MINUTES OF THE EXECUTIVE COMMITTEE
OF THE BOARD OF GOVERNORS
MISSOURI STATE UNIVERSITY
August 26, 2015
1. Roll Call:
Present - Mr. Joe Carmichael, Governor
Ms. Virginia Fry, Governor (by conference call)
Mr. Steve Hoven, Chair of the Board (by conference call)
Also
Present - Mr. Clifton Smart III, President
Mr. Matt Morris, Interim Vice President for Administrative & Information Services
Mr. Steve Foucart, Chief Financial Officer
Ms. Rachael Dockery, General Counsel
Ms. Donna Christian, Director of Internal Audit & Compliance
Dr. Drew Bennett, Chancellor of the West Plains Campus (by conference call)
Dr. Dee Siscoe, Vice President for Student Affairs
Mr. Ryan DeBoef, Chief of Staff
Ms. Tina McManus, Controller
Mr. Jeff Morrissey, Chief Information Officer
Mr. Tom Peters, Dean of Library Services
Mr. Doug Sampson, University Architect and Director of Planning, Design and Construction
Mr. Gary Stewart, Director of Residence Life, Housing and Dining Services
Ms. Kristan Gochenauer, Executive Assistant to the President
2. Presiding – Mr. Steve 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 meeting of July 15, 2015. Mr. Joe Carmichael so moved, receiving the second of Ms. Virginia Fry.
Motion passed 3-0.
4. President – Mr. Clifton Smart, President, presented the following resolutions for the Board’s consideration:
Approval of Revision to G5.02 Expressive Activity Policy (Board Policies No. 96-15). President Smart indicated that this revision is necessary secondary to the passage of Senate Bill 93, which goes into effect August 28, 2015. Ms. Rachael Dockery, General Counsel, provided a brief overview of the proposed policy changes, which include elimination of differentiation between student and non-campus groups and the removal of limitations on outdoor areas on the University campus. Mr. Ryan DeBoef, Chief of Staff, provided background on Senate Bill 93. FIRE (Foundation for Individual Rights in Education) and the ACLU (American Civil Liberties Union) are working towards implementing changes to free speech on campuses nationwide. President Smart stated that in order to be in compliance, it is necessary to change our policy. He did note the importance of talking to our students about the changes and monitoring how these changes affect our campus community.
A motion was made by Ms. Fry and seconded by Mr. Carmichael.
Motion passed 3-0.
Approval of Replacement of Employment Agreement for Assistant Baseball Coach Paul Evans (Human Resources No. 1502-15). The Missouri State University baseball team had a successful season. In addition to the team’s accomplishments, Coach Evans was named the 2015 D1 Baseball Assistant Coach of the Year. Under the proposed amendment, Coach Evans would be entitled to a $2,500 Achievement Payment in recognition of his Assistant Coach of the Year honor.
Ms. Fry so moved, receiving the second of Mr. Carmichael.
Motion passed 3-0.
5. Procurement and Financial – Mr. Steve Foucart, Chief Financial Officer, presented a resolution summarizing Procurement Services’ Office activities from July 10, 2015, through August 20, 2015 (Purchasing Activity Report No. 424-15). The six items included in the resolution were:
- Recommend Residence Life, Housing and Dining Services payment be issued to Holiday Inn Express and University Plaza Hotel for room accommodations for approximately 100 residents of Sunvilla Tower at an estimated cost of $198,854. This is a follow-up to previous Board discussions on the delayed move-in date of September 11 for students living in Sunvilla. The temporary housing will be funded by the Sunvilla Tower Renovation budget. To recover expenses, the University plans to apply a liquidated damages schedule in accordance with the contract documents. Mr. Matt Morris, Interim Vice President for Administrative and Information Services, stated that the liquidated damages budget will take care of costs, but charges are being accrued daily. All records are in order and he is confident the project will be complete by the September 11 move-in date.
- Recommend approval to process Common Library Platform Assessments and Membership (MOBIUS) dues to renew access to the online catalog system for the period of July 1, 2015 – June 30, 2016. This online catalog system was established with funding from the Missouri Legislature. MOBIUS’s purpose is to share library materials, information, and services and serves almost all academic libraries in the state of Missouri. The cost for annual membership is $160,354 and is funded from the operating budget.
