CALL TO ORDER AND ROLL CALL
Vice Chairman Roberto Zárate called the meeting to order
at 7:00 p.m. and announced that a quorum of trustees was present.
The following trustees were present:
District 1 Dr. Bernard K. Weiner
District 2 Denver McClendon
District 3 Jennifer Ramos, Assistant Secretary (Arrived at 7:42 pm)
District 4 Marcelo S. Casillas
District 5 Roberto Zárate, Vice Chair
District 6 Dr. Gene Sprague
District 8 Gary Beitzel, Secretary
District 9 James A. Rindfuss
The following trustee was not present:
District 7 Charles J. Conner, Chairman
CERTIFICATION AND POSTING OF NOTICE
Vice Chairman Zárate 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.
INVOCATION
The invocation was given by Mrs. Gladys Jacobson, Chief Budget Officer, District Offices
MEMORIALS
There were no memorials
RECOGNITION OF SPECIAL GUESTS, FACULTY AND STAFF
Dr. Robert Zeigler, President San Antonio College recognized
Dr. Lu Pelayo, the recently appointed Dean of Professional and Technical Education
at San Antonio College.
CITIZENS TO BE HEARD
Brenda Cruz addressed the Board regarding the Interior Design program at St. Philips College. Specifically, she addressed the challenges students have faced in being assigned to faculty that, in the opinion of the students, are incompetent. She stated that students are not challenged by faculty and are not developing the necessary skills related to this discipline.
Alison Valine, declined to address the Board, since she was in agreement with Brenda Cruz who highlighted all the necessary points.
Wendi Buchanan addressed the Board regarding her problems with a professor at Palo Alto College.
1. SPECIAL MEETING ON JULY 6, 2004
On motion by Trustee Dr. Gene Sprague, seconded by Trustee Denver McClendon and by majority vote of the Board, the following minute order was adopted:
“The minutes of the Special Board Meeting of the Board of Trustees of the Alamo Community College District held on July 6, 2004 are hereby approved.”
Trustees Marcelo Casillas, and Gary Beitzel abstained.
2. REGULAR MEETING ON AUGUST 17, 2004
On motion by Trustee Dr. Weiner, seconded by Trustee Dr. Sprague and by unanimous 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 August 17, 2004 are hereby approved.”
3. SPECIAL MEETING ON AUGUST 24, 2004
On motion by Trustee Gary Beitzel, seconded by Trustee Dr. Bernard Weiner and by unanimous vote of the Board, the following minute order was adopted:
“The minutes of the Special Board Meeting of the Board of Trustees of the Alamo Community College District held on August 24, 2004 are hereby approved.”
4. SPECIAL MEETING ON SEPTEMBER 7, 2004
On motion by Trustee James Rindfuss, seconded by Trustee Dr. Sprague and by unanimous vote of the Board, the following minute order was adopted:
“The minutes of the Special Board Meeting of the Board of Trustees of the Alamo Community College District held on September 7, 2004 are hereby approved.”
Amendments were made and recorded.
5. 2004-2005 REGULAR BOARD MEETING CALENDAR
On motion by Trustee Beitzel, seconded by Trustee Rindfuss and by unanimous vote of the Board, the following minute order was adopted:
“ The Board of Trustees hereby approves the dates listed
below for the 2004-2005 Regular Board Meetings.
Regular Board Meeting Dates
September 21, 2004
October 19, 2004
November 16, 2004
December 14, 2004
January 18, 2005
February 15, 2005
March 8, 2005
April 19, 2005
May 17, 2005
June 21, 2005
* August 16, 2005
*There will not be a July 2005 Regular Board Meeting.
6. DISCUSSION AND POSSIBLE ACTION ON TRUSTEE TRAINING
Trustee Beitzel provided the trustees with information regarding the training of members of governing bodies as specified by the Texas Education Code, Chapter 61, Section 61.084. Specifically, he provided information on the history and background of this item, the type of training needs, and the recommended action.
The trustees engaged in discussion regarding the costs associated with this training.
Trustee Dr. Sprague motioned to move forward with the action recommended by Trustee Beitzel and that a finalized proposal be brought back to the Board for consideration. Trustee McClendon second the motion. The motion passed unanimously.
7. CHANCELLOR’S REPORT
Dr. Kelly provided a brief report on the following:
• Board of Trustees Study
• Recommendation by the National Association of College and University
Business Officers (NACUBO) Regarding Sarbanes-Oxley Act of 2002
• Budget Update
• Employee Development Day
Trustee McClendon expressed his thoughts on the seriousness of the action recommended in item #2 of the Chancellor’s Report. After review of this item his interpretation was that the recommended audit committee would function independently from the Board and felt the Board should be cautious in authorizing such action. His recommendation was that this proposed action be sent to the Budget and Finance Committee for further review.
Trustee Rindfuss agreed that a mechanism for oversight must be established.
Trustee Dr. Sprague agreed with Trustee McClendon that this action be sent to the Budget and Finance Committee for further review.
Trustee Beitzel discussed his past experience interacting with supervisory committees at local credit unions that serve in similar capacities.
Trustee Zárate suggested this come back to the Board for discussion and action after the Budget and Finance Committee has had an opportunity to consider it.
Chancellor Kelly reported that Usa Venkat would work with trustees to obtain on line budget access.
Mr. John Strybos, Director of Construction provided the trustees with an update on the building projects.
PRESENTATION OF THE ALLIED HEALTH AND NURSING CAMPUS
Mr. Dennis Martinez provided a presentation to the Trustees regarding the proposed Allied Health and Nursing Campus.
Trustee McClendon inquired about the specifics of a collaborative effort from the campuses.
Mr. Martinez stated that program admissions is one of the areas that a collaborative effort would be beneficial.
Trustee Rindfuss asked about the amount of land necessary to establish such a campus and Mr. Martinez stated up to 20 acres would be necessary.
There was discussion regarding the option of designating the land that is in the area of the University of Texas Health Science Center for such a campus, the method for acquiring the land and future implications of such a site.
8.
DISCUSSION/ACTION ON ORDINANCES FOR ADOPTING THE
TAX RATE FOR 2004
On motion by Trustee McClendon, seconded by Trustee Dr. Sprague and by unanimous vote of the Board, the following minute order was adopted:
“The attached Statutory Ordinance Setting and Fixing the Alamo Community College District’s 2004-2005 Fiscal Year Tax Rates for Purposes of the Texas Tax Code (Exhibit A) and the Constitutional Ordinance Fixing and Levying the Alamo Community College District Ad Valorem Taxes for the Year 2004-2005 (Exhibit B) are hereby approved and adopted.”
9. APPROVAL OF ADDENDUM TO AUDIT ENGAGEMENT LETTER
On motion by Trustee Marcelo Casillas, seconded by Trustee Beitzel and by unanimous vote of the Board, the following minute order was adopted:
“The attached Addendum to the Audit Engagement Letter (Exhibit A and B) requesting additional services at a cost ranging from $36,000.00 to $42,000.00 by our external auditors, Garza/Gonzalez & Associates, Certified Public Accountants is hereby approved.”
10. MONTHLY REPORT ON STATUS OF 2004 MAINTENANCE TAX NOTES
This is strictly an informational item on the funding, expenditures, commitments, and available balance of the 2004 Maintenance Tax Notes and requires no Board action.
11. FINANCIAL REPORTS
On motion by Trustee Beitzel, seconded by Trustee Dr. Sprague and by unanimous vote of the Board, the following minute order was adopted:
“These financial reports are hereby accepted as presented.”
12. DISCUSSION AND POSSIBLE ACTION ON RECOMMENDATION FOR 1% RETIREMENT
INCENTIVE
On motion by Trustee Dr. Weiner, seconded by Trustee Dr. Sprague and by unanimous vote of the Board, the following minute order was adopted:
“The Board of Trustees hereby approves the Retirement Incentive Program, as set forth in Method #2, outlined in the attached, which is based on 1% of the current salary, to be applied for each year of service for those eligible to retire.”
13. DISCUSSION AND POSSIBLE ACTION ON APPROVAL OF NEGOTIATED FEE FOR
PROFESSIONAL DESIGN AND CONSTRUCTION ADMINISTRATION SERVICES FOR CHILLER REPLACEMENT
AT PALO ALTO COLLEGE (RFP NO. 04M-109)
On motion by Trustee Casillas, seconded by Trustee Dr. Weiner and by unanimous vote of the Board, the following minute order was adopted:
“The Board of Trustees hereby approves the fee negotiated with Goetting and Associates, in the amount of $36,330.00, and approves all allowed reimbursable costs per RFP Number 04M-109”
14. DISCUSSION AND POSSIBLE ACTION ON SELECTION OF PROFESSIONAL SERVICES
FOR RENOVATION OF BUILDINGS J AND K, PALO ALTO COLLEGE (RFO NO. 04M-132)
On motion by Trustee Casillas, seconded by Trustee Dr. Weiner and by unanimous vote of the Board, the following minute order was adopted:
“The Board of Trustees hereby approves the firm(s) Saldana and Associates (primary) for Professional Services for Renovation of Buildings J and K (RFP No. 04M-132). The Board of Trustees authorizes the administration to enter negotiations and agreement execution with Saldana and Associates based upon approved budgeted amounts. If negotiations with Saldana and associates are unsuccessful, negotiations will be terminated and initiated with the second ranked firm(s), Madeline Anz Slay.”
15. DISCUSSION AND POSSIBLE ACTION ON COMPETITIVE SEALED PROPOSALS FOR
RENOVATION OF THE BRACKENRIDGE SCHOOL BUILDING, ST. PHILIP'S COLLEGE, FOR THE
ACCD FACILITIES DEPARTMENT (CSP NO. 04C-131R).
On motion by Trustee Dr. Sprague, seconded by Trustee McClendon and by majority vote of the Board, the following minute order was adopted:
"Based on proposals received September 9, 2004, the contract is awarded to Baron Long Construction, LTD of San Antonio, Texas, submitting the Base Proposal no. 1 that offers the best value for the District in the amount of $1,238,000.00 for Renovation of the Brackenridge School Building, St. Philip's College, for the ACCD Facilities Department (CSP No. 04C-131R). A 5% contingency is approved for this project. This contract award is contingent upon receipt of City of San Antonio Community Development Block Grant funds in the amount of $533,335.00."
Trustee Rindfuss initiated discussion regarding the source of funding for this project and his expressed concern that sufficient funds have not been secured. Other trustees also expressed concern regarding the feasibility of approving this action. The concerned trustees cited the age of the building, the amount of the contingency, and the lack of secured funds as a basis for their hesitation.
Chancellor Kelly expressed his thoughts regarding the value to the community of this project and asked the Board to provide him the opportunity to manage any challenges that might arise from this project.
Trustee Rindfuss voted opposed.
16. DISCUSSION AND POSSIBLE ACTION ON BIDS FOR ALLEY IMPROVEMENTS, ACCD
SHERIDAN COMPLEX, FOR THE ACCD FACILITIES
DEPARTMENT (BID NO. 04M-091)
On motion by Trustee Beitzel, seconded by Trustee Dr. Sprague and by unanimous vote of the Board, the following minute order was adopted:
"Based on bids received August 26, 2004, the contract is awarded to A.T.S. Construction, Inc. of San Antonio, Texas, submitting the low base bid $28,533.00 for the Alley Improvements, ACCD Sheridan Complex for the ACCD Facilities Department (Bid No. 04M-091). A 5% contingency ($1,427.00) is also approved. "
17. DISCUSSION AND POSSIBLE ACTION ON COMPETITIVE SEALED PROPOSALS FOR
THE UTILITY REPAIRS AND SOIL REMOVAL AT BUILDING “E”, PALO ALTO
COLLEGE FOR THE FACILITIES DEPARTMENT (CSP NO. 04M-120)
On motion by Trustee Dr. Sprague, seconded by Trustee Beitzel and by unanimous vote of the Board, the following minute order was adopted:
"Based on proposals received July 22, 2004, the contract is awarded to Earl P. Forbrich Jr. Inc., of San Antonio, Texas, submitting the proposal that offers the best value for the District in the amount of $ 130,999.00 for the Utility Repairs and Soil Removal at Building “E”, Palo alto College for the Facilities Department (CSP No. 04M-120). A 15% contingency ($19,650.00) is also approved."
18. DISCUSSION AND POSSIBLE ACTION ON BIDS FOR ADVANCED TECHNOLOGY CENTER
FURNITURE & EQUIPMENT, NORTHWEST VISTA COLLEGE, FOR THE ACCD FACILITIES
DEPARTMENT (BID NO. 05C-003)
On motion by Trustee Casillas, seconded by Trustee Beitzel and by unanimous vote of the Board, the following minute order was adopted:
"Based on bids received September 10, 2004, the contract is awarded to the following vendors:
VENDOR ITEMS AWARDED AMOUNT
Broussard Group F-1 (LBMS),
SC-1 $2,395.50
Inscape Inc. WS-1 (LBMS), WS-2 (LBMS),
WS-3 (LBMS), WS-4 (LBMS) $67,710.00
Jones & Cook L-1 $882.00
Office Depot M-1 $895.00
Office Resource Center M-2 $226.35
Office Source Ltd. CH-6, CH-9,CH-10, CH-12,
L-2, M-7, M-12, T-5 $30,745.76
Texas Correctional Industries M-5, T-3 $1,570.00
Texas Wilson Office Products B-1, B-2, Ch-1, Ch-2, CH-7,
D-1(LBMS), D-2, D-2a
(LBMS), D-3 (LBMS), D-5,
D-11 (LBMS), D-11a (LBMS),
D-13, D-14, D-15, D-15a,
M-3, M-4, M-6, T-1 (LBMS),
T-4, T-10 $147,816.33
Wittigs, Office Interiors CH-4 (LBMS), CH-8 $27,423.80
GRAND TOTAL $279,664.74
submitting the low bid or low bid meeting specifications (LBMS) for the interior furniture for the newly constructed Advanced Technology Building at Northwest Vista College (Bid No. 05C-003) for a grand total of $279,664.74.”
19. DISCUSSION AND POSSIBLE ACTION ON BIDS FOR RADIO/TV/FILM BUILDING FURNITURE
& EQUIPMENT, SAN ANTONIO COLLEGE, FOR THE ACCD FACILITIES DEPARTMENT (BID
NO. 05C-004)
On motion by Trustee Casillas, seconded by Trustee Beitzel and by unanimous vote of the Board, the following minute order was adopted:
"Based on bids received September 2, 2004, the contract is awarded to the following vendors:
VENDOR ITEMS AWARDED AMOUNT
A Bargas & Associates
L-1 $ 974.89
Broussard Group CH-4, D-6 (LBMS), D-12,
FC-2, SC-1, T-1, CH-18,
T-11 $17,769.26
Herman Miller
Workplace Resource L-2, M-4,T-5 $ 3,693.00
Office Depot M-1, M-10, M-13, M-1 $ 2,830.67
Office Resource Center M-2, M-6, M-9, M-14, M-16 $ 3,450.65
Office Source Ltd. CH-12, CH-13,D-5 (LBMS),
D-5a (LBMS), M-3, M-15,
St-1, T-3, T-6 $21,919.15
Texas Wilson Office
Products B-1 (LBMS), CH-1, CH-3,
CH-9, CH-9a, CH-10 (LBMS),
CH-11 (LBMS), D-2 (LBMS),
D-3 (LBMS), D-3a (LBMS),
D-8 (LBMS), D-8a (LBMS),
D-9 (LBMS), D-9a (LBMS),
D-10 (LBMS), D-11, FC-1,
FC-3, ST-2, ST-3, T-7, B-2,
CH-17, CH-19, D-14, D-15,
FC-4, FC-5, ST-4, ST-5,
T-10, T-12 $115,285.00
Wittigs, Office Interiors CH-7 (LBMS), CH-8(LBMS),
CH-15 (LBMS),
CH-16(LBMS), 4B $ 28,792.86
GRAND TOTAL $194,715.48
submitting the low bid or low bid meeting specifications (LBMS) for the interior furniture for the newly constructed Radio/TV/Film Building at San Antonio College (Bid No. 05C-004) for a grand total of $194,715.40.”
20. DISCUSSION AND POSSIBLE ACTION ON BIDS FOR APPLIED SCIENCE BUILDING FURNITURE
& EQUIPMENT, PALO ALTO COLLEGE, FOR THE ACCD FACILITIES DEPARTMENT (BID
NO. 05C-006)
On motion by Trustee Casillas, seconded by Trustee Beitzel and by unanimous vote of the Board, the following minute order was adopted:
"Based on bids received
September 10, 2004, the contract is awarded to the following vendors:
VENDOR ITEMS AWARDED AMOUNT
A Bargas & Associates
L-1 $2,306.50
Broussard Group SC-1 $4,147.25
Office Depot M-2 $834.35
Office Planning Group C-8 $1,232.00
Office Resource Center M-1, M-11 $1,481.90
Office Source Ltd. T-2 $652.60
Texas Correctional Industries T-3 $280.00
Texas Wilson Office Products B-1 (LBMS), CH-1,
CH-3 (LBMS), C-6
(LBMS), D-1, FC-1 $67,973.25
Wittigs, Office Interiors C-2 (LBMS), D-5 (LBMS),
D-5a (LBMS), D-6 (LBMS),
D-6a (LBMS), D-7 (LBMS),
D-7a (LBMS), D-11 $56,244.60
GRAND TOTAL $135,152.45
submitting the low bid or low bid meeting specifications (LBMS) for the interior furniture for the newly constructed Applied Science Building at Palo Alto College (Bid No. 05C-006) for a grand total of $135,152.45.”
21. APPROVAL OF THE CONSENT AGENDA OF THE REGULAR
BOARD MEETING OF SEPTEMBER 21, 2004
On motion by Trustee Beitzel,
seconded by Trustee Dr. Sprague 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 September 21, 2004 is hereby approved.
Agenda Items Include: 22, 23, 24, 25, 26, & 27”
22. ELECTION OF ADJUNCT AND CONTINUING EDUCATION FACULTY AT THE COLLEGES OF THE ACCD
“Election of full-time, adjunct and continuing education faculty is submitted by the College Presidents and shown on List No. 1 for the 2004-05 year is hereby approved. Further Board action will not be required for these persons to teach in the indicated disciplines. Employment of adjunct and continuing education faculty is contingent upon the instructional needs of the college. ”
23. MONTHLY REPORT ON STATUS OF 2001 BOND
AND 2003 BOND CONSTRUCTION FUNDS
This is an informational item on funding, expenditures, commitments, and available balances of the 2001 bond and 2003 bond construction funds.
24. MONTHLY REPORT ON STATUS OF NORTHEAST COLLEGE TAX REVENUE SET ASIDE
This is strictly an informational item on the Northeast College tax revenue set aside.
25. 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.”
26. 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 AUGUST 1, 2004 through AUGUST 31, 2004.”
27. MONTHLY REPORT ON COOPERATIVE PURCHASES IN EXCESS
OF $25, 000.00
"The cooperative purchase report for July/August 2004 is hereby accepted."
CLOSED SESSION
Vice Chairman Zarate announced that the meeting would adjourn into Close Session
under the statues providing for such Closed Session at 8:40p.m.
RECONVENE OPEN MEETING
Vice Chairman Zarate reconvened
the meeting into Open Session on Tuesday September 21,
2004 at 9:04 p.m.
26. ACTION ON ITEMS DISCUSSED IN CLOSED SESSION
Trustee Rindfuss moved to authorize the Purchasing Department to move forward with the purchase of land as discussed in closed session. Trustee Dr. Weiner second the motion and it was unanimously approved.
Trustee Rindfuss moved to authorize legal counsel to negotiate a settlement with the insurance carrier regarding District buildings. Trustee Dr. Weiner second the motion and it was unanimously approved.
SETTING OF NEXT MEETING
A regular meeting of the Board of Trustees in scheduled for Tuesday, October 19, 2004, 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.
Approved for submission to the Board:
Dr. J. Terence Kelly
Chancellor
Prepared by:
Aurora M Medina
Board Liaison