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I. Call to Order
At the meeting of January 9, 2007, Chairman Duncan will call the meeting to order.
II. Pledge of Allegiance and Moment of Silence
At the meeting of January 9, 2007, Chairman Duncan will call on a member of the board to lead the Pledge of Allegiance and a moment of silence.
III. Recognitions
A. Piedmont Triad Education Consortium Recognition – Page High and Parkview Elementary
At the meeting of January 9, 2007, the board will recognize Page High and Parkview Elementary as recipients of the Piedmont Triad Education Consortium’s Signature Schools Award. 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 January 2007
At the meeting of January 9, 2007, the board will recognize Tara Peeples, a communications engineer with the Technology Department, as the district’s January Employee of the Month. If you have any questions regarding this item, please contact District Relations at 370-8386, prior to the meeting.
IV. Public Comments
At the meeting of January 9, 2007, Chairman Duncan will call on members of the public who have requested an opportunity to address the board.
V. Approval of Agenda
At the meeting of January 9, 2007, Chairman Duncan 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 Duncan at 378-5315, prior to the meeting.
VI. Consent Agenda
A. Meeting Minutes
At the meeting of January 9, 2007, the minutes of the December 5 Regular Meeting and December 19 Regular 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 January 9, 2007, 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. Proposed 2007-08 Early/Middle College Calendars
At the meeting of January 9, 2007, the consent agenda includes a recommendation that the board approve the proposed Early/Middle College calendars for the 2007-08 school year. These calendars were developed based on the respective college/university school year calendar and included input from each school’s leadership team and/or staff. If you have any questions regarding this item, please contact District Relations at 370-8386, prior to the meeting.
D. First Reading – Policy BK, Board Participation in Community Activities
At the meeting of January 9, 2007, the consent agenda includes a recommendation to approve for first reading Policy BK, Board Participation in Community Activities. If you have questions regarding this item, please contact Dr. Peggy Thompson, chief human resources officer, at 370-8340, prior to the meeting.
E. First Reading – Policy IM, Planning Time
At the meeting of January 9, 2007, the consent agenda includes a recommendation to approve for first reading Policy IM, Planning Time. If you have questions regarding this item, please contact Dr. Peggy Thompson, chief human resources officer, at 370-8340, prior to the meeting.
F. First Reading – Policy IL, Pledge of Allegiance
At the meeting of January 9, 2007, the consent agenda includes a recommendation to approve for first reading Policy IL, Pledge of Allegiance. If you have questions regarding this item, please contact Dr. Peggy Thompson, chief human resources officer, at 370-8340, prior to the meeting.
G. Capital Improvement Plan (CIP) Project Ordinance Revisions
At the meeting of January 9, 2007, the consent agenda includes a recommendation that the board approve to authorize appropriate staff member(s) to appear before the Guilford County Board of Commissioners on January 18, 2007 and request approval of the project ordinance revisions. The administration is requesting that $78,462 in prior year sales tax refunds be transferred to the following projects:
Aycock Middle $ 19,161
Dudley High $ 59,301
The funds are needed at Aycock Middle to cover the costs of science lab upgrades. The funds are needed at Dudley High to cover the costs associated with repairing/replacing the roof on the old Science Building; repairing/replacing the heating system in the Auto Body Shop; and installing doors between the band room and the choral room for soundproofing purposes.
The administration has requested that an item seeking approval of these project ordinance revisions be placed on the County Commission agenda of January 18, 2007 subject to the board’s approval of the item on January 9, 2007. In the event the ordinance revisions are not approved by the board on January 9, 2007, the administration will contact the County and request that the item be pulled. This request is being handled in this manner due to the immediate need to transfer the funds, process payment(s) to the contractor(s) and meet the due date for submitting items to be placed on the County Commissioner agenda for consideration at the January 18th meeting. If you have questions regarding this item, please contact Sharon Ozment, chief finance officer, at 370-8343, prior to the meeting.
