MEETING OF THE COMMITTEE OF THE WHOLE
OF THE BOARD OF TRUSTEES
HOUSTON COMMUNITY COLLEGE SYSTEM
May 20, 2004
Minutes
The Board of Trustees of the Houston Community College System met as a
Committee Of The Whole on May 20, 2004, at the System Administration
Building, Second Floor Auditorium, 3100 Main, Houston, Texas.
BOARD MEMBERS PRESENT
Herman Litt, Chair
Yolanda Navarro Flores, Secretary
Diane Olmos Guzman, Deputy Secretary
Jay K. Aiyer
Bruce A. Austin
Abel Davila
James R. Murphy
Christopher W. Oliver
BOARD MEMBERS ABSENT
Michael P. Williams, D.Min., Vice Chairman
ADMINISTRATION
Bruce H. Leslie, Chancellor
Doretha Eason, Deputy to the Chancellor
Charles Cook, Vice Chancellor, Educational Development
Irene Porcarello, Interim Vice Chancellor, Institutional Development
Jose Villarreal, Vice Chancellor, Economic Development
Gloria Walker, Vice Chancellor, Finance and Administration
Diana Castillo, Interim President, Southeast College
Sue Cox, President, Southwest College
Margaret Forde, President, Northeast College
Zachary Hodges, President, Northwest College
Patricia Williamson, Interim President, Central College
Rosie Barrera, Associate Vice Chancellor, Communications
Miles LeBlanc, General Counsel
OTHERS PRESENT
Jarvis Hollingsworth, System Counsel, Bracewell & Patterson
Fernando Brave, System Architect, Brave Architecture
Ben McMillan, System Architect, IDG
Dr. Richard Murray, Director, University of Houston Center for Public Policy
Butch Herod, President, Faculty Association
Glenda Cordray, President, COPA
Other administrators, citizens and representatives from the news media
Revised 6/17/04
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Houston Community College System
Committee of the Whole – May 20, 2004 – Page 2
CALL TO ORDER
Mr. Litt called the meeting to order at 4:30 p.m. and declared the Board
convened to consider matters pertaining to the Houston Community College
System as listed on the duly posted meeting notice. Present were Trustees Litt,
Aiyer, Austin, Murphy, Navarro Flores, Oliver, and Olmos Guzman.
CHAIRMAN’S REPORT
Presentation of Resolutions - The Board presented Resolutions to the boy’s
basketball teams from Jones and Milby High Schools. The Jones High School
Falcons were recognized for winning the 4A state basketball title on March 13,
2004, and the Milby High School Buffaloes for winning the State 5A basketball
championship with an undefeated record of 89-0. Both teams were commended
for their performance on the court and for exemplifying the highest ideals of
sportsmanship.
FACILITIES
CALL TO ORDER
Ms. Navarro Flores called the meeting to order at 4:47 p.m. and declared the
Board convened to consider matters pertaining to the Houston Community
College System as listed on the duly posted meeting notice. Present were
Trustees Litt, Aiyer, Austin, Davila (arrived at 5:17 p.m.), Murphy, Navarro Flores,
Oliver, and Olmos Guzman.
UPDATE ON SIENNA PLANTATION LIBRARY
Mr. Aiyer explained that following the annexation of Missouri City, the System
made a commitment to build a facility in that area. A site was selected in Sienna
Plantation due to future growth potential and a favorable arrangement extended
by the developers.
Ft. Bend County Commissioner Grady Prestage and architect C. C. Lee were
present to discuss the project and answer questions from the Trustees. The
Commissioner explained that an interlocal agreement was signed last year for
the construction of a joint use library to serve HCCS’ needs as well as the
general public. An additional agreement now under development will set forth
specifics on construction and operations.
Ft. Bend County engaged the firm of STOA Golemon Bolullo Architects to design
the library. As part of the negotiated agreement, HCCS has the right to review
and approve all architectural and construction plans. Ft. Bend County will build
and run the library, augmented with resources from HCCS.
Mr. Lee gave a presentation on the floor plan for the facility, which will have
about 43,000 sq. ft. The majority of the ground floor will serve as the County
library and about one-third of the second floor is designated for the exclusive use
of HCCS.
Houston Community College System
Committee of the Whole – May 20, 2004 – Page 3
In response to questions on financing, Ms. Walker stated that funds were
allocated from the CIP fund for constructing an educational facility on the 4.5acre site. HCCS has so far allocated approximately $1 million from CIP funds for
the library project. Ft. Bend County allocated approximately $5 million and will
be the primary operator of the branch.
