Board Minutes 09/17/1998
HOUSTON COMMUNITY COLLEGE SYSTEM
REGULAR MEETING OF
THE BOARD OF TRUSTEES
September 17, 1998
Minutes
The Board of Trustees of the Houston Community College System held a Regular Meeting on
September 17,1998, at the Central Administrative Center, 22 Waugh Drive, Houston, Texas.
BOARD MEMBERS PRESENT
Christopher W. Oliver, Vice-Chairman
Bruce A. Austin
Abel Davila
Herlinda Garcia
James R. Murphy
W. F. Russell
BOARD MEMBERS ABSENT
M. James Henderson, Chairman
John Fonteno, Jr., Secretary
Carol H. Smith, Deputy Secretary
ADMINISTRATION
Ruth Burgos-Sasscer, Chancellor
Sue Cox, President, HCC-Southwest
Jack Daniels, President, HCC-Central
Patricia Fairchild, Vice-Chancellor, Workforce Development
Margaret Forde, President, HCC-Northeast
Zachary Hodges, President, HCC-Northwest
Sylvia Ramos, President, HCC-Southeast
Diana M. Taylor, Chief Operations Officer
Patricia Williamson, Vice-Chancellor, Institutional Development
OTHERS PRESENT
Arturo Michel, Bracewell and Patterson Other administrators, staff, representatives of the news media
and interested citizens
CALL TO ORDER
Mr. Oliver called the Meeting to order at 4:20 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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ANNOUNCEMENTS
Mr. Oliver announced he would not be attending the seminar on Site-Based Budgeting which was
approved by the Board of Trustees on July 23, 1998.
MINUTES APPROVED AS SUBMITTED
Motion No. 834 - Mr. Murphy moved to approve the minutes as submitted from the Regular Meeting of
August 27, 1998. Mr. Russell seconded the motion.
Mr. Austin stated that he did not agree with the format of the marketing plan presented last month,
because he felt it was more of an outline than a plan. He shared with the administration a plan which he
felt included appropriate elements of a true marketing plan. He encouraged administration to incorporate
these concepts into the HCCS marketing plan. He added that when Board Members present information
to the administration, it should be utilized. Dr. Burgos-Sasscer remarked that the plan presented last
month was in the preliminary stages of development. Mr. Austin stated his comments today would be
sufficient for the record. Motion carried 8-0.
HEARING OF CITIZENS
a. Elizabeth Spates expressed concern that she had just that day received a response to questions
which she asked at the last Board Meeting. In her opinion HCCS should have an audit conducted
prior to any bond election. She added she would keep the community informed. Secondly, she
expressed concern that the Board was not following policy in regard to hiring practices. She
questioned two positions for the Board Services Office and asked if these positions had been
advertised so that both internal and outside people could apply for them. She also wanted to
know if the positions of Director, Access and Equity and Director, Employee Relations were
advertised. She questioned whether this was in compliance with law and Board policy. Mrs.
Spates asked for information on how many persons applied and how many were interviewed. She
commented that if public funds are expended, the public deserves the right to have responses to
questions. In closing, she stated that community support is vital in passing a bond election and
citizens deserve information when it is requested. Mrs. Spates asked for a timely response to her
questions.
Mr. Austin asked if there hadn't been a proviso from the Board at the last meeting on responding
to citizens. The Chancellor replied that the minutes clearly stated that administration would
respond to citizens, adding that a partial response had already been sent, and she is in the process
of responding to other questions.
b. Michelle McHugh stated that she and her husband have been homeowners in Houston since
February. During fall registration she was informed she was no longer eligible for the waiver of
out-of-district tuition, since the waiver had been discontinued. Mrs. McHugh called attention to
the fact that this policy change was not reflected in the 1997-98 or 1998-99 catalog. She asked
that students in her situation be grandfathered under the previous policy and their out-of-district
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tuition refunded.
Mr. Davila asked for clarification of the policy for responding to citizens. Mr. Oliver stated that
the Chancellor should address questions with the Board's support. The Chancellor explained that
the Board approved the discontinuance of the waiver in 1997, to take effect in the fall of 1998.
However, the new policy was never published in the catalog, which she had learned only
recently. Dr. Burgos-Sasscer noted there is a disclaimer in the catalog that Board policy
supersede any other information.
Mr. Austin was in favor of discussing the matter with counsel, because of contractual issues. Mr.
Russell asked for clarification on the residency requirements to be eligible for in-district tuition
and fees. The Chairman noted that Mrs. McHugh's point of contract would be the Chancellor and
asked that she provide her with a timely response.
APPROVAL OF CONSENT AGENDA
Motion No. 835 - Mr. Russell moved approval of the consent agenda, with the exception of certain items
set aside for discussion or consideration following executive session. Mr. Austin seconded the motion.
Motion carried 6-0. The following items were approved:
I. Instructional Programs
●
Approved the 1998-99 Temporary Assistance for Needy Families (TANF) contracts with various
agencies to provide services to the Adult Literacy Program under TANF federal funds and
authorized the Chancellor to execute same on behalf of the System;
●
Approved affiliation agreements with Stephen Watson, Jr., DDS; Ron Hickerson, DDS; Inner
Change Program; and Jeffrey Y. Lee, MD for the clinical education of students in Health Careers
Programs, Southeast College;
II. Purchasing of Materials and Services
●
Approved Pulse Travel Services as the System's provider for travel management services for
1998-99;
●
Approved the purchase of a broadcasting studio package equipment for HCC-TV from Audio
Visual, Inc.;
●
Approved the purchase of a Digital Video Production System for HCC-TV from Industrial Audio
Visual, Inc.;
●
Approved the purchase of a Digital Graphic and Animation System for HCC-TV from Aves
Audio Visual Systems, Inc.;
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●
Approved payment to Bracewell and Patterson for professional Services;
●
Approved the purchase of ArcView and Arc/Info Software site license agreement with
Environmental Systems Research Institute, Inc., (ESRI) for instructional purposes;
●
Approved and ratified upgrades of Adobe Premiere and Photoshop Software from The Douglas
Stewart Company for instructional purposes;
III. Fiscal Matters
●
Accepted the Investment Report for the month of August, 1998.
RATIFICATION OF EXPENSES FOR RENOVATIONS FOR SOUTHEAST COLLEGE
Motion No. 836 - Mr. Russell moved approval and ratification of expenditures paid to Wallace
Construction Company for renovations to the Testing and Counseling area at Southeast College. Mr.
Murphy seconded the motion.
Mr. Murphy asked for clarification of this recommendation. Dr. Sylvia Ramos explained that space was
inadequate for TASP testing and renovations were needed to accommodate students in order to
administer the test. The renovations were done in compliance with new guidelines for TASP testing.
Mr. Oliver asked how much the renovations cost and he was informed it was $17,810.00. With no
further questions, the motion carried 6-0.
HL&P EASEMENT REQUEST HELD FOR CONSIDERATION AFTER CLOSED SESSION
Mr. Murphy had questions regarding the negotiation of the easement and real estate issues and asked to
hold the item for consideration after closed session.
GENERAL CONTRACTOR/ CONSTRUCTION MANAGER APPROVED FOR THE
ADMINISTRATION COMPLEX
Motion No 837 - Mr. Russell moved approval of the final contract with Southwest Construction, Inc., as
construction manager/contractor for the Administration Complex, and authorization for the Chancellor
to execute the proposed contract subject to final review and revision by legal counsel. Mr. Davila
seconded the motion.
Mr. Russell asked for an explanation of the contract fees. Diana Taylor explained that this project
includes the Information Technology Building, the Administrative Center and another building. This
proposal is an estimate and fees will fluctuate. Motion carried 6-0.
GENERAL CONTRACTOR/ CONSTRUCTION MANAGER APPROVED FOR BUILD-OUT
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OF THE PIN OAK CENTER
Motion No. 838 - Mr. Russell moved approval of the final contract with DiCarlo Construction Company
South, as construction manager/contractor for the Pin Oak Center, Southwest College, and authorization
for the Chancellor to execute the proposed contract subject to final review and revision by legal counsel.
Mr. Murphy seconded the motion.
Mr. Russell did not recall the estimate on the project cost of renovation and asked for clarification. Mrs.
Taylor replied that the estimated cost was $5.2 million including the outfitting of the furniture. As it
turns out, we have used less money for equipment and furniture and more for the building because of
construction costs.
Mr. Austin wanted to know the savings to be realized. Mrs. Taylor responded we would save rent paid to
HISD. The cost of the property was $21.7 million, with $20 million funded with revenue bonds and $1.7
million from the fund balance. Administration also requested $3.3 million for build-out and $1.9 million
for outfitting the property. This site will house students from three high schools.
Mr. Austin recalled prior discussion that projected savings would flow over in costs that would not be
incurred any longer. Mr. Russell commented that the money would be freed up from leases with HISD
and could be rolled over into the debt service for the revenue bonds.
Mr. Austin wanted to know when we would reach a "break even" point where we have sufficient
recruitment and students at the facility that would take care of costs. Mrs. Taylor responded that at the
rate we are growing now, we will probably increase much faster than the three-year anticipated
turnaround. The issue is that we are currently building out only about 70,000 square feet. Mr. Murphy
commented that this represents a net additional cost to have this facility converted. Initially, there are
cost savings because we are vacating high schools.
Mr. Austin noted this was an off-budget item that was not planned. He hoped that proper due diligence
would be practiced for the Highway 288 property.
Regarding buildout, Mr. Murphy felt that $67.00 per square foot seemed high and asked if that would be
the cost for the remaining buildout. Mrs. Taylor stated that the HVAC system represents an up-front
investment that was not anticipated. Construction will also take place on the outside of the building.
Mrs. Garcia remarked that we are investing quite a bit of money and will only be building out so much.
We do not know what the future holds in terms of having available monies to build out the rest. It is a
good investment in terms of the property and location. She recommended that the Board be provided
with a projection of costs from the projectÕs conception. She felt that concerns arose because it has
taken five years to confirm the investment in the Highway 288 property. Eventually, we were able to
find those funds; however, she was surprised that we were so easily able to find funds for the Pin Oak
site. She explained that this goes back to the equity issue. She wants this to be a successful project in
light of our investment. The Board needs a clear picture, what costs increased, where we are headed and
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cost projections at this point.
Mr. Oliver asked if there is a timeframe related to this project. The Chancellor responded there was,
because we want to open in January.
Mr. Austin stated his concerns were practical. He has noted the deteriorating condition of Central
College and felt that perhaps old furniture could be used at the Pin Oak Center to free up funds for
Central College. The Chancellor pointed out that there is not old furniture -- the furniture belongs to
HISD. Mr. Austin noted that emergency conditions at Central College had been brought to the Board's
attention previously; yet nothing more had been done. Dr. Burgos-Sasscer stated that we must take care
of Central College as well.
Mr. Davila asked if improvements to Central College were included in the revenue bonds. Mrs. Garcia
stated that the Board saw a need and voted accordingly; however, she felt it was time to pay attention to
Central College. She stressed that we must have equity among the colleges and this may necessitate
looking to the fund balance to invest in Central College. She stated we need the Pin Oak site in order to
vacate the HISD sites by December 1999. She stated that she and Mr. Austin were asking for short-range
goals and long-range goals for Central College as soon as possible. She added that the Board could not
wait for the Facilities Committee to issue a report -- they need the information immediately. If the need
is great, other projects may have to be put on hold for a while.
Mr. Austin was concerned that the Board's concerns are not always addressed and they are not kept fully
informed on projects. Previously, Mr. Lynch had recommended a concessionaire for a parking lot at
Central. At that time the Board did not move forward because it was felt that other vendors should be
able to participate and develop a concessionaire agreement. This did not mean that administration should
end the project; however, it never came before the Board again. The Board's intent was to issue an RFP
and have vendors respond to that for a concessionaire agreement to build a parking lot. That is a viable
issue that needs to be addressed.
Mr. Murphy noted we have spent $20 million on the Pin Oak project and felt this was a very good
initiative. However, we are planning on using only 20% of it. He felt that was not good financial
management and administration must be prepared to look at what it will take to utilize this facility to the
maximum.
Secondly, he pointed out there is a marked difference between the Pin Oak site and the Highway 288 site
because there are no students at 288 and we are not dislocating students. The Pin Oak facility involves
the relocation of existing dollars and students that need a place to go. He felt the other issues are
certainly germane and must be addressed in long-term planning.
Mr. Austin wanted to know if Mr. Murphy had read the analysis of the Hwy. 288 area, addressing the
needs of Sunnyside, South Park and the Third Ward communities. Mr. Murphy responded he had and is
in favor of the Hwy. 288 project. Mr. Austin interjected that we do not have capacity at Central College.
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Mr. Murphy disagreed, noting that the Facilities Committee has found there is capacity at Central if we
can move some things around. In terms of Central, he would be interested in seeing a plan from
administration because of the crisis conditions at that location.
Mr. Garcia asked for a legal opinion of the discussion. Mr. Michel advised the Board could talk in more
detail in closed session, but it was permissible to talk in general terms in open session. Mrs. Garcia
stated that the Board must take responsibility for the lack of a plan for Central College. She added that in
light of the investment in the Pin Oak site and subsequent information that it would house only 1,500
students, it may have been wiser to lease a smaller facility and proceed with inner city projects. Mrs.
Garcia remarked that this is the first time the Board has supported a $20 million project, and we must
have a plan of action for Central College. With no further discussion, the motion carried 6-0.
ADOPTION OF 1998 AD VALOREM TAX RATE AND CALCULATION OF 1998 EFFECTIVE
TAX RATE
Mr. Austin moved approval of a resolution to adopt the 1998 ad valorem tax rate and the effective tax
rate and certification of the 1998 collection rate. Mr. Davila seconded the motion.
Mr. Austin stated he was not in favor of this recommendation because he did not feel it was a prudent
decision at this time.
Amended Motion No. 839 - Mr. Murphy offered an amendment to certify the current rate of $0.06615
on each $100.00 of assessed value of taxable property and to approve the certification of the collection
rate of 97% for the 1998 tax levy and accept the calculation of the 1998 effective tax rate. Mr. Davila
seconded the motion.
As a point of information, Mrs. Garcia asked for an explanation of the original recommendation from
administration. Mrs. Taylor explained that the effective tax rate is normally what most people follow. If
the Board's pleasure is to go back to the current tax rate, there is not a problem. Administration is neutral
on the issue and will follow the Board's lead. When making recommendations, administration does not
always have the opportunity to discuss matters with the Board before the Board Meetings.
Mr. Austin recalled that these issues previously come before the Finance Committee. With no further
discussion, the amended motion carried 6-0.
AWARDS AND PRESENTATIONS
a. Faculty Recognition Award - The Chancellor presented the faculty award for outstanding service
to Michael Golden, Art Instructor for Central College. Mr. Golden has taught at HCCS for eight
years and served as the Department Chair for Visual Arts last year. He currently serves as
president of the Faculty Association Council. Mr. Golden has served as grants panelist and
reviewer for the Cultural Arts Council of Houston and has won numerous awards including the
Bedichek Distinguished Service Award, the NISOD award and the Dr. Anthony Chee Teaching
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Excellence Award.
CHANCELLOR'S REPORT
a. Enrollment Report - The enrollment increase of 5.2% reported last month held after the twelfth
day. This may be the largest percentage increase among the colleges of the Gulf Coast
Consortium. The Stafford Campus increased by 24% this year. The Chancellor thanked college
staff and Tom Kennedy for the teamwork which has resulted in enrollment growth.
b. Visiting Professor - The Chancellor introduced Professor Suli Sun from Heilongjiang University
in China and her husband. Professor Sun is teaching at Central College this semester as part of a
faculty exchange program.
AD HOC COMMITTEE REPORTS
a. Enrollment Enhancement - Dr. Hodges reported that the committee is studying current plans and
new ideas that would contribute to enrollment enhancement. The committee provides the
opportunity for administration, staff and Board Members to discuss strategies.
Mrs. Garcia added that a report would be given at the next Board Meeting to bring closure to the
committeeÕs activities. She agreed the outcomes of this committee are very positive.
b. Facilities - Mr. Murphy reported that the committee is looking at programs -- what kinds of
buildings we need for the types of things we are doing. The committee has compiled a series of
maps and demographic tables which will be provided to the Board. They have put together trade
areas around the various campuses to determine how many people live and work in those areas.
Demographic studies have been done by age, income, etc., to determine our constituencies. Each
of the colleges also has their own Facilities Committee to provide input. The final report will
probably be completed by the end of the year.
c. Finance - Mr. Austin reported on a joint meeting of the Finance and Facilities Committees to
discuss vacating certain facilities and moving into others. One major issue that emerged from the
discussion was concern over the Voting Rights Acts and its applicability to annexation initiatives
in terms of dilution of voter strength and the fact that Texas is subject to that act.
Mr. Austin discussed accountability, stating it is an issue of importance to the Board. He shared a
paper with the Board to emphasize the need for administration to engage the Finance Committee
with recommendations that carry a fiscal impact. In most organizations there is usually person
who deals with policy in a program context. The Board sets the vision and mission and there are
people who carry that out. He noted the institution would do much better in fiscal matters if
issues were addressed through committees. He also shared a paper on Leadership and Purposeful
Accountability , regarding accountability of the Board and their legal responsibilities. He
requested that the following be provided to the Board:
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1. Formal presentation on the process for acquiring professional services under the
Professional Services Contract Act; including what has already been established by the
Board;
2. Capital Improvement Plan in updated form; and
3. Public Relations Plan.
He asked if the information could be provided within 30 days. Dr. Burgos-Sasscer stated
she would call her staff together to determine a timeframe for providing the information.
Mr. Austin noted that his intent is to put the fiscal process in order and to improve
communication between administration and the Board.
ADJOURNMENT TO CLOSED OR EXECUTIVE SESSION
Mr. Oliver adjourned the meeting to Executive Session at 5:40 p.m., notice having been previously
given, and reiterated by him in accordance with the Open Meetings Law. He stated 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. Mr. Oliver reconvened the meeting in Open Session at 7:45 p.m., and
entertained motions on matters pending.
HL&P EASEMENT REQUEST APPROVED FOR THE NORTHEAST COLLEGE ACADEMIC
CENTER
Motion No. 840 - Mr. Murphy moved approval of the HL&P easement request for the Northeast College
Academic Center, 555 Community College Drive, and authorization for the Chancellor to execute the
proposed contract subject to final review by legal counsel. Mr. Russell seconded the motion. Motion
carried 5-0 (Mr. Davila had already left the meeting).
PERSONNEL AGENDA APPROVED AS AMENDED
Motion No. 841 - Mr. Russell moved approval of the Personnel Agenda with the exception of any
directors or acting positions. Mr. Austin seconded the motion. Motion carried 5-0.
RELOCATION OF WALTRIP AND SCARBOROUGH FACILITIES APPROVED
Motion No. 842 - Mr. Austin moved approval of the relocation of Waltrip and Scarborough facilities
according to the terms as discussed in closed session. Mr. Russell seconded the motion. Motion carried
5-0.
SCHEDULING OF NEXT MEETING
The next regular meeting will be held at
4:00 p.m., on Thursday, October 22, 1998, at
22 Waugh Drive.
ADJOURNMENT
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With no further business to come before the Board, the meeting was adjourned at 7:46 p.m.
Minutes Prepared By:
Linda Gray, Administrative Assistant
Board Services Office
Reviewed, Finalized and Submitted By:
John Fonteno, Jr., Secretary
Minutes Approved as Submitted:
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