- Recommend purchase of Degree Audit Software for the Office of Registration and Records – West Plains campus. In fiscal year 2014, a team led by the Office of the Registrar, for the Springfield campus, conducted a review for a new degree audit software. Ellucian, our existing Banner ERP software company, already had a successful software system and was being used by the University of Central Missouri and Southeast Missouri State. Board approval was provided for this software in March 2014. West Plains is requesting approval to implement the Degree Works software system used by the Springfield campus for an estimated cost of $182,040. Since West Plains is a separately accredited campus, they must have their own unique student and financial aid modules and thus a separate Degree Works software. Funding is provided from the West Plains Campus Title III grant for $170,740 and the remaining portion from the Information Technology (IT) Services fund. Governor Hoven asked if we are at the level we need to be in our IT area. Mr. Jeff Morrissey, Chief Information Officer, stated that the overall goal is to have like technologies on both the Springfield and West Plains campuses and that overall IT progress is good. President Smart stated that the long-range planning committee met today and technologies are a part of the planning/infrastructure piece. He suggests that this would be a good topic for discussion at the next Board of Governors’ Finance and Facilities meeting.
- Recommend approval of a renewable annual agreement with initial term through August 31, 2016 for CASHNet services with Higher One Payments Incorporated. Annual maintenance for the period of September 1, 2015, through August 31, 2016 will be $159,371.94.
- Recommend renewal contract 6437-1 with Express Employment Services to provide temporary unskilled employment services for the period of October 1, 2015, through September 30, 2016, at an estimated cost of $189,913. This is the second of four contract renewal options available under the terms and conditions of the original contract.
- Recommend approval to continue utilizing The Interlocal Purchasing Systems (TIPS) cooperative contract, Contract 3072210, with En Pointe Technologies to administer the Microsoft Campus Agreement. This would be a one-year extension of the agreement for the period of September 1, 2015, through August 31, 2016, at a cost of $134,739.96.
- Recommend approval to utilize the Educational and Institutional (E&I) Cooperative Services purchasing Contract CNR01278 with Juniper Networks to obtain Juniper equipment and maintenance for a core networking infrastructure upgrade at an estimated cost of $335,000.
Moved and seconded, respectively, by Mr. Carmichael and Ms. Fry.
Motion passed 3-0.
Mr. Foucart next provided an update on the state bond issue for the renovations of Ellis and Hill Halls on the Springfield campus and the post office on the West Plains campus for $18.9 million. The Office of Administration of the State of Missouri advised bond issue was sold on August 25 with closing on September 3. In order for the University to comply with IRS regulations for the State’s tax-exempt bond issue, we are required to sign a Tax Use Agreement in advance. This agreement was prepared for the State by Gilmore & Bell. The renovations and uses of our three projects meet the terms of the Tax Use Agreement.
No motion needed.
6. Facilities and Equipment --- Mr. Matt Morris presented the following resolutions for the Committee’s consideration:
- Recommend granting a license agreement with Pinnacle Sign Group, Inc., to install signage and fencing at the Child Development Center playground at the Professional Building (Agreement No. 366-15). Work is being done through an outside vendor at no cost to the University.
- Recommend granting a license agreement with Pinnacle Sign Group, Inc. to install riser graphics at the east seating of Robert W. Plaster Stadium, with work to be completed in October 2015 (Agreement No. 367-15). The license agreement is in conjunction with the Learfield Agreement that guarantees the University a yearly payout for the ability to advertise at campus venues. All signs will be vinyl and subject appropriate. There is no cost to the University.
A motion was made by Mr. Carmichael and seconded by Ms. Fry.
Motion passed 3-0.
Mr. Morris then presented the following resolution:
- Recommend ratification of award of supplemental labor contract for the renovation of Sunvilla Tower. Under the proposed contract, fees are not to exceed $255,235.74 and will be funded by the Sunvilla Tower Renovation budget (Bids and Quotations No. 1505-15).
Ms. Fry so moved, receiving a second from Mr. Carmichael.
Motion passed 3-0.
7. 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 (3) and (13) of the Revised Statutes of the State of Missouri. Motion made by Ms. Fry and seconded by Mr. Carmichael. A roll call vote was held with Mr. Carmichael, Ms. Fry, and Mr. Hoven voting for the motion and no one voting against the motion.
Motion passed 3-0.
8. Adjournment — Mr. Hoven adjourned the conference-call meeting at 4:59 p.m., on the motion of Mr. Carmichael, the second of Ms. Fry, and the unanimous vote of the committee.
Kristan E. Gochenauer
Executive Assistant to the President