The Trustees discussed master planning including development, signage and
access to the educational facility. Dr. Leslie explained that the center would be
based on the Willie Lee Gay Hall model, which cost approximately $11 million to
build. Commissioner Prestage stated that the County would like to begin
construction on the library in October 2005 and open in early 2006
Ms. Navarro Flores felt that a definitive master plan should be developed for the
entire complex before beginning construction on the library. Dr. Leslie explained
that Ft. Bend is moving at their pace as the primary provider of the facility.
However, once the Board makes a decision on architects there will be greater
opportunity for collaboration on the design. Mr. Prestage explained that a team
composed of Dr. Cox and her staff, Reynaldo Pradia, two county commissioners,
and their library staff participated in a focus group to develop a preliminary plan
for the placement of the new buildings.
Mr. Litt stated that the Board had concerns with the approach to the campus,
since the county library will be the first building visible. The Board wants to
ensure that the site is clearly identified as an HCC campus. The Commissioner
pledged the County’s cooperation with placement of buildings and signage.
Mr. Austin felt that as part of programming facilities, we should first program the
site in terms of master planning design, looking topographically at each site to
ensure proper ingress and egress and giving HCCS the highest visibility.
Mr. Aiyer asked when the RFQ for facilities programming would be advertised.
Ms. Olmos Guzman recalled that the Board had separated the facilities
programming portion and HUB services from the original construction program
management services RFQ on April 22, 2004. Dr. Leslie recommended that the
Board approve a resolution for a separate RFQ process for facilities
programming and the HUB for the record Mr. Austin advised that a timeline be
included.
For clarification, Ms. Olmos Guzman read from the April 22, 2004 minutes
indicating that the Chancellor would pull the HUB-Small Business program and
facilities programming services from the RFQ.
Motion – Mr. Davila made a motion to pull facilities programming services from
the initial RFQ. Mr. Austin seconded the motion.
Houston Community College System
Committee of the Whole – May 20, 2004 – Page 4
Mr. Prestage pledged the county’s cooperation in the site design and urged that
the process move forward with all due haste from a cost standpoint. The
Trustees agreed that the System architects should be included in the master
planning and landscaping so that HCCS was properly represented.
After further discussion Mr. Davila withdrew the motion.
MASTER PLANNING FOR SIENNA PLANTATION
Motion – Mr. Austin made a motion that the System Architects, Chancellor, and
president of Southwest College move in an expeditious manner with master
planning for the Sienna Plantation property due to external forces involved. Mr.
Davila seconded the motion. Motion carried 8-0.
Ms. Olmos Guzman moved that the facilities programming services be separated
from the construction program management services in the CIP and that an RFQ
be developed for facilities programming services within a month. Mr. Davila
seconded the motion.
No action was taken on the motion since Mr.
Hollingsworth advised the item had not been posted for discussion. Therefore,
the Chancellor was directed to place a recommendation on the May 27, 2004
board meeting agenda.
Mr. Brave, system architect, asked if it were possible to separate the facilities
from programming and master planning and contract directly with firms that have
provided services before, without going through an RFQ process, from a cost
savings standpoint. Ms. Navarro Flores took Mr. Brave’s suggestion under
advisement.
Mr. Davila asked if a statement could be added to the meeting notice that would
allow for general discussion of the capital improvement plan. Mr. Hollingsworth
took the suggestion under advisement.
ADJOURNMENT TO CLOSED OR EXECUTIVE SESSION
Ms. Navarro Flores adjourned the Meeting to Executive Session at 5:34 p.m.,
Notice having previously been given, and reiterated by her in accordance with
Sections 551.071 of the Open meetings Law. She stated that any final action,
vote or decision on any item discussed in Executive Session would be taken up
in Open Session or in a subsequent Public Meeting. She reconvened the
Meeting in Open Session at 6:12 p.m. and entertained motions on pending
matters.
ADJOURNMENT
With no further business to come before the Facilities Committee, the Meeting
was adjourned at 6:13 p.m.
Mr. Litt took the chair and the meeting continued.
Houston Community College System
Committee of the Whole – May 20, 2004 – Page 5
CHANCELLOR’S REPORT
PeopleSoft8 Implementation Schedule – Irene Porcarello and Vickie Flores,
Director of Applications Development, gave a presentation on PeopleSoft8
implementation and training.
Ms. Flores presented an overview of the recent kickoff event and responded to
questions from the Trustees. The project was presented to the Executive Team
and their direct reports. A mass communication project was undertaken to
educate HCCS employees through e-mail, newsletters, executive summary
reports and reports to the Board.
The human resources component is
scheduled to go live in June, with Student and Finance systems to follow in late
October.
Self-service training will be available to employees in a lab setting, with
facilitators available for assistance and specialized training will be provided to
key staff. Ms. Flores indicated that PeopleSoft8 has a new look and feel, but is
easily learned. Dr. Leslie added that the Board had authorized a budget for
PeopleSoft8 implementation and the project was on track and within budget.
Mr. Oliver asked if the new version would correct problems associated with the
original PeopleSoft product. Ms. Flores replied that PeopleSoft8 already has the
connection for third party applications, allowing us to stay current with those
companies.
Mr. Austin discussed advantages of an enterprise system that would integrate
the functions of financial management, student administration and human
resources. Ms. Flores responded that IT planned to move in this direction. Mr.
Austin suggested the first step would be developing a requirements definition of
the whole system showing principal connections of the system and the linkages
therein. Ultimately, data would be entered once and accumulate over time
throughout the organization.
Ms. Flores noted that PeopleSoft8 included PeopleTools 8.4.4 making real time
integration between human resources and finance possible. The student version
has not yet been introduced. Ms. Porcarello discussed e-Cards, student e-mail
accounts and debit cards as part of IT’s commitment to utilizing state-of-the-art
technology.
Mr. Austin advocated studying operating systems already in use. Dr. Leslie
replied that software systems must be modified for the individual system. He
added that HCCS had made great progress in moving to a system, which
allowed more flexibility to work with third party vendors.
Houston Community College System
Committee of the Whole – May 20, 2004 – Page 6
FINANCE
CALL TO ORDER
Mr. Oliver called the meeting to order at 6:41 p.m. and declared the Board
convened to consider matters pertaining to the Houston Community College
System as listed on the duly posted meeting notice. Present were Trustees
Aiyer, Austin, Davila, Murphy, Oliver, Olmos Guzman, and Litt.
ADOPTION OF RESIDENTIAL HOMESTEAD EXEMPTION
Motion – Mr. Murphy made a motion to adopt a residential homestead exemption
of 10%, instead of 1%, for 2004. Mr. Litt seconded the motion.
Mr. Murphy stated the 10% exemption would cost approximately $2 million or
about 1% of the budget. Since HCCS’ tax revenue is expected to increase, he
felt it was important to offer citizens some tax relief.
Motion carried 7-0.
DISCUSSION OF BUDGET PRIORITIES FOR 2004-2005
The Chancellor reviewed budget priorities as ranked by the Trustees. Student
success was listed as the top priority and included implementation of the Student
Success model and establishing community based programs to increase
recruitment and retention. Dr. Leslie was asked to provide the Board with
numbers on the goals for enrollment growth.
Mr. Murphy suggested narrowing the focus to the three top-ranked priorities:
student success, expansion and performance budgeting. Ms. Olmos Guzman
suggested setting short-term goals for Priorities 1-3 and long-term goals for 4-10,
along with a timeline for accomplishment. Dr. Leslie acknowledged the
suggestions and thanked the Trustees for providing direction.
ACCEPTANCE OF GIFTS AND DONATIONS AND
APPROVAL OF INVESTMENT REPORT
Motion – Mr. Murphy moved to ratify acceptance of gifts and donations and to
approve the Investment Report for the month of April 2004. Ms. Olmos Guzman
seconded the motion. Motion carried 5-0. (Trustees Aiyer and Davila had
already left the meeting)
REMAINING ITEMS TABLED
The remaining agenda items were tabled for consideration at the Board Meeting
of May 27, 2004.
ADJOURNMENT
With no further business to come before the Board, Mr. Litt adjourned the
meeting at 7:08 p.m.
Houston Community College System
Committee of the Whole – May 20, 2004 – Page 7
Minutes Prepared by:
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Reviewed and Submitted by:
Yolanda Navarro Flores, Secretary
Board of Trustees
Minutes Approved as Submitted:
June 24, 2004
Posted by: Erica Carmen Delvalle