Regular Board of Trustees meeting-July 2021 - EPCC

Regular Board of Trustees meeting-July 2021El Paso Community CollegeVia Video/TeleconferenceJul 28, 2021 5:00 PM

Table of Contents

1. General Functions

A REGULAR MEETING of the Board of Trustees of the El Paso County Community College District will be held on Wednesday, July 28, 2021, beginning at 5:00 p.m. This meeting will be held by video/teleconference in light of State and Local emergency directives regarding COVID-19. The teleconference audio can be accessed by dialing toll free number 1-844-621-3956 (Enter Access Code 120 021 6484 please press # to access the call) and through a video/audio feed found at youtube.com/goepcc. Any member of the public wishing to make a comment or question regarding an agenda item can email the comments or questions to the following email address: [email protected]. All backup and related materials for the meeting can be accessed at the following link:epcc.edu/Administration/BoardOfTrustees

1.1. CALL TO ORDER

1.2. ROLL CALL

1.3. EXECUTIVE & CLOSED SESSION

The Board of Trustees may conduct an executive or closed session pursuant to Chapter 551 of the Texas Government Code for one or more of the following reasons:

(1) Consultation with its attorney to seek or receive legal advice or consultationregarding pending or contemplated litigation or for any purpose authorized by law; (2)discussion about the value or transfer of real property; (3) discussion about aprospective gift or donation; (4) consideration of specific personnel matters; (5)discussion about security, personnel or devices; or (6) discussion of certain economicdevelopment matters. The Board may also announce that it will go into executivesession on any item listed on this agenda if the subject matter is permitted for a closedsession by provisions of Chapter 551 of the Texas Government Code. Any voteregarding these items shall be taken in open session

1.3.1. Discuss with legal counsel regarding;

the suspension of employee in Student and Enrollment Services, and related matters, pursuant to Section 551.074 of the Texas Government Code.


pending litigation styled, Martha Quinones v. El Paso County Community College District and Hector Arriola, in the 448th Judicial District Court of El Paso County,

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jcabra32

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https://www.youtube.com/goepcc

https://www.epcc.edu/Administration/BoardOfTrustees

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Texas, Cause Number 2018-DCV-2171, pursuant to Section 551.071 of the Texas Government Code.


matters related to amended EEOC charge filed by Carla Cardoza, charge number 453-2020-1306, pursuant to Section 551.071 of the Texas Government Code.


the proposed EPCC employment contracts for the 2021-2022 academic year, pursuant to Section 551.074 of the Texas Government Code.


College President’s evaluation, pursuant to Section 551.074 of the Texas Government Code.

1.3.6. Discuss with legal counsel regarding:

College staff recommendation regarding the use of College facilities during the COVID-19 pandemic, pursuant to Section 551.071 of the Texas Government Code.

1.3.7. Discussion with legal counsel regarding;

pending litigation styled, Alex Molina v. HB Construction, Inc., David Favela, and El Paso Community College, Cause Number 2020-DCV-1502, pursuant to Section 551.071 of the Texas Government Code.

1.3.8. Discussion with legal counsel regarding;

the proposed EPCC adopted TASB personnel policies related to discipline and dismissal, pursuant to Section 551.074 of the Texas Government Code.

1.4. APPROVAL of MINUTES

Action item

The minutes recorded in the agenda are a summary of the presentations and actions taken. Tape recorded minutes comprise the full official minutes.

1.4.1. Facilities & Finance Meeting - June 23, 2021...............................................8 Facilities and Finance Committee Meeting - June 2021 Minutes.docx.................8

1.4.2. Regular Meeting - June 23, 2021.................................................................11 Regular Board of Trustees meeting June 2021 Minutes.docx............................11

1.5. WELCOME to GUESTS & STAFF MEMBERS

1.6. OPEN FORUM

The El Paso Community College, TASB policies limit individual presentations for any individual to three minutes under TASB BDB (Local).

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1.7. PRESENTATIONS by INDIVIDUALS, GROUPS, & ORGANIZATIONS

1.7.1. Dr. William Serrata, College President, will recognize individuals who have retired from the College District.

1.7.2. Optional written reports submitted by the presidents of the Classified Staff Association, the Professional Staff Association, the Faculty Association, and the Student Government Association will be read at this time.

1.8. COMMUNICATIONS

1.9. BOARD of TRUSTEES BUSINESS

Action items

1.9.1. Discussion and take possible action regarding suspension of employee in Student and Enrollment Services, and related matters.

1.9.2. Discussion and take possible action regarding pending litigation styled, Martha Quinones v. El Paso County Community College District and Hector Arriola, in the 448th Judicial District Court of El Paso County, Texas, Cause Number 2018-DCV-2171.

1.9.3. Discussion and take possible action regarding matters related to amended EEOC charge filed by Carla Cardoza, charge number 453-2020-1306.

1.9.4. Discussion and take possible action to approve the proposed EPCC employment contracts for the 2021-2022 academic year.

1.9.5. Discussion and take possible action regarding the College President’s evaluation.

1.9.6. Discussion and action to approve College staff recommendation regarding the use of College facilities during the COVID-19 pandemic.

1.10. BOARD REPORTS

1.10.1. Treasurer's Report

No action is necessary.

1.10.1.1. June 30, 2021....................................................................................23 June2021FinancialStatements.pdf..............................................................23

1.10.2. President's Report

1.10.2.1. Dr. William Serrata, College President, will update the Board of Trustees and audience on recent events that have transpired at the College to include an update on the COVID-19 pandemic and appropriate actions taken.

1.11. CONSENT DOCKET

Action item

Note: Includes item 3.2 Personnel

2. ADMINISTRATION

Items for Review and Comment.

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2.1. The following TASB BD (Local) policy is presented for first reading................50

BD (Board Meetings)

Resource Person: Julie Penley

2.1.1ABSTRACT Board Policy 1st reading BD update.docx.....................................50

2.1.2 BD (LOCAL)_with edits.pdf...............................................................................51

2.2. The following TASB CC (Local) policy is presented for first reading................53

CC (Annual Operating Budget)


2.2.1 ABSTRACT Board Policy 1st reading Category C_July.docx...........................53

2.2.2 CC (LOCAL)-AJC with edits.pdf........................................................................54

2.3. The following 24 TASB Category D policies are presented for first reading....55

D (Personnel)


ABSTRACT Board Policy 1st reading Category D revised 072221.docx...................55

24 TASB Local Policies D.pdf....................................................................................58

3. PERSONNEL

Action items ONLY 3.1 and 3.2.

3.1. Discussion and action to approve full-time staff and faculty recruited in positions funded by the institutional budget............................................................105 3.1 Institutionally funded appointments and extensions.pdf.....................................105

3.2. Discussion and action to approve full-time staff and faculty recruited in positions funded by grants and/or contracts............................................................107 3.2 Externally funded extensions.pdf.......................................................................107

3.3. Information items – Resignations and retirements ..........................................108 3.3 Resignations and Retirements.pdf.....................................................................108

4. FINANCIAL SERVICES

Action items

4.1. Discussion and action on the approval of contracts with several purchasing cooperative-awarded vendors for the district-wide purchase of office products in an amount not to exceed $750,000.............................................................................109

Resource Person: Josette Shaughnessy

4.1 NTE $750,000 Abstract for Office Products FY 22.docx....................................109

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4.2. Discussion and action on the renewal of a one-year software maintenance support contract with Ellucian Higher Education for the Banner Enterprise Resource Planning (ERP) system in an amount not to exceed $293,048...............110

Resource Person: Jenny Giron

4.2.1 NTE $293,048 Abstract - Banner FY21-22.docx.............................................110

4.2.2&3 Ellucian_Banner Memo + Sole Source Letter.pdf.......................................111

4.3. Discussion and action on the annual renewal of the Microsoft® Campus Agreement for Microsoft® Academic Licensing in the amount of $227,808..........113


4.3.1 $227808 Abstract MSLicensing Renewal 2021 071421.docx.........................113

4.4. Discussion and action on the procurement of advertising services from various radio stations for fiscal year 2021-2022 in an amount not to exceed $200,000........................................................................................................................114

Resource Person: Keri Moe

4.4.1 NTE $200,000 Radio Abstract 2021-22 RF.docx...........................................114

4.4.2 NTE $200,000 Memo +Sole Source Letters Radio Abstract 2021-22...........115

4.5. Discussion and action on the procurement of advertising services from various television stations for fiscal year 2021-2022 in an amount not to exceed $180,000........................................................................................................................123


4.5.1 NTE $180,000 Television Abstract 2021-22 RF.docx.....................................123

4.5.2 NTE $180,000 Memo + Sole Source Letters Television Abstract...................124

4.6. Discussion and action on the procurement of district-wide advertising services with several publication vendors for fiscal year 2021-2022 in an amount not to exceed $150,000................................................................................................135


4.6.1 NTE $150,000 Publication Abstract 2021-22 RF.docx....................................135

4.6.2 NTE $150,000 Memo+Sole Source Letters Publication Abstract...................136

4.7. Discussion and action on the approval to award a contract to Clear Channel Outdoor for outdoor advertising for the fiscal year 2021-2022 in an amount not to exceed $100,000...........................................................................................................142


4.7.1 NTE $100,000 Billboard Abstract 2021-22 RF.docx.......................................142

4.7.2 NTE $100.000 Memo + Sole Source Letter Billboard Abstract 2021-22.pdf...143

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4.8. Discussion and action on the approval of a contract renewal with Innovative Interfaces, Inc. for annual maintenance of the Sierra Library Services Platform, which integrates all College library services in the amount of $78,151.................147


4.8.1 $78151 Abstract_2021-2022 Innovative Interfaces.docx................................147

4.9. Discussion and action on the approval of adding a signatory on bank resolutions for Wells Fargo Bank, N.A.......................................................................148


4.9.1 Bank signatory abstract adding NEW Board Secretary.docx..........................148

5. PHYSICAL FACILITIES

Action item

5.1. Discussion and action on the approval to award a contract to Contract Associates of El Paso, LLC for the purchase of classroom furniture for the Northwest and Transmountain campuses in an amount not to exceed.................149


5.1.1 NTE $339,395 NW&TM Furniture - July'21 FINAL 1.docx..............................149

6. CURRICULUM AND INSTRUCTION

Action items

6.1. Discussion and action on the approval of a one-year contract renewal with GOBI® Library Solutions from EBSCO to purchase library materials for the EPCC libraries in an amount not to exceed $169,476..........................................................150

Resource Person: Steven Smith

6.1.1 NTE $169,476 Abstract_GOBI Library Solutions_070621.docx.....................150

6.2. Discussion and action on the approval of a contract renewal with online database and discovery service provider EBSCO for EPCC Libraries in the amount of $50,832......................................................................................................................151


6.2.1 $50,832 Abstract_EBSCO_070621.docx........................................................151

6.3. Discussion and action on approval of a grant award from the U.S. Department of Education, High School Equivalency Program in the amount of $474,696........152


6.3.1 Abstract_High School Equivalency_$474,696_072321.docx..........................152

6.4. Discussion and action on approval of a grant award from the U.S. Department of Education, College Assistance Migrant Program (CAMP) in the amount of $431,334........................................................................................................................153

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Abstract_CAMP $431334_062421.docx..................................................................153

6.5. Discussion and action on approval of a grant from the National Endowment forthe Humanities in the amount of $34,669..................................................................154


ABSTRACT_NEH_$34,669_062821.docx...............................................................154

6.6. Discussion and action on approval of a subgrant from the University of Texas at El Paso in the amount of $25,000...........................................................................155


ABSTRACT_UTEP Humanities Collaborative_$25,000_062821.docx....................155

7. STUDENT SERVICES

Action items

7.1. Discussion and action on the approval of Continuing Education tuition rates for new courses............................................................................................................156


Abstract_New_CE_Rates_062821.docx..................................................................156

7.2. Discussion and action on the approval of Continuing Education tuition rates for revised courses......................................................................................................158


Abstract_Revised_CE_Rates_062821.docx............................................................158

8. COMMUNITY SERVICES

NONE

9. ADJOURNMENT and announcement of next Board of Trustees meeting

Action item

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Minutes generated by OnBoard. 1

Facilities and Finance Committee Meeting - June 2021 Minutes El Paso Community College Jun 23, 2021 at 3:00 PM MDT

@ Teleconference

1. General Functions A Facilities and Finance Committee Meeting of the Board of Trustees of the El Paso County Community College District will be held on Wednesday, June 23, 2021, beginning at 3:00 p.m. This meeting will be held by video/teleconference in light of State and Local emergency directives regarding COVID-19. The teleconference audio can be accessed by dialing toll free number 1-844-621-3956 (Enter Access Code 120 514 7815 to access call and when requested enter #) and through audio/video feed found at youtube.com/goepcc. Any member of the public wishing to make a comment or question regarding an agenda item can email the comments or questions to the following email address: [email protected]. All backup and related materials for the meeting can be accessed at the following link: epcc.edu/Administration/BoardOfTrustees

2. Welcome and Call to Order

The meeting was called to order at 3:30 p.m. by Board Chair Brian Haggerty.

3. Roll Call

Attendance Members Present: Carmen Graham, Brian Haggerty, John Uxer Jr., Bonnie Najera, Nina Piña, Belen Robles, Christina Sanchez

4. Public Comment (The El Paso Community College By-laws limit individual presentations for any individual to three minutes – Section 1.6031.)

None.

5. Discussion Items

5.1. Discussion Item Mr. Paulo Peres (Program Manager, ECM) will provide an update briefing on the progress of the Combined Fee Revenue Improvement Bonds, Series 2016 program. Briefing items will include but are not limited to: a general update including schedule and budget for all six projects, as well as an overall Bond schedule and budget update.

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https://www.passageways.com/

https://app.onboardmeetings.com/1f579a93d8c447b3be7868b5891fc001-101/meetingDetail/2bce6c8b4fdc48c592bdc96dfcb1bbaa-101

https://app.onboardmeetings.com/1f579a93d8c447b3be7868b5891fc001-101/meetingDetail/2bce6c8b4fdc48c592bdc96dfcb1bbaa-101


Mr. Peres began his presentation by providing pictures of the progress that the Rio Grande project has made. He updated the Trustees on the Rio Grande project mentioning that the network cabling is pending and will be completed soon. He stated that the substantial completion date is August 5, 2021, and the Temporary Certificate of Occupancy is planned to be received by July 19, 2021.

He mentioned that the Valle Verde project will be substantially complete by July 2, 2021 and the Fire Marshall has requested specific additional signage designating fire-related equipment. He stated that all furniture is being moved into the first floor. He informed the Trustees that the stairs on each floor will have assistance chairs for accessibility to relocate individuals in wheel chairs to lower exit floors in case of an emergency.

Mr. Peres stated that, since the last Board Meeting held on May 26, 2021, there has been one owner-originated change order at Mission del Paso with the total of $1,789.77.

He concluded his presentation by providing a safety update, and reported no major safety concerns with 917,592 hours worked. He stated that there has been one major change on the budget, which was a transfer of $25,000 from the Transmountain project fund to the Northwest project fund for window testing.

The Board of Trustees recessed into Executive Session at 3:56 p.m.

The meeting was reconvened at 4:38 p.m.

6. The Board of Trustees may conduct an executive or closed session pursuant to Chapter 551 of the Texas Government Code for one or more of the following reasons: (1) Consultation with its attorney to seek or receive legal advice or consultation regarding pending or contemplated litigation or for any purpose authorized by law; (2) discussion about the value or transfer of real property; (3) discussion about a prospective gift or donation; (4) consideration of specific personnel matters; (5) discussion about security, personnel or devices; or (6) discussion of certain economic development matters. The Board may also announce that it will go into executive session on any item listed on this agenda if the subject matter is permitted for a closed session by provisions of Chapter 551 of the Texas Government Code. Any vote regarding these items shall be taken in open session.

6.1. Executive Session Item Discussion with legal counsel regarding the proposed change order for ECM pertaining to the marquee sign for the Valle Verde campus, pursuant to Section 551.071 of the Texas Government Code.

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7. Adjournment

Motion: Motion moved by Vice Chair Carmen Olivas-Graham and motion seconded by Trustee Bonnie Soria Najera. The meeting was adjourned at 4:38 p.m. by unanimous consent.

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Regular Board of Trustees meeting June 2021 Minutes El Paso Community College

Jun 23, 2021 at 4:30 PM MDT @ Via Video/Teleconference

1. General Functions A REGULAR MEETING of the Board of Trustees of the El Paso County Community College District will be held on Wednesday, June 23, 2021, beginning at 4:30 p.m. This meeting will be held by video/teleconference in light of State and Local emergency directives regarding COVID-19. The teleconference audio can be accessed by dialing toll free number 1-844-621-3956 (Enter Access Code 120 893 6392 please press # to access the call) and through a video/audio feed found at youtube.com/goepcc. Any member of the public wishing to make a comment or question regarding an agenda item can email the comments or questions to the following email address: [email protected]. All backup and related materials for the meeting can be accessed at the following link:

epcc.edu/Administration/BoardOfTrustees

1.1. CALL TO ORDER

The meeting was called to order at 4:47 p.m. by Board Chair Brian Haggerty.

1.2. ROLL CALL

Attendance Members Present: Carmen Olivas Graham, Brian Haggerty, John Uxer Jr., Bonnie Najera, Nina Piña, Belen Robles, Christina Sanchez

1.3. EXECUTIVE & CLOSED SESSION The Board of Trustees may conduct an executive or closed session pursuant to Chapter 551 of the Texas Government Code for one or more of the following reasons:

(1) Consultation with its attorney to seek or receive legal advice or consultation regarding pending or contemplated litigation or for any purpose authorized by law; (2) discussion about the value or transfer of real property; (3) discussion about a prospective gift or donation; (4) consideration of specific personnel matters; (5) discussion about security, personnel or devices; or (6) discussion of certain economic development matters. The Board may also announce that it will go into executive session on any item listed on this agenda if the subject matter is permitted for a closed session by provisions of Chapter 551 of the Texas Government Code. Any vote regarding these items shall be taken in open session

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https://app.onboardmeetings.com/1f579a93d8c447b3be7868b5891fc001-101/meetingDetail/649902d6ab434ce78308df28cced4e50-101


1.3.1. Discussion with legal counsel regarding; the suspension of an employee in Student and Enrollment Services, and related matters, pursuant to Section 551.074 of the Texas Government Code.

1.3.2. Discussion with legal counsel regarding; pending litigation styled, Martha Quinones v. El Paso County Community College District and Hector Arriola, in the 448th Judicial District Court of El Paso County, Texas, Cause Number 2018-DCV-2171, pursuant to Section 551.071 of the Texas Government Code.

1.3.3. Discussion with legal counsel regarding; a charitable grant to the College of $30 million from the National Philanthropic Trust, pursuant to Section 551.073 of the Texas Government Code.

1.3.4. Discussion with legal counsel regarding; a land lease between the College and Spectrum Gulf Coast, LLC for real property located on the Valle Verde Campus at 919 Hunter Drive, pursuant to Section 551.072 of the Texas Government Code.

1.3.5. Discussion with legal counsel regarding; a land lease between the College and Spectrum Gulf Coast, LLC for real property located on the Rio Grande Campus at 1115 N. Oregon Street, pursuant to Section 551.072 of the Texas Government Code.

1.4. APPROVAL of MINUTES Action item

The minutes recorded in the agenda are a summary of the presentations and actions taken. Tape recorded minutes comprise the full official minutes.

1.4.1. Facilities & Finance Meeting Minutes - April 28, 2021 and May 26, 2021

Facilities and Finance Committee Meeting - April 2021 Minutes.docx

Facilities and Finance Committee Meeting - May 2021 Minutes.docx

1.4.2. Special Meeting Minutes - May 14, 2021

Board of Trustees - Special Meeting Minutes.docx

1.4.3. Regular Meeting Minutes - April 28, 2021 and May 26, 2021

Regular Board of Trustees meeting - April 2021 Minutes.docx

Regular Board of Trustees meeting - May 2021 Minutes.docx

Motion: Motion moved by Vice-Chair Carmen Olivas Graham and motion seconded by Trustee Bonnie Najera. Motion passed. Please note: Dr. Graham suggested a change for the May 2021 Regular Board Meeting

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https://app.onboardmeetings.com/1f579a93d8c447b3be7868b5891fc001-101/meetingBook/649902d6ab434ce78308df28cced4e50-101?page=7






Minutes. Dr. Graham was later informed that the wording was automatically generated by the OnBoard Minutes Portal and she agreed that a change was not necessary.

1.5. WELCOME to GUESTS & STAFF MEMBERS

Mr. Haggerty welcomed all staff and guests to the Regular Board Meeting.

1.6. OPEN FORUM The El Paso Community College, TASB policies limit individual presentations for any individual to three minutes under TASB BDB (Local).

None.

1.7. PRESENTATIONS by INDIVIDUALS, GROUPS, & ORGANIZATIONS

1.7.1. Dr. William Serrata, College President, will recognize individuals who have retired from the College District.

Dr. Serrata recognized the following retirees: Ms. Vangie De Luna (33 years of service), Mr. Juan Andrade (32 years of service), and Ms. Cynthia Rivera (43 years of service) for their dedication to the College District.

1.7.2. Optional written reports submitted by the presidents of the Classified Staff Association, the Professional Staff Association, the Faculty Association, and the Student Government Association will be read at this time.

Mr. Eduardo Flores, SGA President, updated the Trustees on steps being taken for a successful semester. He mentioned that "All In Challenge" was a project that previous SGA Presidents have worked on to develop a voting engagement to increase voter registration throughout EPCC campuses. He stated that Lauren Zimmerman, Congresswoman Veronica Escobar's campaign manager, contacted SGA to participate in a county-wide voter registration program partnering with UTEP and EPCC. He informed the Trustees that this program will help engage students to participate in upcoming elections. He concluded his presentation by stating that SGA is continuing to work on giveaways to provide students in the fall, and they continue to work on reviewing furniture to replace the existing furniture at the SGA office and the Valle Verde Student Union.

1.8. COMMUNICATIONS-NONE

1.9. BOARD of TRUSTEES BUSINESS Action items

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1.9.1. Discussion and take possible action regarding suspension of employee in Student and Enrollment Services, and related matters.

Motion: Mr. Francisco Ortega, Legal Counsel, recommended discussing items 1.9.1, 1.9.2, 1.9.3, 1.9.4, and 1.9.5 after executive session. Item 1.9.1 - 1.9.5 were discussed upon reconvening from executive session. Motion moved by Trustee Christina Sanchez and motion seconded by Trustee Bonnie Soria Najera. Motion passed to extend the suspension with pay of the employee in Student and Enrollment Services for up to 60 days starting June 23, 2021.

1.9.2. Discussion and take possible action regarding pending litigation styled, Martha Quinones v. El Paso County Community College District and Hector Arriola, in the 448th Judicial District Court of El Paso County, Texas, Cause Number 2018-DCV-2171.

No action.

1.9.3. Discussion and action to accept the charitable grant to the College of $30 million from the National Philanthropic Trust.

Motion: Motion moved by Ms. Sanchez and motion seconded by Dr. Graham. Motion passed to accept the charitable grant.

Dr. Serrata provided an overview of the charitable grant mentioning that this grant is a no strings attached one-time gift from McKenzie Scott's Foundation for EPCC to use as we see fit. He informed the Trustees that in the upcoming Board Workshop, VP Shaughnessy, Legal Counsel, and Dr. Serrata will provide options on how to utilize these funds.

