REGULAR MEETING OF THE BOARD OF TRUSTEES HOUSTON COMMUNITY COLLEGE April 19, 2012 Minutes The Board of Trustees of held a Regular Meeting on Thursday, April 19, 2012 at the HCC Administration Building, Second Floor Auditorium, 3100 Main, Houston, Texas. BOARD MEMBERS PRESENT Mary Ann Perez, Chair Bruce A. Austin, Vice Chair Neeta Sane, Secretary Yolanda Navarro Flores Eva Loredo Sandie Mullins Christopher W. Oliver Carroll G. Robinson Richard Schechter ADMINISTRATION Mary Spangler, Chancellor Art Tyler, Deputy Chancellor/COO Renee Byas, General Counsel Shantay Grays, Interim Executive Officer to the Chancellor William Carter, Vice Chancellor, Information Technology Charles Cook, Vice Chancellor, Instruction Diana Pino, Vice Chancellor, Student Success Daniel Seymour, Vice Chancellor, Planning and Institutional Effectiveness Margaret Ford Fisher, President, Northeast College Fena Garza, President, Southwest College William Harmon, President, Central College Zachary Hodges, President, Northwest College Irene Porcarello, President, Southeast College Betty Young, President, Coleman College Winston Dahse, Chief Administration Officer Willie Williams, Chief Human Resources Officer OTHERS PRESENT Jarvis Hollingsworth, System Counsel, Bracewell & Giuliani Lisa Eason, President COPA Thomas Urban, Faculty Senate President Other administrators, citizens and representatives from the news media
Regular Meeting April 19, 2012 Page 2 CALL TO ORDER Ms. Perez, Chair, called the meeting to order at 4:02 p.m. and declared the Board convened to consider matters pertaining to as listed on the duly posted Meeting Notice. PRAYER AND PLEDGE OF ALLEGIANCE Mrs. Sane led the prayer and the Pledge of Allegiance to the Flag. APPROVAL OF MINUTES Approval of Minutes from Facilities Committee Meeting of February 2, 2012, Academic Affairs/Student Services Committee Meeting of February 9, 2012, Board Governance Committee Meeting of February 9, 2012, External Relations Committee Meeting of February 9, 2012, Committee of the Whole Meeting of February 9, 2012, Regular Meeting of February 23, 2012, Special Meeting of March 23 and 24, 2012. Motion Mrs. Flores moved and Mr. Austin seconded to approve the minutes. The motion passed with a vote of 9-0. AWARDS, PRESENTATIONS AND RECOGNITIONS HCC Southeast College Student Government Association (SGA) presented the Keynote Speaker Award to Trustee Carroll Robinson on behalf of the Texas Junior College Student Government Association for participating as the keynote speaker at the State Convention in Austin, Texas on March 30, 2012 CHAIRMAN S REPORT Community Forums Mrs. Perez informed that HCC has developed a proposed Long-ranged Facilities and Finance Plan and advised that a total of ten community forums (all identical) will be held throughout the HCC district to allow the opportunity for the community to provide input on the proposed plan. She noted that four forums have been held to date and six remaining forums will be held at the following locations: Wednesday, April 25, 2012 7:00 p.m. - 8:00 p.m. West Loop Campus 5601 West Loop South, Houston, TX 77081 Thursday, April 26, 2012 7:00 p.m. - 8:00 p.m. Northline Campus 8001 Fulton, Houston, TX 77022
Regular Meeting April 19, 2012 Page 3 Friday, April 27, 2012 7:00 p.m. - 8:00 p.m. Alief Campus 2811 Hayes Rd., Houston, TX 77082 Tuesday, May 1, 2012 7:00 p.m. - 8:00 p.m. Central Learning HUB 1300 Holman Street, Houston, TX 77004 Thursday, May 3, 2012 7:00 p.m. - 8:00 p.m. South Campus 1990 Airport Blvd., Houston, TX, 77051 Tuesday, May 8, 2012 7:00 p.m. - 8:00 p.m. Midtown/Medical Center Area Third Ward Multi-Service Center 3611 Ennis, Houston, TX 77004 2012 Board of Trustees Institute Report Mr. Austin provided a report on data received while attending the 2012 Board of Trustee Institute held in March 2012. Mr. Austin noted that there must be a team effort to make certain students are progressing. Mrs. Sane apprised that the focus must be on the students in order to improve the statistics. Mr. Robinson requested that the college consider working with middle schools (6 th -8 th grades) students to provide an opportunity for students to attend college. (Mrs. Perez stepped out at 4:14 p.m./returned at 4:15 p.m.) CHANCELLOR S REPORT Opportunity 14 Endowed Scholarship Campaign In support of the Opportunity 14 Endowed Scholarship Campaign, the Fred and Mable R. Parks Foundation sent notice last week of a $125,000 renewal gift and the Brown Foundation offered a $100,000 award. Central College Culinary Students Award Central Culinary students competed in the Houston Livestock Show and Rodeo Uncorked and Best Bites Competition. The students along with faculty advisor Christy Sykes were awarded the first ever Chairman award at this competition.
Regular Meeting April 19, 2012 Page 4 Communications Department Awards The Communications Department won the following NCMPR awards: - Gold for College Annual Report - Gold for the Coleman Website - Silver for HCC Coleman Poster - Bronze for Radio Faces - Bronze for TV Ad Series 2011 Texas Higher Education Coordination Board Star Awards The Higher Education committee hosted a breakfast on March 20 to recognize the recipients of the 2011 Texas Higher Education Coordinating Board s Star Awards from the Houston region: the System and the University of Texas Medical Branch. Congratulations to Deborah Hardwick for online tutoring. Also special mention was made to the Center for Entrepreneurship created by Dr. Maya Durnovo. Association of Marketing and Communication Professionals (AMCP) Award Northwest College Computer Science Professor, Sean Otmishi received an AVA Award from the Association of Marketing and Communication Professionals (AMCP). "Innovative Technology", a show he hosts on HCCTV with fellow technology aficionado, Koohyar Hasani won the organization s highly accomplished platinum award. The show airs on public stations in Houston and surrounding areas. "Innovative Technology" discusses new computing, gaming and information technology trends. Community Forums Dr. Spangler thanked the Trustees (Perez, Schechter, Austin, Loredo, Mullins, and Sane), the presidents (Ford Fisher, Hodges, Porcarello and Garza), Dr. Sreerama, Deputy Chancellor Tyler, and the Board Services staff for their role to date as it relates to the community forums. Information Technology Recognition The IT Department led by Bill Carter was acknowledged by University Business and presented with a Model of Efficiency, a national recognition program honoring institutions whose innovative solutions have solved higher education business and technology challenges. The recognition is for Streamlining Payments and SPEEDE Transcript Evaluation. 2012 Graduation The 2012 Graduation Ceremony will be held on Saturday, May 12 th at 10:00 a.m. at Reliant Park. Northwest College Men s Basketball Team Congratulations to the HCC Northwest Men's Basketball team on making athletic history for HCC. The team won a regional competition for men's intramural basketball last month at Mississippi State, a first for HCC. No other Houston area college has ever won this regional event.
Regular Meeting April 19, 2012 Page 5 This past weekend, the team journeyed to North Carolina State University to participate in the American Collegiate Intramural Sports (ACIS) competition for men's basketball. The HCC team was the only community college at this national event and almost made the final four. The 12-member team is coached by HCC Northwest campus manager, David Shaw and coordinated by Troy Jefferson, Program Director for Recreational Sports. Several players are being considered for spots on international basketball teams and four-year college teams. The team plans to continue playing at HCC next year. Faculty Senate Report Dr. Thomas Urban apprised that he remembered an address by Dr. Hodges regarding his vision for faculty and recalled one word that remains vivid passion for teaching, learning, one s self, subject area, and the opportunity to be creative and to grow with the student body, college and district. (Mr. Oliver stepped out at 4:38 p.m.) Dr. Urban noted that passion is essential and makes all the difference in the way students are engaged and in interactions between one another. Dr. Urban informed that there is a sense that passion is being lost at HCC and recommended addressing the issue to preserve the passion to continue to do what is right for the students and community. He apprised that it is everyone s responsibility to cultivate passion in the future. (Mr. Oliver returned at 4:42 p.m.) Mr. Robinson apprised that he will not be able to attend the graduation due to his nephew s graduation, and Mrs. Flores informed she also will not be attending graduation due to her granddaughter s first communion. CONSENT AGENDA Motion Mr. Oliver moved and Mr. Robinson seconded to approve the consent agenda with the exception of items A.1 and B.4. The motion passed with a vote of 9-0. The following consent agenda item(s) was approved: Design-Build Services Southeast College Parking Facility (Project No. 12-20) Adoption of Fort Bend and Harris County Local Option Exemptions Tax Year 2012 Legal Research Services Contract Texas Association of Community Colleges Subscriber Agreement
Regular Meeting April 19, 2012 Page 6 INTERNAL AUDIT PLAN Motion Mr. Oliver moved and Ms. Mullins seconded. Ms. Mullins inquired if the Qatar item was not included in the Internal Audit Plan and noted that it is not listed. Mrs. Belinda Brockman informed that the Qatar contract is a special project assigned by the Board. Mr. Schechter informed that the discussion from the Audit Committee meeting was that the request regarding the Qatar contract was a special assignment to be completed by the Internal Auditor. Mrs. Brockman informed that it was not a part of the internal audit plan and apprised that she is currently preparing the requested information. Ms. Mullins inquired how long it will take to receive the report. Mrs. Brockman noted that the report should be provided within two weeks. Mrs. Flores inquired how page 3 of the Internal Audit Plan and inquired how it was constructed. Mrs. Brockman informed that she utilized various external and internal sources in constructing the audit universe to determine the risks. Mr. Robinson informed that he has an amendment to the item and provided Amendment 1 that would allot funding from Fund 3 to hire additional personnel to allow the following high risk areas to be included in the plan: (1) operational audit of purchasing department, (2) construction accounting audit, and (3) auxiliary contracts administration audit. Mr. Oliver noted that a budget workshop is scheduled for June 2012 and asked Mr. Robinson if he would give the instructions to administration and allow presentation of the information at the budget workshop. Mr. Robinson noted that his recommendation was regarding obtaining the funds from Fund 3; however, if administration is able to identify funding from other sources, it would suffice. Mr. Robinson noted that he does not want to hold up on getting the areas mentioned included as a part of the internal audit plan. He noted that there are other areas; however, the three mentioned are vital areas. Mr. Austin noted that he does not disagree with Mr. Robinson; however, the college budget is approved annually and reviewed mid-year. He noted that there was a complete audit of the purchasing department by a national organization. He noted that priorities are discussed and that adequate discussions have not been held by the Board. Mr. Austin inquired if every operational area of the college has been reviewed. Mrs. Brockman noted that she tried to assess all the areas to include as a part of the universe. Mr. Austin mentioned that the reason for the question is to acknowledge that
Regular Meeting April 19, 2012 Page 7 there needs to be a priority discussion. He noted that there are priorities competing for resources. Mrs. Sane referenced page 11 listing all items that are not included in the 2012 Internal Audit Plan and inquired if they are all high risks. Mrs. Brockman noted that they are listed according to high risks ranking in the universe. She noted that no audit department has the resources to cover the high risks. Mrs. Sane inquired if there is a need to identify funding to provide resources to cover all high risks areas. Mrs. Brockman informed that she has put in the request for additional resources according to the budget process. Mr. Robinson observed that he sat through the Audit Committee and heard the auditor state that she did not have the staff to complete some of the high risk areas. Mrs. Brockman stated that she presented two audits in the high risk area, purchasing and contract administration that could not be included based upon time needed and expertise available and at this time she chose contract administration. Mr. Robinson noted that a precedent is being established and he will vote against everything that comes forward that was not included in the approved budget. Mr. Schechter inquired if there is a second to the amendment. Mrs. Flores seconded. Mr. Schechter clarified that this does not constitute setting a precedent. He noted that his concern is that the administration has not had a chance to consider the item. Motion to Table - Mr. Schechter moved to table the item for discussion at the Committee of the Whole meeting in May 2012. Mr. Austin seconded. Mrs. Sane inquired if the item should go before the Audit Committee. Mr. Schechter noted that the motion could be changed to send the item back to the Audit Committee. Motion to Table (Clarified) - Mr. Schechter moved to table the amendment of the Internal Audit Plan for the Audit Committee meeting in May 2012. Mr. Austin seconded. Mr. Robinson noted that his amendment relates to an item on the agenda and inquired if the amendment would be a stand-alone item on the Audit Committee agenda. Mr. Hollingsworth informed that the item could be posted as a stand-alone item. Mr. Schechter inquired if there is a time limitation. Mrs. Brockman stated that the only time limitation would be engaging the personnel. Mr. Oliver noted that Mrs. Brockman should advise if the time frame discussed is appropriate.
Regular Meeting April 19, 2012 Page 8 Amended Motion Mr. Schechter moved to table Amendment 1 to the Audit Committee for May 2012 and Mr. Robinson seconded. The motioned passed with vote 7-0-2 with Trustees Robinson and Sane abstaining. Vote on original motion The motion passed with vote 5-2-2 with Trustees Flores and Mullins opposing; Trustees Robinson and Sane abstaining. PROPOSED SETTLEMENT WITH ARTHUR ELLIS FOR CAUSE NO. 2010-66349; ELLIS, ARTHUR V. HCC; IN THE 11TH DISTRICT COURT OF HARRIS COUNTY, TEXAS Motion Mr. Austin moved and Mr. Schechter seconded. The motion passed with vote of 7-2 with Trustees Robinson and Schechter opposing. TOPICS FOR DISCUSSION AND/OR ACTION: Motion Mrs. Sane moved and Ms. Mullins seconded to approve the following items as consent: Method of Project Delivery for Build-out Alief Hayes Campus, Northwest College HCC Honorary Degrees for 2012 Vote The motion passed with a vote of 9-0. METHOD OF PROJECT DELIVERY FOR CONSTRUCTION OF COMMUNITY AND ATHLETIC FIELDS, MISSOURI CITY CAMPUS, SOUTHWEST COLLEGE Motion Mr. Schechter moved and Mr. Oliver seconded. Ms. Mullins expressed her concern is that fields will turn into facilities. She inquired about the possibility of partnerships with the county, businesses and/or communities. Dr. Tyler informed that the county has indicated they are willing to help with parking. Mr. Robinson noted that his second amendment was relating to this item. Amended Motion - Mr. Robinson moved to approve Amendment 2 to appropriate $250,000 from Fund 3 for the Purchasing Department to implement a process improvement plan, e-procurement system, and any recommendations made by the Internal Auditor after the operational audit of the Purchasing Department. Mr. Schechter requested a point of order and noted that the amendment is germane because the item has nothing to do with the funding process. Dr. Tyler informed that the process is that the Board decides the method, then Procurement places the RFP, once the RFP closes, the Board chooses the contractor. Mr. Austin noted that it has not been customary that the Board spend funds at the table in such fashion. He noted that he does not mind holding such discussions at a budget meeting.
Regular Meeting April 19, 2012 Page 9 Ms. Loredo inquired about the Southeast and Northeast areas because they also have sports activities. She noted that it has been noted that the problem is lack of land at Southeast and inquired what will be explained to the students at those campuses. Dr. Tyler informed that it has been discussed that a recommendation would be made once the study is completed regarding each of the campuses. He noted that the items presented have had studies completed. Ms. Loredo apprised that something should be noted that those campuses are forthcoming. Mr. Austin apprised that it should be done for all the colleges. Mrs. Flores associated with Ms. Loredo and Mr. Austin and informed that if a study has been completed, it should be done for all the campuses. Mr. Robinson apprised that the Board have to be careful how characterize actions and noted that he has a right to ask if he is asked to approve something. Ms. Mullins inquired if the athletic fee is being used to fund the items. Dr. Tyler informed that the fees were assessed by the students; therefore they are restricted for use by the students. Mr. Austin requested that the restricted funds in Fund 3 should be separated from unrestricted. Vote The motion failed with vote of 4-2-3 with Trustees Austin and Mullins opposing; Trustees Flores, Loredo, Robinson abstaining. (Mr. Oliver stepped out at 5:53 p.m.) Ms. Perez recessed the meeting at 5:53 p.m. and reconvened at 6:00 p.m. (Present: Austin, Flores, Loredo, Mullins, Oliver, Perez, Robinson, Sane and Schechter) Motion to Reconsider Mr. Austin moved and Mrs. Flores seconded to reconsider item A.1 relating to the method of project delivery for construction of community and athletic fields, Missouri City campus, Southwest College. The motion to reconsider passed with a vote of 9-0. Mr. Schechter reminded the Board that the issue was recommended at the Retreat held in December 2011. Dr. Tyler apprised that the studies are in progress for Southeast, Northwest, and Northeast as directed by the Board at the meeting in December. Mr. Schechter noted that every college with the exception of Coleman, which is landlocked in the medical center have studies underway. Ms. Mullins informed that she does not want the athletic fields to turn into buildings and gyms. Mr. Schechter informed that the item was to take the raw land and make it useful.
Regular Meeting April 19, 2012 Page 10 Mr. Austin noted that he would like a proforma for each of the sites. Motion - Mrs. Sane moved to approve with the provision that a proforma for the other sites be provided and Mr. Austin seconded. Vote - The motion passed with vote of 8-0-1 with Mr. Robinson abstaining. METHOD OF PROJECT DELIVERY FOR CONSTRUCTION OF COMMUNITY AND ATHLETIC FIELDS, SOUTH CAMPUS, CENTRAL COLLEGE Motion Mr. Oliver moved and Mrs. Sane seconded. (Mrs. Flores stepped out at 6:08 p.m.) Dr. Tyler informed that the plans under review include identifying other programs and noted that there is a partnership with the City of Houston. Ms. Loredo requested that the same request for adding the proforma be added to the item. Mr. Oliver accepted the friendly amendment. Vote The motion passed with vote of 7-0-1 with Mr. Robinson abstaining. (Mrs. Flores returned at 6:12 p.m.) INVESTMENT REPORT FOR MONTH OF JANUARY 2012; INVESTMENT REPORT FOR MONTH OF FEBRUARY 2012; MONTHLY FINANCE REPORT FOR MARCH 2012 Motion Mr. Oliver moved and Mr. Austin seconded to approve the Investment Reports for January and February 2012 and Financial Report for March 2012. (Ms. Mullins stepped out at 6:13 p.m.) Dr. Tyler provided an overview of the Investment Reports for January and February 2012 and apprised that investments continue to be strong. Vote on Investment Reports - The motion passed with vote of 8-0. Dr. Tyler apprised that the fund balance is healthy. (Ms. Mullins returned at 6:15 p.m.) Dr. Tyler noted that the reserve continues to grow. Mr. Robinson inquired if the reserve is based on the projected revenue. Dr. Tyler apprised that it is based on the projected revenue. Vote on Financial Report - The motion passed with vote of 8-0-1 with Mr. Robinson abstaining.
Regular Meeting April 19, 2012 Page 11 PAYMENT TO BRACEWELL AND GIULIANI FOR PROFESSIONAL SERVICES Motion Mr. Flores moved and Mr. Oliver seconded. Ms. Mullins inquired what caused the spike in the fee. Mr. Hollingsworth noted that there was special project. Vote - The motion passed with vote of 8-1-0 with Trustee Flores opposing. HIGHER STANDARD OF CONDUCT AND ETHICAL BEHAVIOR TO GOVERN HCC Motion Mr. Robinson moved and Ms. Mullins seconded. Mr. Robinson informed that these are items he started discussing in August 2010 and noted that the Board commenced with cleaning up areas prior to his coming on Board; however, there are some areas where additional clarity could be added. Mr. Robinson requested that the items go to the Board Governance Committee for consideration. Mr. Schechter expressed appreciation to Mr. Robinson for bringing the item to the Board and noted that the item may need some wordsmithing in order that the wording does not prevent work between institutions. Mr. Schechter noted that the Board Governance Committee needs to consider more than the item presented by Mr. Robinson and apprised that the contribution of campaign finance should be considered as well. Mr. Schechter noted that there should be a consideration to cap campaign contributions. He noted that there should be an aggregate cap and band on receiving contributions during certain times. Vote 8-1-0 with Trustee Flores opposing. BLACK HISTORY GALA RESOLUTION OF SUPPORT Motion Mr. Oliver moved and Mrs. Flores seconded. Mr. Oliver noted that the resolution requests that Dr. Harmon remains as the chair until he resigns. He inquired if there have been discussions for him to step down. Dr. Harmon informed that there has not been any such discussion. Mr. Robinson apprised that he met with the Foundation, HCC Board Chair, and Dr. Seymour regarding the issue. He noted that the recommendation is to develop a strategy for coordination of the fundraising efforts. He requested that the resolution be sent to the Committee as a relationship of the workgroup that will be identified by Dr. Seymour. Mr. Robinson noted that if the back house operations are streamlined, more funds could be raised. He noted that there is no policy in place at this time and noted that there should be a policy adopted so that the HCC brand is protected. Mr. Robinson noted that the resolution is a gateway to acknowledge appreciation for what is done on behalf of the Black History gala. He noted that the Foundation is willing to look at an engagement agreement.
Regular Meeting April 19, 2012 Page 12 Mrs. Sane noted that there needs to be an effort regarding the Asian student scholarships. Mrs. Flores suggested that Mrs. Sane steer the effort. Dr. Seymour informed that Opportunity 14 was established to alleviate competitive efforts. He noted that the plan is to identify a strategy for assisting all the efforts of scholarship fundraising. Mr. Austin recommended following the guide presented by Mr. Robinson and recommended that policy is followed. He noted that SACS denotes that the Chancellor is responsible for all fundraising on behalf of the college. Mrs. Flores referenced Dr. Seymour s comments regarding Opportunity 14 and noted that the scholarship effort is more than raising funds as it is about celebrating culture. Mr. Schechter apprised that there is a legal issue with the resolution and noted that it should be sent to the committee. Mr. Oliver withdrew his motion and Mrs. Flores withdrew the second. Motion Mr. Robinson moved and Mr. Oliver seconded to send the resolution to appropriate committee identified by the Chair. The motion passed with a vote of 9-0. PERSONNEL AGENDA FOR MARCH AND APRIL 2012 Motion Mr. Oliver moved and Mr. Austin seconded to approve the Personnel Agenda for March and April 2012. The motion passed with vote 9-0. HEARING OF CITIZENS The following citizen(s) spoke before the Board: Daniel Arp ADJOURNED TO CLOSED SESSION Ms. Perez adjourned the meeting to Executive Session at 6:53 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. Ms. 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. Ms. Perez reconvened the meeting in Open Session at 7:24 p.m. and entertained motions on pending matters. (Present: Trustees Austin, Perez, Mullins, Oliver, Robinson, Sane, and Schechter) ADJOURNMENT With no further business coming before the Board, the meeting adjourned at 7:24 p.m.
Regular Meeting April 19, 2012 Page 13 Minutes recorded, transcribed & submitted by: Sharon Wright, Manager, Board Services Minutes Approved as Submitted: