Board Agenda for the Week of 7/12/2005

OPEN SESSION

Committee of the Whole 2 p.m.
Facilities-Continue Building Plan Assumptions
CALL TO ORDER - 4 p.m.

QUORUM DETERMINATION

PLEDGE OF ALLEGIANCE

INFORMATION

Chair's Comments
Superintendent's Report

PUBLIC COMMENT

Citizens who signed up to address the board during public comment 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 comment, 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

March 15, 2005 - Committee of the Whole Student Assignment Work Session
May 3, 2005 -Board Meeting
May 17, 2005-Committee of the Whole
May 26, 2005- Special Board Meeting
June 6, 2005- Student Appeal Hearings
June 7, 2005- Committee of the Whole
June 8, 2005- Student Appeal Hearings
June 13, 2005- Student Appeal Hearings
June 14, 2005 - Committee of the Whole
June 21, 2005 - Committee of the Whole
June 21, 2005 - Annual Board Meeting
June 21, 2005 - Board Meeting
June 27, 2005 - Student Appeal Hearings
September 21, 2004- Facilities Committee Meeting
September 29, 2004-Facilities Committee Meeting
December 20, 2004- Facilities Committee Meeting
March 1, 2005 - Facilities Committee Meeting
March 15, 2005- Facilities Committee Meeting
April 5, 2005- Facilities Committee Meeting
April 19, 2005- Facilities Committee Meeting
June 7, 2005- Facilities Committee Meeting
January 11, 2005 - Policy Committee Meeting
March 8, 2005 - Policy Committee Meeting
April 12, 2005 - Policy Committee Meeting
April 5, 2005 - Closed Session
May 3, 2005-Closed Session
May 17, 2005 - Closed Session
May 26, 2005 - Closed Session
June 7, 2005 - Closed Session
June 21, 2005 - Closed Session

PROGRAM

1. GRANT PROPOSALS: First Precis of Two
Entitlement (#955): PRC 017 - US Department of Education, NC Department of Public Instruction, Career and Technical Education Program Improvement/Central Office, Curriculum and Instruction. Entitlement (#957): PRC 044 - US Department of Education, NC Department of Public Instruction, IDEA Title VI-B Capacity Building/Central Office, Student Services. Entitlement (#958): PRC 048 - US Department of Education, NC Department of Public Instruction, Safe and Drug-free Schools and Communities, Central Office, Student Services. Entitlement (#959): PRC 049 - US Department of Education, NC Department of Public Instruction, IDEA Title VI-B Preschool Handicapped/Central Office, Student Services. Entitlement (#960): PRC 050 - US Department of Education, NC Department of Public Instruction,Title I Low Income/Central Office, Curriculum and Instruction. Entitlement (#963): PRC 060 - US Department of Education, NC Department of Public Instruction, IDEA Title VI-B Handicapped/Central Office, Student Services.

2. GRANT PROPOSALS: Second Precis of Two
Entitlement (#964): PRC 103 - US Department of Education, NC Department of Public Instruction, Improving Teacher Quality/Central Office, Instructional Services Division. Entitlement (#965): PRC 104 - US Department of Education, NC Department of Public Instruction, Language Acquisition Grant/Central Office, Curriculum and Instruction. Entitlement (#966): PRC 107 - US Department of Education, NC Department of Public Instruction, Education Technology State Grant/Central Office, Curriculum and Instruction. Entitlement (#971): PRC 111 - US Department of Education, NC Department of Public Instruction, Significant Increase/Central Office, Curriculum and Instruction. Collaboration (#972): US National Security Education Program, National Flagship Language Initiative/Central Office, Curriculum and Instruction.

FACILITIES

1. UTILITY EASEMENT: CARROLL MIDDLE

In order to service temporary modular units located on the Carroll Middle campus, Progress Energy Carolinas, Inc. requires a temporary 30-foot wide easement for an overhead line and a 10-foot wide easement for the underground electric line. The location of the easement is East Rowan Street north to the service area, where a new pad mounted transformer will be installed.
Fiscal Implications: None. Recommendation for Action: Staff requests Board approval to grant Progress Energy a temporary easement for electrical service at Carroll Middle School.

