May 16, 2019

MINUTES OF THE BOARD OF GOVERNORS’
FINANCE AND FACILITIES COMMITTEE
MISSOURI STATE UNIVERSITY
THURSDAY, MAY 16, 2019, 8:30 A.M.
PSU BALLROOM EAST, 3rd FLOOR

Present - Ms. Amelia Counts, Committee Chair
Mr. Gabriel Gore, Committee Member
Mr. Craig Frazier, Committee Member        
Ms. Beverly Miller Keltner, Committee Member
Mr. William Miller, Committee Member
Mr. Kendall Seal, Committee Member
Ms. Carol Silvey, Committee Member
Mr. Gregory Spears, Committee Member
Ms. Carrie Tergin, Committee Member

Also Present - Mr. Clifton M. Smart III, President of the University
Mr. Keith Boaz, Senior Associate Athletic Director, Athletics and Entertainment
Ms. Donna Christian, Director of Internal Audit and Risk Management
Ms. Jennifer Cox, Assistant to the Vice President, Administrative Services
Dr. Chris Craig, Deputy Provost, Provost Office
Mr. Ryan DeBoef, Chief of Staff and Assistant to the President for Governmental Relations
Ms. Rachael Dockery, General Counsel and Chief Compliance Officer
Mr. Brent Dunn, Vice President for University Advancement
Dr. Frank Einhellig, Provost
Mr. Steve Foucart, Chief Financial Officer
Mr. David Hall, Director University Safety
Mr. Mark Harsen, Director of Networking and Telecommunications
Dr. David Hough, Dean, College of Education
Dr. Tammy Jahnke, Dean, College of Natural and Applied Sciences
Mr. Brad Kielhofner, University Engineer and Director of Facilities Management
Ms. Ronda Ladd, Administrative Specialist IV, Administrative Services
Dr. Shirley Lawler, Chancellor, West Plains Campus
Mr. Robert Martin, Information Security Officer
Dr. Julie Masterson, Dean, Graduate College
Dr. Victor Matthews, Dean, College of Humanities and Public Affairs
Ms. Theresa McCoy, Director, Computer Services
Ms. Karen McKinnis, Manager for Emergency Preparedness, Office of University Safety 
Dr. David Meinert, Dean, College of Business
Dr. Letitia White Minnis, Interim Dean, McQueary College of Health and Human Services
Ms. Shirley Mitchell, Senior Accountant-Analyst, Provost Office
Mr. Matt Morris, Vice President for Administrative Services
Mr. Jeff Morrissey, Chief Information Officer
Ms. Andrea Mostyn, Director of University Communications
Dr. Joye Norris, Associate Provost for Access and Outreach
Mr. Wes Pratt, Chief Diversity Officer and Vice President for Diversity and Inclusion
Mr. Greg Rainwater, Budget and Financial Manager, Provost Office
Dr. Elizabeth Rozell, Associate Dean, College of Business
Mr. Scott Schneider, Director of Business and Support Services, West Plains Campus
Ms. Jennifer Severson, Director of Accounting and Budgeting, Financial Services
Ms. Cindy Shull, Director of Grants and Foundation Accounting, Financial Services
Ms. Suzanne Shaw, Vice President for Marketing and Communications
Dr. Dee Siscoe, Vice President for Student Affairs
Mr. Mark Wheeler, University Architect and Director of Planning, Design and Construction
Dr. Dick Williams, Director of the School of Accountancy
Mr. Mike Wills, Director Procurement, Procurement Services
Ms. Kristan Gochenauer, Secretary of the Board of Governors
        
1.    Roll Call – Ms. Amelia Counts, Committee Chair, called the Finance and Facilities Committee meeting to order at 8:30 a.m. on Thursday, May 16, 2019, on the Missouri State University campus.

2.    Approval of Minutes – Ms. Counts mentioned that the first item of business was the approval of the minutes from the February 22, 2019, meeting.  Ms. Carol Silvey made a motion, seconded by Mr. Gabriel Gore. 

Motion passed unanimously.

3.    Jefferson City Update – President Clif Smart provided an overview of the budget process noting the benefits of open lines of communication with our local legislators. He shared that the final legislative budget currently includes a $10 million equity increase for the University with ongoing core appropriations and $2.85 million for expansion of McQueary Hall through the MoExcels program.  The next step in the budget process is for the Governor to sign or veto the budget.   

4.    Review Fiscal Year 2020 Springfield Campus Operating Budget Recommendations – President Smart reviewed the FY20 operating budget recommendations which included the $10 million core increase.  He stated that the recommendations, which were made by the Executive Budget Committee, include a CPI tuition increase of 1.9% or $212 for 30 credit hours.    

5.    Review Fiscal Year 2020 West Plains Campus Operating Budget Recommendations – President Smart then reviewed the FY20 West Plains operating budget recommendations. With the expected increase to core funding, the West Plains campus will waive the $2 credit hour increase approved in April 2019 which will result in a tuition increase of $195 for 30 credit hours.  

6.    Facilities Update – Mr. Matt Morris, Vice President for Administrative Services, gave a presentation on current projects to include the McQueary Hall classroom addition. This is a $6 million, 14,000 square foot addition; with one-half of the funding coming from the MoExcels program.   He also noted the renovation to the general counsel suite in Carrington Hall, the upgrade to ventilation systems and replacement of low roofs at Carrington Hall, and the multi-purpose addition to Greenwood Laboratory School.

Mr. Morris reviewed the recommendation to approve the bids and the award of a contract to renovate the general counsel suite at Carrington Hall.  The low bid was made by Bales Construction Company, Inc. in the amount of $289,280 for the base bid plus alternates 1 and 2.  Expected completion date is fall 2019 semester.

Mr. Morris then reviewed the recommendation to approve the bid and award of a contract to upgrade ventilation systems and replace low roofs at Carrington Hall.  One bid was received from Carson-Mitchell, Inc. in the amount of $882,074 for base bid plus alternates 1 and 2.  Expected completion date is fall 2019 semester. 

Mr. Morris also reviewed the recommendation to approve the bids and award of a contract for the multi-purpose addition at Greenwood.  The low bid was made by DeWitt & Associates, Inc. in the amount of $4,924,900 for the base bid plus alternates 1, 3, 4, 5, 6, 7 and 8.  Expected completion is summer 2020.  

7.    Review of Revised G1.18 Contract Authorization Policy Revisions – President Smart gave an overview of the revisions to the G1.18 Contract Authorization Policy.  Ms. Rachael Dockery, General Counsel and Chief Compliance Officer, pointed out the benefits of the revisions given short time lines and noted some additional clarifications.  Ms. Donna Christian, Director of Internal Audit and Risk Management, stated she was comfortable with the controls and felt that the changes provide a good checks and balance.  Mr. Craig Frazier stated he would like to discuss entertainment contract risks at the June Risk Management and Audit Committee meeting.  Ms. Carrie Tergin made a motion to approve the revisions at the regular Board meeting.  A second was received from Mr. Gore. The committee moved unanimously for approval at the regular Board meeting.  

8.    Review of Procurement Consent Agenda – Mr. Steve Foucart, Chief Financial Officer, reviewed the procurement activity report.  Approval is recommended for the purchase of the Picosecond Laser Precision Micromachining System from Oxford Lasers, Incorporated.  Total cost is $372,000.    

9.    Foundation Review – Mr. Brent Dunn, Vice President for University Advancement, reviewed gifts through April 30, 2019.  Annual gifts are down just slightly, but special campaign funds are up.  He noted that there are some large gifts expected in the next month.

10.    Review Year to Date Financial Statements – Mr. Steve Foucart, Chief Financial Officer, reviewed the year to date financial statements through March 2019.  An increase was noted in the net position with the University on track and a strong financial position.

11.    Adjournment – Ms. Counts adjourned the Finance and Facilities Committee meeting at 10:19 a.m. on the motion of Mr. Gore, the second of Mr. Frazier, and the unanimous approval of the committee.

Kristan Gochenauer
Secretary to the Board