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Minutes
Alamo Community College District
Regular Meeting of the Board of Trustees
George E. Killen Community Education & Service Center
201 W. Sheridan
San Antonio, Texas
October 21, 2003
CALL TO ORDER AND ROLL CALL
Chairman Dr. Gene Sprague called the meeting to order at 7:15 p.m. and announced that a quorum of trustees was present.
The following trustees were present:
District 1 Luz Maria Prieto, Vice Chair
District 2 Denver McClendon
District 4 Marcelo S. Casillas
District 5 Roberto Zarate
District 6 Dr. Gene Sprague, Chairman
District 7 Charles J. Conner
District 8 Gary Beitzel
District 9 James A. Rindfuss, Secretary
The following trustees were not present:
District 3 Vincent A. Lazaro, Treasurer
CERTIFICATION AND POSTING OF NOTICE
Chairman Dr. Sprague announced that the notice of the Board meeting had been duly posted at the District Office Building, Northwest Vista College, San Antonio College, St. Philip's College and at Southwest Campus, Palo Alto College, and the ACCD George E. Killen Community Education & Service Center fulfilling the requirements of the statutes as set forth.
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INVOCATION
The invocation was given by Dr. Lanier Byrd, Vice President, Academic Affairs, St. Philip’s College
MEMORIALS
There were no memorials to observe.
RECOGNITION OF SPECIAL GUESTS, FACULTY AND STAFF
Dr. J. Terence Kelly, Chancellor, recognized September Employee of the Month, Daniel G. Padro, Department of Tourism, Hospitality, and Culinary Arts, St. Philip’s College by presenting him with a plaque.
CITIZENS TO BE HEARD
Matt Mendenhall, spoke about student concerns at Palo
Alto College as they relate to the bookstore, tuition and book price increases,
and the unavailability of required courses.
Mathew Calecote spoke about the comparison of tuition rates among traditional
classes and Internet classes. He was concerned that tuition for both of these
classes are the same when it would seem that the costs incurred by the District
to support internet classes would be less than those for traditional classes.
Denise Estrada spoke about the cost of parking permits for lots that are not even paved.
CHANCELLOR’S REPORT
Dr. J. Terence Kelly provided a brief report on the following:
· State Comptroller’s Performance Review Status Report
· Brackenridge Project Status Report
· Multi College Revenue Bond Projects Timeline Update
He also mentioned that the San Antonio Workforce Commission is recognizing San Antonio College and their Women’s Connection program, which helps women that are on federal assistance become employable. Dr. Kelly also asked that Dr. Lanier Byrd inform the trustees about a recent development that would provide the District an opportunity to acquire a fuel cell.
1. DISCUSSION AND POSSIBLE ACTION ON THE ACQUISITION
OF SOFTWARE, EQUIPMENT, AND RELATED ITEMS TO UPGRADE DISTRICT’S COMPUTER SYSTEM FOR THE INFORMATION TECHNOLOGY DEPARTMENT IN SUPPORT OF ACQUISITIONS, FINANCE, HUMAN RESOURCES, AND STUDENT INFORMATION AREAS
On motion by Trustee Gary Beitzel, seconded by Trustee Roberto Zarate and by unanimous vote of the Board, the following minute order was adopted:
"Following a thorough discussion & review process, it has been determined that an upgrade of ACCD's administrative software is required. The contract is awarded to SCT for an upgrade of ACCD's systems to SCT’s Banner system. The current Student Services & Human Resources modules will be upgraded and the AMS Advantage Financial/Acquisition software system will be replaced with SCT Banner as well. The software contract is awarded to SCT of Malvern, PA, under the legal authority of the Texas Catalog Information Systems Vendor (CISV) acquisition method. The principal cost, subject to final negotiations, is $2,413,732. The overall project has a total estimated cost of $6,000,000.00 plus a 5% contingency ($300,000.00) over a four (4) year period for software, hardware, consulting services, temporary personnel and related items in support of the conversion."
2. RECOMMENDATION FOR ADOPTION OF POLICY CODE
REVISIONS SECTION E (LOCAL) -INSTRUCTION
On motion by Trustee Beitzel, seconded by Trustee James Rindfuss and by unanimous vote of the Board, the following minute order was adopted:
“Based upon the recommendation of the Policy and Long-Range Planning Committee, the Board hereby approves the following revisions and deletions to the following Local policies:
Local Policy EA (Attachment I) School Year and Calendar item four is revised to read as follows: ‘The calendar shall provide for faculty members on nine-month contracts to serve in conformance with standards of the Higher Education Coordinating Board and the Southern Association of Colleges and Schools.’
Local Policy ECA (Attachment II) Instructional Arrangements: Instructional Departments – Delete.
Local Policy ECB (Attachment III) – Instructional Arrangements: Class Size – Delete.
Local Policy ED Instructional Resources – No Change.
Local Policy EDB and Exhibits A and B (Attachment IV) Information Technology Resources and Systems: Add policy and Exhibits previously adopted by Board but deleting section ‘Support Provided’.
Local Policy EDD and Exhibit Instructional Resources: Copyrighted Materials – No Change.
Local Policy EE Curriculum Development – No Change.
Local Policy EFCB Special Programs: Adult and Continuing Education – No Change.
Local Policy EGD Academic Achievement: Graduation – No Change.
Local Policy EI (Attachment V) Testing and Remediation - Delete.
Local Policies EFCA Special Programs: Special Education (Attachment VI), EFCC Special Programs: Disadvantaged Students (Attachment VII), and EH Guidance Programs (Attachment VIII)- should be changed so as to be presented as Legal policies as recommended by TASB. Wording changes will be only those to change to ‘District’ those references currently listed as ‘colleges of the District’ and the addition of a reference to Housing in EFCA which is to read as follows: ‘If the District provides housing to its nondisabled students, the District shall provide comparable, convenient, and accessible housing to its disabled students at the same cost as to other students. 34 C.F.R. 104.45(45(a)’.”
3. CORRECTION AND APPROVAL OF MINUTES OF THE REGULAR BOARD MEETING ON SEPTEMBER 23, 2003
On motion by Trustee Roberto Zarate, seconded by Trustee Beitzel and by majority vote of the Board, the following minute order was adopted:
“The minutes of the Regular Board Meeting of the Board of Trustees of the Alamo Community College District held on September 23, 2003 are hereby approved.”
Trustee Marcelo Casillas abstained.
4. APPROVAL OF THE CONSENT AGENDA OF THE REGULAR BOARD
MEETING OF OCTOBER 21, 2003
On motion by Trustee Beitzel, seconded by Trustee Conner and by unanimous vote of the Board, the following minute order was adopted:
“The Consent Agenda for the Regular Board Meeting of the Alamo Community College District Board of Trustees held on October 21, 2003 is hereby approved.
Agenda Items Include: *5, *6, *7, *8, *9, *11,
*12, *14, *15, *16, & *17”
*5. ELECTION OF ADJUNCT FACULTY AT THE COLLEGES OF THE ACCD
“Election of adjunct faculty as submitted by the College Presidents and shown on List No. 2 for the 2003-04 year is hereby approved. Further Board action will not be required for these persons to teach in the indicated disciplines. Employment of these persons is contingent upon the instructional needs of the college.”
*6. ELECTION OF ADJUNCT CONTINUING EDUCATION FACULTY AT NORTHWEST VISTA COLLEGE
“Election of Adjunct Continuing Education Faculty as submitted by the President of Northwest Vista College and shown on List No. 1, is hereby approved. Employment of these persons is contingent upon the instructional needs of the College.”
*7. ELECTION OF ADJUNCT CONTINUING EDUCATION FACULTY AT SAN ANTONIO COLLEGE
“Election of Adjunct Continuing Education Faculty as submitted by the President of San Antonio College and shown on List No. 4 is hereby approved. Employment of these persons is contingent upon the instructional needs of the College.”
*8. ELECTION OF ADJUNCT FACULTY IN CONTINUING EDUCATION AT ST. PHILIP’S COLLEGE
“Election of adjunct Continuing Education faculty as submitted by the President of St. Philip’s College and shown on List No. 1 is hereby approved. Further Board action will not be requested for these persons to teach in the indicated areas. Employment of these persons is contingent upon the instructional needs of the College.”
*9. REQUEST FOR ACCEPTANCE OF PRIVATE GIFTS AND NON-GOVERNMENT
GRANTS TO THE ALAMO COMMUNITY COLLEGE DISTRICT
“The Alamo Community College District Board of Trustees hereby accepts the non-governmental gifts and grants made to the Alamo Community College District as shown on the attached report* for the period of SEPTEMBER 1, 2003 through SEPTEMBER 30, 2003.”
*11. MONTHLY REPORT ON STATUS OF $25 MILLION REVENUE BOND
This is an informational item on funding, expenditures, commitments, and available balances and required no action.
*12. APPROVAL AND RATIFICATION OF BUDGET TRANSFERS AND AMENDMENTS
“Budget amendments as they appear on the Budget Amendments Report submitted to the Board of Trustees are hereby approved.”
*14. DISCUSSION AND POSSIBLE ACTION ON BIDS FOR COOLING
TOWER REPLACEMENT, ST. PHILIP’S COLLEGE, FOR THE ACCD FACILITIES DEPARTMENT (BID NO. 04C-001)
Based on bids received September 30, 2003, the contract is awarded to Columbia Contracting, Inc. of San Antonio, Texas, submitting the low bid plus alternate no.s 1 and 2 for a total award of $555,244.00 for the Cooling Tower Replacement, St. Philip’s College fro the ACCD Facilities Department (Bid No. 04C-001). A 5% contingency ($27,762.00) is also approved.”
*15. DISCUSSION AND POSSIBLE ACTION ON PROPOSALS FOR
KOEHLER CARRIAGE HOUSE RE-ROOF FOR THE ACCD FACILITIES DEPARTMENT (CSP NO. 03M-085)
"Based on proposals received September 11, 2003, the contract is awarded to Charlie & Company (dba Shorty, Inc.), San Antonio, Texas submitting the low cost proposal of $ 71,000.00 that has been determined to offer the best value for the Koehler Carriage House Re-Roof for the Facilities Department (CSP No. 03M-085.) A 10% contingency ($7,100.00) is also approved."
*16. RATIFICATION OF ACTION ON COMPETITIVE SEALED PROPOSALS FOR
MOLD REMEDIATION AND REPAIR OF BUILDING H, PALO ALTO COLLEGE FOR THE ACCD FACILITIES DEPARTMENT (CSP NO. 03C-107).
"Pursuant to the minute order adopted May 20, 2003, the following administrative contract award is hereby ratified: Based on proposals received September 9, 2003, the contract is awarded to Satterfield and Pontikes Construction, Inc. of San Antonio, Texas, submitting the proposal plus Alternates no. 1 and 2 that offer the best value for the District in the amount of $557,500.00 for Mold Remediation and Repair of Building H, Palo Alto College, CSP 03C-107, for the ACCD Facilities Department. A contingency of $51,626.00 is approved for this project."
*17. MONTHLY REPORT ON COOPERATIVE PURCHASES IN EXCESS OF $25,000.00
"The cooperative purchase report for August/September 2003 is hereby accepted."
10. FINANCIAL REPORTS
Carlos Ramirez provided an explanation of the figures that were presented before the Trustees.
On motion by Trustee Rindfuss, seconded by Trustee Beitzel and by unanimous vote of the Board, the following minute order was adopted:
“These financial reports are hereby accepted as presented.”
13. DISCUSSION AND POSSIBLE ACTION ON SELECTION
OF PROFESSIONAL SERVICES FIRM FOR THE ANNUAL CONTRACT FOR CONSTRUCTION MATERIALS TESTING/OBSERVATION AND GEOTECHNICAL ENGINEERING SERVICES HEREBY APPROVED.
Trustee Casillas inquired about the lack of supporting documentation for this RFP process and Chancellor Dr. Kelly assured the Board that they would receive the information in the following days.
On motion by Trustee Conner, seconded by Trustee Rindfuss and by unanimous vote of the Board, the following minute order was adopted:
“The Board approves the Administration negotiating and executing a contract with the selected firm for Construction Materials Testing/Observation and Geotechnical Engineering Services in accordance with RFP No. 03A-052.”
CLOSED SESSION
Chairman Dr. Sprague announced that the meeting would adjourn into Close Session under the statues providing for such Closed Session at 7:52p.m.
RECONVENE OPEN MEETING
Chairman Dr. Sprague reconvened the meeting into Open Session on Tuesday October 21,
2003 at 9:04 p.m.
18. ACTION ON ITEMS DISCUSSED IN CLOSED SESSION
On motion by Trustee Rindfuss, seconded by Trustee Conner and by unanimous vote, the Board authorizes legal counsel to communicate with the designated insurance representative in accordance with the terms as discussed in executive session.
SETTING OF NEXT MEETING
A regular meeting of the Board of Trustees in scheduled for Tuesday, November 18, 2003, at the George E. Killen Community and Education Service Center, 101 Community Meeting Room, 201 W Sheridan.
ADJOURNMENT
There being no further business, the meeting was adjourned at 9:05 p.m.
Respectfully submitted:
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Dr. Gene Sprague, Chairman
Alamo Community College District
Board of Trustees
Approved for submission to the Board:
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Dr. J. Terence Kelly
Chancellor
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Prepared by:
Aurora M Medina
Board Liaison