Board of Trustees Meeting

October 6, 2014

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October 3, 2014

NOTICE OF MEETING BOARD OF TRUSTEES

SAN JACINTO COMMUNITY COLLEGE DISTRICT

The Board of Trustees of the San Jacinto College Community District will meet at 6:00 p.m., Monday, October 6, 2014, in Room 201 of the Thomas S. Sewell District Administration Building, 4624 Fairmont Parkway, Pasadena, Texas.

BOARD WORKSHOP

AGENDA

I. Call the Meeting to Order

II. Roll Call of Board Members III. Review of Five Year Enrollment Analysis for Top 10 Courses IV. Calendar

V. Ipad Training

VI. General Discussion of Meeting Items VII. Adjournment

Additional Closed Session Authority If, during the course of the meeting covered by this Notice, the Board should determine that a closed or executive meeting or session of the Board should be held or is required in relation to any items included in this Notice, then such closed or executive meeting or session as authorized by Section 551.001 et seq. of the Texas Government Code (the Open Meetings Act) will be held by the Board at that date, hour and place given in this Notice or as soon after the commencement of the meeting covered by the Notice as the Board may conveniently meet in such closed or executive meeting or session concerning any and all subjects and for any and all purposes permitted by Sections 551.071, inclusive, of the Open Meetings Act, including, but not limited to:

Section 551.071 – For the purpose of a private consultation with the Board’s attorney on any or all subjects or matters authorized by law. Section 551.072 – For the purpose of discussing the purchase, exchange, lease or value of real property. Section 551.073 – For the purpose of considering a negotiated contract for a prospective gift or donation. Section 551.074 – For the purpose of considering the appointment, employment, evaluation, reassignment, duties, discipline or dismissal of a public officer or employee or to hear complaints or charges against a public officer or employee.

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Section 551.076 – To consider the deployment, or specific occasions for implementation, of security personnel or devices. Section 551.084 – For the purpose of excluding a witness or witnesses from a hearing during examination of another witness. Should any final action, final decision, or final vote be required in the opinion of the Board with regard to any matter considered in such closed or executive meeting or session, then such final action, final decision, or final vote shall be at either: A. The open meeting covered by this Notice upon the reconvening of the public

meeting, or

B. At a subsequent public meeting of the Board upon notice thereof, as the Board shall determine.

Certification as to Posting or Giving of Notice

On this day, October 3, 2014, this notice was posted on a bulletin board located at a place convenient to the public in the central administrative office of the San Jacinto Community College District, 4624 Fairmont Parkway, Pasadena, Texas, the College’s website, and is readily accessible to the public upon request.

_____________________________________________ Brenda Hellyer, Ed.D.

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October 3, 2014

NOTICE OF MEETING

BOARD OF TRUSTEES

SAN JACINTO COMMUNITY COLLEGE DISTRICT

The Board of Trustees of the San Jacinto College Community District will meet at 7:00 p.m.

on Monday, October 6, 2014, in Room 104 of the Thomas S. Sewell District Administration

Building, 4624 Fairmont Parkway, Pasadena, Texas.

BOARD MEETING

AGENDA

I. Call the Meeting to Order

II. Roll Call of Board Members

III. Invocation and Pledge to the Flags

IV. Special Announcements, Recognitions, Introductions, and Presentations

Donation of Space Shuttle Replicas from United Space Alliance Brenda Hellyer

Southeast Volunteer Fire Department and South Belt Marie Flickinger

Spectacular Check Presentation

Albemarle Check Presentation Ruth Keenan

Recognition of Danira Garcia for Representing San Jacinto Allatia Harris

College at the HACU Hispanic Heritage National Competition

Results from Compliance Audit of Formula Funding Laurel Williamson

V. Student Success Presentation

Report from the Office of Student Life Laurel Williamson

Achieving the Dream 2014 Leader College Recertification Brenda Hellyer

VI. Communications to the Board of Trustees

VII. Hearing of Such Citizens or Groups of Citizens Desiring to be Heard Before the

Board

VIII. Informative Reports to the Board

A. San Jacinto College Financial Statement

B. Capital Improvement Program

C. San Jacinto College Foundation Financial Statement

D. San Jacinto College Building Committee Minutes

E. San Jacinto College Finance Committee Minutes

ACTION ITEMS

IX. Consideration of Approval to Changes to Policy VI-J on Public Relations –

Second Reading

X. Consideration of Approval of Amendment to the 2014-2015 Budget for

Restricted Revenue and Expenses Relating to Federal and State Grants

XI. Consideration of Adoption of Ad Valorem Property Tax Rate

XII. Consideration of Approval to Award a Contract for Electricity

XIII. Consideration of Approval to Engage Real Estate Broker and Consultants for

the Sale of College Property

PURCHASING REQUESTS

XIV. Consideration of Purchasing Requests

CONSENT AGENDA

XV. Consent Agenda

(Any item placed on the consent agenda shall be removed and taken up as a separate

matter, if so requested by any member of the Board, otherwise all items will be voted

on with one (1) motion.)

A. Approval of the Minutes for the September 8, 2014 Board Workshop and

Regular Board Meeting

B. Approval of the Budget Transfers

C. Approval of Personnel Recommendations

D. Approval of the Affiliation Agreements

E. Approval of the Next Regularly Scheduled Meeting

XVI. Items for Discussion/Possible Action

(Items removed from the Consent Agenda, will be considered at this time)

XVII. Adjournment

Closed Session Authority

If, during the course of the meeting covered by this Notice, the Board should

determine that a closed or executive meeting or session of the Board should be held

or is required in relation to any items included in this Notice, then such closed or

executive meeting or session as authorized by Section 551.001 et seq. of the Texas

Government Code (the Open Meetings Act) will be held by the Board at that date,

hour and place given in this Notice or as soon after the commencement of the

meeting covered by the Notice as the Board may conveniently meet in such closed

or executive meeting or session concerning any and all subjects and for any and all

purposes permitted by Sections 551.071, inclusive, of the Open Meetings Act,

including, but not limited to:

Section 551.071 – For the purpose of a private consultation with the Board’s

attorney on any or all subjects or matters authorized by law.

Section 551.072 – For the purpose of discussing the purchase, exchange, lease or

value of real property.

Section 551.073 – For the purpose of considering a negotiated contract for a

prospective gift or donation.

Section 551.074 – For the purpose of considering the appointment, employment,

evaluation, reassignment, duties, discipline or dismissal of a public officer or

employee or to hear complaints or charges against a public officer or employee.

Section 551.076 – To consider the deployment, or specific occasions for

implementation, of security personnel or devices.

Section 551.084 – For the purpose of excluding a witness or witnesses from a

hearing during examination of another witness.

Should any final action, final decision, or final vote be required in the opinion of the

Board with regard to any matter considered in such closed or executive meeting or

session, then such final action, final decision, or final vote shall be at either:

A. The open meeting covered by this Notice upon the reconvening of the public

meeting, or

B. At a subsequent public meeting of the Board upon notice thereof, as the Board

shall determine.

Certification as to Posting or Giving of Notice

On this day, October 3, 2014, this notice was posted on a bulletin board located at a place convenient

to the public in the central administrative office of the San Jacinto Community College District, 4624

Fairmont Parkway, Pasadena, Texas, the College’s website, and is readily accessible to the public

upon request.

____________________________________________

Brenda Hellyer, Ed.D.

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Project Base Budget

Budget Adjustments

Current Budget

Executed Change Orders

Encumbered Funds

Total Expenditures

Moved to Construction

in Process

Remaining Balance

Percent of Budget

Encumbered/Expensed

Capital ProjectsF13042 - Admin Campus Master Plan 1,730,000 2,685,000 4,415,000 - 3,707,537 497,443 497,443 210,020 95.24%F14044 - NC Baseball Bldgs Roof Replacement 38,200 (37,725) 475 - - 475 - - 100.00%F14043 - NC Welding Expansion Phase II 5,060 333,940 339,000 - 4,462 267,624 - 66,914 80.26%

Sub-total 1,773,260 2,981,215 4,754,475 - 3,711,999 765,542 497,443 276,934 94.18%Repair and Renovation

F13002 - CC Bldg31 Pre Renovation Tasks CPD 38,525 (17,218) 21,307 - - 17,282 - 4,025 81.11%F12064 - CC Slocomb Theater Rigging 15,365 - 15,365 - 19 14,821 - 525 96.58%F14016 - CC Fuel Station Relocation 49,795 (49,295) 500 - 500 - - - 100.00%F14026 - CC Slocomb Rigging C.12 82,821 950 83,771 - - 83,771 - - 100.00%F13014 - NC Gates Project 10,890 - 10,890 - 1,000 9,890 - - 100.00%F13070 - NC Landscaping Improvements 30,000 9,810 39,810 - - 39,598 - 212 99.47%F14006 - NC Expansion Dvlpmnt Invstgtn Ph 2 69,430 - 69,430 - 31,491 37,939 - - 100.00%F14024 - NC New Technical Building 93,000 - 93,000 - 11,010 81,990 - - 100.00%F14028 - NC Welding Inverters 48,032 3,708 51,740 - 2,158 49,582 - - 100.00%F14041 - NC Infrastructure Study 24 Acres 16,310 - 16,310 - 14,823 1,487 - - 100.00%F14042 - NC Land Development 24 Acres 59,500 - 59,500 - - 59,500 - - 100.00%F14051 - NC 24 Acres 62,000 - 62,000 - 62,000 - - - 100.00%F14047 - NC Sheldon Early College High School 32,637 - 32,637 - - - - 32,637 -F13026 - SC Academic/S8.2024/26/28 45,500 (3,936) 41,564 - 3,019 38,545 - - 100.00%F14046 - SC Repair and Coat Childcare Bdlg 16,200 (15,530) 670 - - 670 - - 100.00%F14007 - SC Children's Center Foundation Repair 28,471 - 28,471 - 22,172 870 - 5,429 80.93%F12061 - District Programming Admin Renovation 31,532 - 31,532 - 132 25,213 - 6,187 80.38%F13062 - District Generation Park Dev'l Invest 100,843 (5,875) 94,968 - 9,970 84,998 - - 100.00%F13072 - District A-1.200 Furniture 11,416 184 11,600 - - 11,600 - - 100.00%F14010 - District Annex Relocation South Campus 80,000 8,409 88,409 - 20,906 64,273 - 3,230 96.35%F14036 - A-1 HVAC Controls and Commissioning 22,130 - 22,130 - 3,303 13,081 - 5,746 74.04%F14067 - District SJC Building Assesments - Architectural 36,000 36,000 72,000 - 3,360 32,640 - 36,000 50.00%F14069 - District SJC Building Assesments - Structure/Enve 66,000 - 66,000 - - 66,000 - - 100.00%F14068 - District SJC Building Assesments - MEP 75,000 - 75,000 - 75,000 - - - 100.00%CC - Other Projects 4,659 (776) 3,882 - - 3,882 - - 100.00%NC - Other Projects 17,003 - 17,003 - 300 16,703 - - 100.00%SC - Other Projects 16,702 - 16,702 - 5,531 9,094 - 2,076 87.57%D - Other Projects 35,928 - 35,928 - 16,572 19,356 - - 100.00%

Sub-total 1,195,687 (33,569) 1,162,118 - 283,266 782,785 - 96,067 91.73%Completed Projects

F12034 - CC EMT Remodel 61,749 (1,861) 59,888 - - 59,888 - - 100.00%F13040 - CC Parking Island Lot 20 26,365 2,500 28,865 - - 28,865 - - 100.00%F14009 - CC Roll Off Dumpster Relocation 41,750 - 41,750 - - 41,750 - - 100.00%F14013 - CC Service Road 22,951 (22,951) - - - - - - -F13068 - CC Police Dispatch Consoles 34,147 (34,147) - - - - - - -F13074 - CC New Police/Maintenance Install 11,777 (11,777) - - - - - - -F14023 - CC Ballroom Audio Upgrade 10,183 4,021 14,204 - - 14,204 - - 100.00%F14045 - CC Recoat Metal Roof Golf Course 15,200 (14,540) 660 - - 660 - - 100.00%F12052 - CC Early High School Dinning 125,000 (21,080) 103,920 - - 103,920 - - 100.00%F13016 - NC Dual Credit Off Renvtn N-8.130 15,259 (1,387) 13,872 - - 13,872 - - 100.00%F13032 - NC Welding Booths Exahust N.19 49,925 - 49,925 - - 49,925 - - 100.00%F13066 - SC Clear Horizons Rm S9.146 15,000 (15,000) - - - - - - -F14038 - SC Soccer/Softball Field Improvements 10,211 - 10,211 - - 10,211 - - 100.00%F13053 - SC Roof Project S.14 48,260 1,725 49,985 - - 49,985 - - 100.00%F14035 - District Chevron Energy Study 145,000 - 145,000 - - 145,000 - - 100.00%F13058 - District Maritime Simulators 15,000 299,132 314,132 - - 314,132 - - 100.00%District Wide Lifecycle Furniture 400,000 (97,558) 302,442 - - 302,442 - - 100.00%

Sub-total 1,047,777 87,077 1,134,854 - - 1,134,854 - - 100.00%TOTALS 4,016,724 3,034,723 7,051,446 - 3,995,265 2,683,181 497,443 373,001 94.71%

Construction Projects As of August 31, 2014 - Preliminary

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Project Base Budget Budget Adjustments

Current Budget

Executed Change Orders

Encumbered Funds

YTD Expenditures

Remaining

Balance

Percent of Budget

Encumbered/Expensed

Central1908 - CC Science Building 35,752,627 708,382 36,461,009 - 546,378 35,312,020 602,610 98.35%1001 - CC Primary Service Retrofit 2,774,950 1,840,452 4,615,402 - 225,450 4,315,887 74,065 98.40%1202 - CC Davis Library 8,418,096 105,056 8,523,152 - 499,128 7,824,788 199,236 97.66%1203 - CC Anders Gym 10,398,474 (5,409,135) 4,989,339 - 142,930 437,682 4,408,727 11.64%1102 - CC In-Fill 47,572 1,021,095 1,068,667 - 104,828 775,566 188,273 82.38%1109 - CC Maintenance & Police Bldg 3,560,360 2,933,329 6,493,689 - 51,985 6,016,771 424,933 93.46%1301 - CC Building 31 Renovation - 491,754 491,754 - 27,730 464,024 - 100.00%

Sub-total 60,952,079 1,690,932 62,643,011 - 1,598,428 55,146,739 5,897,844 90.58%North2906 - NC Science & Allied Health 42,240,000 (5,941,229) 36,298,771 - 76,602 36,222,132 37 100.00%2201 - NC Lehr Library 2,022,600 9,919,572 11,942,172 - 455,358 668,020 10,818,794 9.41%2202 - NC Nichols Gym 4,949,996 (3,036,503) 1,913,493 - 140,781 235,897 1,536,815 19.69%2102 - NC In-Fill 23,086 909,072 932,158 - 163,854 471,248 297,055 68.13%2401 - NC Outdoor Lighting 13,472 - 13,472 - 7,970 5,502 - 100.00%2402 - NC MET Infrastructure N Library 851,510 - 851,510 - - - 851,510 -

Sub-total 50,100,664 1,850,912 51,951,576 - 844,565 37,602,800 13,504,212 74.01%South3905 - SC Paving & Drainage 2,747,068 7,891,994 10,639,062 - 2,435 10,636,627 - 100.00%3909 - SC Science & Allied Health 53,868,525 (3,289,326) 50,579,199 - 1,489,589 47,562,291 1,527,319 96.98%3201 - SC Parker Williams Library 2,449,600 420,066 2,869,666 - 149,665 2,715,044 4,957 99.83%3202 - SC Smallwood Gym 6,919,331 (4,570,764) 2,348,567 - 136,219 273,923 1,938,425 17.46%3102 - SC In-Fill 23,086 1,685,775 1,708,861 - 149,354 890,929 668,578 60.88%3401 - SC Traffic Signal Relocation 75,988 - 75,988 - 28,536 47,452 - 100.00%3402 - SC Water and Electrical Upgrade 29,305 - 29,305 - 12,629 16,676 - 100.00%

Sub-total 66,112,903 2,137,745 68,250,648 - 1,968,427 62,142,942 4,139,278 93.94%District1828/2814/3817 - D DDC Network 2,190,750 595,291 2,786,041 - 127,187 2,137,341 521,512 81.28%6803 - Maritime Training Facility 18,000,000 8,200,000 26,200,000 - 633,412 3,529,417 22,037,170 15.89%Contingency 19,487,901 (16,984,466) 2,503,435 - - - 2,503,435 -

Sub-total 39,678,651 (8,189,176) 31,489,475 - 760,600 5,666,758 25,062,117 20.41%Completed Projects1817 - CC Transportation Center 17,333,267 3,001,062 20,334,330 (137,768) 2,310 20,332,020 - 100.00%1820 - CC Paving & Drainage 10,490,274 (913,895) 9,576,379 (207,575) - 9,576,379 - 100.00%1821 - CC Allied Health Addition 10,568,880 1,192,965 11,761,845 296,549 3,040 11,758,805 - 100.00%1217 - CC Transportation Center Buildout - 983,120 983,120 - - 983,120 - 100.00%1818 - CC Industrial Tech Buildings 7,758,416 (3,731,808) 4,026,608 - - 4,026,608 - 100.00%2901 - NC Paving & Drainage 3,142,449 (435,395) 2,707,054 (15,714) - 2,707,054 - 100.00%2903 - NC Student Success Center 11,093,580 802,688 11,896,268 (499,063) - 11,896,268 - 100.00%3903 - SC Student Success Center 8,220,000 2,036,032 10,256,032 109,650 - 10,256,032 - 100.00%3908 - SC Primary Service at New Site 809,625 (809,625) - - - - - -3906 - SC Mechanical Upgrades 1,252,855 (558,604) 694,251 (19,524) - 694,251 - 100.00%3907 - SC MEP Infrastructure 4,381,500 34,658 4,416,158 - - 4,416,158 - 100.00%6003 - D Graphics 900,000 724,824 1,624,824 - - 1,624,824 - 100.00%6902 - D Campus Mechanical Upgrades 1,869,857 518,564 2,388,421 (3,767) - 2,388,421 - 100.00%6007 - D Furniture Consultant 335,000 (335,000) - - - - - -

Sub-total 78,155,703 2,509,586 80,665,290 (477,212) 5,350 80,659,941 - 100.00%TOTALS 295,000,000$ -$ 295,000,000 (477,212) 5,177,370 241,219,180 48,603,451 83.52%

2008 Capital Improvement ProgramAs of August 31, 2014 - Preliminary

69

ID Task Name Start

1 Central Campus Wed 6/4/08

2 1820 - Paving & Drainage Mon 12/1/08

8 1817 - Transportation Center Wed 6/4/08

15 1818 - Industrial Technology II Mon 2/1/10

25 1109 - Maintenance/Police Mon 6/6/11

39 1301 - Building 31 Mon 6/6/11

53 1821 - Allied Health Sun 3/1/09

67 1908 - Science Building Wed 7/1/09

84 1001 - Primary Service Retrofit Mon 10/18/10

94 1202 - Davis Library Mon 1/9/12

108 1203 - Anders Gym Mon 11/10/14

122 North Campus Sun 6/1/08

123 2901 - Pavement & Drainage Sun 6/1/08

129 2903 - Student Success Center Mon 2/2/09

143 2906 - Science & Allied Health Wed 7/1/09

157 2201 - Lehr Library Mon 6/3/13

171 2202 - Nichols Gym Mon 11/10/14

185 South Campus Thu 1/1/09

186 3903 - Student Success Center Mon 2/2/09

200 3905 - Paving & Drainage Sun 3/1/09

213 3906 - Mechanical Upgrades Thu 1/1/09

219 3907 - MEP Infrastructure Mon 3/1/10

225 3909 - Science & Allied Health Mon 6/29/09

239 3201 - Parker Williams Library Mon 1/9/12

253 3202 - Smallwood Gym Mon 11/10/14

267 District Fri 8/1/08

268 Graphics Mon 11/30/09

272 DDC Network Thu 1/1/09

275 6902 - Campus Mechanical Upgrades Fri 8/1/08

281 6803 - Maritime Center Mon 2/11/13

Qtr 2 Qtr 3 Qtr 4 Qtr 1 Qtr 2 Qtr 3 Qtr 4 Qtr 1 Qtr 2 Qtr 3 Qtr 4 Qtr 1 Qtr 2 Qtr 3 Qtr 4 Qtr 1 Qtr 2 Qtr 3 Qtr 4 Qtr 1 Qtr 2 Qtr 3 Qtr 4 Qtr 1 Qtr 2 Qtr 3 Qtr 4 Qtr 1 Qtr 2 Qtr 3 Qtr 4 Qtr 1 Qtr 2 Qtr 3 Qtr 4 Qtr 1 Qtr 2 Qtr 3 Qtr 4 Q2008 2009 2010 2011 2012 2013 2014 2015 2016 2017

2008 Bond Program Master Schedule

Thu 9/18/14 Page 1

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Building Committee Meeting Minutes

September 23, 2014, 3:30 pm, College Administration East Bldg., Conference Room A1.201

Board Building Committee 09/23/2014 San Jacinto College 1 Minutes: Jessica Garcia

Attendees: Members Present: Marie Flickinger, Brad Hance, Dan Mims, Keith Sinor Other Trustees Present: None Others Present: Bill Dowell, Randi Faust, Jessica Garcia, Allatia Harris, Joseph Hebert, Brenda Hellyer, Bryan Jones, Ken Lynn, Frank Rizzo, Ron Rucker, Jerrel Wade, Admiral William Pickavance

Agenda Items: Discussion/Information/Action

I. Call the Meeting to Order Meeting called to order at 3:30 p.m. by Marie Flickinger

II. Roll Call of Committee Members

Roll Call of Committee Members by Marie Flickinger.

III. Approval of Minutes from Previous Meeting

Committee reviewed and approved the minutes from the August 26, 2014 meeting.

IV. Recommended Projects and Delivery Methods which will provide the best value to the College

A. Operating Funds 1. Consideration of Approval to Award Contract for

Construction Manager-at-Risk (CMR) for North Campus Technical Training Center

• (Bryan Jones) A request for qualifications (RFQ), the first phase of the two-step process, was issued on August 26, 2014 and submittals were received from ten (10) firms on September 9, 2014.

• (Bryan Jones) The top five (5) highest-ranked firms were asked to submit a response to a Request for Proposals (RFP), the second phase of the two-step process. The five (5) finalists were ranked using numerical assessment from three sources: RFQ response, RFP response and the presentation scores. Durotech is the recommended CMR.

• (Dan Mims) I am surprised that Tellepsen didn’t have a better price.

• (Frank Rizzo) I don’t believe Tellepsen expected to be a finalist. They are pretty busy at this time.

• (Brenda Hellyer) As we are going through the programming to see what needs to be in the building we will have a better estimate of the overall project cost.

• (Marie Flickinger) How do you know the final price if this? Is it just an estimate?

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Building Committee Meeting Minutes

September 23, 2014, 3:30 pm, College Administration East Bldg., Conference Room A1.201

Board Building Committee 09/23/2014 San Jacinto College 2 Minutes: Jessica Garcia

• (Bryan Jones) Based on history and trends in this area, we have a good idea what a building of this size and type will cost.

• (Randi Faust) Each of the firms provided three (3) price components; preconstruction fee, general conditions, and construction fee.

• (Frank Rizzo) We developed a model for the project based upon what we know at this time. With the proposals submitted from this model, we receive information that includes unit costs for the major components. These costs will be built into the final Guaranteed Maximum Price (GMP).

• (Brenda Hellyer) What was the last building that Durotech completed?

• (Bryan Jones) The Maintenance/Police Building is the last project that Durotech completed for the College.

B. Bond Funds

V. Projects Updates

A. Financial Reports

• (Keith Sinor) How are the fire repairs going at the North Campus Welding Building?

• (Bryan Jones) The building is operational with all repairs are complete. The second phase welding expansion project is also complete. Students are now using the new welding stations.

C. Bond Construction Schedule

• (Marie Flickinger) What is the status on the Smallwood Gym at South Campus?

• (Bryan Jones) We are still reviewing renovation options before finalizing presentations.

• (Brenda Hellyer) The gyms are on hold right now while we are developing a plan for renovation or next steps. We are reviewing the reports supplied to us from the condition assessments and considering multiple renovation options.

• Brenda distributed assessment summaries on the three gyms to the committee members. Comments or questions will be sent to Bryan.

C. Construction Reports

75

Building Committee Meeting Minutes

September 23, 2014, 3:30 pm, College Administration East Bldg., Conference Room A1.201

Board Building Committee 09/23/2014 San Jacinto College 3 Minutes: Jessica Garcia

1. Maintenance/Police Building

• (Bryan Jones) Morris Architect has sent in a revised proposal. We will start work in a week or two on the parking lot. We are waiting on permits.

• (Keith Sinor) Who agreed on the work? • (Bryan Jones) Morris Architects has agreed to take

responsibility for the parking lot modifications. • (Marie Flickinger) Are we going to have to bid the

work? • (Bryan Jones) No, we will not have to bid this project.

This will be worked as using JOC (Job Order Contracting) procurement method.

• (Brenda Hellyer) Is this part of the City of LaPorte or Pasadena?

• (Bryan Jones) This is LaPorte. 2. Central Campus Library Renovation

• (Bryan Jones) The Central Library Renovation is complete. We have revised the scope of work on the landscape improvements and will begin work as soon as permits are received.

3. Central Campus Science Building (parking lot component) • (Bryan Jones) The Central Campus Science Building is

complete. • (Frank Rizzo) The parking lot and dorm/pro shop is

complete. The parking lot is being used at nearly capacity on a regular basis.

4. North Campus Library Project • (Frank Rizzo) We are 85% complete on the construction

documents. Tellepsen is reviewing them currently. We are on schedule for completion of the GMP by November 2014.

• (Dan Mims) What are the cost changes? • (Frank Rizzo) The cost amount to add to the project is

$750,000 for completing of Mechanical Electrical Technology (MET).

• (Bryan Jones) We are adding all the building utilities which include chilled water supply and return, domestic water, electrical power and telecom/data services to the scope. This is due to capacity issues that were previously discussed with the committee.

5. South Science & Allied Health Building • (Bryan Jones) We have found eight (8) leakage areas in

76

Building Committee Meeting Minutes

September 23, 2014, 3:30 pm, College Administration East Bldg., Conference Room A1.201

Board Building Committee 09/23/2014 San Jacinto College 4 Minutes: Jessica Garcia

the exterior wall system of the building. We have discussed the issue with Bay-IBI architects, JE Dunn contractors BES consultants. All have agreed upon a plan of action to correct the leakage.

• (Bryan Jones) The general contractor has stepped up and is taking full responsibility for the repairs.

• (Brenda Hellyer) Was there any interior damage? • (Frank Rizzo) No, there was not significant interior

damage to the building. • (Brenda Hellyer) We have another leak problem also,

correct? • (Frank Rizzo) Yes, Tellepsen is sending a quality

control inspector out to the North Welcome Center this Thursday to investigate a rainwater leakage issue. There were ongoing leaks but over the past year those leaks were not a problem until last rain.

6. Maritime Technology & Training Center • (Bryan Jones) The Maritime Technology & Training

Center is on track. ExxonMobil is working with us to complete the arrangements for passing through their pipeline easement.

• (Brenda Hellyer) The ground breaking ceremony is scheduled for December 12, 2014.

7. College Administration West Building Renovation • (Bryan Jones) The College Administration West

Building is coming along well.

VI. Facility and Infrastructure Update

A. North Campus 24 acre Industrial Technology Training Center • (Frank Rizzo) I would like to discuss the programming

portion of the Design/Construction process. In order to identify the specific needs of the Project and to obtain District approval we have completed the Initiation Phase. Following initiation of the Project the first step of the Design Phase is Programming. During this stage, we receive input from faculty, staff and the administration. We used Facilities Programming as our programming consultant on this project and included Morris Architects in the process to promote continuity.

• (Frank Rizzo) There are eight (8) different educational programs that are intended to be housed in this building.

• (Bryan Jones) At the last Building Committee meeting it was indicated that twelve (12) programs were going to be in this building. This was an incorrect statement as

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Building Committee Meeting Minutes

September 23, 2014, 3:30 pm, College Administration East Bldg., Conference Room A1.201

Board Building Committee 09/23/2014 San Jacinto College 5 Minutes: Jessica Garcia

there are only eight (8) programs. • (Frank Rizzo) Developed with the programming process

are size and quantity information, adjacency requirements, technical requirements, finishes & illumination, furnishings, fixtures, & equipment lists, and test fits (when required.)

• (Frank Rizzo) Some of the programs chosen for this building are related and are placed adjacent to each other. Welding and Pipefitting will share equipment and lab space that can be done outside.

• (Brenda Hellyer) The planned building consists of approximately 93,000 square feet.

• (Frank Rizzo) The building consists of classrooms and laboratories for workforce training, administrative offices, and building support spaces. In addition, public restrooms and at least one housekeeping/janitor’s closet.

• (Frank Rizzo) Regarding programming efficiency, there are different levels for academic buildings. This building has been programmed at 70% efficiency. Efficiency is the ratio of assignable square footage to the overall building gross square footage. Generally, the space for corridors, mechanical rooms, bathrooms and similar is not assignable and works against efficiency; but you must have these for a functional building. The (Texas Higher Education) Coordinating Board references 60-65% as good practice.

• (Frank Rizzo) The Welding/ Pipefitting Lab provide one-hundred twenty (120) instructional welding stations with support stations. The lab is divided into four areas of approximately thirty (30) welding stations each. Four (4) pipefitting lab stations support instructional preparation requirements.

• (Frank Rizzo) The design of the Welding/ Pipefitting Lab provides appropriate electrical service to accommodate welding equipment at each welding station. It also provides adequate ventilation, temperature, and relative humidity controls needed to properly and safely condition air in the space.

• (Keith Sinor) When you mention the total price for the building, does that include everything?

• (Frank Rizzo) No. Other items in the project include administrative fees, professional services, furniture, fixtures & equipment, and others. With this project, there is a separate budget line item within the overall

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Board Building Committee 09/23/2014 San Jacinto College 6 Minutes: Jessica Garcia

project for furniture and fixtures. We will develop a construction cost and a total project cost.

• (Frank Rizzo) Lab designs will include electrical outlets along the perimeter walls at regular intervals at counter height for maximum flexibility and efficiently.

• (Keith Sinor) How many new programs are there proposed for this building?

• (Brenda Hellyer) There are eight (8) program areas and all have updated capabilities. One of the new programs is Advanced Manufacturing will provide training in multiple skill disciplines, including CNC and Robotics technologies. While we have had components of this program, they have not been packed together and some are expanded.

• (Allatia Harris) The Robotics Lab will probably become a training center that will provide training capacity for companies using robotic technology.

• (Marie Flickinger) The Advance Manufacturing program seems to be one category made up of multiple sub-programs.

• (Marie Flickinger) Is the Advance Manufacturing taking up more room than the pipefitting program?

• (Allatia Harris) We have some flexible space included in the program for later use by companies wanting to train their employees.

• (Brenda Hellyer) The Advance Manufacturing square footage is 6,750. The Welding/Pipefitting combined square footage is 11,760 of which 9,600 square feet is dedicated to the welding booths.

• (Brenda Hellyer) We have also built some expansion capacity.

• (Frank Rizzo) We included expansion space in the design at Central Transportation. Before the project was completed, we built-out the expansion space for new programs.

VII. Adjournment Marie Flickinger adjourned the meeting at 4:27 p.m.

Next Meeting: October 21, 2014

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San Jacinto College District

Finance Committee Meeting Minutes September 23, 2014

Members Present: Ruede Wheeler, Dan Mims and Larry Wilson Members Absent: John Moon Other Trustees Present: Marie Flickinger Others Present: Brenda Hellyer, Kenneth Lynn, Steve Trncak and Lori Barbay

I. The meeting was called to order at 5:00 p.m. by Dr. Ruede Wheeler, chairman of the committee.

II. Roll Call of Committee Members by Dr. Wheeler a. John Moon, committee member absent. b. Marie Flickinger, other trustee present.

III. Approval of Minutes from the August 26, 2014, Finance Committee Meeting

a. Dr. Wheeler presented the minutes of the August 26, 2014, Finance Committee Meeting. The minutes were approved as presented. A motion was made by Larry Wilson to accept the minutes as presented, seconded by Dan Mims.

IV. Review and Discuss Internal Audit Review – Fuel Management

a. Kenneth Lynn gave a follow-up report on the Fuel Management Audit. The original report date of the audit was November 4, 2013, with a follow-up audit end date on August 4, 2014. The following original corrective action plans (CAP) were assessed with the follow-up audit. The details regarding the progress of the CAPs are listed below:

i. Fuel Security – The original recommendation was to implement the use of the Fuel Control System User Information and Change Management Form to ensure employees are added to the FuelMaster system correctly and are deactivated immediately upon leaving the College. However, these forms have yet to be put to use. The FuelMaster system needs to be purged and rebuilt with the names of all authorized users.

ii. Budget Chargebacks – Several chargebacks are missing and/or inaccurate. The original recommendation was to have maintenance personnel verify that all transactions have been completely downloaded prior to generating reports to create chargebacks. Additionally, the District Business Office would monitor them monthly, and periodic meetings would be held with personnel involved in fuel management with the Business Office. Likewise, bring FuelMaster software/system experts to San Jacinto College to audit and assess the system. However, FuelMaster personnel have not been contacted for consultation.

iii. Fuel Delivery Reconciliations – The original observations and recommendations were that additional improvements are required to the method in which fuel delivery reconciliations are performed, and the Maintenance Department should begin performing the fuel delivery reconciliation based on the FuelMaster reconciliation data. However, this has not been addressed.

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iv. Internal audit will continue to monitor these three issues.

V. Review and Discuss Internal Audit Review – Extra Service Agreements (ESAs) a. Ken Lynn, Brenda Hellyer and Steve Trncak gave a verbal report on extra service

agreements. Extra service agreements are done when an employee does work outside their normal scope of duties. Mr. Trncak addressed the plan of action is to charter a task force to review the audit that has been performed and develop policies and procedures for extra service agreements. A consistent and timely process for ESAs is needed. Also, we need to look at narrowing the eligibility, and redefine the compensation and standardization of the pay for ESAs.

b. The approved charter will be taken to SLT in October 2014 and the kick off meeting will be in November 2014.

VI. Review and Discuss Authorization for the Chancellor to Accept Electricity Pricing

a. Mr. Lynn stated that there would be an action item on the October 6, 2014, Board of Trustees meeting agenda asking that the Board authorize the Chancellor or designee to enter into a contract with a retail electric provider for electricity services for the College.

b. The current retail electricity provider is Constellation Energy, and the contract expires on the meter-read date in December 2014. The current rate is $.058426/kwh, and the approximate annual expenditure is $3,200,000.

c. Will Ponder with ACR Engineering is the consultant who will help College personnel in review and evaluation process of those who responded to the Request for Proposal (RFP) process.

d. We will bring the contract back to the Board for ratification – probably in November, 2014.

VII. Review and Discuss Contract for Real Estate Brokerage Services a. Mr. Lynn shared the action item for the October 6, 2014, agenda for approving

the firm Pollan Hausman Real Estate Services, LLC to provide professional services as brokers and real estate consultants in the sale of a tract of land declared surplus property.

b. Interviews were conducted by a team of college personnel that included Ken Lynn, Ann Kokx-Templet, Bryan Jones and Kevin Morris. The team is recommending the firm of Pollan Hausman Real Estate Services, LLC. These brokers have worked in the past with Houston Independent School District, Houston Community College, and Galveston College.

VIII. Review and Discuss Golf Course Revenue and Green Fees

a. Mr. Lynn shared the green fee history and the profit and loss statement for the golf course, as well as a survey of the fees for area golf courses. The concern of the committee is the continued loss seen in operating the golf course. The recommendation of Hilda Boyce, Director of Auxiliary Services, and Neal Hickman, Golf Course Manager, is to not raise the golf fees. Our fee structure is appropriate based on a 9-hole course.

b. The committee is not recommending a fee increase at this time. c. Mr. Hickman will be asked to survey the players asking them how many times a

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Finance Committee Meeting Minutes September 23, 2014 Page 3

d. Further discussion on the golf course will be done at the November Board Retreat. At that time, Mr. Lynn will provide updated figures for the closing of fiscal year August 31, 2014. He will also provide a copy of the golf course’s new budget.

IX. Review and Discuss the Early College High School Program Operations

a. Dr. Hellyer shared and reviewed copies of financial results for FY12 to FY14 and a projection of operating results for FY15 for the Early College High School (ECHS) programs, which include Clear Horizons, Pasadena and Sheldon.

b. Operating results will continue to be monitored as ECHS programs grow and program offerings to local high schools increase.

X. Review and Discuss Athletic Program Costs

a. Dr. Hellyer shared a five-year history of actual expenditures for the athletic organizations for fiscal years 2009 through 2014 (as of September 19, 2014). The expenses for FY 2014 are overstated at this point and will be adjusted during the audit process for deferrals related to FY 2015.

b. We need to address athletic budget processes. Financial aid expended for scholarships should be budgeted more closely. Line items should reflect the entire budget and be consistent at each campus. That is currently not occurring.

c. Additionally, conversations on auxiliary revenues are needed. These are treated differently at colleges across the state, and we have continued with some outdated practices. We need to know the student success of the athletes and how many are actually students from the local area.

d. Gym renovations and athletics will be two items for discussion at the November Board Retreat.

XI. Review and Discuss Possible Fire Boat Donation

a. Dr. Hellyer informed the committee that the Port of Houston Authority Commissioners voted to donate the Tellepsen fire boat to the College. If accepted, this fire boat would be docked at the new Maritime Training Center and be used as a training tool for engineering classes.

b. We need to research operating costs such as fuel, operating, and maintenance costs before accepting the donation. Discussions are underway to locate a donor to support the maintenance and operating costs.

XII. Adjournment

a. Meeting adjourned at 6:25p.m.

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Action Item “IX” Regular Board Meeting October 6, 2014

Consideration of Approval to Changes to Policy VI-J on Public Relations – Second Reading

ADMINISTRATION RECOMMENDATION/REPORT The Chancellor recommends that the Board of Trustees consider adopting changes to Policy VI-J regarding public relations at San Jacinto College. The accompanying procedures 2-18 are provided as support to the policy and will not require adoption. BACKGROUND Policy VI-J and the accompanying procedures 2-18 have been updated to reflect changes in the College processes and procedures around media relations, communications, social media, and crisis communication. The changes made in this policy and procedures reflect current practice. IMPACT OF THIS ACTION These changes clarify current practices utilized at San Jacinto College. The impact of these changes will be limited. BUDGET INFORMATION (INCLUDING ANY STAFFING IMPLICATIONS) None. MONITORING AND REPORTING TIMELINE The San Jacinto College Marketing, Public Relations, and Government Affairs office will monitor the practices of the College and make any future changes in accordance with new technology or changes in procedures. The policy was circulated from September 5, 2014 to September 16, 2014 to the college community for comments and concerns according to the policy workflow process. Three comments were received. The policy was not modified but there were modifications to the procedures based on review from the college community. ATTACHMENTS Attachment 1 - Policy VI-J Policy on Publicity Attachment 2 - Draft Policy VI-J – Policy on Public Relations (with changes indicated) Attachment 3 - Policy VI-J (final format) Attachment 4 - Procedure 2-18 Public Relations (informational only) RESOURCE PERSONNEL Teri Crawford 281-998-6151 teri.crawford@sjcd.edu Amanda Booren 281-998-6160 amanda.booren@sjcd.edu

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Attachment 1

Policy VI-J: Policy on Publicity

Each faculty member is responsible for the publicity of his or her particular organization or organizations. News items should be presented to the communications director for distribution to the news media. Items intended for the campus newspapers should be submitted to the Journalism department on the Central campus.

(Effective March 2, 1981.)

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Attachment 2

SAN JACINTO COLLEGE

BOARD OF TRUSTEES POLICIES

General Policies

VI-J Policy on Public Relations

Policy VI-J: Policy on PublicityPublic Relations Each faculty member is responsible for the publicity of his or her particular organization or organizations.The San Jacinto College Marketing, Public Relations, and Government Affairs department is responsible for pitching and distributing news to local, state, and national news outlets. News items should be presented to the director, communications director marketing and public relations, for distribution to the news media. Refer to Procedure 2-18: Public Relations for media procedures. Items intended for the campus newspapers should be submitted to the Journalism department on the Central campus.Employees are to refer all media inquiries to the director, marketing and public relations.

Policy #: VI-J

Policy Name: Policy on Public Relations

Pages: 1

Adopted Date: 3/2/1981

Revision/Reviewed Date:

Effective Date:

Associated Procedure: Procedure 2-18

Formatted: English (U.S.)

Formatted: English (U.S.)

Formatted: English (U.S.)

Formatted: English (U.S.)

Formatted: English (U.S.)

Formatted: English (U.S.)

Formatted: English (U.S.)

Formatted: English (U.S.)

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Attachment 3

SAN JACINTO COLLEGE

BOARD OF TRUSTEES POLICIES

General Policies

VI-J Policy on Public Relations

Policy VI-J: Policy on Public Relations The San Jacinto College Marketing, Public Relations, and Government Affairs department is responsible for pitching and distributing news to local, state, and national news outlets. News items should be presented to the director, marketing and public relations, for distribution to the news media. Refer to Procedure 2-18: Public Relations for media procedures. Employees are to refer all media inquiries to the director, marketing and public relations.

Policy #: VI-J

Policy Name: Policy on Public Relations

Pages: 1

Adopted Date: 3/2/1981

Revision/Reviewed Date: 9/8/14

Effective Date:

Associated Procedure: Procedure 2-18

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Procedure 2-18: Public Relations Table of Contents Purpose, San Jacinto College Marketing, Public Relations, and Government Affairs .................... I Public Relations Staff Responsibility ............................................................................................. II Media Guidelines Overview ..........................................................................................................III Event Coverage ............................................................................................................................. IV Privacy ............................................................................................................................................ V Media Information for Employees ................................................................................................ VI Crisis Communications ................................................................................................................ VII Filming and Photography on Campus......................................................................................... VIII Information for the News Media ................................................................................................... IX College Photography ....................................................................................................................... X Social Media Guidelines ............................................................................................................... XI I. Purpose Statement of the San Jacinto College Marketing and Public Relations and Government Affairs department The purpose of the San Jacinto College Marketing, Public Relations, and Government Affairs office is to tell the story of our students, employees, alumni, and programs, through multiple communications channels. We provide strategic counsel, creative solutions, and timely, responsive service to internal and external clients. II. Public Relations Staff Responsibility The public relations staff has primary responsibility for "coverage" of news and information throughout the College. We want to share the extraordinary story of San Jacinto College and its students, faculty, and staff. Communications coordinators work closely with each campus to produce news items concerning activities, events, students, programs, and employees. The public relations staff is also responsible for sports information to promote the College’s athletic programs. The Marketing, Public Relations, and Government Affairs department is led by the vice chancellor, marketing, public relations, and government affairs. The public relations staff includes a director, marketing and public relations; senior communications coordinator; communications coordinators; and social media coordinator. The director is responsible for final editing and review of material prepared for release to the news media. The public relations staff handles the distribution of all official College news and photo releases to the media. The public relations staff works closely with local, state, and national news media, including newspapers, radio and television, magazines, wire services, and Web publishers. The staff also maintains the newsroom content on the College website. Public relations staff media activities include:

• Reporting, writing, editing, and distributing news releases. These are designed to convey information of news value in a timely manner to the appropriate media.

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• Preparation and distribution of news tips and story pitches. These are brief releases designed to suggest story topics and sources for the news media, and to alert them about upcoming events.

• Production of The Watercooler, an online employee newsletter that offers the latest news and events for San Jacinto College employees.

• Personal contacts with local, state, and national news media. These can be initiated by public relations office staff, or in response to inquiries from media.

• Assist with maintenance of the main San Jacinto College website (www.sanjac.edu), and the College’s athletics website (www.sanjacsports.com), that contain a mixture of news, features, an events calendar, search engine, and other links in order to convey the rich history and the stories of our College.

• Arranging news conferences, briefings, or other meetings / interviews with news media as appropriate.

• Monitoring mentions of San Jacinto College in the news media. • Develop strategies to address changes in the news media industry and the impact of

technology on how media is reported. III. Overview These public relations procedures have three basic objectives:

1. To ensure consistency in communications with news media from all areas of the College. 2. To help maintain the high level of credibility the College enjoys in its dealings with the

media. 3. To protect the reputation of the College, its students, and employees.

The Marketing, Public Relations, and Government Affairs department will always be an honest provider of information to the public. One of the College’s eight values is integrity – acting in ways which instill confidence and trust. Failure to provide accurate information to the public in general -- and specifically to the news media -- could damage the credibility of the College and diminish the effectiveness of the Marketing, Public Relations, and Government Affairs department in its relationships with news media. IV. Event Coverage News releases for upcoming events are prepared when those events are open to the public, or at least open to news coverage. The only exception to this would be when the event, in the judgment of the vice chancellor for marketing, public relations, and government affairs, or director, marketing and public relations, is of such overriding importance to the public that an advance release in itself would be news. As part of the mission of San Jacinto College, our College enriches the life in the communities we serve. In addition to classes for students, San Jacinto College conducts seminars, lectures, and other programs to educate members of the College community and those beyond. Therefore, most events at San Jacinto College should be open to the public. On some occasions, events will not be open to the public because of space limitations or safety concerns. News releases of impending events are designed to spur public interest and participation in those events. It would be counterproductive to advertise an event and then bar news coverage.

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San Jacinto College encourages event organizers to open the event to news coverage, even if it may be limited coverage. Television cameras can be prohibited from the event if, in the event organizer’s judgment, they would be disruptive. However, television reporters without cameras or recording equipment should be given access if print reporters receive similar access. There should be no discrimination based on medium. The public relations staff has responsibility for determining whether an event is of such importance that it merits a release even if it is closed to the news media. Event organizers are encouraged to contact the public relations office to discuss news coverage. San Jacinto College employees and staff are encouraged to provide the public relations staff with three to four weeks advance notice of events. This will allow the public relations staff ample time to research, interview, and disseminate the event information to the news media to garner interest and coverage. V. Privacy San Jacinto College respects the privacy of students and employees, and follows all appropriate local, state, and federal guidelines and statutes affecting privacy and confidentiality. Students The federal Family Education Rights and Privacy Act (FERPA) of 1974 limits the disclosure of information from a student's education records to only basic "directory" facts. A description of all information that can be released as “directory information” under FERPA is outlined in the San Jacinto College catalog. Directory information will be withheld if a student so requests. Employees Included among information that will not be released outside the College are any data that would selectively advantage or disadvantage individuals with regard to race, creed, color, national origin, citizenship status, age, disability, pregnancy, religion, gender, sexual orientation, gender expression or identity, genetic information, marital status, or veteran status in accordance with applicable federal and state laws. VI. Media Information for Employees In the event of a crisis situation, the vice chancellor, marketing, public relations, and government affairs; or the director, marketing and public relations, will serve as the spokesperson(s) for the College. Employees, must refer all media to the marketing, public relations, and government affairs department, and should not speak directly to media unless instructed to do so. However, there are other opportunities outside of crisis situations for members of the College community, including students, faculty, and staff, to be interviewed “on the record.” Employees must refer all media requests to the director, marketing and public relations; and public relations staff will help you prepare for interactions with reporters. About reporters Reporters are professionals attempting to communicate information in the most interesting and accurate way. Most are general reporters who cover anything that is considered worthy of airtime or newspaper space. Beat reporters, however, are usually assigned to specific subject matter or area.

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• Deadlines: Reporters represent the public's right to know and they attempt to be as

objective as they can. However, the constant pressure to meet deadlines makes their job extremely difficult. Deadlines force reporters to prepare a story, whether or not they can present both sides. The public relations staff, in conjunction with campus personnel, will do everything possible to attempt to meet a reporter’s deadline.

• Radio: Radio reporters work under tight deadlines. Because they are limited to approximately 30-60 seconds to present their stories on-air, they look to experts for lively voice clips of about 15 seconds, which describe the "bottom line" of what the issue is and why it is relevant.

• Television: Images (also called b-roll) are the essential ingredient for a TV story. Television reporters have limited time in which to present their stories so they simplify information to keep stories to an average length of 90 seconds.

• Print: Print reporters work for daily and weekly newspapers, magazines, and wire services. Often, they want a lot of detail because they do not have the benefit of using visual and audio imagery. They rely on vivid descriptions to communicate their stories. Interviews with print reporters can happen in person or on the phone.

Things for you to know If a reporter contacts you directly, you are to direct them to the director, marketing and public relations. The public relations staff will then make arrangements for the appropriate staff or students to interview (on the phone or in person), at a mutually agreeable time, and any necessary time on campus. Reporters often are on a tight deadline, but this doesn't mean that you have to carve out time for a full interview immediately. The public relations staff can work out the details with the reporter. By having a member of the public relations staff facilitate the interview, they can also find out what information the reporter is looking for and what information he or she has already gathered, how the information will be used, how much information he or she is requiring, etc., so that you have time to collect your thoughts or finish teaching your class. Beware of talking "off the record." You can ask that what you say not be used, but even if a reporter agrees, it’s important to know that you might still see the information turn up in print or on-air. It is important to understand that San Jacinto College public relations staff members will disseminate the news to the media, but that under no circumstance does the media have an obligation to print or air any news releases or briefs. Therefore, there is no guarantee that your story will appear in the local newspapers or on TV, but the San Jacinto College public relations staff will make every effort to get the information to the media. What’s news worthy? Not sure whether your news would interest the media? The public relations staff is happy to provide guidance. We're always interested in hearing about:

• Research findings. The media is most interested in your research breakthrough if it will impact or interest the general public. Think about what types of stories are “trendy” (ex: health care, jobs, work force training, STEM). Reporters also pay more attention to peer-

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reviewed work about to be published in a journal or presented at a conference or government hearing.

• Well-known campus visitors. San Jacinto College often draws well-known individuals to speak at special gatherings including conferences, lectures, and graduation ceremonies. Let us know if you're about to host such a visitor.

• Major announcements. Let the public relations staff know if a faculty member or student has received an important award or recognition from an organization, or if your department has acquired a significant gift or grant.

• Events. The campus calendar is filled with events throughout the year, but certain ones – especially those on newsy or otherwise fascinating topics – would catch a reporter's eye. We can help attract coverage of such events.

• Human-interest stories. Reporters are always interested in a good human-interest story, whether it's about an extraordinary person or project. We're always interested in stories about students and their one-of-a-kind contributions to San Jacinto College and our community.

• Unique new courses. As each new semester is about to begin, the public relations staff looks for unique new courses – whether they're tied to current events, are trendy, or would simply be fun for the public to read about – to pass along to reporters.

An important factor to also consider is the visual that accompanies the story. Television reporters will need what is called b-roll, and a newspaper reporter will need that one image / photograph that will catch a reader’s eye. Subjects will be asked to sign a photo release form for use of their image on the air or in an article. VII. Crisis Communications The College has established two basic guidelines for communicating with the media, which should be observed in all situations, especially in crisis situations:

1. The vice chancellor for marketing, public relations, and government affairs; and the

director, marketing and public relations, are the authorized spokespersons to disseminate information to the media, unless the Chancellor appoints an alternate designee. In crisis situations, employees should not engage with the media on behalf of San Jacinto College. The designated spokesperson(s) is the point of contact between media and College resources, provides referrals to proper sources of information within the College community, and can provide a consistent message to the media during crisis situations.

2. Only factual information is released; no speculation will be offered. Other Guidelines

• All personnel are directed to report the status of an emergency situation directly to the crisis management team. Personnel are not to discuss this status with outsiders, especially media, on behalf of the College.

• All contacts from the media must be referred directly to the vice chancellor for marketing, public relations, and government affairs at 281-998-6151 (office) or 281-733-9386 (mobile); or the director, marketing and public relations at 281-998-6160 (office) or 713-542-7729 (mobile).

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• The vice chancellor for marketing, public relations, and government affairs will be kept apprised of the status of all emergencies, including what the emergency is, how it began (what caused it), who is involved, if there are injuries, the names of those injured and extent of injuries, what is happening currently, and what help has been summoned. Additionally, information should be given on what is being done to resolve the emergency.

• Employees should be wary of video cameras or photographers, and their coverage of an incident, and should contact the vice chancellor for marketing, public relations, and government affairs; or the director, marketing and public relations, if media is seen on campus.

• Under no circumstances shall anyone other than the designated spokesperson(s) release the names of victims. The spokesperson(s) shall not release any information about the victims without direct authorization from the crisis management team to ensure family members have been appropriately contacted.

• Family members affected are discouraged from agreeing to provide media with an interview, but if they chose to grant an interview, it is recommended that questions be prescreened. It is recommended that the vice chancellor for marketing, public relations, and government affairs, the director, marketing and public relations, or a member of the crisis management team be present during interviews with family members to ensure that ground rules are followed and inappropriate questions are not asked of the family members.

The vice chancellor for marketing, public relations, and government affairs will work with the public relations staff to disseminate approved communication to the campus community through the Emergency Notification System, SJC AlertMe, and news releases to the media. The public relations staff will also update the College website and any appropriate social media outlets. It is important to remember that the College website and emergency notification systems are the official form of communication. Students and employees should not rely on media for information during a crisis situation. VIII. Filming and Photography on Campus Purpose This information is intended to clarify under what circumstances Filming and Photography on any of the San Jacinto College campuses and its properties may be allowed by external entities wishing to use our college campuses or facilities as a backdrop for projects not related to San Jacinto College. This information is principally applicable to all San Jacinto College faculty, staff, affiliates and students and to the Photography and Filming services they may utilize. Definitions The following terms shall be used in the context and for the purposes of this Policy only:

• Campus Image: a still or moving image of San Jacinto College property that can be readily identified by the public as college property by architecture, landmarks, signage, the presence of prominent individuals, the inclusion of logo clothing or athletic uniforms, or any other means.

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• College Name and Graphic marks: any use of the college name or any form of the

college including the campuses or district office. Graphic marks include the college logo, tagline, advertising campaign, seal, and mascots.

• Filming: the capturing of moving or still images of San Jacinto College property by any

means on any media now known or that may be invented in the future including, but not limited to, film, videotape, digital disk or any electronic transmission to another medium or to the Internet.

• Photography: the capturing of still images onto any compatible medium, or posting to

the Internet, by any means or devices now known or that may be invented in the future including, but not limited to, film cameras, digital cameras, electronic devices such as personal computers (PC), mobile phones, personal digital assistants (PDA), etc.

Filming and Photography will be permitted on San Jacinto College campuses or property leased by the College in accordance with this information and provided that such activity does not interfere with the educational or normal program functions or previously scheduled events of the College and does not pose a security or safety risk. Further, the use or re-use of the Filming or Photography output must not be deemed inconsistent with College values or in violation of the policies of the College. All activities requiring College resources, such as police, grounds restoration, traffic control, parking, and any other College services rendered shall be charged to the user. a. External Use Filming or Photography For purposes of this information, External Use shall include Filming or Photography on campus for commercial or non-commercial purposes and for which San Jacinto College will not own the copyright to the work created. No campus images may be used without prior written authorization from the Marketing, Public Relations, and Government Affairs Department. Examples of External Use Filming or Photography include, but are not limited to:

1. Theatrical release, broadcast or print media; 2. Industrial use (e.g., trade show or intra-company, intra-industry use); 3. Editorial use; 4. Public service announcements; 5. Non-San Jacinto College student filming; 6. Documentary.

b. Internal Use Filming or Photography For purposes of this information, Internal Use shall include all Filming and/or Photography on any campus which is not incidental for non-commercial use by a San Jacinto College employee or student, or contracted for by a San Jacinto College department or unit and for which San Jacinto College exercises artistic, creative control. Examples of Internal Use include, but are not limited to:

1. Broadcast or print media primarily for San Jacinto College use; 2. San Jacinto College student filming;

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3. San Jacinto College academic or departmental broadcast or Webcast.

Departments or units that engage the services of non-College staff (e.g., a commercial photographer or film company) for any Internal Use Filming or Photography must ensure that terms governing the use and re-use of any Campus Images are clearly spelled out in the agreement with each contractor. Departments should pursue all ownership rights and interests in the work created on behalf of the College and paid for with College funds. c. News Reporting For purposes of this information, News Reporting is live Filming or Photography and transmission (with or without audio recording) as “active” or “breaking” news, by a qualified news reporting service. All requests for News Reporting should be referred to the Marketing, Public Relations, and Government Affairs Department. News organizations must get verbal permission from the Marketing, Public Relations, and Government Affairs Department before News Reporting can commence. In most cases, a public relations representative will accompany television news film crews. Any disputes involving News Reporting should be referred to the director, marketing and public relations, for resolution. d. Incidental, Non-commercial Filming or Photography No special permission is required for the incidental Filming or Photography by San Jacinto College faculty or staff creating work to be used for non-commercial, educational or administrative purposes provided such incidental Filming or Photography can be done unobtrusively without interrupting campus programs, classes or activities and will not require any special campus services (Campus Police, maintenance, etc.). In addition, no special permission is required for the incidental, unobtrusive non-commercial Filming or Photography by visitors or tourists to the campus. Any such Filming or Photography may not be used for commercial purposes at any time without the express written permission of the Marketing, Public Relations, and Government Affairs Department. e. San Jacinto College Identification and Appropriate Use of Campus Images No identification of San Jacinto College as the location of External Use Filming or Photography will be permitted, except that which has been approved in advance by the Marketing, Public Relations, and Government Affairs Department. The Department will refer questions of the suitability of proposals or requests that propose the identification of San Jacinto College to the Vice Chancellor for Marketing, Public Relations, and Government Affairs. The request may be approved when the proposed identification is deemed to be in the College’s interests. Such requests for San Jacinto College identification should clearly specify how the identification will be made and in what subject matter context. No trademarked icons, images, logos, or widely recognizable landmarks or highly sensitive locations of the College shall be filmed, photographed, or otherwise reproduced for any

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commercial purposes now or in the future. Responsibilities San Jacinto College staff and faculty should become familiar with the provisions of this Procedure and avail themselves of appropriate departmental and campus resources in all instances of Filming and Photography on campus. The Marketing, Public Relations, and Government Affairs Department is ultimately responsible for reviewing all requests for Filming and Photography on Campus. In general, the following criteria will be evaluated:

1. All proposals for Filming or Photography on campus will be evaluated for potential logistics problems and if approved, determine the appropriate facility and services usage;

2. Be responsible for obtaining the approval of the authority in direct charge of the facility requested prior to issuing any permit for a specific facility;

3. Determine the need for assigning an on-site campus Film Location Manager for Filming activities;

4. Ensure that proposed Filming or Photography does not include Campus Images; may grant exceptions on a case-by-case basis.

The Marketing, Public Relations, and Government Affairs Department will:

1. Coordinate the securing of permissions on behalf of the requestor once the request has been approved.

2. Provide all coordination with other campus entities and services as necessary. IX. Information for the News Media News media on campus We want the media to come visit us. However, in order to ensure the privacy of our students, faculty, staff, and community, we request that all media contact a member of the public relations staff prior to visiting campus. As part of their jobs, our police officers look for vehicles and people who are not authorized to be on campus. If we know a member of the news media is coming, we can notify the police department, and also provide media members with the most convenient parking to maximize your time. In almost all cases, student/faculty interviews and other taping/photography are possible, and a public relations staff member can assist with the arrangements. Interviews We want to talk to you. San Jacinto College faculty and staff are encouraged to share their stories. However, as a member of the news media, you may find it helpful to contact the public relations staff for further background information, or additional experts. Since our expert list is continually updated, we may be able to refer you to an expert who might better serve your needs. We can also assist in making arrangements for on-campus interviews. College Data or Information We want you to have the most complete and accurate information. So, if you are looking for data or information about the College, you should call the public relations staff directly.

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Campus Emergencies In the event of an emergency at San Jacinto College, the news media should contact the director, marketing and public relations. X. College Photography The San Jacinto College marketing and public relations staff offers professional photography services for a variety of College uses, focused primarily on promotional purposes and to support news media publicity. Other events or requests – especially those outside of regular office hours, and those that do not support the purpose of the San Jacinto College marketing, public relations, and government affairs department – may not be fulfilled. San Jacinto College employees may take photos with a camera (cell phone photos are not usually shot at a high resolution suitable for website or print use) and submit them to the marketing and public relations staff for use on the Watercooler or The Exchange. If your department does not have a camera, you may check one out from the marketing, public relations, and government affairs staff. The priority for marketing and public relations photography services is as follows. Essential:

• Board of Trustees • Chancellor’s Office • Advertising • News / Media Requests • Institutional publications such as: recruiting brochures, About San Jacinto College

brochure, College catalog, program / departmental promotional brochures, CareerFocus magazine

• Athletics • Student organizations / events (as needed for marketing, publication, and promotional

purposes) Nonessential:

• Photos for a department’s personal use in memory albums, scrapbooks, presentations • Requests for which a majority of photos shot will not be used in a publication ad / or

media placement • Photos taken only to give to the subject as a memento • Studio portraits

Criteria for requesting photography services The San Jacinto College marketing and public relations staff dedicates its resources to advancing the overall institutional image. The following criteria should be considered when requesting photography service from the department.

• Why is the photography needed and how will it be used? • Is the photo newsworthy to local, regional, and / or national news? • How can the subject(s) to be photographed yield the strongest impact? What is the visual

trying to be captured?

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• Is there potential for multiple uses of the photo (i.e., news release, publication, magazine, etc.)?

