MEETING OF THE COMMITTEE OF THE WHOLE
OF THE BOARD OF TRUSTEES
HOUSTON COMMUNITY COLLEGE SYSTEM
May 15, 2008
Minutes
The Board of Trustees of the Houston Community College System met as a
Committee of the Whole on Thursday, May 15, 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
Mills Worsham, Deputy Secretary
Neeta Sane
Dr. Michael P. Williams
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
Winston Dahse, 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
Willie Williams, Associate Vice Chancellor, Human Resources
Dan Arguijo, Jr., Associate Vice Chancellor, Communications
Dan Seymour, Associate Vice Chancellor, CTCE
OTHERS PRESENT
Jarvis Hollingsworth, System Counsel, Bracewell & Giuliani
Linda Koffel, President, Faculty Senate
Other administrators, citizens, and representatives of the news media
CALL TO ORDER
Mrs. Yolanda Navarro Flores, Chair, called the meeting to order at 4:50 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 – May 15, 2008 – Page 2
FINANCE
EMERGENCY COMMUNICATIONS SYSTEM
Motion - Mr. Austin moved to approve and Mr. Worsham seconded the motion.
Dr. Spangler noted that time was spent developing the ability to communicate with
all employees on a very short timeline regarding emergency through email, voice
mail and text messaging, etc. and noted that this an opportunity to purchase a
contract to allow for emergency contact.
Dr. Williams asked what is being done in terms of emergency preparedness for
protection of the college assets. Dr. Spangler apprised that there is a redundant
backup system at the Alief site.
Dr. Williams asked if there is a master plan for emergency for the entire college in
terms of assets, evacuations, information, etc. and if so, is it available for review.
Dr. Tyler apprised that there is not a plan and noted that funds have been allocated
for the development of an emergency plan and equipment. He noted that an RFQ
would be solicited for the development of the plan; however, the funds had to be
identified to cover the cost for the plan development.
Dr. Williams asked that security issues be placed on the agenda for future
discussion. He requested the crime reports for the past couple years. He noted
that there needs to be a worst-case scenario preparation model and recommended
the development of a security plan.
Mr. Austin suggested that a location further north of Houston should be identified
as an off-site data depository on an interim bases. Mr. Carter apprised that the
University of Houston has collaborated with the University of Texas on a statewide
network system. He apprised that discussion has been initiated with the University
of Texas-Arlington in regards to possible rack space. Dr. Tyler noted that he has
asked Mr. Carter to review other institutions to the west or far north to collaborate
on some form of swap arrangement.
(Dr. Williams stepped out at 5:04 p.m.)
Mr. Austin recommended contacting the ACCT to get information on the security
presentation at the conference held in San Diego, CA.
Mrs. Sane asked if the possibility has been explored to develop the services or
software in-house. Mr. Carter noted that to develop the software in-house would
be more expensive. He noted that the company would host the software off-site;
Houston Community College System
Committee of the Whole – May 15, 2008 – Page 3
therefore, in the case of an emergency, the key systems would be outsourced and
off-site in duplicated locations.
(Dr. Williams returned at 5:07 p.m.)
Mrs. Sane asked if there are disaster recovery sites. Mr. Carter noted that there is
a disaster recovery site at Hayes Road.
Mrs. Sane noted that as discussed, the IT security must be updated and secured.
Mr. Carter noted that the IT security is continuous.
Dr. Williams noted that in dealing with the emergency preparation, the plan must
be comprehensive, contemporaneous, and worst-case scenario.
Vote – the motion passed with vote of 5-0.
EMPLOYEE ASSISTANCE PROGRAM SERVICES (PROJECT #08-15)
Motion – Mr. Worsham moved and Mrs. Sane seconded. The motion passed with
a vote of 5-0.
VENDING MACHINE SERVICES
Motion – Mr. Worsham moved and Dr. Williams seconded.
Dr. Spangler apprised that the item is for vending machine services at the
campuses and she noted that there is a correction in the last sentence under fiscal
impact, which should read revenue from vending sales would be distributed
between the student activity and honor programs.
Mr. Austin noted that there was a discussion of having various food services on the
campuses and asked for a status on the item. Dr. Spangler noted that there are
plans for some food services. Dr. Tyler apprised that a bid for food services has
recently gone out. Dr. Tyler noted that to have food such as Neo Café on the
campus is not feasible; however, Dr. Stoll has implemented an arrangement at
Coleman College where food is brought in daily.
(Mrs. Sane stepped out at 5:14 p.m./returned at 5:15 p.m.)
Mr. Austin apprised that previous review of the item to see who was willing to do
the preparatory foundation building to invest in the institution so that the college
would not have to incur the cost; however, it was determined that not many
vendors were ready to invest resources for the build out.
Dr. Williams noted that nutrient foods should be presented as an option and not as
a form of dictation; he recommended possibly reviewing the model that has been
implemented at Coleman for the other campuses.
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Committee of the Whole – May 15, 2008 – Page 4
Vote – The motion passed with a vote of 5-0.
INVESTMENT REPORT
Motion - Mr. Worsham moved and Dr. Williams seconded.
Mrs. Sane noted that she requested information on the amount of interest that was
paid and the amount of money borrowed for the month of March. Dr. Tyler
provided a copy of the information that was provided to Mrs. Sane.
Mrs. Sane apprised that she would suggest that the information is also included in
the investment report so that there is a review of how much interest is paid, earned
and the amount borrowed.
Mr. Austin requested that administration review in terms of what is in the best
interest of the college as to what should be displayed in the document. Dr.
Spangler apprised that the information could be provided as a part of the monthly
Board letter.
Vote – the motion passed with a vote of 5-0.
CONTRACTS FOR REBID (FISCAL YEAR 2008-2009)
The item was provided as information at the request of one of the Trustees.
Mr. Worsham asked if the Professional Services contracts are included. Mr. Austin
apprised that it has been asked of the Chancellor in the past to provide an annual
listing of the contracts (under $50,000) that were executed under the Chancellor’s
signature authority.
COST SAVINGS AND REVENUE GENERATING REPORT (PHASE I)
Dr. Spangler apprised that cost savings/revenue generating suggestions were
solicited in September 2007. She noted that thirteen of the 563 suggestions were
identified and assigned to senior officers. She informed that the end of Phase I
provided a one-time savings of $218,883 from September 1, 2008 to May 15, 2008
and on-going savings of $786,005 less $200,020 expense for the purchase of time
entry system for PeopleSoft, thereby providing a net on-going savings of $566,000
for the period. She apprised of the one-time revenue of approximately $1.2 million
and on-going revenue that includes $2 million in grants of $2,400,037. She noted
that the reporting material was provided to the Board and will be forwarded to the
College family.
Dr. Williams inquired on the criteria to determine if the suggestions were viable.
Dr. Spangler noted that there were some duplication and noted that there was a
process to aggregate the suggestions and the list was also reviewed by the
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Committee of the Whole – May 15, 2008 – Page 5
executive team to determine which of the suggestions would actually make a
difference.
Finance Committee adjourned at 5:29 p.m.
FACILITIES
Mrs. Flores called the meeting to order at 5:29 p.m.
CIP REPORT
Dr. Tyler provided report on the HCC Capital Improvement Program (CIP) and
related project status report. The following update was provided:
Project
Status
Completion Date
Central College
ƒ
ƒ
ƒ
95% complete
NA
98%
July 2008
On hold
May 2008
50% complete
45% complete
75% complete
95% complete
100% complete
December 2008
November 2008
September 2008
May 2008
August 2007
10% complete
Start of construction scheduled
for July 2009
Start of construction scheduled
for May 2009; schematic design
phase is progressing;
2% complete
July 2009
West Loop Build-out
Stafford Learning Hub/Classrooms
Missouri City Academic Center
65% complete
55% complete
65% complete
August 2008
October 2008
August 2008
Hayes Road – Phase I Build-out
100 complete
January 2008
Learning Hub/Science
San Jacinto Building
Central Utility Plant
Northeast College
ƒ
ƒ
ƒ
ƒ
ƒ
Learning Hub
Science & Technology
NE Central Utility Plant
Northeast Academic Center
Public Safety Institute
Southeast College
ƒ
Learning Hub
ƒ
Felix Morales Renovation
ƒ
Workforce Center
ƒ
Drennan Academic Center
June 2010
August 2010
December 2009
Southwest College
ƒ
ƒ
ƒ
ƒ
(Mrs. Sane stepped out at 5:31 p.m. / 5:35 p.m.)
ADJOURNMENT OF FACILITIES
The Facilities meeting adjourned at 5:37 p.m.
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Committee of the Whole – May 15, 2008 – Page 6
ANNOUNCEMENT
Dr. Spangler announced the Honors Student Dinner is scheduled for Friday, May
16, 2008 at 6:30 p.m. at the Hilton Americas Houston, 1600 Lamar, Houston,
Texas. She noted that Dr. Ben Carson who will be the commencement speaker
would also attend.
ADJOURNED TO CLOSED SESSION
Mrs. Flores adjourned the meeting to Executive Session at 5:38 p.m., notice
having previously been given and reiterated in accordance with Sections 551.071,
551.072, and/or 551.074 of the Open Meetings Law. Mrs. Flores 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.
Mrs. Flores reconvened the meeting in Open Session at 6:05 p.m. and entertained
motions on pending matters.
(Present: Trustees Austin, Flores, Sane, Williams, and Worsham)
ADJOURNMENT
With no further actions coming before the Board, the meeting adjourned at 6:05
p.m.
Minutes recorded, transcribed, & submitted by:
Sharon Wright, Executive Administrative Assistant, Board Services
Minutes Approved as Submitted: