MEETING OF THE COMMITTEE OF THE WHOLE
OF THE BOARD OF TRUSTEES
HOUSTON COMMUNITY COLLEGE SYSTEM
April 17, 2008
Minutes
The Board of Trustees of the Houston Community College System met as a
Committee of the Whole on Thursday, April 17, 2008, at the System Administration
Building, Second Floor Auditorium, 3100 Main, Houston, Texas.
BOARD MEMBERS PRESENT
Yolanda Navarro Flores, Chair
Bruce A. Austin, Vice Chair
Diane Olmos Guzman, Secretary
Neeta Sane
Richard M. Schechter
ADMINISTRATION
Mary Spangler, Chancellor
Art Tyler, Deputy Chancellor/COO
Doretha Eason, Executive Assistant to the Chancellor
William Carter, Vice Chancellor, Information Technology
Charles Cook, Vice Chancellor for Instruction
Irene Porcarello, Vice Chancellor, Student Success
Gloria Walker, Vice Chancellor, Finance & Administration
Fena Garza, President, Southeast College
Margaret Ford, President, Northeast College
William Harmon, President, Central College
Maya Donover for Zachary Hodges, President, Northwest College
Marsal Stoll, President, Coleman College
Willie Williams, Associate Vice Chancellor, Human Resources
Dan Arguijo, Jr., Associate Vice Chancellor, Communications
Dan Seymour, Associate Vice Chancellor, CTCE
Mike Kyme, Executive Director, Procurement
OTHERS PRESENT
Jarvis Hollingsworth, System Counsel, Bracewell & Giuliani
Linda Koffel, President, Faculty Senate
Randhir Sahni, Architect, Llewelyn-Davies Sahni
Catherine Campbell, Yaffe|Deutser
Other administrators, citizens, and representatives of the news media
CALL TO ORDER
Mrs. Yolanda Navarro Flores, Chair, called the meeting to order at 4:58 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 17, 2008 – Page 2
FACILITIES
Mrs. Guzman called the Facilities Committee to order at 4:58 p.m.
Dr. Williams asked if administration is behind the curve in terms of the report
preparation because the material is always provided separately, which does not allow
the Board adequate time to review.
Mrs. Flores noted that she agrees with the concern and noted that administration is
working to provide the information in a timely manner.
Mrs. Guzman apprised that there is a request for the master plans are provided to the
Board.
The Board discussed the issue of the master plans.
Mr. Schechter mentioned that his sense of the master plan was that they should not
be finalized until the buildings are in place as Mr. Austin noted.
Dr. Williams asked who requested to see the master plans. Mrs. Flores mentioned
that she wanted to see the master plans for Northline.
Mr. Schechter mentioned that the master plan should be finalized after the building is
completed because if not, we would be duplicating the cost.
Dr. Tyler noted that ideally a master plan would look at the institution’s growth, for
example, over a twenty-five year period to determine what would be needed. He
noted that Houston has completed economics and demographics studies, which could
be utilized in designing for the future. He noted an original assessment of needs was
done in 2000; however, changes over time have challenged the institution to institute
and develop the master plans.
Dr. Tyler informed that some of the plans and will be available for the meeting
scheduled for Friday, April 18, 2008 at 2:30 p.m.
Dr. Williams inquired of the purpose for the meeting. Mrs. Flores advised that she
requested the meeting to get a status report on the plans.
Mr. Austin noted that he has a problem with the way Houston has planned historically.
He noted that the City has not planned in favored for such communities as his. He
stated that there must be a discussion on educating the city of Houston putting
education in all communities.
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Committee of the Whole – April 17, 2008 – Page 3
Dr. Williams associated with Mr. Austin’s remarks. He revisited the issue on master
planning and noted that the firm contracted to do the master planning should be
engaged in the discussion.
Mrs. Sane noted that she received a copy of the master plan for the Missouri City
campus as part of the orientation process and noted that she was under the
impression that it was done for all the campuses. She associated with Mr. Schechter
in that the master plan should be done after it has been decided what would be done.
