WCPSS--Board of Education
1. CALL TO ORDER
2. QUORUM DETERMINATION
3.PLEDGE OF ALLEGIANCE
4.INFORMATIONChair's CommentsSuperintendent's CommentsBoard Members' Comments
5. APPROVAL OF MEETING AGENDA
PUBLIC COMMENT - 6 P.M.Citizens who sign up to address the Board during public comment will be called on in priority order first for items on the agenda and the 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.
6. TRANSPORTATION UPDATE Staff will provide a report on the new transportation routing system after the first week of traditional calendar school. Fiscal Implications: None. Savings: N/A. Recommendation for Action: This report is provided for information.
APPROVAL OF MEETING MINUTES7. April 28, 2012-Policy Committee Meeting Minutes May 1, 2012 - Board of Education Meeting Minutes May 29, 2012-Policy Committee Meeting Minutes June 12, 2012-Closed Session Meeting Minutes June 12, 2012-Facilities Committee Meeting Minutes June 21, 2012-Closed Session Meeting Minutes June 26, 2012-Closed Session Meeting Minutes July 10, 2012-Closed Session Meeting Minutes July 10, 2012-Facilities Committee Meeting Minutes July 24, 2012-Closed Session Meeting Minutes August 9, 2012-Closed Session Meeting Minutes August 14, 2012-Board of Education Meeting Minutes
8. AUTHORIZATION FORMS These authorization forms designate the persons authorized to sign vouchers for the payment of money on behalf of Jones Dairy Elementary and West Millbrook Middle. Fiscal Implications: These authorization forms are required for bank records. Savings: Not Applicable. Recommendation for Action: Approval of Authorization Forms.
9. REPORT OF ADMINISTRATION APPROVED CONTRACTS The attached summaries are provided as information in accordance with Board Policy 8361. The summaries list all change orders, and contracts having a value greater than $50,000 and not over $100,000, and purchase orders in excess of $250,000 for July 2012. Fiscal Implications: Not Applicable. Savings: Not Applicable. Recommendation for Action: Not Applicable.
10. GIFTS TO THE SYSTEM Twenty four gifts have been donated to the Wake County Public School System. The approximate value of the gifts is $18,024. Fiscal Implications: Not Applicable. Savings: Not Applicable. Recommendation for Action: No Action is Required.
11. BUDGET AMENDMENTS AND TRANSFERS, 2011-2012 To report changes in the budget resulting from transactions processed during July, 2012. Fiscal Implications: Adjust State Public School Fund+ $11,251,534 Adjust Local Current Expense Fund+ $5,240,161 Adjust Federal Grants Fund - State+ $10,773,517 Adjust Capital Outlay Fund-$54,064 Adjust Multiple Enterprise Fund+$152,738 Adjust Direct Grants Fund+$357,764 Adjust Specific Revenue Fund-$1,627,655
Net Changes+$26,093,995 Savings: Not Applicable. Recommendation for Action: No action. In accordance with Budget Resolution, administration is reporting changes in appropriations.
12. RENEWAL OF COVERAGE: GENERAL LIABILITY, PROFESSIONAL LIABILITY,
VEHICLE, AND UMBRELLA EXCESS INSURANCE COVERAGE The Wake County Public School System maintains General Liability, School District & Educators Legal Liability, Law Enforcement Professional Liability, Vehicle Insurance (State Driver Education funds pay for driver education vehicle coverage and not included in cost proposals below), and Umbrella Excess Insurance to limit risk of financial and physical loss of resources and assets. This is the final year of a three year agreement. Montgomery provided three alternative proposals for 2012-13 as follows:
OPTION 1 -MONTGOMERY INSURANCE$781,236($75,000/$150,000 Deductible Program)
OPTION 2 -MONTGOMERY INSURANCE$726,349($100,000/$200,000 Deductible Program)
OPTION 3 -MONTGOMERY INSURANCE$670,180($100,000/$300,000 Deductible Program)Fiscal Implications: Funds are available in 2011-2012 Risk Management Budget. Savings: N/A. Recommendation for Action: Board approval for Option 3 Montgomery Insurance is requested.
