MEETING OF THE COMMITTEE OF THE WHOLE
OF THE BOARD OF TRUSTEES
HOUSTON COMMUNITY COLLEGE SYSTEM
April 21, 2005
Minutes
The Board of Trustees of the Houston Community College System met as a Committee
Of The Whole on Thursday, April 21, 2005, at the System Administration Building,
Seminar Room A, Second Floor, 3100 Main, Houston, Texas.
BOARD MEMBERS PRESENT
Michael P. Williams, D.Min., Chairman
Yolanda Navarro Flores, Vice Chairman
Diane Olmos Guzman, Secretary
Bruce A. Austin, Deputy Secretary
Jay K. Aiyer
Abel Davila
Herman Litt, Chair
James R. Murphy
Christopher W. Oliver
ADMINISTRATION
Bruce H. Leslie, Chancellor
Doretha Eason, Interim Deputy to the Chancellor
Irene Porcarello, Interim Vice Chancellor, Institutional Development
Jose Villarreal, Vice Chancellor, Economic Development
Gloria Walker, Vice Chancellor, Finance and Administration
Sue Cox, President, Southwest College
Margaret Ford, President, Northeast College
Fena Garza, President, Southeast College
William Harmon, President, Central College
Zachary Hodges, President, Northwest College
Rosie Barrera, Associate Vice Chancellor, Communications
Willie Williams, Interim Director, Human Resources
Miles LeBlanc, General Counsel
OTHERS PRESENT
Jarvis Hollingsworth, System Counsel, Bracewell & Giuliani
Mike Edwards, President, Faculty Association
Other administrators, citizens and representatives from the news media
CALL TO ORDER
Chairman Williams called the meeting to order at 2:19 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.
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Committee of the Whole – April 21, 2005 – Page 2
ACADEMIC/STUDENT SERVICES
Mr. Austin called the Academic/Student Services Committee to order at 2:26 p.m.
MOU WITH MONTERREY TEC
Mr. Villarreal discussed a recommendation to approve an MOU with the Instituto de
Estudios Superiores de Monterrey for exchange programs. However, since the
Trustees had not received a copy of the MOU, they decided to defer discussion until the
next Board Meeting. Mr. Davila suggested that administration look into establishing a
medical exchange program with Monterrey Tec.
(Ms. Navarro Flores arrived at 2:30 p.m.)
REPORT ON VISIT TO MONTERREY TEC
At the invitation of the Alliance of International Education, Ms. Olmos Guzman and
administrators took part in an education fair at Monterrey Tec. Approximately 3,000
perspective students visited the HCC booths. Southeast College is developing an
electronic database to follow up with these students. The group met with administrators
at Monterrey Tec and discussed program alliances and an exchange of faculty and
students. There is great interest in this program because of the growing international
economic and social corridor between Houston and Monterrey brought about by
NAFTA.
The partnership with Monterrey Tec would provide both educational and business
development for Houston and Monterrey. The Port Authority, Intercontinental Airport,
HEB, SBC Global and other business entities have expressed an interest since they
have offices in both cities. Six programs are planned including an international
business institute, online continuing education/distance course exchange and a fouryear international business degree. Ms. Olmos Guzman will make a presentation at the
Board Meeting on April 28.
2005 COMMON BOOK
Maria Straus presented copies of the 2005 Common Book, “Waiting for
Snow in Havana,” to the Trustees. She announced that the author, Carlos Eire, would
visit HCC in the fall.
(Mr. Oliver arrived at 2:35 p.m.)
ADULT EDUCATION GRANT FUNDED SUBCONTRACTS
Recommendation: Approve increases to subcontracts between HCC and designated
community partners to provide adult education services to clients through Federal,
Corrections and TANF Adult Education programs.
Motion: Mr. Murphy moved to place the recommendation on the Consent Agenda. The
motion, seconded by Ms. Navarro Flores, passed 6-0 with Trustees Aiyer, Austin,
Murphy, Oliver, Olmos Guzman and Navarro Flores voting in support. Dr. Williams and
Mr. Davila were out of the room.
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Committee of the Whole – April 21, 2005 – Page 3
Mr. Austin stated he was formulating a resolution for the Board’s consideration for
collaboration between HCC and HISD secondary schools in the northeast area.
ADJOURNMENT
The Academic/Student Affairs Committee was adjourned at 2:41 p.m.
BOARD OPERATIONS
Ms. Olmos Guzman called the Board Operations meeting to order at 2:42 p.m.
She announced that items B.3, B.5, B.6 and B .7 had been pulled for further committee
work. The Board will hold a workshop to review the Small Business Development policy.
REPORT ON COMMITTEE STRUCTURE
Ms. Olmos Guzman gave a report on proposed revisions to Article 6 of the Board
Bylaws regarding committee structure, which were discussed in the Board Operations
Committee.
Highlights of proposed revisions drafted by Jarvis Hollingsworth:
ß Committee chairs must approve agendas prior to committee meeting
ß Finance and Facilities designated as Committees of the Whole; Board
Operations and Academic/Student Services designed as appointed committees
ß Board chair may appoint special/ad hoc committees and designate the duration
of those committees, not to exceed one year
Recommended changes to the Bylaws (from committee discussion):
ß If the committee chair has not approved the agenda within seven days of the
committee meeting, the board chair may approve the agenda for that committee
meeting.
The proposed bylaws changes will be placed on the regular agenda for the upcoming
Board Meeting for further discussion. Administration was directed to provide a redlined
version of proposed revisions. Further questions regarding the committee structure
should be directed to Ms. Olmos Guzman.
ADJOURNMENT
The meeting of the Board Operations Committee was adjourned at 3:00 p.m.
COMMUNICATIONS
Ms. Navarro Flores called the Communications Committee to order at 3:01 p.m.
REPORT ON COMMUNICATIONS ISSUES
Ms. Navarro Flores presented recommendations developed by the Communications
Committee for Board and staff communications protocol.
Motion – Dr. Williams made a motion that the Communications Committee work with
administration to craft policies in response to the recommendations. Mr. Murphy
seconded the motion, which carried 8-0. Mr. Litt had not yet arrived.
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Committee of the Whole – April 21, 2005 – Page 4
The policies will be discussed at the next meeting of the Communications Committee.
Ms. Navarro Flores asked the other Trustees to forward any comments or suggestions
to her.
ADJOURNMENT
Ms. Navarro Flores adjourned the meeting of the Communications Committee at
3:02 p.m.
FINANCE
Mr. Murphy called the Finance Committee to order at 3:03 p.m.
FIRST QUARTERLY PERFORMANCE REPORT
Dr. Leslie presented the progress report on Performance Budget Measures for the
period September 1, 2004 through February 28, 2005. Ms. Walker responded to
questions from the Board.
Administration was asked to provide the following:
1. Report on growth of both dual credit and regular programs
2. Impact of targets on financial performance
3. Use CC benefits to show projected needs and numbers we produce for top jobs
4. Report showing performance of adult education partners
The Board also received the 2005-06 Budget Timeline and a report on preliminary
operating revenue projections for fiscal year 2005-2006.
(Mr. Litt arrived at 3:15 p.m.)
ACTIVE DIRECTORY DESIGN AND PROJECT MANAGEMENT SERVICES
Recommendation: Accept administration’s recommendation of Micro Systems and
authorize the Chancellor to negotiate a contract. In the event those negotiations are
unsuccessful, administration will negotiate with the next recommended firm, Catapult
Systems.
Irene Porcarello explained the project represented phase two of the HCC Information
Technology infrastructure and security upgrade.
Active Directory and
SMS are necessary components required to improve the manageability of IT resources
and enhance the security of the HCC network and computing environment. Seven
vendors submitted proposals and five were presented for the Board’s consideration.
Ms. Porcarello indicated that administration recommended Micro Systems based on
their extensive experience in the public sector and educational arena.
Motion – Dr. Williams moved to place the recommendation on the Consent Agenda.
The motion, seconded by Mr. Aiyer, passed 7-2 with Trustees Aiyer, Davila, Litt,
Murphy, Navarro Flores, Olmos Guzman, and Williams voting in support and Trustees
Austin and Oliver opposed.
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Committee of the Whole – April 21, 2005 – Page 5
PURCHASE OF FIREARMS TRAINING SYSTEM
Recommendation: Approve the purchase of a Firearms Training System (F.A.T.S.) for
the Basic Peace Officer Program.
Motion – Ms. Navarro Flores moved to place the recommendation on the Consent
Agenda. The motion, seconded by Ms. Olmos Guzman, carried 6-0 with Trustees
Aiyer, Austin, Davila, Litt, Navarro Flores, and Olmos Guzman voting in support.
Trustees Williams, Murphy and Oliver were not present for the vote.
BUDGET TIMETABLE AND REVENUE PROJECTIONS FOR 2005-2006
Mr. Murphy asked the Trustees to review the information for discussion at the next
meeting of the Committee of the Whole. The Chancellor was asked to provide
recommendations on measures and goals.
ADOPTION OF PROCUREMENT POLICIES
Recommendation: Adopt procurement policies as recommended by NIGP.
The report from NIGP included a recommendation to increase the Chancellor’s
signature authority from $25,000 to $50,000 to streamline the approval process. It was
determined that only about 1.6% of purchases made last year were within the $25 –
50,000 range
Motion - Mr. Aiyer moved to place the recommendation on the Consent Agenda. Mr.
Litt seconded the motion. Motion carried 6-0.
The Chancellor was asked to submit a recommendation to streamline the RFP process.
Motion to amend - Mr. Austin offered an amendment to the recommendation that the
Chancellor submit a monthly report to the Board on expenditures between $25 –
50,000. Mr. Aiyer seconded the motion to amend. Motion carried 6-0
Motion to amend – Ms. Olmos Guzman offered an amendment to limit the Chancellor’s
signature authority to academic and equipment purchases. Ms. Navarro Flores
seconded the motion to amend. Motion to amend carried 6-0.
The amendments to the recommendation were approved 6-0 with Trustees Austin,
Davila, Litt, Murphy, Navarro Flores and Olmos Guzman voting affirmatively. Trustees
Williams, Aiyer and Oliver were not present for the vote.
The amended recommendation will be moved to the consent agenda for April 28, 2005.
Mr. Hollingsworth will draft a policy for review by the Board.
MICROSOFT CAMPUS AGREEMENT
Recommendation: Award contract for the Microsoft Campus Agreement to the low
bidder, CDW Government, Inc.
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Committee of the Whole – April 21, 2005 – Page 6
Motion – Ms. Navarro Flores moved to place the recommendation on the Consent
Agenda. Mr. Austin seconded the motion. Motion carried 6.0 with Trustees Austin,
Davila, Litt, Murphy, Navarro Flores and Olmos Guzman voting affirmatively. Trustees
Williams, Aiyer and Oliver were not present for the vote.
INTERLOCAL AGREEMENT FOR RISK MANAGEMENT SERVICES
Recommendation: Approve Interlocal Agreement with TCPN/Region IV Education
Service Center for risk management services.
Ms. Walker explained that procuring risk management services through an interlocal
agreement instead of the RFP process would result in cost savings. The service is
performance based, so if they are not able to offer HCC a savings on insurance, they
are paid nothing.
Motion - Mr. Aiyer made a motion to place the recommendation on the Consent
Agenda. Ms. Navarro Flores seconded the motion. Motion carried 7-0, with Trustees
Aiyer, Austin, Davila, Murphy, Navarro Flores, Oliver, and Olmos Guzman voting
affirmatively. Trustees Williams and Litt were not present for the vote.
Mr. Austin recommended considering a wellness program as part of a risk management
plan. Ms. Walker acknowledged the request.