1.9.4. Discussion and action to authorize the President of the College or his designee to execute a land lease between the College and Spectrum Gulf Coast, LLC for real property located on the Valle Verde Campus at 919 Hunter Drive.

1.9.4 ELPASO-#1206891-v1-Final_Version_919_Hunter_lease_(EPCC_Spectrum).pdf

Motion:

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Motion moved by Dr. Graham and motion seconded by Ms. Najera. Motion passed.

1.9.5. Discussion and action to authorize the President of the College or his designee to execute a land lease between the College and Spectrum Gulf Coast, LLC for real property located on the Rio Grande Campus at 1115 N. Oregon Street.

1.9.5 ELPASO-#1206889-v1-Final_Version_1115_N_Oregon_Lease_(EPCC_Spectrum).pdf

Motion: Motion moved by Dr. Graham and motion seconded by Ms. Sanchez. Motion passed.

1.9.6. Discussion and action to reschedule the August Board of Trustees regular meeting.

Motion: Motion moved by Ms. Sanchez and motion seconded by Ms. Najera. Motion passed to reschedule the August Board of Trustees regular meeting to August 18, 2021.

1.10. BOARD REPORTS

1.10.1. Treasurer's Report No action is necessary.

1.10.1.1. May 31, 2021

Final_May2021_FinancialStatements signed.pdf

1.10.2. President's Report

1.10.2.1. Dr. William Serrata, College President, will update the Board of Trustees and audience on recent events that have transpired at the College to include an update on the COVID-19 pandemic and appropriate actions taken.

Dr. Serrata reported that Ms. Mackenzie Scott granted El Paso Community College $30 million, which is the largest gift EPCC has ever received. He mentioned that he will provide more information to the Trustees in the July 2021 meeting on how these funds will be used.

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He stated that since the last Board Meeting held on May 26, 2021, he participated in six TACC Meetings as they debriefed the Legislative Session and prepared for a Special Session: one Joint Legislative Leadership Meeting with TACC Leadership, CCATT Leadership, and TCCTA Leadership, one TACC Officers Legislative Session Wrap Up Meeting, one Community College Finance Commission Meeting, one TX TRUE Initiative Business Round Table Meeting with Lockheed Martin, one Review of the TACC Proposed Budget, and one TACC Business Advisory Council Meeting. He stated that he participated in four Excelencia in Education Meetings, that included: leading a convening of five out of the six SEAL of Excelencia Texas Colleges & Universities, leading the Executive Committee Meeting, and leading the Excelencia in Education Board Meeting. He stated that he held a COVID Meeting with the College COVID Team to ensure the return to campus that began on June 14, 2021. He also participated in the El Paso Branch of the Federal Reserve Bank of Dallas Board Meeting, the Medical Center of the Americas Solving Sprint Meetings, a Zoom call with U.S. Secretary of Labor Marty Walsh, and the Lumina Foundation Board Meeting. He mentioned that he was interviewed by USA Today on the preparation for the Fall 2021 term and challenges faced by Hispanic students, and he presented to the Kansas State University Community College Leadership Program.

He provided a COVID update stating that El Paso is currently averaging 16 cases per day which is down from the prior two weeks of 21 cases per day. He mentioned that the rolling 7-day average is now at 2.93% which is below the 5% goal in order to continue Phase 1 of a Return to Campus, and there has not been a day for the last three 2-week cycles that this metric has been above 5%. He stated that the cumulative positivity rate stands at 9.72%, and has been below 10% for under one month and continues a downward trajectory. He stated that 62.3% of our population, 12 or older, are fully vaccinated and 74.4% of our population have received their first vaccination.

Dr. Serrata informed the Trustees that EPCC Information Technology faculty partnered with EPISD JROTC to provide a cyber

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camp for 40 cadets this summer. He mentioned that this camp is intended to introduce cadets to cybersecurity and allow them to practice newly acquired skills in hands-on, realistic scenarios. He continued his report by congratulating the Medical Lab Technology (MLT) Program graduates, who achieved a 100% pass rate on the ASCP Board of Certification National Exam. He mentioned that the class of 2021 took the exam within two weeks of graduation with outstanding results. He thanked Ms. Veronica Dominguez and all faculty who successfully assisted in teaching and training our students. Dr. Serrata concluded his presentation by commenting that EPCC hosted the 5th Annual Dual Credit Summer Convening on Saturday, June 12, 2021. This Convening, hosted by Ms. Tonie Badillo, Dean of Dual Credit & Early College High Schools, and Ms. Sue Selk, Dual Credit Instructional Coordinator, brought together 42 newly credentialed dual credit faculty. He mentioned that the convening emphasized the important role faculty play in delivering college courses for dual credit, and an opportunity for new Dual Credit faculty to connect with EPCC Discipline Coordinators.

1.11. CONSENT DOCKET Action item

Note: Includes item: 3.2 Personnel

Motion: Motion moved by Ms. Sanchez and motion seconded by Ms. Najera. Motion passed.

2. ADMINISTRATION Action items

2.1. The following policy is presented for 2nd reading and approval. BBF (Board Members - Ethics)


2.1 ABSTRACT Board Policy 2nd reading BBF update REFORMATTED.docx

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2.1 BBF (Local), Policy update 41.pdf


2.2. The following 29 policies are presented for 2nd reading and approval. C (Business and Support Services)


2.2 ABSTRACT Board Policy 2nd reading Category C.docx

2.2 Combined Policies Category C.pdf

Motion: Motion moved by Dr. Graham and motion seconded by Ms. Najera. Motion passed to approve 28 policies with the exception of policy CHF (local).

3. PERSONNEL Action items ONLY 3.1 & 3.2

3.1. Discussion and action to approve full-time staff and faculty recruited in positions funded by the institutional budget. FINAL

3.1 Revised Final.pdf

Motion: Motion moved by Dr. Graham and motion seconded by Trustee Belen Robles. Motion passed.

3.2. Discussion and action to approve full-time staff and faculty recruited in positions funded by grants and/or contracts. FINAL

3.2 Revised Final.pdf

Item was adopted on the consent docket.

3.3. Information items – Resignations and retirements

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FINAL

No action required

3.3.pdf

4. FINANCIAL SERVICES Action item

4.1. Discussion and action on the acceptance of an amendment to an existing grant from the U.S. Department of Education for additional funds provided under the American Rescue Plan Act in the amount of $30,981,916. Resource Persons: Josette Shaughnessy, Fernando Flores, Robert Elliott

4.1 ABSTRACT ARPA Inst RTE FINAL FINAL.docx

Motion: Motion moved by Dr. Graham and motion seconded by Mrs. Robles. Motion passed.

Dr. Serrata informed the Trustees that these funds will be utilized for student disbursements. He commented that EPCC staff will continue to attend GFOA conferences to receive guidance from the Federal Government, and colleagues throughout the field to receive information on how long we have to utilize these resources. He stated that EPCC will increase the amount of aid students receive, including DACA students, and students who have been enrolled since March 2020. Dr. Serrata informed the Trustees that Ms. Shaughnessy and Mr. Flores will continue to monitor how EPCC spends these resources to maximize the use of these funds.

5. PHYSICAL FACILITIES Action items

5.1. Discussion and action on the approval to award a contract to Spartan Construction of Texas, Inc, for the renovation of the Instructional Service Center (ISC) and Faculty Offices Remodel Project at the VV Campus in an amount not to exceed $484,978. Resource Person: Josette Shaughnessy

5.1 Abstract NTE $484978 ISC Faculty Offices - VV June'21 FINAL 3.docx

19






5.1.2 RFCSP #21-001A Analysis.pdf

5.1.3 RFCSP #21-001A Composite Score.pdf

5.1.4 RFCSP #21-001A Tabulation.pdf


5.2. Discussion and action on the approval to enter into a contract with T-DYNE Contractors to replace the existing cooling towers located at both ASC B Building and the Transmountain Campus in an amount not to exceed $1,536,279. Resource Person: Josette Shaughnessy

5.2 Abstract NTE $1536279 ASC B Bldg TM Cooling Tower Replacements FINAL.docx

5.2.2 RFCSP #21-010 Analysis.pdf

5.2.3 RFCSP #21-010 Composite Score - Board Agenda.pdf

5.2.4 RFCSP #21-010 Tabulation - Board Agenda.pdf


6. CURRICULUM AND INSTRUCTION Action item

6.1. Discussion and action on approval of a subgrant from the University of Texas at El Paso under the National Science Foundation’s Louis Stokes Alliance for Minority Participation Program in the amount of $80,641. Resource Person: Steven Smith

ABSTRACT_UTEP Subgrant LSAMP $80641_052821.docx

Motion: Motion moved by Ms. Najera and motion seconded by Mrs. Robles. Motion passed.

20












7. STUDENT SERVICES Action items

7.1. Discussion and action on the acceptance of an amendment to an existing grant from the U.S. Department of Education for funds provided under the American Rescue Plan Act for students in the amount of $31,907,525. Resource Person: Kenneth Gonzales

7.1 ABSTRACT ARPA Stud Aid RTE FINAL FINAL.docx

Motion: Motion moved by Dr. Graham and motion seconded by Ms. Najera. Motion passed.

7.2. Discussion and action on the approval of Continuing Education tuition rates for new courses. Resource Person: Steven Smith

Abstract_New_CE_Rates_052821.docx


7.3. Discussion and action on the approval of Continuing Education tuition rates for revised courses. Resource Person: Steven Smith

Abstract_Revised_CE_Rates_052821.docx

Motion: Motion moved by Ms. Najera and motion seconded by Dr. Graham. Motion passed.

8. COMMUNITY SERVICES-NONE

The Board of Trustees recessed to Executive Session at 6:00 p.m.

21






The meeting was reconvened at 7:11 p.m. Item 1.9.1 was the first item addressed upon reconvening.

9. ADJOURNMENT and announcement of next Board of Trustees meeting Action item

Motion: Mr. Haggerty announced that the next Board Meeting is scheduled for July 28, 2021. The Facilities and Finance Meeting will be held at 4:00 p.m. and the Regular Board Meeting will be held at 5:00 p.m. Motion moved by Dr. Graham. The meeting was adjourned at 7:28 p.m. by unanimous consent.

22


EL PASO COMMUNITY COLLEGE TREASURER'S REPORT JUNE 30, 2021

EXHIBIT 1.10.1

23

EL PASO COMMUNITY COLLEGE FINANCIAL STATEMENTS CURRENT UNRESTRICTED FUNDS JUNE 30, 2021

24

Education & Student Auxiliary Intercollegiate Total CurrentGeneral Activities Services Athletics Unrestricted

Assets: Cash $ 19,300 $ $ $ $ 19,300 Pooled investments 146,942,258 1,570,296 1,274,882 2,796,263 152,583,699 Property taxes receivable 4,776,541 4,776,541 Accrued interest receivable 8,271 8,271 Other receivables 11,764,138 430,364 8,000 12,202,502 Deferred Outflows-Pension 15,656,201 15,656,201 Deferred Outflows-OPEB 29,887,140 29,887,140 Due from athletic funds 1,477,583 1,477,583 Prepaid expenses 294,991 294,991

Total assets $ 209,348,840 $ 1,570,296 $ 3,182,829 $ 2,804,263 $ 216,906,228

Liabilities: Accounts payable & accrued expenditures $ 4,810,678 $ $ 376 $ $ 4,811,054 Due to restricted funds 32,890,232 32,890,232 Due to auxiliary funds 1,477,583 1,477,583 Accrued compensated absences 5,053,585 5,053,585 Student property deposits 601,982 601,982 DeferredTuition and Fees 7,872,978 40 7,873,018 Deferred Inflows-Pension 8,475,897 8,475,897 Deferred Inflows-OPEB 23,930,626 23,930,626 Net Pension Liability 33,777,799 33,777,799 Net OPEB Liability 85,825,349 85,825,349

Total liabilities $ 203,239,126 $ 0 $ 416 $ 1,477,583 $ 204,717,125

Fund balance: Beginning balance: September 1, 2020 $ (28,768,506) $ 1,116,696 $ 2,463,592 $ 136,966 $ (25,051,252) Increase (decrease) in fund balance 34,878,220 453,600 718,821 1,189,714 37,240,355

Ending balance: June 30, 2021 $ 6,109,714 $ 1,570,296 $ 3,182,413 $ 1,326,680 $ 12,189,103

Total liabilities and fund balance $ 209,348,840 $ 1,570,296 $ 3,182,829 $ 2,804,263 $ 216,906,228

EL PASO COMMUNITY COLLEGECURRENT UNRESTRICTED FUNDS

BALANCE SHEETJUNE 30, 2021

25

BudgetCurrent Year To Open Balance Percent

Original Revised Month Date Commitments Available UsedRevenues: State Appropriations $ 32,177,979 $ 32,177,979 $ 3,051,114 $ 26,070,233 $ $ 6,107,746 81% Fed Appr/Grants 547,689 547,689 39,189 391,958 155,731 72% Federal Recoveries 927,313 (927,313) Tuition & fees 41,498,408 41,498,408 5,335,334 38,154,957 3,343,451 92% Property tax 61,295,038 61,295,038 5,341 66,097,942 (4,802,904) 108% Interest income 250,000 250,000 7,730 97,366 152,634 39% Other income 2,425,607 2,425,607 323,485 1,528,167 897,440 63% Total revenues $ 138,194,721 $ 138,194,721 $ 8,762,193 $ 133,267,936 $ $ 4,926,785 96%

Expenditures: Instruction $ 49,063,080 $ 49,063,080 $ 2,413,455 $ 35,677,924 $ 565,705 $ 12,819,451 74% Research 145,267 145,267 3,199 86,866 10,669 47,732 67% Public service 5,440,089 5,440,089 266,874 2,499,293 423,900 2,516,896 54% Academic support 15,979,985 15,979,985 1,025,178 12,136,271 494,098 3,349,616 79% Student Services 8,983,261 8,983,261 627,966 6,459,407 228,111 2,295,743 74% Institutional support 39,040,030 39,040,030 2,870,564 26,488,216 1,987,734 10,564,080 73% Physical plant, operation & maintenance 11,964,754 11,964,754 870,252 7,550,196 1,870,737 2,543,821 79% Total expenditures $ 130,616,466 $ 130,616,466 $ 8,077,488 $ 90,898,173 $ 5,580,954 $ 34,137,339 74%

Transfers: TPEG $ 1,948,652 $ 1,948,652 $ 316,770 $ 1,933,020 $ $ 15,632 99% Student Activities 494,906 494,906 80,411 519,671 (24,765) 105% Athletics 1,833,868 1,833,868 242,247 1,738,023 95,845 95% Plant fund 3,300,829 3,300,829 3,300,829 0 100% Total transfers $ 7,578,255 $ 7,578,255 $ 639,428 $ 7,491,543 $ $ 86,712 99%

Net increase/(decrease)in fund balance $ 0 $ 0 $ 45,277 $ 34,878,220

Budget Actual

EL PASO COMMUNITY COLLEGEEDUCATION AND GENERAL

STATEMENT OF REVENUE AND EXPENDITURESFOR THE TEN MONTHS ENDED JUNE 30, 2021

26

BudgetBalance

Budget Actual AvailableRevenues: Student activity fee $ 494,906 $ 520,566 $ (25,660) Interest income 1,105 (1,105) Other income 4,988 (4,988)

Total revenues $ 494,906 $ 526,659 $ (31,753)

Expenditures: Salaries & benefits $ 316,282 $ 116,202 $ 200,080 Supplies & services 159,624 27,412 132,212 Travel 7,000 800 6,200 Club support 12,000 35,175 (23,175)

Total expenditures $ 494,906 $ 179,589 $ 315,317

Revenues over (under) expenditures: $ 347,070

Transfer from Unexpended Plant Funds $ 106,530

Increase (decrease) in fund balance $ 453,600

EL PASO COMMUNITY COLLEGESTUDENT ACTIVITIES FUND


27

Revenues:Federal Recovery - Vehicle Registration $ 645,755Bookstore Commissions 301,105Federal Recovery - Commissions 145,513Pepsi Cola Commissions 89,188Vending Commissions 46,875Vehicle Registration 46,724GECU 22,505Subway Commissions 5,128ATM Commissions 3,035A/R Returned Checks 1,862

$ 1,307,690

Expenditures:Staff Scholarships $ 247,055Vehicle Registration Expense 229,364Memberships 57,674Bookstore/Cafeteria Utilities Expense 26,876Advocacy Expense 17,325Staff Educational Assistance 6,600Auxiliary Operations 2,154Copy Machines Expense 881Student Assistance 870Classified Staff Association 70

588,869

Revenues over (under) expenditures $ 718,821

Increase (decrease) in fund balance $ 718,821

AUXILIARY ENTERPRISE FUNDSTATEMENT OF REVENUE AND EXPENDITURES

FOR THE TEN MONTHS ENDED JUNE 30, 2021

28

Revenues:

Athletic Fee $ 1,738,023 EPCC Tournaments 2,500

$ 1,740,523

Expenditures:Baseball $ 168,983 Softball 156,987 Athletic Administration 128,989 Cross Country 95,850

550,809

Revenues over (under) expenditures: $ 1,189,714

Increase (decrease) in fund balance $ 1,189,714

EL PASO COMMUNITY COLLEGEINTERCOLLEGIATE ATHLETICS FUND


29

EL PASO COMMUNITY COLLEGE FINANCIAL STATEMENTS CURRENT RESTRICTED FUNDS JUNE 30, 2021

30

Total Total CurrentOther Sponsored Restricted

Restricted Programs FundsAssets: A/R federal agencies $ $ 391,841 $ 391,841 A/R state agencies 547,374 547,374 A/R county/local agencies 148,919 148,919 A/R students 1,153,536 1,153,536 A/R other 31,500 31,500 Due from unrestricted funds 34,023,242 (1,133,010) 32,890,232 Net OPEB Asset 7,289 7,289 Total assets $ 34,758,324 $ 412,367 $ 35,170,691

Liabilities & fund balance: Accounts payable $ 2,556 $ 351,405 $ 353,961 A/P private 193 193 Deferred income 1,226,960 60,962 1,287,922 Fund balance 33,528,615 33,528,615

Total liabilities & fund balance $ 34,758,324 $ 412,367 $ 35,170,691

EL PASO COMMUNITY COLLEGECURRENT RESTRICTED FUNDS


31

Fund FundBalance Revenues Expenditures Balance

09/01/20 Additions Deductions 06/30/21Gifts:Scholarships/donations $ 6,262,882 $ 32,055,530 $ 4,797,086 $ 33,521,326

Grants & contracts: State 7,289 4,528,705 4,528,705 7,289Local 1,302,581 1,302,581 0

Total $ 6,270,171 $ 37,886,816 $ 10,628,372 $ 33,528,615

EL PASO COMMUNITY COLLEGECURRENT RESTRICTED FUNDS - OTHER


32

BudgetProjected Current Current Project Open Balance

Budget Month Year Year Commitments Available

Revenues: $ 242,102,404 $ 30,513,704 $ 49,828,452 $ 117,451,695 $ 348,312 $ 124,302,397

Expenditures:2016-2017

96,977 66,999 29,978327,501 326,027 1,474

2017-2018 Early Alert Case Management FY 2018 523,299 378,297 145,0022018-2019

324,498 320,923 3,575 USDOJ La Tuna HVAC & Welding Opt 1 98,931 62,391 36,540 SSSP 2019 654,275 654,219 56 Early Alert Case Management 2019 506,068 460,510 20,000 25,558 SEOG Grant 2019 1,050,030 (50) (50) 1,048,980 1,050 Bulletproof Vest Partnership 2018 2,845 2,845 PELL 2019 860 860 860 860 0 DOE HEP 2019 475,000 (10) (10) 474,846 154 Rise to the Challenge Bridge 2019 324,000 16,245 16,245 273,942 4,505 45,553 CAMP 2019 273,443 1,239 32,066 273,219 27 1972019-2020 USDOJ La Tuna HVAC & Welding Opt 2 112,875 1,580 1,580 92,248 20,627 Contract Opportunity Center 2020 383,802 112,580 150,805 351,521 242 32,039 CCAMPIS 2020 250,000 55,191 58,976 118,877 84,332 46,791 Federal Workstudy 2020 848,776 (1,671) (1,671) 793,778 54,998 SEOG Grant 2020 1,051,069 (1,050) (1,050) 1,044,750 6,319 PELL 2020 52,000,000 (145,802) (145,802) 50,568,405 1,431,595 SSS Prog. 2020 683,717 2,757 2,757 673,064 610 10,043 Early Alert Case Management 2020 516,587 105,259 133,208 468,226 758 47,603 IMLS - Promising Practices for Small Libraries 49,913 9,939 9,945 34,503 15,410 OSHA - Susan Harwood Training Grant 111,519 5,319 5,535 110,438 1,081 CARES Act Student Aid 8,295,073 739,873 1,738,323 8,295,073 0 CARES Act Emergency Relief Fund - IHE 8,295,072 2,669,594 2,683,839 5,289,484 150,105 2,855,483 CARES Higher Education Assistance 3,006,016 1,041,756 1,041,756 1,041,756 1,964,2602020-2021 DOE HEP 2020 475,000 345,810 364,378 458,625 2,368 14,007 CAMP 2020 280,098 170,083 178,934 211,906 505 67,687 Rise to the Challenge Bridge 2020 362,853 187,365 190,481 190,481 61,847 110,525 SSS Prog. 2021 707,647 507,122 548,036 548,036 4,992 154,619 CCAMPIS 2021 367,872 367,872 Early Alert Case Management 2021 507,854 287,474 287,474 287,474 14,043 206,337 DOL - Job Corps Scholars Programs 1,186,900 17,792 17,792 17,792 1,169,108 SEOG Grant 2021 1,051,069 791,450 1,064,700 1,064,700 (13,631) PELL 2021 55,000,000 20,434,605 38,290,951 38,290,951 16,709,049 GREEN Advantage Emissary Program 185,474 13,622 13,622 13,622 3,637 168,215 DOL - Susan Harwood Training FY20 160,000 118,502 118,502 118,502 341 41,157 Emergency SEOG 848,776 798,338 798,338 798,338 50,438 HEERF II CRRSAA - Student Aid 8,295,073 1,392,273 1,392,273 1,392,273 6,902,800 HEERF II CRRSAA - IHE Institution 27,983,664 676,825 676,825 676,825 27,306,839 Contract Opportunity Center 2021 359,507 158,834 158,834 158,834 200,673 HEERF III ARPA - Student Aid 31,907,525 31,907,525 HEERF III ARPA - IHE Institution 30,981,916 30,981,9162021-2022 DOE HEP 2021 747,696 747,696 DOE CAMP 2021 431,334 431,334 Total $ 242,102,404 $ 30,513,704 $ 49,828,452 $ 117,451,695 $ 348,312 $ 124,302,397

Rise to the Challenge Bridge 2017

Rise to the Challenge Bridge 2018

EL PASO COMMUNITY COLLEGECURRENT RESTRICTED FUNDS - SPONSORED PROGRAMS


USDOJ La Tuna HVAC & Welding

33

EL PASO COMMUNITY COLLEGE FINANCIAL STATEMENTS LOAN FUNDS JUNE 30, 2021

34

Nursing Other Loan FundAssets: Cash & pooled investments $ 1,282 $ 1,600,586 $ 1,601,868 Loans receivable (net) 13,371 1,451,513 1,464,884 Total assets $ 14,653 $ 3,052,099 $ 3,066,752

Liabilities and Fund Balance: Accounts payable general $ $ 17,111 $ 17,111 Nursing alumni loan fund 2,447 2,447 Emergency loan fund 2,987,589 2,987,589 Ed Alvarez emergency loan fund 5,000 5,000 Alternative Loans (Elm) 3,000 3,000 Direct Loan Program Subsidized 1,096 1,096 Direct Loan Program Unsubsidized 759 759 SGA Emergency Book Loan Program 35,097 35,097 Federal capital contribution 13,939 13,939 Institutional capital contribution 1,549 1,549 Interest collected 8,645 8,645 Investment income 10,480 10,480 Federal canceled reimbursement 1,320 1,320 Penalty collected 2,906 2,906 Principal cancelled (19,001) (19,001) Collection cost (5,185) (5,185)

Total liabilities & fund balance $ 14,653 $ 3,052,099 $ 3,066,752

EL PASO COMMUNITY COLLEGELOAN FUNDS


35

EL PASO COMMUNITY COLLEGE FINANCIAL STATEMENTS ENDOWMENT FUNDS JUNE 30, 2021

36

Assets: Cash & Pooled Investments $ 782,426

Total assets $ 782,426

Fund balance: Fund balance $ 782,426 Total fund balance $ 782,426

EL PASO COMMUNITY COLLEGEENDOWMENT FUNDS


37

Fund FundBalance Revenues Expenditures Balance

09/01/20 Additions Deductions 06/30/21

Albert Horwitz $ 29,578 $ 23 $ $ 29,601 Jose Cisneros 99,788 78 99,866 Amado Peña 100,704 78 100,782 Cecilia Ochoa Levine 31,671 25 31,696 Mack Quintana 49,543 564 50,107 Adair Margo 36,466 28 36,494 George W.S. Abbey 34,741 27 34,768 P. & B. Moreno Memorial 28,067 22 28,089 Lucy Scarbrough 36,653 28 36,681 Diane D. Rath 34,128 27 34,155 Bob Wingo 33,498 26 33,524 Raymond Paredes 32,210 25 32,235 María A. Peña 57,347 45 57,392 Michael W. Smith 36,682 28 36,710 Gerardo de los Santos 32,783 25 32,808 Augustine D. Gallego 27,016 21 27,037 James Vasquez 26,899 21 26,920 Diana S. Natalicio 26,769 21 26,790 Mark David Milliron 26,750 21 26,771

Total $ 781,293 $ 1,133 $ 0 $ 782,426

EL PASO COMMUNITY COLLEGEENDOWMENT FUNDS


38

EL PASO COMMUNITY COLLEGE FINANCIAL STATEMENTS PLANT FUNDS JUNE 30, 2021

39

Unexpended Renewals & Debt Investment TotalPlant Replacements Retirement In Plant Plant Funds

Assets: Pooled investments $ 31,829,004 $ 801,421 $ 22,587,186 $ $ 55,217,611 Property taxes receivable 32,805 32,805 Deferred Outflow-Bond Insurance Cost 248,698 248,698 Accrued Interest 242 263 505 Land 11,221,283 11,221,283 Land improvements 19,167,708 19,167,708 Accum. Depr. - Land Improv./Infra (10,343,744) (10,343,744) Buildings - EPCC 161,640,661 161,640,661 Buildings - federal 9,830,278 9,830,278 Construction in progress 87,609,017 87,609,017 Accum. Depr. - Buildings (62,987,856) (62,987,856) Furniture & Equipment 15,566,986 15,566,986 Furniture & Equipment - federal 6,543,031 6,543,031 Accum. Depr. - Furniture & Equip. (18,780,907) (18,780,907) Library books EPCC 5,866,401 5,866,401 Library books - grant 63,151 63,151 Accum. Depr. - Library Books (3,919,271) (3,919,271) Total assets $ 31,829,246 $ 801,421 $ 22,868,952 $ 221,476,738 $ 276,976,357

Liabilities: Accounts Payable - general $ 1,476,413 $ $ $ $ 1,476,413 Deferred Income-General Use Fees 1,237,980 1,237,980 Revenue bonds 2016 105,140,000 105,140,000 Unamortized Bond premium 2016 12,261,859 12,261,859 Revenue bonds 2017 15,780,000 15,780,000 Deferred Inflow-Gain on Bond Refunding 383,820 383,820 Accrued Interest - Bonds 1,319,511 1,319,511 Total liabilities $ 1,476,413 $ 0 $ 2,941,311 $ 133,181,859 $ 137,599,583

Fund balance: Designated fund balance $ 30,352,833 $ 801,421 $ 19,927,641 $ 88,294,879 $ 139,376,774 Total fund balance $ 30,352,833 $ 801,421 $ 19,927,641 $ 88,294,879 $ 139,376,774 Total liabilities & fund balance $ 31,829,246 $ 801,421 $ 22,868,952 $ 221,476,738 $ 276,976,357

EL PASO COMMUNITY COLLEGEPLANT FUNDS


40

Original Revised 2016 Revenue BudgetBudget Budget Bond Other Total Balance

Revenues: Transferred from current unrestricted $ 3,190,829 $ 3,190,829 $ $ 3,190,829 $ 3,190,829 $ 0 Intrafund transfers 10,490,995 10,490,995 7,870,247 7,870,247 2,620,748 2016 Revenue Bond Interest 20,000 20,000 11,683 11,683 8,317 Interest income 21,100 21,100 18,211 18,211 2,889 Other income - Sale of License 3,000,000 3,000,000 (3,000,000)

Total revenues $ 13,722,924 $ 13,722,924 $ 11,683 $ 14,079,287 $ 14,090,970 $ (368,046)

Expenditures: Intrafund transfers $ 10,490,995 $ 10,490,995 $ $ 7,870,247 $ 7,870,247 $ 2,620,748 Interfund transfers 565,000 565,000 691,530 691,530 (126,530) Repairs and rehabilitation 19,998,101 19,998,101 5,595,177 5,595,177 14,402,924 Equipment 5,073,963 5,073,963 836,624 836,624 4,237,339

2016 RB - Master Plan Phase I Buildings 14,827,303 14,827,303 8,454,597 8,454,597 6,372,706 Furniture and Equipment 3,170,789 3,170,789 523,242 271,896 795,138 2,375,651 District Wide Projects 721,369 721,369 378,318 340,415 718,733 2,636 Total expenditures $ 54,847,520 $ 54,847,520 $ 9,356,157 $ 15,605,889 $ 24,962,046 $ 29,885,474

Revenues over/(under) expenditures $ (41,124,596) $ (41,124,596) $ (9,344,474) $ (1,526,602) $ (10,871,076)

Beginning balance - September 1, 2020 41,223,909 41,223,909 17,144,806 24,079,103 41,223,909Ending balance - June 30, 2021 $ 99,313 $ 99,313 $ 7,800,332 $ 22,552,501 $ 30,352,833

EL PASO COMMUNITY COLLEGEUNEXPENDED PLANT FUND


41

BudgetOriginal Revised BalanceBudget Budget Actual Total Available

Revenues: Transfer from unexpended plant funds $ 565,000 $ 565,000 $ 585,000 $ 585,000 $ (20,000) Transfer from unrestricted current funds 110,000 110,000 110,000 110,000 0 Transfer from auxiliary enterprises 325,000 325,000 325,000 Interest income 1,000 1,000 796 796 204 Total revenues $ 1,001,000 $ 1,001,000 $ 695,796 $ 695,796 $ 305,204

Expenditures: Replacements and Renovations $ 1,653,474 $ 1,653,474 $ 546,849 $ 546,849 $ 1,106,625 Total expenditures $ 1,653,474 $ 1,653,474 $ 546,849 $ 546,849 $ 1,106,625

Revenues over (under) expenditures $ (652,474) $ (652,474) $ 148,947 $ 148,947 Beginning balance-September 1, 2020 652,474 652,474 652,474 652,474

Ending balance - June 30, 2021 $ 0 $ 0 $ 801,421 $ 801,421

EL PASO COMMUNITY COLLEGERENEWALS & REPLACEMENTS FUND


42

OriginalBudget Budget

Debt Revenue G.O. Bonds BalanceService Bonds 1975 Total Available

Revenues: Property tax interest $ $ $ 454 $ 454 $ (454) General use fees 9,000,000 9,105,887 9,105,887 (105,887) Interest income 12,000 6,968 6,968 5,032 Intrafund transfers 9,014,115 9,014,115 Tuition 850,000 820,230 820,230 29,770 Total revenues $ 18,876,115 $ 9,933,085 $ 454 $ 9,933,539 $ 8,942,576

Expenditures: Bond principal $ 3,745,000 $ 3,745,000 $ $ 3,745,000 $ 0 Bond interest 5,323,708 4,444,033 4,444,033 879,675 Intrafund transfers 9,014,115 9,014,115 Agents fee 1,825 1,000 1,000 825 Other bond costs 9,042 8,000 8,000 1,042 Amortization of bond insurance 11,304 11,304 Loss (gain) on bond refunding (76,764) (76,764) Total expenditures $ 18,028,230 $ 8,198,033 $ 0 $ 8,198,033 $ 9,830,197

Revenues over/(under) expenditures $ 847,885 $ 1,735,052 $ 454 $ 1,735,506Beginning balance - September 1, 2020 18,192,135 18,150,892 41,243 18,192,135

Ending balance - June 30, 2021 $ 19,040,020 $ 19,885,944 $ 41,697 $ 19,927,641

Actual

EL PASO COMMUNITY COLLEGEDEBT RETIREMENT FUND

FOR THE TEN MONTHS ENDED JUNE 30, 2021STATEMENT OF REVENUE AND EXPENDITURES

43

EL PASO COMMUNITY COLLEGE FINANCIAL STATEMENTS AGENCY FUNDS JUNE 30, 2021

44

Assets: Cash $ 847,602

Total assets $ 847,602

Liabilities: Deposits held in custody $ 847,602

Total liabilities $ 847,602

EL PASO COMMUNITY COLLEGEAGENCY FUNDSBALANCE SHEET

JUNE 30, 2021

45

EL PASO COMMUNITY COLLEGE FINANCIAL STATEMENTS TEMPORARY INVESTMENTS JUNE 30, 2021

46

Book ValueBeginning Ending Beginning Ending

PORTFOLIO Balance Change Balance Balance Change Balance

Pooled Investments $ 195,631,495 $ (2,451,903) $ 193,179,592 $ 195,631,495 $ (2,451,903) $ 193,179,592 Revenue Bonds 10,004,949 (2,200,277) 7,804,672 10,004,949 (2,200,277) 7,804,672 Debt Service Reserve Fund 11,410,879 356 11,411,235 11,410,879 356 11,411,235

Total Portfolio $ 217,047,323 $ (4,651,824) $ 212,395,499 $ 217,047,323 $ (4,651,824) $ 212,395,499

Effective yield for June 30, 2021 = 0.0497%

Benchmark: Average 13-week T-Bill rate for June = 0.0330%

The undersigned acknowledge that the College's investment portfolio is in compliance with Generally Accepted Accounting Principlesand the policies and strategies as contained in the College's Investment Policy for El Paso Community College and also in compliance withthe Public Funds Investment Act of the State of Texas.

Josette Shaughnessy, CPAVice PresidentFinancial & Administrative Operations

Fernando Flores, CPAAssociate Vice PresidentBudget & Financial Services

Ana P. Zúñiga, CPAComptroller

Market Value

PORTFOLIO SUMMARYEL PASO COMMUNITY COLLEGE

JUNE 30, 2021

47

Earned AccruedAmount Rate Duration Purchase Maturity YTD YTD

Pooled Investments TexPool $ 104,704,561.16 0.0131 30 05/31/21 06/30/21 $ $ 1,120.96Texas Daily 62,538,054.65 0.0300 30 05/31/21 06/30/21 1,606.15Wells Fargo 28,388,878.93 0.2500 1 05/27/21 05/28/21 197.14

$ 195,631,494.74 $ 103,967.35 $ 2,924.25

TexPool $ 4,105,282.86 0.0131 30 05/31/21 06/30/21 $ 886.80 $ 0.00Texas Daily 2,202,861.46 0.0300 30 05/31/21 06/30/21 2,210.67 0.00Wells Fargo 551,875,212.87 0.2500 29 05/27/21 06/25/21 6,352.26 5,346.67

Purchases & Transfersin June 2021 $ 558,183,357.19 $ 9,449.73 $ 5,346.67

TexPool $ 8,000,000.00 0.0131 30 05/31/21 06/30/21 $ $ 0.00Wells Fargo 552,635,259.78 0.2500 29 05/27/21 06/25/21 0.00

Maturities & Transfersin June 2021 $ 560,635,259.78 $ 0.00 $ 0.00

Balance 6/30/21 $ 193,179,592.15 $ 113,417.08 $ 8,270.92

Revenue BondTexas Daily $ 10,004,949.28 0.0300 30 05/31/21 06/30/21 $ $ 242.27

Balance 6/1/2021 $ 10,004,949.28 $ 11,067.75 $ 242.27

Texas Daily $ 373.06 0.0300 30 05/31/21 06/30/21 $ 373.06 $ 0.00Purchases & Transfersin June 2021 $ 373.06 $ 373.06 $ 0.00

Texas Daily $ 2,200,650.79 0.0300 30 05/31/21 06/30/21 $ $ 0.00Maturities & Transfersin June 2021 $ 2,200,650.79 $ 0.00 $ 0.00

Balance 6/30/21 $ 7,804,671.55 $ 11,440.81 $ 242.27

EL PASO COMMUNITY COLLEGETEMPORARY INVESTMENTS

JUNE 30, 2021

Balance 6/1/2021

48

Earned AccruedAmount Rate Duration Purchase Maturity YTD YTD

EL PASO COMMUNITY COLLEGETEMPORARY INVESTMENTS

JUNE 30, 2021

Debt Reserve TexPool $ 1,856,480.12 0.0131 30 05/31/21 06/30/21 $ $ 19.96Texas Daily 9,554,399.19 0.0300 30 05/31/21 06/30/21 243.45

Balance 6/1/2021 $ 11,410,879.31 $ 6,348.80 $ 263.41

TexPool $ 15.93 0.0131 30 05/31/21 06/30/21 $ 15.93 $ 0.00Texas Daily 340.29 0.0300 30 05/31/21 06/30/21 340.29 0.00

Purchases & Transfersin June 2021 $ 356.22 $ 356.22 $ 0.00

Balance 6/30/21 $ 11,411,235.53 $ 6,705.02 $ 263.41

All Funds $ 212,395,499.23 $ 131,562.91 $ 8,776.60

49

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BOARD POLICY ABSTRACT

Policy to be Considered: Board Meetings Policy #: BD (Local)

Policy Section: B (Local Governance) ______New X Revision

Action: X For information only ( X 1st Reading)

For Adoption ( 2nd Reading and Approval)


Purpose: To transition EPCC Board Policies to the Texas Association of School Boards (TASB)

format and organizational system. EPCC’s Board of Trustees authorized Dr. Serrata to begin this work and execute four TASB agreements at its October 2019 Regular Meeting, including the Community College Policy On-Line Service Agreement and the Community College Localization Agreement.

Explanation: TASB (Legal) Policies compile federal and state laws, as well as court decisions, and

provide a statutory context for TASB (Local) Policies. TASB (Legal) Policies are posted in EPCC’s TASB Portal: https://pol.tasb.org/Home/Index/435

This revision reflects an adjustment in the Regular Board Meeting time, as discussed

by the Board of Trustees in its June 2021 meeting. The Board of Trustees approved the original policy in February 2021.

Recommendation: Review and comment by the Board of Trustees.

50

https://pol.tasb.org/Home/Index/435

El Paso County Community College District 071502

BOARD MEETINGS BD(LOCAL)

DATE ISSUED: 3/31/2021 1 of 2LDU 2021.01 BD(LOCAL)-AJC

The notice for a Board meeting shall reflect the date, time, and lo-cation of the meeting.

Regular meetings of the Board shall typically be held on the last Wednesday of each month at 5:30 p.m.5:00 p.m. When determined necessary and for the convenience of Board members, the Board President may change the date, time, or location of a regular meet-ing with proper notice.

The Board President shall call a special meeting at the Board Pres-ident’s discretion or on request by two members of the Board.

The Board President shall call an emergency meeting when it is determined by the Board President or any members of the Board that an emergency or urgent public necessity, as defined by law, warrants the meeting.

A Board member may request that a subject be included on the agenda for a meeting. The deadline for submitting items for inclu-sion on the agenda is the tenth business day before regular meet-ings and the fifth business day before special meetings.

The College President shall compile for review by the Board Presi-dent all topics timely submitted by Board members, topics re-quested by the Board, and topics suggested by the College President.

The Board President and the College President shall confer re-garding the proposed topics, and the Board President shall deter-mine the topics for the official meeting agenda. The Board Presi-dent shall ensure that any topic the Board or individual Board members have requested be addressed are either on the meeting agenda or scheduled for deliberation at an appropriate time in the near future. The Board President shall not refuse to assign a topic requested by a Board member to an agenda and, once assigned, shall not have the authority to remove the topic from the agenda without that Board member’s specific authorization.

When the agenda is prepared, the Board President shall determine items, if any, that qualify to be placed on the consent agenda. A consent agenda shall include items of a routine and/or recurring nature grouped together under one action item. For each item listed as part of a consent agenda, the Board shall be furnished with background material. All such items shall be acted upon by one vote without separate discussion, unless a Board member re-quests that an item be withdrawn for individual consideration. The remaining items shall be adopted under a single motion and vote.

Meeting Place and Time

Regular Meetings

Special or Emergency Meetings

Agenda

Submission of Topics

Preparation

Consent Agenda

07/28/21 51

El Paso County Community College District 071502

BOARD MEETINGS BD(LOCAL)

DATE ISSUED: 3/31/2021 ADOPTED: 2 of 2LDU 2021.01 BD(LOCAL)-AJC

Members of the Board shall be given notice of regular and special meetings at least 72 hours prior to the scheduled time of the meet-ing and at least one hour prior to the time of an emergency meet-ing.

Notice of all meetings shall provide for the possibility of a closed meeting during an open meeting, as provided by law. The Board may conduct a closed meeting when the agenda subject is one that may properly be discussed in closed meeting. [See BDA]

The order of business for regular Board meetings shall be as set out in the agenda accompanying the notice of the meeting. At the meeting, the order in which posted agenda items are taken may be changed by consensus of Board members present.

The Board shall observe the parliamentary procedures as found in Robert’s Rules of Order, Newly Revised, except as otherwise pro-vided in Board procedural rules or by law. Procedural rules may be suspended at any Board meeting by majority vote of the members present.

Voting shall be by voice vote or show of hands, as directed by the Board President. Any member may abstain from voting, and a member’s vote or failure to vote shall be recorded upon that mem-ber’s request.

Board action shall be carefully recorded by the Board Secretary or clerk; when approved, these minutes shall serve as the legal rec-ord of official Board actions. The written minutes of all meetings shall be approved by vote of the Board and signed by the Board President and the Board Secretary.

The official minutes of the Board shall be retained on file in the of-fice of the College President and shall be available for examination during regular office hours.

Discussions shall be addressed to the Board President and then the entire membership. Discussion shall be directed solely to the business currently under deliberation, and the Board President shall halt discussion that does not apply to the business before the Board.

The Board President shall also halt discussion if the Board has agreed to a time limitation for discussion of an item, and that time limit has expired. Aside from these limitations, the Board President shall not interfere with debate so long as members wish to address themselves to an item under consideration.

Notice to Members

Closed Meeting

Order of Business

Rules of Order

Voting

Minutes

Discussions and Limitation

07/28/21 52

07/28/21


Policies to be Considered: Annual Operating Budget Policy #: CC (Local)

Policy Section: C (Business and Support Services) __X____New Revision




Purpose: To transition EPCC Board Policies to the Texas Association of School Boards (TASB)

format and organizational system. EPCC’s Board of Trustees authorized Dr. Serrata to begin this work and execute four TASB agreements at its October 2019 Regular Meeting, including the Community College Policy On-Line Service Agreement and the Community College Localization Agreement.

Explanation: TASB (Legal) Policies compile federal and state laws, as well as court decisions, and

provide a statutory context for TASB (Local) Policies. TASB (Legal) Policies are posted in EPCC’s TASB Portal: https://pol.tasb.org/Home/Index/435

College-specific supplements to TASB (Legal) Policies are found in corresponding

TASB (Local) Policies, which require Board of Trustee approval. CC (Annual Operating Budget): outlines the requirements for annual budget planning,

preparation, and adoption. If approved, CC (Local) would replace current Board Policy 4.09.07, Budget Authorization.

Recommendation: Review and comment by the Board of Trustees.

53


ANNUAL OPERATING BUDGET CC(LOCAL)

DATE ISSUED: 3/9/2009 ADOPTED: 1 of 1UPDATE 24 CC(LOCAL)-AJC

Budget planning shall be an integral part of overall program plan-ning so that the budget effectively reflects the College District’s programs and activities and provides the resources to implement them. In the planning process, general educational goals, specific program goals, and alternatives for achieving program goals shall be considered. Budget planning and evaluation are continuous pro-cesses and should be a part of each month’s activities.

The budget shall conform to Coordinating Board requirements and meet the standards of the Southern Association of Colleges and Schools Commission on Colleges (SACSCOC).

The annual public meeting to discuss the proposed budget shall be conducted as follows:

1. The presiding officer shall request at the beginning of themeeting that all persons who desire to speak on the proposedbudget sign up on the sheet provided.

2. Prior to the beginning of the meeting, the Board may establishtime limits for speakers.

3. Speakers shall confine their remarks to the appropriation offunds as contained in the proposed budget.

4. No officer or employee of the College District shall be re-quired to respond to questions from speakers at the meeting.

The adopted budget provides authority to expend funds for the pur-poses indicated and in accordance with state law, Board policy, and the College District’s approved purchasing procedures. The expenditure of funds shall be under the direction of the [G head of district/college/ESC, initial upper case]College President or de-signee who shall ensure that funds are expended in accordance with the adopted budget.

The Board may amend the budget at any time during the fiscal year. Transfer of allocations between line items within depart-mental groupings, with prior approval of the College President, shall not be considered an amendment to the budget, as long as the total budget remains unchanged. . The College District shall develop procedures for budget amendments and budget transfers..

Budget Planning

Budget Preparation

Budget Meeting

Budget Adoption

Budget Amendments

07/28/21 54

07/28/21


Policies to be Considered: TASB Local Policies Policy #: see list below

Policy Section: D (Personnel) __X____New Revision




Purpose: To transition EPCC Board Policies to the Texas Association of School Boards (TASB) format and organizational system. EPCC’s Board of Trustees authorized Dr. Serrata to begin this work and execute four TASB agreements at its October 2019 Regular Meeting, including the Community College Policy On-Line Service Agreement and the Community College Localization Agreement.

Explanation: TASB (Legal) Policies compile federal and state laws, as well as court decisions, and provide a statutory context for TASB (Local) Policies. TASB (Legal) Policies are posted in EPCC’s TASB Portal: https://pol.tasb.org/Home/Index/435

College-specific supplement to TASB (Legal) Policies are found in corresponding

TASB (Local) Policies, which require Board of Trustee approval. The TASB Local Policies in Section D (Personnel) are listed below, along with a brief description and, when applicable, the current Board Policy/-ies that the TASB Local Policy would replace.

DBA (Employment Requirements and Restrictions – Credentials and Records): Requires that College

District employee’s social security numbers be kept confidential and prohibits the numbers from being used as employee identifiers. If approved, DBA (Local) would replace current Board Policy 3.19.01, Employee Records.

DBB (Employment Requirements and Restrictions – Medical Examinations and Communicable

Diseases): Permits EPCC’s President or designee to require an employee to undergo a medical examination if information indicates the employee has a physical or mental impairment that interferes with the employee’s ability to perform essential job functions, or that poses a direct threat to the health or safety of the employee or others, and provides direction to EPCC’s President or designee for responding to examination results.

DBD (Employment Requirements and Restrictions – Conflict of Interest): Requires College District

employees to disclose interests or obligations that create a potential conflict of interest with the proper discharge of assigned duties and responsibilities or with the best interest of the College District.

DBF (Employment Requirements and Restrictions – Nonschool Employment): Requires College

District employees to disclose in writing any outside employment that creates a potential conflict of interest with the proper discharge of assigned duties and responsibilities or with the best interest of the College District. If approved, DBF (Local) would replace current Board Policy 3.05.05, Outside Employment or Activities.

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07/28/21

DC (Employment Practices): Authorizes EPCC’s President to establish guidelines for advertising

employment opportunities, to make recommendations to the Board regarding employment of contractual personnel, and to employ and dismiss noncontractual employees on an at-will basis. If approved, DC (Local) would replace current Board Policies 3.03.01, Recruitment; 3.03.04, Appointment; and 3.05.02, Qualifications.

DDA (Personnel Positions – Qualifications and Duties): Authorizes EPCC’s President or designee to

define qualifications, duties, and responsibilities of all College District positions, and to ensure job descriptions are current and accessible.

DEA (Compensation and Benefits – Salaries and Wages): Authorizes EPCC’s President to recommend

to the Board an annual compensation plan for all College District employees, and to determine the classification of positions as “exempt” or “nonexempt” for purposes of overtime in compliance with the Fair Labor Standards Act (FLSA).

DEC (Compensation and Benefits – Leaves and Absences): Defines categories of employee leave, how

leave is earned and deducted, requirements for taking leave, and payment for accumulated leave upon an employee’s separation from the College District. If approved, DEC (Local) would replace current Board Policies 3.22.03, Professional Development Leaves; 3.32.12, Vacation; 3.32.13, Sick Leave; 3.32.14, Personal Leave; 3.32.15, Bereavement Leave; 3.32.18, Leaves of Absence Without Pay; 3.32.19, Absence from Usual and Regular Duties; and 3.32.22, Sick Leave Pool.

DEE (Compensation and Benefits – Expense Reimbursement): Outlines the requirements for an

employee to receive reimbursement for reasonable expenses incurred in carrying out College District business.

DF (Retirement Programs): Requires all College District employees to participate in a retirement

program. DGBA (Personnel-Management Relations – Employee Grievances): Outlines the process for an

employee to seek resolution to a concern or grievance, and protects employees who express concerns or grievances from retaliation.

DH (Employee Standards of Conduct): Identifies the ethical standards for College District employees.

If approved, DH (Local) would replace current Board Policies 3.05.01, Professionalism; and 3.05.15, Use of District Property and Employees.

DHB (Employee Standards of Conduct – Searches and Alcohol/Drug Testing): Allows the College

District to conduct searches for reasonable cause, and to remove an employee from duty and require drug testing with reasonable suspicion.

DHC (Employee Standards of Conduct – Child Abuse and Neglect Reporting): Outlines the

requirements and process of reporting child abuse or neglect, and prohibits any adverse employment actions against an employee who in good faith reports child abuse or neglect.

DI (Employee Welfare): Declares the College District will maintain a drug-free environment and will establish a drug-free awareness program.

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DIAB (Freedom from Discrimination, Harassment, and Retaliation – Other Protected Characteristics): Prohibits discrimination against a College District employee, and outlines the process for reporting and investigating allegations of discrimination.

DJ (Assignment, Workload, and Schedules): Stipulates that College District employees shall be subject

to assignment or reassignment by EPCC’s President at any time. If approved, DJ (Local) would replace current Board Policies 3.08.01, Workload; and 3.08.03, Reduced Faculty Workload.

DK (Professional Development): Requires College District employees to meet professional

development standards described by the Southern Association of Colleges and Schools Commission on Colleges (SACSCOC), state or federal law, and/or College District procedures. If approved, DK (Local) would replace current Board Policy 3.22.02, Professional Development.

DLA (Employee Performance – Evaluation): Requires the College District to regularly evaluate the

effectiveness of each employee. If approved, DLA (Local) would replace current Board Policies 3.22.01, Performance Evaluations; and 3.22.04, Employee Progressive Performance Review.

DLB (Employee Performance – Suspension): Allows for the suspension of a College District employee

during an investigation of alleged misconduct by the employee. DM (Termination of Employment): Allows for the dismissal oat any time of at-will College District

employees at any time for any reason not prohibited by law. DMAA (Term Contracts – Termination Mid-Contract): Allows for the termination of College District

employees mid-contract for good cause following a hearing held for that purpose. DMAB (Term Contracts – Nonrenewal): Allows for nonrenewal of a College District employee at the

end of the contract term provided the decision is not based on the employee’s exercise of rights or class protections guaranteed by law.

DMD (Termination of Employment – Resignation): Describes the requirements for submitting and

accepting a College District employee’s resignation. Recommendation: Review and comment by the Board of Trustees.

57

EMPLOYMENT REQUIREMENTS AND RESTRICTIONS DBACREDENTIALS AND RECORDS (LOCAL)

DATE ISSUED: 2/21/2017 ADOPTED: 1 of 1UPDATE 32 DBA(LOCAL)-AJC

The College District shall not use an employee’s social security number as an employee identifier, except for tax purposes [see DC]. In accordance with law, the College District shall keep an em-ployee’s social security number confidential.

Social Security Number

07/28/21 58

EMPLOYMENT REQUIREMENTS AND RESTRICTIONS DBBMEDICAL EXAMINATIONS AND COMMUNICABLE DISEASES (LOCAL)

DATE ISSUED: 4/2/2012 ADOPTED: 1 of 1UPDATE 27 DBB(LOCAL)-AJC

The [G head of district/college/ESC, initial upper case]College President or designee may require an employee to undergo a med-ical examination if information received from the employee, the em-ployee’s supervisor, or other sources indicates the employee has a physical or mental impairment that:

1. Interferes with the employee’s ability to perform essential job functions; or

2. Poses a direct threat to the health or safety of the employee or others. A communicable or other infectious disease may constitute a direct threat.

The College District may designate the physician to perform the examination. If the College District designates the physician, the College District shall pay the cost of the examination. The College District may place the employee on paid administrative leave while awaiting results of the examination and evaluating the results.

Based on the results of the examination, the [G head of district/col-lege/ESC, initial upper case]College President or designee shall determine whether the employee has an impairment. If so, the [G head of district/college/ESC, initial upper case]College President or designee shall determine whether the impairment interferes with the employee’s ability to perform essential job functions or poses a direct threat. If not, the employee shall be returned to his or her job position.

If the impairment does interfere with the employee’s ability to per-form essential job functions or poses a direct threat, the [G head of district/college/ESC, initial upper case]College President or de-signee shall determine whether the employee has a disability and, if so, whether the disability requires reasonable accommodation, including the use of available leave. The granting of additional un-paid leave may be a reasonable accommodation in some circum-stances. If the employee does not have a disability, the [G head of district/college/ESC, initial upper case]College President or de-signee shall evaluate the employee’s eligibility for leave. [See DEC(LOCAL)]

[See DAA for information on disabilities and reasonable accommo-dation]

Employees with communicable diseases shall follow recommenda-tions of public health officials regarding contact with students and other employees. Food service workers shall comply with health requirements established by city, county, and state health authori-ties. [See DBA]

Examinations During Employment

Other Requirements

07/28/21 59

EMPLOYMENT REQUIREMENTS AND RESTRICTIONS DBDCONFLICT OF INTEREST (LOCAL)

DATE ISSUED: 2/23/2016 1 of 2UPDATE 31 DBD(LOCAL)-AJC

Note: For conflicts of interest and gifts and gratuities related to federal grants and awards, see CAA and CAAB.

An employee shall disclose to his or her immediate supervisor a personal financial interest, a business interest, or any other obliga-tion or relationship that in any way creates a potential conflict of in-terest with the proper discharge of assigned duties and responsibil-ities or with the best interest of the College District.

The [G head of district/college/ESC, initial upper case]College President shall file an affidavit with the Board President disclosing a substantial interest, as defined by Local Government Code 171.002, in any business or real property that the [G head of dis-trict/college/ESC, initial upper case]College President or any of his or her relatives in the first degree may have.

Any other employee who is in a position to affect a financial deci-sion involving any business entity or real property in which the em-ployee has a substantial interest as defined by Local Government Code 171.002 shall file an affidavit with the [G head of district/col-lege/ESC, initial upper case]College President; however, the em-ployee shall not be required to file an affidavit for the substantial in-terest of a relative.

The [G head of district/college/ESC, initial upper case]College President shall be required to file an affidavit disclosing interest in property in accordance with Government Code 553.002.

[See BBFA]

An employee shall not accept or solicit any gift, favor, service, or other benefit that could reasonably be construed to influence the employee’s discharge of assigned duties and responsibilities. [See CAA, CAAB, and CDE]

An employee shall not recommend, endorse, or require students to purchase any product, material, or service in which the employee has a financial interest or that is sold by a company that employs or retains the employee during nonschool hours, unless the prod-uct, material, or service is recommended, endorsed, or required for a course the employee teaches and is reasonably related to the subject matter of the course and the course syllabus.

No employee shall require students to purchase a specific brand of supplies if other brands are equal and suitable for the intended in-structional purpose.

An employee shall not use his or her position with the College Dis-trict to attempt to sell products or services, unless the products or

Disclosure General Standard

Specific Disclosures

Substantial Interest

Interest in Property

Gifts

Endorsements

Sales

07/28/21 60

EMPLOYMENT REQUIREMENTS AND RESTRICTIONS DBDCONFLICT OF INTEREST (LOCAL)

DATE ISSUED: 2/23/2016 ADOPTED: 2 of 2UPDATE 31 DBD(LOCAL)-AJC

services are recommended, endorsed, or required for a course the employee teaches and are reasonably related to the subject matter of the course and the course syllabus.

07/28/21 61

EMPLOYMENT REQUIREMENTS AND RESTRICTIONS DBFOUTSIDE EMPLOYMENT (LOCAL)

DATE ISSUED: 11/8/2018 ADOPTED: 1 of 1UPDATE 35 DBF(LOCAL)-AJC

An employee shall disclose in writing to his or her immediate su-pervisor any outside employment that in any way creates a poten-tial conflict of interest with the proper discharge of assigned duties and responsibilities or with the best interest of the College District.

07/28/21 62

EMPLOYMENT PRACTICES DC (LOCAL)

DATE ISSUED: 2/19/2014 ADOPTED: 1 of 1UPDATE 29 DC(LOCAL)-AJC

The [G head of district/college/ESC, initial upper case]College President or designee shall establish guidelines for advertising employment opportunities and posting notices of vacancies. These guidelines shall advance the Board’s commitment to equal opportunity employment and to recruiting well-qualified candidates. Current College District employees may apply for any vacancy for which they have appropriate qualifications.

All applicants shall complete the application form supplied by the College District. Information on applications shall be confirmed before a contract is offered for a contractual position and before hiring or as soon as possible thereafter for a noncontractual position.

The [G head of district/college/ESC, initial upper case]College President has sole authority to make recommendations to the Board regarding the selection of contractual personnel.

The Board retains final authority for employment of contractual personnel. [See DCA]

The Board delegates to the [G head of district/college/ESC, initial upper case]College President final authority to employ and dismiss noncontractual employees on an at-will basis. [See DCC]

Posting Vacancies

Applications

Employment of Contractual Personnel

Employment of Noncontractual Personnel

07/28/21 63

PERSONNEL POSITIONS DDAQUALIFICATIONS AND DUTIES (LOCAL)

DATE ISSUED: 2/19/2014 ADOPTED: 1 of 1UPDATE 29 DDA(LOCAL)-AJC

The [G head of district/college/ESC, initial upper case]College President or designee shall define the qualifications, duties, and responsibilities of all positions and shall ensure that job descriptions are current and accessible to employees and supervisors.

07/28/21 64

COMPENSATION AND BENEFITS DEASALARIES AND WAGES (LOCAL)

DATE ISSUED: 2/23/2016 1 of 3UPDATE 31 DEA(LOCAL)-AJC

The [G head of district/college/ESC, initial upper case]College President shall recommend an annual compensation plan for all College District employees. The compensation plan may include wage and salary structures, stipends, benefits, and incentives. The recommended plan shall support College District goals for hiring and retaining highly qualified employees. The Board shall review and approve the compensation plan to be used by the College Dis-trict. The Board shall also determine the total compensation pack-age for the [G head of district/college/ESC, initial upper case]College President. [See BF series]

The [G head of district/college/ESC, initial upper case]College President shall implement the compensation plan and establish procedures for plan administration consistent with the budget. The [G head of district/college/ESC, initial upper case]College Presi-dent or designee shall classify each job title within the compensa-tion plan based on the qualifications, duties, and market value of the position.

The [G head of district/college/ESC, initial upper case]College President shall recommend a stipend pay schedule as part of the annual compensation plan of the College District.

The [G head of district/college/ESC, initial upper case]College President or designee may assign noncontractual supplemental duties to personnel exempt under the Fair Labor Standards Act (FLSA), as needed. [See DJ(LOCAL)] The employee shall be compensated for these assignments according to the compensa-tion plan of the College District.

The [G head of district/college/ESC, initial upper case]College President or designee shall determine pay adjustments for individ-ual employees, within the approved budget following established procedures.

A contract employee’s pay may be increased after performance on the contract has begun only if authorized by the compensation plan of the College District or there is a change in the employee’s job assignment or duties during the term of the contract that warrants additional compensation. Any such changes in pay that do not con-form with the compensation plan shall require Board approval. [See DEA(LEGAL) for provisions on pay increases and public hearing requirements]

The [G head of district/college/ESC, initial upper case]College President may grant a pay increase to a noncontract employee af-ter duties have begun because of a change in the employee’s job assignment or to address pay equity. The [G head of dis-

Pay Administration

Stipend

Supplemental Duties

Pay Increases

Mid-Year Pay Increases

Contract Employees

Noncontract Employees

07/28/21 65


DATE ISSUED: 2/23/2016 2 of 3UPDATE 31 DEA(LOCAL)-AJC

trict/college/ESC, initial upper case]College President shall report any such pay increases to the Board at the next regular meeting.

If the Board chooses to pay employees during an emergency clo-sure for which the workdays are not scheduled to be made up at a later date, then that authorization shall be by resolution or other Board action and shall reflect the purpose served by the expendi-ture.

The [G head of district/college/ESC, initial upper case]College President or designee shall determine the classification of positions or employees as “exempt” or “nonexempt” for purposes of payment of overtime in compliance with the FLSA.

The College District shall pay employees who are exempt from the overtime pay requirements of the FLSA on a salary basis. The sal-aries of these employees are intended to cover all hours worked, and the College District shall not make deductions that are prohib-ited under the FLSA.

An employee who believes deductions have been made from his or her salary in violation of this policy should bring the matter to the College District’s attention, through the College District’s complaint policy. [See DGBA] If improper deductions are confirmed, the Col-lege District shall reimburse the employee and take steps to en-sure future compliance with the FLSA.

Nonexempt employees may be compensated on an hourly basis or on a salary basis. Employees who are paid on an hourly basis shall be compensated for all hours worked. An employee who is paid on a salary basis shall be paid for up to and including a 40-hour workweek.

A nonexempt employee shall have the approval of his or her su-pervisor before working overtime. An employee who works over-time without prior approval is subject to discipline but shall be compensated in accordance with the FLSA.

For purposes of FLSA compliance, the workweek for College Dis-trict employees shall be [C workweek defined]Monday through Friday.

At the College District’s option, nonexempt employees may receive compensatory time off, rather than overtime pay, for overtime work. The employee shall be informed in advance if overtime hours will accrue compensatory time rather than pay.

Compensatory time earned by nonexempt employees may not ac-crue beyond a maximum of [C max comp time]one hundred and twenty (120) hours. If an employee has a balance of more than [C

Pay During Closing

Classification of Positions

Exempt

Nonexempt

Workweek Defined

Compensatory Time

Accrual

07/28/21 66


DATE ISSUED: 2/23/2016 ADOPTED: 3 of 3UPDATE 31 DEA(LOCAL)-AJC

max comp time]one hundred and twenty (120) hours of compensa-tory time, the College District shall require the employee to use the compensatory time, or at the College District’s option, the College District shall pay the employee for the compensatory time.

An employee shall use compensatory time within the duty year in which it is earned. If an employee has any unused compensatory time remaining at the end of a duty year, the College District shall pay the employee for the compensatory time.

Compensatory time may be used at either the employee’s or the College District’s option. An employee may use compensatory time in accordance with the College District’s leave policies and if such use does not unduly disrupt the operations of the College District. [See DEC(LOCAL)] The College District may require an employee to use compensatory time when in the best interest of the College District.

The College District shall not accept gifts, grants, donations, or other consideration designated for use as salary supplements.

Use

Gifts, Grants, and Donations for Salary Supplements

07/28/21 67

COMPENSATION AND BENEFITS DECLEAVES AND ABSENCES (LOCAL)

DATE ISSUED: 4/15/2021 1 of 7UPDATE 41 DEC(LOCAL)-TJC

Note: For College District contribution to employee insurance during leave, see CKD(LOCAL). For additional provi-sions addressing the Family and Medical Leave Act (FMLA), see DECA(LEGAL).

The [College President or Chancellor] or designee shall de-velop administrative regulations associated with employee leaves and absences and ensure the procedures are used to implement the provisions of this policy.

The term “immediate family” is defined as:

1. Spouse.

2. Son or daughter, including a biological, adopted, or foster child, a son- or daughter-in-law, a stepchild, a legal ward, or a child for whom the employee stands in loco parentis.

3. Parent, stepparent, parent-in-law, or other individual who stands in loco parentis to the employee.

4. Sibling, stepsibling, and sibling-in-law.

5. Grandparent and grandchild.

For purposes of the FMLA, the definitions of spouse, parent, son or daughter, and next of kin are found in DECA(LEGAL).

The term “family emergency” shall be limited to disasters and life-threatening situations involving the employee or a member of the employee’s immediate family.

A “leave day” for purposes of earning, use, or recording of leave shall mean the number of hours per day equivalent to the full-time employee’s usual assignment

An “academic year” for purposes of earning, use, or recording of leave shall mean the term of an employee’s annual employment as set by the College District for the full-time employee’s usual assign-ment.

A catastrophic illness or injury is a severe condition or combination of conditions affecting the mental or physical health of the em-ployee or a member of the employee’s immediate family that re-quires the services of a licensed practitioner for a prolonged period of time and that forces the employee to exhaust all leave time earned by that employee and to lose compensation from the Col-lege District.

Leave Administration

Definitions

Immediate Family

Family Emergency

Leave Day

Academic Year

Catastrophic Illness or Injury

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An employee shall not earn any form of paid leave when the em-ployee is in unpaid status. An employee using full or proportionate paid leave shall be considered to be in paid status.

The College District shall not approve paid leave for more leave days than have been accumulated in prior years plus leave cur-rently available. Any unapproved absences or absences beyond accumulated and available paid leave shall result in deductions from the employee’s pay.

If an employee separates from employment with the College Dis-trict before the employee’s last scheduled workday, or begins em-ployment after the first scheduled workday, paid leave shall be pro-rated based on the actual time employed.

If an employee uses more paid leave than he or she earned and remains employed with the College District through his or her last scheduled workday, the College District shall deduct the cost of the excess leave days from the employee’s pay in accordance with ad-ministrative regulations.

An employee shall submit medical certification of the need for leave if:

1. The employee is absent more than five consecutive workdaysbecause of personal illness or illness in the immediate family;

2. The College District requires medical certification due to aquestionable pattern of absences or when deemed necessaryby the supervisor or College President; or

3. The employee requests FMLA leave for the employee’s seri-ous health condition; for a serious health condition of the em-ployee’s spouse, parent, or child; or for military caregiverleave.

4. The employee requests a workplace accommodation due to acondition that renders the employee “disabled”

In each case, medical certification shall be made by a health-care provider as defined by the FMLA. [See DECA(LEGAL)]

Each full-time employee shall earn eight hours of paid sick leave per month in accordance with administrative regulations.

Sick leave shall accumulate to a maximum of 960 hours (120 days).

An employee who has exhausted all paid leave as well as applica-ble compensatory time and who suffers from a catastrophic illness

Deductions

Leave Without Pay

Leave Proration

Employed for Less Than Full Year

Earning Leave

Employed for Full Year

Medical Certification

Sick Leave

Sick Leave Pool

07/28/21 69



or injury or is absent due to the catastrophic illness or injury of a member of the employee’s immediate family may request the es-tablishment of a sick leave pool, to which College District employ-ees may donate sick leave for use by the eligible employee.

The pool shall cease to exist when the employee no longer needs leave for the purpose requested, uses the maximum number of days allowed under a pool (90 days or 720 hours lifetime), or ex-hausts all leave days donated to the sick leave pool.

The College President or designee shall develop regulations for the implementation of the sick leave pool that address the follow-ing:

1. Procedures to request the establishment of a sick leave pool;

2. The maximum number of days an employee may donate to a sick leave pool;

3. The maximum number of days per academic year an eligible employee may receive from a sick leave pool (90 days/720 hours lifetime); and

An employee may appeal a decision regarding the establishment or implementation of the College District’s sick leave pool in ac-cordance with DGBA(LOCAL), beginning with the College Presi-dent or appropriate administrator.

FMLA leave shall run concurrently with applicable paid leave or compensatory time, as applicable.

For purposes of an employee’s entitlement to FMLA leave, the 12-month period shall be measured backward from the date an em-ployee uses FMLA leave.

When both spouses are employed by the College District, the Col-lege District shall limit FMLA leave for the birth, adoption, or place-ment of a child, or to care for a parent with a serious health condi-tion, to a combined total of 12 weeks. The College District shall limit military caregiver leave to a combined total of 26 weeks.

The College District shall permit use of intermittent or reduced schedule FMLA leave for the care of a newborn child or for the adoption or placement of a child with the employee.

When an employee requests leave, the employee shall provide certification, in accordance with FMLA regulations, of the need for leave.

Appeal

Family and Medical Leave

Twelve-Month Period

Combined Leave for Spouses

Intermittent or Reduced Schedule Leave

Certification of Leave

Fitness-for-Duty Certification

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In accordance with administrative regulations, when an employee takes FMLA leave due to the employee’s own serious health condi-tion, the employee shall provide, before resuming work, a fitness-for-duty certification.

Each full-time employee shall earn two days (16 hours) of paid leave per fiscal year to conduct personal business in accordance with administrative regulations.

A newly-hired full-time employee who starts on or after March 1 shall earn one day of paid leave during their first fiscal year to con-duct personal business in accordance with administrative regula-tions.

Personal leave shall be noncumulative.

The employee shall submit a written request for use of personal leave to the employee’s immediate supervisor or designee in ad-vance in accordance with administrative regulations. In deciding whether to approve or deny personal leave, the supervisor or de-signee shall not seek or consider the reasons for which an em-ployee requests to use leave. The supervisor or designee shall, however, consider the effect of the employee’s absence on the ed-ucational program or College District operations.

Each full-time classified staff employee shall earn paid vacation days based on the following schedule:

1 through 60 months of service: 8 hours per month (12 days per year)



181 or more months of service: 13.3 hours per month (20 days per year)

Each full-time administrative or professional support staff employee shall earn 13.33 hours of paid vacation per month.

Vacation leave shall accumulate to a maximum of 320 hours (40 days). Employees may use vacation time once five or more days has been accrued.

Personal Leave

Request for Personal Leave

Vacation Leave

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The employee shall submit a written request for use of vacation leave to the employee’s immediate supervisor or designee in ad-vance in accordance with administrative regulations. In deciding whether to approve or deny vacation leave, the supervisor or de-signee shall consider the effect of the employee’s absence on the educational program or College District operations.

A full-time employee (tenured faculty, classified staff, professional staff, or administrative staff) may be granted professional develop-ment leave for study, research, writing, field observations, or other suitable purpose.

To qualify for development leave, a qualified employee must serve at least three consecutive academic years. Additional years of ser-vice may be required based on the type of development leave re-quested.

To be granted development leave for the subsequent academic year, a faculty member must apply to the College President by March 1 on a signed and dated form created by the administration. The application shall contain:

1. The requested effective date and duration of leave.

2. A description of the specific purpose for which the leave is re-quested.

3. An explanation as to how the leave is consistent with the mis-sion and purpose of the College District and the benefit of the leave to the College District.

4. An assurance that the faculty member intends to return to the College District following the completion of the development leave to serve for a period equal to the amount of time the faculty member received for development leave, if approved, and that, if the faculty member does not return, the employee shall repay the College District for any benefits paid to or on behalf of the employee during the leave period.

5. Any other information deemed appropriate by the College President.

A development leave committee shall be elected annually from the general faculty membership on a date determined by the College President to be no later than the application deadline. The commit-tee shall be composed of ten members and shall elect a chair dur-ing the first meeting. The chair shall be responsible for scheduling and presiding over each meeting of the committee.

Request for Vacation Leave

Development Leave

Eligibility

Application

Approval Procedure

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After reviewing the applications for development leave, the commit-tee chair shall forward the committee’s recommendation to the Col-lege President. After review of the committee’s recommendation, the College President shall make a recommendation as to which applications should be granted for consideration at a Board meet-ing to occur before the end of the spring semester. No more than six percent of the College District’s faculty members may be on de-velopment leave at any one time.

The College President shall inform the applicants of the final deter-mination by the Board.

Development leave shall be for one academic year at one-half of the faculty member’s regular salary or for one-half academic year at full regular salary.

If the faculty member qualifies for development leave as an admin-istrator, the Board may grant development leave at the faculty member’s full, regular salary for one year.

A faculty member granted development leave is prohibited from ac-cepting employment with another employer without permission of the Board.

The faculty member must agree to return to the College District fol-lowing the conclusion of the development leave to serve for a pe-riod equal to the amount of time the faculty member received for development leave and if not, to repay the College District for any benefits paid to or on behalf of the faculty member during the leave period.

Upon returning from development leave, the faculty member must report to the Board in writing regarding whether the purpose of the leave was fulfilled with a description regarding the manner in which it was fulfilled or if it was not fulfilled, the reasons why the leave was not fulfilled.

A full-time employee shall be granted up to three days of paid be-reavement leave upon the death of a member of the employee’s immediate family (see definition above). Bereavement leave shall be noncumulative.

Note: Workers’ compensation is not a form of leave. The work-ers’ compensation law does not require the continuation of the College District’s contribution to health insurance.

An absence due to a work-related injury or illness shall be desig-nated as FMLA leave.

Duration and Compensation

Exception

Outside Employment

Return to Work

Report

Bereavement Leave

Workers’ Compensation

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DATE ISSUED: 4/15/2021 ADOPTED: 7 of 7UPDATE 41 DEC(LOCAL)-TJC

The College District shall permit the option for paid leave offset in conjunction with workers’ compensation income benefits. An eligi-ble employee may elect in writing to use available partial-day incre-ments of paid leave to make up the difference between the em-ployee’s income benefits and the pre-injury wage. [See CKE]

Absences due to compliance with a valid subpoena or for jury duty shall be fully compensated by the College District and shall not be deducted from the employee’s pay or leave balance. Part-time staff employees are not eligible for paid leave.

The following leave provisions shall apply to sick leave and vaca-tion leave accumulated beginning on the original effective date of this program.

An employee who separates from employment with the College District shall be eligible for payment unused sick leave and vaca-tion leave under the following conditions:

1. The employee provides advance written notice of intent to separate from employment. Non-contract employees must provide written notice at least two weeks before the last day of employment. Full-time regular classified staff employees are expected to give at least two weeks’ notice; administrative and professional support staff employees and faculty are ex-pected to give at least four weeks’ notice.

2. For sick leave, the employee has at least five years of contin-uous full-time service with the College District. There is no service requirement for vacation leave

The employee shall receive payment for each day of accumulated sick leave and vacation leave at rates established by the Board. If the employee is reemployed with the College District, days for which the employee received payment shall not be available to that employee.

The rates established by the Board shall be in effect until the Board adopts new rates. Any changes to the rates shall apply beginning with the academic year following the adoption of the rate change.

Paid Leave Offset

Court Appearances

Payment for Accumulated Leave Upon Separation

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COMPENSATION AND BENEFITS DEEEXPENSE REIMBURSEMENT (LOCAL)

DATE ISSUED: 2/21/2017 ADOPTED: 1 of 1UPDATE 32 DEE(LOCAL)-BJC

An employee shall be reimbursed for reasonable, allowable ex-penses incurred in carrying out College District business only with the prior approval of the employee’s supervisor and in accordance with administrative regulations.

For any allowable expense incurred, the employee shall submit a statement, with receipts to the extent feasible, documenting actual expenses.

Expenses for meals associated with authorized overnight travel not related to a state or federal grant shall be paid to employees on a per diem basis. No receipts shall be required for expenses paid on a per diem basis.

Prior Approval Required

Documentation Required

Exception

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RETIREMENT PROGRAMS DF (LOCAL)

DATE ISSUED: 2/19/2014 ADOPTED: 1 of 1UPDATE 29 DF(LOCAL)-AJC

All College District employees shall be required to participate in a retirement program. Part-time employees who are not members of the Teacher Retirement System (TRS) or an optional retirement program shall be required to participate in a retirement program se-lected by the College District.

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PERSONNEL-MANAGEMENT RELATIONS DGBAEMPLOYEE GRIEVANCES (LOCAL)

DATE ISSUED: 4/9/2019 1 of 7UPDATE 36 DGBA(LOCAL)-AJC

The Board encourages employees to discuss their concerns with their supervisor or other appropriate administrator who has the au-thority to address the concerns.

Concerns should be expressed as soon as possible to allow early resolution at the lowest possible administrative level.

Informal resolution shall be encouraged but shall not extend any deadlines in this policy, except by mutual written consent.

An employee may initiate the formal process described below by timely filing a written complaint form.

Even after initiating the formal complaint process, employees are encouraged to seek informal resolution of their concerns. An em-ployee whose concerns are resolved may withdraw a formal com-plaint at any time.

The process described in this policy shall not be construed to cre-ate new or additional rights beyond those granted by law or Board policy, nor to require a full evidentiary hearing or “mini-trial” at any level.

Complaints alleging a violation of law by a supervisor may be made to the [G head of district/college/ESC, initial upper case]employee relations advisor or designee. Complaint forms al-leging a violation of law by the [G head of district/college/ESC, initial upper case]College President may be submitted directly to the Board or designee.

The College District shall inform employees of this policy through appropriate College District publications.

Neither the Board nor any College District employee shall unlaw-fully retaliate against an employee for bringing a concern or com-plaint.

Whistleblower complaints shall be filed within the time specified by law. Such complaints shall first be filed in accordance with Level Three, below. Time lines for the employee and the College District set out in this policy may be shortened to allow the Board to make a final decision within 60 days of the initiation of the complaint. [See DG]

In this policy, the terms “complaint” and “grievance” shall have the same meaning.

Employee complaints shall be filed in accordance with this policy, except as required by the policies listed below. Some of these poli-cies require appeals to be submitted in accordance with DGBA af-ter the relevant complaint process:

Guiding Principles

Informal Process

Formal Process

Complaints Against Supervisors

Notice to Employees

Freedom from Retaliation

Whistleblower Complaints

Complaints

Other Complaint Processes

07/28/21 77



1. Complaints alleging discrimination, including violations of Title IX (gender), Title VII (sex, race, color, religion, national origin), ADEA (age), or Section 504 (disability). [See DIAA and DIAB]

2. Complaints alleging certain forms of harassment, including harassment by a supervisor and violations of Title VII. [See DIAA and DIAB]

3. Complaints concerning retaliation relating to discrimination and harassment. [See DIAA and DIAB]

4. Complaints concerning a commissioned peace officer who is an employee of the College District. [See CHA]

5. Complaints concerning an employment preference for former foster children. [See DC]

6. Complaints arising from the dismissal of term contract faculty members. [See DMAA]

7. Complaints concerning the nonrenewal of term contract em-ployees and those arising from the nonrenewal of term con-tract faculty members. [See DMAB]

8. Complaints concerning the withdrawal of consent to remain on campus. [See GDA]

Complaint forms and appeal notices may be filed by hand-delivery, by electronic communication, including email and fax, or by U.S. Mail. Hand-delivered filings shall be timely filed if received by the appropriate administrator or designee by the close of business on the deadline. Filings submitted by electronic communication shall be timely filed if they are received by the close of business on the deadline, as indicated by the date/time shown on the electronic communication. Mail filings shall be timely filed if they are post-marked by U.S. Mail on or before the deadline and received by the appropriate administrator or designated representative no more than three days after the deadline.

The College District shall make reasonable attempts to schedule conferences at a mutually agreeable time. If the employee fails to appear at a scheduled conference, the College District may hold the conference and issue a decision in the employee’s absence.

At Levels One, Two, and Three, “response” shall mean a written communication to the employee from the appropriate administrator. Responses may be hand-delivered, sent by electronic communica-tion to the employee’s email address of record, or sent by U.S. Mail to the employee’s mailing address of record. Mailed responses

General Provisions

Filing

Scheduling Conferences

Response

07/28/21 78



shall be timely if they are postmarked by U.S. Mail on or before the deadline.

“Days” shall mean College District business days, unless otherwise noted. In calculating time lines under this policy, the day a docu-ment is filed is “day zero.” The following business day is “day one.”

“Representative” means any person who or an organization that does not claim the right to strike and is designated by the em-ployee to represent him or her in the complaint process.

The employee may designate a representative through written no-tice to the College District at any level of this process. If the em-ployee designates a representative with fewer than three days’ no-tice to the College District before a scheduled conference or hearing, the College District may reschedule the conference or hearing to a later date, if desired, in order to include the College District’s counsel. The College District may be represented by counsel at any level of the process.

Complaints arising out of an event or a series of related events shall be addressed in one complaint. Employees shall not file sep-arate or serial complaints arising from any event or series of events that have been or could have been addressed in a previous com-plaint.

When two or more complaints are sufficiently similar in nature and remedy sought to permit their resolution through one proceeding, the College District may consolidate the complaints.

All time limits shall be strictly followed unless modified by mutual written consent.

If a complaint form or appeal notice is not timely filed, the com-plaint may be dismissed, on written notice to the employee, at any point during the complaint process. The employee may appeal the dismissal by seeking review in writing within ten days from the date of the written dismissal notice, starting at the level at which the complaint was dismissed. Such appeal shall be limited to the issue of timeliness.

Each party shall pay its own costs incurred in the course of the complaint.

Complaints and appeals under this policy shall be submitted in writing on a form provided by the College District.

Copies of any documents that support the complaint should be at-tached to the complaint form. If the employee does not have copies

Days

Representative

Consolidating Complaints

Untimely Filings

Costs Incurred

Complaint and Appeal Forms

07/28/21 79



of these documents, they may be presented at the Level One con-ference. After the Level One conference, no new documents may be submitted by the employee unless the employee did not know the documents existed before the Level One conference.

A complaint or appeal form that is incomplete in any material as-pect may be dismissed but may be refiled with all the required in-formation if the refiling is within the designated time for filing.

Complaint forms must be filed:

1. Within 15 days of the date the employee first knew, or with reasonable diligence should have known, of the decision or action giving rise to the complaint or grievance; and

2. With the lowest level administrator who has the authority to remedy the alleged problem.

In most circumstances, employees shall file Level One com-plaints with their immediate supervisor. If the only administra-tor who has authority to remedy the alleged problem is the Level Two or Level Three administrator, the complaint may begin at Level Two or Level Three, respectively, following the procedure, including deadlines, for filing the complaint form at Level One.

If the complaint is not filed with the appropriate administrator, the receiving administrator must note the date and time the complaint form was received and immediately forward the complaint form to the appropriate administrator.

The appropriate administrator shall investigate as necessary and schedule a conference with the employee within ten days after re-ceipt of the written complaint. The administrator may set reasona-ble time limits for the conference.

Absent extenuating circumstances, the administrator shall provide the employee a written response within ten days following the con-ference. The written response shall set forth the basis of the deci-sion. In reaching a decision, the administrator may consider infor-mation provided at the Level One conference and any other relevant documents or information the administrator believes will help resolve the complaint.

If the employee did not receive the relief requested at Level One or if the time for a response has expired, the employee may request a conference with the [C Level Two Administrator]employee’s vice president or designee to appeal the Level One decision.

Level One

Level Two

07/28/21 80



The appeal notice must be filed in writing, on a form provided by the College District, within ten days of the date of the written Level One response or, if no response was received, within ten days of the Level One response deadline.

After receiving notice of the appeal, the Level One administrator shall prepare and forward a record of the Level One complaint to the Level Two administrator. The employee may request a copy of the Level One record.

The Level One record shall include:

1. The original complaint form and any attachments.

2. All other documents submitted by the employee at Level One.

3. The written response issued at Level One and any attach-ments.

4. All other documents relied upon by the Level One administra-tor in reaching the Level One decision.

The Level Two administrator shall schedule a conference within ten days after the appeal notice is filed. The conference shall be limited to the issues and documents presented by the employee at Level One and identified in the Level Two appeal notice. At the confer-ence, the employee may provide information concerning any docu-ments or information relied upon by the administration for the Level One decision. The Level Two administrator may set reasonable time limits for the conference.

The Level Two administrator shall provide the employee a written response within ten days following the conference. The written re-sponse shall set forth the basis of the decision. In reaching a deci-sion, the Level Two administrator may consider the Level One rec-ord, information provided at the Level Two conference, and any other relevant documents or information the Level Two administra-tor believes will help resolve the complaint.

Recordings of the Level One and Level Two conferences, if any, shall be maintained with the Level One and Level Two records.

If the employee did not receive the relief requested at Level Two or if the time for a response has expired, the employee may request a conference with the [G head of district/college/ESC, initial upper case]College President or designee to appeal the Level Two deci-sion.

The appeal notice must be filed in writing, on a form provided by the College District, within ten days after receipt of a response or, if

Level Three

07/28/21 81



no response was received, within ten days of the response dead-line at Level Two.

After receiving notice of the appeal, the Level Two administrator shall prepare and forward a record of the Level Two complaint to the Level Three administrator. The employee may request a copy of the Level Two record.

The Level Two record shall include:

1. The Level One record.

2. The written response issued at Level Two and any attach-ments.

3. All other documents relied upon by the Level Two administra-tor in reaching the Level Two decision.

The Level Three administrator shall schedule a conference within ten days after the appeal notice is filed. The conference shall be limited to the issues and documents considered at Level Two. At the conference, the employee may provide information concerning any documents or information relied upon by the administration for the Level Two decision. The Level Three administrator or designee may set reasonable time limits for the conference.

The Level Three administrator shall provide the employee a written response within ten days following the conference. The written re-sponse shall set forth the basis of the decision. In reaching a deci-sion, the Level Three administrator may consider the Level One and Level Two records, information provided at the Level Three conference, and any other relevant documents or information the Level Three administrator believes will help resolve the complaint.

Recordings of the Level One, Level Two, and Level Three confer-ences, if any, shall be maintained with the Level One, Level Two, and Level Three records.

If the employee did not receive the relief requested at Level Three or if the time for a response has expired, the employee may appeal the decision to the Board.

The appeal notice must be filed in writing, on a form provided by the College District, within ten days after receipt of a response or, if no response was received, within ten days of the Level Three re-sponse deadline.

The [G head of district/college/ESC, initial upper case]College President or designee shall inform the employee of the date, time, and place of the Board meeting at which the complaint will be on the agenda for presentation to the Board.

Level Four

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DATE ISSUED: 4/9/2019 ADOPTED: 7 of 7UPDATE 36 DGBA(LOCAL)-AJC

The [G head of district/college/ESC, initial upper case]College President or designee shall provide the Board with a record of the Level Three complaint. The employee may request a copy of the Level Three record.

The Level Three record shall include:

1. The Level One record.

2. The Level Two record.

3. The written response issued at Level Three and any attach-ments.

4. All other documents relied upon by the Level Three adminis-trator in reaching the Level Three decision.

The appeal shall be limited to the issues and documents consid-ered at Level Three, except that if at the Level Four hearing the ad-ministration intends to rely on evidence not included in the Level Three record, the administration shall provide the employee notice of the nature of the evidence at least three days before the hear-ing.

The College District shall determine whether the complaint will be presented in open or closed meeting in accordance with the Texas Open Meetings Act and other applicable law. [See BD]

The presiding officer may set reasonable time limits and guidelines for the presentation including an opportunity for the employee and administration to each make a presentation and provide rebuttal and an opportunity for questioning by the Board. The Board shall hear the complaint and may request that the administration provide an explanation for the decisions at the preceding levels.

In addition to any other record of the Board meeting required by law, the Board shall prepare a separate record of the Level Four presentation. The Level Four presentation, including the presenta-tion by the employee or the employee’s representative, any presentation from the administration, and questions from the Board with responses, shall be recorded by audio recording, video/audio recording, or court reporter.

The Board shall then consider the complaint. It may give notice of its decision orally or in writing at any time up to and including the next regularly scheduled Board meeting. If the Board does not make a decision regarding the complaint by the end of the next regularly scheduled meeting, the lack of a response by the Board upholds the administrative decision at Level Three.

07/28/21 83

EMPLOYEE STANDARDS OF CONDUCT DH (LOCAL)

DATE ISSUED: 11/11/2019 1 of 3UPDATE 37 DH(LOCAL)-BJC

All College District employees shall perform their duties in accord-ance with state and federal law, College District policy, and ethical standards.

All College District personnel shall recognize and respect the rights of students, other employees, and members of the community and shall work cooperatively with others to serve the best interests of the College District.

Employees wishing to express concern, complaints, or criticism shall do so through appropriate channels. [See DGBA]

The College District holds all employees to the ethical standards expressed in the Texas Community College Teachers Association Code of Professional Ethics (PDF).1

Employees shall comply with the standards of conduct set out in this policy and with any other policies, regulations, and guidelines that impose duties, requirements, or standards attendant to their status as College District employees. Violation of any policies, reg-ulations, or guidelines may result in disciplinary action, including termination of employment. [See DCC, DIAA, and DM series]

Electronic media includes all forms of social media, such as text messaging, instant messaging, electronic mail (email), web logs (blogs), electronic forums (chat rooms), video-sharing websites, editorial comments posted on the internet, and social network sites. Electronic media also includes all forms of telecommunica-tion, such as landlines, cell phones, and web-based applications.

An employee shall comply with the College District’s requirements for records retention and destruction to the extent those require-ments apply to electronic media. [See CIA and GCB]

Employees shall be held to the same professional standards in their public use of electronic media as they are for any other public conduct. If an employee’s use of electronic media violates state or federal law or College District policy, or interferes with the em-ployee’s ability to effectively perform his or her job duties, the em-ployee is subject to disciplinary action, up to and including termina-tion of employment.

All employees shall adhere to College District safety rules and reg-ulations and shall report unsafe conditions or practices to the ap-propriate supervisor.

An employee shall not use tobacco products or e-cigarettes on College District property, in College District vehicles, or at College District-related activities, unless authorized by the [G head of

Ethical Standards

Violations

Electronic Media

Record Retention

Personal Use

Safety Requirements

Tobacco and E-cigarettes

07/28/21 84


DATE ISSUED: 11/11/2019 2 of 3UPDATE 37 DH(LOCAL)-BJC

district/college/ESC, initial upper case]College President or de-signee. [See FLBD]

An employee shall not give or sell tobacco products or e-cigarettes to a person in violation of law.

A copy of this policy, the purpose of which is to eliminate drug abuse from the workplace, shall be provided to each employee at the beginning of each year or upon employment.

Employees shall not manufacture, distribute, dispense, possess, use, or be under the influence of any of the following substances during working hours while on College District property or at Col-lege District-related activities during or outside of usual working hours:

1. Any controlled substance or dangerous drug as defined by law, including but not limited to marijuana, any narcotic drug, hallucinogen, stimulant, depressant, amphetamine, or barbitu-rate.

2. Alcohol or any alcoholic beverage.

3. Any abusable glue, aerosol paint, or any other chemical sub-stance for inhalation.

4. Any other intoxicant, or mood-changing, mind-altering, or be-havior-altering drugs.

An employee need not be legally intoxicated to be considered “un-der the influence” of a controlled substance.

It shall not be considered a violation of this policy if the employee:

1. Manufactures, possesses, or dispenses a substance listed above as part of the employee’s job responsibilities;

2. Uses or possesses a controlled substance or drug authorized by a licensed physician prescribed for the employee’s per-sonal use;

3. Possesses a controlled substance or drug that a licensed physician has prescribed for the employee’s child or other in-dividual for whom the employee is a legal guardian;

4. Cultivates, possesses, transports, or sells hemp as authorized by law; or

5. Possesses, sells, or distributes Dextromethorphan.

Alcohol and Drugs

Exceptions

07/28/21 85


DATE ISSUED: 11/11/2019 ADOPTED: 3 of 3UPDATE 37 DH(LOCAL)-BJC

The [G head of district/college/ESC, initial upper case]College President is authorized by the Board to permit the serving and con-sumption of alcohol at appropriate College District functions.

Each employee shall be given a copy of the College District’s no-tice regarding a drug-free workplace. [See DI(EXHIBIT)]

An employee shall notify his or her immediate supervisor within three calendar days of any arrest, indictment, conviction, no con-test or guilty plea, or other adjudication of the employee for any fel-ony or offense involving moral turpitude.

Moral turpitude includes but is not limited to:

1. Dishonesty, fraud, deceit, theft, or misrepresentation;

2. Deliberate violence;

3. Base, vile, or depraved acts that are intended to arouse or gratify the sexual desire of the actor;

4. Felony possession, transfer, sale, distribution, or conspiracy to possess, transfer, sell, or distribute any controlled sub-stance defined in Chapter 481 of the Health and Safety Code;

5. Acts constituting public intoxication, operating a motor vehicle while under the influence of alcohol, or disorderly conduct, if any two or more acts are committed within any 12-month pe-riod; or

6. Acts constituting abuse under the Texas Family Code.

1 Texas Community College Teachers Association Code of Professional Ethics (PDF): http://www.tccta.org/wp-content/uploads/2016/01/TCCTA-Ethics.pdf

Notice

Arrests, Indictments, Convictions, and Other Adjudications

Moral Turpitude

07/28/21 86

EMPLOYEE STANDARDS OF CONDUCT DHBSEARCHES AND ALCOHOL/DRUG TESTING (LOCAL)

DATE ISSUED: 11/8/2018 ADOPTED: 1 of 1UPDATE 35 DHB(LOCAL)-AJC

The College District reserves the right to conduct searches when the College District has reasonable cause to believe that a search will uncover evidence of work-related misconduct. The College Dis-trict may search the employee, the employee’s personal items, work areas, lockers, and private vehicles parked on College District premises or worksites or used in College District business. Searches that reveal a violation of the College District’s standards of conduct may result in disciplinary action. [See DH]

The College District may remove an employee from duty and re-quire testing if there is reasonable suspicion that the employee is under the influence of alcohol or drugs used in violation of College District policy. The determination of reasonable suspicion may be based on specific observations of the appearance, behavior, speech, or body odors of the employee whose motor ability, emo-tional equilibrium, or mental acuity seems to be impaired while on duty or other relevant information. Any employee who is asked to submit to drug or alcohol screening shall be given the opportunity to provide relevant information about prescription or nonprescrip-tion medications that may affect the screening.

A College District employee who refuses to comply with a directive to submit to testing based upon reasonable suspicion shall be sub-ject to disciplinary action, up to and including termination.

A College District employee confirmed to have violated the College District’s policy pertaining to alcohol or drugs may be subject to disciplinary action. [See DM series and DH]

Reasonable Suspicion Searches

Reasonable Suspicion Alcohol and Drug Testing

07/28/21 87

EMPLOYEE STANDARDS OF CONDUCT DHCCHILD ABUSE AND NEGLECT REPORTING (LOCAL)

DATE ISSUED: 11/4/2020 1 of 3UPDATE 40 DHC(LOCAL)-AJC

Any person who has cause to believe that a child’s physical or mental health or welfare has been adversely affected by abuse or neglect has a responsibility under state law to immediately report the suspected abuse or neglect to an appropriate authority.

As defined in state law, child abuse and neglect include both sex and labor trafficking of a child.

A professional who has cause to believe that a child has been or may be abused or neglected or may have been a victim of inde-cency with a child has an additional legal obligation to submit a written or oral report within 48 hours of learning of the facts giving rise to the suspicion of abuse or neglect. A “professional” is anyone licensed or certified by the state who has direct contact with chil-dren in the normal course of duties for which the individual is li-censed or certified.

A person is required to make a report if the person has cause to believe that an adult was a victim of abuse or neglect as a child and the person determines in good faith that disclosure of the infor-mation is necessary to protect the health and safety of another child or an elderly or disabled person.

Reports may be made to any of the following:

1. A state or local law enforcement agency;

2. The Child Protective Services (CPS) division of the Texas De-partment of Family and Protective Services (DFPS) at (800) 252-5400 or the Texas Abuse Hotline Website1;

3. A local CPS office; or

4. If applicable, the state agency operating, licensing, certifying, or registering the facility in which the suspected abuse or ne-glect occurred.

However, if the suspected abuse or neglect involves a person re-sponsible for the care, custody, or welfare of the child, the report must be made to DFPS, unless the report is to the state agency that operates, licenses, certifies, or registers the facility where the suspected abuse or neglect took place; or the report is to the Texas Juvenile Justice Department as a report of suspected abuse or ne-glect in a juvenile justice program or facility.

An individual does not fulfill the person’s responsibilities under the law by only reporting suspicion of abuse or neglect to the [G head of district/college/ESC, initial upper case]College President or an-other College District staff member. The College District shall not

Reporting

Making a Report

07/28/21 88


DATE ISSUED: 11/4/2020 2 of 3UPDATE 40 DHC(LOCAL)-AJC

require an employee to first report the employee’s suspicion to a College District or campus administrator.

In accordance with state law, the identity of a person making a re-port of suspected child abuse or neglect shall be kept confidential and disclosed only in accordance with the rules of the investigating agency.

A person who in good faith reports or assists in the investigation of a report of child abuse or neglect is immune from civil or criminal li-ability.

By failing to report suspicion of child abuse or neglect, an em-ployee:

1. May be placing a child at risk of continued abuse or neglect;

2. Violates the law and may be subject to legal penalties, includ-ing criminal sanctions for knowingly failing to make a required report; and

3. Violates Board policy and may be subject to disciplinary ac-tion, including possible termination of employment.

It is a criminal offense to coerce someone into suppressing or fail-ing to report child abuse or neglect.

In accordance with law, College District officials shall be prohibited from:

1. Denying an investigator’s request to interview a child on cam-pus in connection with an investigation of child abuse or ne-glect;

2. Requiring a parent or College District employee be present during the interview; or

3. Coercing someone into suppressing or failing to report child abuse or neglect.

College District personnel shall cooperate fully and without paren-tal consent with an investigation of reported child abuse or neglect.

The College District prohibits any adverse employment action, in-cluding termination or discrimination, against any employee who in good faith reports child abuse or neglect or participates in a related investigation.

The College District shall provide training to employees as required by law. Training shall address reporting requirements and tech-niques to prevent and recognize sexual abuse, trafficking, and all other maltreatment of children.

Confidentiality

Immunity

Failure to Report

Responsibilities Regarding Investigations

Adverse Employment Action Prohibited

Training

07/28/21 89


DATE ISSUED: 11/4/2020 ADOPTED: 3 of 3UPDATE 40 DHC(LOCAL)-AJC

1 Texas Abuse Hotline Website: https://www.txabusehotline.org

07/28/21 90

EMPLOYEE WELFARE DI (LOCAL)

DATE ISSUED: 2/19/2014 ADOPTED: 1 of 1UPDATE 29 DI(LOCAL)-AJC

The College District shall maintain a drug-free environment and shall establish, as needed, a drug-free awareness program com-plying with federal requirements. [See DH] The program shall pro-vide applicable information to employees in the following areas:

1. The dangers of drug use and abuse in the workplace.

2. The College District’s policy of maintaining a drug-free envi-ronment. [See DH(LOCAL)]

3. Drug counseling, rehabilitation, and employee assistance pro-grams that are available in the community, if any.

4. The penalties that may be imposed on employees for violation of drug use and abuse prohibitions.

All fees or charges associated with drug/alcohol abuse counseling or rehabilitation shall be the responsibility of the employee.

Drug-Free Awareness Program

Employee Responsibility

07/28/21 91

FREEDOM FROM DISCRIMINATION, HARASSMENT, AND RETALIATION DIABOTHER PROTECTED CHARACTERISTICS (LOCAL)

DATE ISSUED: 11/8/2018 1 of 5UPDATE 35 DIAB(LOCAL)-AJC

Note: This policy addresses complaints of discrimination, har-assment, and retaliation based on race, color, national origin, religion, age, or disability targeting employees. For legally referenced material relating to this subject matter, see DAA(LEGAL). For discrimination, harass-ment, and retaliation of students based on race, color, national origin, religion, age, or disability, see FFDB.

The College District prohibits discrimination, including harassment, against any employee on the basis of race, color, national origin, religion, gender, age, disability, veteran status, sexual orientation, gender identity or any other basis prohibited by law. Retaliation against anyone involved in the complaint process is a violation of College District policy.

Discrimination against an employee is defined as conduct directed at an employee on the basis of race, color, national origin, religion, age, disability, or any other basis prohibited by law, that adversely affects the employee’s employment.

Prohibited harassment of an employee is defined as physical, ver-bal, or nonverbal conduct based on an employee’s race, color, reli-gion, national origin, gender, age, disability, veteran status, sexual orientation, gender identity, or any other basis prohibited by law, when the conduct is so severe, persistent, or pervasive that the conduct:

1. Has the purpose or effect of unreasonably interfering with the employee’s work performance;

2. Creates an intimidating, threatening, hostile, or offensive work environment; or

3. Otherwise adversely affects the employee’s performance, en-vironment, or employment opportunities.

Examples of prohibited harassment may include offensive or de-rogatory language directed at another person’s religious beliefs or practices, accent, skin color, or need for workplace accommoda-tion; threatening or intimidating conduct; offensive jokes, name-calling, slurs, or rumors; physical aggression or assault; display of graffiti or printed material promoting racial, ethnic, or other stereo-types; or other types of aggressive conduct such as theft or dam-age to property.

Statement of Nondiscrimination

Discrimination

Harassment

Examples

Retaliation

07/28/21 92



The College District prohibits retaliation against an employee who makes a claim alleging to have experienced discrimination or har-assment, or another employee who, in good faith, makes a report, serves as a witness, or otherwise participates in an investigation.

An employee who intentionally makes a false claim, offers false statements, or refuses to cooperate with a College District investi-gation regarding harassment or discrimination is subject to appro-priate discipline.

Examples of retaliation may include termination, refusal to hire, de-motion, and denial of promotion. Retaliation may also include threats, unjustified negative evaluations, unjustified negative refer-ences, or increased surveillance.

In this policy, the term “prohibited conduct” includes discrimination, harassment, and retaliation as defined by this policy, even if the be-havior does not rise to the level of unlawful conduct.

An employee who believes that he or she has experienced prohib-ited conduct or believes that another employee has experienced prohibited conduct should immediately report the alleged acts. The employee may report the alleged acts to his or her immediate su-pervisor.

Alternatively, the employee may report the alleged acts to one of the College District officials below.

For the purposes of this policy, College District officials are the ADA/Section 504 coordinator and the [G head of district/college/ESC, initial upper case]College President.

The College District designates the following person to coordinate its efforts to comply with Title II of the Americans with Disabilities Act of 1990, as amended, which incorporates and expands upon the requirements of Section 504 of the Rehabilitation Act of 1973, as amended:

Name: [C ADA/Sec 504 (employees) name]Ms. Maria E. (Malena) Field

Position: [C ADA/Sec 504 (employees) pos]employee relations advisor

Address: [C ADA/Sec 504 (employees) adr]PO Box 20500 El Paso Texas 79998-0500

Telephone: [C ADA/Sec 504 (employees) tel]915-831-6458

Examples

Prohibited Conduct

Reporting Procedures

Definition of College District Officials

ADA / Section 504 Coordinator

07/28/21 93



The [G head of district/college/ESC, initial upper case]College President or designee shall serve as coordinator for purposes of College District compliance with all other antidiscrimination laws.

An employee shall not be required to report prohibited conduct to the person alleged to have committed it. Reports concerning pro-hibited conduct, including reports against the ADA/Section 504 co-ordinator, may be directed to the [G head of district/college/ESC, initial upper case]College President or designee.

A report against the [G head of district/college/ESC, initial upper case]Collegeg President may be made directly to the Board. If a report is made directly to the Board, the Board shall appoint an ap-propriate person to conduct an investigation.

Reports of prohibited conduct shall be made as soon as possible after the alleged act or knowledge of the alleged act. A failure to promptly report may impair the College District’s ability to investi-gate and address the prohibited conduct.

Any College District supervisor who receives a report of prohibited conduct shall immediately notify the appropriate College District of-ficial listed above and take any other steps required by this policy.

The College District may request, but shall not insist upon, a writ-ten report. If a report is made orally, the College District official shall reduce the report to written form.

Upon receipt or notice of a report, the College District official shall determine whether the allegations, if proven, would constitute pro-hibited conduct as defined by this policy. If so, the College District official shall immediately authorize or undertake an investigation, regardless of whether a criminal or regulatory investigation regard-ing the same or similar allegations is pending.

If the College District official determines that the allegations, if proven, would not constitute prohibited conduct as defined by this policy but may constitute a violation of other College District rules or regulations, the College District official shall refer the complaint for consideration under the appropriate policy.

If appropriate, the College District shall promptly take interim action calculated to prevent prohibited conduct during the course of an in-vestigation.

The investigation may be conducted by the College District official or a designee or by a third party designated by the College District, such as an attorney. When appropriate, the supervisor shall be in-volved in or informed of the investigation.

Other Anti- discrimination Laws

Alternative Reporting Procedures

Timely Reporting

Notice of Report

Investigation of the Report

07/28/21 94



The investigation may consist of personal interviews with the per-son making the report, the person against whom the report is filed, and others with knowledge of the circumstances surrounding the allegations. The investigation may also include analysis of other in-formation or documents related to the allegations.

Absent extenuating circumstances, the investigation should be completed within ten College District business days from the date of the report; however, the investigator shall take additional time if necessary to complete a thorough investigation.

The investigator shall prepare a written report of the investigation. The report shall be filed with the College District official overseeing the investigation.

If the results of an investigation indicate that prohibited conduct oc-curred, the College District shall promptly respond by taking appro-priate disciplinary or corrective action reasonably calculated to ad-dress the conduct.

The College District may take action based on the results of an in-vestigation, even if the conduct did not rise to the level of prohib-ited or unlawful conduct.

To the greatest extent possible, the College District shall respect the privacy of the complainant, persons against whom a report is filed, and witnesses. Limited disclosures may be necessary in or-der to conduct a thorough investigation and comply with applicable law.

A party who is dissatisfied with the outcome of the investigation may appeal through the applicable grievance policy beginning at the appropriate level. [See DGBA(LOCAL) for employees, FLD(LO-CAL) for students, and GB(LOCAL) for community members]

The party may have a right to file a complaint with appropriate state or federal agencies.

Retention of records shall be in accordance with the College Dis-trict’s records retention procedures. [See CIA]

Information regarding this policy and any accompanying proce-dures, as well as relevant educational and resource materials con-cerning the topics discussed in this policy, shall be distributed an-nually to College District employees and students in compliance with law and in a manner calculated to provide easy access and wide distribution, such as through electronic distribution and inclu-sion in the employee and student handbooks and other major Col-lege District publications. Information regarding the policy, proce-dures, and related materials shall also be prominently published on

Concluding the Investigation

College District Action

Confidentiality

Appeal

Records Retention

Access to Policy, Procedures, and Related Materials

07/28/21 95


DATE ISSUED: 11/8/2018 ADOPTED: 5 of 5UPDATE 35 DIAB(LOCAL)-AJC

the College District’s website, taking into account applicable legal requirements. Copies of the policy and procedures shall be readily available at the College District’s administrative offices and shall be distributed to an employee who makes a report.

07/28/21 96

ASSIGNMENT, WORK LOAD, AND SCHEDULES DJ (LOCAL)

DATE ISSUED: 2/19/2014 ADOPTED: 1 of 1UPDATE 29 DJ(LOCAL)-AJC

All employees shall be subject to assignment and reassignment by the [G head of district/college/ESC, initial upper case]College President at any time.

07/28/21 97

PROFESSIONAL DEVELOPMENT DK (LOCAL)

DATE ISSUED: 2/19/2014 ADOPTED: 1 of 1UPDATE 29 DK(LOCAL)-AJC

Each employee shall meet the professional development standards described by the Southern Association of Colleges and Schools Commission on Colleges (SACSCOC) as well as any professional development required of the employee by state or federal law or administrative regulations.

Each employee shall seek approval prior to pursuing professional development in accordance with administrative regulations.

07/28/21 98

EMPLOYEE PERFORMANCE DLAEVALUATION (LOCAL)

DATE ISSUED: 2/19/2014 ADOPTED: 1 of 1UPDATE 29 DLA(LOCAL)-AJC

The College District shall regularly evaluate the effectiveness of each employee in accordance with the criteria and procedures de-veloped with employee input and described in administrative regu-lations.

07/28/21 99

EMPLOYEE PERFORMANCE DLBSUSPENSION (LOCAL)

DATE ISSUED: 4/15/2021 ADOPTED: 1 of 1UPDATE 41 DLB(LOCAL)-AJC

An at-will employee may be suspended by the [G head of district/college/ESC, initial upper case]College President or de-signee during an investigation of alleged misconduct by the em-ployee or at any time the College District determines that the Col-lege District’s best interest will be served by the suspension.

An at-will employee shall not be paid while serving a suspension unless required by law.

A term contract employee may be suspended with pay and placed on administrative leave by the [G head of district/college/ESC, initial upper case]College President during an investigation of al-leged misconduct by the employee or at any time the [G head of district/college/ESC, initial upper case]College President deter-mines that the College District’s best interest will be served by the suspension.

A term contract employee may be suspended without pay for good cause as determined by the Board following a hearing held for that purpose in accordance with the procedures applicable to the mid-contract termination of an employee [see DMAA(LEGAL)].

At-Will Employees

Term Contract Employees

Suspension with Pay

Suspension without Pay

07/28/21 100

TERMINATION OF EMPLOYMENT DM (LOCAL)

DATE ISSUED: 2/21/2017 ADOPTED: 1 of 1UPDATE 32 DM(LOCAL)-AJC

At-will employees may be dismissed at any time for any reason not prohibited by law or for no reason, as determined by the needs of the College District. At-will employees who are dismissed may re-quest review of that decision through DGBA(LOCAL) and shall re-ceive pay through the end of the last day worked.

At-Will Employees

07/28/21 101

TERM CONTRACTS DMAATERMINATION MID-CONTRACT (LOCAL)

DATE ISSUED: 4/15/2021 ADOPTED: 1 of 1UPDATE 41 DMAA(LOCAL)-AJC

An employee may be terminated mid-contract for good cause as determined by the Board following a hearing held for that purpose in accordance with law.

Appeals related to this policy may be submitted through DGBA(LO-CAL) beginning at the appropriate level.

Alternatively, a faculty member, as defined by Education Code 51.960, may first present a grievance under Section 51.960 to the [C position hearing dismissal]employee relations advisor on an is-sue related to the faculty member’s dismissal. It is recommended that the faculty member file a request to present the grievance within ten business days after final action on the dismissal pro-ceeding.

Once a request to present a grievance has been filed, the confer-ence shall be scheduled within seven business days.

The faculty member may appeal the decision of the [C position hearing dismissal]employee relations advisor in accordance with DGBA(LOCAL) beginning at the appropriate level.

Appeals

Faculty Members

07/28/21 102

TERM CONTRACTS DMABNONRENEWAL (LOCAL)

DATE ISSUED: 4/15/2021 ADOPTED: 1 of 1UPDATE 41 DMAB(LOCAL)-BJC

An employee may be nonrenewed by the [G head of district/college/ESC, initial upper case]College President at the end of the employee’s contract term. The employee may be nonre-newed for any reason or no reason provided that the decision shall not be based on the employee’s exercise of rights guaranteed by law or be based unlawfully on the employee’s race, color, religion, sex, national origin, disability, or age.

The employee may request an appearance before the Board providing that a request for such appearance is made in writing to the [G head of district/college/ESC, initial upper case]College President within ten days of the employee’s receipt of the letter of nonrenewal. The [G head of district/college/ESC, initial upper case]College President shall notify the employee of the date of the appearance and the procedures to be followed. Notice shall be given at least ten days prior to the scheduled appearance.

Appeals related to this policy may be submitted through DGBA(LO-CAL) beginning at the appropriate level.

Alternatively, a faculty member, as defined by Education Code 51.960, may first present a grievance under Section 51.960 to the [C position hearing nonrenewal]employee relations advisor on an issue related to the faculty member’s nonrenewal.

It is recommended that the faculty member file a request to present the grievance within ten business days after final action on the nonrenewal proceeding.

Once a request to present a grievance has been filed, the confer-ence shall be scheduled within seven business days.

The faculty member may appeal the decision of the [C position hearing nonrenewal]employee relations advisor in accordance with DGBA(LOCAL) beginning at the appropriate level.

Nonrenewal

Appeals

Faculty Members

07/28/21 103

TERMINATION OF EMPLOYMENT DMDRESIGNATION (LOCAL)

DATE ISSUED: 2/19/2014 ADOPTED: 1 of 1UPDATE 29 DMD(LOCAL)-AJC

All resignations shall be submitted in writing to the [G head of dis-trict/college/ESC, initial upper case]College President or designee. The employee shall give reasonable notice and shall include in the letter a statement of the reasons for resigning. A prepaid certified or registered letter of resignation shall be considered submitted upon mailing.

Any employee serving under a term contract may resign his or her position and leave the employment of the College District effective at the end of the contract term without penalty, provided the em-ployee submits a letter of resignation, in accordance with adminis-trative regulations and the provisions at GENERAL REQUIRE-MENTS, above.

The [G head of district/college/ESC, initial upper case]College President or designee shall be authorized to accept a term contract employee’s resignation effective at the end of the contract term.

An employee serving under a term contract wishing to resign prior to the end of the contract term must submit a letter of resignation in accordance with the provisions at GENERAL REQUIREMENTS. The consent of the Board or its designee is required for resigna-tions effective prior to the end of the contract term.

The [G head of district/college/ESC, initial upper case]College President or designee shall be authorized to accept the resignation of an at-will employee at any time.

At the next Board meeting, the [G head of district/college/ESC, ini-tial upper case]College President shall provide to the Board a list of the employees who have resigned since the last Board meeting.

Once submitted and accepted, the resignation of an employee serving under a term contract may not be withdrawn without the consent of the Board.

General Requirements

Contract Employees

End of Contract Term

Prior to End of the Contract Term

At-Will Employees

Board Report

Withdrawal of Resignation

07/28/21 104

Exhibit 3.1

Full-Time Institutionally-Funded Actions

07/28/21

Amaya, Carlos

Interim Vice President, Student and Enrollment

Services

Administrator

Student and Enrollment Services

Temporary Status

08/01/21 – 08/31/21

Grade G

Noncompetitive Appointment

(Replacement Action)

Cadena, Luz

Director, Distance Learning Support Services

Administrator

Distance Learning Support Services

08/02/21 – 08/31/21

Grade C

Competitive Appointment


Carreon, Samantha

Student Union Attendant

Classified Staff

Student Leadership & Campus Life

Temporary Status

06/01/21 – 08/31/21

Grade A

Extension of Appointment

Escamilla, Rebecca

Interim Dean, Arts, Communications & Social

Sciences

Administrator

Arts, Communications & Social Sciences

Temporary Status

08/01/21 – 08/31/21

Grade E



Kirby, Brian

Interim Dean, Arts, Communications, Career &

Technical Education and Social Sciences

Administrator

Arts, Communications, Career & Technical

Education & Social Sciences

Temporary Status

08/01/21 – 08/31/21

Grade E



Lopez, Carmelita

Payroll Specialist

Classified Staff

Payroll Department

08/02/21 – 08/31/21

Grade E



Ramos, Sergio

Director, Academic Computing & Media

Services

Administrator

Information Technology

08/02/21- 08/31/21

Grade D



Rodriguez, Elizabeth

Technical Support Specialist II

Professional Staff

Information Technology

06/28/21 – 08/31/21

Grade G

Temporary Increase in Responsibilities (10%)

105

Exhibit 3.1

Full-Time Institutionally-Funded Actions

07/28/21

The following Adult Vocational Instructors are extended for the period of 08/16/21 – 08/12/22.

NAME DISCIPLINE GRADE

Kapadia, Monica Language Institute Program C

Quigley, Charles Language Institute Program C

Robles, Ozcar Language Institute Program C

Sarah, Majd Language Institute Program F

106

Exhibit 3.2

Full-Time Externally-Funded Actions

(Exhibit 3.2.1) 07/28/21

Alcala, Socorro

Popular Education Lead Facilitator

Classified Staff

Community Education Program

D.O.E. H.E.P. 2021

Temporary Status

07/01/21 – 08/31/21

Grade E


Castillo, Maria

Administrative Office Assistant

Classified Staff


D.O.E. H.E.P. 2021

Temporary Status

07/01/21 – 08/31/21

Grade C


Dominguez, Leticia

Manager, College Assistance Migrant

Program

Professional Support


College Assistance Migrant Program

Temporary Status

07/01/21 – 08/31/21

Grade D


Simons, Hercilia Popular Education Lead Facilitator

Classified Staff


D.O.E. H.E.P. 2021

Temporary Status

07/01/21 – 08/31/21

Grade E


107

Exhibit 3.3

Information Items

(No Action Required)

07/28/21

Resignations:

Brown, Sara

Administrative Associate

Education and Career & Technical Education

06/25/21

Gonzales, Kenneth

Vice President, Student & Enrollment

Services

Student & Enrollment Services

07/30/21

Ramirez, Amy

Peace Officer I

Police Department

06/24/21

Retirements:

Chavez, Olga

Director, Diversity & Inclusion Program

Diversity & Inclusion Program

07/31/21

Conklin, Eileen

Campus Dean, Arts, Career & Technical

Education and Social Sciences

Arts, Career & Technical Education & Social

Sciences

07/31/21

Enriquez, Alfred

Instructor

Government

07/31/21

Eveler, Janet

Campus Dean, Arts, Communications &

Social Sciences

Arts, Communications & Social Sciences

07/31/21

Gonzalez, Maria

Instructor

Child Development

07/31/21

Kalantarian, Enayatallah

Instructor

Mathematics

07/31/21

Miller, Gloria

Counselor

Counseling Department

07/31/21

108

07/28/21

FINANCIAL SERVICES ABSTRACT

Item(s) to be Considered: Discussion and action on the approval of contracts with several purchasing cooperative-awarded vendors for the district-wide purchase of office products.

Amount (Not to Exceed):

$750,000 (Estimated annual

aggregate amount)

Requestor: Ruben Gallardo Area Responsible: Purchasing & Contract Management Resource Persons: Josette Shaughnessy, Ruben Gallardo Purpose: Approval of contracts with various vendors as district-wide suppliers of office products for the period of September 1, 2021 – August 31, 2022. Explanation: The District uses office supplies and products (i.e. pens, writing pads, toner, etc.) in the course of normal operations. Purchase orders are placed on-line and departments receive next day delivery to 170 district-wide locations. This program reduces the number of paper-generated purchase orders and minimizes the use of District resources for the ordering and delivery of these products. Office supplies are normally “desktop-delivered” to each office requesting them. In light of some employees continuing to work remotely due to COVID-19 in El Paso County, office supplies can be delivered to the College’s central receiving department located at the ASC-B Building, and then picked up by the employee. Alternatively, office supplies can be delivered directly to the employee’s remote work location as some employees continue to work remotely. Financial internal controls remain in place. This option for delivery to an employee’s remote work location will end as all employees return to working at their normally-assigned work location. Purchases conducted through these purchasing cooperatives are in compliance with Texas Education Code 44.031; and the provisions of Texas Government Code, Chapter 791 – Inter-local Cooperation Contacts. Each contract was competitively awarded.

Awarded vendors:

The District reserves the right to purchase office products from any competitively-awarded contract. Items are ordered on an as-needed basis only. There is no guarantee of any level of business to any vendor. Funding is provided by each individual College department’s budget.

Recommendation: Approval by the Board of Trustees.

Vendors: Various - see above.

Through OMNIA Partners #19-12R Office Depot Business Services Division 1313 George Dieter Dr., Ste. B El Paso, TX 79936

Through Sourcewell #012320 SCC Staples, Inc. 4170 Highlander Parkway Richfield, Ohio 44286

Through Region 19 #20-7373 Pencil Cup Office Products Inc. 1701Texas Ave. El Paso, Texas 79901

Through Region 19 #20-7373 El Paso Office Products 1550 Lionel El Paso, Texas 79936

109

07/28/21


Item(s) to be Considered: Discussion and action on the renewal of a one-year software maintenance support contract with Ellucian Higher Education for the Banner Enterprise Resource Planning (ERP) system.


$293,048

Requestor: Abraham Hubail Area Responsible: Information Technology

Resource Persons: Jenny Girón, Abraham Hubail Purpose: To approve the renewal of an Ellucian Higher Education Banner Enterprise Resource

Planning (ERP) software maintenance support contract. Explanation: The software renewal maintenance support contract is for the Ellucian Higher Education

Banner Enterprise Resource Planning (ERP) system. The software renewal maintenance support contract is for the Banner ERP system, which was purchased based on RFP#98-03 from SunGard Higher Education, Inc., now Ellucian, and approved by the Board of Trustees on February 15, 1999 for $2,825,316. Since then, the College has upgraded through many versions of Banner for increased functionality and efficiencies. The current version is a web-based Banner 9.

Banner is a suite of student and administrative software applications specifically designed for higher education institutions. The ERP integrates all departments and functions across the College and can serve different departmental needs. It is utilized district-wide by the following student support areas: Admissions & Registrar, Financial Aid services, Counseling, and Student Web Services. The administrative support areas are Finance, Budget, Accounting Services, Payroll, Accounts Payable, Accounts Receivable, Cashier Services, Purchasing & Contract Management, Human Resources, Document Management, and Banner employee web services. Banner is highly integrated and all of the modules use a common database. It allows for 24 x 7 system access via the web and real time information regarding student enrollment, grades, HR, finance, and budget.

The Ellucian Banner software renewal maintenance is administered by Texas A&M University Corpus Christi and is part of an inter-local agreement with the Texas Connection Consortium (TCC). The renewal provides technical support and software upgrades. The TCC association is comprised of approximately 40 state universities, colleges, and community college districts sharing the resources of a single solution center that maintains solutions from Ellucian.

A 10% contingency is included in this request if needed for any activities or purchases that might occur between September 1, 2021 through August 31, 2022. If approved, the total amount of the contract will not exceed $293,048 for the one-year period.

Sole source letter follows this item.

Funding is provided by the Information Technology Software Maintenance account.


Vendor: Texas A&M University-Corpus Christi 6300 Ocean Drive Corpus Christi, TX 78412

Date: 07/12/21

Account: 11000-75006

Budget: $1,937,693

Expendituresto date: $1,642,983

Balance: $294,710

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July 14, 2021

Ruben C. Gallardo Director Purchasing Contract Management El Paso Community College 9050 Viscount Blvd. El Paso, TX 79925

Dear Mr. Gallardo:

We at Ellucian appreciate the opportunity to serve the technology requirements of El Paso Community College and look forward to continuing and strengthening our technology relationship with the College in the coming years.

Ellucian does not maintain a service provider certification program, and Ellucian is the only authorized vendor to provide maintenance and support services for which it is the exclusive licensor of numerous software products for the higher education marketplace. These products, collectively referred to as the “Ellucian Software,” include the Company’s Banner products. The Ellucian Software is fully developed, is integrated, and is licensed and maintained exclusively by Ellucian. Ellucian protects its intellectual property interests by carefully safeguarding distribution of the Ellucian Software, in whole or in part. Licensees are required to execute a license agreement pursuant to which the users, at an institution level, agree to use Ellucian Software only for the purpose of conducting in-house, non-commercial computing operations and further agree to limit use of Ellucian Software to those employees with a need to know.

The Ellucian Software is protected under the copyright laws of the United States and the trade secret laws of the several states. Ellucian employs industry-standard measures, both legal and technical in nature, to protect the investment that licensees make in the Ellucian Software. Accordingly, Ellucian is also the only authorized provider of installation, customization, training and educational services for the Ellucian Software. We have no authorized services providers or distributors that provide the Ellucian-approved installation, customization, training and educational services in the United States.

We hope that this information assists El Paso Community College as it considers its maintenance renewal with Ellucian. If I can be of further assistance, please do not hesitate to call. Many thanks for your consideration.

Sincerely,

David Denig VP, Regional Sales

07/28/21

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07/28/21


Item(s) to be Considered: Discussion and action on the annual renewal of the Microsoft® Campus Agreement for Microsoft® Academic Licensing.

Amount: $227,808

Requestor: Marco Fernandez Area Responsible: Information Technology

Resource Persons: Jenny Girón, Marco Fernandez

Purpose: The Microsoft® Campus Agreement is a subscription licensing program specifically created to address the unique needs of a higher education institution and take advantage of the discounted pricing available. Software Assurance Membership is included in the agreement, which provides product updates and upgrades, support resources and tools, E-learning courses, and more. This license also supports the EPCC curriculum.

Products covered under this agreement include: Windows® Operating System, Office® Suite

Professional, Visio® Professional, Office Project® Professional, Visual Studio® Professional, SharePoint® Portal Server, Power BI, System Center Management Suite, SQL Server®, Microsoft Teams, OneNote, Exchange Online (e-mail) and more.

Explanation: El Paso County Community College District has moved to license current and future Microsoft®

Products under the Microsoft® Campus Agreement. This license provides the following advantages to El Paso Community College:

1. Easy Compliance – All of our institutions’

computers and users are covered throughout the subscription term. EPCC uses Microsoft® products for both instructional and administrative use.

2. Low Administration – Subscription licensing eliminates the need to track licenses for individual campus agreement products on every computer.

3. Current Technology – With subscription Licensing programs, users are licensed to run the most current version of Microsoft® Software Products.

4. Value Added – Students and employees can obtain Microsoft Office 365 applications free for personal use.

The purchase will be conducted through the State of Texas Department of Information Resources purchasing contract, DIR-TSO-4092, per Texas Education Code 44.031 and Texas Government Code 2054.

Funding is provided by the Technology Advisory Committee fund and the Information Technology Software Maintenance account.

Recommendation: Approval by the Board of Trustees

Vendor: SHI Government Solutions, Inc. 3828 Pecana Trail Austin, TX 78749

Date: 07/02/21

Account: 91265-M91265

Budget: $1,064,400

Expendituresto date: $166,780

Balance: $897,620

Date: 07/02/21

Account: 11000-75006

Budget: $1,937,693


Balance: $294,710

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Item(s) to be Considered: Discussion and action on the procurement of advertising services from various radio stations for fiscal year 2021-22.


$200,000 (Annual aggregate)

Requestor: Jim Heiney Area Responsible: Marketing & Community Relations

Resource Persons: Keri Moe, Jim Heiney

Purpose: Approval to award contracts for College advertising to various radio stations for fiscal year 2021-2022.

Explanation: Radio stations define their audience by age, gender, income, education and other demographics in creating the station’s format. The radio station formats reach EPCC’s diverse targeted audiences. The radio stations listed below are sole source providers due to individual proprietary broadcasting rights.

El Paso Radio Stations and Formats:

KLAQ 95.5 (Album Oriented Rock) KSII 93.1 (Hot Contemporary Adult) KROD 600 AM (Sports Talk Radio) KPRR 102.1 (Contemporary Hit Rhythmic) KTSM 99.9 (Soft Adult Contemporary) KHEY 96.3 (Country) KINT 93.9 (Regional/Contemporary)

KYSE 94.7 (Norteña, Grupera) KSVE 1650 (Spanish Talk) KOFX 92.3 (Classic Hits) XHTO 104.3 (Contemporary Hits) XHEM 103.5 (Mexican Regional) KBNA 97.5 (Spanish Regional) XHPX-FM 98.3 (Spanish Contemporary Hits)

Sole source letters follow this item. Funding is provided by the Marketing & Community Relations budget and other College departments.

Recommendation: Approval by the Board of Trustees. Vendors: Townsquare Media, LLC

4180 N. Mesa El Paso, TX 79902 KLAQ, KSII, KROD (600 ESPN)

iHeart MEDIA 4045 N. Mesa El Paso, TX 79902 KPRR, KTSM, KHEY

Entravision Communications 5426 N. Mesa El Paso, TX 79912 KINT, KYSE, KOFX, KSVE

MVS/EXA Radio 5862 Cromo Suite 151 El Paso, TX 79912 XHPX

Southern Radio/Grupo Radio Centro 2100 Trawood El Paso, TX 79935 XHTO, XHEM,KBNA

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May 20th, 2021 Purchasing Department El Paso Community College P.O. Box 20500 El Paso TX 79998

To whom it may concern:

iHeartMedia El Paso is El Paso Community College’s sole source, due to our proprietary rights and applicable justification

related to the demographic reach of the radio cluster and broadcasting programming contact. Historically, EPCC has

relied on the iHeartMedia El Paso cluster to provide advertising campaigns on our three different radio stations with

three distinct formats which are as follows:

• KPRR FM - Comprised of today’s contemporary rhythmic hits, Power 102.1 is formatted in a Contemporary Hit

Rhythmic Radio (CHR) format, whose strength is reaching an audience of ages 18 to 34 and a general audience

of people with ages 12+. The station is ranked #4 in the Nielsen rankings reaching 152,000 listeners in the

general audience of people ages 12+ demographic as well as the ages 18-34 demographic reaching 71,000

weekly listeners.

• KHEY FM - The only country station in town, exclusive to iHeartMedia. 96.3 KHEY Country’s format is comprised

of Today’s Country Hits and highlights the late 90’s and early 2000’s. Also, The Bobby Bones Show has a strong

millennial audience following. The station is ranked #6 in the Nielsen Rankings reaching 102,000 weekly

listeners 12+ and #5 in the ages 18-34 demographic reaching 33,000 weekly listeners

• KTSM FM - Sunny 99.9’s format is referred as a Soft Adult Contemporary Radio Format (MAINSTREAM AC)

whose strength is reaching the 25 to 54 audience. The format is comprised of Soft Rock hits from the 80’s and

90’s and the new millennium. The station is 3rd in the Nielsen Rankings reaching 156,000 people weekly in the

general audience demographic of people 12+ and #4 in the ages 18-34 demographic reaching 45,000 weekly

listeners.

The top three iHeartMedia stations reach over 174,000 listeners collectively in the El Paso’s market every week. This

level of cumulative reach is unsurpassed by any other single media company in the El Paso metro market, moreover the

El Paso Community College student population is more likely to be the ages 18-34, a top demographic for our stations.

For any questions you can contact Walter Alvarez, Market President El Paso/Las Cruces at 915.351.5473 or by email at

[email protected].

Sincerely,

Walter Alvarez

Walter Alvarez, Market President

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mailto:[email protected]

07/28/21


Item(s) to be Considered: Discussion and action on the procurement of advertising services from various television stations for fiscal year 2021-2022.




Resource Persons: Keri Moe, Jim Heiney

Purpose: Approval to award contracts for College advertising to various TV stations for fiscal year

2021-2022. Explanation: In supporting the District’s mission, it is critical that EPCC is visible and recognized in

the community as the leading educational institution. Therefore, our message and advertising must reach a diverse target audience, including potential students. Each television station is considered a sole source because each affiliate airs programming from different national broadcast companies that reach different target audiences. This allows them the diversity of programming for their varied audiences based on age, gender, ethnicity, income and other demographics. The audience demographic varies for each media outlet. To reach a variety of external stakeholders, including potential students, EPCC must advertise to diverse target audiences. The TV stations listed below are sole source providers due to individual proprietary broadcasting rights. Sole source letters follow this item.

Funding is provided by the Marketing & Community Relations budget and other College departments.

Recommendation: Approval by the Board of Trustees. Vendors: KTDO

10033 Carnegie El Paso, TX 79925

KTSM 3801 Constitution El Paso, TX 79922

KFOX/KDBC 200 S. Alto Mesa El Paso, TX 79912

Spectrum Reach 1155 Westmoreland Suite 115 El Paso, TX 79925

Entravision Communications KINT / KTFN 5426 N. Mesa El Paso, TX 79912

KVIA/NVIA-CW 4140 Rio Bravo El Paso, TX 79902

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MEMORANDUM

TO: Ruben Gallardo, Director, Purchasing & Contract Management

FROM: Jim Heiney, Interim Director, Marketing & Community Relations

THROUGH: Keri Moe, AVP, External Relations, Communication, and Development

DATE: June 1, 2021

SUBJECT: LOCAL TV STATIONS AS SOLE SOURCES _______________________________________________________________________________

The purpose of this memo is to justify local TV stations as sole sources.

Marketing & Community Relations Mission To increase awareness and visibility about EPCC to internal and external stakeholders in support of the district‐wide mission and goals.

Marketing & Community Relations Vision To position EPCC as the regional higher educational and workforce expert and ensure the entire community knows that EPCC is the Best Place to Start & Finish!

Advertising through various media outlets is essential to reach EPCC’s mission. In a highly competitive market, it is critical that the community recognizes EPCC as a leading institution. Therefore, to support District’s goals, various media advertising is needed to reach diverse target audiences and potential students.

Each television station is considered a sole source because each affiliate airs programming from different national broadcast companies that reach different target audiences. This allows them the diversity of programming for their varied audiences based on age, gender, ethnicity and other demographics. For example, some stations serve a Spanish speaking audience versus a younger audience versus a 30‐plus male audience. Other factors such as income, educational level, or occupation are examples of other target audiences that can be reached. The audience demographic varies for each media outlet. To reach a variety of external stakeholders, EPCC must advertise to diverse target audiences.

The following local TV stations’ programming reaches EPCC’s target demographics: x KTSM‐TV, Channel 9‐ NBC affiliatex KFOX‐TV, Channel 14‐Fox affiliate and KDBC‐TV, Channel 4‐CBS affiliatex KINT‐TV, Channel 26‐Univision affiliate (Spanish language)x KTDO‐TV, Channel 48‐Telemundo affiliate (Spanish language)x Spectrum Reach cable networks include, but not limited to TNT, MTV, VH‐1, A&E,

Discovery, and SYFY124

x KVIA‐TV, Channel 7 – ABC affiliate and NVIA‐CW affiliate

125

Attention: Purchasing Department Sinclair Broadcast Group

El Paso Community College June 2, 2021

P.O. Box 20500

El Paso, TX 79998

As per your request, KFOX-TV is the sole source of distribution for all KFOX/KDBC Network programming

including Prime Time shows and sports in the El Paso/ Las Cruces market. Our stations are also the sole

source for many of the syndicated programs per our contracts with various syndication companies.

KFOX-TV, home of the most critically acclaimed programs in recent years like “The Masked Singer”,

“9-1-1”, “9-1-1 Lone Star”, Master Chef, and the Dallas Cowboys and World Series, but we are much

more than that. It is our great programming that bestows KFOX-TV with our unique and loyal audience,

continuously ranked as the #1 English TV station amongst 18-49 demographic and the #1 evening

newscast across multiple demographics. Our stations Prime Programming tends to attract a younger

audience than our competitors. This is one of the many reasons why KFOX-TV has become one of the

most, if not the most used station to advertise to Universities, Technical, and Secondary Schools.

*ComScore Research shows 82% of KFOX viewers are Hispanic with 65% that speak more English than

Spanish and 15% that speak more Spanish than English. Our coverage map covers as far as Otero,

Hudspeth and parts of Mexico helping reach potential student population. Our News programs are very

unique amongst our competitor’s. KFOX’s Coverage You Can Count On can be found on-air, online, on

your phone, and on popular social networking sites such as Facebook and Twitter. KDBC has “critically

acclaimed programming” such as 60 Minutes, CBS Evening News, NCIS, Blue Bloods, etc. KDBC is also the

home of SEC College Football, NFL (AFC), March Madness and the PGA.

If you desire additional information, please do not hesitate to call me at 915-834-2102

_____________________________________________________

Matt Kaplowitz – Vice President/Station Manager

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KTDO Telemundo 48 10033 Carnegie, El Paso, TX 79925

Overview Telemundo 48 / KTDO is Telemundo’s local owned television station serving Spanish-language viewers in El Paso TX, Las Cruces NM and Juarez MX. Telemundo 48 delivers its audiences five hours of live, locally produced news each week across all platforms. KTDO’s newscasts feature local breaking news, real-time weather forecasts, consumer reports and sports information. Telemundo 48 also airs world-class programming produced by Telemundo Network. Telemundo 48’s local news and information can be accessed by audiences across all of its platforms, including online at telemundo48elpaso.com, through its social media channels, and on local over-the-air channel 48.1, Spectrum channel 11/ HD 803, Comcast channel 11, AT&T U-Verse channel 48, Dish channel 48, and Direct TV channel 48. Station Leadership Lorena Castañeda is Station Manager/ Vice President of Sales for Telemundo 48 El Paso. In this role, Castañeda is responsible for the overall management of the station’s broadcast, digital, sales, marketing, finance and community affairs operations. Access Castañeda’s full bio here. Programming Telemundo 48 delivers its audiences ten hours of live, locally produced news each week across all platforms. KTDO’s local newscasts “Noticiero Telemundo 48” air on weekdays at 4 PM, 4:30 PM, 5 PM and 10 PM. Telemundo 48 also airs world-class programming produced by Telemundo Network. Online/Mobile/Social Telemundo 48 El Paso’s website Telemundo48ElPaso.com and station app, “Telemundo 48 El Paso” provides breaking news, weather forecasts as well as sports and entertainment information to local Spanish-language audiences on-the-go. KTDO’s digital platforms also deliver audiences hyper-local weather forecasts including an exclusive 10-day weather forecast and provide users access to a new state-of-the-art “Live Radar” that is powered by the station’s proprietary network of radars. KTDO’s "Live Radar” is also powered by the existing network of national weather radars. Follow KTDO on social media @TelemundoEP on Facebook and Twitter. Lorena Castañeda __________________________ Date_________________ Vice-President of Sales/ Station Manager KTDO Telemundo EL Paso

DocuSign Envelope ID: EA0CF1C9-2144-41A2-BC75-2D998ECEC8B1

May 27, 2021

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https://www.nbcumv.com/talent/lorena-casta%C3%B1eda/bios_read_more?network=5266626&show=6833013

https://www.telemundo48elpaso.com/

https://www.facebook.com/TelemundoElPaso/

https://twitter.com/TelemundoEP

May 21, 2021 Purchasing Department El Paso Community College P.O. Box 20500 El Paso, TX 79998-0500

To Whom It May Concern:

This Letter serves as conformation that Spectrum Reach is the sole provider for all television advertising originated on the Spectrum Cable system in El Paso, Texas.

Our product is provided to advertisers in the market by a direct sales force that is comprised by Spectrum Reach employees in the El Paso, TX market. Total DMA TV households in this market is 338,770 as stated by Nielsen Media 2019 DMA Rankings. Spectrum Cable subscribers, combined with AT&T U-Verse and Comcast subscribers total 114,727. In addition, we added another 63,572 Direct TV subscribers to our footprint. The number of Cable subscribers is subject to fluctuation throughout the year.

Spectrum offers 79 networks such as, but not limited to, Lifetime, TNT, A&E, TLC, NGC, BRAVO, CNN, HGTV, SYFY, TBS, FOOD, and ESPN. We also integrated new Spanish networks such as, but not limited to, ESPD, FXD, HSTE, and CNNE. According to Scarborough, Cable Subscribers are 53 percent female and 47 percent male. 28 percent of Cable subscribers, are fluent in speaking Spanish; however, 34 percent prefer to speak English over Spanish in the home. In regards to Cable subscribers, 67 percent of households have Cable services.

Spectrum Reach has evolved into a media company that can now offer the capabilities of reaching people on a digital landscape with contextual and behavioral targeting. We also have the capabilities to insert in our television app making it easier to reach milleninals and audiences on the go. We pride ourselves on helping you reach your target audience on any device.