Dr. Tyler deferred Mr. Randi Sahni with Llewelyn-Davies Sahni.
Mr. Sahni apprised that in 2005 there were five buildings programmed with no master
planning. He noted that in 2006, the board approved the contract for his firm to review
the entire situation for all the campuses. He noted that a master plan could not be
documented without having all the information. Mr. Sahni apprised that the master
plans are in various stages and updated as information is documented. Mr. Sahni
informed that the Missouri City plans provided to Trustee Sane are the physical plans.
He noted that the plans could be completed in sixty days; however, they would have to
be completed again once the project is finished.
Mrs. Guzman expressed that there must be planning for future projects to include
portfolio management.
Mrs. Flores noted that the request was not to finish the plans but to review the status
of the plans.
Dr. Williams noted that it seems that the discussion on master plans has come out of
nowhere. Mrs. Flores noted that there is no hidden agenda other than to serve the
communities.
Mr. Schechter motioned that the Board recessed for five minutes. Mrs. Sane
seconded. The motion passed with a vote of 7-0.
The committee recessed at 5:30 p.m. The meeting reconvened at 5:48 p.m.
(Trustees Present: Austin, Flores, Guzman, Sane, Schechter, Williams, and
Worsham)
CIP REPORT
Dr. Tyler provided a report on the HCC Capital Improvement Program (CIP) projects.
Mr. Austin asked what other alternative energy producing processes have been
reviewed to reduce the energy cost. Dr. Tyler apprised that the energy audits report
should be submitted shortly and noted there is anticipation that some funds should be
recouped from previous bills.
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Committee of the Whole – April 17, 2008 – Page 4
Dr. Tyler apprised that the Public Safety Institute is complete with a cost savings of
approximately $1.3 million on the project; however, because there are limitations on
the funds, it must be determined if the money could be utilized for some of the other
projects.
Mrs. Flores asked for the status of a library at the Hayes Rd. campus and asked if it is
in the plans. Dr. Tyler apprised that the library could be done; however, the challenge
is identifying the funds.
Mr. Schechter asked if any of the projected completion dates have changed since the
previous presentation. Dr. Tyler noted that there have not been any changes in the
completion date at this time.
(Mr. Austin stepped out at 6:10 p.m.)
ADJOURNMENT OF FACILITIES
The Facilities meeting adjourned at 6:13 p.m.
FINANCE
Mrs. Flores convened the Finance Committee meeting at 6:14 p.m.
BUDGET PRESENTATION
Dr. Spangler apprised that a budget workshop would be held on Friday, April 18, 2008
from 10:00 a.m., 3100 Main, 2nd Floor in Seminar Room A.
Mr. Schechter apprised that he requested the Standard & Poor’s report information
from the Chancellor. He noted that the institution has a significant amount of debt;
therefore, he would like to request the following:
(1) Percentage of debt in comparison with other similarly situated two year
institutions
(2) Expendable financial resources
(3) Board consider establishing a percentage of debt services in respect of the
operating budget
(Mr. Austin returned at 6:14 p.m.)
NETWORK EQUIPMENT FOR CIP PROJECTS
Motion – Dr. Williams motioned. Mrs. Sane seconded. The motion passed with a vote
of 7-0.
PROPERTY TAX EXEMPTION FOR ROW HOUSE DEVELOPMENT
Motion – Dr. Williams moved and Mrs. Sane seconded.
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Committee of the Whole – April 17, 2008 – Page 5
Dr. Williams requested historical data and a narrative to include the number of times
the exemption has been done and if the other taxing entities have signed off on the
exemption.
Mr. Austin apprised that the number of CDCs in the area and districts should be
identified. Mr. Austin referenced that L.I.S.C will have a list of all the CDCs in the
district.
Mr. Schechter recommended that the item is postponed and placed on the next
committee meeting when the requested information can be provided.
Motion Withdrawn - Dr. Williams and Mrs. Sane withdrew their motions.
RENEW RESOLUTION PROVIDING FOR IMPOSITION OF AN ADDITIONAL
PENALTY ON DELINQUENT TAXES SECTION 33.07 AND 33.08 OF TEXAS
PROPERTY TAX CODE
Motion – Dr. Williams moved and Mr. Austin seconded. Motion passed with a vote of
7-0.
VIDEO PRODUCTION AND OPERATIONS CONTRACT EXTENTION
Motion – Mr. Schechter moved and Dr. Williams seconded to approve. The motion
passed with a vote of 7-0.
Dr. Spangler announced that KHOU Channel 11 is redesigning their newsroom set
and will be donating the entire current setup to HCC with the exception of the plasma
screens.
INVESTMENT REPORT FOR THE MONTH OF FEBRUARY 2008
Motion – Mr. Austin moved and Dr. Williams seconded.
Mr. Austin requested that administration advise if there is arbitrage penalty with
interest earned on the funds and a character of fund matrix with restrictions on each
fund.
Dr. Williams asked if the Standard and Poor’s information should have been provided
to the Board. He noted that the information is no different from the management letter
received from the auditors.
Dr. Spangler noted that the documentation was just recently signed and will be
provided in the future.
Vote - The motion passed with a vote of 7-0.
HCC MISSOURI CITY CAMPUS AND FORT BEND COUNTY LIBRARY
Dr. Tyler provided a historical report on the project and apprised that the library is on
scheduled to open in the Fall 2008. He noted that temporary solutions have been
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Committee of the Whole – April 17, 2008 – Page 6
identified. Dr. Tyler noted that Mr. Dahse and his team have developed an enrollment
plan.
Dr. Williams asked if the issue has been resolved on the project. Mr. Winston Dahse
noted that one of the rooms would be converted to an electronic resource area until
the library is completed.
TECHNOLOGY UPDATE
Bill Carter, Vice Chancellor for Information Technology provided a report on the
information technology status. He provided a Gantt chart for review relating to the IT
projects.
(Dr. Williams stepped out at 6:44 p.m.)
Mr. Schechter asked if a preparedness plan is needed for other vital institution
records. Mr. Carter noted that to have a fully redundant site, there are some areas
that need a plan; however, for short-term plans the institution is covered. He noted
that the main key to a good disaster recovery plan is to have a site to support the vital
functions.
Mrs. Sane asked if all the servers are purchased at one time. Mr. Carter apprised
that the newest option is virtualizing servers where multiple servers are converged to
one main server.
(Mrs. Flores stepped out at 7:00 p.m.; Mr. Austin assumed the Chair)
Mr. Schechter asked if the new classrooms will provide the capability for the students
to be in a classroom and the instructor is in another room. Dr. Stoll mentioned that
this would be under the Title III Grant, which is under development.
Mr. Schechter asked if there has been any thought of providing a consortium with
other colleges. Dr. Stoll informed that there has been some preliminary conversation
considering participation with HCC, Lone Star and San Jacinto.
(Mrs. Flores returned at 7:05 p.m.)
Finance Committee adjourned at 7:08 p.m.
REPORT FROM AUDIT COMMITTEE
Mr. Schechter advised that the Audit Committee is recommending the following:
ƒ
Structural change in the bylaws to include the Audit Committee as a
standing committee as opposed that an Ad Hoc with a staggered two-year
term
ƒ
External auditors every five years and will be prohibited from providing nonaudit services to the college during their tenure
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Committee of the Whole – April 17, 2008 – Page 7
ƒ
Creation on a Confidential Complaint System regarding accounting auditing
and internal control issues
ƒ
Requested a code of ethics that include the top administrators and a code of
ethics prohibiting any person to take any action to fraudulent influence,
coerce, manipulate, or mislead an auditor in the performance of any audit
Dr. Spangler announced that the annual report for 2007 is available and provided
copies to the Board.
ADJOURNMENT
With no further actions coming before the Board, the meeting adjourned at 7:17 p.m.
Minutes recorded, transcribed, & submitted by:
Sharon Wright, Executive Administrative Assistant, Board Services
Minutes Approved as Submitted: