funding will be available in the Technology Services current expense budget.

PROGRAM

1. Tuition Fee for Nonresident Students for 2002-2003
Staff will present tuition fees for the 2002-2003 school year for nonresident students. This fee is based on the county tax appropriation for current expense, capital outlay, and capital improvement. There are no fiscal implications. This item is presented for board approval.

2. Age Limit for Before- and After-School Programs
To be eligible to participate in a WCPSS before- or after-school program, a student must: (1) be enrolled in a WCPSS school, and (2) be four years old. Students whose fourth birthday occurs on or before October 16 of the current school year may enroll after their birthday. Students with a later fourth birthday may not enroll during the current year. There are no fiscal implications. This item is submitted for board approval.

HUMAN RESOURCES

1. Recommendations for Employment

2. Request for Leave

3. Recommendations for Administrative Appointments

4. Recommendations for Administrative Transfers

COMMITTEE CHAIRS' REPORTS

ACTION ITEMS

WAKE TECHNICAL COMMUNITY COLLEGE - BOARD OF TRUSTEES (2 minutes)

FACILITIES

1. Schematic Design: E7 "Sears Farm Road" Elementary (5 minutes)
Staff will present the schematic design documents prepared by Pearce Brinkley Cease and Lee PA for the construction of E7 "Sears Farm Road" Elementary. Fiscal Implications - Funding is available from the total project budget of $11,152,391, as provided in the PLAN 2000 School Building Program. Recommendation for Action - Board approval is requested.

2. Schematic Design: E8 Forestville Road Elementary (5 minutes)
Staff will present the schematic design documents prepared by Small Kane Architects, P.A., for the construction of E8 Forestville Road Elementary, which has been revised to include a gymnasium. Fiscal Implications - Funding is available from the total project budget of $11,152,391, as provided in the PLAN 2000 School Building Program. Recommendation for Action - Board approval is requested.

3. Schematic Design: Ligon Middle Addition and Renovations (5 minutes)
Staff will present the schematic design documents prepared by Pearce Brinkley Cease & Lee PA, for the addition and renovations of Ligon Middle. Fiscal Implications - Funding is available from the total project budget of $7,143,041. The total project budget consists of $7,098,041 from the PLAN 2000 School Building Program and $45,000 from the deferred maintenance component of the Phase IIIB Long Range Building Program. Recommendation for Action - Board approval is requested.

4. Schematic Design: E5 Turner Creek Road Elementary (5 minutes)
Staff will present the schematic design documents prepared by Pearce Brinkley Cease & Lee PA for the construction of E5 "Turner Creek Road" Elementary. Fiscal Implications - Funding is available from the total project budget of $10,662,555, as provided in the PLAN 2000 School Building Program. Recommendation for Action - Board approval is requested.

5. Construction Documents: Middle Creek High Stadium (5 minutes)
Staff will present the construction documents designed by Cherry Huffman Architects, PA, for Middle Creek High Stadium. Fiscal Implications - Funding is available from the approved total project budget of $39,362,000, of which $18,670,191 is from county bond, $15,629,809 is from state bond, $32,000 is from Wake County, and $5,030,000 is from the Town of Cary. Recommendation for Action - Board approval is requested.

FINANCE

1. Recommendation From Finance Committee (5 minutes)
See Attached. Fiscal Implications: None

COMMUNITY RELATIONS

1.Identify, Engage, Inform and Survey Elected Officials on School System Issues
(5minutes)
�Communications staff to survey elected officials on types of information they would like to receive and by what method (e-mail or fax.)
�Communications staff to send regular e-mail/fax of school system achievements to elected officials and other education leaders.
�Board members to meet with elected officials to discuss school system issues and form better communications relationships.
Fiscal Implications-None. Recommendation for Action-Please approve as presented.

POLICY

1. Revision of Policy 2280/3800/4800 Benefits and Employment (Supplement) (5 minutes)
Revised; First reading (Wavier of second reading requested.)
Supplement changes serve to update current Department of Public Instruction Policy, incorporate legal requirements and current practices into policy and clarify title changes. Department of Public Instruction Benefits and Employment Manual is adopted in toto. Supplements to Department of Public Instruction manual serves as local clarification and implementation of policy where applicable.

2. Revision of Policy 6860-Cocurricular Activities and Athletics
Revised; First Reading (Waiver of second reading requested.) (5 minutes)

1.Policy 6860.2 and 6860.13 are amended to align with Policy 6203 and 6203.8 R & P which refer to Transfer of School Assignment.

2.Policy 6860.3 and 6860.8 are amended to clarify current practice.

3.Policy 6860.4, 6860.5, 6860.14, and 6860.15 are added to clarify current practice.

4.Policy 6860.6, 6860.11, and 6860.12 are amended to align with State Board of Education and North Carolina High School Athletic Association standards.

5.Policy 6860.9 is amended to provide consistency with WCPSS promotion standards and North Carolina High School Athletic Association standards.

6.Policy 6860.10 is amended to clarify the appeal process for Policy 6860.

CLOSED SESSION

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

HUMAN RESOURCES

1. Recommendations for Administrative Appointments (5 minutes)

INFORMATION ITEMS

PROGRAM

1. Assignment of New Subdivisions to Schools
Staff will present the recommendations for the following subdivisions: The Green at Scotts Mill (phase 3), Battle Ridge (phase 2), Chastain (phase 7), and Grissom Farm (phase 1). Transportation costs will increase due to travel distance. Other facilities-related costs will be avoided. This item is presented for information.
PUBLIC HEARING CONTINUATION (if needed)

ADJOURNMENT

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