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I. Call to Order
At the meeting of December 5, 2006, Chairman Duncan will call the meeting to order.
II. Pledge of Allegiance and Moment of Silence
At the meeting of December 5, 2006, Chairman Duncan will call on a member of the board to lead the Pledge of Allegiance and a moment of silence.
III. Swearing in of Newly-Elected Board Members
At the meeting of December 5, 2006, the Honorable Catherine C. Eagles will administer the oath of office to new board of education members, Jeff Belton and Garth Hébert, as well as re-elected Board members Alan Duncan, Deena Hayes and Nancy Routh. If you have questions, please contact Attorney Jill Wilson at 373-8850, prior to the meeting.
IV. Election of Board Chairman and Vice Chairman
At the meeting of December 5, 2006, Board Attorney Jill Wilson will lead the board in the election process of the chairman position. The newly elected chairman will then lead the board in the election process of the vice chairman. If you have questions, please contact Attorney Wilson at 373-8850, prior to the meeting.
V. Recognitions
A. Fall Sports State Champions
At the meeting of December 5, 2006, the board will recognize the Women’s State 4A golf champion, the Women’s State 4A Tennis Team Champions and the Women’s State 3A State Volleyball Team Champions. If you have questions regarding this item, please contact District Relations at 370-8386, prior to the meeting.
B. Guilford County Schools’ Employee of the Month for December 2006
At its December 5, 2006 meeting, the board will recognize Bobby Sarteh, an ESOL liaison at Mendenhall Middle School, as the district’s December Employee of the Month. If you have any questions regarding this item, please contact District Relations at 370-8386, prior to the meeting.
C. 2006 Perley A. Thomas Award – Jim Moen
At its December 5, 2006 meeting, the board will recognize Jim Moen who was recently presented the Perley A. Thomas Award posthumously by the NC Transportation Hall of Fame. Dr. John Wright, who received the award on the Moen family’s behalf, will present the award to Ms. Sharon Moen. If you have any questions regarding this item, please contact Dr. Wright, chief auxiliary services officer, at 370-8380 or District Relations at 370-8386, prior to the meeting.
VI. Public Comments
At the meeting of December 5, 2006, the chairman will call on members of the public who have requested an opportunity to address the board.
VII. Approval of Agenda
At the meeting of December 5, 2006, the chairman will ask board members to review the meeting agenda and will call for a motion to approve or revise it. If you have questions regarding this item, please contact Chairman Alan Duncan at 378-5315, prior to the meeting.
VIII. Consent Agenda
A. Meeting Minutes
At the meeting of December 5, 2006, the minutes of the November 1 Special Called Meeting, November 3 Special Called Meeting, November 9 Regular Meeting and November 28 Special Called Meeting will be presented for approval. If you have questions or suggested revisions, please contact Kathy Gwynn at 370-8992, prior to the meeting.
B. Personnel Action Reports
At the meeting of December 5, 2006, the consent agenda includes personnel actions as noted in the monthly Personnel Action Report requiring board approval. Should there be any additional personnel action requiring board approval, you will receive notification prior to the meeting. If you have questions regarding this item, please contact Dr. Peggy Thompson, chief human resources officer, at 370-8340, prior to the meeting.
C. Budget Amendments and Transfers
At the meeting of December 5, 2006, the Consent Agenda includes State, Local, Federal, Capital Outlay and After School Care Enrichment Services (ACES) budget amendments/transfers for the 2006-07 school year as follows:
State Public School Fund Amendment #1 reflects:
- the receipt of 2005-06 carryover in the following allotments:
- School Technology Fund ($176,991), At-Risk Student Services ($621,823) and Improving Student Accountability Standards ($809,503)
- the adjustments due to receipt of initial versus planning allotments:
- Classroom Teachers ($10,781,282), Central Office Administration ($173,269), Non-Instructional Support Personnel ($864,147), School Building Administration ($1,144,270), Non-Contributory Employee Benefits ($1,421,550), Driver Training ($13,246), Career and Technical Education-Months of Employment ($1,188,330), Career and Technical Education-Program Support ($8,466), Teacher Assistants ($1,028,069), Staff Development ($29,579), Children with Special Needs ($2,181,110), Academically/Intellectually Gifted ($142,715), Limited English Proficiency ($126,323), Transportation of Pupils (-$3,225,896), At-Risk Student Services ($447,085) and Improving Student Accountability Standards ($1,059,178)
- the charter school adjustments to the following allotments:
- Classroom Teachers (-$346,850), Non-Instructional Support Personnel (-$37,194), Instructional Support (-$42,079), Career and Technical Education-Months of Employment (-$34,541), Career and Technical Education-Program Support (-$1,909), School Technology Fund (-$1,032), Teacher Assistants (-$44,852), Academically/Intellectually Gifted (-$5,994), Transportation of Pupils (-$39,285), Classroom Materials/Instructional Supplies and Equipment (-$7,810), At-Risk Student Services (-$22,530) and Improving Student Accountability Standards (-$2,241)
- the receipt of:
- Substitute reimbursement for May, June, July, and August, 2006 ($52,946)
- May, June, July and August, 2006 interest for School Technology Fund ($6,409)
- Projected 2006-07 fines and forfeitures for School Technology Fund ($878,016)
- Mentor Positions allotment ($613,739)
- Behavioral Support (Willie M) initial allotment ($238,031)
- Literacy Coaches allotment ($190,696)
- High School Learn and Earn allotment ($921,219)
- Transportation highway use tax for buses delivered in August ($34,000)
- Assistant principal intern allotment ($123,753)
- At-Risk Student Services treatment center allotment ($540,412)
- Special Position allotment ($60,751)
- the transfers due to site-based requests and year-to-date expenditure
Local Current Expense Fund Amendment #1 reflects:
- the 2005-06 deferred revenue:
- Elementary School Foreign Language Incentive Program ($282), Technology Grant ($2,663), School Improvement Grant - Parkview Elementary School ($360), Project TEACH Grant ($711), High Schools That Work Grant ($5,027), Federal Community Service State (STARS) Grant ($25,721), State Improvement Grant ($7,836), Personal Finance Literacy Program Grant ($395), NC Department of Child Development Grant - Preschool ($22,685), NC Department of Environment and Natural Resources reimbursement ($6,527), Teacher of the Year Reimbursement ($1,935), Performance Acceleration Academy ($4,844), Building Bridges ($1,244), Anonymous Grant - Nathanael Greene Elementary School ($722), Gencorp Grant ($993), Que Pasa Radio Show donation ($7,942), Wellness Program ($2,900), Harris Teeter Together in Education Program ($123,781), Broad Foundation Grant ($129), Whitener Foundation donation ($1,622), Project Fit AmericaGrant ($4,995), HR Recruiting donations ($949), Partnerships in Education donations ($5,467), Cemala Foundation Grant ($126,056), IT Building Linkage Grant ($1,925), Red Hat Academy Donations ($1,340), Middle School Chess Program ($39,541), Transportation Person of the Year ($1,310), Transportation Child Safety Seat Program ($586), Clearwire Wireless Broadband ($85,325), Mentor of the Year donation ($2,000), AED Initiative donations ($3,299), Smart Grant ($151,652), School Health Grant ($64,060), Character Education Program DWI revenues ($45,897), and QUEST Workshops reimbursements($21,527)
- the receipt of 2005-06 Smaller Learning Communities Grant carryover ($336,750)
- the charter school adjustment to the state textbook allotment (-$9,684)
- the receipt of:
- Prior year sales tax refund ($23,251)
- Smart Start reimbursement for August, 2006 ($10,075) and September, 2006 ($15,275)
- State Improvement Grant ($8,000)
- NC Quest reimbursement for July, 2006 ($3,171), August, 2006 ($2,298) and September, 2006 ($1,767)
- Harris Teeter Together in Education Program ($78,381)
- Time Warner Cable Grant quarterly payment ($8,118)
- UNCG Doctoral Cohort Anonymous donation ($18,200)
- Moses Cone-Wesley Long Community Health Foundation Student Mentoring Awareness and Resource Team (SMART) grant payment ($66,250)
- the adjustment for Tobacco Education Alternative Program Grant not received in 2006-07 (-$52,461)