• How does the photographic need support the San Jacinto College strategic goals and annual priorities?

Photography requests should be made at least a week in advance. Requests made with less than a week may not be fulfilled. Click here to submit a photography request form. All subjects in photos must sign a photo release form. XI. Social Media Guidelines San Jacinto College has established guidelines for students, faculty, and staff to consider when establishing a social media online presence. Please see the social media guidelines for employees and students for more information.

Employee Guidelines San Jacinto College respects the rights of its employees to maintain and interact within the online social media community. Existing policies and guidelines concerning the governance of faculty and staff behavior apply to the College’s social media sites.

Reputation:

Please be aware that employee social media sites are a reflection of College. In keeping with the College’s value of integrity, we remind all employees to “act in ways which instill confidence and trust” in the online community. Any comments made online can be linked back to the College, especially if San Jacinto College is shown as the employer. If an employee wishes to disclose a working relationship with San Jacinto College, employees are requested to include the following disclaimer in their profile: “I am not authorized to speak on behalf of San Jacinto College and the views expressed on this site are mine and do not necessarily reflect those of San Jacinto College.” Confidentiality: Employees should maintain and respect confidentiality at all times. An employee could become subject to disciplinary action for disclosing confidential or proprietary information about San Jacinto College students, employees, or alumni. Exercise good, ethical judgment and adhere to existing College policies and federal requirements, such as Family Educational Rights and Privacy Act (FERPA) and Health Insurance Portability and Accountability Act (HIPAA). As a general rule, do not post anything on social media regarding the College that would not be OK to present at a conference.

Time and Equipment:

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Please respect College time and property by maintaining personal sites when not at the College and using personally owned equipment. It is appropriate to engage in social media in the workplace only if the involvement is directly related to accomplishing College goals.

Proceedings:

In response to concerns, complaints, or information provided by individuals, San Jacinto College administrators may view publicly shared profiles on online social networking sites and use the information contained on these sites in informal or formal College proceedings.

Student Guidelines

Social media is a great way for students to stay connected with fellow students and to find College resources. The following guidelines are designed to help students navigate the social web at San Jacinto College and in life outside the college.

Participate and Connect:

Students are encouraged to ask questions through the College social media sites. College resources are available to help students succeed and social media is a great way to connect to those resources. Be aware that the marketing department does not have access to student records, so questions concerning financial aid, student accounts and academic advising are best left to the experts on campus. For some questions, students may be asked you to contact socialmedia@sjcd.edu for further assistance - some conversations are better left off our social media sites. If a student disagrees with someone on social media and wants to state a differing opinion, that student should do so in a respectful manner. If the response includes profanity or attacks someone personally, it will be removed from the official College social media sites without warning. Language that is illegal, obscene, defamatory, threatening, infringing of intellectual property rights, invasive of privacy, profane, libelous, threatening, harassing, abusive, hateful or embarrassing to any person or entity, or otherwise injurious or objectionable is unacceptable and shall be removed. In some cases, student discipline may be involved. Social media sites are not an appropriate place to talk negatively about classmates or instructors. Students with a situation to report are asked to send an email to socialmedia@sjcd.edu. The College will look into submitted complaints. A good rule of thumb for all online communication is to resist posting a comment that would be inappropriate on the front page of a newspaper. The College Social Media sites are a great place for a student organization to post information about events or any event happening on one of the campuses. Students are encouraged to share pictures from a campus event. Students are encouraged to utilize social media to connect with friends, family and classmates. Social media provides a great opportunity to connect and engage. The College has posted a social media directory online for a list of San Jacinto College’s social media sites so students can join those that are of interest.

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Be careful what you share:

Students should never give out personal information on social media sites such as social security numbers, G number, passwords, PIN numbers, account numbers, address, or phone number. San Jacinto College will never request this type of information from students through a social media site.

You can’t take it back:

Once something is posted in social media, it can’t be taken back. Always remember that social media sites are not “private.” Regardless of privacy settings, connections may share something they see posted online. Before posting, remember that many employers, colleges, and universities are turning to social media sites to help determine admissions and employee selections. Each day there are more court cases utilizing social media sites as supporting evidence. So, please be careful what information is shared online. San Jacinto College does not monitor the personal social media sites of our students. However, we do monitor the College name (San Jacinto College) and variations of it online. Students may be subject to disciplinary action, as outlined in the San Jacinto College student handbook, based on information posted on social networking sites. San Jacinto College reserves the right to turn cases of serious incidents over to the proper authorities. Examples of this may include, but are not limited to, threats against the College, its students, or employees.

Classroom Activities:

Students should not access social media sites during class times, unless instructed to do so by the professor. Students should limit social media activity on public computers in the open labs during times of high traffic; other students may need the machines to complete course work.

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Action Item “X” Regular Board Meeting October 6, 2014

Consideration of Approval of Amendment to the 2014-2015 Budget for Restricted Revenue and Expenses Relating to Federal and State Grants

ADMINISTRATION RECOMMENDATION/REPORT The Chancellor recommends that the Board of Trustees approve an amendment to the 2014-2015 budget for restricted revenue and expenses related to grants. BACKGROUND Federal, state, and local grant activity is ongoing as amendments to currently active grants are processed and new grants are awarded. In order to fund the objectives of the grants, grant operating budgets must be established in a timely manner. This request for a budget amendment reflects the additions to restricted revenues and restricted expenses as a result of amendments and new awards received during the month of September 2014. IMPACT OF THIS ACTION Approval of the budget amendment will allow the College’s staff to implement the programs in accordance with the requirements of the additionally funded award amounts. BUDGET INFORMATION (INCLUDING ANY STAFFING IMPLICATIONS) Restricted revenues and restricted expenses will each be increased by $1,040,338, so the net impact on the College budget is zero. MONITORING AND REPORTING TIMELINE The Office of Grants Management provides continuous monitoring of grant operations, which are included in the annual financial report to the Board of Trustees. ATTACHMENTS Attachment 1- Budget Amendments-10-06-14 Attachment 2- Grant Detail-10-06-14 RESOURCE PERSONNEL Kenneth Lynn 281.998.6306 kenneth.lynn@sjcd.edu Michael Lee Moore 281.998.6162 michael.moore@sjcd.edu

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Attachment 1- Budget Amendments-10-06-14

AmountDebit

Fund Org. Account Prog. (Credit)

U.S. Department of Education/Texas Higher Education Coordinating Board - Carl Perkins Career and Technical Education -Basic Grant (New Grant)

Federal Grant Revenue 528418 56700 554100 110000 (704,592) PT- Institutional 528418 56700 614100 460121 4,132 Benefits 528418 56700 650000 460121 124 Operating Supplies - Consumable 528418 56700 711410 460911 300,891 Travel 528418 56700 721000 160912 47,661 Consultant 528418 56700 731260 160927 21,552 Indirect Costs 528418 56700 731500 620909 33,552 Capital Equipment 528418 56700 741130 160914 296,680

-$

U.S. Department of Health and Human Services/University of Texas Health Science Center at Houston - Texas School Ready Program VI (New Grant)Federal Grant Revenue 539321 56700 554100 110000 (61,753) Non-Instr Labor Administrative 539321 56700 611000 460920 39,859 Stipends - Telephone 539321 56700 614340 460920 660 Benefits 539321 56700 650000 460920 13,326 Operating Supplies - Consumable 539321 56700 711410 460920 1,000 Non-Conf Travel Mileage 539321 56700 721110 460920 5,000 Lease - Facilities 539321 56700 731730 460920 1,908

-

National Science Foundation/Tidewater Community College - Summer Maritime & Transportation Grant (SMART) (New Grant)

Federal Grant Revenue 534705 56700 554100 110000 (57,661) Instructional Supplies - Consumable 534705 56700 711110 460911 4,000 Operating Supplies - Consumable 534705 56700 711410 460911 5,400 Local Travel - Meeting 534705 56700 721120 460911 4,000 Conf Travel - Lodging 534705 56700 721210 460911 3,000 Conf Travel - Meals 534705 56700 721230 460911 1,200 Travel - Airline 534705 56700 721410 460911 3,000 Contractual Svs - Consultant 534705 56700 731260 460911 21,491 Contractual Svs - Catering/Meals 534705 56700 731270 460911 2,550 Contractual Services - Temp Svs 534705 56700 731305 460911 9,000 Contractual Svs - Fixed Rte Bus Svs. 534705 56700 731650 460911 4,020

-

U.S. Department of Agriculture/Texas Department of Agriculture/ Child and Adult Care Food Program (New Grant)Federal Grant Revenue 531001 56700 554100 110000 (38,000) Non-Instr Labor- Staff 531001 56700 612000 460920 8,840 Benefits 531001 56700 650000 460920 4,160 Operating Supplies- Consumable 531001 56700 711410 460920 25,000

-

SAN JACINTO COLLEGE DISTRICT Federal, State, and Local Grant Amendments

October 6, 2014

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Attachment 1- Budget Amendments-10-06-14

National Endowment for the Arts - Arts Education in Communities (Houston Spanish andFlamenco Festival) (New Grant)

Federal Grant Revenue 534504 56700 554100 110000 (10,000) Contractual Svc - Outside Provider 534504 56700 731110 620945 10,000

-

Texas Workforce Commission/College of the Mainland - Texas Fast Start II Program (New Grant)State Grant Revenue 551018 56700 554200 110000 (113,332) Local Travel - Meeting 551018 56700 721120 460911 565 Operating Supplies - Consumable 551018 56700 711410 460911 1,100 Contractual Svs - Consultant 551018 56700 731260 460911 96,667 Contractual Svs - Instr Prof Development 551018 56700 731120 460911 15,000

-

Texas Workforce Commission - Petrochemical Veterans Initiative (New Grant)State Grant Revenue 551019 56700 554200 110000 (55,000) Non-Instr Labor - Administrative 551019 56700 611000 160912 3,788 Benefits 551019 56700 650000 160912 1,212 S/A - Departmental Scholarships T&E 551019 56700 751009 520235 50,000

-

Net Increase (Decrease) -$

Note: Credits to revenues are increases and credits to expenses are decreases.Conversely, debits to revenue are decreases and debits to expenses are increases.

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Attachment 2 – Grant Detail – 10-06-14

October 6, 2014 Board Book – Grant Amendments Detail List U.S. Department of Education/Texas Higher Education Coordinating Board - Carl Perkins Career and Technical Education -Basic Grant (New Grant) The Perkins Act defines vocational-technical education as organized educational programs offering sequences of courses directly related to preparing individuals for employment in current or emerging occupations requiring other than a baccalaureate or advanced degree. Programs include competency-based applied learning, which contributes to an individual's academic knowledge, higher-order reasoning, problem solving skills, and the occupational-specific skills necessary for economic independence as a productive and contributing member of society. The most frequent use of funds include: occupationally relevant equipment, vocational curriculum materials, materials for learning labs, curriculum development or modification, staff development, career counseling and guidance activities, efforts for academic-vocational integration, supplemental services for special populations, hiring vocational staff, remedial classes, and expansion of tech prep programs. The FY 2015 award includes an increase of $31,000 over the FY 2014 award. U.S. Department of Health and Human Services/University of Texas Health Science Center at Houston – Texas School Ready Program VI (New Grant) Texas School Ready! ™, administered by the State Center, is a school readiness certification program that certifies early education programs that effectively prepare children for kindergarten. The program links activity in the classroom with child outcomes on 50 kindergarten assessments. Child care, Head Start, and pre-k programs are certified based on the qualities of various components including teaching practices, professional development, community integration, instruction per student, and the kindergarten classroom performances of children exiting the program. This is a cooperative agreement for UT Health to work with the College’s childcare programs to increase children’s school readiness. National Science Foundation/Tidewater Community College - Summer Maritime & Transportation Grant (SMART) (New Grant) The SMART Center's Summer Maritime Teacher Institute (SMTI) was created to engage frontline educators, guidance counselors, career coaches, and community college faculty. The purpose of the SMTIs is to: a) increase participant knowledge of maritime and transportation careers and the career pathways that exist for students to enter this industry; b) identify, develop, and expand industry career pathways; and c) expand the SMART Center repository of information, industry data, and professional resources. This new grant was expressly contingent upon the success of last year’s partnership with Tidewater Community College in Virginia. This award will allow San Jacinto College to host the 2015 SMTI event. U.S. Department of Agriculture/Texas Department of Agriculture - Child and Adult Care Food Program (New Grant) The purpose of the Child and Adult Care Food Program (CACFP) is to reimburse child care centers, day care home providers, and adult day care centers for part of the costs associated with serving meals and snacks to children and adults in Texas. The goal of the CACFP is to improve and maintain the health and nutritional status of children and adults, promote development of good eating habits, and integrate nutritious food services with organized child and adult day care

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Attachment 2 – Grant Detail – 10-06-14

services. CACFP provides nutritious meals and snacks to infants and children as a regular part of their day care. CACFP reimburses centers at free, reduced-price, or paid rates for eligible meals and snacks served to enrolled children, targeting benefits to those children most in need. This program is available for the North Campus Child Care Center. National Endowment for the Arts - Arts Education in Communities (Houston Spanish and Flamenco Festival) (New Grant) The festival is a celebration of Flamenco, a mixture of musical influences from Indian, Byzantine, Arabic, Jewish, and Andalusian cultures, and declared a “Heritage of Humanity” by UNESCO (United Nations Educational, Scientific and Cultural Organization). Both scholars and artists will educate and inform the public on the music, dance, song, and history of Flamenco in an engaging context. It will include pre-performance lectures and other humanities elements which will instruct and expand on the history and culture of Flamenco, with interpretations in context of social culture and history. It will be held in April or May 2015 at the South Campus, Marie Spence Flickinger Fine Arts Center. This is a new grant award, but it builds on the three-year history of the Flamenco Festival held each year at San Jacinto College. Texas Workforce Commission/College of the Mainland - Texas Fast Start II Program (New Grant) College of the Mainland will lead a consortium, which also includes Houston Community College and San Jacinto Community College District (SJCCD), to develop three Fast Start certificate programs – one at each college. These programs are competency-based, rapid-deployment programs focusing on the current or future workforce needs of Texas employers. These three new programs are a redevelopment of existing programs at each respective college into an accelerated, “fast-track” type of program, which will meet the requirements of the Fast Start II Program. SJCCD will develop a Fast Track Air Conditioning Technology certificate. Texas Workforce Commission - Petrochemical Veterans Initiative (New Grant) San Jacinto Community College District will facilitate the Petrochemical Veterans Initiative program which will train entry level Pipefitters and Electricians. This project will increase the number of those qualified to fill the projected job openings in the construction industry as reported by the petrochemical industry. The U.S. Bureau of Labor Statistics reports that employment of plumbers, pipefitters and steamfitters is growing at a rate faster than average for all occupations between 2010 and 2020. The Texas Workforce Commission Tracer indicates that from 2010 to 2020 the need for plumbers, pipefitters and steamfitters will increase 21.1 percent.

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Action Item “XI”

Regular Board Meeting October 6, 2014

Consideration of Adoption of Ad Valorem Property Tax Rate

ADMINISTRATION RECOMMENDATION/REPORT

The Chancellor recommends that the Board of Trustees approve and adopt a 2014 tax rate of

18.5602 cents per $100 valuation of taxable property located within the San Jacinto

Community College District.

BACKGROUND

The recommended 2014 tax rate of 18.5602 cents per $100 valuation is the same total tax

rate as was adopted for 2011, 2012 and 2013. The proposed rate is less than the effective tax

rate for 2014. The State of Texas Truth-In-Taxation laws require that the College publish

notices of tax increases and hold public hearings only when the adopted rate exceeds the

effective tax rate. Thus, the College is not required to comply with the public hearing

requirements, but did adhere to all other computation and notice requirements of the Truth-

In-Taxation laws.

The total tax rate of 18.5602 cents is allocated as follows:

12.7045 cents for the purpose of maintenance and operation of the College

5.8557 cents for the purpose of paying interest and principal on the College’s

outstanding general obligation bonds. The debt tax rate is calculated using current

appraisal values to generate sufficient revenue for the required debt service payments.

The total taxes imposed on a residence homestead at the current year’s appraised value of

$109,265 (excluding special exemptions for persons 65 years of age or older or disabled) at

the proposed rate will be $193.52. In 2013, the average homestead appraised value was

$103,034, and the 2013 property taxes on that value were $181.95. A taxpayer owning a

homestead residence and claiming the over 65 or older or disabled exemption would incur no

taxes ($0.00) to San Jacinto College on a residence taxed at the current year’s average market

value.

IMPACT OF THIS ACTION

Establishment of the 2014 property tax rate will satisfy the requirement that a rate be adopted

within 60 days of delivery of the certified tax rolls, which are dated August 29, 2014.

BUDGET INFORMATION (INCLUDING ANY STAFFING IMPLICATIONS)

Certified property tax values for the 2014 tax year were received from the Harris County

Appraisal District (HCAD) on August 29, 2014. The year-to-year increase in certified tax roll

values is approximately $4.1 billion – or 8.6%. The increase is due primarily to increases in

property category L1 and L2, Tangible Commercial property and Tangible Industrial

property. These categories include furniture, fixtures, vehicles, tools, machinery, equipment,

supplies and inventory. New property added to the tax roll this year was slightly higher than

last year ($1.06 billion for 2014 versus $679 million in 2013).

Action Item “XI”

Regular Board Meeting October 6, 2014

Consideration of Adoption of Ad Valorem Property Tax Rate

Based on historical trends of value realized from properties under protest and HCAD work in

process at the certification date, property tax revenue realized for the 2013-2014 budget will

be sufficient to realize the $54.02 million tax revenue budget for maintenance and operations.

The debt service tax rate is calculated at the actual rate needed to generate sufficient revenue

to pay the interest and principal requirements on outstanding general obligation debt. The

proposed debt service rate of $0.058557 is lower than last years’ rate ($0.060401) due to the

increase in certified values as compared to last year.

MONITORING AND REPORTING TIMELINE

Property tax revenues are subject to audit by the College’s external auditors.

ATTACHMENTS

Attachment 1 – 2014 Tax Levy Order

Attachment 2 – Tax Rate Adoption Worksheet

RESOURCE PERSONNEL

Brenda Hellyer 281-998-6100 brenda.hellyer@sjcd.edu

Ken Lynn 281-998-6306 kenneth.lynn@sjcd.edu

Attachment 1 - 2014 Tax Levy Order

TAX LEVY ORDER AN ORDER LEVYING A TAX OF 18.5602 CENTS PER ONE HUNDRED DOLLAR VALUATION OF TAXABLE PROPERTY FOR THE YEAR 2014 FOR THE SUPPORT AND MAINTENANCE OF SAN JACINTO COMMUNITY COLLEGE DISTRICT AND TO PAY THE PRINCIPAL AND INTEREST ON OUTSTANDING BONDS OF THE DISTRICT AND PROVIDING FOR STATEMENTS CONCERNING COLLECTION AND EXPENDITURES OF FUNDS BY OFFICIALS. *****************************************************************

IT IS THEREFORE ORDERED by the Board of Trustees of San Jacinto Community College District that there is hereby levied and there shall be collected for year 2014, for the use and support of San Jacinto Community College District upon all property, real, personal and/or mixed, within the boundary and limits of the San Jacinto Community College District, subject to taxation, a tax of 18.5602 cents on each One Hundred Dollars ($100.00) valuation levied and apportioned for the purpose of the maintenance and support of the San Jacinto Community College District, including current expenses and for the construction and/or equipment and/or maintenance and/or purchase of buildings and grounds for such District, and/or Bonds issued and to be issued for the construction and/or equipment of buildings and/or acquisition of sites therefore, and principal and interest on sinking funds of such Bonds:

A. The amount of 5.8557 cents of the tax of 18.5602 cents levied on each $100.00 valuation of taxable property in said District is hereby allocated for the purpose of paying interest on and principal of the outstanding building bonds of said District.

THIS TAX RATE WILL RAISE LESS TAXES FOR INTEREST AND SINKING FUNDS THAN LAST YEAR’S TAX RATE. THIS RATE WILL EFFECTIVELY BE LOWERED BY 2.64% AND WILL LOWER TAXES FOR INTEREST AND SINKING ON A $100,000 HOME BY APPROXIMATELY $1.59.

B. The amount of 12.7045 cents of said 18.5602 cents tax levied on each $100.00 valuation of taxable property in said District is hereby allocated for the purpose of maintenance of the public college in said San Jacinto Community College District.

THIS TAX RATE WILL RAISE MORE TAXES FOR MAINTENANCE AND OPERATIONS THAN LAST YEAR’S TAX RATE. THIS RATE WILL EFFECTIVELY BE RAISED BY 1.26% AND WILL RAISE TAXES FOR MAINTENANCE AND OPERATIONS ON A $100,000 HOME BY APPROXIMATELY $1.59.

THAT all monies collected under this Order for the purpose therein stated, be, and the same is hereby

appropriated and set apart for such purposes, and that the person designated as the Assessor and Collector of taxes for the San Jacinto Community College District and Comptroller and/or Vice Chancellor of Fiscal Affairs of the San Jacinto Community College District shall keep these accounts so as to show the amount collected, the amount expended, and the amount on hand at any time, belonging to such funds, IT IS HEREBY made the duty of the Tax Assessor and Collector to deliver to the Treasurer and/or Secretary of the District, at the time of depositing monies a statement showing such deposits are made and from what source received.

PASSED AND APPROVED this the 6th day of October, 2014. ATTEST: SAN JACINTO COMMUNITY COLLEGE DISTRICT

107

Attachment 1 - 2014 Tax Levy Order

BY __________________________________ BY __________________________________ Secretary, Board of Trustees Chairman, Board of Trustees

108

Section 26.05(b) of Property Tax CodeWorksheet for Determination of Steps Required for Adoption of Tax Rate

San Jacinto Community College District

M&O Tax Increase in Current Year

1. Last year's taxable value, adjusted for court-ordered reductions.Enter Line 6 of the Effective Tax Rate Worksheet.

$41,912,779,750

2. Last year's M&O tax rate.Enter Line 26 of the Rollback Tax Rate Worksheet.

$0.125460/$100

3. M&O taxes refunded for years preceding tax year 2013.Enter Line 28E of the Rollback Tax Rate Worksheet.

$516,802

4. Last year's M&O tax levy. Multiply line 1 times line 2 and divide by 100. To the result, add line 3.

$53,100,575

5. This year's total taxable value. Enter line 19 of the Effective Tax Rate Worksheet.

$42,937,007,385

6. This year's proposed M&O tax rateEnter the proposed M&O tax rate approved by the Governing Body.

$0.127045/$100

7. This year's M&O tax levy. Multiply line 5 times line 6 and divide by 100.

$54,549,321

8. M&O Tax Increase (Decrease). Subtract line 4 from line 7.

$1,448,746

Comparison of Total Tax Rates

9. Effective Total Tax Rate. $0.187753/$100

10. This year's proposed total tax rate. $0.185602/$100

11. This year's rate minus effective rate. Subtract line 9 from line 10. $-0.002151

12. Percentage change in total tax rate. Divide Line 11 by line 9. -1.15%

Comparison of M&O Tax Rates

13. Effective M&O Tax Rate. Enter line 30 of the Rollback Tax Rate Worksheet. Adjust for Sales Tax using Line 44 of the Sales Tax Worksheet, if necessary.

$0.126875/$100

14. This year's proposed M&O tax rate. $0.127045/$100

15. This year's rate minus effective rate. Subtract line 13 from line 14. $0.000170

16. Percentage change in M&O tax rate. Divide line 15 by line 13. 0.13%

Raised M&O Taxes on a $100,000 Home

17. This year's taxable value on a $100,000 home. $100,000

18. Last year's M&O tax rate. $0.125460/$100

19. This year's proposed M&O tax rate. $0.127045/$100

20. This year's raised M&O taxes. Subtract line 18 from line 19 and multiply result by line 17.

$1.59

Attachment 2

109

Action Item “XII” Regular Board Meeting October 6, 2014

Consideration of Approval to Award a Contract for Electricity

ADMINISTRATION RECOMMENDATION/REPORT It is recommended that the Board of Trustees authorize the Chancellor or designee to enter into a contract with a retail electric provider for electricity services for the College. BACKGROUND The College’s current electricity contract with Constellation NewEnergy expires in December 2014. Based on the current market conditions and the current price of natural gas, the College’s electricity consultant has advised that now is the optimum time to solicit prices for a new retail electric provider. The College engaged Will Ponder with ACR Engineering, Inc., to provide electricity consulting services to assist with the selection of a qualified retail electricity provider and advise and ascertain the best possible time and purchase price of electricity. The Contracts and Purchasing Services department is managing a two-step procurement process, Project Number 14-16, to accomplish these goals. The first stage, a request for qualifications, will identify qualified responding providers who can reliably supply electricity for all College locations. The second stage will include monitoring the electricity market and determining the most opportune time to request price proposals from the qualified firms identified in stage one. Price proposals may be requested several times over a period of days in order to obtain the best value for the College. Volume electricity rates, such as the levels contracted by the College, fluctuate daily and proposed rates are only valid for a few hours. On the day it is determined the best price offer to the College has been presented, it will be necessary for the Chancellor or designee to lock the rate and enter into a contract with the selected provider. An action item will be submitted to the Board to ratify the contract with the selected vendor at the next regular Board meeting thereafter. IMPACT OF THIS ACTION Due to the large expenditure electricity represents for the College, it is critical we obtain the most cost efficient yet reliable source of electricity possible. The process described above allows the College the flexibility to react in a timely manner in order to take advantage of the daily fluctuations in the market price for electricity. It is imperative to procure electricity before the price of natural gas, which determines the price of electricity, rises during the upcoming winter months. BUDGET INFORMATION (INCLUDING ANY STAFFING IMPLICATIONS) The estimated annual expenditure is $3,200,000. This expenditure is funded by the Facilities and Construction department’s 2014-2015 operating budget and subsequent year budgets, subject to approval by the Board.

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Action Item “XII” Regular Board Meeting October 6, 2014

Consideration of Approval to Award a Contract for Electricity

MONITORING AND REPORTING TIMELINE Final selections, rates, and terms will be reviewed with the Board’s Finance Committee and will be brought to the Board for ratification. ATTACHMENTS None RESOURCE PERSONNEL Kenneth Lynn 281.998.6306 kenneth.lynn@sjcd.edu Ann Kokx-Templet 281.998.6103 ann.kokx-templet@sjcd.edu Randi Faust 281.998.6106 randi.faust@sjcd.edu

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Action Item “XIII” Regular Board Meeting October 6, 2014

Consideration of Approval to Engage Real Estate Broker and Consultants for the Sale of College Property

ADMINISTRATION RECOMMENDATION/REPORT The Chancellor recommends that the Board of Trustees approve engaging the firm of Pollan Hausman Real Estate Services, LLC to provide professional services as brokers and real estate consultants in the sale of a tract of land declared surplus College property. BACKGROUND At its meeting on May 6, 2013, the Board of Trustees declared a tract of land containing approximately 21.15 acres as depicted on Attachment 1 and described by metes and bounds on Attachment 2, to be surplus property. The College determined the property was no longer necessary for the operation of the College and the net proceeds from a sale of the property could be a benefit to the College. . The property must be disposed of by advertising for sealed bids as provided by Local Government Code Section 272.001 (“Act”). The Act requires the College to provide notice to the general public of the offer of the land for sale or exchange. The notice must be published in a newspaper of general circulation in the county in which the land is located. The notice must also provide a description of the land, including its location, and the procedure by which sealed bids to purchase the land or offers to exchange the land may be submitted. The notice must be published on two separate dates and the sale or exchange may not be made until after the 14th day after the date of the second publication. The College intends to establish a minimum amount it will accept for the property based on an updated appraisal yet to be obtained. Over the past 16 months, the College has explored options around marketing and selling the property. These options included making numerous contacts for releases related to several restrictions on the property. During this exploration period, it was determined that a professional real estate broker and consultant would be advantageous to obtaining the best value for the College in selling the property. The firm of Pollan Hausman Real Estate Services LLC was selected amongst a group of four top-ranked commercial real estate firms who were invited to make presentations to a team of college representatives associated with or knowledgeable in the sale of real property. The team assessed the firm’s experience, the expertise assignment of personnel, the strategy presented and services available to market the property, and the firm’s proposed fee. IMPACT OF THIS ACTION Due to the unique nature of the property, the College would greatly benefit by engaging the services of an experienced real estate brokerage firm familiar with the local real estate market with global reach to better position the sale of the property. Additionally, Pollan Hausman’s expansive knowledge in the specialized requirements to sell publicly-held property and in addressing property restrictions will be critical in developing and obtaining the best possible offers for this tract of land. This request includes the request to authorize the administration

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Action Item “XIII” Regular Board Meeting October 6, 2014

Consideration of Approval to Engage Real Estate Broker and Consultants for the Sale of College Property

to negotiate, finalize and execute a contract with the firm for the provision of professional services. BUDGET INFORMATION (INCLUDING ANY STAFFING IMPLICATIONS) The majority of costs associated with this action will not be incurred unless the property is sold. Such costs will be paid from sales proceeds and will require action by the Board of Trustees. Costs for appraisals and surveys will be paid from the Chancellor’s contingency as deemed necessary. MONITORING AND REPORTING TIMELINE After an agreement is finalized, Pollan Hausman will begin the strategy steps including addressing property restrictions, obtaining appraisals, developing marketing materials, and establishing a sealed bid timeline. Upon receipt of the sealed bids, the administration will review the bids and bring a recommendation for sale to the Board of Trustees for consideration and approval. If approved, the Board Chairman will be authorized to sign the deed conveying the property to the successful bidder. It is anticipated that such discussions and actions will occur in spring of 2015. ATTACHMENTS Attachment 1 – Map (pgs. 1-2) Attachment 2 – Metes and Bounds (pgs. 3-4) Attachment 3 – Evaluation Tabulation (pg. 5) RESOURCE PERSONNEL Ken Lynn 281.998.6306 kenneth.lynn@sjcd.edu Ann Kokx-Templet 281.998.6103 ann.kokx-templet@sjcd.edu

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1114

2115

3116

4117

5118

I.

CMR #14-16 Construction Manager-at-Risk for North Campus Technical Training Center (pgs. 2-4) -

TOTAL OF ALL BIDS -

I.

Purchase Request #1 - Handheld Police Radios (pgs. 5-6) 227,255$

Purchase Request #2 - Extend Lease for Maritime Training Space (pgs. 7-9) 98,280

TOTAL OF PURCHASE REQUESTS 325,535

GRAND TOTAL: 423,815$

SOLE SOURCE VENDORS, COOPERATIVES, AND CONTRACT RENEWALS

SAN JACINTO COMMUNITY COLLEGE DISTRICTPURCHASE RECAPOCTOBER 6, 2014

PURCHASE REQUESTS,

EQUIPMENT, SUPPLIES & SERVICES BIDS

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ADMINISTRATION RECOMMENDATION/REPORT The Chancellor recommends that the Board of Trustees approve a Construction Manager-at-Risk (CMR) contract with Durotech, Inc. for construction of the new North Campus Technical Training Center. BACKGROUND On August 4, 2014, the Board of Trustees granted approval to use the Construction Manager-at-Risk delivery method for the technical training center project. A two-step solicitation process, Project Number 14-16, was utilized to procure these services. A request for qualifications (RFQ), the first phase of the two-step process, was issued on August 26, 2014 and submittals were received from ten (10) firms on September 9, 2014. Evaluation and ranking of the submittals were based on criteria published in the RFQ. On September 16, 2014, the top five (5) highest-ranked firms were asked to submit a response to a Request for Proposals (RFP), the second phase of the two-step process. In addition, each firm provided an oral presentation to the evaluation committee on September 17, 2014. The five (5) finalists were ranked using numerical assessment from three sources: RFQ response, RFP response, and the presentation scores. IMPACT OF THIS ACTION The scope of work proposed in the contract will include site development and building construction intended for the educational offerings outlined in the North Campus 24 Acre Vocational Technology Building programming document dated August 2014. The functionality of the building will be comparable to the Central Campus transportation technology building with a mix of conference, classroom, administrative and high-bay lab/shop space. The proposed educational building will be one level and consist of approximately 93,000 square feet. The first of several possible construction phases for the complex will include one building, parking, physical plant and site improvements. The northeastern portion of the 24 acre site will be developed leaving wetlands areas on the opposite side undisturbed. Later phased construction will likely address the wetlands through mitigation or comparable measures. BUDGET INFORMATION (INCLUDING ANY STAFFING IMPLICATIONS) The total estimated construction expenditure for this project including contingency funds is $30,198,842. Fixed costs for the duration of the project are, pending successful contract negotiations, not to exceed the preconstruction amount of $38,350, an estimated monthly general conditions amount of $117,300, and the construction management fee of 1.85% that were submitted to the College in the RFP response. The project’s guaranteed maximum

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price of construction will be developed as plans progress and will be recommended for approval at a later date. MONITORING AND REPORTING TIMELINE Detailed architectural design, bid approval and permitting will require approximately sixteen to twenty (16-20) weeks. Construction activities are estimated to require approximately forty to fifty-two (40-52) weeks. ATTACHMENTS Attachment 1 - Tabulation RESOURCE PERSONNEL Bryan Jones 281.998.6343 bryan.jones@sjcd.edu Randi Faust 281.998.6106 randi.faust@sjcd.edu

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Project Name North Campus Technical Training CenterProject Number CMR #14-16

QUALIFICATIONS SCORESScore

1 Durotech 93.412 Tellepsen 93.163 SpawGlass 88.184 JE Dunn 85.285 KBR 80.386 Vaughn 73.427 Morganti 73.388 Turner 72.689 Drymalla 70.7410 Allco 67.46

Score Weight Final Score1 Durotech 93.41 40% 37.362 Tellepsen 93.16 40% 37.263 SpawGlass 88.18 40% 35.274 JE Dunn 85.28 40% 34.115 KBR 80.38 40% 32.15

Score Weight Final Score1 Durotech 88.51 30% 26.552 SpawGlass 79.81 30% 23.943 KBR 65.23 30% 19.574 JE Dunn 62.40 30% 18.725 Tellepsen 55.98 30% 16.79

Score Weight Final Score1 Durotech 97.50 30% 29.252 JE Dunn 92.50 30% 27.753 Tellepsen 90.00 30% 27.004 KBR 86.25 30% 25.885 SpawGlass 82.00 30% 24.60

Score1 Durotech 93.172 SpawGlass 83.823 Tellepsen 81.065 JE Dunn 80.584 KBR 77.60

Contractors

QUALIFICATIONS SUMMARYContractors

Contractors

PRICING SUMMARYContractors

PRESENTATION SUMMARYContractors

FINAL SCORES

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ADMINISTRATION RECOMMENDATION/REPORT The Chancellor recommends the Board of Trustees approve the purchase of 45 handheld police radios from Motorola/Bearcom for the San Jacinto College Police Department (SJCPD). BACKGROUND As a result of the September 11, 2001, terrorist attacks on the World Trade Center and the Pentagon, the federal government set standards for nationwide interoperability for all emergency responders which involved new radio frequencies and formats that must be implemented by January 1, 2016. In anticipation of this requirement, the City of Houston developed a new 700 MZH radio frequency system to support the new interoperability format. The new radio system is digitized and operates on a different radio frequency than the system currently in use by the SJCPD. Not only will the new radio system provide interoperability with the local police departments, fire departments and EMS services, it will provide significantly better radio communications at the South Campus, particularly in the buildings. Communications with the District Administrative complex and North and Central campuses will improve as well, although the current system has worked reasonably well at those locations. The current radio system in use by the SJCPD is sponsored by Harris County. This system does not have the number of towers in locations that allow effective communications in buildings and this has been a major problem with communications on the South Campus. In August, Harris County took the radio tower that served the South Campus, although poorly, out of service. Harris County is moving its radio system from analog to digital and started this several months ago. They are not converting to the Houston System, but are in the process of constructing a new joint communications center with the City of Houston in order for an exchange of information through both central dispatch units. Once the College moves to the new radio system, if one of its units needs to communicate with a Harris County law enforcement officer, the College’s communications center will contact the County and arrange to communicate over a special channel established for that purpose. The police departments for the cities of Pasadena, Shore Acres, and La Porte, and Pasadena Independent School District, have purchased new radio equipment and moved their radio operations to the City of Houston system. The new systems for these jurisdictions are operational, while the Deer Park and Galena Park police departments are in the process of converting to the new radio system. As jurisdictions continue to convert to the City of Houston system, the SJCPD will not have interoperability with these agencies unless we convert to the new system also. The College has been preparing for the changes in radio frequency and format conversion. SJCPD will use operating funds to purchase mobile radios for the vehicle fleet and six handheld portable radios under the City of Houston contract during the past three fiscal years. This purchase recommendation is the final step in the plan to convert from the existing

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radio system to the City of Houston system. The conversion will restore the ability for the SJCPD to communicate with surrounding law enforcement, fire, and emergency medical services (EMS) agencies via hand-held devices. The radios will be purchased from Motorola utilizing a contract through the Houston–Galveston Area Council (HGAC) cooperative contracts program for communications equipment and services, Contract Number RA05-12, and complies with the competitive procurement requirement in Section 44.031 of the Texas Education Code and is permitted through Section 791.011(g) of the Texas Government Code. IMPACT OF THIS ACTION The purchase of this radio equipment will allow the College’s police officers to maintain constant reliable radio communications between themselves as well as with the Deer Park, Galena Park, La Porte, Pasadena, Pasadena Independent School District, Shore Acres, and the City of Houston Police departments. Officers will also be able to communicate with surrounding fire, EMS, and specialized first responder agencies at local and federal levels. The system will allow for the SJCPD department to be compliant with federal interoperability mandates. BUDGET INFORMATION (INCLUDING ANY STAFFING IMPLICATIONS) The expenditure for this request is $227,255 and includes the purchase of 45 handheld radio units for use by 44 sworn officers, the Emergency Management Director, the communications center, and the Vice Chancellor for Fiscal Affairs. The purchase along with the prior six radios purchased will provide for four back-up radios to cover repairs and other emergency needs. This expenditure is a one-time capital purchase which was allocated during the 2014-2015 budget development process. MONITORING AND REPORTING TIMELINE None ATTACHMENTS None RESOURCE PERSONNEL William Taylor 281.542-2064 William.Taylor@sjcd.edu Genevieve Freeman-Scholes 281.998.6349 Genevieve.Scholes@sjcd.edu

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ADMINISTRATION RECOMMENDATION/REPORT The Chancellor recommends the Board of Trustees approve an extension of the lease agreement from St. Charles Interest, Inc for the building at 3234 E. Pasadena Freeway in Pasadena. for the Continuing and Professional Development Division (CPD). BACKGROUND A lease agreement for technical training programs related to maritime and petrochemical industries commenced on November 3, 2009 and is slated to expire on December 31, 2014. An amendment to the lease agreement will extend the lease from January 1, 2015 through June 30, 2016. IMPACT OF THIS ACTION Without extending the original lease term, the San Jacinto College Maritime Program would have to find new space approved by the United States Coast Guard in which to hold classes until the new maritime facility is completed and ready for move-in. Construction of the new maritime training facility is planned for completion fall 2015. BUDGET INFORMATION (INCLUDING ANY STAFFING IMPLICATIONS) The annual expenditure for this request is $98,280. This expenditure will be funded by the Maritime department’s 2014-2015 operating budget and subsequent year budgets, subject to Board approval. MONITORING AND REPORTING TIMELINE This amendment will extend the lease term from January 1, 2015 through June 30, 2016. ATTACHMENTS Attachment No. 1 – Second Amendment to Lease Agreement RESOURCE PERSONNEL Sarah Janes 281.478.3605 Sarah.Janes@sjcd.edu Mitch Schacter 281.974.2200 Mitch.Schacter@sjcd.edu Genevieve Freeman-Scholes 281.998.6349 Genevieve.Scholes@sjcd.edu

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SECOND AMENDMENT TO LEASE AGREEMENT This Second Amendment to Lease Agreement (the “Second Amendment") is by and between St. Charles Interest, Inc., a Texas corporation, (“St. Charles”) and San Jacinto Community College District, a public community college established under Chapter 130 of the Texas Education Code, whose address is 4624 Fairmont Parkway, Pasadena, Texas 77504, (“Tenant”) with an effective date of October 8, 2013 (“Amendment Effective Date”). As used herein, St. Charles and Tenant individually are referred to as “Party” and collectively, are referred to as “Parties.”

R E C I T A L S: WHEREAS, St. Charles Interest, Inc., as landlord, and the Tenant entered into that certain Lease Agreement (“Original Lease”) with an Effective Date of January 1, 2010 for approximately 9,900 rentable square feet including 2,850 square feet of office space at the Property (as defined in the Original Lease) and amended effective October 8, 2013 by the Second Amendment (the “Original Lease” and First Amendment shall be referred to herein as “Lease”); and WHEREAS, the Parties hereby wish to modify and extend the Original Lease term; and WHEREAS, the Parties agree the monthly rental rate shall increase as set forth in the Option to Renew Section of the Lease; and WHEREAS, the Parties now desire to amend the Lease by this Second Amendment to reflect the new lease term and the monthly rental provisions of the Lease.

A G R E E M E N T:

NOW, THEREFORE, for and in consideration of the foregoing and other good and valuable consideration, the parties hereby agree as follows:

1. Leasehold Term.

a. The Expiration Date of this lease shall be extended to June 30, 2016.

b. Tenant agrees if they desire to extend the Leasehold Term beyond June 30, 2016, a written agreement between the Parties must be signed by both Parties prior to December 31, 2015.

2. Rent.

a. The monthly rental rate for the new lease term shall increase to the amount of $8,190.00 as agreed in the Option to Renew Section.

3. Miscellaneous. The Lease shall remain in full force and effect as hereby amended. Any capitalized terms used herein and not defined shall have the same meaning as the like term or terms used in the Lease. In the event of a discrepancy between the terms of this Second

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Amendment and the Lease, the terms and provisions of the Second Amendment shall prevail.

4. Binding Effect. This Second Amendment shall inure to the benefit of, and shall be binding upon, the parties hereto and their respective successors and assigns.

5. Counterparts; Electronic Transmission. This Second Amendment may be signed in duplicate counterparts with the same force and effect as if all required signatures were contained in a single, original instrument. The Parties expressly agree that this Second Amendment may be signed and transmitted by the Parties through electronic means and such electronic execution and transmission shall have the same effect as an original. IN WITNESS WHEREOF, St. Charles Interest, Inc. and the Tenant have executed this Second Amendment as of the Second Amendment Effective Date.

LANDLORD: TENANT: ST. CHARLES INTEREST, INC. SAN JACINTO COMMUNITY COLLEGE DISTRICT

By: ____________________________ By: ____________________________ Name: Charles C. Lary, III Kenneth Lynn Title: President Vice Chancellor for Fiscal Affairs Rev.9.8.14

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Item “A” Regular Board Meeting October 6, 2014

Approval of the Minutes for the September 8, 2014 Board Workshop and Regular Board Meeting

RECOMMENDATION The Chancellor requests that the Board of Trustees approve the minutes for the September 8, 2014, Board Workshop and Regular Board Meeting.

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San Jacinto College District Board Workshop September 8, 2014

District Administration Building, Suite 201

MINUTES

Board Workshop Attendees:

Board Members: Marie Flickinger, Brad Hance, Dan Mims, John Moon, Jr., Keith Sinor, Ruede Wheeler, Larry Wilson Chancellor: Brenda Hellyer Others: Mandi Reiland and Rose Pulido Absent: None

Agenda Item: Discussion/Information

I. Call the Meeting to Order

Workshop began at 5:00 p.m.

II. Roll Call of Board Members

Board Members: Dan Mims, Marie Flickinger, Brad Hance, John Moon, Jr., Keith Sinor, Dr. Ruede Wheeler, Larry Wilson

III. Adjournment to Executive Session Time 5:02 p.m.

I. Adjournment to closed or executive session pursuant to Texas Government Code Section 551.074, the Texas Open Meetings Act, for the following purposes:

Personnel Matters 1. Deliberate the appointment, employment,

evaluation, reassignment, duties, discipline or dismissal

- Chancellor Evaluation

Brenda Hellyer, Mandi Reiland, and Rose Pulido left the board workshop. Brenda Hellyer joined the Executive Session at 5:32 p.m. in order to receive feedback and comments from the Board members.

Reconvene in Open Meeting

Reconvened in Open Meeting at 5:50 p.m.

Mandi Reiland and Rose Pulido rejoined the workshop. Ken Lynn, Danny Snooks, and Laurel Williamson joined the workshop.

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IV. Proposed Settlement for Civil Action No. 4:13-cv-00903

Brenda Hellyer explained Action Item XV. This action item is a follow up to the discussion at the August 4, 2014, Board Workshop executive session. Our attorney (Arturo Michel) took the proposal back to the plaintiffs, but the parties would not accept the dismissal with prejudice. The final settlement proposal is to dismiss without prejudice. Additionally, the settlement includes the College will not pursue reimbursement for legal and professional fees in the amount of approximately $40,500. Action Item XV recommends settling this civil action and authorizing the Chancellor to work with Mr. Michel on final settlement documents.

V. Property Tax

• Brenda Hellyer stated that the Board will get this as an action item at the October Board meeting but at this time we want to present some options around the proposed tax rate.

Ken Lynn gave an update on the property tax calculations. • The certified roll for 2014 that was received in August

shows categories: A1-B4, residential represent approximately 25% of the total appraised value on the tax roll F1 and L1, commercial are approximately 16% of the total appraised value on the tax roll F2 and L2, industrial are approximately 50% of the total appraised value on the tax roll All others, are approximately 9%

• The six year history shows a slight percentage decline since 2008 in residential values as a percentage of the total valuation. This is offset by a similar percentage increase in tangible industrial property values. Overall, values continue to increase.

• The truth-in-taxation calculations have been submitted to the Harris County Tax Office for review. The numbers that we are using tonight are preliminary tax numbers, awaiting approval.

Ken Lynn reviewed the 2013 and 2014 preliminary numbers and certified numbers. The numbers vary over time based on protests and work in progress.

• The 2014 preliminary taxable assessed value (TAV) was 43,151,712,832.

• The 2014 certified TAV as of 8/29/14 is $42,937,007,385 which includes conservative values for work in progress.

