MINUTES
Regular
Meeting – Board of Trustees
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 Tuesday, January 18, 2005, at 6:04 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: Dr. Barbara P. Mink, Chair/Presiding Officer; Mr. John F. Hernandez, Board Vice Chair; Mr. Jeffrey Richard, Secretary; Dr. Lillian J. Davis; Mr. Allen H. Kaplan; Ms. Nan McRaven [arrived at 6:08 p.m.]; Mr. Rafael Quintanilla; Ms. Veronica Rivera; and Dr. 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
§
Ms. Gerry Tucker, Associate Vice President, introduced new
employees in the Student Life Office:
Jessica Pabon, Amy Horridge,
Marisa Walden, Jennifer Flowers, Toniette Haynes, and
Anna Lamb.
§
Report on Achievements and Recognitions – Dr. Stephen
B. Kinslow, Executive Vice President, presented the
Kudos Report and called attention to recent awards/recognitions received by
faculty/programs, staff, students, and
Citizens
Communication
No
one registered to address the Board.
Reports from
Associations
·
Adjunct Faculty Association – Mr. John Herndon,
President, expressed appreciation to Trustee Lillian Davis for her contribution
to the Faculty Emergency Fund; stated 150 of 1,045 adjunct faculty
are part-time instructors; and provided information regarding the functions of
the adjunct faculty; and the three-year compensation plan.
·
Classified Employees Association –Sue Bloodsworth, President, expressed appreciation to President
Robert Aguero for his thoughtful consideration of
College issues including the closing of Building D at the Riverside Campus; a children-first
approach at the Eastview Campus, and his up-front
communication with employees. She called
attention to the need for an ATM machine at the Eastview
Campus and noted the blood drives to be held on March 2, 9, and 10.
·
Full-Time Faculty Senate – Mr. Larry Willoughby,
President, spoke regarding placement of the adjunct faculty on a new placement
scale; review of hiring guidelines for faculty; and expansion of community
outreach programs. He stated that Board
Chair Barbara Mink would participate in the February 4 Faculty Senate meeting; Daron Butler, Chair of the ACC Foundation Board, would
participate in the March meeting; the Faculty Senate would work with the
Foundation; meetings would be held with College administration to evaluate
travel budgets; and closing of Building D at the Riverside Campus. He expressed
appreciation for the move to new classroom space
·
Professional-Technical Employees
Association – Ms. Linda Morrison, President, stated the Association’s Holiday
Project for Oak Springs Elementary School was a large success; procedure is in
place for Emergency Fund for Association of Technical-Professional Employees;
and called attention to the Association’s quarterly meeting with Toby Futrell, Austin City Manager, and Board Chair Barbara
Mink. She stated the Association’s
officers would meet with College President Robert Aguero
on January 20 to discuss compensation.
·
Student Government
Association – Mr. James “Levi”
Barnes, President, spoke regarding TJCFDA, the Texas student government
association, Student Day on February 7 including meeting at the State Capitol
at 10 a.m.; Regional IV Conference on
February 25-27 at Blinn College in Brenham; the State
Conference to be held in Austin on April 14-17; Student Government projects; working
to open lines of communication with administration; providing a listing of all
events and fund-raisers for the year in about a month; and appointing new officers. Mr. Barnes
stated that this would be his last semester as President and as a student at
President’s Administrative Report
Dr. Robert Aguero,
College President, stated:
· The College received official notification from the Southern Association of Colleges and Schools (SACS) that the College was removed from “Warning” and accreditation has been reaffirmed. As a standard procedure, a five-year report is required. Dr. Aguero expressed appreciation to Trustees for their work.
·
Enrollment as of January 14 was 28,863
credit students, which was an .8% increase; and Spring-to-Spring
contact hours were up 4/10 of a percent.
·
The Board Chair agreed to move the
President’s mid-year informal evaluation to the February 7 Board meeting and there
would be an executive session at the January 24 Board Work Session to discuss
an important issue.
·
Welcomed the new Student Life
employees and stated the College looks forward to working with them.
Financial
Report – November 2004
Mr. Ben Ferrell,
Vice President for Business Services, called attention to the November 2004
financial report noting:
·
There were no significant changes in projections from the
October report. Fall semester growth in
credit hours was up 1.4 percent.
·
Based on current information, the College’s budget was on
track and projected approximately $500,000 net revenues
over expenses in the operating budget.
·
Based on revenues projected through August
2005, there is approximately
$800,000 favorable for budget over projections for salaries and lapsed
salaries.
·
There is approximately one-half million dollars of net
revenue expenditures projected for the year.
Mr. Ferrell also
called attention to a new addition to the Financial Report which updates projects
approved through Master Plan or otherwise;
In response to
Sue Bloodworth’s comments, Mr. Ferrell stated an ATM
will be added to the Eastview Campus.
Mr. Ferrell
responded to questions from Trustees concerning shortfall with no change in
budget due to Del Valle tax issue; General Obligation Tax Bond
Projects—renovation noted at Rio Grande Campus; and compliance with Board
policy regarding transfer to Plant Fund by $1.2 million without a budget
amendment;
He noted that
the College would have a positive balance of revenues versus expenditures for
the Fiscal Year 2005 and would meet the expectations of the Cash Reserves Board
Policy G-6 or the corrective action plan requirements.
Reports
to the Board
·
Master Planning Process – Dr. Stephen B. Kinslow, Executive Vice President, discussed what was done
as a part of the Master Plan and what was expected to be done during the
remainder of Fiscal Year 2005. He
discussed the key components of the Master Planning process, including internal
and external, and stated the Master Planning process continues to evolve.
Ms. Soon Merz, Associate Vice President for
Institutional Effectiveness, discussed the Fiscal Year 2006 process and
provided the timeline for the process.
She provided information regarding the next iteration of the Master
Planning process and facilities Master Planning components.
Dr. Kinslow and Ms. Merz
responded to questions from Trustees regarding the cycle for Master Planning
versus six-year terms for Trustees.
Trustees requested that this discussion be continued in an upcoming Board Work
Session.
·
Monthly Construction Update – Mr. Ferrell
provided an update on current construction and renovation projects including a
major facilities projects summary, a facilities update regarding Eastview Campus – Health Sciences Building; Eastview Campus – Environmental Testing; South Austin
Campus; Cypress Creek Expansion; Northridge Parking Lot; Rio Grande Campus; San
Marcos/Hays County; Riverside Zoning; Riverside Renovations; Northridge Student
Service Renovations; and a Building and Grounds listing of Holiday Break
projects.
Mr. Ferrell responded to questions from Trustees regarding the need for updated
information to be included on the Pinnacle Campus Parking Lot; status of
project management by O’Connell Robertson regarding the Cypress Creek
Expansion; a need for additional information regarding zoning for Riverside
property; attendance at neighborhood/City planning meetings; topics for Board’s
speaking engagements; City of Austin discussion regarding the Rio Grande
Campus; and funding for San Marcos/Hays County project.
CONSENT
AGENDA
Chair Mink introduced the Consent Agenda:
Agenda
Item 8002
Proposed
Approval of Minutes of the
Recommendation: That
the Board of Trustees approve the minutes as
presented.
Agenda
Item 8003
Proposed
Approval of Amendment to the
Recommendation: That the Board of Trustees amend the Austin
Community College Money Purchase Plan by adding Dr. Robert Aguero,
President, as a Trustee of the Plan effective January 1, 2005.
Agenda Item 8004
Proposed
Adoption of A Board Resolution Authorizing the Board Chair to Sign Tax Resale
Deeds
Recommendation: That
the Board of Trustees approve a resolution to authorize the Board Chair to sign
Tax Resale Deeds on behalf of
**********
Resolution and Order for the Chairman of
the Board of Trustees of Austin Community College to sign Tax Resale Deeds on
behalf of Austin Community College
Whereas,
Whereas,
Whereas, some property owners become delinquent in paying their property taxes, and
Whereas,
Whereas,
Whereas, the title of foreclosed property is transferred to the purchaser by means of a Tax Resale Deed, and
Whereas, Tax Resale Deeds require the signature of the presiding officer of the governing body of each taxing entity having an interest in the property, and
Whereas, presiding officers of each respective taxing entity’s governing body are also required to certify that they are acing as duly authorized by resolution and order of their respective governing body that has been recorded in their official minutes, and
Whereas,
Whereas, creating a resolution by the Board of Trustees for
Therefore, be it resolved that the Board of Trustees of Austin Community College hereby authorizes its Chair, Dr. Barbara P. Mink, to sign Tax Resale Deeds on behalf of Austin Community College, and
Further be it resolved that this Resolution and Order be duly recorded in the official minutes of the Board of Trustees of Austin Community College.
Dr. Barbara P. Mink, Chair
ATTEST:
Mr. Jeffrey Richard, Secretary
**********
Agenda
Item 8005
Proposed
Approval of PFM Asset Management, LLC, as
Recommendation: That
the Board of Trustees approve PFM Asset Management,
LLC, as the College’s Financial Investment Manager.
Agenda
Item 8006
Proposed
Approval of Workers Compensation Insurance Contract for Fiscal Year 2005 to
Deep
Recommendation: That the Board of Trustees approve
awarding the Workers Compensation insurance contract to Deep East Texas Self
Insurance Fund through Frost Insurance.
Trustees Allen
Kaplan moved and Lillian Davis seconded that:
MOTION: The Board of
Trustees approve Consent Agenda Item 8002, Proposed Approval of Minutes of the
December 13, 2004, Regular Meeting of the Austin Community College Board of
Trustees; Agenda Item 8003, Proposed Approval of Amendment to the Austin
Community College Money Purchase Plan; Agenda Item 8004, Proposed Adoption of A
Board Resolution Authorizing the Board
Chair to Sign Tax Resale Deeds; Agenda Item 8005, Proposed Approval of PFM
Asset Management, LLC, as Austin Community College’s Financial Investment
Manager; and Agenda Item 8006. Proposed Approval of Workers Compensation
Insurance Contract for Fiscal Year 2005 to Deep
VOTE: The motion passed on a vote of 9-0.
FOR: Dr. Lillian J. Davis, Mr. John F. Hernandez,
Mr. Allen H. Kaplan, Ms. Nan McRaven, Dr. Barbara P.
Mink, Mr. Rafael Quintanilla, Mr. Jeffrey Richard, Ms. Veronica Rivera, and Dr.
John Worley.
AGAINST: None.
ITEMS
FOR DISCUSSION/POSSIBLE ACTION
Dr. Mink
re-ordered the agenda.
Agenda
Item 8008
Fiscal
Year 2004 External Audit Management Letter
Dr. Mink introduced the item and Mr. Ben Ferrell stated the
audit was conducted by Garza/Gonzales & Associates,
Ms. Verde stated:
·
There were four
independent audit reports and she was pleased to report that it was a clean
opinion on reports;.
·
There were no material
instances in non-compliance in either Federal or State programs;
·
There were no material
weaknesses in the District’s internal controls.
Federal programs this year were $16 million.
·
Sixty-one (61) percent
of State monies were tested, and there were no material weaknesses
·
On State findings,
there were no findings.
·
There were no
significant audit adjustments
·
There were no
disagreements with management;
·
There were no
difficulties encountered in the audit;
·
Last year, there was
one Immaterial Instance of Noncompliance noted on Inventory of Capital
Assets. The auditors recommended that
the College continue their efforts to verify the existence of capital assets
not identified during the physical inventory, reconcile the results to the
general ledger, and record adjustments to reflect the completed inventory, as
necessary. Additionally, supporting
documentation for deletions should be retained.
Last year’s comments are repeated, and progress is being made;
·
Other Comments and
Recommendations from prior year have been satisfactorily resolved.
·
Current Year
Comment: Reconciliation of Employee
Retirement System Account. In reviewing
the activity and reconciliation of the Employee Retirement System (ERS)
liability account, the audit noted that excess payments were made in the
current year to ERS state accounts which resulted in an overpayment of $400,000
as of the year end. The audit
recommended that the College initiate a review and approval process for all
ERS, Teacher Retirement System (TRS) and other benefit payments that include
approval by both the Payroll and Business Services areas. The review process should include
reconciliation to the invoiced amount and an explanation of any variance in
payments to ensure that the budgetary and cash controls of the College function
properly and that only amounts due are remitted.
Ms. Verde and Mr. Martinez responded to questions from
Trustees concerning definition of “no material weaknesses or instances of
noncompliance”; amount of unrestricted surplus; Honeywell Energy audit; and
decline in net assets by one-half million dollars versus applicable Board
policy.
[Trustee Jeffrey Richard left the meeting at
Recess
Dr. Mink recessed the
Reconvene
The Board of Trustees of Austin Community College
reconvened in public session at
Agenda
Item 8007
Update
on South Austin Campus
Dr. Mink
introduced the item and Mr. Bill Mullane, Interim
Director of Facilities and Construction, stated that documents were submitted
for pricing, and the pricing proposals were due on January 20. The guaranteed pricing would be brought to
the Board in February. The site
development permit should be in place by early March. Mr. Mullane said
the design was simplified in shape, grade, and system. He added that not only is it more economical
but it is easier to estimate. He added
that the proposed design and construction would remain within the $21 million
approved by the Board for the South Austin Campus.
Renderings by
Page Southerland Page Architects were distributed to the Board. Mr. Mullane and Mr.
Ferrell responded to questions from Trustees regarding the brick design,
functionality of building, possible delay in opening of Campus in Fall of 2006
if proposed design is changed; possible reduction in programs to stay within the
budget; the need for the Board to receive an official recommendation from the
South Austin Campus Advisory Committee at the February meeting; and the need
for the architects/construction manager to also attend the February 7
meeting.
[Trustee Rafael Quintanilla
left the meeting at
Agenda
Item 8009
Recommendation
of Vendor – Northridge Parking Lot
Dr. Mink
introduced the item and Mr. Ferrell and Mr. Mullane
stated the Board approved $580,000 for the construction of additional parking
at the Northridge Campus as part of the Facilities Master Plan funded by the
May 2003 General Obligation bond referendum.
A Request for Proposal (RFP) was issued and a vendor selected in
mid-December based on best value as prescribed by State law and Board policy. The vendor selected was Smith Contacting
which was also the lowest bidder at $440,000.
This amount did not include design and other fees.
Mr. Ferrell and
Mr. Mullane responded to questions from Trustees
regarding other fees; size and number of additional spaces (156); and need for
additional information regarding the criteria for selection.
Agenda
Item 8010
Instructional
Programs Review and Program Priorities Declaration for FY 2006 (Board Policies
E-1 and E-5)
Dr. Mink
introduced the item and Dr. Stephen B. Kinslow,
Executive Vice President, provided information and responded to questions from
Trustees.
Dr. Mink stated
this item would be included on the agenda of the February 7 Board meeting for
possible action.
There was no Executive
Session.
Announcements
· President Aguero would provide legislative updates as a part of the President’s Administrative Reports.
· Trustees were available, if needed, to assist in the legislative process.
· A power point/overhead presentation would be developed for Trustees to use in upcoming speaking engagements with various groups.
·
Trustees Lillian Davis, Nan McRaven,
Jeffrey Richard, and John Worley would attend the Association of Community
College Trustees Legislative Summit in
Adjournment
Having
no motion before the Board, the January 18, 2005, Regular Meeting of the Austin
Community College Board of Trustees was adjourned at
Approved By
Jeffrey
Richard, Secretary