March 19, 2014




March 19, 2014

1. Roll Call:

Present - Mr. Peter Hofherr, Governor (by conference call)

Mr. Steve Hoven, Vice Chair of the Board (by conference call)

Ms. Beverly Miller, Chair of the Board (by conference call)

Ms. Carrie Tergin, Governor (by conference call)


Present - Mr. Clifton Smart, President

Mr. Kendall Seal, Governor (by conference call)

Ms. Paige Jenkins, Student Governor

Mr. Ken McClure, Vice President for Administrative and Information Services

Mr. Steve Foucart, Chief Financial Officer

Ms. Penni Groves, General Counsel

Ms. Donna Christian, Director of Internal Audit & Compliance

Dr. Drew Bennett, Chancellor of the West Plains Campus (by conference call)

Mr. Matt Morris, Associate Vice President for Administrative and Information Services

Ms. Tina McManus, Controller

Mr. Jeff Morrissey, Chief Information Officer

Mr. Doug Sampson, University Architect and Director of Planning, Design, and Construction

Mr. Don Hendricks, Director of University Communications

Mr. Kyle Moats, Director of Athletics

Mr. Don Simpson, Associate Vice President for Enrollment Management

Mr. Gary Stewart, Director of Residence Life, Housing and Dining Services

Mr. John McAlear, Secretary of the Board

2. Presiding – Ms. Beverly Miller, 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. Miller mentioned that the first item of business was the approval of the minutes for the open meeting of February 19, 2014. Mr. Hofherr so moved, receiving the second of Mr. Hoven.

Motion passed 3-0.

4. Procurement and Financial – Mr. Steve Foucart, Chief Financial Officer, presented a resolution summarizing Procurement Services’ Office activities from February 15, 2014, through March 13, 2014 (Item III.A.). The five items included in the resolution were:

Recommend approval of Amendment #6 to the Chartwells contract. This amendment exercises the University’s renewal option for years 11 through 13 (2022 to 2024) early, and allows the University to apply $630,000 of capital investment dollars from Chartwells toward infrastructure improvements in 2014, rather than being required to wait until 2021 to make these improvements (as originally agreed to). It also allows the University to close Sunvilla residence hall to renovate it to apartment-style housing with kitchens, and to remove Sunvilla from the mandatory meal plan (which amounts to approximately $320,000 in lost annual revenue to Chartwells). The early receipt of the $630,000 in capital investments dollars will permit the University to remodel the Blair-Shannon Dining Hall up to the level of the Garst Dining Hall now instead of at the end of the Chartwells contract. The amendment also allows Chartwells to amortize its capital investment over a 13-year period rather than a 10-year period.

Recommend Adidas contract amendment – with men’s basketball concluding their existing contract with Nike in September 2014, and the addition of the women’s tennis program, approval is requested to extend our exclusive product purchase contract with Adidas for two additional years with the addition of the men’s basketball and women’s tennis programs. With this amendment, Adidas will provide men’s basketball uniforms at no cost and increase the promotional merchandise from $90,000 per year to $176,000 per year.

Recommend the purchase of 107 Dell computers for the West Plains campus, at a cost of $106,784.41 from an established University of Missouri contract, to replace out-of-warranty computers.

Recommend the third available renewal of a contract with Grime Scrubbers to provide residence hall cleaning services for the period May 1, 2014, through April 30, 2015, for an estimated $118,855.29.

Recommend the purchase of a new degree audit/transfer software system with an estimated cost of $290,836 from Ellucian, our existing Banner ERP software company. The current system, installed in the early 1990s, and its upgrades were discontinued in June 2011. This Ellucian system, called Degree Works, is being used by both the University of Central Missouri and Southeast Missouri State University. Mr. Don Simpson, Associate Vice President for Enrollment Management, explained the many improvements of this system over the previous system.

Mr. Hofherr so moved, receiving a second from Ms. Tergin.

Motion passed 3-0.

5. Facilities and Equipment --- Mr. Ken McClure, Vice President for Administrative and Information Services, next presented the following resolution for the Committee’s consideration:

The computer lab renovation at Glass Hall (Item IV.A.); Mechanical Services, Inc., low bid of $304,715 for the base bid plus alternates 1, 2, and 6; total project budget established at $510,000.

The renovation of Kentwood Hall (Item IV.B.); Carson-Mitchell, Inc., low bid of $1,778,078 for the base bid plus alternates 1, 2, 3, 4, and 5; total project budget set at $2,520,030.

The phase I renovation of the third floor at Plaster Student Union (Item IV.C.); Bailey Company, low bid of $339,579 for the base bid plus alternates 1, 2, 3, 4, and 5: total project budget set at $686,000.

The roof replacement at Hutchens House (Item IV.D.); Tremco Incorporated (WTI), amount of $504,677.49; total project budget established at $550,000. State statute allows Missouri State University to participate in contract agreements established by other public entities, so the University is utilizing the Educational and Institutional Cooperative Contract with Tremco Incorporated (WTI) to perform the roof replacement work under this contract. Under terms of this agreement, Queen City Roofing of Springfield, Missouri, will perform the actual roof replacement under the supervision of Tremco Incorporated (WTI).

Professional services needed for the renovation of Sunvilla Tower (Item IV.E.); Lawrence Group, for a fixed, not-to-exceed fee of $1,075,000 plus reimbursable expenses. Additional services of up to $100,000 as described in this agreement may be authorized and approved as necessary. A grant has been received to construct a FEMA storm shelter as part of this project (just to the west of Sunvilla) that will serve the University and surrounding community in the event of a tornado or severe weather.

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

Motion passed 3-0.

Mr. McClure next presented a resolution (Item IV.F.) to increase the project budget for the improvements to the athletic and recreation fields on the Springfield campus. This $252,886 increase brings the new project budget to $27,072,076. He explained that the new occupational therapy building is being planned for the site west of the new field hockey and lacrosse field. It is desired that this new building be connected to the campus chilled water loop for improved efficiency. The closest location to tap into the chilled water loop is at Clay Avenue to the east of the new field. The new building is not scheduled to go out for bid until this summer, after the completion of the new field. The University does not want to complete a new field and then tear it up immediately with additional construction. A change order will be added to the athletic and recreation fields’ project to allow for this work to be completed now, which will be paid by the Chilled Water Loop Athletics/OT budget funded from the President’s Program Enhancement fund with reimbursement forthcoming from the Academic Facilities’ Bond Issue.

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

Motion passed 3-0.

6. Research and Economic Development --- Mr. McClure then presented a resolution (Item V.A.) for the ratification of an apartment lease contract for international faculty housing with Jefferson Avenue Apartments, LLC. This will be a six-month lease commencing February 1, 2014, and terminating July 31, 2014, for one housing apartment, including four single bedrooms. The monthly rent for the apartment, to include all bedrooms, is $1,437. Moved and seconded, respectively, by Mr. Hofherr and Mr. Hoven.

Motion passed 3-0.

7. Adjournment — Ms. Miller adjourned the conference-call meeting at 4:35 p.m., on the motion of Mr. Hoven, the second of Ms. Tergin, and the unanimous vote of the committee.

John W. McAlear

Secretary of the Board