2. DEDICATION OF ROAD RIGHT-OF-WAY - NORTHWOODS ELEMENTARY

CONVEYANCE OF WATER LINE EASEMENT - NORTHWOODS ELEMENTARY

To receive Certificate of Occupancy from the Town of Cary for Northwoods Elementary, the Town of Cary requires the dedication of a 4-foot wide road right-of-way along Chapel Hill Road and conveyance of a 20-foot wide water line easement. The dedication and conveyance will be completed upon recordation of the survey plat. Fiscal Implications: None. Recommendation for Action: Staff requests Board approval to dedicate road right-of-way to the Town of Cary along Chapel Hill Road and convey a water line easement to the Town of Cary.

3. CHANGE ORDER NO. 01: CARROLL MIDDLE

Board approval is requested for Change Order No. 01 to Barnhill Contracting Co. for their Construction Management at Risk contract. This change order, in the amount of $113,781 is to establish a guaranteed maximum price (GMP) for the early site package to facilitate the location of swing space modulars on the site. A future change order will also be used to establish the GMP for the total renovation project. Fiscal Implications: The total proposed project budget is $16,857,371, of which $13,657,371 is currently available from the PLAN 2004 School Building Program. An estimated future reallocation of $3,200,000 may be required in recognition of escalating construction costs. Recommendation for Action: Board approval is requested.

4. UTILITY EASEMENT - HARRIS CREEK ELEMENTARY

Construction of the new Harris Creek Elementary School requires the dedication of a 10-foot-wide underground power line easement to Progress Energy Carolinas, Inc. The easement will be provided by standard form easement documents. Staff will present actual easement and location drawing at the Board meeting. Fiscal Implications: None. Recommendation for Action: Staff requests Board approval of a 10-foot-wide underground power line easement to Progress Energy Carolinas, Inc. to service the new Harris Creek Elementary School.

FINANCE

1. CONTRACT FOR CRIMINAL RECORD CHECKS

HR-employee Relations, in order to facilitate a safe learning/working environment for its students and employees, put out an RFP for pre-employment and employment criminal history screening services for all of its potential employees and others designated by WCPSS policy. The goal was to seek the most comprehensive, reliable, and efficient service at the most reasonable cost. Six companies responded. We are recommending Carolina Information, Inc. - a local Wake Forest, NC company - because of the fee schedule they proposed, their willingness to run maiden names in both North Carolina and out-of-state for free, a local fax number which will save on long distance calls, their turn-around times, and their excellent references. Fiscal Implications: $100,000 from contract services budget.

2. PLAN TO RETAIN MIDDLE SCHOOL RESOURCE OFFICERS

The Wake County Sheriff's Department and the Wake County Public Schools entered into a partnership in January 2001 to place deputies in 16 middle schools as school resource officers through a COPS in Schools Grant. The WCPSS agreed to a retention plan to provide 25% of the funding ($176,806) for salaries at the end of the grant. The grant expired in April 2005. Board approval is requested. Fiscal Implications: Budgeted funds are available through the Security/Investigations Department.

3. AUTHORIZATION FORMS

These authorization forms designate the persons authorized to sign vouchers for the payment of money on behalf of Southeast Raleigh High. Fiscal Implications: These authorization forms are required for bank records.

COMMITTEE CHAIRS' REPORTS

ACTION ITEMS

FACILITIES

1. BIDS: WAKEFIELD ROAD IMPROVEMENTS

Bids for road improvements to Wakefield Pines Drive, as required by the City of Raleigh due to the installation of new modular units at Wakefield Elementary and Wakefield High, will be received on July 8, 2005. Staff and Brown & Jones Architects, Inc. will present recommendations for award of the single-prime contract. Fiscal Implications: Funding is available from the project budget of $3,250,000 for the purchase and set-up of four 8-classroom modular units at Wakefield High which are part of the $31,100,000 Crowding Solution budget. Recommendation for Action: Board approval is requested.

