April 19, 2017

APRIL 19, 2017

1.    Roll Call:
Present-Ms. Virginia Fry, Governor, Chair of the Board
        Mr. Gregory Spears, Governor (by conference call)
        Ms. Carrie Tergin, Vice Chair of the Board (by conference call)

Absent-Ms. Beverly Miller, Governor

Also Present-Ms. Cindi Barnett, Director of Campus Recreation
        Dr. Drew Bennett, Chancellor of the West Plains Campus (by conference call)
        Dr. Stephanie Bryant, Dean, College of Business    
        Ms. Jennifer Cox, Assistant to the Vice President, Administrative Services    
        Mr. Tyree Davis IV, Student Governor          
        Mr. Ryan DeBoef, Chief of Staff and Assistant to the President for Governmental Relations
        Ms. Rachael Dockery, General Counsel
         Dr. Frank Einhellig, Provost
        Mr. Steve Foucart, Chief Financial Officer
        Mr. Craig Frazier, Governor
        Dr. Rob Hornberger, Assistant Vice President for Enrollment Management & Services/Registrar
        Mr. Ben Hunt, Coordinator for Taylor Health & Wellness
        Ms. Ronda Ladd, Administrative Specialist IV, Administrative Services
        Ms. Tina McManus, Controller
        Mr. Kyle Moats, Director of Athletics
        Mr. Matt Morris, Vice President for Administrative Services
        Mr. Jeff Morrissey, Chief Information Officer
        Dr. Dave Muegge, Director of Health & Wellness Services
        Dr. Helen Reid, Dean, College of Health and Human Services
        Mr. Doug Sampson, University Architect & Director of Planning, Design & Construction
        Ms. Suzanne Shaw, Vice President for Marketing and Communications
        Dr. Dee Siscoe, Vice President for Student Affairs
        Mr. Mike Wills, Director for Procurement
        Mr. Ryan Wilson, Chair, Staff Senate
        Ms. Sarah Shepard, Standard Reporter
        Mr. Parker Boykin, Student 
        Ms. Amy Burton, Student
        Ms. Mary Kay Gagnepain, Student
        Mr. Anthony Goodland, Student
        Ms. Adrianna Pitts, Student
        Ms. Shania Sampler, Student
        Mr. Ben Vickers, Student
        Ms. Colleen Wood, Student        
Ms. Kristan Gochenauer, Secretary of the Board
2.    Presiding – Ms. Virginia Fry, 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 – Ms. Fry mentioned that the first item of business was the approval of the minutes for the open and closed meetings of February 15, 2017.  Ms. Carrie Tergin so moved, receiving the second of Mr. Gregory Spears

Motion passed 3-0.
4.    Procurement and Financial – Mr. Steve Foucart, Chief Financial Officer, first presented a resolution (Fees No. 150-17) requesting approval of the 2017-2018 Fee Schedule. Moved and seconded, respectively, by Mr. Spears and Ms. Tergin.

    Motion passed 3-0.

Mr. Foucart next presented a resolution (Purchasing Activity Report No. 452-17) summarizing Procurement Services’ activities from March 10, 2017 through April 12, 2017, for eight items:

•    Recommend approval to extend the Health Risk Assessment and Services Contract C5304-1 with Wellsource through May 31, 2018 at an estimated cost of $15,000.

•    Recommend approval to extend, under same terms, Contract C6208-1 Cash Investment Management Services with BancorpSouth for one year, for the period of July 1, 2017 through June 30, 2018.  Estimated annual costs in accordance with University Investment Policy G8.04 is $36,000.

•    Recommend approval to exercise the two one-year renewal options for Contract C6871-1 Bank Depository Services with BancorpSouth. The new contract period is July 1, 2017 through June 30, 2019.

•    Recommend the Board approve renewal of MOREnet services including internet bandwidth, administrative, maintenance, and membership fees for the period July 1, 2017 through June 30, 2020. Total cost for the one-year contract extension is $110,000.

•    Recommend renewal of Contract C6916-1 with Event Services Group to provide security and related services for special events at JQH, Plaster Stadium, and the Performing Arts Center.  The estimated costs for the period July 1, 2017 through June 30, 2018 is $166,973. This is the second of four available contract renewal options.

•    Recommend approval of lawn mowing services with Nixa Lawn Care Services, Nixa, Missouri.  The contract period is March 1, 2017 through February 28, 2020 with four one-year renewal options.  Total cost for three years of service is $178,500. 

•    Recommend approval to participate in contract agreements through the Midwest Higher Education Compact (MHEC) for a vendor-provided transcript request system with Parchment Credential Services. There is no fee to the University for the service and can result in a potential estimated annual revenue of $194,790.

•    Recommend approval to award a contract to Air Charter Services, Inc., lowest cost bidder, for three (3) trips for the football team for the 2017 season.  

After a short discussion, Ms. Tergin offered a motion to approve.  Mr. Spears seconded the motion.

Motion passed 3-0.

Mr. Foucart then summarized the Perkins Loan Program, which was established in 1965. The University has more than 2,000 loans, which are recorded as assets, with a value of approximately $3.5 million.  Per Congress, the program is set to cease on September 30, 2017.  This will require a return of all loans to the Department of Education, which will cause a write-off of the $3.5 million.  

He then reviewed the University’s financial statement, which compares funds for the current month to a year ago.  The net position shows that we are in strong financial shape.  

5.    Facilities and Equipment – Mr. Matt Morris, Vice President for Administrative Services, presented three resolutions for approval.  The first resolution is to approve the award of a contract for the renovation of computer labs in Cheek Hall (Bids & Quotations No. 1542-17).  The low bid, in the amount of $583,000, was received by Nesbitt Construction Inc. The total project budget is $860,000.  

    He next presented a resolution to approve the award of a contract to construct the expansion of parking lot 39, creating 215 additional spaces on the Springfield campus (Bids & Quotations No. 1543-17). A low bid, in the amount of $571,500 for the base bid plus alternates 1 and 2, was received by Base Construction and Management, LLC.  Total project budget is $700,000 with an expected completion date prior to the start of the 2017 fall semester. 

    Mr. Morris then presented a resolution to approve the award of a contract for the synthetic grass field replacement at the Allison Recreation Fields (Bids & Quotations No. 1544-17). A low bid of $296,974 was received from Shaw Sports Turf.  Total project budget is $355,000. The three resolutions were moved by Mr. Spears and seconded by Ms. Tergin.

    Motion passed 3-0.
    Mr. Morris then recommended a resolution (Architects & Engineers No. 718-17) for approval of consultant and authority to enter into an agreement for professional services in conjunction with the third floor renovations of the Professional Building.  Hastings + Chivetta Architects has been selected to provide the consulting services at a fixed fee of $140,000 plus reimbursable expenses. Moved and seconded, respectively, by Ms. Tergin and Mr. Spears.

    Motion passed 3-0.

    Mr. Morris last presented a resolution to approve an increase to the project budget for the renovation and addition to Glass Hall (Finance No. 1058-17).  The budget increase of $1,500,000 is requested to provide for continued improvement to Glass Hall and the immediate surroundings. Total project budget for the Glass Hall Renovation is $35,340,165.  Moved by Mr. Spears and seconded by Ms. Tergin.

    Motion passed 3-0.    

6.    Adjournment – Ms. Fry adjourned the conference-call meeting at 4:42 p.m. on the motion of Ms. Tergin, the second of Mr. Spears, and the unanimous approval of the committee. 

Kristan Gochenauer                                    
Secretary of the Board