MINUTES

Regular Meeting – Board of Trustees

August 4, 2003

In accordance with the terms and provisions of the Texas Open Meetings Act, Chapter 551 of Texas Government Code, the Board of Trustees of the Austin Community College District convened in public session on Monday, August 4, 2003, at 6:00 p.m. in the Board Room (201) of the Highland Business Center of Austin Community College located at 5930 Middle Fiskville Road, Austin, Texas, with the following members present: Rafael Quintanilla, Chair/Presiding Officer; Barbara P. Mink, Board Vice Chair; Allen H. Kaplan, Secretary; Beverly Watts Davis; Lillian Davis; John Hernandez; Nan McRaven; Beverly Silas; 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

· Dr. Gerry Tucker, Associate Vice President for Human Resources, introduced new employee Mark Kincaid, Project Director, Career and Technology Program, for Austin Community College.

Citizens Communication

· Laurie Fluker, ACC faculty, spoke regarding College marketing efforts.

· Mary Gilmer, ACC employee, spoke regarding the budget and insurance benefits.

· John Herndon, ACC faculty, spoke regarding adjunct faculty compensation.

· Kamil Jbeily, ACC faculty, distributed information and spoke regarding adjunct faculty compensation.

· Kitty Henderson, ACC faculty, spoke regarding adjunct faculty compensation.

· Shirley Martinez, Austin InterFaith, spoke regarding adult education.

· Annalisa Arnold, ACC employee, spoke regarding insurance benefits.

· Daniel Traverso, ACC Faculty, spoke regarding compensation.

· Glen Hunt, ACC faculty, spoke regarding adjunct faculty compensation.

· Barbara Beggs, ACC employee, spoke regarding insurance benefits.

· Aubrey Landfried, ACC student, spoke regarding baseball team.

· Myra Bradley, ACC faculty, spoke regarding insurance benefits and compensation.

· John Ainthebliem, ACC employee, spoke regarding insurance benefits.

· Lew Barnett, ACC faculty, spoke regarding insurance benefits.

· Adrian Rameriz, citizen, spoke regarding baseball team.

· David Esparza, citizen, spoke regarding baseball team.

· Reed Rinn, citizen, spoke regarding baseball team.

Rafael Quintanilla, Board Chair, stated that Mr. Nizer, citizen, had telephoned and wished to go on record as opposed to approval of a budget which would require a tax increase.

Reports from Associations

· Adjunct Faculty Association – Don Morris, President, expressed appreciation to the Board and spoke regarding compensation.

· Classified Employees Association – Judy Doyen, President, distributed information and spoke regarding election of new officers for the Association; compensation; professional development; and insurance benefits.

· Full-Time Faculty Senate – Stacey Thompson, President, spoke regarding compensation.

· Professional-Technical Employees Association – Marilyn Lee-Taylor, President, spoke regarding election of new officers for the Association and compensation.

· Student Government Association – John Riles IV, Association representative, expressed appreciation to the Board and spoke regarding support for currently approved tuition/fees; tuition for Early College Start program; and salary increases for faculty/staff.

Reports to the Board

· Mary Kohls, ACC Faculty Chapter Advisor for Phi Theta Kappa, distributed the Annual Report and spoke regarding the All-Texas Academic Team and recognized two Austin Community College students on the team: Kerry Wilkes and Velvet Webb. Board Chair Rafael Quintanilla presented awards to the students. Board Secretary Allen Kaplan presented Alpha Gamma Pi Chapter Award of Achievement for being named as one of the Top 100 Chapters. Velvet Webb, Chapter President, presented the annual report and recognized achievements of the Chapter. Ms. Webb stated that Rebecca Ellison and Regina Webb received $1,000 scholarships from the Coca-Cola Foundation and a Chapter scholarship was presented to Christian Page, recent inductee of the GED Honor Society, to continue his education at Austin Community College. She also called attention to additional awards: Velvet Webb, 2002-2003 Outstanding Chapter President of the Texas Region and District Five Vice President of the Texas Region at the Texas Regional Convention in March; Mary Kohls, 2002-2003 Outstanding Chapter Advisor at the Texas Regional Convention as well as the Robert Giles Continued Excellence Award presented at the International Convention in Anaheim, California. Ms. Webb cited local, state, and international activities of the Chapter during the past year. She expressed appreciation to the Board of Trustees and Austin Community College for support to her during the year and introduced the newly elected President for Alpha Gamma Pi for 2003-2004.

· Report on Achievements and Recognitions – Dr. Kinslow distributed the report.

· South Austin Campus Update – Ms. Guadalupe Sosa expressed appreciation to Bronson Dorsey and Donetta Goodall, ACC Associate Vice Presidents, for involvement in the South Austin Campus planning and curriculum activities. She stated that curriculum discussions would be on-going. She encouraged the addition of two members of the South Austin Campus Advisory Committee as part of the planning committee. Ms. Sosa introduced James McGuffee who will provide assistance. Jim Walker, ACC Coordinator and Liaison to the South Austin Campus Advisory Committee, expressed appreciation to Bronson Dorsey and PageSouthlandPage Architects for proposed design workshops. Ms. Sosa expressed appreciation to American Constructors for their participation in Committee meetings and asked that the College assist with publicizing the South Austin Campus meetings.

· Financial Report – June 2003 – Ben Ferrell, Vice President for Business Services, called attention to the June 2003 monthly financial report and detailed year-to-date expenditures and revenues against the budget and a monthly revised fiscal-year projection of expenditures and revenues. He stated the College will have a positive balance of revenues versus expenditures for the current fiscal year and that the College will meet the expectations of the minimum reserves level policy (G-6) or the corrective action plan requirements. Mr. Ferrell and Dr. Richard Fonte, College President, responded to questions from Trustees.

· State Comptroller’s Report – Implementation Update – Chair Quintanilla stated this report would be delayed until the mid-month meeting.

CONSENT AGENDA

Agenda Item 7745

Minutes of the June 30, 2003, Work Session; July 7, 2003, Regular Meeting; July 21, 2003, Work Session of the Austin Community College Board of Trustees

Recommendation: That the Board of Trustees approve the minutes as presented.

Agenda Item 7746

Proposed Board Work Plan for Next Six Months – August 2003-January 2004

Recommendation: That the Board of Trustees approve the Work Plan as presented.

Agenda Item 7747

Proposed Approval of Revision(s) to Board Policy A-2, Intended Results

Recommendation: That the Board of Trustees approve the proposed revision of Board Policy A-2, Intended Results.

A-2. INTENDED OUTCOMES

Through it mission, vision, and values policy (A-1), the governing board emphasizes the intended impact of Austin Community College within the communities its serves. The intended outcomes of Austin Community College are to ensure a quality return on the public’s investment in its community college district.

Austin Community College will, on an on-going and annual basis, collect and use data to evaluate its effectiveness in nurturing a teaching and learning environment which achieves intended outcomes fulfilling its mission, vision, and values. The results of annual assessment will be used to meet identified local community needs by providing serve-area adults with the postsecondary and higher education they need and can use for productive, useful lives. The assessment shall also determine whether emphasis was placed on providing educational programs and services to people who are educationally disadvantaged and who are not well served by other colleges.

In meeting its State-mandated mission, the College will establish outcomes designed to achieve:

[1] a teaching and learning environment which provides balanced instructional program offerings

among the core missions of the community college, and which encourages students to be active,

life-long learners;

[2] accessible and affordable post-secondary and higher education programs and services for all

who qualify and have the ability to benefit;

[3] enrollments reflecting diverse and traditionally underserved populations in numbers which at

least mirror the local populations of our Service Area;

[4] effective institutional support services which promote achievement of students’ educational

goals, student retention, and program completion;

[5] student performance which meets or exceeds State and national benchmarks in the following

areas:

·     Transfer to universities,

· Job placement from career workforce programs into family-wage careers,

·      College retention and program completion of students, including developmental
students,

· Basic skills acquisition including GED achievement,

· Literacy-level increases including ESL students,

· Successful transition from developmental to college-level courses

[6] improved personal lives by advancing students toward further education, and/or contributing to their ability to succeed in the workplace and to be productive citizens; and

[7] efficiently administered programs and services that avoid procedures that waste the money or time of students and staff and which create an institution that is a good place to work, learn, and otherwise experience the higher-education process.

Institutional Effectiveness Measures, and assessment results, will be reviewed each Spring by the Board of Trustees, The Institutional Effectiveness Measures will initially be established and annually reviewed through the shared governance process.

Agenda Item 7748

Proposed Revision of Board Policy C-3, Duties and Responsibilities, College President

Recommendation: That the Board of Trustees approve the proposed revisions to Board Policy C-3, Duties and Responsibilities, College President.

C-3. DUTIES AND RESPONSIBILITIES, COLLEGE PRESIDENT

Within the framework of policies adopted by the Board, the College President exercises broad authority in carrying out the responsibilities of the position. The College President performs the following functions:

[1] Acts as executive officer for the Board of Trustees.

[2] Implements Board Policy.

[3] Advises the Board on policy development and review.

[4] Creates, organizes, and reorganizes, with 30 days prior notice, whenever practical, to the Board of Trustees for major changes to the administrative organization of the College, and manages the administrative organization of the College.

[5] Provides the Board with a timely flow of information regarding the College and its needs.

[6] Reports promptly the appointment of College employees to the Board of Trustees.

[7] Prepares and submits an annual budget to the Board and makes recommendations to the Board for budget changes; implements the College budget as approved and amended.

[8] Provides leadership in the development, implementation, and periodic revision of plans for the development of the Austin Community College District.

[9] Makes recommendations to the Board for the adoption of instructional programs and other educational and community services.

[10] Reviews the educational program on a continuing basis and effects changes that will improve the quality and scope of services offered.

[11] Represents the College, in cooperation with the Board and staff, to the community.

[12] Influences the development of local, state, and national educational policies.

[13] Ensures the accuracy of all reports required by local, state, and federal agencies.

[14] Prepares agenda materials, with the approval of the Board officers, for board meetings and maintains a record of the proceedings.

[15] Develops and approves administrative rules needed for effective College operations or to carry out Board policy, and reports to the Board of Trustees such rules related to Board policy.

[16] Maintains the orderly functioning of the College and takes appropriate action, within the limits of Board policy, as may be necessary to prevent any interference with such orderly operation of the College.

*****

Agenda Item 7749

Proposed Revision of Board Policy E-4, Organizational Performance Evaluation/Auditing (Internal Auditor)

Recommendation: That the Board of Trustees approve the proposed revisions to Board Policy E-4, Organizational Performance Evaluation/Auditing.

Trustee Lillian Davis moved and Nan McRaven seconded that:

MOTION: The Board of Trustees approve Consent Agenda Items 7745 - Minutes of the June 30, 2003, Work Session; July 7, 2003, Regular Meeting; and July 21, 2003, Work Session of the Board of Trustees of Austin Community College; 7746 - Proposal Approval of Board Work Plan for Next Six Months – August 2003-January 2004; 7747 - Proposed Approval of Revision(s) to Board Policy A-2, Intended Results; 7748 – Proposed Approval of Revision(s) to Board Policy C-3, Duties and Responsibilities, College President; 7749 – Proposed Approval of Revision(s) to Board Policy E-4, Organizational Performance Evaluation/Auditing (Internal Auditor), as presented.

Trustee John Worley requested Items 7746 and 7749 be pulled for discussion.

VOTE: The motion passed on a vote of 9-0 to approve Consent Agenda Items 7745, 7747, and 7748.

FOR: Beverly Watts Davis, Lillian J. Davis, John Hernandez, Allen Kaplan, Nan McRaven, Barbara Mink, Rafael Quintanilla, Beverly Silas, and John Worley.

AGAINST: None.

Executive Session

The Board of Trustees of Austin Community College recessed into Executive Session at 7:42 p.m. pursuant to Government Code 552.071, pending or contemplated litigation or a settlement offer.

Reconvene

The Board of Trustees of Austin Community College reconvened in public session at 8:24 p.m. pursuant to Texas Government Code 551.

Agenda Item 7746

Proposed Board Work Plan for Next Six Months – August 2003-January 2004

Trustee John Worley requested discussion of a possible revision to Board policy to add sustainable building including emphasis on conservation and solar power in conjunction with the proposed Facilities Update scheduled for the January 4, 2004, Board meeting. Dr. Fonte stated this was added to the September 15, Board Work Session. John withdrew his suggestion and agreed with addition of the discussion at the September 15 Board Work Session.

Allen Kaplan requested that the RFP Process for facilities be included on the agenda for the discussion at the September 15, 2003, Board Work Session.

Allen Kaplan moved and Nan McRaven seconded that:

MOTION: The Board of Trustees approve the Board Work Plan for the Next Six Months with the addition of discussion of the Request for Proposal process included on September 15, 2003.

VOTE: The motion passed on a vote of 9-0.

FOR: Beverly Watts Davis, Lillian J. Davis, John Hernandez, Allen Kaplan, Nan McRaven, Barbara Mink, Rafael Quintanilla, Beverly Silas, and John Worley.

AGAINST: None.

*****

Proposed Board Work Plan for Next Six Months

August 2003 – January 2004

(as approved by the Board of Trustees on August 4, 2003)

Monday, August 4, 2003 – Regular Meeting, Highland Business Center Board Room (201)

· FY04 Budget Approval

· Final adoption of revisions to Board Policies C-3, Duties and Responsibilities, College President (College organizational changes), and E-4, Organizational Performance Evaluation/Auditing (Internal Auditor)

· South Austin Campus Update

· State Comptroller’s Report–Implementation Update

Monday, August 18, 2003 – Board Work Session, Highland Business Center Board Room (201)

· Selection of Presidential Search Firm

· Rio Grande Property Purchase

· Report on ACC/AISD Relationship on Career Technical Education

Tuesday, September 2, 2003, Regular Meeting, Highland Business Center Board Room (201)

· Public Hearing on Tax Levy

· Early College Start Tuition

· Monthly Financial

· Master Plan Review—Infusion of Technology into the Curriculum—Expectations

· Annexation

Friday/Saturday, September 5-6, 2003, Board Retreat (location to be determined)

· Selected Topics of Professional Board Development

Monday, September 15, 2003 – Board Work Session, Highland Business Center Board Room (201)

· FY 04 Tax Levy

· Facilities Update/Facilities Policies/RFP Process

· Meeting on City of Austin Economic Development (City and Chamber Guests)

· Workforce Programs—Master Plan Expectations for Emerging Occupational Areas

· Occupational Program Report (Placement, graduation rates, earnings, etc.)

Tuesday, October 7, 2003 – Regular Meeting, Highland Business Center Board Room (201)

· Potential Board Policy on Professional Development

· Report from Economic Advisory Committee on Board Set-Aside Policies

· State Comptroller’s Report—Implementation Update

· Monthly Financial Report

Monday, October 20, 2003 – Board Work Session, Highland Business Center, Board Room (201)

· Review of Compensation Goals and Board Policy F-10, Employee Compensation

· Board Policy D-3, Faculty Workloads

· Board Policy F-5, Placement/Advancement Policy

· Discussion of Mix of Adjunct versus Full-Time—Future Hiring Expectations—Master Plan

· EEOC Policy/Affirmative Action

Monday, November 3, 2003 – Regular Meeting, Highland Business Center Board Room (201)

· Out-of-District Tuition Policy

· Monthly Financial Report

· Master Plan Expectations—Student Services

· Student Services/Instructional Support Outcomes Report

Monday, November 17, 2003 – Board Work Session, Highland Business Center Board Room (201)

· Facilities Update

· Meeting with AISD Board

· Developmental Education—Outcomes Report

· Parking Fee

Monday, November 24, 2003 – Special Meeting (Presidential Evaluation), Highland Business Center Board Room (201)

· Presidential Evaluation

Monday, December 1, 2003 – Regular Meeting, Highland Business Center Board Room (201)

· Selection of College President

· Monthly Financial Report

· Final Adoption of Revision to Board Policies: D-3, Faculty Workloads: F-5, Placement/Advancement; and F-10, Employee Compensation

· Registration – In-District Priority System

Monday, January 12, 2004 – Regular Meeting (2^nd Monday), Highland Business Center Board Room (201)

· Facilities Update

· Monthly Financial Report

· ABE/ESL Outcomes Report

· Meeting with Literacy Partners

Monday, January 26, 2004 – Board Work Session (4^th Monday), Highland Business Center Board Room (201)

· Annual Financial Audit

******

Agenda Item 7749

Proposed Revision of Board Policy E-4, Organizational Performance Evaluation/Auditing (Internal Auditor)

Mr. Quintanilla introduced the item.

Trustee Allen Kaplan moved and Lillian Davis seconded that:

MOTION: The Board of Trustees approve the proposed revisions to Board Policy E-4, Organizational Performance Evaluation/Auditing.

Trustee John Worley requested a Friendly Amendment.

FRIENDLY AMENDMENT: Add to the end of the second paragraph “The External Auditor reports directly to the Board. All reports, including preliminary reports, must be forwarded to all Board members immediately after they are issued.”

Allen Kaplan accepted the Friendly Amendment. Lillian Davis did not accept the Friendly Amendment.

Trustee John Worley moved and Allen Kaplan seconded that:

SUBSTITUTE MOTION:

Add to the end of the second paragraph “The External Auditor reports directly to the Board. All reports, including preliminary reports, must be forwarded to all Board members immediately after they are issued.”

Trustees discussed the substitute motion and received information from College administrators. Dr. Worley withdrew the Substitute Motion contingent upon discussion at the next Regular meeting of the Board.

VOTE ON ORIGINAL MOTION: The motion passed on a vote of 9-0.

FOR: Beverly Watts Davis, Lillian J. Davis, John Hernandez, Allen Kaplan, Nan McRaven, Barbara Mink, Rafael Quintanilla, Beverly Silas, and John Worley.

AGAINST: None.

E-4. ORGANIZATIONAL PERFORMANCE EVALUATION/AUDITING

The President shall ensure that each significant function, sector, and process of the College is evaluated (including feedback from the people dependent on it) for effectiveness, efficiency, and policy compliance according to an announced schedule. The administration shall consider suggestions from students, employees, and others as to evaluation format and content. For each such evaluation, the administration shall publish a report summarizing its analysis of current performance, any improvements it plans, and the feedback it received. The administration shall also provide the Board summaries of the status of activities designed to address any weaknesses previously identified by either this system or by the external auditors, and a list of any atypical major College practices or conditions, with either justifications to retain them or plans for improvement.

The Board shall engage external auditors to conduct the annual financial audit and to perform such other services as may be deemed appropriate by the Board or the Board Secretary in furtherance of Policy B-6, Monitoring Policy Compliance. Such auditors shall have complete access to any institutional records or information they deem needed for their work. The auditors shall report to the Board any significant inappropriate practices they detect in College activities. The same firm will not be chosen as auditors for more than 5 out of any 10 years.

The Internal Auditor shall provide a quarterly report to the Board of Trustees.

The annual work plan of the Internal Auditor shall be developed by the President in consultation with the Board of Trustees. The President shall provide to the Board a copy of the annual work plan of the Internal Auditor and any other additions in a timely manner.

Trustees with suggestions of activities for review by the Internal Auditor shall provide such suggestions to the College President. The President shall consider all activities suggested by Board members and assign them to the Internal Auditor or to other appropriate staff of the College, including the President him/herself, or provide a report to the Board providing reasons why the activity is inappropriate for review by a College staff member. The Board of Trustees may assign any such suggested activities to the External Auditor.

*****

ITEMS FOR DISCUSSION/POSSIBLE ACTION

Agenda Item 7750

Proposed Approval of Tax Rate Planning Calendar and Scheduling of a Public Hearing for Proposed Tax Rate on September 2, 2003

Chair Rafael Quintanilla introduced the item.

Allen Kaplan moved and Nan McRaven seconded that:

MOTION: The Board of Trustees approve the proposed 2003 Property Tax Rate Planning Calendar including a $0.0700 M&O tax rate and a $0.0071 I&S tax rate, record a vote and schedule a public hearing for September 2, 2003.

VOTE: The motion passed on a vote of 9-0.

FOR: Beverly Watts Davis, Lillian J. Davis, John Hernandez, Allen Kaplan, Nan McRaven, Barbara Mink, Rafael Quintanilla, Beverly Silas, and John Worley.

AGAINST: None.

Agenda Item 7751

Proposed Approval of Fiscal Year 2004 Austin Community College Operating Budget

Chair Rafael Quintanilla introduced the item and Ben Ferrell, Vice President for Business Services, presented the proposed FY 2004 Operating Budget. Trustees discussed employee health benefits, anticipated employee retirements; State appropriations; faculty/staff compensation; adult and continuing education programs; Early College Start program; enrollments; course sections; College marketing efforts; professional development; and baseball program. Trustees requested additional information for the August 18, 2003, meeting.

Trustee Allen Kaplan moved and Beverly Watts Davis seconded that:

MOTION: That the Board of Trustees approve a Resolution: Whereas the State is not paying for it, it is the intent of this Board to fund the $411,000 to pay for part-time employees and dependents insurance.

Trustees discussed the item and Dr. Fonte provided additional information.

Beverly Silas moved and Nan McRaven seconded that:

SUBSTITUTE MOTION: That the Board of Trustees approve $274,000 for health insurance for part-time employees, not including dependents, and $180,000 for the 25-30 retirees.

Trustee Beverly Silas and Nan McRaven withdrew the Substitute Motion.

VOTE ORIGINAL MOTION: The motion passed on a vote of 5-3

FOR: Beverly Watts Davis, Nan McRaven; Allen Kaplan, Barbara Mink, John Worley

AGAINST: Lillian Davis, John Hernandez, Rafael Quintanilla

Beverly Silas did not vote.

Agenda Item 7752

Austin Community College Non-Operating College Budget

Mr. Quintanilla introduced the item and Ben Ferrell, Vice President of Business Services, provided information and responded to questions from Trustees.

Agenda Item 7753

Athletics - Baseball

Due to the lateness of the meeting, Chair Rafael Quintanilla introduced the item and requested that Trustees be provided with a written report on how the proposal can be achieved without incurring any additional expenses to the College.

Announcements

Dr. Mink expressed appreciation to the group who reviewed the thirteen responses to the RFP for the Presidential Search Firm on the afternoons of July 28 and July 29. These 18 representatives identified by the College associations evaluated the responses fairly. The information was summarized by the Purchasing Department and provided to Allen Kaplan, Nan McRaven, and Barbara Mink for review. Dr. Mink stated that the five firms selected as finalists would be invited to make presentations to the Board at the August 18, 2003, meeting. They are: Ambler Associates, Dallas; Association of Community College Trustees, Washington, D.C.; Gold-Hill Associates, Ashville, North Carolina; Isaacson-Miller, Boston, Massachusetts; and The Pauly Group from Illinois. The 15-minute presentations would include: 5 minutes to present strengths of the firm; 5 minutes to respond to pre-arranged questions; and 5 minutes to respond to any questions directly from Trustees. Dr. Mink stated these firms would come at their own expense.

Dr. Mink commended the exceptional work of the College review group.

Meeting Review

Trustees commented regarding the meeting:

What we did well: We have a lot of important work to do and it is going to take time; good meeting; good job—a lot of hard stuff;

What we can do better: Should have had the athletics/baseball item first on the agenda; they came and waited through the whole meeting; Agree that we should have handled the baseball item earlier; too many items on the agenda—way too much; sorry for the delay of the baseball.

Adjournment

Having no motion before the Board, the August 4, 2003, Regular Meeting of the Austin Community College Board of Trustees was adjourned at 11:00 p.m.

Approved By

Allen H. Kaplan, Secretary