2. RESOLUTION: FUNDING FOR CAPITAL PROJECTS

Resolution requests an appropriation from the restricted fund balance to Morrisville Elementary ($36,770.35), Barwell Road Elementary ($1,076,040), Holly Springs High ($146,244.31), Brier Creek Elementary ($529,078), Forestville Road Elementary ($257,267.85), and Cary Park Project ($330,823). These are municipal collaboration funds that were closed into a restricted fund balance at fiscal year end June 30, 2005, that need allocation to the new fiscal year 2005-2006. Fiscal Implications: Total of this appropriation request is $2,376,223.51. Recommendation for Action: Board approval is requested.

3. TEMPORARY CONSTRUCTION EASEMENT: OLIVE CHAPEL ELEMENTARY

The Town of Apex is requiring an upsize to the existing sanitary sewer line south of Olive Chapel Elementary School on Wake County Board of Education property prior to allowing further residential development north of Olive Chapel Road. The line is currently above capacity and needs to be replaced before the additional flow can be added to the system, which includes the school site. A 20-foot temporary construction easement south of the existing permanent easement is being requested in order to safely remove and replace the existing sanitary sewer line. Staff will present documentation. Fiscal Implications: None. Recommendation for Action: Staff requests Board approval of a 20-foot temporary construction easement for the removal and replacement of the existing sanitary sewer line.

FINANCE

WAKE COUNTY BOARD OF EDUCATION REQUEST FOR PROPOSAL FOR AUDIT SERVICES TO EVALUATE THE ADEQACY OF INTERNAL CONTROLS

The Request for Proposal asks that the audit services be conducted to determine the adequacy of internal financial controls under the current policies and procedures of WCPSS and to recommend any additions or changes deemed necessary. The audit will also include evaluation of internal controls for: (1) cash collection procedures, (2) payroll procedures, and (3) procedures for procuring and paying for goods and services. Fiscal Implications-The proposals submitted must list the staffing plan, expectation of the school system's time and effort as well as the total cost to complete the review and submit a final report with the specified time period (60 days). Recommendation for Action- Approval requested.

POLICY

1. POLICY 2571 - NAMING OF INDIVIDUALS SCHOOL BUILDINGS, ROOMS, STRUCTURE, FURNISHINGS, BOOKS, AND SCHOLARSHIPS

Revised - First Reading
The existing policy 2571 is being revised by the addition of a sentence in paragraph 2571.1D, which specifies the appropriate time for submitting nominations. Fiscal Implications-None. Recommendation for Action-Staff recommends approval.

2. POLICY 7212 - INTEGRATED PEST MANAGEMENT

New-First Reading
The Integrated Pest Management Policy formalizes the practice of Auxiliary services to implement and adhere to the Integrated Pest Management program to control pests on school properties while minimizing exposure of students, faculty and the public to pesticides and other chemical materials. Fiscal Implications-None. Recommendation for Action-Staff recommends approval.

3. POLICY 7265 - PROFESSIONAL SERVICES SELECTION

New-First Reading
The Professional Services Selection policy formalizes practices in the selection of design consultants and ensures that design consultants are selected in a fair and uniform manner and that they are qualified and experienced in designing facilities desired by the Wake County Board of Education. This policy also ensures that every design consultant has an opportunity to be considered for providing services to the Wake County Public School System. Fiscal Implications-None. Recommendation for Action-Staff recommends approval.

CLOSED SESSION

�To consider confidential personnel information protected under G.S. 115C-319.
�To consult with an attorney employed or retained by the Board in order to preserve the attorney-client privilege between the attorney and the Board. G.S. 143-318.11(a)(3).
�To establish, or instruct board's staff or negotiating agents concerning the position to be taken by or on behalf of the Board in negotiation of (i) the price and other material terms of a contract or proposed contract for the acquisition of real property by purchase, option, exchange, or lease; or (ii) the amount of compensation and other material terms of an employment contract or proposed employment contract. G.S.143-138.11 (a)(5).
ACTION ITEMS (cont'd.)

HUMAN RESOURCES

1. RECOMMENDATIONS FOR ADMINISTRATIVE APPOINTMENTS

2. ADMINISTRATIVE TRANSFER

ADJOURNMENT

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