MINUTES OF THE EXECUTIVE COMMITTEE
OF THE BOARD OF GOVERNORS
MISSOURI STATE UNIVERSITY
June 17, 2015
1. Roll Call:
Present:
Mr. Joe Carmichael, Governor
Ms. Virginia Fry, Governor (by conference call)
Dr. Peter Hofherr, Vice Chair of the Board (by conference call)
Mr. Stephen B. Hoven, Chair of the Board (by conference call)
Also Present:
Mr. Clif Smart, President
Mr. Kendall Seal, Governor (by conference call)
Ms. Carrie Tergin, Governor (by conference call)
Mr. Steve Foucart, Chief Financial Officer
Dr. Dee Siscoe, Vice President for Student Affairs
Ms. Donna Christian, Director of Internal Audit & Compliance
Mr. Ken McClure, Vice President for Administrative & Information Services
Ms. Rachael Dockery, General Counsel
Mr. Doug Sampson, University Architect and Director of Planning, Design, and Construction
Dr. Chris Craig, Associate Provost
Mr. Kent Thomas, Assistant Vice President for International Programs
Mr. Steve Robinette, Associate Vice President for International Programs
Mr. Ryan DeBoef, Chief of Staff
Ms. Suzanne Shaw, Vice President for Marketing & Communications
Mr. Tom Peters, Dean of Library Services
Mr. Kyle Moats, Director of Athletics
Mr. Matt Morris, Associate Vice President for Administrative & Information Services
Mr. John W. McAlear, Secretary of the Board
2. Presiding – Mr. Stephen B. Hoven, Chair of the Board of Governors, called the Executive Committee conference-call meeting to order at 4:00 p.m. in Room 203 of Carrington Hall on the campus of Missouri State University in Springfield, Missouri.
3. Approval of Minutes – Mr. Hoven mentioned that the first item of business was the approval of the minutes for the open meeting of April 15, 2015. Mr. Carmichael so moved, receiving the second of Dr. Hofherr.
Motion passed 3-0.
4. Office of Provost --- Dr. Chris Craig, Associate Provost, presented the following resolutions for the Committee’s consideration:
New Program Approval for Bachelor of Science in History (Curriculum No. 371-15).
New Program Approval for Master of Science in Child Life Studies (Curriculum No. 372-15).
Moved and seconded, respectively, by Mr. Carmichael and Ms. Fry.
Motion passed 3-0.
5. Procurement and Financial --- Mr. Steve Foucart, Chief Financial Officer, presented a resolution (Purchasing Activity Report No. 420-15) summarizing Procurement Services’ activities from April 28, 2015, through June 11, 2015. He first explained that our purchasing policies provide for certain exceptions to seeking competitive bids. Typical exceptions are: 1) Existence of previously bid internal contracts, cooperative contracts, or compacts or programs created by statute and/or administrative regulations that are applicable and desirable for the commodity or service; 2) Single feasible source purchases, which require departmental justification, and buyer evaluation and approval; 3) Purchase of insurance through the Midwestern Higher Education Compact Master Property Program; and 4) At the discretion of the Director of Procurement with approval from the Chief Financial Officer or President, with description of the rational. He then commented that of the ten items submitted for approval today: four were competitively bid; four were exercising renewal provisions of negotiated/bid contracts; one is utilizing a cooperative contract; and, one is at the discretion of the Director of Procurement with approval from either himself or President Smart. Mr. Foucart reviewed the following three items with the committee but remarked that he would be happy to answer questions on the remaining seven items:
- Recommend awarding of a contract to Ologie, LLC for $150,000 (estimated) for a comprehensive rebranding creative campaign. This proposed service is the final step in the marketing and rebranding of the University that was initiated in 2012 with the research-based enrollment-driven marketing and brand-identity study. Ms. Suzanne Shaw, Vice President for Marketing & Communications, explained that she has had prior experience with Ologie and they had a very creative proposal to our RFP.
- Recommend approval of an agreement with Prateek Gujral, Noida, India for $228,900 (two-year estimate) for educational consulting services for India student recruitment (this is the item which is being recommended at the discretion of the Director of Procurement with approval from CFO/President). These services are to recruit prospective high school students in India to participate, primarily, in University undergraduate programs. There is a need to improve the diversification of our international students. Mr. Kent Thomas, Assistant Vice President for International Programs, explained that in interviewing consultants, claims of quality and integrity are difficult to verify. As a result, selection of the consultant was based on recommendations from a colleague at Manav Rachna University. The recommended consultant has been instrumental in major growth in the number of students from India over the last two years. Mr. Thomas commented that we think in a few years, we could be at 400-500 students from India each year with a significant number being undergraduates.
- Recommend awarding of a contract to Short’s Travel Management (STM) for $260,000 (estimated) for charter-air transportation services for three football trips for the 2015 season. Despite a higher price, STM was considered to be superior in terms of experience and reliability and other non-cost factors. One vendor failed to provide any company history and another vendor had extremely onerous payment terms. Given that over the past ten years, the University has had unfilled service from two different vendors for air charter services, it is recommended that we use STM who has a long history of operations and successful transportation services with the University.
Ms. Fry offered a motion to approve. Mr. Carmichael seconded the motion.
Motion passed 3-0.
6. Facilities and Equipment --- Mr. Ken McClure, Vice President for Administrative & Information Services, presented the following resolutions for the Committee’s consideration:
The relocation of the sanitary sewer at Glass Hall (Bids & Quotations No. 1494-15); Trotter Construction, LLC, low bid of $93,000 for the base bid; total project budget set at $156,165.
The roof replacement of the parking structure at Sunvilla Tower (Bids & Quotations No. 1495-15); Tremco Incorporated (WTI) in the amount of $261,322.99. Pursuant to RSMo 34.046, which allows Missouri State University to participate in contract agreements established by other public entities, the University is utilizing the Educational and Institutional (E&I) Cooperative Contract CNR01305 with Tremco Incorporated (WTI) to perform the roof replacement work under this contract. Under the terms of this agreement, Kirberg Roofing of Springfield, Missouri, will perform the actual roof replacement. The total project budget is established at $303,000.
A motion to approve was moved and seconded, respectively, by Mr. Carmichael and Dr. Hofherr.
Motion passed 3-0.
7. Adjournment — Mr. Hoven adjourned the conference-call meeting at 4:35 p.m., on the motion of Dr. Hofherr and the second of Mr. Carmichael.
John W. McAlear
Secretary of the Board