MEETING OF THE BOARD OPERATIONS COMMITTEE
OF THE BOARD OF TRUSTEES
HOUSTON COMMUNITY COLLEGE SYSTEM
August 12, 2004
Minutes
The Board of Trustees of the Houston Community College System held a Meeting of the
Board Operations Committee on Thursday, August 12, 2004, at the System
Administration Building, Chancellor’s Conference Room, 12th Floor, 3100 Main,
Houston, Texas.
BOARD MEMBERS PRESENT
Diane Olmos Guzman, Chair
Yolanda Navarro Flores
Jay K. Aiyer
ADMINISTRATION
Bruce H. Leslie, Chancellor
Jose Villarreal, Vice Chancellor, Economic Development
Rosie Barrera, Associate Vice Chancellor, Communications
Fena Garza, Associate Vice Chancellor, Educational Development
Charles Hebert, Associate Vice Chancellor, Workforce Development
Miles LeBlanc, General Counsel
Carole Keeney, Public Information Officer
OTHERS PRESENT
Jarvis Hollingsworth, System Counsel, Bracewell & Patterson
Julie Gilbert, Communications Consultant, Locke Liddell & Sapp LLP
Linda Morales, Morales & Associates
Other administrators, citizens and representatives of the news media
CALL TO ORDER
Ms. Olmos Guzman called the meeting to order at 2:45 p.m. and declared the
Committee convened to consider matters pertaining to the Houston Community College
System as listed on the duly posted Meeting Notice.
Without a quorum present, the meeting continued for discussion purposes only.
DISCUSSION OF REVISIONS TO BOARD BYLAWS
The Committee continued its discussion of the Board committee structure and
appropriate revisions to the bylaws. Research conducted by Mr. LeBlanc indicated that
some community college boards appoint standing committees while others meet only as
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Board Operations Committee – August 12, 2004 – Page 2
a Committee of the Whole. Dr. Leslie explained that many community colleges have
adopted the Carver policy governance model, which advises against using standing
committees.
Ms. Olmos Guzman reported that she recently visited Metro along with HCCS staff to
review their committee structure. She found that the Metro Board has five standing
committees that meet monthly immediately prior to the Board Meeting. The committees
are used for briefings, discussion and interaction with staff. The vice presidents serve
as liaisons to the committees.
Ms. Navarro Flores asked for clarification of the Board Chairman’s duties and
responsibilities.
Consensus: A recommendation for approval, in concept, of the Committee of the Whole
structure, with certain committees appointed to meet periodically on issues requiring
development, will be presented to the full Board at the meeting of the Committee of the
Whole on August 18. Ms. Olmos Guzman will also give a committee report.
Executive Committees
Mr. Hollingsworth researched best practices regarding the use of executive committees
and advised that most boards have done away with them. Dr. Leslie explained that
HCCS has used the executive committee on a limited basis in the past; however, the
Board has not shown an interest in adopting an executive committee.
Frequency of Meetings
Dr. Leslie recommended reducing the number of Board Meetings from 11 to 9 per year
in order to give staff more time to respond to issues. He suggested eliminating a
meeting in the spring and summer. Ms. Navarro Flores wanted to know the process for
changing Board Meeting dates. The Chancellor responded that such requests from the
Chair were generally handled on an informal basis. Ms. Olmos Guzman favored
adhering to standardized meeting dates.
COMMUNICATIONS POLICY
Ms. Barrera distributed a draft of a communications policy and procedures on media
relations developed with Julie Gilbert, communications consultant. Current procedures
define reporting channels between the System and the colleges; however, Ms. Barrera
acknowledged the present system has not been entirely effective.
Julie Gilbert gave comments about Communications procedures in response to a
crisis and spoke in general about System-wide compliance with communications policy
and procedures. She also recommended some best practices in handling the media.
(Mr. Aiyer arrived at 4:45 p.m.)
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Board Operations Committee – August 12, 2004 – Page 3
The Committee discussed the policy in view of First Amendment rights. The Committee
asked legal counsel to conduct further research on First Amendment rights to ensure
that the HCCS communication policy is in compliance.
ADJOURNMENT TO CLOSED OR EXECUTIVE SESSION
Ms. Olmos Guzman adjourned the meeting to Executive Session at 5:10 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 5:35 p.m.
and entertained motions on pending matters.
(Ms. Navarro Flores left at 5:34 p.m.)
Present were Trustees Olmos Guzman and Aiyer.
BOARD RETREAT
Ms. Olmos Guzman presented a list of possible retreat locations. Further discussion
was tabled for a future meeting.
ADJOURNMENT
With no further business, the meeting was adjourned at 5:55 p.m.
Reviewed and Submitted by:
Yolanda Navarro Flores, Secretary
Board of Trustees
Minutes Approved as Submitted:
August 26, 2004
Reliable Transcription Services
August 15, 2004