MEETING OF THE COMMITTEE OF THE WHOLE
OF THE BOARD OF TRUSTEES
HOUSTON COMMUNITY COLLEGE SYSTEM
January 19, 2006
Minutes
The Board of Trustees of the Houston Community College System met as a Committee of the
Whole on Thursday, January 19, 2006, at the System Administration Building, Seminar Room A,
Second Floor, 3100 Main, Houston, Texas.
BOARD MEMBERS PRESENT
Yolanda Navarro Flores, Vice Chairman
Diane Olmos Guzman, Secretary
Bruce A. Austin, Deputy Secretary
Jay K. Aiyer
James R. Murphy
Christopher W. Oliver
Richard Schechter
BOARD MEMBERS ABSENT
Michael P. Williams. Chairman
Abel Davila
ADMINISTRATION
Bruce H. Leslie, Chancellor
Doretha Eason, Deputy to the Chancellor
Charles Cook, Vice Chancellor, Educational Development
Jose Villarreal, Vice Chancellor, Economic Development
Gloria Walker, Vice Chancellor, Finance & 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
Marsal Stoll, President, Coleman College of Health Sciences
Willie Williams, Associate Vice Chancellor, Human Resources
Carole Keeney Harrington, Interim Associate Vice Chancellor, Communications
Miles LeBlanc, General Counsel
OTHERS PRESENT
Jarvis Hollingsworth, System Counsel, Bracewell & Giuliani
Dwight Boykins, Federal Government Relations Consultant, Boykins & Schneider
David Wilcox, President, Faculty Senate
Other administrators, citizens and representatives from the news media
CALL TO ORDER
Vice Chairman Navarro Flores called the meeting to order at 2:37 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 – January 19, 2006 – Page 2
ADJOURNMENT TO CLOSED OR EXECUTIVE SESSION
Mrs. Navarro Flores adjourned the meeting to Executive Session at 2:39 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 3:33 p.m. and entertained motions on pending
matters. Present were Trustees Flores, Aiyer, Austin, Murphy, Oliver, Olmos Guzman and
Schechter.
FACILITIES
CALL TO ORDER
Mrs. Navarro Flores called the Facilities Committee to order at 3:34 p.m.
STATUS REPORT OF 2004 CIP AND OTHER PROJECTS
Recommendation – Discuss and approve completion of the 2004 CIP and other associated
projects based upon the Board’s approval of potential financing and project priorities.
Dr. Leslie explained that the Board requested a GAP analysis of CIP projects with costs and
revenue, a list of additional projects discussed by the Board and other projects presented by
administration. A thorough analysis indicated that the 2004 CIP would require $253.8 million to
complete, excluding additional costs for the San Jacinto Building and Pinemont Center. This
amount is $83 million more than the amount funded ($170.8 million). The shortfall is primarily
due to increased costs for labor and material, site infrastructure improvements, HUB/Small
Business services and inspection services.
Dr. Leslie recommended issuing maintenance tax notes or increasing the Maintenance and
Operation Tax by $.0076 per $100 valuation, beginning in 2006. He and Ms. Walker addressed
questions and comments from the Trustees.
Motion - Mr. Aiyer moved that administration perform a rating analysis of the capital
improvement program projects by the January 26 Board Meeting, based on factors including
community building, enrollment improvement, strategic planning, overcrowding, underserved
communities, and projections on additional revenue based on increased student enrollment if
buildings are constructed; with the understanding that all of the buildings can have a different
construction model. Mr. Oliver seconded the motion, which carried 7-0.
ADJOURNMENT
Mrs. Navarro Flores adjourned the Facilities Committee at 4:46 p.m.
FINANCE
CALL TO ORDER
Mr. Murphy called the Finance Committee to order at 4:47 p.m.
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Committee of the Whole – January 19, 2006 – Page 3
FINANCE ITEMS MOVED TO CONSENT AGENDA
Motion – Mr. Austin made a motion to recommend approval of the following items to the full
Board. Mr. Aiyer seconded the motion. Motion carried 7-0.
1. Street names for the Northeast College Campus
2. Contract with Ad-Astra Information Systems to develop and install a System-wide
academic and scheduling software application
3. Investment report for the month of November 2005
CONTRACT FOR ADDITIONAL SERVICES FOR PINEMONT RELOCATION STUDY
Recommendation – Authorize the Chancellor to negotiate and approve the contract for additional
services with the Guess Group, Inc. and Llewelyn-Davies Sahni, a joint venture, to provide the
Pinemont Relocation Study, at a cost not to exceed $122,000.
Motion – Mr. Aiyer made a motion to recommend approval to the full Board. Mr. Austin
seconded the motion.
Ms. Olmos Guzman felt it was premature to consider this contract before receiving the CIP
matrix and asked that the item be tabled. Mrs. Walker replied that the Board directed staff to
engage consultants to seek an alternative site for activities presently at the Pinemont Campus and
to conduct a relocation study. Mr. Aiyer thought an RFQ process should be used in selecting a
firm.
Motion to approve was withdrawn. Board recommended that the items be sent out for RFQ.
Trustees Aiyer and Austin voted in favor. Trustees Flores, Guzman, Schechter, Murphy, and
Oliver opposed.
REVISION TO FINANCIAL STABILITY POLICY
Recommendation – Approve the revised Financial Stability Policy, effective FY 2005-2006. The
System shall maintain an unexpended plant fund balance of one percent (1%) of total capital
assets, which is included in the 8-10% of general fund revenues as of August 31 of each year, for
the capital reserve/improvement program (sinking fund). The fund balance will be used for
capital improvement projects at the directive of the Board.
Motion – Mr. Aiyer made a motion to recommend approval to the full Board. Ms. Olmos
Guzman seconded the motion.
In response to the Board’s request for a sinking fund, administration proposed setting 1% aside
to the used at the Board’s discretion. The motion carried 7-0.
ACADEMIC AND SCHEDULING SOFTWARE APPLICATION CONTRACT
Mrs. Navarro Flores had questions about the small business participation rankings among the
finalists. Ms. Olmos Guzman asked administration to list participants as part of the rating.
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Committee of the Whole – January 19, 2006 – Page 4
CONTRACT FOR MAILING SERVICES
Recommendation – Authorize the Chancellor to negotiate and execute a contract with Mail
Processing Center, Inc. to provide mailing services on an “as needed” basis, for an amount not to
exceed $100,000.
Motion – Mr. Aiyer made a motion to recommend approval to the full Board. Mr. Oliver
seconded the motion
Ms. Walker explained this contract would consolidate mailing services including creation,
management and development of a database for the HCC service area under one vendor. There
was further discussion on whether a bid process should have been used, instead of an RFP. Mr.
Hollingsworth advised that administration is not required to accept the lower price and can
consider the service aspect.
Motions to approve were withdrawn.
Administration was instructed to seek proposals for the database as a single item and publish a
bid for mailing services.
PROPOSAL TO MODIFY CONTRACT WITH GARTNER, INC.
Recommendation – Approve the modification of the current one-year contract with Gartner, Inc.
to a two-year contract agreement beginning September 1, 2005 and ending August 31, 2007, at
an annual cost of $27,000.
Motion – Mr. Austin made a motion to recommend approval to the full Board. Mr. Oliver
seconded the motion.
Modifying the current one-year contract will result in a total savings of $5,400 for the two-year
period. HCC will have continued access to Gartner research and analysts as objective resources
on emerging trends in technology, best practices, strategic planning, security, wireless trends,
distance learning and other areas affecting higher education.
Motion carried 7-0.
REPORT ON BOARD LEADERSHIP TRAINING
In a recent Retreat, the Trustees discussed a Board-sponsored leadership development program
for HCC employees. The Chancellor proposed a budget of $50,000 for the program that would
include the cost of trainers, materials, meals, lodging and travel. He recommended that funds be
taken from the Operating Budget and from under spent budgets throughout the year. The
Chancellor felt this program would be well received since it had the support and backing of the
Board. Dr. Leslie was directed to develop a model for the program, for consideration in the
budgeting process, for implementation in the fall.
(Trustee Aiyer left the meeting at 5:37 p.m.)
ADJOURNMENT
Mr. Murphy adjourned the Finance Committee at 5:40 p.m.
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Committee of the Whole – January 19, 2006 – Page 5
REPORTS FROM APPOINTED COMMITTEES
ACADEMIC/STUDENT SUCCESS
Mr. Austin gave a report from the Academic/Student Success Committee.
MOU WITH HCC AND PEARLAND EDC
The Committee considered an MOU with HCC and the Pearland Economic Development
Corporation (EDC), committing the parties to engage in conversation about potential partnership
opportunities for workforce training in biotechnology and/or nanotechnology. The Committee
recommended approval by the full Board.
MOU WITH AAMA/GEORGE I. SANCHEZ CHARTER SCHOOL
The Committee considered an MOU between HCC and the Association for the Advancement of
Mexican-Americans and its George I. Sanchez High School for a partnership operation of an
Early College High School. At that meeting, Mr. Hollingsworth advised adding a proviso that
the agreement would be effective subject to the charter school receiving the required TEA
approval. Mr. Austin recommended adding an attesting signature from TEA.
Recommendation: The Committee recommended approval to the full Board, subject to the
provisos.
Mr. Hollingsworth advised that TEA was not willing to add an attesting signature to the MOU.
Therefore, a clause was added conditions to be met by AAMA and the High School before the
agreement would be binding.
ENROLLMENT REPORT
Irene Porcarello presented a report on enrollment trends. Critical issues include customer
service, financial aid, recruitment and retention. Enrollment grew consistently through 2004,
when certain factors caused it to drop off. Academic programs continued to grow by 16.8%,
with steady increases in the sciences and decreases in developmental contact hours.
Under the Texas Science, Technology, Engineering and Math Program (STEM), Governor Perry
announced $77 million was earmarked for 35 math/science academies in high schools around the
state to emphasize science, engineering and math. The U. S. Department of Labor estimates that
100,000 engineers will be needed every year for the next ten years. Last year, the United States
produced only 30,000, half of which were foreign students and only 5% were Hispanic and
African American. If current trends continue, the United States is in danger of becoming a third
world economy.
Although academic enrollment has increased, workforce has remained relatively flat. Dr. Cook
stated that alternative strategies must be developed to reverse the downward trend. He pointed
out that recruitment in adult and continuing education poses a challenge, exacerbated by the fact
that the state poorly funds adult education.
The presidents are attempting to identify problems and barriers in order to revamp the enrollment
process. Mr. Austin suggested that a student portal would address many questions that students
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Committee of the Whole – January 19, 2006 – Page 6
have and facilitate the process. Dr. Leslie pointed out that Houston has one of the lowest
percentages of students going on to college and the College Connections Program is geared
toward reaching those students. The national participation rate for urban community colleges is
4.7% and HCC stands at 3%. Dr. Cook stated that Southeast College has begun an intensive
outreach effort to Hispanics and African Americans to increase participation rates.
Ms. Porcarello stated the financial aid process must be made easier and more accessible to
students. HCC is working with the Hispanic Forum, Ripley House and other colleges and
universities to address this issue. It is also important to assist students in re-applying for financial
aid. Personal attention is a key element in marketing to students. Dr. Cook discussed targeted
marketing of HCC’s exemplary programs.
(Trustee Oliver left the meeting at 6:27 p.m.)
Administration was instructed to provide a marketing plan to the Trustees within two weeks. Mr.
Austin recommended further analysis of the enrollment process.
HCC CLUSTER PROGRAM
Mr. Austin asked the Board to consider working with the Office of Vocational and Technical
Education Program with the U. S. Department of Education College and Career Transition
Initiative that targets various industry clusters. He provided information on the multi-institutional
learning center and the HCC cluster model, for review by the other Trustees. He also
recommended developing a relationship with the Texas Engineering Extension Service and the
Texas Manufacturing Extension Corporation and include this initiative in the HCC legislative
agenda. Mr. Austin asked that the Resolutions be placed on the agenda for the Regular Meeting.
LEGAL/LEGISLATIVE
Remmele Young, Director of Government Relations, gave the legislative reports.
Federal Report
Appropriations Requests – The federal legislative team is preparing to present appropriation
requests to the 110th Congress, which convenes in February. Mr. Young invited the Trustees to
accompany the team to Washington to participate in the process.
ROTC – Prairie View, Rice and the University of Houston are interested in offering ROTC
programs to HCC students. The University of Houston wants to offer its Air Force ROTC
program to HCC students under a cross-town agreement. Representatives from the University of
Houston will attend the next Legal/Legislative Committee meeting.
State Report
An interim special session would likely be called in late March or early April on public school
finance. Governor Perry appointed a bipartisan group to look into modernizing the state tax
system. The Texas Supreme Court set a June 1 deadline on tax reform and school finance issues.
The HCC state governmental relations team is monitoring events closely. Dr. Leslie sought
Trustee input in developing the HCC legislative agenda for the next session. He added the issue
of proportionality concerning benefits would likely come up again.
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BOARD GOVERNANCE & OPERATIONS
Board Retreat - Ms. Olmos Guzman reported that the Committee proposed March 3-4 for the
next Board Retreat. She, along with the Chancellor and Board Operations staff, will develop the
agenda.
Revision of Board Bylaws – The Committee considered the revision of Article 8 and
recommended approval with the following amendment: That on at least an annual basis the
officers of the Board will conduct an assessment of the Strategic Plan and the Chancellor. A
written report of the assessment will be provided to the Board and will be utilized in the
Chancellor’s annual evaluation.
Meeting Dates for Appointed Committees – The Committee recommended that Appointed
Committees meet on the third Thursday of each month, along with the Committee of the Whole.
Small Business Development Workshop – The Committee recommended that the workshop be
added to the agenda for the Regular Board Meeting. A recommendation will be made regarding
the duties and responsibilities of the Small Business Program. Mr. Austin asked that Counsel
review the American Bar Association’s Model Procurement Code of 2004, in order to evaluate
recommended strategies for small business programs in local governments. He also
recommended bifurcation of procurement and entrepreneurial education to prevent a restricted
procurement process.
Review of Bylaws and Policies – The Committee reviewed the revised Board Bylaws and
Governance Policies, but took no action. The other Board Members were asked to review the
documents for further consideration at a future meeting.
HCC Drug Policy – The Committee recommended ceasing pre-employment drug testing until it
could be determined whether the policy complied with the law. Mr. Hollingsworth advised that
the motion was not intended to make the policy retroactive or exempt critical areas where safety
is an issue. The drug policy will be considered again at an upcoming meeting. Mr.
Hollingsworth will provide a list of non-critical areas and positions to the Board. Mr. Schechter
will seek an opinion on the issue, possibly from the Attorney General.
ADJOURNMENT
There being no further business to come before the Committee, Mrs. Navarro Flores declared the
meeting adjourned at 6:55 p.m.
Minutes Recorded & Submitted by:
Sharon Wright, Executive Administrative Assistant, Board Services
Minutes Transcribed by:
Linda Gray, Records Officer, Board Services
Minutes Approved as Submitted:
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