October 21, 2015

OCTOBER 21, 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)
Mr. Stephen B. Hoven, Chair of the Board (by conference call)
Also Present - Mr. Clif Smart, President
Dr. Dee Siscoe, Vice President for Student Affairs
Mr. Steve Foucart, Chief Financial Officer
Ms. Donna Christian, Director of Internal Audit & Compliance
Ms. Rachael Dockery, General Counsel
Mr. Ryan DeBoef, Chief of Staff
Mr. Brad Kielhofner, Director, Facilities Management
Mr. Jeff Morrissey, Chief Information Officer
Mr. Doug Sampson, University Architect and Director of Planning, Design, and Construction
Ms. Suzanne Shaw, Vice President for Marketing and Communications
Dr. Mark Biggs, Associate Dean of the College of Arts and Letters
Ms. Tina McManus, Controller
Mr. Kyle Moats, Director of Athletics
Mr. Matt Morris, Interim Vice President for Administrative & Information Services
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 and closed meetings of September 16, 2015. Ms. Fry so moved, receiving the second of Mr. Carmichael.

Motion passed 3-0.

4. Procurement and Financial --- Mr. Steve Foucart, Chief Financial Officer, presented a resolution (Purchasing Activity Report No. 427-15) summarizing Procurement Services’ activities from September 11, 2015, through October 15, 2015. Mr. Foucart summarized the four items included in the report needing board approval:

• Approval is requested to utilize a recently awarded State of Missouri contract to purchase a management system to track our telecommunications work orders, long distance, inventory, and other telecommunications needs for the campus from Calero Software LLC for an estimated cost of $160,000. Our current system, purchased in 1999, has reached the end of its life and we will no longer have maintenance and support.

• In July, 2015, ESPN and the Missouri Valley Conference (MVC) entered into a 10-year agreement for media rights that will provide televised coverage for member institutions on ESPN3, which includes the University. The ESPN3 campus model encompasses a three-year rollout beginning in the fall of 2015. University sports to be televised the first year include all home football, volleyball, men’s and women’s basketball, and baseball games. The agreement will also include, in subsequent years, televised home games for men’s and women’s soccer, and softball. Member institutions are required to produce events on their campuses each year of the agreement for exclusive distribution on ESPN3. Hite Media Services will produce the HD-quality telecasts for the University and ESPN through the MVC contract. Hite Media, the current video board operations contractor for Athletics for JQH Arena, Plaster Stadium, and Hammons Field, will provide the ESPN3 telecasts at an estimated cost of $225,000. Ratification is recommended to utilize the ESPN and MVC agreement.

• Recommend award to Shorts Travel Management (STM) for charter air transportation services for the men’s and women’s basketball teams. While not the lowest cost, STM is determined to be the lowest and best bid based on cost and other considerations. The estimated cost of $270,340 is based on eight trips for the men’s team and four trips for the women’s team.

• On October 9, the university received the renewal bid for stop-loss reinsurance coverage for the group medical plan from Optum. Med-Pay, the University’s health-benefits consultant, recommended acceptance of the option which would increase the current deductible from $250,000 to $275,000, but would save the University $23,627.52 which is a 4.1% reduction from the 2015 annual premium. The estimated cost is $557,857.20. In order to secure these rates, the University was required to sign an Engagement agreement by October 16, 2015. Approval is requested to ratify the renewal quote as proposed.

Dr. Hofherr offered a motion to approve. Mr. Carmichael seconded the motion.

Motion passed 3-0.

Mr. Foucart next presented a resolution (Finance No. 1051-15) for the Declaration of Official Intent toward the Issuance or Incurrence of Energy Cost Savings Capital Lease Obligations and Reimbursement of Expenditures for Facilities from Proceeds of Obligations. As discussed during the recent Finance & Facilities Committee meeting, the University will conduct work to evaluate the expansion of the chilled water loop system. Bank of America has provided a capital lease for the current system and has proposed a seven-year capital lease addition that would provide minimal costs above our existing budgeted lease. While we are not committing to any capital expenditures or any lease at this time, this intent resolution would allow the university to be reimbursed from a future lease for any expenditures the University would spend on this project before a capital lease is funded. This intent resolution complies with IRS requirements for a tax-exempt lease and the resolution was reviewed by Gilmore & Bell, the University’s bond counsel. Moved and seconded, respectively, by Mr. Carmichael and Ms. Fry.

Motion passed 3-0.

5. Facilities and Equipment --- Mr. Matt Morris, Interim Vice President for Administrative & Information Services, presented a resolution for the Phase II branding of the Davis-Harrington Welcome Center (Bids & Quotations No. 1507-15); Kenmar Construction, Inc., best bid of $105,555; total project budget set at $200,000. In an attempt to complete as much of the branding as possible prior to the Homecoming festivities, Phase I was awarded as a Job Order Contract and all branding work was performed with the exception of the installation of the pivoting and fixed panels. Phase II was issued for bid to allow for the installation of five pivoting panels and one fixed panel. Upon receipt of the Phase II bids, Kenmar was selected because the number of calendar days quoted in their bid for them to complete the project is consistent with the amount of time allowed for the project. The project required that all construction be completed no later than March 31, 2016, in order for all branding to be in place for the Missouri Public Affairs Hall of Fame inductions.

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

Motion passed 3-0.

Mr. Morris then presented the following resolutions for the Committee’s consideration:

Professional services in conjunction with the renovation of Ellis Hall (Architects & Engineers No. 710-15); Patterhn Ives, LLC, for a fixed fee of $630,000 plus reimbursable expenses. Additional services of up to $60,000 as described in this agreement may be authorized and approved as necessary.

Professional services in conjunction with the bathroom renovation of Blair-Shannon House (Architects & Engineers No. 711-15); Treanor Architects P.A., for an hourly rate with a total fee not to exceed $150,000 plus reimbursable expenses. Additional services of up to $15,000 as described in this agreement may be authorized and approved as necessary.

Professional services in conjunction with the new elevator installation at Kentwood Hall (Architects & Engineers No. 712-15); Butler, Rosenbury & Partners, for a stipulated fee of $118,500 plus reimbursable expenses. Additional services of up to $11,000 as described in this agreement may be authorized and approved as necessary.

Moved and seconded, respectively, by Dr. Hofherr and Mr. Carmichael.

Motion passed 3-0.

6. New Business --- Upon being asked about the overwhelming student passage of the referendum on a new Taylor Health and Wellness Center building, Dr. Dee Siscoe mentioned that a group of students and staff have already begun working on a timeline for the project. A consultant for the project will need to be selected. It will also be necessary to find a temporary location to house the Center as the present structure will be taken down.

7. Adjournment — Mr. Hoven adjourned the conference-call meeting at 4:40 p.m. on the motion of Mr. Carmichael, the second of Dr. Hofherr, and the unanimous approval of the committee.

John W. McAlear
Secretary of the Board