Effective July 1, 2019 we will be inserting on ComCast in Las Cruces. The following is the household breakdown for the new El Paso/LasCruces interconnect:

Demographics

Med. Age 33% Female 51% Med. HH Income $44,762 Bachelor’s Degree + 14% Owner-Occupied 58% HHs. w/ Kids 39% Med HU value $147,403 Hispanic 81%

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Spectrum, along with Spectrum Reach, takes pride in community outreach with programs such as the “Spectrum Housing Assistance Program”

Spectrum is the exclusive Cable & Internet service provider for Fort Bliss Army Base/Biggs Army Airfield for Military housing and most commercial areas on base.

We also provide service to the following communities:

Santa Teresa, NM

Sunland Park, NM

Chaparral, NM

Anthony, NM

Anthony, TX

Canutillo, TX

El Paso, TX

Fabens, TX

Socorro, TX

Horizon, TX

The information provided is based on Scarborough and Nielsen research for the El Paso, TX DMA. For further information please reach out to the El Paso, TX local Sales Manager, Raymond May

Sincerely,

Name: Jeff Gregg

Title: Reginal Vice President

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07/28/21


Item(s) to be Considered: Discussion and action on the procurement of district-wide advertising services with several publication vendors for fiscal year 2021-2022.




Resource Persons: Keri Moe, Jim Heiney, Ruben Gallardo, Andrew Peña Purpose: Approval of expenditures for district-wide advertising services with several publication

vendors for fiscal year 2021-2022. Explanation: The Human Resources, Purchasing & Contract Management, and Marketing &

Community Relations departments require advertising services for the recruitment of faculty and staff, procurement of goods and services, and to promote enrollment and EPCC visibility from the following publication vendors.

The publication vendors listed below are sole sources. They each offer news to unique

demographic audiences. These publications are utilized to advertise to specific target audiences. The vendors listed below serve the target audiences that support the College’s mission and goals.

Advertising services will be provided for fiscal year 2021-22 with a total annual

aggregate amount not to exceed $150,000.

Sole source letters follow this item.

Funding is provided by each individual departmental budget. Recommendation: Approval by the Board of Trustees. Vendors:

El Paso Inc./El Paso Kids Inc. 209 Noble St. El Paso, TX 79901

El Diario 1801 Texas Ave. El Paso, TX 79901

Laven Publishing Group Fort Bliss Bugle/Stars and Stripes 5959 Gateway Blvd. West El Paso, TX 79925

El Paso Times 500 W. Overland Ave. Ste. 150 El Paso, TX 79901

Marksman Media LLC Spotlight EP News 11385 James Watt Ste. B-12 El Paso, TX 79936

135

MEMORANDUM




DATE: June 1, 2021

SUBJECT: LOCAL PUBLICATIONS AS SOLE SOURCES _______________________________________________________________________________

The purpose of this memo is to justify using various local publications as sole sources.



Advertising through various media outlets is essential to reach EPCC’s mission. In a highly competitive market, it is critical that the community recognizes EPCC as a leading institution. Therefore, to support District’s goals, various media advertising is needed to publicize messages in order to reach diverse target audiences and potential students. The following publications are sole sources of readership and digital content that reach different demographics that are EPCC’s target audience:

x El Diario (Spanish Language, International)x Laven Publishing Group: The Ft. Bliss Bugle/Stars and Stripes (Military, Veterans and

Dependents)x El Paso Inc. (Business‐News‐Notices)/El Paso Kids Inc. (Elementary and Middle School

Parents)x Marksman Media LLC: Spotlight EP News (Features)x El Paso Times (English, Local, and National News)

The Marketing Department will also advertise in other smaller community publications, not to exceed $10,000 per vendor, on an as‐needed basis as determined by the Marketing Director.

136

To: EPCC Media Buyer

From: SPOTLIGHT EP NEWS

DATE: May 19, 2021

SUBJECT: PROFILE

SPOTLIGHT EP NEWS is the only Free publication in El Paso of its kind.

It has served the El Paso/Fort Bliss community for 20 years.

Content: Human interest stories for the family.

It features sections such as “Life Styles” a collection of family

Stories, health-related & wellness stories. A kids section “Just

Kidding”, “Pet connection”, “Golf Insider”, “Nascar Insider”

“Select” (music articles, movies, and a regional calendar of

events). The first section is about local human interest

stories.

Distribution: Home delivery, rack and stack locations and online digital

Publication at www.spotlightepnews.com

SPOTLIGHT EP NEWS is published by Mass Media Advertising Inc

Orlando Rodriguez

Orlando Rodriguez……..President / Publisher

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L A V E NP U B L I S H I N G G R O U P

05.27.21

El Paso Community College9050 Viscount Blvd. A 100El Paso, TX 79925

RE: Fort Bliss publication advertising sole source

Laven Publishing Group has been the proud publisher for Fort Bliss for more than 36 years. We publish and sell advertising for the US edition of the Stars & Stripes newspaper.

We are the only authorized seller of advertising space in this Fort Bliss publication.

� ank you.

Susan LavenPresidentLaven Publishing GroupP.O. Box 972942El Paso TX, 79997O 915-772-0934C 915-329-7769

Susan Laven

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07/28/21


Item(s) to be Considered: Discussion and action on the approval to award a contract to Clear Channel Outdoor for outdoor advertising for fiscal year 2021-2022.




Resource Persons: Keri Moe, Jim Heiney Purpose: Approval to award a contract for outdoor advertising to Clear Channel Outdoor for fiscal

year 2021-2022. Explanation: Clear Channel Outdoor will provide outdoor advertising through billboards including a

network of digital boards throughout the city.

Approval of this item will allow the College to advertise on the city’s only digital billboard network.

Clear Channel Outdoor is the sole source provider for these services by way of location and products. They reach unique demographics of viewers (age, gender, ethnicity, income, area of town, drive time) in the highest-traffic area of El Paso. No other vendors have the exact locations and products necessary for EPCC to carry out its advertising campaigns. El Paso’s City Ordinances enforce strict regulations on billboards and their locations. Due to the large amount of inventory each of these companies have, the Marketing & Community Relations department requests flexibility in choosing locations of the billboards, which will best promote the College. Sole source letter follows this item. Funding is provided by the Marketing & Community Relations budget and other College departments.

Recommendation: Approval by the Board of Trustees. Vendors: Clear Channel Outdoor

2305 Sparkman St. El Paso, TX 79903

142

MEMORANDUM




DATE: June 1, 2021

SUBJECT: CLEAR CHANNEL OUTDOOR AS A SOLE SOURCE

______________________________________________________________________________ The purpose of this memo is to justify using Clear Channel as a sole source.



Advertising through various media outlets is essential to reach EPCC’s mission. In a highly competitive market, it is critical that the community recognizes EPCC as a leading institution. Therefore, to support District’s goals, various media advertising is needed to publicize messages in order to reach diverse target audiences and potential students. In a competitive market, it is critical that EPCC is easily recognizable in the community through branding and various other marketing and advertising campaigns. Billboards is just one way of maintaining community visibility.

Clear Channel Outdoors is a sole source for outdoor advertising because it reaches a unique demographic (age, gender, ethnicity, income, area of town, drive‐time, etc.) of viewers by way of location and products.

Clear Channel Outdoor is the only operator in El Paso for digital billboards and has a network of 12 digital billboards throughout the city, which includes two digital billboards located on I‐10, plus smaller boards in neighborhoods and on roadways.

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07/28/21


Item(s) to be Considered: Discussion and action on the approval of a contract renewal with Innovative Interfaces, Inc. for annual maintenance of the Sierra Library Services Platform, which integrates all College library services.

Amount: $78,151

Requestor: Abraham Hubail Area Responsible: Information Technology

Resource Persons: Jenny Girón, Abraham Hubail

Purpose: To request approval to renew the annual maintenance and services contract with Innovative Interfaces, Inc. for fiscal year 2021-2022. An upgrade to Sierra from the original Innovative Interfaces product, Millennium, was Board approved in October 2011.

Explanation: College library resources, books and journals, both physical and online are integrated in

Sierra Library Services Platform. Materials borrowed are tracked to borrowers and materials purchased and all other transactions are documented. External hosting optimizes IT staff involvement and minimizes costs associated with in-house servers, minimizing downtime and optimizing staff time. Hosting includes warranty, software enhancements and installation of system patches.

Sierra maintenance ensures continuous day-to-day operations and provides unlimited

access to 24x7x365 helpdesk assistance, technical support, and web-based troubleshooting and tracking, all of which ensure instructional business continuity. The Sierra Learning Services Platform gives EPCC students a state-of-the-art library experience. It eases their transition to UTEP; our Innovative Interfaces Library Partner.

The purchase is in compliance with Texas Education Code 44.0311 and Texas Education

Code 130.0101, which state that the competitive bidding requirements that generally apply to Texas school districts and junior colleges (i.e., Subchapter B of Chapter 44 of the Texas Education Code) do not apply to the acquisition of these library goods and services by junior colleges.

Future annual costs may be subject to increase of up to 6% per annum.

Sierra Software Maintenance $64,359.24 External Hosting $13,791.65 Total Innovative Interfaces Contract $78,150.89

Funding is provided by the Information Technology Software Maintenance account.

Recommendation: Approval by the Board of Trustees Vendor: Innovative Interfaces, Incorporated

1900 Powell St., Suite 400 Emeryville, CA 94608

Date: 07/12/21

Account: 11000-75006

Budget: $1,937,693


Balance: $294,710

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07/28/21


Item(s) to be Considered: Discussion and action on the approval of adding a signatory on bank resolutions for Wells Fargo Bank, N.A.

Requestor: Ana Zuñiga Area Responsible: Comptroller

Resource Persons: Josette Shaughnessy, Fernando Flores, Ana Zuñiga

Purpose: To authorize Ms. Christina R. Sanchez, Secretary of the Board, as an appointed signatory

on bank resolutions for the contract between Wells Fargo Bank, N.A., and El Paso County Community College District.

Explanation: The Board of Trustees approved Wells Fargo Bank, N.A., as the bank depository for El

Paso County Community College District. Bank resolutions are required to establish appointed signatories for the following accounts:

Treasury Fund Accounts Payable Payroll Federal Funds Student Refunds Student Loan Fund State and Institutional Awards Fund EMSTI

Current authorized signatories include:

Brian Haggerty, Board Chair Belen B. Robles, Secretary of the Board Dr. William Serrata, President Josette Shaughnessy, Vice President, Financial and Administrative Operations Fernando Flores, Associate Vice President, Budget and Financial Services Ana P. Zuñiga, Comptroller

As newly appointed Secretary of the Board, Ms. Christina R. Sanchez needs to be added as a signatory on bank resolutions replacing Mrs. Belen B. Robles.

Action required:

Add Christina R. Sanchez, Secretary of the Board, and remove Mrs. Belen B. Robles. Recommendation: Approval by the Board of Trustees.

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07/28/21

PHYSICAL FACILITIES ABSTRACT

Item(s) to be Considered: Discussion and action on the approval to award a contract to Contract Associates of El Paso, LLC for the purchase of classroom furniture for the Northwest and Transmountain campuses.


$339,395

Requestor: Rick Lobato Area Responsible: Physical Plant

Resource Persons: Josette Shaughnessy, Rick Lobato

Purpose: To request approval to purchase a furniture package for the Northwest and

Transmountain campus classrooms as part of the District Wide Furniture Replacement project. This purchase will allow for the replacement of old/outdated classroom furniture in fifteen (15) classrooms of the Northwest campus, and two (2) additional classrooms at the Transmountain campus, which will also ensure compliance with ADA requirements.

Explanation: This new classroom furniture will provide EPCC students with modern and state of the

art furniture similar in design to the furniture that was provided as part of the building addition to the campus.

This purchase is conducted through ESC Region 19 Allied States Cooperative RFP #21-

7403 and is in compliance with Texas Education Code 44.031 (a) (4), and the provisions of Texas Government Code, Chapter 791-Interlocal Cooperation Contracts. Such contracts are competitively awarded.

Furniture $308,541 Contingency 10% $30,854 Total $339,395

Funding is provided by the DW Classroom Furniture Replacement budget. Recommendation: Approval by the Board of Trustees. Vendor: Contract Associates of El Paso, LLC 500 W Overland, Ste. 260 El Paso, TX 79901

Date: 07/06/21

Account: 91504-M91504

Budget: $600,000

Expendituresto date: $103,007

Balance: $496,993

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CURRICULUM AND INSTRUCTION ABSTRACT

Item(s) to be Considered: Discussion and action on the approval of a one-year contract renewal with GOBI® Library Solutions from EBSCO to purchase library materials for the EPCC libraries.

Amount: (Not to Exceed)

$169,476

Requestor: Paula Mitchell Area Responsible: Instruction and Student Success

Resource Persons: Steven Smith, Paula Mitchell, Norma Ballenger

Purpose: To purchase library materials for the 2021-2022 academic year. Explanation: GOBI® Library Solutions from EBSCO is the leading web-based acquisition tool for

finding, ordering, and managing e-books and print books. GOBI® provides subscribers with access to more than 15 million e-books and print books from thousands of publishers and university presses. This collection is available to GOBI® subscribers only. EPCC librarians can select and order print and digital titles to develop a curriculum-based library collection that meets the information and educational needs of our students.


Code 130.0101 which state that the competitive bidding requirements that generally apply to Texas school districts and junior colleges (i.e., Subchapter B of Chapter 44 of the Texas Education Code) do not apply to the acquisition of these library goods and services by junior colleges.

Funding is provided by all five campus library budgets. Recommendation: Approval by the Board of Trustees. Vendor: GOBI® Library Solutions from EBSCO

999 Maple Street Contoocook, NH 03229

Date: 09/01/21

Account: 11000-52123,24,25,26,27

Budget: $282,629

Expenditures to date: -0-

Balance: $282,629

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Item(s) to be Considered: Discussion and action on the approval of a contract renewal with online database and discovery service provider EBSCO for EPCC Libraries.

Amount: $50,832

Requestor: Paula Mitchell Area Responsible: Instruction and Student Success

Resource Persons: Steven Smith, Paula Mitchell, Norma Ballenger

Purpose: To approve a contract renewal with online database and discovery service provider

EBSCO for the EPCC Libraries for the 2021-2022 academic year. Explanation: To provide our students access to diverse electronic resources, the EPCC librarians have

reviewed and identified EBSCO, electronic information vendor, as essential. EBSCO eBooks Academic Subscription Collection is a multidisciplinary collection that

includes thousands of e-books covering a large selection of academic subjects and features e-books from leading publishers and university presses.


Code 130.0101, which state that the competitive bidding requirements that generally apply to Texas school districts and junior colleges (i.e., Subchapter B of Chapter 44 of the Texas Education Code) do not apply to the acquisition of these library goods and services by junior colleges.

Funding is provided by the District-wide Library Databases budget.


Vendors: EBSCO 10 Estes St.

P.O. Box 682 Ipswich, MA 01938

Date: 09/01/21

Account: 11000-52154

Budget: $183,940

Expenditures to date: -0-

Balance: $183,940

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Item(s) to be Considered: Discussion and action on approval of a grant award from the U.S. Department of Education, High School Equivalency Program.

Amount: $474,696

Requestor: Andres Muro Area Responsible: Community Education Program

Resource Persons: Steven Smith, Eileen Conklin, Robert Elliot, Andres Muro

Purpose: This is the first year of a five-year ($2,375,00) grant to develop and implement a

comprehensive adult education program that will provide GED preparation to qualifying migrant workers and family members ages 16 and above. This program will offer GED classes to no less than 100 migrant workers or family members throughout El Paso County. The grant will also provide health education and other support services. It will also offer assistance to GED graduates to make the transition to college credit courses.

Explanation: This program will offer classes of 150 hours of instruction throughout El Paso County to

prepare migrant students for the GED. A minimum of 100 students will be enrolled in GED classes.

The cost category of Fringe represents those employer benefit costs that vary based upon an employee’s actual salary and benefit options chosen by each employee. Benefits choices include the health/dental insurance plan and retirement programs selected. Other employer benefit costs normally borne by the institution and charged to the grant also apply like workers’ compensation, state unemployment insurance, life insurance, and long-term disability insurance.

Budget Account Number: 21535-F21535 Budget Summary $474,696

July 1, 2021 – June 30, 2022 Detailed Budget Overview:

61000 P/T Instructor Pool $41,995 61605 Classified Staff $120,000 61601 Classified Staff P/T $118,560 62000 Fringe Benefits1 $58,858 71120 Office Supplies $5,500 71130 Instructional Supplies $20,000 71410 Membership $1,500 71440 Hospitality $3,000 71620 Equipment Rental $4,200 71910 Indirect Costs $35,163 72200 Out of Town Travel $21,600 72100 In Town Travel $12,120 73300 Computers $19,200 71653 Student Testing $13,000

TOTAL $474,696

1Full-time fringe benefit rate is 35%, Part-time fringe benefit rate is 10.5%, and overall composite fringe benefit rate is 21.0%


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Item(s) to be Considered: Discussion and action on approval of a grant award from the U.S. Department of Education, College Assistance Migrant Program (CAMP).

Amount: $431,334

Requestor: Andres Muro Area Responsible: Community Education Program

Resource Persons: Steven Smith, Eileen Conklin, Robert Elliot, Andres Muro

Purpose: This is the first year of a five-year grant ($2,222,960) to develop and implement a

comprehensive transition to a college program to serve qualifying migrant workers and family members. The program will offer outreach and recruitment efforts to at least forty (40) participants. All participants will be provided with an orientation, transitional services, computer skills training, technical support, tutoring, advising services, individualized support services, financial resources support, and career counseling.

Explanation: Forty (40) qualifying migrant students will enroll full-time in credit college courses and

will complete one year of college work in good standing. The expectation is that no less than eighty (80) percent of completers will enroll full-time for a second year of college work.

The cost category of Fringe represents those employer benefit costs that vary based upon an employee’s actual salary and benefit options chosen by each employee. Benefits choices include the health/dental insurance plan and retirement programs selected. Other employer benefit costs normally borne by the institution and charged to the grant also apply like workers’ compensation, state unemployment insurance, life insurance, and long-term disability insurance.

Budget Account Number: 21551-F21551 Budget Summary $431,334

July 1, 2021 – June 30, 2022 Detailed Budget Overview:

61000 P/T Instructor Pool $90,968 61601 Classified Staff P/T $117,800 61305 Professional F/T $51,000 62000 Fringe Benefits1 $55,255 71120 Office Supplies $2,000 71130 Instructional Supplies $4,000 71331 Printing $3,000 71410 Membership $1,500 71440 Hospitality $1,200 71910 Indirect Cost $31,951 72200 Out of Town Travel $21,600 72100 In Town Travel $6,060 73300 Computers $45,000

TOTAL $431,334



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Item(s) to be Considered: Discussion and action on approval of a grant from the National Endowment for the Humanities.

Amount: $34,669

Requestor: Margie Nelson Rodriguez Area Responsible: English Department

Resource Persons: Steven Smith, Blayne Primozich, Margie Nelson Rodriguez, Robert Elliott

Purpose: To provide the opportunities and framework for faculty to meaningfully learn, through

an interdisciplinary planning committee, how humanities education can enrich students and the institution academically and culturally.

Explanation: This project will build upon existing institutional efforts to incorporate project-based

learning into courses, particularly in the STEM areas, but will uniquely infuse humanities-based curriculum and practices, connecting two important academic realms that can nurture and build upon each other. The project will also feature authentic interdisciplinary collaboration and experiential learning opportunities that expose students to the richness, rigor, and vitality of the humanities in three disciplines: English, Biology, and Mathematics. These opportunities will bridge the gap between theoretical knowledge and practical experiences for students and will provide an incubator for faculty to learn and research the impact on students and their learning.

The cost category of fringe represents those employer benefit costs that vary based upon an employee’s actual salary and benefit options chosen by each employee. Benefits choices include the health/dental insurance plan and retirement programs selected. Other employer benefit costs normally borne by the institution and charged to the grant also apply like workers’ compensation, state unemployment insurance, life insurance, and long-term disability insurance.

Budget Account Number: 21721-F21721 Budget Summary $34,669 June 1, 2021 – May 31, 2022 Detailed Budget Overview:

61000 Instructor Salaries $22,251 62000 Fringe Benefits1 $2,337 71910 Indirect Cost $10,081

TOTAL $34,669



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Item(s) to be Considered: Discussion and action on approval of a subgrant from the University of Texas at El Paso. Amount: $25,000

Requestor: Margie Nelson Rodriguez Area Responsible: English Department

Resource Persons: Steven Smith, Tonie Badillo, Margie Nelson Rodriguez, Robert Elliott

Purpose: The project goal is to continue supporting the streamlining of humanities transfers

and collaboration between Humanities UTEP and EPCC faculty. Explanation: This one-year subgrant will continue to establish and develop the Humanities

Collaborative at EPCC-UTEP. The Humanities Collaborative comprises two components: 1) the Humanities Career Development Program; and 2) the Faculty Fellows Program. These components will support public programming in the humanities, faculty cooperation and exchange, and research internships that bring together UTEP and EPCC faculty and students in cooperative public humanities work both inside and outside the classroom. In addition, it will support faculty working and mentoring with UTEP Doctoral students and EPCC Research Assistants.

The cost category of fringe represents those employer benefit costs that vary based upon an employee’s actual salary and benefit options chosen by each employee. Benefits choices include the health/dental insurance plan and retirement programs selected. Other employer benefit costs normally borne by the institution and charged to the grant also apply like workers’ compensation, state unemployment insurance, life insurance, and long-term disability insurance.

Budget Account Number: 23842-P23842 Budget Summary $25,000 June 1, 2021 – May 31, 2022 Detailed Budget Overview:

61000 Instructor Salaries $6,304 62000 Fringe Benefits1 $2,376 61601 Classified Staff $16,320

TOTAL $25,000



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STUDENT SERVICES ABSTRACT

Item(s) to be Considered: Discussion and action on the approval of Continuing Education tuition rates for new courses.

Requestor: Carlos Amaya Area Responsible: Workforce and Continuing Education

Resource Persons: Steven Smith, Carlos Amaya

Purpose: To approve tuition rates for new CE courses. Explanation: As new courses are brought into the inventory; the Board of Trustees approves the

associated tuition rates. Recommendation: Approval by the Board of Trustees.

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COURSE TITLE HOURS

TUITION

CE Health WSI 117 Diabetes Training for Nurses 4 $398 Business/Computer/Technical Education WSI 116 MS Outlook

4 $378

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STUDENT SERVICES ABSTRACT

Item(s) to be Considered: Discussion and action on the approval of Continuing Education tuition rates for revised courses.

Requestor: Carlos Amaya Area Responsible: Workforce and Continuing Education

Resource Persons: Steven Smith, Carlos Amaya

Purpose: To approve tuition rates for revised CE courses. Explanation: Workforce and Continuing Education Department is requesting approval for changes in

tuition. The comments column describes reasons for each course. Recommendation: Approval by the Board of Trustees.

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COURSE TITLE OLD HOURS

OLD TUITION

NEW HOURS

NEW TUITION COMMENTS

Business/Computer/Technical Education SDG 705

TX Landscape Irrigation

42 $300 42 $320

Tuition change due to increase in textbook cost.

Personal Enrichment PIE 402

Wine Appreciation

12 $80 12 $100

Tuition change due to increase in cost of supplies.

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Regular Board of Trustees meeting-July 2021 - EPCC

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Transcript of Regular Board of Trustees meeting-July 2021 - EPCC