MEETING OF THE
BOARD GOVERNANCE COMMITTEE
OF THE BOARD OF TRUSTEES
HOUSTON COMMUNITY COLLEGE
November 2, 2010
Minutes
The Board Governance Committee of the Board of Trustees of Houston Community
College held a meeting on Tuesday, November 2, 2010, at the HCC Administration
Building, 3100 Main, 2nd Floor, Seminar Room A, Houston, Texas.
COMMITTEE MEMBERS PRESENT
Mary Ann Perez, Committee Chair
Richard Schechter, Committee Member
Dr. Michael P. Williams, Committee Member
Bruce Austin
ADMINISTRATION
Mary S. Spangler, Chancellor
Art Tyler, Deputy Chancellor/COO
Renee Byas, General Counsel
Doretha Eason, Executive Assistant to the Chancellor
Charles Cook, Vice Chancellor, Instruction
Daniel Seymour, Vice Chancellor, Planning and Institutional Effectiveness
Margaret Ford Fisher, President, Northeast College
Fena Garza, President, Southwest College
William Harmon, President, Central College
Butch Herod for Zachary Hodges, President, Northwest College
Willie Williams, Chief Human Resource Officer
OTHERS PRESENT
Jarvis Hollingsworth, System Counsel, Bracewell & Giuliani
Alan Ainsworth, President, Faculty Senate
Other administrators, citizens and representatives from the news media
CALL TO ORDER
Mrs. Perez called the meeting to order at 10:08 a.m. and declared the Committee
convened to consider matters pertaining to Houston Community College as listed on the
duly posted Meeting Notice.
EXPANDED DEFINITION OF ACADEMIC FREEDOM IN BOARD POLICY
Motion – Mr. Schechter moved and Mrs. Perez seconded.
Mr. Schechter noted that the administration and college has put forth an effort to
coordinate the textbook usage and noted that his concern was to make certain that the
policy is in the best interest of the student body. Dr. Cook apprised that the new
Houston Community College
Board Governance Committee – November 2, 2010 - Page 2
bookstore Request for Proposal (RFP) requires that the following six options are
presented for students regarding textbooks:
1.
2.
3.
4.
5.
6.
Hard Copy New
Hard Copy Used
Hard Copy Rental
Digital Download
Digital Lease
Open Source Print on Demand
Dr. Cook provided an overview of the recommended policy revision. He noted that the
current policy may not provide full protection of academic freedom at HCC and noted
that the expansive definition provides more context and value to rights as well as the
responsibility.
Mr. Schechter inquired to what extent are the learning outcomes dictated by the
Coordinating Board. Dr. Cook noted that there have been recommendations of moving
to a more state-wide discussion regarding student learning outcomes.
Mr. Austin noted that there are learning outcomes published by specific accrediting
agencies for various disciplines. Dr. Cook noted that accredited programs abide by the
professional agencies advice.
Mr. Austin asked Dr. Cook to elaborate on the new technology implemented to work
with circulating information. Dr. Cook apprised that the college has the means of
engaging faculty in discussions and noted that Curriculnet provides the opportunity to
connect to faculty throughout the country, thereby making more information available.
Vote – The motion passed with a vote of 2-0.
DISCUSSION OF HCC QUALITY ENHANCEMENT PLAN (QEP)
Motion – Mr. Schechter moved and Mrs. Perez seconded.
Dr. Garza informed that SACS has introduced the QEP process as a part of the
reaffirmation process. Dr. Herod provided an overview of the process of gathering input
throughout of the system as well as the constituency. He noted that graduates were
surveyed to find out what could be done to improve student learning at HCC. Dr. Herod
noted that a QEP suggestion box has also been implemented and that the purpose of
gathering input is to make certain the plan is driven from the constituent standpoint.
Dr. Cook extended the opportunity for the Board to join the committee for lunch on
Friday, November 12, 2010 to give the Board an opportunity to provide input. Dr. Herod
also invited the Board to provide contributions through the suggestion box process.
Mr. Schechter noted that the Chancellor provided a sample QEP and noted that it was
helpful in providing insight to implementing the plan.
Houston Community College
Board Governance Committee – November 2, 2010 - Page 3
Dr. Spangler noted that the process is a five-year project and noted everyone has to be
mobilized.
Mr. Austin noted his concern is in regards to the core requirements in Section 2.12
relating to the broad base in defining institutional constituencies. He recommended that
a definition of constituent is provided. He noted that the QEP deals with the future and
noted that he wanted to make certain everyone is aware that the plan should be
regarding the students including knowledge, skills, behavior, and value as well as if
these components are driving change in the organization.
Mr. Schechter apprised that he would like to have input at the onset from a Board
prospective and recommended scheduling a discussion to provide the Board the
opportunity to give input.
(Dr. Williams arrived at 10:38 a.m.)
HCC FINANCE AND OPERATIONS POLICY
Motion – Mr. Schechter moved and Dr. Williams seconded.
Mr. Hollingsworth provided an overview of the recommended changes and noted that
the financial issues were reviewed with the Chancellor and COO. He noted that new
policies will be highlighted for further discussion.
Dr. Williams requested that the new sections be identified. Mr. Hollingsworth noted that
he would inform of new policies.
The Committee discussed the following policy revisions:
B: 1.2 – Audit Services (Internal Audit)
Dr. Spangler noted that the administration has some concerns in that the internal
auditor should be under the supervision of the Chancellor.
Mr. Austin asked if the internal auditor looks at the audit from independency and noted
that this could be a positive or negative for the organization as there may be fear of
some retribution.
Dr. Williams noted that there is potential danger with administration controlling the
internal auditor and noted that if the right person is in the position, they should feel
comfortable in doing the job.
Mr. Austin noted that the Chancellor concerns were how to work with the Board to make
certain the internal auditor’s concerns are addressed.
Dr. Williams noted that the internal auditor should be qualified and therefore, involving
both the Board and Chancellor is a strong concept.
Houston Community College
Board Governance Committee – November 2, 2010 - Page 4
Mr. Schechter noted that the intentions of the Board were to create a middle ground that
would be long-lasting.
B: 1.3 – Finance and Operations: Appropriations and Revenue
Mr. Hollingsworth appraised that the Administration is proposing change in the fund
balance from the required eight to ten percent to nine to eleven percent. Dr. Tyler
apprised that the college needs to implement procedures that will assist in preparing for
uncertain financial contingencies. He noted that the Board would have the option to
revise the fund balance standard as necessary.
Mr. Austin recommended that the financial advisors provide input regarding the reserve.
ADJOURNED TO CLOSED SESSION
Mrs. Perez adjourned the meeting to Executive Session at 11:00 a.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. Perez 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. Perez reconvened the meeting in Open Session at 11:16 a.m. and entertained
motions on pending matters.
The committee continued the review of recommended revisions to the finance and
operation policies.
B: 1.5 – Finance and Operations: Accounting, Reporting and Payroll
Recommendation to Change Petty Cash from $50 to $100
Dr. Williams inquired of the petty cash procedures. Dr. Tyler apprised that the college
cashiers have a limited amount and apprised that the recommendation is based on cost
increases.
Chancellor Contract Authority
Mr. Hollingsworth informed that the recommendation is to increase the Chancellors
signature authority from $100,000 to $150,000 and the Presidents from $10,000 to
$25,000.
Dr. Spangler informed that there are limited items that would be over the recommended
authority and noted that majority of the items would be more instructional equipment.
Dr. Williams asked if there have been previous difficulties getting the Board to approve
items. Dr. Spangler noted that there are no present issues regarding the Board’s
approval; however, there are cases with items being presented after certain deadlines.
Mrs. Perez asked Board Counsel to research other institutions. Mr. Hollingsworth
informed that the average is $100,000 from a state-wide purview in comparison with
institutions operating similar to HCC.
Houston Community College
Board Governance Committee – November 2, 2010 - Page 5
Dr. Williams asked for the number of contracts that fall between $100,000 and
$150,000. Dr. Spangler informed that at the moment, there are probably three.
The Committee concluded to leave the Chancellor’s authority to $100,000 and increase
the Presidents’ to $25,000.
Delegation of Authority
Dr. Williams asked who has the authority to financially obligate the college. Mrs. Renee
Byas informed that there are some apparent authorities. Mr. Hollingsworth informed that
there is a policy authority as well as the case of action. Dr. Tyler informed if a situation
is presented where an unauthorized employee signed a contract, there would be an HR
concern and therefore, disciplinary actions would be required.
Dr. Williams inquired who decides who receives a P-card or credit card. Mrs. Byas
informed that procurement makes the decision of who is eligible to receive the cards.
Mr. Austin noted that the process should make certain the presidents are aware of the
expenditures. Mrs. Byas informed that procedures are in place to address the concerns.
Finance and Operations: Police and Security
Mr. Hollingsworth informed that the policy is new and will be elaborated on in further
details.
Finance and Operations: Police and Security
Mr. Hollingsworth informed that the proposal is to modify the Construction Management
policy to include change orders in excess of five percent of the total contract or
Chancellor’s signature authority, whichever is greater shall be approved by the Board
prior to executing any changes in the plans.
Dr. Williams recommended that the policy is implemented at five percent and revised as
needed.
Vote – The motion passed with vote of 2-0.
Dr. Williams requested that a summary page be included outlining the changes to the
policy.
Mr. Austin recommended that counsel review the records management portion on page
38.
HCC BOARD EXPENSE AND TRAVEL REIMBURSEMENT POLICY
Motion – Dr. Williams moved and Mrs. Perez seconded.
Mr. Hollingsworth informed that in discussion with the full Board, there were concerns
regarding item #5 relating to advances and item #6 as it relates to per diems. Mr.
Hollingsworth presented a review of other entities in respect to the amounts allocated
for meals.
Houston Community College
Board Governance Committee – November 2, 2010 - Page 6
Meals Per Diem
Mr. Hollingsworth noted that the spectrum spanned from high of $80 per day to a low of
$36 per day.
Mr. Hollingsworth provided the GSA in review of the three most costly states and noted
that the average is $66 per day.
Dr. Williams noted that given the information presented by Board Counsel, the
recommended $75 per day is within reason.
Advances
Mr. Hollingsworth apprised that the 75% recommended for advances is taking into
consideration that the airfare, hotel, and transportation are often pre-paid expenses.
Conference List
The Committee reviewed and discussed the list of conferences.
Dr. Williams recommended that the first tier of approved conferences should be
considered based on those conferences directly related to the trustee role or education.
Mr. Austin recommended that the first tier list is approved and then a procedure
implemented that requires additional conferences are approved by the Board.
Mr. Austin recommended placing the League of Innovation on the approved conference
list.
Dr. Williams recommended that a form is developed to be used for approving the
attendance of a conference that is not on the approved conference list. He noted that
the form should include the date, location, and value justification.
Dr. Tyler asked for clarification of signature as it relates to advances. Dr. Williams noted
that the Board Chair should sign advances and noted that in the case of the Board
Chair, the Chancellor should sign.
Vote – The motion passed with vote of 2-0.
Mr. Hollingsworth noted that a revision to the governance policy will be presented to the
Board for consideration. He noted that the language recommended is taken from SACS.
With no further business, the meeting adjourned at 12:21p.m.
Recorded by:
Sharon R. Wright, Manager, Board Services
Transcribed and submitted by:
Sharon Wright, Manager, Board Services
Houston Community College
Board Governance Committee – November 2, 2010 - Page 7
Minutes Approved: _________________________________