- the transfers due to site-based requests and year-to-date expenditures
Federal Grant Fund Amendment #1 reflects:
- the 2005-06 carryover:
- McKinney-Vento - Homeless Assistance Act ($24,306), Title I - Low Performing Schools CSRD Grant ($990,955), FIE - Low Performing Schools CSRD Grant ($98,490), Title IV - Safe & Drug Free Schools & Communities ($63,388), ESEA Title I - Basic Program ($2,398,328), Abstinence Until Marriage ($33,548), Title V - Innovative Education Program Strategies ($63,710), IDEA VI-B Handicapped ($4,067,186), Title II - Improving Teacher Quality ($229,468), Title III - Language Acquisition ($595,733), ESEA Title I School Improvement ($235,436), Educational Technology - Formula ($8,122), Emergency Impact Aid ($22,040) and Emergency Impact Aid - IDEA ($476)
- the receipt of 2006-07 Title II-B Math & Science Partnership Grant ($284,018)
- the receipt of installment payments for the following allotments:
- Emergency Impact Aid for Local Education Agencies (LEAs) who enrolled students evacuated due to either Hurricane Katrina or Rita ($93,960)
- Emergency Impact Aid - IDEA LEAs who enrolled students evacuated due to either Hurricane Katrina or Rita ($2,024)
- the transfers due to site-based requests and year-to-date expenditures
Capital Outlay Fund Amendment #1 reflects:
- the 2005-06 encumbrance reserve ($1,242,391)
- the 2005-06 CIP carryover ($216,046,121)
- the receipt of:
- Funds from BellSouth utility easement on Jackson Middle School land as approved by Board of Education on 04/27/06 - funds to be used to purchase new site(s) ($4,500)
- 2006-07 Public School Building Capital Funds ($5,335,501)
- Allotment from NCDPI for installment payments for the lease/purchase of replacement school buses ($702,451)
- the transfers due to site-based requests and year-to-date expenditures
After School Care Enrichment Services (ACES) Fund Amendment #1 reflects:
- the revenue adjustments based on 2006-07 enrollment
- the transfers due to site-based requests and year-to-date expenditures
If you have questions regarding this item, please contact Sharon Ozment, chief financial officer, at 370-8343, prior to the meeting.
D. Cash Management Plan
At the meeting of December 5, 2006, the consent agenda includes the board’s approval of the revised Guilford County Schools’ Cash Management Plan. Pursuant to North Carolina General Statute 147-86.10, the Office of the State Controller (OSC) has reviewed and approved the district’s revised Cash Management Plan. A copy of the revised plan and an October 27, 2006 memo from State Controller Robert L. Powell acknowledging that the revised plan meets the criteria established by the existing statewide cash management plan is attached. If you have questions regarding this item, please contact Sharon Ozment, chief financial officer, at 370-8343, prior to the meeting.
E. Use of Yellow School Buses for 2007 ACC School Day Game
At the meeting of December 5, 2006, the consent agenda includes a recommendation that the board grant approval for the use of yellow school buses for the 2007 School Day Games to transport K-8 students of those schools choosing to participate in this educational opportunity. For the past two years, the board has approved the use of yellow school buses to transport elementary and middle school students to the School Day Game held as a part of the Atlantic Coast Conference’s Women’s Basketball Tournament. This year, the days designated for the School Day Games are Thursday, March 1, 2007 for elementary schools and Friday, March 2, 2007 for middle schools.
The Atlantic Coast Conference (ACC) has developed a School Day Game Curriculum in conjunction with Guilford County teachers which follows the North Carolina Standard Course of Study. This School Day Game curriculum was put in place for the 2005 Tournament and has been updated each year. It is on the LearnNC website developed by the UNC School of Education. It can be accessed by searching for ACC School Day Game. If you have questions regarding this item, please contact Dr. Terrence Young, chief information and student services officer, at 370-2308 or Herb Goins, district athletic director, at 370-8950, prior to the meeting.
F. SCALE School Improvement Plan for 2006-07
At the meeting of December 5, 2006, the consent agenda includes a recommendation that the board approve the proposed alternative school improvement targets for SCALE Greensboro and High Point for the 2006-07 school year. The North Carolina State Board of Education allows school improvement plans for non-alternative schools to be approved for three years. However, improvement targets for alternative schools must be approved by the local board of education annually. The local options for SCALE Greensboro and High Point campuses address the same three goals that the board has approved for the past two years. The increased targets for 2006-07 are based on percentage increases from prior results. If you have questions regarding this item, please contact Dr. Mack McCary, chief academic officer, at 370-8106, prior to the meeting.
G. Property Transfer with the City of High Point and Guilford County Schools
At the meeting of December 5, 2006, the consent agenda includes a notification to the board that the Guilford County Board of Commissioners has approved of their action to swap two parcels of property with the City of High Point. Staff and our attorney are in the process of recording deeds for the swapped property. If you have questions regarding this item, please contact Kevin Lear, chief operations officer, at 819-2763, prior to the meeting.
IX. Staff Reports
A. Naming of Facilities and Construction Updates
1. Approval of Recommended Name for Mendenhall Middle School Athletic Stadium
At the meeting of December 5, 2006, Kevin Lear, chief operations officer, will present to the board a recommendation to name the Mendenhall Middle School Athletic Stadium: Deebs Young Stadium. Nola Taylor, principal of Mendenhall Middle, on behalf of the school, booster club and surrounding community, has requested that Mendenhall’s Stadium be named in honor of an individual in recognition of his excellence and who has demonstrated positive values having a lasting affect on the Guilford County School system, students and the community. The board voted to study and fully consider the report and authorized a period of public comment for the recommended name: Deebs Young Memorial Stadium. One public comment was received suggesting that the word memorial be removed from the name as it was not needed to properly honor the individual for which the stadium was being named. Upon discussion with those involved with the nomination as well as the family of Deebs Young, it is proposed that the name be changed to: Deebs Young Stadium. If the name is approved, staff will contact the community representative to review the plans for any signage the community effort would provide. If you have questions regarding this item, please contact Mr. Lear at 819-2763, prior to the meeting.
2. Approval of Recommended Name for a Section of the Lindley Elementary School Property
At the meeting of December 5, 2006, Kevin Lear, chief operations officer, will present to the board a recommendation to approve the use of the name Lindley Natural Area for aportion of the Lindley Elementary School property.As reported at the November 9, 2006 board meeting, County Director of Parks and Recreation, Roger Bardsley, on behalf of the Sunset Hills Neighborhood Association, and the surrounding community, has requested that a portion of the Lindley Elementary School property be named.
The portion, in particular, is located in the northeast section of the Lindley property and has been left in a “natural” state. This area is used by nearby residents for its walking trails and wildlife viewing. In recent years, the area became overgrown and in 2005 a restoration effort began. Now that it is near full restoration, the community would like to officially name this portion of the property. The recommended name was posted on the district website for a period of public comment and feedback. There were no comments received. If the name is approved, staff will contact the community representative to review the plans for any signage the community effort would provide. If you have questions regarding this item, please contact Mr. Lear at 819-2763, prior to the meeting.
3. Approval of Recommended Name for Guilford County Schools Transportation Facility
At the meeting of December 5, 2006, Kevin Lear, chief operations officer, will present to the board a recommendation to approve the use of the nameMoen Transportation Center for the GCS transportation facility. As reported at the October 23, 2006 board meeting, Guilford County Schools Administration has requested that the district transportation facility be named in honor of a distinguished individual who has made outstanding contributions to the school system, as well as the community. The recommended name was posted on the district website for a period of public comment and feedback. There were no comments received.If the name is approved, staff will move forward with obtaining the appropriate signage. If you have questions regarding this item, please contact Mr. Lear at 819-2763, prior to the meeting.
4. Request for Easement and Right-of-Way Agreements at the Southwest High School Property
At the meeting of December 5, 2006, Kevin Lear, chief operations officer, will present to the board a recommendation to approve the right-of-way and easement as requested by the City of High Point affecting the Southwest High School property. The City of High Point has requested that the board grant to it (for a consideration of $1.00) a permanent right-of-way affecting two small parcels of the Southwest High property for the widening of Barrow Road. The property area in question involves a total of 22,227 square feet adjacent to the current right-of-way line of Barrow Road. The City of High Point has also requested that the board grant to it (for a consideration of $1.00) a utility easement affecting an area containing 15,528 square feet adjacent to the Barrow Road right-of-way. Additionally, the City of High Point has requested that the board grant to it (for a consideration of $1.00) a temporary construction easement affecting an area containing 17,012 square feet for its Barrow Road Widening Project.
Staff has met with City of High Point officials and school personnel including the principal. This request will in no way have an adverse impact to ball fields. The project will result in one entrance to the school being closed, the other two entrances being connected and a deceleration lane being constructed at the entrance. The City of High Point has agreed to monitor the entrance and install a signal if it is warranted. If you have questions regarding this item, please contact Mr. Lear at 819-2763, prior to the meeting.
5. Request for Sewer Easement at McLeansville Elementary School Property
At the meeting of December 5, 2006, Kevin Lear, chief operations officer, will present to the board a recommendation for approval of the acquisition of the needed easements from Landowner #1 at a price of $200. In addition, the administration recommends that the board declare the parcel that contains the sewer sand filter bed as surplus property and recommend to the Guilford County Board of Commissioners that GCS be allowed to exchange fee simple title to the sewer sand filter bed parcel described in Deed Book 1695, Page 103 for the temporary and permanent easements needed from landowner #2, with the understanding that the sewer sand filter parcel will not be deeded to landowner #2 until the new public sanitary sewer system is installed and operational for McLeansville Elementary. The administration also recommends that if approved by the Guilford County Board of Commissioners, no additional formal action by the board will be necessary in order to implement the easement acquisitions. Guilford County Schools (GCS) needs to acquire easements to permit the construction of a public sewer line to McLeansville Elementary. The new design requires that GCS acquire permanent easements and temporary construction easements from two (2) landowners. If you have questions regarding this item, please contact Mr. Lear at 819-2763, prior to the meeting.
6. Request for Temporary Construction Easement Affecting McLeansville Elementary School Property
At the meeting of December 5, 2006, Kevin Lear, chief operations officer, will present to the board a recommendation for approval of a temporary construction easement grant request by the City of Greensboro affecting a small strip of the McLeansville property. The City of Greensboro has requested that the board grant to it a temporary construction easement for the installation of a sanitary sewer line in front of McLeansville Elementary along Frieden Church Road. The requested temporary construction easement area involves a total of 7,168 square feet along the Frieden Church Road right-of-way, and it consists of a strip approximately 12 feet wide and approximately 667 feet long. If you have questions regarding this item, please contact Mr. Lear at 819-2763, prior to the meeting.
B. Approval of Proposed 2007-08 Academic Calendar
At the meeting of November 9, 2006, District Relations will present to the board a recommendation that calendar option 1 be approved with the Friday, March 21 early release day being moved to Friday, March 14 (thus making March 21 a regular day of instruction). Pursuant to direction provided by the board during its November 9, 2006 meeting, public comment was received regarding the proposed 2007-2008 school calendar.
A total of 76 comments were received:
- (21) yes without changes
- (38) maybe/yes with suggested changes that included:
- (12) keep early release days on the same day of the week for consistency
- (33) no early release day on Good Friday or Good Friday should be a holiday
- (5) move the October 31 workday to November 1 so that students have a day off following Halloween
- (5) no
- (12) asked questions or requested adjustments that were in violation of the state mandated calendar requirement
Calendar Option 1 was also presented to countywide representatives of the Guilford County Association of Educators (GCAE) and received their unanimous endorsement. If you have questions regarding this item, please contact District Relations at 370-8386, prior to the meeting.
C. Approval of Copier Management Contract
At the meeting of December 5, 2006, Sharon Ozment, chief finance officer, will present to the board a recommendation to reject Toshiba Business Solution, Inc.’s bid submitted on July 27, 2006 and Toshiba Business Solutions, Inc.’s bid submitted on September 21, 2006 due to both bids being over budget. The administration recommends entering into a contract with IKON Office Solutions, Inc. beginning January 1, 2007 and ending December 31, 2012 for copier services. On September 11, 2001, the Board of Education approved a five year cost per copy contract with IKON Office Solutions, Inc. to manage the Guilford County Schools’ cost per copy program at a cost of $.0093 per copy. This contract expired on June 30, 2006. On February 21, 2006, the Board approved a six-month extension to the contract. This extension expires on December 31, 2006.
After careful review of our current copier program and assessing the needs of our schools, purchasing staff held individual conferences with twelve copier vendors to solicit information regarding current trends in printing/copier methods in the industry and the possible application of such trends for Guilford County Schools. Networking of printers and copiers and enterprise print solutions was the theme that was conveyed to purchasing staff from all twelve vendors. Based on this information, we developed our specifications that incorporated these recommendations.
Using the electronic reverse auction method, we received bids on July 27, 2006. Four bids were received. The bids were significantly higher than our current cost per copy of $.0093 that equates to $1,371,421.44 annually based on our current volume of 147,464,671 copies. Using the current copy numbers, the low bid of $.0122 submitted by Toshiba Business Solutions, Inc. the annual contract cost would be $1,799,068.99. This bid exceeds our budget of $1,392,000.
The district re-advertised and accepted bids on September 21, 2006 using the standard bid process. The low bidder, Lanier Worldwide, Inc., qualified their bid by requiring guaranteed historical copy volumes and also using some reconditioned equipment. The specifications allowed for new equipment only. The second low bidder, Toshiba Business Solutions, Inc., submitted a bid of $.0098 per copy. Using our current annual copy volume of 147,464,671 the annual contract cost would be $1,445,153.78, again, exceeding our budget.
The district re-advertised for the third time and accepted proposals based on managing the GCS copier program for approximately $1,000,000. Vendors were asked to be creative with their proposals while including multi-functional equipment and assisting with the reduction of our overall copy numbers. IKON Office Solutions, Inc. submitted the best proposals taking into consideration pricing, equipment, service training and ability to provide a copier management program that best meets GCS needs. IKON submitted two proposals. After evaluating both proposals it was determined that the following proposal is in the best interest of GCS:
$26,375.00 X 12 months = $ 316,500.00
Current copy volume 147,464,671 x $.0062 = 914,280.96
$1,230,780.96
Current Budget $1,392,000.00
Projected Annual Savings $ 161,219.04
Given that it will be January of 2007 before we make the transition to the recommended IKON proposal, we estimate the 2006-07 savings to be approximately $80,610 (or half of the projected annual savings figure cited above) for the six-month timeframe of January through June of 2007. We anticipate realizing the full projected annual savings amount cited above effective with fiscal year 2007-08 as the program will be in place for 12 months versus six months. The district intends to use the savings on a recurring basis to fund the leadership development training program for school administrators included in the superintendent’s goals for 2006-07. If you have questions regarding this item, please contact Ms. Ozment at 370-8343, prior to the meeting.
D. Brief Update of AYP and ABCs
At the meeting of December 5, 2006, Dr. Gongshu Zhang, executive accountability & research officer, will present to the board a brief update of AYP and ABCs. If you have questions regarding this item, please contact Dr. Zhang at 370-8323, prior to the meeting.
E. Eastern High School Update
At the meeting of December 5, 2006, Superintendent Grier will present to the board an update on Eastern High School. If you have questions regarding this item, please contact Superintendent Grier at 370-8992, prior to the meeting.
F. Proposed Bond Referendum Update
At the meeting of December 5, 2006, Joe Hill, contracted services, will present to the board a proposed 2007 bond referendum update. This item was deferred from the special called meeting that was held on November 28, 2006. If you have questions regarding this item, please contact Kevin Lear, chief operations officer, at 819-2763, prior to the meeting.
X. Board Discussion
First Reading – Policy DK, Participation by Women and Minority Owned Businesses
At the meeting of December 5, 2005, the chairman will call on board member Dr. Nancy Routh, convenor of the governance committee, to lead the board in a discussion regarding the first reading of Policy DK, Participation by Women and Minority Owned Businesses. If you have questions regarding this item, please contact Dr. Routh, 674-7083, prior to the meeting.
XI. Reports from the Chairman
2007 Legislative Agenda
At the meeting of December 5, 2006, the chairman will call on board member Dot Kearns, interim convenor of the legislative committee, to present to the board an update on the 2007 Legislative Agenda. If you have questions regarding this item, please contact Ms. Kearns at 887-6177, prior to the meeting.
XII. Board Comments
At the meeting of December 5, 2006, board members will each be allowed two minutes to make remarks, as they deem appropriate.
XIII. Closed Session, if needed
At the meeting of December 5, 2006, the board will address business requiring a closed session, if needed.
XIV. Adjournment
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