MINUTES
Regular Meeting - Board of Trustees
January 10, 2000
In accordance with the terms and provisions of the Texas Open Meetings Act, Chapter 551 of the Texas Government Code, the Board of Trustees of the Austin Community College District convened in public session on Monday, January 10, 2000, at 6:10 p.m. in the Board Room (201) of the Highland Business Center of the Austin Community College located at 5930 Middle Fiskville Road, Austin, Texas, with the following members present: Beverly Watts Davis, Chair/Presiding Officer; Allen Kaplan, Vice Chair; Hunter Ellinger, Secretary; Lillian Davis; Della May Moore [arrived at 6:40 p.m.]; Carol Nasworthy; Beverly Silas, Rafael Quintanilla; and John Worley.
It is further found and determined that in accordance with the policies and orders of this Board, the notice of this meeting has been posted and return thereof made pursuant to the terms and provisions of the Texas Open Meetings Act, Chapter 551 of the Texas Government Code, and there has been full compliance with the terms and provisions of said act, including the timely posting of the subjects of this meeting.
Recognitions
A presentation was made by Beverly Watts Davis, on behalf of the Board of Trustees, to Lee Hisle, Associate Vice President for Faculty Development and Learning Resource Services, who is leaving Austin Community College to assume the position of Vice President of Information Technology and the Librarian at Connecticut College in New London, Connecticut. Trustees expressed appreciation to Dr. Hisle for his many years of dedicated service to the College.
Gerry Tucker, Associate Vice President for Human Resources, introduced new staff member Elizabeth Kay Rhoads, Dean of Students Services at the Rio Grande Campus.
Ed Osborn, College Marketing and College Relations Executive, and Tyra Duncan-Hall, Provost of Central Austin Campuses, spoke regarding Martin Luther King Day activities.
Chair Davis called attention to recognitions received by Trustee Lillian Davis in Profiles and Beverly Silas as a member of Leadership Texas.
Citizen's Communication
No one registered to address the Board.
Reports from Employee Associations
Full-Time Faculty Senate - Joe Lostracco, President, expressed appreciation from the Association to Lee Hisle for his service in the learning resource area as well as his service as Interim Executive Vice President for Academics, and distributed a letter from State Comptroller of Public Accounts Carole Keeton Rylander regarding the requested College audit.
Adjunct Faculty Association - John Herndon, President, expressed appreciation to Lee Hisle and spoke regarding salaries and implementation of the new compensation policy.
Professional/Technical Employees Association - Sonia Koerner, President, advised that Roslyn Wallace is the new representative on the College's Administrative Services Council and stated the Association's checking account was closed and the money donated to the Student Emergency Fund.
Classified Employees Association - Judy Doyen, President, expressed appreciation to Lee Hisle; spoke regarding cooperation and growth during the current year; provided information regarding staff changes; and stated the Classified Employee Association's Appreciation Breakfast is scheduled for April 21.
Student Government Association - Hector Tristan, Jr., President, expressed appreciation to Monica Loera for providing information in Board meetings during the Fall semester.
Reports to the Board
Jerry Miller, Vice President for Business Services, introduced representatives of Martinez, Mendoza & Company, P.C., Certified Public Accountants. Information was provided regarding the Management Letter and the General-Purpose Statements of the Austin Community College for the year ended August 31, 1999. They reported that the General-Purpose Financial Statements were found to present fairly, in all material respects, the financial position of the College, as of August 31, 1999, and the changes in fund balances and its current funds revenues, expenditures and other changes for the year then ended, in conformity with generally accepted accounting principles. No material weaknesses were noted involving the internal control structure and its operations.
FY 2000 Revenue Projections - Dr. Fonte, College President, stated this information was the first step in the budget process for FY 2001. Dr. Fonte and Jerry Miller responded to questions from Trustees regarding the revenue projections.
ITEMS FOR CONSENT
Agenda Item 7178
Minutes of Board of Trustees Meetings: December 6, 1999, Regular Meeting of the Board of Trustees
Recommendation: That the Board of Trustees approve the minutes as presented.
Agenda Item 7179
Fiscal Year 1999 Audited Financial Statements
Recommendation: That the Board of Trustees accept the Audited FY 1999 Financial Statements as presented by Martinez, Mendoza & Company, P.C., Certified Public Accountants.
Agenda Item 7180
Audit of Benefit Services
Recommendation: That the Board of Trustees authorize Administration to contract for audit of benefit services to ensure that benefit payments have been posted for all employees on a timely basis and that no employee will be negatively impacted by any error that may be been committed in the past.
Agenda Item 7181
Roof Repairs, Pinnacle Campus and Highland Business Center
Recommendation: That the Board of Trustees authorize an additional $48,500 for roof repairs at the Pinnacle Campus and the Highland Business Center.
Agenda Item 7182
Proposed Amendment to Policy F-3, Employee Recruitment
Recommendation: That the Board of Trustees adopt the proposed minor amendment to the policy.
Dr. Worley requested that Agenda Item 7180, Audit of Benefit Services, be pulled for discussion.
Hunter Ellinger moved and Allen Kaplan seconded that:
MOTION: The Board of Trustees approve Consent Agenda Items 7178, 7179, 7181, and 7182 as presented.
VOTE: The motion passed by a unanimous vote of 8-0-1.
The Chair did not vote.
Agenda Item 7180
Audit of Benefit Services
Trustees discussed the item.
Allen Kaplan moved and Hunter Ellinger seconded that:
MOTION: The Board of Trustees approve Agenda Item 7180, Audit of Benefit Services.
VOTE: The motion passed by a unanimous vote of 8-0-1.
The Chair did not vote.
Items for Discussion/Possible Action
Old Business:
Agenda Item 7183
Proposed Policy on Economic Analyses
Ms. Davis introduced the item and Trustees Lillian Davis and Hunter Ellinger provided comments. Trustees discussed the options.
Lillian Davis moved and Carol Nasworthy seconded that:
The Board of Trustees adopt option [2C] with the following change:
"[2C] These principles shall make appropriate provision for matching costs with revenues, for projection and allocation of indirect and capital costs, and for using appropriate methodologies for projections and valuation and projection of cost and revenue elements in long-term business analyses."
VOTE: The motion passed by a unanimous vote of 8-0-1.
The Chair did not vote.
Hunter Ellinger moved and Della May Moore seconded that:
MOTION: The Board of Trustees adopt the proposed new Economic Analysis policy with the inclusion of 2[C]:
ECONOMIC ANALYSES
ACC's decisions are fundamentally driven by pursuit of its mission of community service rather than of financial gain for itself. Many of its activities of great value to the community do not generate a net profit to the College, and many others are close enough to breakeven that their finances have little strategic impact. But careful attention to the financial implications of College operations is still necessary to identify possibilities for improvement and expansion, to ensure allocation of limited resources in accordance with planned priorities, and to avoid waste. Accordingly:
[1] The President shall ensure that the economic analyses needed for planning and evaluation are conducted according to reasonable, clearly-stated principles that are applied in a consistent manner in all sectors.
[2] These principles shall make appropriate provision for matching costs with revenues, for recognition and allocation of indirect and capital costs, and for using appropriate methodologies for valuation and projection of cost and revenue elements in long term business analyses.
[3] The level of detail and sophistication of analyses may be adapted to the size and economic sensitivity of the topics.
[4] Analyses or projections provided to the Board shall report the sources of the information and the assumptions on which the analysis is based.
[5] Economic analyses are required for items submitted for Board approval involving total expenditures of $500,000 or more, or where otherwise specified in policy.
VOTE: The motion passed by a unanimous vote of 8-0-1.
The Chair did not vote.
Agenda Item 7184
Matters Related to Conduct of May 6, 2000, Election
Ms. Davis introduced the item. Myra McDaniel, College Legal Counsel, provided information concerning use of ACC campuses for early voting. Board members discussed early voting on campuses and the anticipated cost.
Carol Nasworthy moved and Della May Moore seconded that:
MOTION: Early voting places be located at each Austin Community College campus at the least cost possible and that Dr. Ana M. "Cha" Guzman, Executive Vice President, and Myra McDaniel would negotiate the cost.
Della May Moore requested a Friendly Amendment.
FRIENDLY AMENDMENT TO MOTION: This is a collaborative agreement and the expenses should be shared equally by those entities requesting early voting places.
VOTE: The motion, with addition of Friendly Amendment, passed on a unanimous vote of 9-0-0.
Agenda Item 7185
Strategies for Operational Review of College Operations
Chair Davis introduced the item and Dr. Fonte stated this item recommended the College engage in the use of the Baldwin Quality Standards along the lines suggested by the Southern Association of Colleges and Schools. He stated an intern for the project would be on staff from John Roueche's program at The University of Texas and who has been a member of the Austin Quality Council. Dr. Fonte discussed the proposed processes for review by outside consultants including: Pre-Hiring/Hiring Process of Faculty and Adjunct Faculty; Pay Cycles and Pay Distribution for Campuses and Open Campus; and Student Application through Payment Processes.
Carol Nasworthy moved and Della May Moore seconded that:
MOTION: The Board of Trustees accept the administrative proposal to engage in an internal process utilizing Baldridge Quality Standards and the use of outside consultants for targeted process reviews.
VOTE: The motion passed on a vote of 7-1-1.
Trustee Rafael Quintanilla was absent for the vote.
The Chair did not vote.
Agenda Item 7186
Consideration of College President's Evaluation and Employment Contract
Ms. Davis stated this item would be discussed in Executive Session.
Agenda Item 7187
Real Estate Transactions
Ms. Davis stated there was no information to be presented.
New Business:
Agenda Item 7188
Draft Outline for January 24, 2000, Work Session
Ms. Davis introduced the item and Trustee Hunter Ellinger provided information on the proposed review and prioritization of the major elements of ACC's Strategic Planning. He requested Trustees to review the materials and provide any comments/suggestions prior to the January 24, 2000, Work Session.
Agenda Item 7189
Proposed Bookstore Contract Process
Ms. Davis introduced the item and Dr. Fonte stated this item was a proposal to enter into a negotiation process that includes a full competitive bid process if an agreement cannot be reached with Barnes and Noble. Trustees discussed the proposed process, textbook costs, and issuance of a Request for Proposals.
Della May Moore moved and Beverly Silas seconded that:
MOTION: The Board directs the Administration to begin to prepare, in addition to the current background materials, for the possible issuance of a Request for Proposals for continuation of the bookstore contract.
Carol Nasworthy opposed the Motion since the item was not on a previous agenda.
Della May Moore withdrew the Motion and no action was taken.
This item will be on the February 7, 2000, Board agenda.
Informational Items
Ms. Davis stated that Vice Chair Allen Kaplan's birthday was January 4.
President's Report
No report was presented.
Meeting Review
No review occurred.
Executive Session
The Board of Trustees recessed into Executive Session at 8:45 p.m. related to personnel matters, including the College President's Evaluation and Employment Contract, pursuant to Texas Government Code 551.074.
Reconvene
The Board of Trustees reconvened in public session at 11:05 p.m. pursuant to Texas Government Code 551.
Announcements
Ms. Davis stated the Board was very pleased with the performance of College President Richard Fonte. In light of accomplishments on Board policies, the actual status of the College in terms of fiscal soundness, the improvement in Board relations in terms of the overall outreach to the community, diversification of faculty, and utilization of College resources in a very wise way:
Allen Kaplan moved and Beverly Silas seconded that:
The Board of Trustees approve a 6.8% compensation increase to President Fonte with negotiation between Chair Davis and Dr. Fonte regarding where the money would be placed, and that the President's contract be extended by one year.
VOTE: The motion passed on a vote of 8-1-0.
John Worley voted against the motion.
Adjournment
Having no motion before the Board, the January 10, 2000, regular meeting of the Austin Community College Board of Trustees was adjourned at 11:10 p.m.
Approved By
Hunter Ellinger, Secretary