• The truth-in-taxation calculations are determined by developing an apples to apples comparison between years. This includes subtracting new improvements for the year

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and estimating values for property under protest.

Dr. Wheeler asked if these numbers fluctuate daily. • Ken Lynn explained that values change with each certified

roll received. The final certified value is established once all protests and work in progress is valued. The process is establishing values as of 1/1/14.

• Ken also explained that there are less property dollars under protest this year than at the same time last year.

Marie Flickinger asked what the difference is between this year and last year.

• Ken Lynn answered that the Harris County Appraisal District has increased staff this year. Last year, we were surprised when we had $11.7 billion of uncertified value on the rolls. They readily recognized the problem and improved on their process this year.

Ken continued walking through the tax rate calculation. • The calculated total effective tax rate is $0.187539. • The debt service required rate is $0.058557 which is lower

than the prior rate of $0.060142. This rate allows us to meet the scheduled debt payments.

• Based on the total effective tax rate of $0.187539 and the debt service rate of $0.058557, the maintenance and operation tax rate could be $0.128952; generating $1.36 million in additional revenue. Another option could be to lower the tax rate to $0.185262 or by $0.00034. This would generate no budget increase.

Dan Mims stated that he thinks the logical thing to do is keep the tax rates the same.

• Marie Flickinger and Keith Sinor agreed with Dan. • Brenda explained that while we could raise the rates, based

on effective tax calculation, the recommendation is to keep the total tax rate the same as the three prior years at $0.185602. Because of the decline in the debt service rate, this would result in the maintenance and operation tax being $0.127045, generating approximately $145,000 in additional revenue bases on current assessed values. This increase will be maintained in the Chancellor’s contingency.

Ruede Wheeler asked if we have paid off our last bond debt. • Ken Lynn stated that we have not paid off our bond debt.

We still owe approximately $230 million.

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Larry Wilson asked if we can refinance bonds again.

• Ken answered that there are no bonds currently available because the bonds are issued with a ten year no call provision.

• Brenda stated we looked at that last year but did not see that as an option.

The October action item will be to adopt the same tax rate as the prior three years.

VI. HB5 College Transition Courses

Brenda Hellyer explained that there is an action item the Board will be voting on tonight for Memorandums of Understanding (MOU) with local Independent School Districts (ISDs) regarding the transition courses under House Bill 5. Laurel Williamson explained that the premise is that students who are not college ready will complete the transition courses. The ISDs determine which students are not college ready and require them to participate in the transition course. The exit exam for the transition course was provided by San Jacinto College and mirrors what is expected for successful entry into college level Algebra or English. Successful completion of the courses as defined by the MOU with the partnering institutions, grants the student an exemption to TSI requirements for reading, writing, and mathematics at the partnering institution(s). Ruede Wheeler asked will they be consistent from ISD to ISD.

• Laurel said she thinks they will be consistent. The intent is for consistency.

Brenda explained that the action item includes an MOU that is standard and includes the following ISDs: Channelview, Clear Creek, Deer Park, Friendswood, Galena Park, La Porte, Pasadena, and Sheldon.

VII. Enrollment Updates

Brenda Hellyer gave an update on enrollment. • Enrollment at Central Campus is down • Enrollment is flat at North Campus • Enrollment is up at South Campus • Overall, lead count is down 1.9% and contact hours are

down 3%.

Brenda had a meeting last week to dig into enrollment issues and we are continuing to push enrollment for the late start sessions.

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• The largest decline has been academic programs at Central. • STEM classes are booming. • We have requested more information on the high schools

making up the freshman and sophomore classes at UHCL. We believe the UHCL downward expansion has had some impact on our enrollment

Marie also questioned the impact of the economy on enrollment. Dan agreed that there was an effect from the economy; we can’t use that as an excuse. We still have to look at all issues that contribute to enrollment.

Laurel says that there are a lot of factors that we are looking at. Additionally, contact hours have changed due to the change in the developmental classes. (i.e. combining developmental reading and writing) We will continue to dig into all areas.

VIII. Board Bylaws

Brenda referenced the handout in the folder. The bylaws were sent to Arturo Michel and these changes are reflected in the handout. We will also ask Danny Snooks to review. Brenda asked that the board members review these and bring back corrections next month.

IX. Calendar Brenda went over the board calendar. • Pasadena Rodeo Parade- will not have San Jac night

(subsequently revised) • Board Meeting on 10/6 will have flu shots • State of the College on 10/31 at South Campus Science

Building • 11/7 Board Retreat • 11/6 Taste of the Town • 11/20 – 11/21 THECB Higher Education Leadership

Conference –more details to follow • 12/12 Maritime Center Groundbreaking • 12/14 Commencement

X. General Discussion of Meeting Items

Brenda stated that the effective date on the police policies will be November 1, 2014, in order to allow the procedures or general orders to be reviewed by legal and modified accordingly.

X. Adjournment

Workshop adjourned at 6:39 p.m.

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Marie FlickingerBrad HanceDan Mims, Chair John Moon, Jr., SecretaryKeith Sinor, Assistant SecretaryDr. Ruede WheelerLarry Wilson, Vice Chair

Chancellor:

Others Present: Richard Bailey Shelley RinehartAmanda Booren Frank RizzoMichelle Callaway Ron RuckerTeri Crawford Debbie SmithSuzanne DeBlanc Danny SnooksMaria Gallegos Rob StanicicShari Goldstein Ann TateGeorge González Steve TrncakRebecca Goosen Andrew VinesTerry Hargus Roger WatkinsAllatia Harris Niki WhitesideClare Iannelli Van WiggintonSallie Kay Janes Laurel WilliamsonBrenda Jones Joanna ZimmermannBryan JonesMichael KaneLarry LogsdonKen LynnJaynie MitchellKerry MixMichael MooreKevin MorrisAlexander OkwonnaJeff ParksBill Raffetto

SAN JACINTO COLLEGE DISTRICTBOARD MEETING MINUTES

The Board of Trustees of the San Jacinto Community College District met at 7:00 p.m., Monday, September 8, 2014, in Room 104 of the Thomas S. Sewell District Administration Building, 4624 Fairmont Parkway, Pasadena, Texas, for the Regular Board Meeting.

September 8, 2014

Brenda Hellyer

Board of Trustees:

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Communications to the Board:

1. Bryan Jones announced that the College has received its third Apex Award. He introduced Frank Rizzo, and Terry Hargus. Frank and Terry explained the significance of the award and that the award was given for the South Campus Science Building. 2. The Southeast Volunteer Fire Department and South Belt Spectacular Check Presentation was tabled.

A thank you note was sent to the Board from:1. Jenny Phillips for the plant sent in memory of her mother-in-law, Mary Thomason. 2. Debbie Westmoreland for the plant sent in memory of her mother-in-law, Rheba Ellen Westmoreland. 3. The Reiland family for the plant sent in memory of Mary Reiland. 4. Anita Dewease for the plant sent in memory of her uncle, Don L. Horton.

Special Announcements, Recognitions, and Presentations:

Student Success Presentation

1. Dr. Richard Bailey presented on the SACSCOC fifth year interim report. 2. George González presented the college dashboard that is available on the internal San Jacinto College. website.

Call the Meeting to Order:

The invocation was given by Kevin Morris. The pledges to the American flag and the Texas flag were led by Keith Sinor.

There were no citizens desiring to be heard before the Board.Hearing of Such Citizens or Groups of Citizens Desiring to be Heard Before the Board

Chair Dan Mims called the regular meeting of the Board of Trustees to order at 7:00 p.m.

Roll Call of Board Members:

Invocation and Pledges to the Flags:

Marie FlickingerBrad HanceJohn Moon, Jr. Keith SinorDr. Ruede WheelerLarry Wilson

Dan Mims indicated such reports were in the board documents.Informative Reports:

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Motion 9561

Motion 9562

Motion Carried.

Yeas: Hance, Flickinger, Moon, Jr., Sinor, Wilson, WheelerNays: None

Motion 9563

Motion Carried.

Yeas: Hance, Flickinger, Moon, Jr., Sinor, Wilson, WheelerNays: None

Motion 9564

Motion Carried.

Yeas: Hance, Flickinger, Moon, Jr., Sinor, Wilson, WheelerNays: None

Motion was made by Brad Hance, seconded by Marie Flickinger, for approval of Rescinding the Adoption of the 1991 Rules Manual and Approval on second reading of Policies for the San Jacinto College Police Department, effective November 1, 2014.

Consideration of Rescinding the Adoption of the 1991 Rules Manual and Approval of Policies for the San Jacinto College Police Department – Second Reading

Informational item only, no action taken.

Consideration of Approval of the 2015 Board of Trustees Meeting Dates

Consideration of Approval of House Bill 5 College Transition Courses Memoranda of Understanding

Motion was made by Larry Wilson, seconded by Keith Sinor, for approval of House Bill 5 College Transition Courses Memoranda of Understanding.

Motion was made by Dr. Ruede Wheeler, seconded by John Moon, Jr., for approval of the 2015 Board of Trustees Meeting Dates.

Consideration of Approval to Changes to Policy VI-J on Public Relations – First Reading (Information Only)

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4

Motion 9565

Motion Carried.

Yeas: Hance, Flickinger, Moon, Jr., Sinor, Wilson, WheelerNays: None

Motion 9566

Motion Carried.

Yeas: Hance, Flickinger, Moon, Jr., Sinor, Wilson, WheelerNays: None

Motion 9567

Motion Carried.

Yeas: Hance, Flickinger, Moon, Jr., Sinor, Wilson, WheelerNays: None

Motion was made by Marie Flickinger, seconded by Brad Hance, for approval of Addendum to Chancellor’s Employment Contract with San Jacinto College District.

Consideration of Approval of Addendum to Chancellor’s Employment Contract with San Jacinto College District

Motion was made by Larry Wilson, seconded by Dr. Ruede Wheeler, for approval of a Proposed Settlement for Civil Action No. 4:13-cv-00903: in the United States District Court for the Southern District of Texas, Houston Division.

Consideration of Approval of a Proposed Settlement for Civil Action No. 4:13-cv-00903: in the United States District Court for the Southern District of Texas, Houston Division

Motion was made by John Moon, Jr., seconded by Keith Sinor, for approval of Amendment to the 2014-2015 Budget for Restricted Revenue and Expenses Relating to Federal and State Grants.

Consideration of Approval of Amendment to the 2014-2015 Budget for Restricted Revenue and Expenses Relating to Federal and State Grants

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5

Motion 9568

Purchase Request #1 - Unemployment Compensation Insurance 158,758$

Purchase Request #2 - Waste Disposal Services 125,000

GRAND TOTAL: 283,758$

Motion Carried. Yeas: Hance, Flickinger, Moon, Jr., Sinor, Wilson, WheelerNays: None

Motion 9569

Approval of the Budget TransfersApproval of the Personnel RecommendationsApproval of the Affiliation AgreementsApproval of the Next Regular Meeting - October 6, 2014

Motion Carried.

Yeas: Hance, Flickinger, Moon, Jr., Sinor, Wilson, WheelerNays: None

Adjourned Regular Board Meeting: 7:35 p.m.

Consent Agenda

Purchasing Requests

Approval of the Minutes for the August 4, 2014 Workshop and Board Meeting

Motion was made by Keith Sinor, seconded by Brad Hance, to approve the consent agenda.

Motion was made by Dr. Ruede Wheeler, seconded by John Moon, Jr., to approve the purchasing requests.

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Item “B” Regular Board Meeting October 6, 2014

Consideration of Approval of Budget Transfers

ADMINISTRATION RECOMMENDATION/REPORT The Chancellor recommends that the Board of Trustees approve budget transfers for 2013-2014 which have been made in accordance with State accounting procedures. BACKGROUND Adoption of the budget by the Board of Trustees in August of each year serves as the authorization to expend funds for the next fiscal year. The budget is adopted by functional classification (or cost elements: Instruction, Academic Support, Student Services, Institutional Support, and Operation and Maintenance of Plant) as defined by the National Association of College and University Business Officers (NACUBO). Realizing that the budget is a viable document that reflects the evolving needs of the College in terms of meeting goals and objectives, occasional movement of budgeted funds between cost elements is desirable and warranted. The budget transfers under consideration represent previously authorized expenditures that are requested to be reclassified from one cost element to another cost element. IMPACT OF THIS ACTION Approval of the budget transfers will allow the College to more effectively utilize existing resources in fulfilling its instructional objectives. BUDGET INFORMATION (INCLUDING ANY STAFFING IMPLICATIONS) None – reclassification of existing authorizations. MONITORING AND REPORTING TIMELINE None ATTACHMENTS Attachment 1 – Budget Transfers RESOURCE PERSONNEL Ken Lynn 281.998.6306 kenneth.lynn@sjcd.edu Mini Izaguirre 281.998.6347 mini.izaguirre@sjcd.edu

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Attachment 1 – Budget Transfers

ELEMENT OF COST DEBIT CREDITDISTRICT

INSTRUCTION - - PUBLIC SERVICE - - ACADEMIC SUPPORT 2,327 - STUDENT SERVICES 850 - INSTITUTIONAL SUPPORT - 9,098 PHYSICAL PLANT 9,936 AUXILIARY ENTERPRISES - -

CENTRALINSTRUCTION 1,893 - PUBLIC SERVICE - - ACADEMIC SUPPORT - - STUDENT SERVICES 3,750 - INSTITUTIONAL SUPPORT - 3,944 PHYSICAL PLANT - - AUXILIARY ENTERPRISES - -

NORTHINSTRUCTION 11,835 - PUBLIC SERVICE - - ACADEMIC SUPPORT 2,550 18,213 STUDENT SERVICES - 2,936 INSTITUTIONAL SUPPORT - - PHYSICAL PLANT - - AUXILIARY ENTERPRISES - -

SOUTHINSTRUCTION 36,772 9,500 PUBLIC SERVICE - - ACADEMIC SUPPORT 36,101 STUDENT SERVICES 9,878 - INSTITUTIONAL SUPPORT - - PHYSICAL PLANT - AUXILIARY ENTERPRISES - -

79,791 79,791

These transfers reflect adjustments of budgetary allocations betweencampuses and departments.

NORTH11,213$ Coahuilaceratops Skull with Stand & GCL130 Museum Showcase11,213$

SOUTH11,213$ Human Anatomy Model & Model Skeleton Ring25,416$ Instructional Adjuncts - Mathematics36,629$

SAN JACINTO COLLEGE DISTRICTBudget Transfers For The October 6, 2014 Board Meeting

Budget Transfers Related to Fiscal Year 2013 - 2014

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Item “D” Regular Board Meeting October 6, 2014 Approval of the Affiliation Agreements

RECOMMENDATION Recommend Board approval of the following Affiliation Agreements: Central Campus Department Affiliation Entity Medical Imaging Gulf Coast Imaging Medical Laboratory Technology Liberty Dayton Regional Medical Center Medical Laboratory Medical Screening Clinic South Campus Department Affiliation Entity South Campus Physical Therapy Assistant The Methodist Hospital Program North Campus Department Affiliation Entity Emergency Medical Technology Montgomery County Hospital District RATIONALE The Affiliation Agreements were reviewed by the College’s external legal counsel. FISCAL IMPLICATIONS TO THE COLLEGE N/A CONTACT PERSONNEL Daniel J. Snooks, Attorney Laurel Williamson 281-998-6184 laurel.williamson@sjcd.edu

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Item “E” Regular Board Meeting October 6, 2014

Approval of the Next Regularly Scheduled Meeting

RECOMMENDATION The next regularly scheduled meeting of the Board of Trustees will be Monday, November 3, 2014.

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