MINUTES OF THE BOARD OF GOVERNORS
MISSOURI STATE UNIVERSITY
JULY 28, 2016
1. Roll Call
Present- Mr. Joe Carmichael, Vice Chair of the Board
Mr. Tyree Davis IV, Student Governor (by conference call at 10:02 a.m.) Ms. Virginia Fry, Governor
Mr. Gabriel Gore, Governor
Mr. Stephen B. Hoven, Governor
Dr. Peter Hofherr, Chair of the Board Ms. Beverly Miller, Governor
Mr. Kendall Seal, Governor Mr. Greg Spears, Governor Ms. Carrie Tergin, Governor
Also Present- Clifton M. Smart III, President
Drew Bennett, Chancellor of the West Plains Campus Frank Einhellig, Provost
Dee Siscoe, Vice President for Student Affairs
Matt Morris, Vice President for Administrative Services
Jim Baker, Vice President for Research and Economic Development and International Programs
Ryan DeBoef, Chief of Staff and Assistant to the President for Governmental Relations
Steve Foucart, Chief Financial Officer
Suzanne Shaw, Vice President for Marketing & Communications Brent Dunn, Vice President for University Advancement
Donna Christian, Director of Internal Audit and Compliance Rachael Dockery, General Counsel
Wes Pratt, Chief Diversity Officer Kyle Moats, Director of Athletics
Jeff Morrissey, Chief Information Officer
Gloria Galanes, Dean of the College of Arts and Letters Kristan Gochenauer, Secretary of the Board
2. Presiding – The presiding officer for the meeting was Dr. Peter Hofherr, Chair of the Board of Governors. He called the meeting to order at 9:03 a.m. at the Shealy Farm Conference Center, 5607 S. 222nd Rd., Fair Grove, Missouri. President Clif Smart then gave a brief overview of the agenda.
3. Approval of Minutes – Dr. Hofherr mentioned that the first item of business was the approval of the minutes for the open and closed meetings of June 10, 2016. Mr. Steve Hoven so moved, receiving a second from Ms. Carrie Tergin.
Motion passed 9-0.
4. Consent Agenda – Dr. Hofherr noted that the next item of business on the agenda was the approval of the Consent Agenda for this meeting. The items included in the Consent Agenda are:
Approval of athletic employment contract for Brice Cox as Associate Strength and Conditioning Coach for Men’s Basketball and Men’s and Women’s Golf. (Human Resources No. 1531-16).
West Plains Campus
Approval of Activity Report dated July 28, 2016 (West Plains Campus Activity Report No. 117-16).
Approval of actions concerning West Plains Campus academic employees (West Plains Campus Personnel No. 396-16).
Approval of actions concerning West Plains Campus non-academic employees (West Plains Campus Personnel No. 397-16).
Springfield Campus Purchases/Contracts
Approval of Procurement Activity Report for the period May 25, 2016 through July 13, 2016 (Purchasing Activity Report No. 442-16).
Facilities and Equipment
Approval of the May 2016 Activity Report (Activity Report No. 282-16). Approval of the June 2016 Activity Report (Activity Report No. 283-16).
Approval of second addendum to the lease agreement with Ozarks Technical Community College for general classroom and support space at Lebanon, Missouri (Agreement No. 376- 16).
Approval of the lease agreement for general classroom and support space with Illinois Place, LLC, Joplin, Missouri (Agreement No. 377-16).
Approval of amendment #7 to the lease agreement with Mercy Health Springfield Communities, formerly St. Johns Health Systems Inc. at Jordan Valley Innovation Center (Agreement No. 378-16).
Approval of amendment #2 to the lease agreement with ESM Technologies Inc. at the Jordan Valley Innovation Center (JVIC) (Agreement No. 379-16).
Human Resources Items
Approval of actions concerning academic employees (Human Resources No. 1532-16).
Approval of actions concerning non-academic employees (Human Resources No. 1533-16). Ms. Virginia Fry moved to approve the Consent Agenda, receiving a second from Ms. Tergin. Motion passed 9-0.
5. Marketing and Communications:
a. Ms. Suzanne Shaw, Vice President for Marketing and Communications, gave a presentation on the University’s branding providing an overview of recruiting initiatives, student perception, and data review. Ms. Shaw walked the board through how the overall goals of the brand refresh are relevant to reaching a wide range of students locally, nationally, and internationally. These goals include a high touch environment, conversion of the University’s website to 100% mobile, and having an “action oriented” tagline. This led to a discussion on tracking trends and the use of surveys to include Beginning College Survey of Student Engagement (BCSSE) and the National Survey of Student Engagement (NSSE).
6. Implementing the Long-Range Plan:
a. Focus Areas and Measurable Goals for the 2016-2017 Long-Range Plan – President Smart then started the discussion on how the University will implement the long-range plan. (At this time, Mr. Tyree Davis joined the meeting by conference call.) President Smart noted that the emphasis for the last five years has been on compensation, facilities improvement, improving the student experience, enrollment growth, government funding, and affordability. These areas are still important and are included in the new long-range plan, but the primary focus has shifted to student success/completion. The University is aligning with what is happening nationally with the Complete College America agenda. Complete College America is a bipartisan group of government education leaders who have created an agenda that has identified several completion strategies with back up data to support. These include encouraging students to take 30 credit hours a year so they graduate in four years, eliminating developmental math and English courses and replacing them with co-requisite courses, creating alternative math choices for students beyond college algebra, and creating guided/structured pathways for students. The Coordinating Board for Higher Education (CBHE) has a Governing Board Forum scheduled next week with a major focus on completion as well as diversity and security. The focus on completion is important because this is an area that data shows we can do better. As part of the student success, our other main focus is diversity. Diversity is connected to our retention agenda. Our first-generation, Pell-eligible and underrepresented students, particularly our African-American students, are not being retained and are not graduating at the same levels as students who do not fit into these categories. Focus needs to be on inclusion and success for our first-generation and underrepresented students. Our University has the opportunity to uniquely position itself through aligning with the Complete College America agenda. Strategic options include implementing a banded tuition policy and co-curricular course offerings. President Smart then discussed the measurable goals. Over the next five years, the University would like to raise the number of graduates by 10%, raise the freshman to sophomore retention rate to 80%, improve the
undergraduate graduation rate for Pell-eligible, first-generation and underrepresented students, and have 17% of faculty and staff be international or members of historically underrepresented populations. President Smart stated that we would continue to review our goals and follow up with a discussion at the October Board meeting.
b. Action Plan for 2016-2017 – President Smart stated that the action plan is to continue to grow enrollment as the University has been doing for the last five years. The focus is to increase the number of graduates by maintaining affordability, adding programs that are in high demand, and increasing the offering of classes in various delivery methods and locations. The University needs to be able to attract and retain diverse faculty, staff, and students. This includes professional development, transparency and accountability. The Board did note they want to insure a continued focus on academic rigor as part of the completion agenda. (Mr. Davis left the conference call at this time.) Dr. Drew Bennett, West Plains Chancellor, was asked to speak about the West Plains campus. He noted that they are currently going through the same process and have had West Plains representation at all meetings in relation to the long-range plan and the action goals. Dr. Bennett did note that there is a difference in student population between the Springfield and West Plains campuses. At West Plains, there is no minimum ACT, over half of the students are Pell-eligible, and 85% are considered at-risk. The focus is on students getting their associate degrees versus certificates. The Shoe Loft housing and construction of the Hass- Darr Hall are both key to increased enrollment and retention. The diversity goal is to recruit diverse students, staff, and faculty. President Smart stated that there is more work to be done on the metrics for both campuses. Further input will be gathered and evaluated.
c. Role of Board Committees in Monitoring Progress (Shared Governance) – President Smart stated that the role of the Board Committees is to monitor overall progress and give input on “how we are doing”.
d. Alignment with Programming and Budgeting – President Smart briefly discussed alignment with programming and budgeting. This will be a focus for future meetings.
e. One Page Summary – President Smart discussed potentially creating a one-page summary of the long-range plan based on summary received at the spring AGB conference. He will continue to look into this.
7. Board of Governors’ Procedural Matters:
a. Adoption of 2017 Meeting Schedule of Missouri State University Board of Governors
– President Smart presented a resolution (Administration No. 45-16) approving the 2017 calendar-year meeting schedule. The schedule includes a March 23/24 retreat in Kansas City to include diversity training; a June meeting in West Plains with a possible Mountain Grove tour the day before; and the remaining meetings of the year in Springfield. Mr. Hoven moved to approve the 2017 meeting schedule, receiving the second of Ms. Beverly Miller.
Motion passed 9-0.
b. Board Meeting Issues – Ms. Tergin led this discussion. From information received at the spring AGB Conference, Ms. Tergin noted that the Missouri State University Board is smaller than others. Ms. Tergin asked others what they thought could be done better. It was asked why regular Board meetings and Executive Committee meetings are sometimes close together. President Smart stated that Executive Committee meetings are scheduled at the same time each month to allow for members to plan ahead. It was suggested that holding or cancelling the Executive Committee meetings could be left up to the Board chair. Other items of discussion included more board interaction and working more closely with the student governor. Overall, Ms. Tergin found that the Missouri State University Board runs very efficiently.
c. Future Discussion Topics at Board Meetings (China Programs, Scholarship Strategies, Deferred Maintenance, West Plains) – President Smart shared that the October Board meeting will include security, assessment, instructional technology and an update on the long-range plan. Other suggestions for future discussion topics included outreach programs, increased Board involvement in admission and scholarship discussions, Norton grape research, and additional media exposure as part of our public affairs mission. President Smart noted that as part of the public affairs mission the Public Affairs Hall of Fame has become a high profile event for the University.
d. Logistics of Board Diversity Training – Mr. Wes Pratt, Chief Diversity Officer, said with regard to training, it is important to start from the bottom up. He noted a number of items that are important to understanding diversity and its complexities. Upon further discussion, it was decided that the Board would have an in-depth diversity training at the March 23–24, 2017 retreat.
e. Orientation/Mentoring of New Board Members – A mentor/mentee program for new board members was recommended.
f. Professional Training for Secretary of the Board – The Secretary of the Board is attending the upcoming CBHE Governing Board Forum and will attend the spring 2017 AGB Conference.
g. Discussion of the 2017 Board Officers – Dr. Hofherr stated that the Board needed to discuss a possible slate of officers for the 2017 calendar year. Dr. Hofherr proposed Mr. Joe Carmichael as Chair and Ms. Virginia Fry as Vice-Chair, which was accepted by other members of the Board. The election of officers will be held at the October 14, 2016 Board meeting.
8. Facilities and Equipment:
a. Approval of Bids and Award of a Contract for the Renovation of Ellis Hall – Mr. Matt Morris, Vice President for Administrative Services, presented a contract (Bids & Quotations No. 1531-16) for the approval of the low bid of Carson-Mitchell, Inc. in the amount of $12,716,100 base bid plus alternates 2 and 3 for the renovation of Ellis Hall. Total budget for this project is $14,328,230. Mr. Hoven made a motion to approve, receiving a second from Ms. Fry.
Motion passed 9-0.
9. New Business:
a. FY2016 Office of Research Year-End Activity Report – Dr. Jim Baker, Vice President for Research & Economic Development & International Programs, presented the June 30, 2016 year-end activity report for the Office of Research. Dr. Baker reported that 362 total proposals were submitted with $24,791,190 funds awarded; a 30% increase from FY2015. It was noted that 62% of the funding awarded came from competitive federal grants and 11% were international. Dr. Baker also mentioned the importance of the proactivity and advocacy of our Washington DC consultant, Tom Downs. He stated that Mr. Downs lined up a number of agencies and sources of funding revenue this past year, which led to $2.9 million of the funds awarded.
b. FY2016 Missouri State University Foundation Year-End Report – Mr. Brent Dunn, Vice President for University Advancement, presented the June 30, 2016 year-end report of the Missouri State University Foundation. The total gifts received in FY2016 totaled
$18,010,206. The number of individual gifts received was 49,769. He reported that these numbers do not include planned giving amounts of approximately $40 million at this time. At year-end, the Foundation endowment is approximately $69 million.
c. Approval of FY2018 Operating Appropriations Request and Decision Items – President Clif Smart next presented a resolution (Finance No. 1056-16) for the approval of the Fiscal Year 2018 Operating Appropriations Request and Decision Items totaling
$99,824,018. This amount is made up of: a) funding for core operations totaling
$92,649,516 (Operating Appropriations Base of $91,649,516 and the Health Initiatives/Occupational Therapy Base of $1,000,000); b) new funding decision items totaling $6,332,950 (performance funding for core operating support (5%) - $4,582,476; new STEM initiatives (1%) - $916,495; equity funding for Missouri State University – West Plains - $833,979; and Mental Health Initiatives - TBD); c) Debt Offset Tax Authority - $300,000; and d) Missouri Returning Heroes Act - $541,552. Moved and seconded, respectively, by Ms. Tergin and Mr. Gabriel Gore.
Motion passed 9-0.
d. Approval of Amendments to Employee Handbook for Administrative, Professional and Support Staff Employees and Related Policies – Mr. Morris presented a resolution (Policies & Procedures No. 136-16) for the approval of amendments to the Employee Handbook for administrative, professional and support staff employees and related policies. Mr. Kendall Seal moved to approve the resolution, receiving a second from Ms. Fry.
Motion passed 9-0.
10. Old Business:
a. Risk Management:
1) Security Follow-Up – President Smart noted that a security and information technology update will be provided at the October board meeting. A security study will be conducted on the West Plains Campus in August and will also be reported on at the October meeting.
2) Risk Analysis in Exceptional Circumstances – In the discussion on risk analysis, it was suggested that an audit committee be created to monitor potential unforeseen risks. President Smart said that the University could have an audit committee that reports to the financial committee. He will report back to the Board on structural options for such a committee.
11. Closed Meeting – It was determined that the Board of Governors needed to meet in a closed session to consider items of business provided in the Revised Statutes of Missouri. Dr. Hofherr asked if a resolution authorizing a closed meeting of the Board was prepared. Thereupon, the following resolution was presented for consideration:
BE IT RESOLVED by the Board of Governors for Missouri State University that a closed meeting, with closed records and closed vote, be held during a recess of this July 28, 2016 meeting of the Board of Governors to consider items of business pursuant to:
a. R.S.Mo. 610.021 (1). “Legal actions, causes of actions, or litigation involving a public governmental body…”
b. R.S.Mo. 610.021(13). “Individually identifiable personnel records, performance ratings or records pertaining to employees or applicants for employment…”
Mr. Hoven moved the approval of the resolution and Ms. Fry seconded the motion.
A roll call vote on the motion was as follows: those voting in favor – Governors Carmichael, Fry, Gore, Hofherr, Hoven, Miller, Seal, Spears, and Tergin; those voting against – none.
Dr. Hofherr declared the resolution passed unanimously. The open meeting was recessed at 3:05 p.m. to go into closed session.
The open meeting was reconvened at 4:32 p.m.
12. Date of Next Meeting – The date of the next regularly scheduled meeting was set for Friday, October 14, 2016, at 1:00 p.m. on the Springfield Campus.
13. Adjournment – Dr. Hofherr adjourned the meeting at 4:34 p.m. on the motion of Mr. Hoven, the second of Mr. Greg Spears, and the unanimous vote of the Board.
Kristan Gochenauer Secretary