OWNER CONTROLLED INSURANCE PROGRAM
Discussion was postponed, pending administration’s analysis and recommendation on
an owner controlled insurance program for the 2004 CIP. If the program were
approved, an RFQ would be released. Administration will provide the Board with a
timeline for the recommendation and RFQ process.
ENROLLMENT OPTIMIZATION/FINANCIAL AID PROJECT
Recommendation: Authorize the Chancellor to approve and negotiate a contract with
Affiliated Computer Services (ACS) to provide Enrollment Optimization, Financial Aid
intake, and Student Support Services for the Central College pilot project at a cost not
to exceed $400,000.
Dr. Leslie and Irene Porcarello responded to questions from the Board regarding the
proposed contract. The objective is to improve student access to financial aid, thereby
increasing enrollment by approximately 10 – 25%. The provider has developed a
software tools set to provide direct customer services to individuals applying for financial
aid. They have the capability to contact students to make sure their forms are
submitted correctly and to provide a call center. HCC staff would be able to concentrate
on outreach and one-on-one contact. The firm would also ensure that changes in
federal guidelines were incorporated in their software tools. Funding would come from
the IT development budget.
The Chancellor stated that an RFI was done last year to give companies a chance to
respond. Staff conducted appropriate research to verify that the proposed firm is a sole
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Committee of the Whole – April 21, 2005 – Page 7
source provider. Mr. Hollingsworth advised that sole source procurement is defined in
Chapter 44 of the Education Code.
(Mr. Oliver left the meeting at 4:00 p.m.)
Administration was directed to include a statement indicating if a company is a sole
source provider on future agenda items and to provide the Trustees with a copy of the
state statutes on sole source procurement.
Motion – Dr. Williams moved to place the recommendation on the Consent Agenda.
Ms. Navarro Flores seconded the motion.
Motion carried 8-0, with Trustees Aiyer, Austin, Davila, Litt, Murphy, Navarro Flores,
Olmos Guzman, and Williams voting affirmatively. Mr. Oliver had already left the
meeting.
STAFFING FOR HCC-COLEMAN COLLEGE
Recommendation: Approve the creation of six new positions for HCC-Coleman College
of Health Sciences, including an Executive Secretary for the President, Budget
Specialist, Enrollment Services Associate, two Student Services Associates and a
Health Sciences Cluster Director.
Motion – Dr. Williams moved to place the recommendation on the Consent Agenda.
Ms. Olmos Guzman seconded the motion.
Dr. Leslie stated the positions were needed to protect the integrity of staffing at both
Coleman and Southeast College. The new president will be responsible for developing
a strategic plan for Coleman College.
Motion carried 8-0.
Mr. Austin suggested forming a sub-foundation to generate support for the new college
PAYMENT TO BRACEWELL & GIULIANI
Recommendation: Approve payment to Bracewell & Giuliani for professional services
rendered through March 31, 2005.
Motion – Dr. Williams moved to place the recommendation on the Consent Agenda. Mr.
Aiyer seconded the motion. Motion carried 8-0.
ADJOURNMENT
The Finance Committee was adjourned at 4:20 p.m.
ADJOURNMENT TO CLOSED OR EXECUTIVE SESSION
Chairman Williams adjourned the meeting to Executive Session at 4:21 p.m., notice
having previously been given and reiterated by him in accordance with Sections
551.071 of the Open Meetings Law. He stated that any final action, vote or decision on
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Committee of the Whole – April 21, 2005 – Page 8
any item discussed in Executive Session would be taken up in Open Session or in a
subsequent Public Meeting. He reconvened the meeting in Open Session at 5:46 p.m.
and entertained motions on pending matters.
Present were Trustees Williams, Aiyer, Litt, Murphy, and Olmos Guzman.
LEGAL/LEGISLATIVE
Mr. Aiyer called the Legal/Legislative Committee to order at 5:47 p.m.
LEGISLATIVE UPDATES
State Report
Remmele Young, Director of Government Relations, discussed the Texas Association
of Community Colleges (TACC) legislative agenda.
