MEETING OF THE
COMMUNICATIONS/COMMUNITY OUTREACH COMMITTEE
OF THE BOARD OF TRUSTEES
HOUSTON COMMUNITY COLLEGE SYSTEM
March 20, 2008
Minutes
The Communications/Community Outreach Committee of the Board of Trustees of the
Houston Community College System held a meeting on Thursday, March 20, 2008, at
the System Administration Building, 3100 Main, 2nd Floor Seminar Room A, Houston,
Texas.
COMMITTEE MEMBERS PRESENT
Diane Olmos Guzman, Committee Chair
Mills Worsham, Committee Member
Richard Schechter, Committee Member
Neeta Sane, Alternate Member
Bruce Austin
Yolanda Navarro Flores, Board Chair
ADMINISTRATION
Mary S. Spangler, Chancellor
Art Tyler, Deputy Chancellor/COO
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 Ford, President, Northeast College
Fena Garza, President, Southeast College
William Harmon, President, Central College
Marsal Stoll, President, Coleman College
Daniel Arguijo, Associate Vice Chancellor, Communications
Willie Williams, Associate Vice Chancellor, Human Resources
Mike Kyme, Executive Director, Procurement
OTHERS PRESENT
Jarvis Hollingsworth, Counsel, Bracewell & Giuliani
Gene Locke, Counsel, Andrews Kurth LLP
Catherine Campbell, Consultant, Yaffe|Deutser
Linda Koffle, President, Faculty Senate
Other administrators, citizens, and representatives of the news media
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Communications/Community Outreach Committee – March 20, 2008 - Page 2
CALL TO ORDER
Mrs. Guzman called the meeting to order at 1:40 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.
UPDATE ON COMMUNICATIONS TOOL FOR COMMUNITY OUTREACH
INITIATIVES, AND SUPPORT SERVICES
Recommendation – Provide an update on Community Outreach Initiatives and Support
Services
Mrs. Guzman apprised that the Committee is in the process of developing a project plan
for the community outreach initiatives. She noted that the purpose of the plan would be
to assist the Board to endeavor strong communications through an outreach program
that will strengthen HCC’s relevance, meeting the current and future needs of the
communities and students, as well as provide an opportunity for the Board to identify
conditions that offer students the ability to learn and ultimately achieve their goals. She
further noted that the success of the plan would incorporate the Board, Chancellor,
Project Manager, which is the Executive Assistant to the Chancellor/Board Services,
Associate Vice Chancellor of Communications, and a resource pool of communications
professionals.
Mrs. Guzman provided background information on the project and mentioned that the
project begin in 2006 with a proposal to hire a full-time board liaison; however, the item
did not pass Board approval. In 2007, under the leadership of Chairman Oliver, the
Community Outreach and Communications committees were implemented with the
expectations of developing strong communications in each of the Trustees districts.
Mrs. Guzman noted that the deliverables that were accomplished under these
committees in 2007 included the Trustee website updated, development of the field
marketing research notebook, the value analysis research of community values,
community events, and approval of a full/part-time writer.
Mrs. Guzman noted that other Trustee initiatives have been on-going with the
assistance of Board Services; however, to maintain the quality and stability of the
trustee outreach program, the project will require inter-system and inter-college
cooperation for deliverables in order to accomplish the turnkey activities for nine
Trustees. She noted that the recommendation from the Committee is to develop a
resource pool of professionals with experience in working with diverse communities.
She noted that in 2008, HCC developed and implemented a strategic plan linked to
relevance, opportunity, and essential initiatives to assure that the organization achieves
its vision and the Committee will proceed to engage each Trustee with initiatives aligned
with the strategic plan.
Mrs. Guzman apprised that the project approach would be to align the strategic plan
with the three initiatives (campus activities, town hall meetings, and community
councils) with the assistance of the system and college communications staff to be
utilized effectively with the resources pool working on Trustees initiatives.
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Communications/Community Outreach Committee – March 20, 2008 - Page 3
Mrs. Guzman mentioned that this is the report proposed by the Committee and asked
Dr. Spangler to elaborate on the organizational flowchart that was forwarded as it
relates to the structure of the outreach initiatives. Mrs. Guzman mentioned that there is
no connectivity between the various resources as outlined in the flowchart.
Dr. Spangler inquired as to who would be the project manager. Mrs. Guzman informed
that the project manager would be the person in charge of Board services, which is
Doretha Eason.
Dr. Spangler informed that the ability to manage the accountability with the vendors at
the same level would not be possible because of the number of vendors and limited
resources. She noted that a number of the activities are currently completed by staff;
however, she did not want to give the impression that the activities could be delivered
with no problem. Dr. Spangler noted that the Communications department would be in
a better position to provide the oversight.
Mrs. Guzman expressed that there are a number of concerns regarding the quality of
the work and the preciseness of the Board’s desires. She noted that the lack of quality
work was the reason that prompted the need for a pool of resources for the Board. Mrs.
Guzman mentioned that the Committee recommended at the last meeting to revise the
Trustees’ newsletters so that the Trustees are on the front; however, that request has
not occurred.
Dr. Spangler noted that new templates for several communications items have been
designed in response to those concerns; however, working with different vendors may
not bring the same coordination.
Mrs. Guzman apprised that the effort is a pilot program and informed that Dr. Eason
was to oversee the work of the resource pool. Dr. Spangler informed that the previous
discussion was in respect to bringing on a part-time person. Dr. Spangler apprised that
the nature of the support needed would determine the best way to manage.
Mrs. Guzman noted that the HISD received a national award and recognition for their
community outreach efforts and noted that she would like to see similar efforts for HCC.
(Mr. Schechter arrived at 2:00 p.m.)
Mr. Worsham suggested that the items recommended at the last committee meeting
should be reviewed. He also noted that the communications and community outreach
are essential areas and stated that there must be a review of what the Trustees want to
relay to their communities. He further noted that from the Communications standpoint,
it is directed to the college, and noted that there must be a realistic assessment of what
can be handled in-house and what needs to be outsourced.
(Mrs. Flores arrived at 2:10 p.m.)
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Communications/Community Outreach Committee – March 20, 2008 - Page 4
Mrs. Sane noted that there was a discussion at the last committee meeting of things
that should be completed; however, it seems to be that we are remaining in the same
position and nothing is moving forward.
Mr. Schechter asked why is the Board designing the administration structure. He noted
that the Board is responsible for setting the policy and it is up to the administration to
determine how the final product is produced.
Mr. Austin informed that the item needs to be discussed by the entire Board to
determine the fiscal impact.
Mr. Worsham restated that there should be a comprehensive review of the deliverables
that the Board wants to accomplish. He stated that if the college has the staff internally
to accomplish these items, then we should utilize the staff to do so and consideration
should be given to that area that staff is unable to accomplish internally. Mr. Worsham
stated that administration should provide the assessment report as soon as possible.
Dr. Spangler asked that the Committee prioritize the deliverables so that administration
can be work towards providing those deliverables.
Mr. Schechter noted that he would prefer establishing the community councils, but
noted that he would rather see the funds redirected to more pertinent areas such as a
focus in Alief, which is in Trustee Sane’s district.
Mrs. Flores asked Dr. Eason to give insight on the issue. Dr. Eason noted that it is the
desire of Board Services to follow the directives of the Chancellor and the Board. She
noted that when a Trustee contacts Board Services advising of a specific event in their
district, Board Services takes the initiative to accomplish the request. Dr. Eason noted
that the request is completed as a team effort utilizing various portions of internal staff
and tasks that are unable to be accomplished within are contracted to an outside
source.
Mrs. Guzman apprised that she would meet with the staff liaison assigned to the
Committee.
Mrs. Guzman recessed at meeting at 2:31 p.m.
Mrs. Guzman reconvened the meeting 4:52 p.m.
COMMUNITY COUNCIL
Mrs. Guzman informed that the item needs Board approval in order to establish the
concept.
Motion – Mr. Worsham moved to establish community councils in each Trustee district.
Mr. Schechter seconded the motion. The motion passed with a vote 3-0.
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Communications/Community Outreach Committee – March 20, 2008 - Page 5
ADJOURNMENT
With no further business, the meeting adjourned at 4:54 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: