February 17, 2016

FEBRUARY 17, 2016

1. Roll Call:

Mr. Joe Carmichael, Vice Chair of the Board (by conference call)
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. Clif Smart, President
Dr. Jim Baker, Vice President for Research, Economic Development, and International Programs
Dr. Dee Siscoe, Vice President for Student Affairs
Dr. Chris Craig, Associate Provost
Ms. Suzanne Shaw, Vice President for Marketing & Communications
Mr. Jeff Morrissey, Chief Information Officer
Mr. Allen Kunkel, Associate Vice President for Economic Development
Mr. Doug Sampson, University Architect and Director of Planning, Design, and Construction
Mr. Keith Boaz, Senior Associate Director of Athletics Facilities & Operations
Mr. Ryan DeBoef, Chief of Staff
Ms. Penni Groves, Legal Counsel
Mr. David Vaughan, Director of Environmental Management
Mr. Steve Foucart, Chief Financial Officer
Ms. Rachael Dockery, General Counsel
Dr. Frank Einhellig, Provost
Mr. Matt Morris, Vice President for Administrative Services
Mr. John W. McAlear, 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 January 20, 2016. Ms. Fry so moved, receiving the second of Mr. Carmichael.

Motion passed 3-0.

4. Provost – Dr. Frank Einhellig, Provost, presented a resolution (Curriculum No. 374-16) for the approval of the Academic Calendar for 2017-2018. He explained that this calendar returns to the concept of having a separate two-day fall break and the traditional three-day Thanksgiving holiday break. This current academic year was the first year to try a week-long Thanksgiving holiday break and not having a separate fall break. Faculty and students have both expressed their preference for not combining the two breaks. This coming year (2016-2017), the calendar will follow this year’s calendar as it has already been established in that fashion.

Moved by Ms. Tergin and seconded by Mr. Carmichael.

Motion passed 3-0.

5. Procurement and Financial – Mr. Steve Foucart, Chief Financial Officer, presented a resolution (Purchasing Activity Report No. 433-16) summarizing Procurement Services’ activities from January 15, 2016, through February 11, 2016. The four items included in the report are:

• Approval is requested for a temporary housing lease with Bryan Properties for 14 Chilean students in the International Leadership Training Program for a period of six months, ending June 30, 2016. The $37,400 cost is funded from the student participants.

• Approval is requested to amend the previously approved brand-platform contract with Ologie by $39,000 to provide in-depth creative training to key marketing and communications personnel and provide the development of a messaging platform for campus, community partners, and influential government and policy makers.

• Approval is requested to extend a previously bid contract with Point Consulting Group in the amount of $85,000 in order to prepare the detail support and request for the Facilities and Administrative indirect cost rate. For federal grants, universities are allowed to receive reimbursement for a portion of the expenses incurred related to facilities building costs and general administration costs. The indirect cost rate determines the amount which can be recouped from the federal agency for these costs. Point Consulting Group will assist in the negotiation of the final rate with the Department of Health and Human Services. The University’s rate proposal for FY2018 must be submitted by December 31, 2016.

• Approval is requested to amend and extend previously bid contracts for collection agency services with our three collection agencies – National Credit Management, Recovery Management Services, and Enterprise Recovery Systems. All contracts are for two-year periods ending May 17, 2018, plus up to three one-year renewal options, if needed. The total annual estimated cost for all three contracts is $146,783.

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

Motion passed 3-0.

6. Facilities and Equipment – Mr. Matt Morris first presented a resolution (Bids & Quotations No. 1511-16) for the awarding of a contract to rectify water damage at John Q. Hammons Arena. This project repairs the water damage that occurred in the basement locker rooms at the Arena when Springfield received ten inches of rain on December 26-27, 2015. The recommended contractor is Hovey Homes with a low bid of $92,000. The total project budget is set at $341,652.78 and includes $185,852.78 in other construction costs for emergency water-mitigation and structural-drying expenses through Service Master. The project will be funded by the Presidential Enhancement fund ($25,000) and anticipated insurance settlement ($316,652.78). Moved and seconded, respectively, by Ms. Fry and Ms. Tergin.

Motion passed 3-0.

Mr. Morris next presented a resolution (Land No. 117-16) granting temporary construction easements and perpetual street right-of-way easements to the City of Springfield, Missouri, for the construction of signal and sidewalk improvements at the corners of 1) McDaniel Street and Jefferson Avenue; and 2) Cherry Street and Kimbrough Avenue. Moved by Ms. Tergin. Seconded by Mr. Carmichael.

Motion passed 3-0.

Mr. Morris then presented a resolution (Agreement No. 372-16) for the approval of a lease agreement with Vertical Innovations, LLC for 21 silos and adjacent space located at 310 E. Phelps, 524 N. Boonville, and 430 N. Boonville for agricultural production of various edible food plant varieties. The original five-year lease, ending on February 28, 2021, has renewal options that extend to a total of 35 years. The rental rate is $41,950 per year. Vertical Innovations LLC has talked with William H. Darr School of Agriculture students about their involvement with this vertical farming concept. Mr. Allen Kunkel, Director of Jordan Valley Innovation Center, commented that Vertical Innovations, LLC wants to prove that their technology will work in a silo environment. If successful, this concept could spread as there are many vacant silos in the Midwest. Mr. Carmichael moved to approve the agreement, receiving a second from Ms. Fry.

Motion passed 3-0.

7. Adjournment — Dr. Hofherr adjourned the conference-call meeting at 4:32 p.m. on the motion of Ms. Fry, the second of Mr. Carmichael, and the unanimous approval of the committee.

John W. McAlear
Secretary of the Board