Formula Funding – TACC supports maintaining or enhancing the Senate funding level
for community college formula funding and has requested an additional formula
appropriation of $358 million. It does not support the House version, which includes
funding for the Public Safety Institute.
Group Health Insurance – TACC supports the House version, which provides $281
million for group health insurance without any proportionality provisions. It has
requested a joint interim committee to study the issue of proportionality.
Committee Substitute on HB 1006 relating to limits on ad valorem taxes, impedes the
Board’s ability to raise taxes.
Michael Harris, Locke Liddell & Sapp LLP, reported on bill status:
HB 776 (Howard) which would place Sugar Land and some portions of Missouri City in
Wharton Junior College’s service area is still pending in committee. It was up for a vote
out of committee, but was tagged by Rep. Giddings.
HB 1013 (Callegari) relating to annexation of the Kingwood area. The bill is stuck in
committee and the session is running out.
SB 1778 (Van de Putte) – Mr. Aiyer asked if this bill was similar to HB 113 (Wong)
relating to financial disclosure. Sen. Averitt has offered an amendment that would
require an officeholder to resign upon announcing his or her candidacy for another
office.
HB 1930-31-32 (Turner) relating to annexation matters is still pending in committee. He
does not anticipate problems with it coming out of committee for a vote. A companion
bill, SB 927-928-929, was filed by Senator Ellis.
HB 2956 (Hamric) relating to assessing a filing fee for candidates for trustee. There
would be an option of assessing a maximum fee of $200 or providing signatures of 200
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Committee of the Whole – April 21, 2005 – Page 9
individuals in order to appear on the ballot. The college has the option of assessing the
fee. Senator Lindsay is carrying the companion bill on the Senate side.
Federal Report
Al Flores, Al Flores & Associates, gave the federal report.
Appropriations - Mr. Boykins and Ms. Schneider visited House and Senate members
and staff regarding pending appropriations for the Public Safety Institute, Nursing
Proficiency Center, Minority MT program and small business economic development
issues. They delivered letters from the Chancellor regarding the reinforcement of funds
through the Adult Education Program. They are awaiting the results of appropriations.
ROTC Program – At the request of Trustee Austin, the federal legislative team was
asked to investigate funding for an ROTC program. Mr. Flores learned that all branches
of the military have their own processes to allocate funds for ROTC programs. There is
currently a waiting list of 253 colleges. However, the Air Force is currently implementing
programs for ROTC programs under the heading of Deputy Assistant Secretary for
Military Personnel Policy. In talking with that office, he was advised to work with the Air
Force or a four-year institution to implement a program. He contacted Diane Easterling
in the Public Affairs Division and requested information on appropriations that may be
relevant to starting an ROTC program.
ADJOURNMENT
The Legal/Legislative Committee was adjourned at 6:04 p.m.
RECONVENING OF LEGAL/LEGISLATIVE COMMITTEE
Mr. Aiyer reconvened the Legal/Legislative Committee at 6:05 p.m.
HONORARY DEGREES
Motion – Mr. Murphy made a motion to approve the awarding of honorary degrees to
the following, who if they choose to accept these, would have these degrees conferred
and presented at the May 7, 2005 graduation: The nominees shown in places 3, 4 and
5, plus the individual serving as commencement speaker. Mr. Litt seconded the motion.
Motion carried 5-0.
ADJOURNMENT
The Legal/Legislative Committee was adjourned at 6:06 p.m.
RECONVENING OF COMMITTEE OF THE WHOLE
Dr. Williams reconvened the meeting of the Committee of the Whole at 6:07 p.m.
ADJOURNMENT
With no further business, the meeting was adjourned at 6:08 p.m.
Minutes Prepared by:
Linda Gray, Board Services
Houston Community College System
Committee of the Whole – April 21, 2005 – Page 10
Reviewed and Submitted by:
Diane Olmos Guzman, Secretary
Board of Trustees
Minutes Approved as Submitted:
May 26, 2005