Board Agenda for the Week of 9/17/2002

OPEN SESSION - 4:00 p.m.

CALL TO ORDER

QUORUM DETERMINATION

PLEDGE OF ALLEGIANCE

INFORMATION

Chairman's Comments

Superintendent's Report
2004 Magnet Schools of America National Conference

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

FACILITIES

1.Bids: Fuller Elementary - Roof Replacement
Bids for the roof replacement at Fuller Elementary were received on August 22, 2002. Staff and Rooftop Systems Engineers, P.C. recommend award of the single-prime contract to Baker Roofing Company, in the amount of $183,418. Fiscal Implications - Funding is available from the total project budget of $375,000, as provided in the deferred maintenance component of the PLAN 2000 School Building Program. Recommendation for Action - Board approval is requested.

2.Change Order No. 3: Broughton High Renovations
Board approval is requested for Change Order No. 3 to Baker Roofing Company, for the roofing and water proofing contract at Broughton High. This change order in the amount of $156,050, is for additional tuckpointing of the brick masonry and stone walls at the school. Fiscal implications - Funding is available from the total project budget of $15,197,735, as provided in the PLAN 2000 School Building Program. Recommendation for Action - Board approval is requested.

3.PLAN 2000 Proposed Revisions: Northwoods Elementary
PLAN 2000 includes upgrades to the HVAC, fire alarm, and electrical distribution systems at Northwoods Elementary. A future renovation is also included in the preliminary PLAN 2004 proposal to modernize all classrooms. Staff recommends merging the future capital improvement project with the current project to minimize disruption to the school. It is recommended that Carpenter Elementary be utilized in 2004-2005 as swing space while this work is accomplished. Fiscal Implications - The total project budget is $2,991,600, as provided in the PLAN 2000 School Building Program. Additional funds in the amount of $4,056,125 are needed and are available from the PLAN 2004 start-up fund in PLAN 2000. Recommendation for Action - Board approval is requested.

4.Utility Easement: Cedar Fork Elementary
To provide electrical service to the new Cedar Fork Elementary School, Carolina Power & Light Company requires an easement 30-feet wide for overhead lines and 10-feet wide for underground lines. The easement is estimated to be 650-feet in length. Fiscal Implications None. Recommendation for Action - Staff requests Board approval to grant Carolina Power & Light Company a Utility Easement at Cedar Fork Elementary School to provide electrical service.

5.Interlocal Agreement: Willow Springs Elementary
Current Wake County regulations related to impervious surfaces at Willow Springs Elementary will not allow for campus improvements. Wake County has agreed through an Interlocal Agreement to combine 3.2 acres of adjoining County park property with Board property at Willow Springs Elementary to meet current regulations. Fiscal Implications - None. Recommendation for Action - Staff requests Board approval of an Interlocal Agreement with Wake County combining Board property and County park property to meet impervious surface requirements at Willow Springs Elementary.

6.Resolution: Long Range Building Program Funding Reallocation
Resolution requests reallocation of project savings from the PLAN 2000 project at Leesville High to Rand Road Elementary Total reallocation amount is $1,550,000. Funds are needed to address elevated humidity levels in Rand Road Elementary, which have been the source of air quality complaints. Fiscal Implications - No additional appropriation of funding is necessary. Recommendation for Action - Board approval is requested.

FINANCE

1. Gifts To The System
Twenty-eight gifts have been donated to the Wake County Public School System. The approximate value of the gifts is $6,247.85. Fiscal Implications: Not applicable.

2. Infrastructure Support Services Contracts Awarded Through RFP Process
A Request for Proposal (RFP) was released in June 2002 asking for proposals to be submitted related to resources and rates that could be provided to supplement/augment internal staff in the three distinct areas of workstation, WAN/LAN and UNIX support services. Sealed bids were received on July 15. Interviews were held with select vendors for each of the three areas who scored well on the selection criteria. As a result, a short list of three vendors (4Front Systems, Pomeroy and Queen Associates) has been agreed upon who will provide personnel for workstation support at school sites. Two of the three vendors (4Front Systems and Pomeroy) are currently under contract for these services. Titan Systems will continue to provide the WAN/LAN support but at a reduced rate than the current contract. McNatton Technologies will be contracted to provide UNIX support and current contract for network services will be terminated. Rates for each area will remain static for three years. The RFP process has allowed us to realize an anticipated annual cost savings of approximately $212,600. Fiscal Implications-
funding required to extend contract for 4Front Systems through June 30, 2003 is $288,000. Funding required to extend contract for Pomeroy through June 30, 2003 is $288,000. Initial funding requested for Queen Associates is $144,000. Funding required to extend contract for Titan through June 30, 2003 is $247,500. Additional funding required for McNatton Technologies is $288,000. Funding for contracted services was planned for and is available in the Technology Services current expense budget. Recommendation for Action -Approval of funding for contracts and change orders requested.

3. Fund Balance Appropriation: 2002-03
Reallocation of remaining $53,518.16 of original fund balance appropriation approved for Technology Services 1st floor renovation. Funding required to cover invoices received after closeout of fiscal year 2001-02 budget. Fiscal Implications: An appropriation of fund balance in fund 4 for $53,518.16.

4. Annual Software Cost For H50 Mainframe
On November 27, 2000 the Board approved a three-year lease for an upgrade to the H50 mainframe. Included in the first lease payment made during the 2000-02 fiscal year was the first year cost of management software loaded. Beginning in fiscal year 2001-02, the software cost was then invoiced separately and paid on a quarterly basis. Amount to be paid quarterly during the 2002-03 fiscal year is $49,821 for a total of $199,284. Fiscal Implications: Total cost during the 2002-03 fiscal year is $199,284. Funding was planned for and is available in the Technology Services current expense budget.

5. Renewal Of Novell Site License
WCPSS operates the entire network under a renewable School License Agreement with Novell, Inc. This is one of our basic needs to provide network access, email and business operations. A site license has been utilized since 1997. The annual enrollment fee is calculated by multiplying the number of students enrolled in the system by $2. This per pupil charge has remained static since 1999. The enrollment number is updated incrementally each year and total cost is adjusted accordingly. Fiscal Implications: Total amount for renewal is $200,000. Funding was planned for and is available in the Technology Services current expense budget.

6. Authorization Forms
These authorization forms designate the persons authorized to sign vouchers for the payment of money on behalf of Millbrook Elementary. Fiscal Implications: These authorization forms are required for bank records.

POLICY

1. POLICY 8360 - PURCHASE CONTRACT ADMINISTRATION

Revised; Second Reading
This policy revision clarifies and removes inaccurate information from the existing policy. A
reporting requirement for expenditures over $250,000 is included.

2. POLICY 8361 - SERVICE CONTRACT ADMINISTRATION

Revised; Second Reading
The policy revision clarifies and streamlines existing policy. The revision expands the
reporting requirement to include all change orders.

3. POLICY 8631 - SALARY DEDUCTIONS

Revised; Second Reading
Language is added to the existing policy previously recommended by the Board Attorney.

BOARD ADVISORY COUNCIL NOMINATIONS 2002-2003

COMMITTEE CHAIRS' REPORTS

ACTION ITEMS

FACILITIES

1.Schematic Design: East Cary Middle Additions and Renovations
Staff will present the schematic design documents prepared by The Roberts Group for East Cary addition and renovations. Fiscal Implications - Funding is available from the total project budget of $14,299,636, as provided in the PLAN 2000 School Building Program. Recommendation for Action - Board approval is requested.

POLICY

1. POLICY 8623 - SETTLEMENT OF CLAIMS

New; First Reading
This new policy will allow the Superintendent to settle claims up to $10,000.

2. NEW POLICY 7245 - SCHOOL CAPACITY

New; First Reading
The purpose of this new policy is to establish a consistent calculation method and schedule for developing school building capacities and school campus capacities. Based upon the proposed policy, the facilities department staff will calculate the School Building Capacity, the Annual School Campus Capacity and the Long-Range School Campus Capacity for each school and present these capacities to the board of education for approval by October 1 each year. Approved capacities will be primarily used for facility planning and student assignment purposes.

INFORMATION ITEMS

FACILITIES

1.2002-2003 School Capacities and Space Standards
Staff will present recommended 2002-2003 school capacity models and space standards as well as the 2002-2003 capacity totals for each school. Fiscal Implications - The use of standardized building and campus capacities promotes the most effective utilization of school facilities. Recommendation for Action - Information Only.

PROGRAM

1. ABC Accountability Program Results for 2002
North Carolina ABC results are being released on September 12, 2002. This presentation will summarize results for WCPSS schools and compare local results to statewide results. ABC information is not official until September 12, and therefore no results are available to attach to this pr�cis. The State Board of Education revised ABC recognition categories for 2002. A chart summarizing the revised categories, rewards, and sanctions is attached to this pr�cis. WCPSS high school ABC results were expected to decline for 2001-02 because of the elimination of the High School Comprehensive Test of Reading and Mathematics, but preliminary analysis indicate that a decline did not occur because of rising End-of-Course test results. There are no fiscal implications. No action is required.

2. Status Update--Career and Technical Education
This presentation provides and update on the number of students served at middle and high schools, tests results from Vocational Competency Achievement Tracking System (VoCATS), and future trends. There are no fiscal implications. This item is presented as information only.
PUBLIC HEARING CONTINUATION (if needed)

ADJOURNMENT

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