13. CHANGE ORDER 1: ALLIANCE OF PROFESSIONALS & CONSULTANTS, INC.
SERVICE AGREEMENT On September 6, 2011 the Board awarded an agreement to Alliance of Professionals & Consultants (APC) to serve as a preferred vendor for Technology Services and provide technical contract personnel on an as needed basis. Initial amount encumbered to cover existing contracted resources provided by APC through September 30, 2012 was $935,487.00. Change Order 1 will renew services and allow APC to continue to serve as a preferred vendor for another one-year term. Fiscal Implications: Total amount of change order is $935,060.00. $691,834.00 is required this fiscal year. The remaining $243,226.00 will be paid in 2013-2014. Funding for contracted services is available in the Technology Services 2012-13 operating budget request. Savings: Not applicable. Recommendation for Action: Staff is requesting Board approval of change order.
14. CHANGE ORDER 1: AUTONOMIC RESOURCES LLC SERVICE AGREEMENTOn September 6, 2011 the Board awarded an agreement to Autonomic Resources to serve as a preferred vendor for Technology Services and provide technical contract personnel on an as needed basis. Initial amount encumbered to cover existing contracted resources provided by Autonomic Resources through September 30, 2012 was $345,560.00. Change Order 1 will renew services and allow Autonomic Resources to continue to serve as a preferred vendor for another one-year term. Fiscal Implications: Total amount of change order is $345,600.00. $255,654.00 is required this fiscal year. The remaining $89,946.00 will be paid in 2013-2014. Funding for contracted services is available in the Technology Services 2012-13 operating budget request. Savings: Not applicable. Recommendation for Action: Staff is requesting Board approval of change order.
15. CHANGE ORDER 4: ST TECH, INC. SERVICES AGREEMENT On September 6, 2011 the Board awarded an agreement to ST Tech, Inc. to serve as a preferred vendor for Technology Services and provide technical contract personnel on an as needed basis. Initial amount encumbered to cover existing contracted resources provided by ST Tech through September 30, 2012 was $178,200. Change orders have been processed during the initial term to add funding to cover additional contract personnel utilized through ST Tech on the Department of Public Instruction (DPI) initiative to replace the current BUD System. Current change order will renew services and allow ST Tech to continue to serve as a preferred vendor for another one-year term. Fiscal Implications: Total amount of change order is $178,000. $131,668.00 is required this fiscal year. The remaining $46,332.00 will be paid in 2013-2014. Funding for contracted services is available in the Technology Services 2012-13 operating budget request.Savings: Not applicable. Recommendation for Action: Staff is requesting Board approval of change order.
16. RENEWAL OF EMC MAINTENANCE AND SUPPORT OF HARDWARE AND
SOFTWARE PRODUCTSEMC hardware and associated software are utilized in the data center for storage of critical district information including student data and Oracle business applications data. Maintenance and support coverage of EMC products is reviewed and updated on an annual basis to determine which items require renewal. Last year's support cost was $132,226.11. This year prepaid coverage on hardware related to the CX4-480C expired and is being rolled in to the annual support fee. Coverage for all hardware and software related to the DMX is only offered through June 30, 2013 and is therefore being prorated for ten months. Support on other hardware and software is being renewed through August 1, 2013. Fiscal Implications: Amount of renewal is $175,849.78. Funding for contracted services is available in the current Technology Services operating budget. Savings: Not applicable. Recommendation for Action: Staff is requesting Board approval of renewal.
17. INTERLOCAL AGREEMENT WITH TOWN OF FUQUAY-VARINA: E-35 The Board acquired fee simple title to a 20.48 acre site for a future elementary school (E-35). The Town of Fuquay-Varina has since acquired fee simple title to a 10.25 acre tract for future town park that is adjacent to the E-35 site. Both tracts are located on the northern side of Old Honeycutt Road in or near Fuquay-Varina, Middle Creek Township. Town and Board staffs have jointly developed a concept plan for collaborative development of the sites. Terms and conditions of an Interlocal Agreement have been negotiated to insure the most efficient use of the properties with savings in the overall cost of site development being an intended result. The Interlocal Agreement includes certain terms and conditions relating to the development, design, construction, operation, maintenance and use of the properties associated with the proposed future Elementary School and future Town Park. The Town and Board will jointly develop a master plan for development of the property pursuant to the agreed upon Concept Plan, and will share in master plan design costs. Minimum proposed design features will include an 800 student capacity elementary school and related program areas (Board's obligation), and a town park consisting of active and passive recreation areas that may include open play fields, restrooms, playgrounds, parking facilities and other amenities (Town's obligation). It is anticipated that the Interlocal Agreement will come before the Town of Fuquay-Varina Board of Commissioners for review and approval on September 18, 2012. A copy of the concept plan and the Interlocal Agreement are attached. Fiscal Implications: None at this time. Board will be responsible for its proportionate share of the master planning design costs during the development of the next bond program. Recommendation for Action: Board approval is requested, subject to terms and conditions acceptable to Board counsel.
18. RESOLUTION: FUNDING REALLOCATION FOR PLAN 2004 AND BUDGET
MODIFICATION FOR PLAN 2004 / CIP 2006 This resolution requests reallocation of $496,264 of savings from nine PLAN 2004 projects to PLAN 2004 Program Contingency. Since these projects were completed under budget, the funds are now available as savings. This resolution also requests reducing the Plan of Record (overall budget) for PLAN 2004 by this amount, and increasing the overall budget for the CIP 2006 School Building Program by the same amount. These funds will be budgeted in CIP 2006 Reserve and will be appropriated at a later date. The reduction in Plan 2004 will close this building program. Fiscal Implications: The Plan of Record for PLAN 2004 will decrease by $496,264 and CIP 2006 will increase by $496,264 to $1,083,143,558. Savings: The reallocation of $496,264 is planned to fund the Board approved February 2012 spending plan. Recommendation for Action: Board approval is requested.
19. RESOLUTION: CIP 2006 REALLOCATION REQUEST This resolution requests that $700,000 be reallocated to Offsite (Public) Improvements and Building Permits. Both of these budget line items provide funding for all of the projects in CIP 2006 where needed. The offsite funds are primarily needed for design and easement acquisition for West Apex High and the permit funding is for Rolesville High and various life cycle projects. The details of this resolution are shown on the attachment. Fiscal Implications: Reallocated funds will be used for Offsite (Public) Improvements and Building Permits. Savings: Not applicable. Recommendation for Action: Board approval is requested.
20. PRELIMINARY SCHOLASTIC APTITUDE TEST (PSAT) The College Board, will process PSAT assessments for 10th grade students who have met the Algebra I requirements and those students in grades 8, 9, 11 and 12, and/or homeschooled students who have either met the Algebra I requirement or will complete the Algebra I course by November 17, 2012. Legal Provision: N.C.G.S. §115C-174.18 Opportunity to take Preliminary Scholastic Aptitude Test. Fiscal Implications: WCPSS will pay the College Board a fixed rate of $114,576.00 for all 10th graders at a cost based on 75% of students projected to be enrolled in the tenth grade and at a rate of $14 per student for test takers at participating schools in grades 8, 9, 11 and 12. Eligible homeschooled students will be provided with an opportunity to register to take the PSAT for $14 at one of the seven middle schools that have been set up as testing centers across Wake County. Payment will be rendered against a purchase order from the Testing Office and from schools who collect fees from students to take the PSAT. Schools will deposit fees into the Fund 6 code established for collecting PSAT fees, which will be transferred to the Testing Office local account to pay the district bill. Total PSAT invoice amount for 2011-2012 was $133,435.75. Savings: N/A. Recommendation for Action: Board approval is requested.
21. SCHOOL IMPROVEMENT PLANS In accordance with GS 115C-105.27, Board of Education Policy 5610 states in part: "In order to improve student performance, each school shall create a school improvement plan in accordance with state law, State Board of Education policy, and Department of Public Instruction guidelines." To comply with these expectations the following occurred:Schools engaged in a year long process of crafting their 2012-2014 School Improvement PlanInstructional school staff voted and approved each planSchools submitted their School Improvement Plans onlinePlans include waivers the schools are requesting in order to be able to successfully implement their plan for improvement. Plans are to be "living" documents which schools utilize to focus their work. Fiscal Implications: None. Savings: N/A. Recommendation for Action: Board acceptance of plans, as presented, is requested.
22. GRANT PROPOSALSCompetitive (#07813): North Carolina Council of Teachers of Mathematics (NCCTM), NCCTM Mini-Grant Programs / Individual Schools.Competitive (#07913): North Carolina English Teachers Association (NCETA), NCETA Grant Programs / Individual Schools.Competitive (#08013): North Carolina Biotechnology Center, Education Enhancement Grant (EEG) / Individual Schools.Competitive (#08113): Kinder Morgan Foundation, Kinder Morgan Foundation Grant / Individual Schools.Competitive (#08213): Wake Forest Area Chamber of Commerce, Teacher Grants / Individual Schools.Competitive (#08313): KaBOOM!, Playground Grant Programs / Individual Schools.Competitive (#08413): United Arts Council, Arts in Education Grant / Individual Schools.Competitive (#08513): US Department of Education, Race to the Top District (RTT-D) Grant Program / Central Services.Competitive (#08613): Kappa Delta Pi Educational Foundation, Classroom Teacher Grant / Individual Schools.Competitive (#08713): AgCarolina Financial, AgCarolina Financial Fund for Rural North Carolina Grant Program / Individual Schools.Competitive (#08813): American Academy of Dermatology, Shade Structure Grant Program / Individual Schools.Competitive (#08913): Extron Electronics, Classroom Technology Grant Program / Individual Schools.Competitive (#09013): Fuquay-Varina Rotary Club, Educational Grant Program / Individual Schools.Competitive (#09113): National Science Teachers Association, Shell Science Lab Challenge / Individual Schools.Competitive (#09213): Clorox, Power a Bright Future Grant / Individual Schools.Competitive (#09313): Fruit Tree Planting Foundation, FTPF Fruit Tree Orchard Grant / Individual Schools. Collaborative (#09413): Corporation for National & Community Service, Senior Corps Grant Program / Central Services. Competitive (#09513): Wake County Smart Start, NC Pre-K / Central Services. Fiscal Implications: Any required cash and/or in-kind matching contributions vary by grant program. Savings: Grant funding supplements existing resources. Recommendation for Action: Board approval is requested.
23. BOARD POLICY 1321: BOARD MEETING PREPARATION Revised; Second Reading The Board of Education Policy Committee discussed and revised Board Policy 1321. The full Board reviewed the changes at the August 21, 2012 Work Session. An updated draft of Policy 1321 is provided including final recommended language. Board approval is requested. Fiscal Implications: N/A. Savings: N/A. Recommendation for Action: Board approval is requested.
24. RECOMMENDATION FOR EMPLOYMENT 1. Professional 2. Support 3. Contract Central Services Administrator
25. ADOPTION OF PRIORITY LISTS OF RENOVATION PROJECTS The Board of Education approved the Capital Planning Bond Assumptions on July 24, 2012, which began the process of developing the next Capital Improvement Plan (CIP). Staff prepared preliminary lists of whole and partial campus renovation projects, life-cycle repair projects, and support and athletic field projects needed by the 2016-17 school year. The initial list has been revised to include the Board's direction from the August 14, August 21, and September 4 work sessions. Fiscal Implications: To be determined as the next CIP is developed. Savings: Not applicable. Recommendation for Action: That the Board adopt the priority lists of Whole Campus and Partial Campus renovation projects, as well as the list of Support and Athletic Field projects at existing schools, in order to facilitate further capital improvement program planning.
26. RECOMMENDATION OF SCHOOLS TO INCLUDE IN THE MSAP
(MAGNETSCHOOLS ASSISTANCE PROGRAM) GRANT Staff recommends that the following schools be included in the Magnet Schools Assistance Program (MSAP) Grant:Fox Road ElementaryGreen ElementaryPoe ElementaryCarroll Middle SchoolMoore Square Middle School The schools in the grant need to be identified in order to participate in the Magnet Fair and Magnet Application period and be able to be included in the Student Assignment Plan. Fiscal Implications: The implementation of the new/revised magnet programs will be funded as submitted and awarded in the MSAP grant proposal. Savings: N/A. Recommendation for Action: Board approval is requested.
CLOSED SESSIONTo consider confidential personnel information protected under G.S. 143-318.11 (a)(6) and 115C-319.
ACTION ITEMS CONT'D
27. RECOMMENDATION FOR ADMINISTRATIVE APPOINTMENT(S)
ADJOURNMENTUpcoming Committee MeetingsTuesday, September 11, 2012LocationTimeFacilities Committee MeetingBoard Conference Room4:00 - 6:00Thursday, September 13, 2012Student Achievement CommitteeBoard Conference Room12:00 - 2:00Meetings will be held at Crossroads I, 5625 Dillard Drive, Cary, NC 27518 unless otherwise indicated.