Board Agenda for the Week of 9/11/2000

12:30 p.m. OPEN SESSION

CALL TO ORDER

QUORUM DETERMINATION

PLEDGE OF ALLEGIENCE

INFORMATION

Comments from the Chairman
Superintendent's Report

APPROVAL OF MEETING AGENDA

PUBLIC HEARING FOR ITEMS ON THE AGENDA

CONSENT ITEMS- ALL COMMITTEES

APPROVAL OF MINUTES

FACILITIES

Consent
1. Bids: Athens Drive High - Roof Replacement
Bids for the state bond funded improvements (roof replacement) at Athens Drive High were received on August 24, 2000. Staff and Roof Engineering, Inc., recommend award of the contract to Quality Roofers and Guttering, Inc., in the amount of $1,183,387. Board approval is requested. Fiscal Implications - Funds are available from the total project budget of $1,565,913. The total project budget consists of $1,415,529 from the board-approved state bond project budget and $150,384 from the deferred maintenance component of the Phase IIIB Long-Range Building Program.
2. Bids: Washington Elementary Additions and Renovations
Bids were received on August 3, 2000, for construction of the additions and renovations at Washington Elementary. Staff and Pearce Brinkley Cease & Lee, PA recommend award of the general contract to MLB Industries, Inc., in the amount of $2,653,000; plumbing contract to ABL & Associates Plumbing, LLC, in the amount of $458,012; mechanical contract to Baker Mechanical, Inc., in the amount of $965,400; and the electrical contract to H & L Electrical of Raleigh, Inc., in the amount of $544,000. The total of these multi-prime bids is $4,620,812. The lowest single-prime bid was $4,832,600. Staff recommends the addition of $600,000 from the Phase IIIB Program Contingency to allow award of this project. Prior to bid, staff estimated and reported to the board that as much as an additional $991,051 might be required. Board approval is requested. Fiscal Implications - Funds are available from the board-approved total project budget of $5,632,572. The total project budget consists of $4,370,040 from the Phase IIIB Long-Range Building Program; $795,870 from the board-approved state bond project budget; $259,463 from the ADA component of the 1996 State Bond Program, and $600,000 from the Program Contingency.
3. Construction Documents: Wake Forest Elementary Additions and Renovations
Construction documents for Wake Forest Elementary additions and renovations, designed by Pearce, Brinkley, Cease & Lee, P.A., will be presented. Board approval of the documents and authorization to advertise for bids is requested. Fiscal Implications - Funds are available from the board-approved total project budget of $4,515,413.
4.Design Consultant Agreement: Holly Springs Middle
Negotiations have been completed with Cherry Huffman Architects, for design services for the new Holly Springs Middle School. The form of agreement is the standard form approved by the board attorney. The total proposed compensation for the design consultant is $754,280, which is 4.36 percent of the construction contract award price. Board approval is requested. Fiscal Implications - Funding is available from the total project budget of $20,452,754.
5. Design Consultant Agreement: Reedy Creek Middle
Negotiations have been completed with Cherry Huffman Architects, for design services for the new Reedy Creek Middle School. The form of agreement is the standard form approved by the board attorney. The total proposed compensation for the design consultant is $955,825, which is 5.525 percent of the construction contract award price. Board approval is requested. Fiscal Implications - Funding is available from the total project budget of $20,452,754
6. Parking License Agreement - Cary High
The Town of Cary requires Christ The King Lutheran Church to add 48 parking spaces as a result of proposed church expansion. Parking spaces at Cary High can be used to satisfy town requirements. Staff requests board approval of a parking agreement whereby the church will be allowed to use 48 spaces on board property with the board having use of 62 spaces on church property. The agreement may be terminated by either party at any time. Fiscal Implications - Property use exchange. No monetary implications.
7. Resolution: Long-Range Building Program Funding Reallocation
Resolution requests reallocation of funds from completed or nearly completed Phase IIIB projects to Olds Elementary, and reallocation of funds from the Phase IIIB Deferred Maintenance component to Phase IIIB Program Management. This reallocation is necessary to provide the additional funds for the Olds Elementary project approved by the board on May 22, 2000 and to pay salary and benefits costs of Wake County staff managing State Bond projects. The North Carolina Department of Public Instruction has determined that State Bond funds cannot be used to pay salaries and benefits. To offset this decision, State Bond funds originally projected to pay for these salaries and benefits can be reallocated in the future to pay for deferred maintenance and/or construction projects in Phase IIIB. The program management portion of this resolution for $1,400,000, together with the June 10, 1999 resolution for $1,000,000, brings the total funding for state bond program management costs to $2,400,000, or approximately 1.9 percent of the State Bond building program. Board approval is requested. Fiscal Implications - No additional appropriation of funding is necessary.

POLICY

Consent
1. Policy 2220 Internal Audit Department
Revised; First Reading (waiver of second reading requested)
The new organization structure of the school system has the Internal Auditor reporting to the Superintendent. The revised policy reflects this change.
2. Board Advisory Council Nominations
New nominations to Board Advisory Councils (see attached nomination forms)

PROGRAM

Consent
1. Grant Proposals
1. Competitive (#01.510): Barbara Bush Foundation for Family Literacy/Central Office or Individual Schools($50,000)
2. Competitive (#01.511): Wake Education Partnership - Food for Thought/Individual Schools (up to $2,500)
3. Competitive (#01.512): North Carolina Electric Cooperatives' Bright Ideas/Individual Schools (average grant $1,000)
4. Competitive (#01.513): The Store of Knowledge Educational Grant Teacher Essay Contest/Individual Schools ($5,000)
5. Competitive (#01.514): National Endowment for the Humanities - Schools for a New Millennium (up to $200,000)
Fiscal Implications varies by grant.

FINANCE

Consent
1. Budget Amendments and Transfers, 2000-2001
Adjust State Public School Fund +$1,538,022.58
Adjust Local Current Expense Fund+$5,260,864.52
Adjust Federal Programs Fund+$3,399,279.29
Adjust Capital Outlay Fund+$ 134,897,387.08
Adjust Multiple Enterprise Fund+$ .00
2. Copier Lease Agreement
Danka Office Imaging Company submitted the low bid. Cost is $412,104.95 for lease and maintenance of 45 Kodak 2085 copiers and 32 Kodak 235 copiers. Staff recommends approval. Funds are budged at the school and department levels.
3. IBM Lease Agreement - EMC DASD Storage System
Technology Services requests approval to enter into a new lease agreement with IBM Credit Corporation to increase capacity and upgrade our current data storage system, DASD. This system is configured for an open architecture meaning all platforms containing data - HR, finance, payroll, student and email data, can write to these disks. Adding this system also completes phase A of a longer-range plan for disaster recovery. The terms of the lease are for 36 months with three annual payments of $179,288.40. The total commitment is $537,865.20. A resolution was approved by the Wake County Board of Commissioners on September 5, 2000. Board approval is requested. Funding is available through the Technology Services Division current expense budget.
4. IBM Lease Agreement - Magstar Tape System
Technology Services requests approval to enter into a new lease agreement with IBM Credit Corporation to upgrade our tape storage system. The new tape system permits faster throughput and greater storage capacity equating to faster backups and fewer tapes, i.e. one new tape (60 Gigabytes) will hold the equivalent of 240 tapes (250 Megabytes) used today. The terms of the lease are for 36 months with an annual payment of $80,062.86. The total commitment is $240,188.58. A resolution was approved by the Wake County Board of Commissioners on September 5, 2000. Board approval is requested. Funding is available through the Technology Services Division current expense budget.

PROGRAM

Information
1. School-To-Career
Wake County Public School System is recognizing Jim Herbst, CEO, at Henry Wurst, Inc. for his work with the School-To-Career Council. The goal of School-to-Career is to raise academic achievement by linking the relevancy of schoolwork to the workplace. There is growing evidence that both learning in context and applying academic knowledge to real-world problems improve students' understanding and retention of academic knowledge and skills. Updates of the School-To-Career initiative will be provided for the Wake County Board of Education throughout the 2000-2001 school year. No Fiscal Implications

Action
1. Year-Round Schools
The WCPSS Board of Education will discuss the authorization for additional year-round schools. The Office of Student Assignment will ask that the Board authorize the naming of two existing elementary schools and one existing middle school as year round schools for the 2001-2002 school year in order to meet the goal of the current building program regarding year-round schools. These additions will provide all students in the county the option of applying to a year-round school. The criteria to be used in the selection process will be formulated. Staff will be available to answer questions and provide data. This is presented for Board approval. The additional students who can be housed will decrease the need for some seats. The cost of transportation will increase.

Information
1. Base Attendance Area for New Year-Round Schools
The WCPSS Board of Education will discuss the designation of a base attendance area for schools that are designated as new year-round schools. The pros and cons of establishing this base will be discussed. Staff will be available to answer questions. This is presented for information. No fiscal implications.
2. Base Attendance Area for Existing Year-Round Schools
The WCPSS Board of Education will discuss the designation of a base attendance area for schools presently operating on the year-round calendar. The pros and cons of establishing a base will be discussed. Staff will be available to answer questions. This is presented for information. No fiscal implications
3. Consider CAC Recommendation Regarding Charter Schools
The Citizens Advisory Committee for School Facilities and Funding (CAC) report included among its recommendations "� changes in state statutes to remove constraints over how the WCPSS budget the funds it receives from the state and to remove the upper limit on charter schools in Wake County, provided that all new charter schools meet basic financial criteria to ensure their long term stability."
Fiscal Implications - Local ADM allocations will follow students to charters.

FACILITIES

Action
1. Reuse of Existing Plans: M03 Middle School Schematic Design (Holly Springs)
Staff will present schematic design documents prepared by Cherry Huffman Architects, PA for a new middle school on Holly Springs Road. The school design will be a modification of the prototype used for Wakefield Middle. The site layout also includes a proposed new elementary school (E03-Holly Springs) along with joint use athletic facilities by Wake County and the Holly Springs Parks and Recreation department. The elementary design will be presented at a future board meeting. Board approval of the schematic design is requested. Fiscal Implications - The board reallocated savings from the 1996 State Bond program to fund design costs through the construction document phase in anticipation of future construction funding.
2. Reuse of Existing Plans: MO1 Middle School Schematic Design (Reedy Creek)
Staff will present schematic design documents prepared by Cherry Huffman Architects, PA for Reedy Creek Middle. The school design will be a modification of the prototype used for Wakefield Middle. Board approval of the schematic design is requested. Fiscal Implications - The board reallocated savings from the 1996 State Bond Program to fund design costs through the construction document phase in anticipation of the future construction funding.
3. Resolution in Support of the North Carolina Higher Education Bond
The attached resolution expresses the Board's support for Senate Bill 912 - The Michael K. Hooker Facilities Financing Act

PUBLIC HEARING FOR ITEMS NOT ON THE AGENDA

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 the 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. 143-318.11(a)(5).

ADJOURNMENT

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