MEETING OF THE
ANNEXATION COMMITTEE
OF THE BOARD OF TRUSTEES
HOUSTON COMMUNITY COLLEGE SYSTEM
July 1, 2008
Minutes
The Annexation Committee of the Board of Trustees of the Houston Community College
System held a meeting on Tuesday, July 1, 2008, at the System Administration
Building, 3100 Main, 2nd Floor Seminar Room B, Houston, Texas.
COMMITTEE MEMBERS PRESENT
Neeta Sane, Committee Chair
Diane Olmos Guzman, Committee Member
Mills Worsham , Committee Member
Richard Schechter, Alternate Member
Christopher Oliver
Dr. Michael P. Williams
ADMINISTRATION
Mary S. Spangler, Chancellor
Art Tyler, Deputy Chancellor/COO
Renee Byas, General Counsel
Doretha Eason, Executive Assistant to the Chancellor
Bill Carter, Vice Chancellor, Information Technology
Charles Cook, Vice Chancellor for Instruction
Irene Porcarello, Vice Chancellor for Student Success
Winston Dahse, Interim President, Southwest College
Margaret Fisher, President, Northeast College
William Harmon, President, Central College
Fena Garza, President, Southeast College
Maya Durnovo for Zachary Hodges, President, Northwest College
Daniel Arguijo, Associate Vice Chancellor, Communications
Willie Williams, Associate Vice Chancellor, Human Resources
Remmele Young, Executive Director, Government Relations
OTHERS PRESENT
Maureen Singleton, Counsel, Bracewell & Giuliani
Catherine Campbell, Consultant, Yaffe|Deutser
Linda Koffle, President, Faculty Senate
Other administrators, citizens, and representatives of the news media
CALL TO ORDER
Mrs. Sane called the meeting to order at 3:23 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.

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EDUCATIONAL ENGAGEMENT ACTIVITIES
Mrs. Sane thanked Catherine Campbell with Yaffe|Duetser and HCC PAC for their efforts regarding the annexation. She expressed appreciation to the Chancellor for presenting the communications plan.
Motion – Mr. Worsham moved and Mrs. Sane seconded to approve.
(Dr. Williams stepped out at 3:26 p.m.)
Dr. Spangler presented the draft communications plan regarding the anticipated expenditures.
Mrs. Sane noted that she has done some research and apprised that there are approximately 30,000 households to be reached. She asked for an explanation on the plan for reaching these household and recommended to review each line item.
Dr. Spangler noted the estimated cost is $3 door to door in terms of the cost of delivering by students and Acorn who assisted in collecting some of the petition signatures. Dr. Spangler apprised that the Board approved the budget through August
2008 for $250,000 and asked for a plan for expenditure from September through
December.
Dr. Spangler noted that there would be a need for approximately 5,000 door hangers, which would need to be printed in three different languages.
Mrs. Sane stated that she disagrees because she provided information pricing door hangers at a cheaper price. Dr. Spangler noted that the cost includes the cost for not only printing the hangers but delivering them as well.
Mr. Oliver informed that this is a preliminary and draft.
Mrs. Sane asked who is the consultant and providing the guidance for the plan. Dr.
Spangler apprised that Yaffe|Duetser is the consultant who put the plan and the budget together. She apprised that this item is integrated with recruitment but since the PAC is not successfully raising advocacy and resources, the college has a responsibility in terms of the information piece.
(Dr. Williams returned at 3:28 p.m.)
Mr. Oliver apprised that there was some discrepancy regarding the budget.
Dr. Williams asked if the legal requirements as it relates to counsel has opined the outreach material. He apprised counsel that at the last meeting it was stating that there was a legal requirement as to how many doors had to be reach.

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Dr. Spangler clarified the Board’s action at the Special meeting on June 19, 2008.
Dr. Williams stated that his understanding from the last meeting that once there was a clear understanding of how many households had to be reached, then the budget would be determined based on these numbers. He asked if there is an understanding of the legal requirements.
Mrs. Sane expressed that there hard numbers are needed.
Mr. Oliver stated that the question is how many people that need to be reach.
Dr. Spangler informed that it is not just how many people because the material has to be provided in three different languages. She noted that an advocacy effort would not take place because there is no money.
Dr. Tyler mentioned that there are 65,000 registered voters that will need to be reached.
(Mr. Austin arrived at 3:30 p.m.)
Mrs. Sane noted that there are 65,000 registered voters; however, there are only 30,000 households. She apprised that it seems that there are too many pieces and stated that there needs to be more details.
Mr. Worsham noted that there are two different levels that need to be considered. The level required by law and the realistic level.
(Mrs. Flores and Mr. Schechter arrived at 3:39 p.m.)
Mr. Worsham noted that the best chance to succeed should be the target.
Dr. Williams asked if there are lessons to learn from other successful annexations.
Mr. Austin noted that none of the other annexations involved this issue.
Mrs. Sane asked what approaches have been identified and asked if the best effective way has been identified.
Mr. Oliver apprised that there is not a storied success rate in terms of annexation; however, he thinks that a significant reason for the wins is that there was advocacy involved. He asked what happen to the advocacy.
Dr. Spangler apprised that annexation is not like a bond measure and noted that there have been some efforts although they have not been successful. She noted that

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Attorney Locke has indicated that if the plan is not communicated; there is no hope of getting the annexation passed.
Mr. Oliver asked Mr. Locke how the outcome looks. Mr. Locke noted that the
Chancellor referenced using the funds the best way possible since you cannot use the funds for advocacy. He noted that the election is won or loss regarding the grassroots and noted that the results are in the air. He apprised that there were 5,000 people who signed a petition; however, there is an equal amount of individuals on the opposing side.
Mrs. Sane that out of 65,000 registered voters approximately 5,000 signed the petition.
(Mrs. Guzman arrived at 3:49 p.m.)
Mrs. Sane asked who is going to run the campaign strategy.
Dr. Williams noted that he is not comfortable with what he is hearing because educating the people will not necessary gets them to vote.
Mr. Locke informed that it would be a mistake of the Board to focus on advocacy because the Board cannot participate. Dr. Williams noted that advocacy is crucial in getting an annexation passed.
Dr. Spangler mentioned that letters went to all the vendors and the PAC made phone calls; however, there has not been any response.
Mr. Worsham mentioned that he agrees that success of the annexation is based on a good advocacy campaign. He noted that there will need to be assistance from the advocacy.
Dr. Williams stated that it is understood that it is not permissible to engage in the advocacy; however, the awareness that just educating is not enough. He apprised that
$650,000 is a lot of money and there must be some prudence.
Mr. Schechter stated that he would like to discuss from a global perspective. He noted that Alief is in HCC service area and we want to provide the best service. He stated that there is an effort to provide the students the best education possible and noted that the question is not if we want to provide the best possible service at the best cost, but the question is whether were are going about it the best way possible. He noted that
Alief is an unusual diverse community.
Mrs. Flores thanked Mr. Schechter for his comments and advised that the Board does not have a true feel for the Alief community. She noted that there must be an effort to reach the voters.

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Mr. Schechter mentioned there are two options:
(1) November 2008 Election
(2) Wait until there is a typical bond election (off cycle)
Mrs. Sane noted that the question is about the budget and asked the Board they opinion.
Mrs. Sane stated that the she needs additional information.
Mr. Oliver noted that he does not have a problem with the item and noted that he would like a progress report and hear from someone on the ground.
Mr. Austin mentioned that we are dealing with education and a lot of individuals don’t know that value of community college. He noted that when you begin to discuss the job outcome and visual images that want to create in approaches. He also mentioned that we want to show that we are accountable. He apprised that there was a discussion on the amount of funds wasted on attending proprietary schools. He noted that when you get into the situation where there is not an alternative one, then you get into the volunteer alternative. He stated that the budget needs to be proved and hold subsequent discussions with the consultant. He noted that there must be a support of the team to win.
Mrs. Flores noted that the issue is reviewing the budget to make certain we have funds to do what needs to be done. He noted that there needs to be run of the grassroots effort.
Dr. Williams noted that there will need to be people on the ground. He noted that there will be a fine job and he is in favor. He noted that Mr. Schechter’s analysis provided clarity.
Mr. Oliver stated that he is comfortable now that the Board Chair has informed that she has a gut feeling that we will win.
Mr. Worsham agreed with Mr. Schechter analogy as well and noted that with what is currently in place, he feels good about the results. He stated, however, he does not want to be sitting here in November saying we should have put more money into educating the community.
Dr. Spangler informed that there has been a lot of hard work and informed that we are now in the stage.
Mrs. Sane requested monthly progress reports. She also stated that she will poll the
Board to asked if they have any specific concerns.
Vote – The motion passed with a vote of 3-0.

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ADJOURNMENT
With no further business, the meeting adjourned at 2:16 p.m.
Recorded by:
Sharon R. Wright, Executive Administrative Assistant, Board Services
Transcribed and submitted by:
Sharon Wright, Executive Administrative Assistant, Board Services
Minutes Approved: