MINUTES - October 18-19 Board Retreat

MINUTES

Retreat - Board of Trustees

October 18-19, 2002

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 at a Board Retreat on Friday, October 18, 2002, at 2:40 p.m. in the Board Room (201) of the Highland Business Center of Austin Community College with the following members present: Rafael Quintanilla, Chair/Presiding Officer; Barbara Mink, Vice Chair; Allen Kaplan, Board Secretary; Beverly Watts Davis [arrived at 5:05 p.m.]; Lillian Davis [arrived at 2:50 p.m.]; John Hernandez [arrived at 2:55 p.m.]; Nan McRaven [arrived at 2:45 p.m.]; Beverly Silas; and John Worley. Also participating in the Retreat were: Richard Fonte, College President; Steve Kinslow, Executive Vice President; Bronson Dorsey, Associate Vice President for Facilities and Operations; Ed Osborn, College Marketing and Public Information Executive; Howard Falkenberg, President of Staats Falkenberg & Partners, Inc., and Stacey Thompson, President of the Full-Time Faculty Asociation.

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.

Items for Discussion/Possible Action

Agenda Item 7602

Austin Community College Master Plan for FY 03-05

Board Chair Rafael Quintanilla introduced the item and Steve Kinslow provided information concerning the draft Comprehensive Master Plan for Fiscal Years 2003-2005 and discussed programmatic implications and costs including: Strategic Planning Elements; Strategic Planning Flowchart; Challenges; Closing the Gap: Trends/Challenges/Implications; Limited Resources: Implications; SACS Self-Study: Implications; and A Fork in the Road. He stated this Master Plan would be aligned with the Southern Association of Colleges and Schools (SACS) Self-Study and advised that another version will be provided in November. Dr. Kinslow responded to questions from Trustees and asked for comments and input regarding the current version of the Master Plan.

Ben Ferrell, Vice President for Business Services, called attention to information on the summary cost trends for projected revenues and projected expenditures for Fiscal Years 2003, 2004, 2005, and 2006, and detailed costs by year.

Associate Vice President Bronson Dorsey provided information regarding the facilities implications and costs including enrollment and facilities projections for 2002-2010 and facility challenges/needs/assumptions.

Agenda Item 7603

Austin Community College Communications Plan

Mr. Rafael Quintanilla introduced the item and Steve Kinslow provided information concerning the Strategic Communications and Marketing Plan including the background, communications challenges, strategic challenges, FY03 plan highlights; targeted audiences; College values; communication channels and key tactics; and supplemental messaging. Dr. Kinslow, Mr. Osborn, ACC Marketing and Public Information Executive, and Mr. Falkenberg responded to questions from Trustees.

[Beverly Watts Davis left the meeting at 8:00 p.m.]

Chair Quintanilla expressed appreciation to participants and stated that the discussion was productive and worthwhile.

Recess

Having no motion before the Board, the meeting was recessed at 8:05 p.m.

Reconvene

Also participating in the Retreat were: Richard Fonte, College President; Steve Kinslow, Executive Vice President; Ed Osborn, College Marketing and Public Information Executive; and Stacey Thompson, President of the Full-Time Faculty Association.

Agenda Item 7604

Board Policies and Procedures

Board Chair Rafael Quintanilla introduced the item and Steve Kinslow distributed the recently amended Board Policy A-1, Mission/Vision/and Values Statement, and Dr. Fonte distributed data information.

Barbara Mink stated that Trustees would be divided into two groups to gather information regarding three questions:

(1) something I would like to learn more about as a Board member is…. ;

(2) things that I think we currently do at our Board meetings that helps them go well are …..; and

(3) things that I think we could do to improve our Board meetings are … .

Group I: Nan McRaven, Barbara Mink, Allen Kaplan, and John Worley

Goup II: Lillian Davis, John Hernandez, Beverly Silas, and Rafael Quintanilla

Report from Group I on Question 1—“Something I would like to learn more about as a Board member is:”

· Governance by policy and the importance of why the Board uses this process to govern the Board;

· The Master Plan;

· Orientation to ACC and its various programs;

· Financial statements (knowing how to read)

· Understanding of how Trustees can do better on Board/Administration relationship; what the relationship should be; and how Trustees can improve on it; and

· Legislative process--relationship to higher education and Austin Community College.

Report from Group II on Question 1—“Something I would like to learn more about as a Board member is:”

· Know more about who steps up to the dais—organization chart and who does what;

· More knowledge about how the Board can properly impact the College, proper role of members;

· Budget, bonds, financials;

· Inner-working of College; and

· Sabbaticals and policy governance.

Report from Group I on Question 2—“ things that I think we currently do at our Board meetings that helps them go well are: “

· The Board deals with issues. If Trustees disagree, it is not taken to a personal level;

· Association presentations and citizens communications;

· Managing times on agendas;

· The Board does not abuse Executive Sessions; and

· Lists for follow-up; tagging issues.

Report from Group II on Question 2—“ things that I think we currently do at our Board meetings that helps them go well are: “

· Like work sessions to discuss issues;

· Meetings have a good balance of issues for which the Board needs closure; feel good about balance; and

· Whole Board is very committed to time management.

Report from Group I on Question 3—“ things that we could do to improve our Board meetings are: “

· Need to prioritize e-mail—what’s really important; prioritize what comes to the Board and determine which issues need feedback;

· Citizens Communication/Associations – follow up—Board needs to know what the Administration did on questions and issues;

· Need to change meeting evaluation system at the end of the meetings; change to what went well and what the Board needs to change.

· Need a second camera to avoid getting the back of heads of people; Administration to look into this.

Report from Group II on Question 3—“ things that we could do to improve our Board meetings are: “

· Look at meeting evaluation process; need to spend some time dealing with whether to evaluate process, Chair, etc.;

· Need to re-visit meeting schedule—discussion and voting;

· Once a quarter, have a retreat where the Board can talk;

· Look at Work Schedule and see if the Board needs to block into a third format; and

· Frustrated at the way the Board is positioned at the dais—cannot hear or see others at the dais; may need to obtain a box which will make others aware when one Trustee has a question; maybe this would not be expensive and would be more professional.

Board Secretary Allen Kaplan discussed policy revisions and called attention to Board Policy B-5[2] which requires the Board to have a comprehensive review of all policies each biennium. Mr. Kaplan distributed the policy review process last used by the Board in 2000. He suggested Trustees read and evaluate the current Board policies. He asked Trustees to provide information to him by January 4, 2003. The information will be reviewed at the January or February Work Session.

Dr. Fonte expressed appreciation to Trustees for the highly productive Retreat and stated that the questions asked were appropriate and the administration learned a lot about the Board’s concerns.

Adjournment

Having no motion before the Board, the October 18-19, 2002, Retreat of the Austin Community College Board of Trustees was adjourned at 10:55 a.m. on Saturday, October 19, 2002.

Approved By

Allen H. Kaplan, Secretary