September 16, 2015

SEPTEMBER 16, 2015

1. Roll Call:
Present -

Mr. Joe Carmichael, Governor
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
Mr. Greg Spears, Governor (by conference call)
Ms. Carrie Tergin, Governor (by conference call)
Mr. Caleb Doyle, Student Governor
Dr. Frank Einhellig, Provost
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
Dr. Jim Baker, Vice President for Research, Economic Development, and International Programs
Dr. Drew Bennett, Chancellor of the West Plains Campus (by conference call)
Dr. Dennis Lancaster, Dean of Academic Affairs on the West Plains Campus (by conference call)
Mr. Doug Sampson, University Architect and Director of Planning, Design, and Construction
Ms. Suzanne Shaw, Vice President for Marketing and Communications
Dr. Gloria Galanes, Dean of the College of Arts and Letters
Dr. Tammy Jahnke, Dean of the College of Natural and Applied Sciences
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 August 26, 2015. Dr. Hofherr so moved, receiving the second of Ms. Fry.

Motion passed 3-0.

4. Procurement and Financial --- Mr. Steve Foucart, Chief Financial Officer, presented a resolution (Purchasing Activity Report No. 425-15) summarizing Procurement Services’ activities from August 21, 2015, through September 10, 2015. Mr. Foucart summarized the three items included in the report needing board approval:

• Request ratification for payment made to the National Collegiate Athletic Association (NCAA) of $154,369.03 for revenue received from the 2015 NCAA Regional Baseball Tournament held May 29, 2015, through May 31, 2015, at Hammons Field. Total ticket sales were about $164,000.

• Recommend approval to purchase airfare from American Classic Tours and Festivals to organize, sponsor, and provide travel arrangements and related services for the University’s Chorale to participate in a concert tour of South Africa from May 14, 2016, to June 1, 2016. The 55 student participants will each pay a total of $3,750 through a payment schedule from now through April 15, 2016. The student payments will fund the entire estimated cost of $206,250.

• Recommend approval for payment to provide hotel, parking, tickets, and food for the University Band’s travel and performance in the Disney Magic Kingdom parade on Saturday, November 21, 2015. The $214,414 estimated cost includes: hotel expenses of $33,110 (Holiday Inn-Lake Buena Vista); Walt Disney World park admissions of $56,304, vouchers for meals in park of $11,200, and food banquet in park of $19,040; food expenses for duration of trip of $32,960; and bus travel expense of $61,800 (Cavallo Bus Lines, under an existing University contract). Funding is to come from the FY16 Band budget, which includes $75,000 transferred from the President’s budget; $37,000 transferred from the Dean of Arts and Letters’ budget; and $25,000 from the Provost’s budget. The balance of approximately $77,414 is to be paid by student participants.

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

Motion passed 3-0.

5. Facilities and Equipment --- Mr. Matt Morris, Interim Vice President for Administrative & Information Services, first presented a resolution (Agreement No. 368-15) for the approval of Amendment #6 to the Lease Agreement with Mercy Health Systems Inc., (formerly St. John’s Health Systems Inc.) at Jordan Valley Innovation Center (JVIC). He explained that this amendment allows Mercy to extend the lease of 4,624 square feet of space on the sixth floor of Buildings 1 and 2 of JVIC through March 31, 2016, and sets up automatic six-month renewals going forward. Moved and seconded, respectively, by Mr. Carmichael and Dr. Hofherr.

Motion passed 3-0.

He then gave a status report on the branding for the Davis-Harrington Welcome Center. The project, with a completion date of October 14, was released for bids on September 1 with bids due by September 10. No bids were received due to the short turnaround on this project and local companies being buried in work at this time. Mr. Morris indicated that we are using existing job-order contracts to provide high-impact graphics, banners, and an engraved wall slate by the original completion date of October 14 (just prior to Homecoming weekend). The items which will not be completed by Homecoming are the branding boards, which are interactive panels with touch screens and scrolling features. These boards will be rebid with a completion date of March 15, 2016, just prior to the Missouri Public Affairs Hall of Fame Induction Ceremony.

6. Resolution Authorizing a Closed Meeting --- Thereupon, the following resolution was offered: Be it resolved by the Executive Committee of the Board of Governors of Missouri State University that a closed meeting, with closed records and closed votes, be held pursuant to Sections 610.021 (1) and (17) of the Revised Statutes of the State of Missouri. Motion made by Mr. Carmichael, with the second provided by Dr. Hofherr. A roll call vote was held with Mr. Carmichael, Ms. Fry, and Dr. Hofherr voting for the motion and no one voting against the motion.

Motion passed 3-0.

7. Adjournment — Mr. Hoven adjourned the conference-call meeting at 4:25 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