MEETING OF THE
COMMUNICATIONS/COMMUNITY OUTREACH COMMITTEE
OF THE BOARD OF TRUSTEES
HOUSTON COMMUNITY COLLEGE SYSTEM
October 16, 2008
Minutes
The Communications/Community Outreach Committee of the Board of Trustees of the
Houston Community College System held a meeting on Thursday, October 16, 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
Neeta Sane
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
Margaret Ford-Fisher, President, Northeast College
Fena Garza, President, Southeast College
Maya Durnovo for Zachary Hodges, President, Northwest College
Daniel Arguijo, Associate Vice Chancellor, Communications
OTHERS PRESENT
Jarvis Hollingsworth, Counsel, Bracewell & Giuliani
Catherine Campbell, Consultant, Yaffe|Deutser
Mary Page, President, Faculty Senate
Other administrators, citizens, and representatives of the news media
CALL TO ORDER
Mrs. Guzman called the meeting to order at 1:41 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.
COMMUNICATIONS PROTOCOL
Dr. Eason advised that the Chancellor has charged her with the assignment of
developing processes and procedures that would provide a smooth transition between
the activities of the Chancellor’s office, the Board, Presidents, and the colleges. She
provided a draft matrix of items that have been discussed by administration and staff
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Communications & Community Outreach Committee – October 16, 2008 - Page 2
that would be included in the protocol procedure manual. She requested the Committee
review the draft matrix and provide feedback on any items that may need to be
addressed. She noted that committees would be formalized for developing processes
and procedures.
(Mr. Worsham stepped out at 1:42 p.m.)
Mrs. Guzman noted that there was a recent incident referencing the early voting
location although it was resolved, possibly could have stemmed from a lack of
communication provided to the Trustee.
(Mr. Worsham returned at 1:49 p.m.)
Mrs. Sane mentioned that there are often times when individuals from the community
tend to contact the Trustee representing that community to inquire on the status of an
issue; therefore, how can such communication be incorporated in the protocol process.
She noted that there must be collaboration so that there is not the opinion that the
college presidents are doing one thing and the Trustees are doing something different.
She noted that the community often does not see it as a Trustee issue or a college
president issue but an HCC issue.
Dr. Eason apprised that the purpose for developing the protocol manual is to address
theses practices and procedures.
Mrs. Sane recommended that a protocol to allow for meetings with the Presidents to
discuss community efforts be developed. Dr. Spangler mentioned that the item should
be included on the list. Mrs. Sane noted that she is viewing the issue from a community
leader perspective.
Mr. Hollingsworth mentioned that counsel would work with administration on the
protocols parameter.
BRIDGING REPORTING ABOUT ANNEXATION COMMUNICATIONS WITH THE
COMMUNICATIONS COMMITTEE
Mrs. Guzman apprised that this was a request by the Board Chairwoman so that the
Communications committee is informed of the material being provided by the PAC
committee as it relates to the community engagement activities.
Mrs. Guzman mentioned that there is a bridge and she is okay with the progress.
ELECTRONIC BOARD MEETING UPDATE
Mr. Bill Carter mentioned that administration is reviewing the possibility of utilizing Ebook as a method of providing the board agenda electronically.
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Communications & Community Outreach Committee – October 16, 2008 - Page 3
Mrs. Guzman asked if the software is more user friendly than the previously
recommended software. Mr. Carter apprised that an analysis of the most appropriate
software is still under review.
Mrs. Guzman mentioned that it is time to go paperless.
Dr. Eason apprised that Board Services is working with IT to identify the best software.
She also noted that a need exists to have a discussion with Dr. Tyler from a financial
standpoint and an assessment of hardware for the Board.
NEWSLETTER
Mrs. Guzman mentioned that there are some concerns with the design of the Board’s
newsletter that has been sent out.
Mrs. Sane asked if it was part of the protocol for such publication to come before the
Communications Committee.
Mrs. Guzman mentioned that it appears that there was not enough time and effort put
into the production of the newsletter. She also noted that a schedule was developed for
developing and distributing the newsletter.
Mr. Worsham mentioned that his concern was making certain his newsletter was sent
timely. He noted that the sooner the proof is submitted for approval by the Trustee, the
more time it would provide to get the information out to the community.
Mrs. Sane mentioned that three newsletters were scheduled to be sent to the Trustees’
districts; however, only two have been sent to community.
Mr. Arguijo informed that due to the timing for nine newsletters, the Communications
Committee agreed that each Trustee should notify the Communications Department
when they were ready to develop and send out their newsletter.
Mrs. Guzman apprised that the communications tool for the Board should be placed on
the protocol list.
Dr. Eason mentioned that one item that should be added to the list is how administration
should handle requests from the Board regarding publications and material. She noted
that guidance is needed in this area from the Trustees.
Mr. Worsham mentioned that the format of the newsletter works for him; however, there
must be an individual judgment from each Trustee as to what works best in their district.
Mrs. Sane recommended that the Communications Department consider sending
holiday cards for the Trustees as well as a makeup for the newsletter that did not go out
to the Trustees’ districts.
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Communications & Community Outreach Committee – October 16, 2008 - Page 4
ADJOURNMENT
With no further business, the meeting adjourned at 2:25 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: