August 17, 2016

MINUTES OF THE EXECUTIVE COMMITTEE
OF THE BOARD OF GOVERNORS
MISSOURI STATE UNIVERSITY
August 17, 2016

1. Roll Call:
Present - Mr. Joe Carmichael, Vice Chair of the Board
Ms. Virginia Fry, Governor (by conference call)
Dr. Peter Hofherr, Chair of the Board (by conference call)
Ms. Carrie Tergin, Governor (by conference call)
Also Present - Mr. Clifton Smart III, President
Mr. Kendall Seal, Governor (by conference call)
Mr. Matt Morris, Vice President for Administrative Services
Mr. Steve Foucart, Chief Financial Officer
Ms. Rachael Dockery, General Counsel
Ms. Donna Christian, Director of Internal Audit & Compliance
Dr. Drew Bennett, Chancellor of the West Plains Campus (by conference call)
Dr. Dee Siscoe, Vice President for Student Affairs
Mr. Ryan DeBoef, Chief of Staff
Mr. Jeff Morrissey, Chief Information Officer
Mr. Tom Peters, Dean of Library Services
Mr. Doug Sampson, University Architect and Director of Planning, Design, and Construction
Mr. Mike Wills, Director of Procurement Services
Mr. Allen Kunkel, Associate Vice President for Economic Development and Director of the Jordan Valley Innovation Center
Ms. Andrea Weber, Director of Student Conduct
Dr. Thomas Lane, Associate Vice President for Student Life/Dean of Students
Mr. Andrew Englert, Patrol Lieutenant
Mr. Tony Vienhage, Sergeant, Springfield Police Substation
Ms. Suzanne Shaw, Vice President for Marketing and Communications
Mr. Ryan Wilson, Centralized User Support Specialist
Ms. Cortlynn Stark, Student Reporter for the Standard
Ms. Kristan Gochenauer, Secretary of the Board

2. Presiding – Dr. Peter Hofherr, 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 – Dr. Hofherr mentioned that the first item of business was the approval of the minutes for the open meeting of July 20, 2016. Mr. Joe Carmichael so moved, receiving the second of Ms. Carrie Tergin.
Motion passed 3-0.

4. President – At the Board’s request, the approval of minor revisions to the G2.02 Possession of Firearms Policy was pushed to the October 14, 2016 Board of Governors’ meeting.

5. Student Affairs – Dr. Dee Siscoe, Vice President for Student Affairs, presented a resolution recommending approval of revision of the code of student rights and responsibilities (Student Policies No. 110-16). Revisions have been reviewed by General Counsel and ensure compliance with the Clery Act as well as consistency with the University’s Title IX policy and process. Ms. Tergin so moved, receiving the second of Ms. Virginia Fry.
Motion passed 3-0.

6. West Plains Campus – Dr. Drew Bennett, Chancellor of the West Plains Campus, presented a resolution for approval of revision of the code of student rights and responsibilities for the West Plains Campus (West Plains Student Policies No. 12-16). Revisions are consistent with changes made by the Springfield campus and provides for a change of adjudication responsibilities to the Dean of Student Services. A motion was made by Ms. Fry and seconded by Mr. Carmichael.
Motion passed 3-0.
Dr. Bennett then presented a resolution for the approval of the facilities management agreement for the management of facilities owned by Howell Creek Shoe Factory Commons, LLC, located at 665 Missouri Avenue, West Plains, Missouri, and commonly referred to as Shoe Factory Lofts (West Plains Agreement No. 47-16). The University will assume management of the facility for an 18-month trial period; January 1, 2017 through June 30, 2018. In addition to management responsibilities, the University will also be responsible for 25% of the Facility Manager’s salary and benefits. Moved and seconded, respectively, by Mr. Carmichael and Ms. Fry.
Motion passed 3-0.

7. Procurement and Financial – Mr. Steve Foucart, Chief Financial Officer, presented a resolution summarizing Procurement Services’ Office activities from July 15, 2016 through August 11, 2016 (Purchasing Activity Report No. 443-16). The three items included in the resolution were:
• Approval requested to continue utilization of the Interlocal Purchasing System (TIPS) cooperative contract, Contract 3072210, with En Pointe Technologies to administer the Microsoft Campus Agreement. Term of the one-year extension is September 1, 2016 through August 31, 2017 at a cost of $134,739.96.
• Approval recommended of a renewable annual maintenance agreement with initial term through August 31, 2017 for CASHNet services with Higher One Payments Incorporated. Annual maintenance for the period of September 1, 2016 through August 31, 2017 will cost $161,762.
• Approval recommended of a payment to MOBIUS for membership and assessment fees to renew access to the on-line library catalog system for July 1, 2016 through June 30, 2017 at a cost of $164,036.48. A motion was made and seconded, respectively, by Ms. Tergin and Mr. Carmichael.
Motion passed 3-0.

8. Facilities and Equipment – Mr. Matt Morris, Vice President for Administrative Services, presented a resolution for the approval of bids and award of a contract for the relocation of veteran student services, research and instructional services, and the acquisition staff at Meyer Library (Bids & Contract No. 1532-16). Bales Construction Company, Inc. submitted the low bid in the amount of $457,000 for the base bid. Expected completion of the project is by the end of fall 2016 semester. A motion was made by Mr. Carmichael and seconded by Ms. Tergin.
Motion passed 3-0.
Mr. Morris then recommended approval of an intergovernmental agreement regarding law enforcement services with Missouri State University for fiscal year 2017 (Agreement No. 380-16). Agreement is effective July 1, 2016 through June 30, 2017 at a cost of $719,925.46. The annual contract represents no increase from fiscal year 2016. Ms. Fry so moved, receiving a second from Ms. Tergin.
Motion passed 3-0.
Mr. Morris next recommended the approval of a lease agreement with ESM Technologies Inc. at the Jordan Valley Innovation Center (JVIC) (Agreement No. 381-16). The new lease is effective September 1, 2016 through August 31, 2017. Lessee will pay $2,911.61 monthly for use and occupancy. A motion was made by Mr. Carmichael and seconded by Ms. Tergin.
Motion passed 3-0.

9. Adjournment – Dr. Hofherr adjourned the conference-call meeting at 4:37 p.m. on the motion of Ms. Fry, the second of Ms. Tergin, and the unanimous vote of the committee.

Kristan E. Gochenauer
Secretary of the Board