MINUTES OF THE EXECUTIVE COMMITTEE
OF THE BOARD OF GOVERNORS
MISSOURI STATE UNIVERSITY
July 15, 2015
1. Roll Call:
Present - Mr. Joe Carmichael, Governor (by conference call)
Ms. Virginia Fry, Governor (by conference call)
Dr. Peter Hofherr, Vice Chair of the Board (by conference call at 4:10 p.m.)
Mr. Stephen B. Hoven, Chair of the Board (by conference call)
Also
Present - Mr. Clif Smart, President
Mr. Kendall Seal, Governor (by conference call at 4:25 p.m.)
Ms. Carrie Tergin, Governor (by conference call)
Ms. Beverly Miller, Governor (by conference call)
Mr. Greg Spears, 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
Ms. Rachael Dockery, General Counsel
Mr. James McTavish, Associate Director of Planning, Design, and Construction
Mr. Ryan DeBoef, Chief of Staff
Mr. Kyle Moats, Director of Athletics
Mr. Matt Morris, Interim Vice President for Administrative & Information Services
Mr. Gary Stewart, Director of Residence Life, Housing, and Dining Services
Mr. Ed Choate, Director of Human Resources
Ms. Julie Dubinsky, Associate Director of Human Resources
Mr. Tom Johnson, Director of Safety and Transportation
Mr. Jeff Morrissey, Chief Information Officer
Ms. Tina McManus, Controller
Mr. Brad Kielhofner, Director of Facilities Management
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 June 17, 2015. Ms. Fry so moved, receiving the second of Mr. Carmichael.
Motion passed 3-0 (Carmichael, Fry, Hoven).
4. Procurement and Financial --- Mr. Steve Foucart, Chief Financial Officer, presented a resolution (Purchasing Activity Report No. 422-15) summarizing Procurement Services’ activities from June 12, 2015, through July 9, 2015. Mr. Foucart summarized the eleven items included in the report needing board approval:
- Three items are single feasible source – 1) the Joplin Tower lease for Ozark Public Television; 2) local telephone service for the West Plains and Mountain Grove campuses with the sole supplier in that area; and 3) the entry fee for the Las Vegas Classic Men’s Basketball Tournament to be in December 2016, where our men’s basketball team will be competing.
- Two items are exercising contract renewals provided for in the originally-bid contracts – 1) trash removal and disposal and recycling services; and 2) charter bus services for athletic and band trips
- One item is to increase funding for an established contract that was competitively bid. Request approval to increase funding under the communications wiring materials contract with Graybar by $150,000, from $300,000 to $450,000 for the period of January 1, 2015, through December 31, 2015. This increase is due to the remodeling of Sunvilla Tower, the construction of the O’Reilly Clinical Health Sciences Center, wiring upgrades for the Blair-Shannon residence hall, and the Missouri Valley Conference ESPN contract requirements to televise games, which are all above the normal course of business.
- Five items are purchases under established cooperative contracts – three are for campus furniture and two are related to security cameras.
Mr. Carmichael offered a motion to approve. Dr. Hofherr seconded the motion.
Motion passed 3-0 (Carmichael, Fry, Hofherr).
5. Facilities and Equipment --- Mr. Matt Morris, Interim Vice President for Administrative & Information Services, first presented a resolution for the installation of an outdoor freezer at Garst Dining Center (Bids & Quotations No. 1500-15); Bales Construction Company, Inc., only bid received of $165,000; total project budget set at $210,000. Moved by Ms. Fry and seconded by Mr. Carmichael.
Motion passed 3-0 (Carmichael, Fry, Hofherr).
He next presented the following resolutions for the Committee’s consideration:
Approval to increase the project budget for the construction of the Student Admissions and Success (Welcome) Center (Bids & Quotations No. 1501-15). This $300,000 increase brings the new total project budget to $6,375,000.
Approval to increase the project budget for the improvements to the athletic and recreation fields on the Springfield campus (Bids & Quotations No. 1502-15). This $200,000 increase brings the new total project budget to $27,501,076.
Approval to increase the additional services allowed for professional services in conjunction with the renovation and addition to Glass Hall (Architects & Engineers No. 709-15). The additional services allowance approved for the professional services of Perkins + Will is being increased by $100,000.
Approval to increase the project budget for the chiller repairs for Springfield campus utilities (Bids & Quotations No. 1503-15). This $28,000 increase brings the new total project budget to $98,000.
A motion to approve was moved and seconded, respectively, by Dr. Hofherr and Mr. Carmichael.
Motion passed 3-0 (Carmichael, Fry, Hofherr).
Mr. Morris then presented a resolution (Agreement No. 361-15) for the approval of an Intergovernmental Agreement Regarding Law Enforcement Services with the City of Springfield for FY2016. The total cost of the contract is $719,925.46 – the .2% decrease ($1,318.11) is due to a slight decrease in fuel costs. Moved and seconded, respectively, by Ms. Fry and Mr. Carmichael.
Motion passed 3-0 (Carmichael, Fry, Hofherr).
6. Human Resources --- Mr. Morris presented a resolution (Human Resources No.1498-15) for the approval of Amendment 2 and the Eligibility Appendix to the Missouri State University Group Medical Plan. To stay compliant with the Affordable Care Act several changes are being proposed. Under Eligibility Requirements for Participant Coverage – changes include: 1) notes that an employee is considered Full-time if he or she averages 30 or more Hours of Service per week; and 2) adds sections for those employees that have breaks in service or are rehired after being gone for some reason. Under Rehiring a Terminated Employee – changes include: 1) adds Affordable Care Act information and requirements; 2) incorporates the term “Break in Service” which is a period of at least 26 consecutive weeks during which the Employee has no Hours of Service; and 3) includes a period with no credited Hours of Service (of less than 26 weeks) that is at least four consecutive weeks in duration and is longer than the Employee’s period of employment immediately preceding that period with no credited Hours of Service. Under Defined Terms – changes the definition for Active Employees, Waiting Period, and adds a new definition for Employee. An Appendix is also added to the current Medical Plan providing new language for clarification dealing with eligibility.
Moved by Dr. Hofherr and seconded by Mr. Carmichael.
Motion passed 3-0 (Carmichael, Fry, Hofherr).
7. Adjournment — Mr. Hoven adjourned the conference-call meeting at 4:40 p.m. with unanimous approval of the committee.
John W. McAlear
Secretary of the Board