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WCPSS--Board of Education

OPEN SESSION


1. CALL TO ORDER


2. QUORUM DETERMINATION


3. PLEDGE OF ALLEGIANCE


4. INFORMATION

Chair's Comments
Superintendent's Comments

5. APPROVAL OF MEETING AGENDA


PUBLIC COMMENT - 4 P.M.

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 two 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.

CONSENT ITEMS


6. APPROVAL OF MEETING MINUTES

April 20, 2010-Board of Education Meeting Minutes
May 19, 2010-Superintendent Search Committee Minutes
May 25, 2010-Superintendent Search Committee Minutes
June 1, 2010-Superintendent Search Committee Minutes
June 3, 2010-Superintendent Search Committee Minutes
June 24, 2010-Economically Disadvantaged Student Performance Task Force
Minutes
July 20, 2010-Board of Education Meeting Minutes
July 27, 2010-Student Assignment Committee Meeting Minutes
August 10, 2010-Committee of the Whole Minutes
August 18, 2010-Closed Session Meeting Minutes

FINANCE


7. AUTHORIZATON FORMS

These authorization forms designate the persons authorized to sign vouchers for the
payment of money on behalf of Apex Middle. Fiscal Implications: These
authorization forms are required for bank records. Recommendation for Action:
Approval of Authorization Forms.

8. 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 2010. Fiscal Implications: Not applicable. Recommendation for Action: Not applicable

9. GIFTS TO THE SYSTEM

Fifty gifts have been donated to the Wake County Public School System. The approximate value of the gifts is $45,604. Fiscal Implications: Not Applicable. Recommendation for Action: No Action is Required.

10. BUDGET AMENDMENTS AND TRANSFERS, 2009-2010

To report changes in the budget resolutions resulting from transactions processed during April - June, 2010. Fiscal Implications:
Adjust State Public School Fund+ $313,803
Adjust Local Current Expense Fund+ $134,938
Adjust Federal Grants Fund - State+ $47,155
Adjust Capital Outlay Fund+$6,817,272
Adjust Multiple Enterprise Fund+ $54,729
Adjust Direct Grants Fund+$46,576
Adjust Other Restricted Fund+$0
Net Changes+$7,414,473
Recommendation for Action: No action. In accordance with the Budget Resolution, administration is reporting changes in appropriations.

11. BUDGET AMENDMENTS AND TRANSFERS, 2010-2011

To report changes in the budget resolutions resulting from transactions processed during
July, 2010. Fiscal Implications:
Adjust State Public School Fund- $6,722,367
Adjust Local Current Expense Fund+ $105,291
Adjust Federal Grants Fund - State+ $9,593,465
Adjust Capital Outlay Fund+$17,410,757
Adjust Multiple Enterprise Fund-$1,643,701
Adjust Direct Grants Fund+$1,765,693
Adjust Other Restricted Fund+$692,072
Net Changes+$21,201,210

12. CHANGE ORDER 3 TO ALLIANCE OF PROFESSIONALS &


CONSULTANTS, INC. SERVICE AGREEMENT

In June 2008 a Request for Proposal was released offering qualified vendors an opportunity to bid on contracted technical resources in the area of application development and programming. Fourteen proposals were received and evaluated. Alliance of Professionals & Consultants was one of four vendors chosen to serve as preferred vendors for these services. On September 16, 2008 the Board awarded Alliance a one-year contract to begin October 1, 2008. The contract allowed for renewal of up to two consecutive one-year terms. In September 2009, the Board renewed services for the first renewal term. At that time rates were negotiated and reduced by ten percent. $1,181,758.95 was spent with Alliance last year as a preferred vendor. Change Order 3 will renew services for the second and final renewal term. $1,150,019 has been calculated to cover anticipated invoiced amounts during the second renewal term. Fiscal Implications: Total amount of change order is $1,150,019. $910,644 is required this fiscal year. The remaining $239,375 will be paid in 2011-2012. Funding for contracted services was identified and planned for in the Technology Services 2010-11 operating budget request. Recommendation for Action: Staff is requesting Board approval of change order.

13. CHANGE ORDER 3 TO AUTONOMIC RESOURCES LLC SERVICE


AGREEMENT

In June 2008 a Request for Proposal was released offering qualified vendors an opportunity to bid on contracted technical resources in the area of application development and programming. Fourteen proposals were received and evaluated. Autonomic Resources was one of four vendors chosen to serve as preferred vendors for these services. On September 16, 2008 the Board awarded Autonomic Resources a one-year contract to begin October 1, 2008. The contract allowed for renewal of up to two consecutive one-year terms. In September 2009, the Board renewed services for the first renewal term. At that time rates were negotiated and reduced by ten percent. $419,031.20 was spent with Autonomic Resources last year as a preferred vendor. Change Order 3 will renew services for the second and final renewal term. $419,142 has been calculated to cover anticipated invoiced amounts during the second renewal term. Fiscal Implications: Total amount of change order is $419,142. $330,668 is required this fiscal year. The remaining $88,474 will be paid in 2011-2012. Funding for contracted services was identified and planned for in the Technology Services 2010-11 operating budget request. Recommendation for Action: Staff is requesting Board approval of change order.

14. CHANGE ORDER 5 TO ST TECH, INC. SERVICE AGREEMENT

In June 2008 a Request for Proposal was released offering qualified vendors an opportunity to bid on contracted technical resources in the area of application development and programming. Fourteen proposals were received and evaluated. ST Tech was one of four vendors chosen to serve as preferred vendors for these services. On September 16, 2008 the Board awarded ST Tech a one-year contract to begin October 1, 2008. The contract allowed for renewal of up to two consecutive one-year terms. In September 2009, the Board renewed services for the first renewal term. At that time rates were negotiated and reduced by ten percent. $303,865 was spent with ST Tech last year as a preferred vendor. Change Order 5 will renew services for the second and final renewal term. $216,448 has been calculated to cover anticipated invoiced amounts during the second renewal term. Fiscal Implications: Total amount of change order is $216,448. $170,880 is required this fiscal year. The remaining $45,568 will be paid in 2011-2012. Funding for contracted services was identified and planned for in the Technology Services 2010-11 operating budget request. Recommendation for Action: Staff is requesting Board approval of change order.

15. IBM CONSOLIDATED MAINTENANCE AGREEMENT

The current five-year consolidated maintenance agreement with IBM will expire September 30, 2010. This agreement combines maintenance and support for several pieces of hardware and software used in the Operations area. Having a single document has allowed us to better manage our resources, save money and budget accordingly. By choosing to execute a new agreement which will be renewed annually for another five-year term, the district will realize a 7.5% discount off the normal annual renewal fee. Additionally the district will realize a cost savings by adjusting the level of software support received. Last year $215,036.12 was paid. Amount required in 2010-11 under new agreement is $186,821.75. Fiscal Implications: Amount for first year of agreement is $186,821.75. Funding for contracted services was identified and planned for in the Technology Services 2010-11 operating budget request. Recommendation for Action: Staff is requesting Board approval of agreement.

16. RENEWAL OF PROPERTY INSURANCE COVERAGE: OWNED OR


LEASED REAL & PERSONAL PROPERTY, BOILER & MACHINERY, AND


MUSICAL INSTRUMENTS

The Wake County Public School System has maintained Property Insurance Coverage through participation in the statewide pool administered by the North Carolina Department of Public Instruction for over 20 years. The annual premium is based on current total insured values of $3,145,513,545, which is an increase of 6.1% over prior year. This policy carries deductibles of $5,000 on Fire, Lightning, Extended Coverage, & All Other Perils; $2,000 on Theft & Vandalism; and $25,000 Flood & Earthquake. There is a special deductible of $250 for Musical Equipment. Even with the increased insured values, the annual premium of $904,287 represents a decrease of 1.1% from the prior year. Staff plans to conduct a Property Self Insurance Assessment during the 2010-11 year as suggested in a recent report to the Board of Education. The contract with the State of North Carolina provides for a 30 day cancellation clause. Fiscal Implications: Funds are available and reserved. Recommendation for Action: Board approval is requested.

17. RENEWAL OF COVERAGE: GENERAL LIABILITY, PROFESSIONAL


LIABILITY, VEHICLE, AND UMBRELLA EXCESS INSURANCE


COVERAGE

WCPSS maintains comprehensive Liability Insurance coverage to manage risk of financial loss. WCPSS entered into agreement with Montgomery Insurance in 2009-10 for provision of this coverage with option for two additional one year renewal terms. Montgomery has provided three options for the 2010-2011 policy: (1) Full coverage plan currently used, (2) A reduced premium option with $75,000 per incident/$150,000 annual cap deductible per line of insurance, (3) same as (2) without the increased deductible on automobile lines. Details are in the attached document. Staff recommends maintaining the full coverage option (1) to effectively manage the risk of loss without requiring a potential $750,000 of reserve funding to meet deductible costs. Staff plans to conduct a Liability Self Insurance Assessment during the 2010-11 year is suggested in a recent report to the Board of Education. The contract with Montgomery provides for a 60 day cancellation clause. Fiscal Implications: Funds of $731,530 and $83,386 are available and reserved. Recommendation for Action: Board approval of Full Insurance Program is requested.

18. COMPUTER INSURANCE FUNDS

The Wake County Public School System previously collected a $25 fee from schools, departments, or employees utilizing system-owned laptop computers in areas other than their duty station. The fee reduced the employee deductible for stolen or vandalized laptop computers from $2,000 to $100. The funds are used to replace laptop computers if a loss occurs due to theft or vandalism while away from their duty station. The $25 fee and $100 deductible was no longer collected beginning in FY2003-2004 due to the accumulation of a sufficient balance. Fiscal Implications: A remaining balance of $16,997.40 is reserved in fund balance for this. An appropriation of $10,000 is requested for the current year. Recommendation for Action: Request Board approval to obtain funds from fund balance.

FACILITIES


19. CONTRACT: FOOD SERVICE SANITATION FOR CHILD NUTRITION


SERVICES

Staff requests Board approval to award a contract to Sanitech Systems, Inc., in the
amount of $157,289 for food service sanitation system services. A complete food
service sanitation system will include service and training to school cafeteria employees
and premeasured concentrated detergents, dispensing bottles, and related materials.
Fiscal implications: This will be a savings of $40,000 from last year's contract with SFS
Pac Portion Control. Funding is available from the 2010-2011 CNS current expense
budget. Recommendation for action: Board approval is requested.

20. CONTRACT: RECYCLING SERVICES FOR CHILD NUTRITION


SERVICES

Staff requests Board approval to award a contract to Marion A. Taylor d/b/a Grime
Control Cleaning Service, in the amount of $300,000, for recycling services. Recycling
services will include recycling of polystyrene #6 (school lunch trays), commingled plastic
bottles, aluminum beverage containers, #10 tin cans, and commingled mixed paper.
Fiscal implications: This will be a savings of $150,000 from last year's contract with
Orange Recycling Services, Inc. Funding is available from the 2010-2011 CNS current
expense budget. Recommendation for action: Board approval is requested.

21. CONTRACTS: USDA COMMODITY PROCESSING SERVICES FOR BEEF,


CHEESE, CHICKEN AND PEANUT BUTTER FOR CHILD NUTRITION


SERVICES

Staff requests Board approval for USDA commodity food processing service contracts
as follows: beef to JTM Provisions Company in the amount of $331,000; cheese to Land
O'Lakes in the amount of $570,000, Tasty Brands Foods in the amount of $400,000, and
Rich-Sea Pak Corporation in the amount of $200,000; chicken to Proview Foods, LLC in
the amount of $674,000; and peanut butter to Smucker Foodservice, Inc., in the amount
of $196,000. CNS staff selects the products based on a combination of taste test results,
product yield and cost. All the taste tests were conducted with WCPSS students at one
or more schools. Fiscal implications: Funding is available from the 2010-2011 CNS
current expense budget. Recommendation for action: Board approval is requested.


22. CONTRACT EXTENSION: TEMPORARY PERSONNEL FOR CHILD


NUTRITION SERVICES

Staff requests Board approval for the third one-year contract extension for Creative
Staffing, in the amount of $400,000, for temporary personnel at school cafeterias. The
bid solicitation in 2007 included an initial term of one year with options to extend for
three additional years. The rates to be paid are the same as the original 2007 contract.
Temporary personnel will include food service assistants and cashiers. Fiscal
implications: Funding is available from the 2010-2011 CNS current expense budget.
Recommendation for action: Board approval is requested.

23. STANDARD FORMS OF AGREEMENT FOR FACILITIES CONTRACTS

Board Policy 8361 requires that the Board of Education periodically update and approve
the standard agreement forms for contracts. This update includes revisions to the
agreements on the attached sheet. The Board's attorney has reviewed and recommends
approval of these changes. Fiscal implications: None. Recommendation for action:
Board approval is requested.

24. CHANGE ORDER NO. GC-08: H-6 HIGH (ROOFTOP MECHANICAL


PACKAGE)

Board approval is requested for Change Order No. GC-08 to Barnhill Contracting Company for their Construction Management at Risk contract for the construction of the new H-6 High School. This change order, a reduction in the amount of $3,095,815, is to revise the guaranteed maximum price (GMP) due to the cancellation of the Rooftop Mechanical System Package, which was originally awarded on July 15, 2008 for this project. This portion of the mechanical system is being redesigned. Future change orders will be brought to the Board to establish the GMP for the total project. Fiscal implications: The current project budget is $73,960,075 (for a 2010 opening), of which $1,000,000 is from PLAN 2004 Start-Up, $72,255,556 from CIP 2006, and $704,519 from Offsite (Public) Improvements. Approximately $5,600,000 of additional funding will be needed to pay for offsite improvements, site adaption to the new site, and a delayed opening to 2013. The additional funds will be requested in the spring of 2011 after the design of the site adaption is completed. A separate precis at this Board meeting will adjust the CIP 2006 component of this budget. Recommendation for action: Board approval is requested.

25. RESOLUTION: BUDGET ADJUSTMENT AND REAPPROPRIATION FOR


H-6

New property has been purchased for the new high school H-6. The former site was located on Forestville Road in Raleigh. Of the $3,620,838 expended for design and construction services at the former site, $1,773,377 ($1,247,658 onsite and $525,719 offsite) is not useable for the new site. The services that are not useable due to changing sites are: a) onsite adaptation of the prototype, some pre-construction services, geotechnical investigation, tree surveying, and b) offsite roadway design, surveying, and traffic analysis. The remaining $1,847,461 is applicable to the new site and was spent for the initial design of the building and associated pre-construction. In order to be more transparent in the cost of the new high school at the new location, staff recommends a budget adjustment that creates a separate CIP 2006 project for the Forestville Road site. The current CIP 2006 budget of $72,255,556 would be split and the Forestville Road budget would now be $1,247,658. The budget for the new H-6 high school location would be $70,809,492. The dollars spent on offsite improvements at both sites would remain in the offsite project account. This resolution also requests that $1,247,658 of previously appropriated funds be re-appropriated to the Forestville Road project. After funds are re-appropriated, all of the CIP 2006 expenditures at the former site which cannot be used towards the new H-6 site, will be transferred in total to the Forestville Road project. Moving these expenditures will allow costs that are applicable to the new site to be contained in one project and allow the total project cost for H-6 at the new location (excluding off-site work) to be shown accurately in one project. Fiscal implications: Total appropriation for CIP 2006 remains unchanged. Funds were also expended from the CIP 2006 Land Purchase budget and it is anticipated that all those funds will be recovered when the land is sold at some point in the future. Recommendation for action: Board approval is requested.

STUDENT ACHIEVEMENT


26. GRANT PROPOSALS

Competitive (#003211): Fuquay-Varina Woman's Club, Teacher Mini-Grants / Individual Schools.
Competitive (#003311): Kinder Morgan Foundation, Kinder Morgan Foundation Grant / Individual Schools.
Competitive (#003411): ING Foundation, ING Foundation Grants / Individual Schools.
Competitive (#003511): US Department of Education, NC Department of Public Instruction, Office of Safe and Drug-Free Schools, Safe and Supportive School Grants / Central Services, Student Services.
Competitive (#003611): General Mills Foundation, Champions for Healthy Kids Grant / Individual Schools.
Competitive (#003711): Home Depot, Building Healthy Communities Grant Program / Individual Schools.
Competitive (#003811): National Education Association (NEA) Foundation, Student Achievement Grants / Individual Schools.
Competitive (#003911): GlaxoSmithKline Foundation, Ribbon of Hope Grant / Individual Schools.
Competitive (#004011): Verizon Foundation, Verizon Foundation Grant / Individual Schools.
Competitive (#004111): Office Depot, Listen Learn Care / Individual Schools.
Competitive (#004211): CVS, CVS Caremark Community Grant / Individual Schools.
Competitive (#004311): Woodmen of the World, Educational Grant / Individual Schools.
Competitive (#004411): Lee Brothers, Side Kick Foundation Teacher Grant Program / Individual Schools.
Collaborative (#004511): National Science Foundation, Math and Science Partnership (MSP) Targeted Partnerships Program / Central Services.
Competitive (#004611): The Morgan Creek Foundation, Community Grant Program / Central Services.
Competitive (#004711): Wake Forest Area Chamber of Commerce, Teacher Grants / Individual Schools.
Competitive (#004810): United Arts Council, Arts in Education Grants / Individual Schools.
Fiscal Implications: Any required cash and/or in-kind matching contributions vary by
grant program. Recommendation for Action: Staff is requesting Board approval.

HUMAN RESOURCES


27. RECOMMENDATIONS FOR EMPLOYMENT

a. Professional
b. Support
c. Contract Central Services Administrators

BOARD


28. BOARD ADVISORY COUNCIL NOMINATIONS

This represents new nominations to the Board Advisory Councils. The nomination
forms are attached for the Board's review and consideration. Fiscal Implications:
None. Recommendation for Action: Board approval is requested.

ACTION ITEMS


STUDENT ACHIEVEMENT


29. 2011-2012 INSTRUCTIONAL CALENDARS (TRADITIONAL, YEAR


ROUND, MODIFIED)

The traditional, year-round, and modified instructional calendars contain 180 student
days and meet all requirements of the calendar law.
Fiscal Implications: There are no fiscal implications. Recommendation for Action:
This item is presented for action.

30. DEFINITION OF LONG-TERM SUSPENSION

Second Reading
Board of Education Policy 6530 states that a long-term suspension is removal from the
school system for the remainder of the school year.
A district level professional learning team (PLT) has developed several recommendations
to be considered over the course of the next two years. Some of these recommendations
can be implemented for the 2010-11 school year including this recommendation to
redefine long term suspension.
Under Board policy and/or state law, there are mandatory penalties for students in
grades 6-12 for certain serious violations of the Student Code of Conduct. While these
mandatory penalties generally do not apply to elementary students, the principal has the
discretion to recommend a long-term suspension as appropriate for serious infractions
by students in grades K-5.
Policies may be modified on a case-by-case basis to conform to the procedures
established for the discipline of students with disabilities.
Staff recommends that the definition of a long-term suspension be changed to: A long
term suspension is suspension for periods of time in excess of 10 school days but not
exceeding the time remaining in the school year.
Fiscal Implications: Staff has identified funds to cover any minimal cost associated with
the changes to the Student Code of Conduct policies and procedures. Future cost of
providing alternatives to out-of-school suspensions will be determined by staff.
Recommendation for Action: This item is presented for second reading and Board
approval.

31. CHANGE IN DEFINITION OF LONG-TERM SUSPENSION:


DELEGATION OF AUTHORITY TO THE SUPERINTENDENT TO


COMMUTE LONG-TERM SUSPENSION RECOMMENDATIONS TO


SHORT TERM SUSPENSIONS AND TO REDUCE THE LENGTH OF


INDIVIDUAL LONG-TERM SUSPENSIONS PENDING FURTHER


POLICY REVISIONS

As we develop and implement a new system of student discipline in every school, it is
critical that we (a) utilize methodical process that includes soliciting feedback from
principals, (b) allow sufficient time for BOE members to review proposed revisions and
provide guidance, (c) train administrators on the new policies and procedures and (d)
give reasonable advance notice to parents and students of any major changes.

While development continues, we desire to have the ability to have an immediate impact
on reducing the number and length of suspensions. To that end, we are requesting that
the BOE delegate to the Superintendent the authority to reduce the length of long-term
suspensions and to commute any long-term suspension to short-term. The Discipline
Review Committee would review the suspension recommendations from the principals
and make a recommendation to the Superintendent for approval. Fiscal Implications:
Staff has identified funds to cover any minimal cost associated with the changes to the
Student Code of Conduct policies and procedures. Future cost of providing alternatives
to out-of-school suspensions will be determined by staff. Recommendation for Action:
Board approval is requested.

32. POLICY 5530, PROMOTION AND INTERVENTION

Second Reading
The Promotion and Intervention policy was originally adopted January 21, 1980. It
was last revised on July 15, 2008. ISD staff reviewed the policy and is proposing
changes to the policy. Fiscal Implications: None Recommendation for Action: This
item is presented for second reading.

33. EAST GARNER MAGNET MIDDLE SCHOOL TRIP TO BRITISH ISLES

Students participating will be representative of grades 6-8. The trip is open to all East
Garner Magnet Middle School students. Students will depart from RDU on Monday,
June 20, 2011 and return on Sunday, July 3, 2011. No school days will be missed for this
trip. This trip is directly tied into the IB philosophy at our school as a Magnet School of
Distinction as well as the curriculum throughout all three grade levels with emphasis on
the 6th grade Humanities curriculum. Fiscal Implications: No system funds will be
used. The total cost per student including all airport fees and taxes as well as the 3-day
extension will be approximately $3,952. This cost covers all breakfasts and dinners on
tour as well as transportation, full-time tour director, city tours, and admittance into all
the sites. To help make the trip affordable for those who may not be able to afford it,
the school will be working with the PTSA and seeking financial assistance through a
variety of grants and scholarship funds. Recommendation for Action: This item is
recommended for consent.

FACILITIES


34. RECONSIDERATION OF RESOLUTION: CIP 2006 REALLOCATIONS TO


FUND START-UP DESIGN

At its meeting on August 10, 2010, the Board of Education approved reallocation of
funds from CIP 2006 savings to start-up design of two elementary schools and one
middle school. Reconsideration of that action has been requested.
Additional CIP 2006 funds cannot be appropriated to fund upcoming projects until the
County's next general obligation bond sale. As a result, funds from current project
savings must be reallocated to fund additional appropriations for projects currently not
funded. This resolution requests a reallocation of $2,400,000 from six CIP 2006 projects
with savings. Staff recommends that these funds be use for start-up design on E-20
(north Raleigh), Scotts Ridge Elementary (Apex E-32), and M-8 (northwest Raleigh).
These three schools were approved at the Committee of the Whole on July 20, 2010.
Contracts for the designers and construction managers for these projects will be brought
to a future Board meeting for approval. A future reallocation from Reserve will be
needed at the completion of design to fund construction. Pending the results of the new
assignment plan, design will be completed for two of these three schools. Fiscal
Implications: Savings of $2,400,000 from six projects are available for reallocation
within CIP 2006. Recommendation for Action: Staff recommends confirmation of the
previous approval to reallocate funds.

CLOSED SESSION

To consider confidential personnel information protected under G.S. 143-318.11 (a)(6) and 115C-319.
To consider confidential student information protected under G.S. 115C-402 and the Family Educational and Privacy Rights Act, 20 U.S.C. 1232g.
To consult with an attorney employed or retained by the Board in order to preserve the attorney-client privilege as provided in G.S. 143-318.11 (a)(3).

ACTION ITEMS CONT'D


HUMAN RESOURCES


35. RECOMMENDATION FOR ADMINSTRATIVE APPOINTMENT(S)


ADJOURNMENT


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