H. Revised Eastern High School Make up Calendar
At the meeting of January 9, 2007, the consent agenda includes a recommendation that the board approve a modified make up calendar for Eastern High School. Due to different start dates following the fire, the make up calendars previously developed for the two sites were not aligned until following spring break. This lack of alignment presented problems for second semester scheduling and conducting winter exams as many students and teachers attend/teach classes at both sites. The revised schedule aligns the calendars for both sites from the start of the January exam dates forward. If you have any questions regarding this item, please contact District Relations at 370-8386, prior to the meeting.
VII. Staff Reports
A. Eastern High School Update
At the meeting of January 9, 2007, Sharon Ozment, chief finance officer, will present to the board a recommendation for approval to authorize appropriate staff member(s) to appear before the County Commission on January 18, 2007 and request approval of the project ordinance as for Phase I of the construction of the Eastern Guilford High replacement facility. On December 19, 2006, the board approved placing ninth-twelfth grade EGHS students in a modular village on the existing EGHS campus effective with the 2007-08 school year. The students will remain in the modular village until such time as a replacement facility can be constructed on the campus. Fiscal year 2007-08 and 2008-09 operating funds will be earmarked for the lease costs associated with the modular village (i.e., lease on 10 modular complexes @ $50,000 per month for up to 24 months; delivery/set-up and disassembly/removal by manufacturer at the end of the lease period) and regular capital outlay funds will be utilized for the related general construction costs (i.e., utility connections, sidewalks, ramps, phone/data lines, fire alarms, construction contingency).
The administration is currently seeking approval of a project ordinance in the amount of $8 million for Phase I of the construction of the Eastern Guilford High replacement facility. The $8 million will cover design costs, soft costs (advertising fees, bid document reproduction costs, engineering/topography/boundary surveys, soil test borings), grading and parking. The funding sources for the project ordinance will be the $5 million in insurance proceeds received to date + $927,898 in Public School Building Capital Funds + $2,072,102 in state lottery proceeds.
The administration has requested that an item seeking approval of this project ordinance be placed on the County Commission agenda of January 18, 2007 subject to the board’s approval of the item on January 9, 2007. In the event the ordinance is not approved by the board on January 9, 2007, the administration will contact the County and request that the item be pulled. This request is being handled in this manner due to the immediate need to have funds available to begin work on the replacement facility and meet the due date for submitting items to be placed on the County Commissioner agenda for consideration at the January 18th meeting. If you have questions regarding this item, please contact Ms. Ozment at 370-8343, prior to the meeting.
B. AYP and ABCs Update
At the meeting of January 9, 2007, Dr. Gongshu Zhang, executive accountability & research officer, will present to the board an AYP and ABCs update. This item was deferred from the December 19, 2006 meeting. If you have questions regarding this item, please contact Dr. Zhang at 378-8838, prior to the meeting.
C. CPI (Cumulative Promotion Index) Graduation Rate Update
At the meeting of January 9, 2007 Dr. Gongshu Zhang, executive accountability & research officer, will present to the board an update on the CPI graduation rate. This item was deferred from the December 19, 2006 meeting. If you have questions regarding this item, please contact Dr. Zhang at 378-8838, prior to the meeting.
D. Request for Easement and Right-of-Way Agreements at the Southwest High School Property
At the meeting of January 9, 2007, 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. As reported at the December 5, 2006 board meeting, 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 School 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 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 has requested that the board grant to it (for a consideration of $1.00) a temporary construction easement affecting an area containing 21,981 square feet for its Barrow Road Widening Project. Per the board’s direction, staff has met again with city officials to negotiate the terms of the right-of-way transfer. The city has committed to the following items:
- Install right and left turn lanes on Barrow Rd. at Southwest School Drive at an estimated cost of $180,000
- Install a traffic signal with pedestrian crosswalks at the intersection of Barrow Road and Southwest School Drive at an estimated cost of $80,000
- Install sidewalk on the east side of Barrow Road, adjacent to the school, at an estimated cost of $30,000
- Install right and left turn lanes into the student parking lot from Barrow Road at an estimated cost of $198,000
- Widen the driveway from the student parking lot to Barrow Road and provide a connection from the parking lot to the access driveway for the cafeteria. Every effort will be made to work on the driveways when students are not at school. However, if that is not possible, the contractor will be instructed to maintain access to the parking lot. The costs for these improvements are included in the item for the northbound right turn lane into the student driveway
- Install overhead School Zone signs and flashers on Barrow Road for reduced speed limit in AM and PM official school beginning and dismissal times
- Install guardrail on the east side of Barrow Road, adjacent to the softball field, at an estimated cost of $10,000
At this time, the city has not agreed to install a traffic signal at the main entrance. They have suggested that the school system fund a traffic study to determine if a traffic signal is warranted at that entrance. The staff has contracted with John Davenport, John Davenport Engineering Inc., to conduct that study; furthermore, the staff strongly believes the study will indicate that a traffic signal will be warranted at the location in question. If you have questions regarding this item, please contact Mr. Lear at 819-2763, prior to the meeting.
E. Alternative Contracting Method Request for The Academy at Smith Project
At the meeting of January 9, 2007, Sharon Ozment, chief finance officer, will present to the board a recommendation that the application for the alternative contracting method for the Academy at Smith project be completed and submitted to the North Carolina State Building Commission no later than 30 days prior to the North Carolina State Building Commission meeting scheduled for February 20, 2007. North Carolina General Statute 143-128 specifies that: The State, a county, municipality, or other public body shall award contracts to erect, construct, alter, or repair buildings pursuant to any of the following methods:
(1) Separate‑prime bidding
(2) Single‑prime bidding
(3) Dual bidding pursuant to subsection (d1) of this section
(4) Construction management at risk contracts pursuant to G.S. 143‑128.1
(5) Alternative contracting methods authorized pursuant to G.S. 143‑135.26(9).
On December 8, 2006, a meeting was held to explore opportunities to increase the district’s MWBE participation in The Academy at Smith Project. This meeting was attended by John Mann, Purchasing Officer, Guilford County Schools (GCS); Sharon Ozment, Chief Financial Officer, GCS; Tim McMullen, Architect with Millennium 3; Dennis Cole, Project Management Consultant to GCS; Dave Burnett, Executive Director of Facilities, GCS; and Kenneth Johnson of K. Johnson Consulting. During this meeting, Kenneth Johnson proposed an alternative contracting method (“multi-packaging”) pursuant to item (5) above. We are seeking the Board of Education’s approval to present this alternative method to the North Carolina State Building Commission for consideration/approval.
A summary of the proposed alternative contracting method is as follows:
- Single prime bids for HVAC, electrical, plumbing and general construction, in one package. The general contractor package will not include work for the (“multi-packaging”) items a – i listed below. These items will be bid separately; however, the general contractor will serve as the Project Expediter.
- “Multi-Packaging” or separate bid packages for:
- floor coverings;
- ceilings;
- painting;
- doors and hardware;
- casework;
- masonry;
- site work;
- fire protection; and
- technology cabling.
In order to vary from the prescribed contracting methods (1) through (4) outlined above, the board must seek approval from the North Carolina State Building Commission. A copy of the application for Authorization to Use an Alternative Contracting Method is attached for information/reference purposes. An application must be completed for each project for which an owner is seeking such an authorization. The proposed alternative contracting method must be approved by a majority of the state building commission and the bid structure and method(s) must comply with all statutory bid/contracting requirements. If you have questions regarding this item, please contact Ms. Ozment at 370-8343, prior to the meeting.
VIII. Reports from the Chairman, if needed
At the meeting of January 9, 2007, Chairman Duncan will share reports of the board’s activities should there be any events to be reported.
IX. Board Comments
At the meeting of January 9, 2007, board members will each be allowed two minutes to make remarks, as they deem appropriate.
X. Closed Session, if needed
At the meeting of January 9, 2007, the board will address business requiring a closed session, if needed.
XI. Adjournment
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