MINUTES OF THE EXECUTIVE COMMITTEE
OF THE BOARD OF GOVERNORS
MISSOURI STATE UNIVERSITY
July 17, 2013
1. Roll Call:
Present - Mr. Steve Hoven, Governor (by conference call)
Mr. Orvin Kimbrough, Chair of the Board (by conference call)
Ms. Beverly Miller, Vice Chair of the Board (by conference call)
Absent - Mr. Peter Hofherr, Governor
Also
Present - Clif Smart, President
Ken McClure, Vice President for Administrative and Information Services
Steve Foucart, Chief Financial Officer
Brent Dunn, Vice President for University Advancement (by conference call)
Jim Baker, Vice President for Research & Economic Development and International Programs
Drew Bennett, Chancellor of the West Plains Campus (by conference call)
Penni Groves, General Counsel
Paul Kincaid, Chief of Staff
Stephanie Bryant, Dean of the College of Business
Bob Eckels, Director of Facilities Management
Matt Morris, Associate Vice President for Administrative and Information Services
Doug Sampson, University Architect and Director of Planning, Design and Construction
John McAlear, Secretary of the Board
2. Presiding – Mr. Orvin Kimbrough, 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. Kimbrough mentioned that the first item of business was the approval of the minutes for the open meeting of June 19, 2013. Ms. Miller so moved, receiving the second of Mr. Hoven.
Motion passed 3-0.
4. President – President Clif Smart presented a resolution (Item III.A.) approving FY2015 Operating Fund decision items which we are required to submit to the Missouri Department of Higher Education and Coordinating Board for Higher Education. He explained that since all of the four-year public institutions of higher education have agreed on a proposed funding formula, we won’t have an equity adjustment decision item this year. The three decision items included this year are: 1) a recovery of 1/3 of our reduced appropriations since 2009 ($8.7 million) which would total about $2.9 million this year with the plan to recover the remainder over the following two years; 2) a funding adjustment for inflation of 1.4% which would approximate about $1.1 million; and 3) funding to help with maintenance and repair of about $7.9 million. The three items total about $11.9 million. Mr. Hoven moved to approve the three decision items, receiving the second of Ms. Miller.
Motion passed 3-0.
Mr. Smart next summarized the FY13 Office of Sponsored Research & Programs Report. The numbers of proposals submitted, named investigators, and grants and contracts awarded have all increased over the respective numbers for last year. Total funds awarded were $20,188,675 – a 6% increase over FY12.
He next summarized the FY13 Development Report for the Missouri State University Foundation. We had a very good year with a total of $16,657,888 in gifts received - our third-highest yearly total.
5. Procurement and Financial – Mr. Steve Foucart, Chief Financial Officer, then presented a resolution summarizing Procurement Services Office activities from June 15, 2013, through July 12, 2013 (Item IV.A.). The items included in this report are:
1) Approval is requested to fund year 11 of the 15-year contract with Mediacom for television cable service to the residence halls for an estimated cost of $416,336.28. Approval of the original contract was in 2003 and provided for the installation, maintenance, and operation of the system by Mediacom. The contract was a student/RHA (Residence Hall Association) led initiative and its annual cost has been built into the approved room rates. As we approach the final years of this contract, Residence Life and RHA intend to study/evaluate/obtain student feedback on the continued need for cable as Wi-Fi and other technology is expanded on campus.
2) Approval is requested to enter into a two-year agreement with Process Predictability Management, Inc., to provide the delivery of Six Sigma and Kaizen certification classes for the Management Development Institute (MDI) at Missouri State. The two-year estimated cost is $142,000. MDI provides quality professional education to individuals and corporate clients, in order to enhance careers and foster workforce development. SRC, a major employer in Springfield and a leader in the open-book management style, is a major corporate client for these classes and classes are only held if there are sufficient participants to cover the cost of the class.
3) Approval is requested to renew the Trash Removal and Disposal and Recycling Services contract with Allied Waste in FY2014. In FY2013, the university received two bids under a RFQ with Allied Waste being the lowest cost. This is the first of four renewal options. The request is for an estimated $111,902.
Mr. Hoven so moved, receiving a second from Ms. Miller.
Motion passed 3-0.
6. West Plains Campus --- Dr. Drew Bennett, Chancellor of the West Plains Campus, presented the following resolutions for the Committee’s consideration:
Approval of a new academic program for the Certificate in Public Outreach and Education (Item V.A.).
Approval of a new academic program for the Associate of Applied Science in Technology (Item V.B.).
Approval of a new academic program for the Certificate in Ozarks Studies (Item V.C.)
Approval of the deletion of the existing academic program for the Associate of Applied Science in General Technology (Item V.D.)
Approval of the deletion of the existing academic program for the Associate of Applied Science in Fire Science Technology (Item V.E.)
Dr. Bennett explained the Associate of Applied Science in General Technology that is recommended to be deleted (Item V.D.) is being replaced with the new Associate of Applied Science in Technology (Item V.B.), with three emphasis areas (Alternative Energy, Technology Management, and General Technology). Motion to approve the five resolutions was made by Ms. Miller with Mr. Hoven providing the second to the motion
Motion passed 3-0.
7. Facilities and Equipment --- Mr. Ken McClure, Vice President for Administrative and Information Services, next presented the following resolutions for the Committee’s consideration:
Approval of the first renewal of the contract for the FY13 Job Order Contracting Services – Electronic Repair and Replacement (Item VI.A.); DeWitt & Associates, Inc., for July 2013 through June 30, 2014. The cumulative total of all individual projects awarded under this contract may not exceed $200,000 with the maximum expenditure per project not to exceed $95,000.
Approval of the first renewal of the contract for the FY13 Job Order Contracting Services – Insulation Repair and Replacement (Item VI.B.); Gold Mechanical, Inc., for July 2013 through June 30, 2014. The cumulative total of all individual projects awarded under this contract may not exceed $200,000 with the maximum expenditure per project not to exceed $95,000.
Approval of the first renewal of the contract for the FY13 Job Order Contracting Services – Plumbing Repair and Replacement (Item VI.C.); Connelly Plumbing Co., for July 2013 through June 30, 2014. The cumulative total of all individual projects awarded under this contract may not exceed $200,000 with the maximum expenditure per project not to exceed $95,000.
Motion to approve the three resolutions was made by Mr. Hoven, with the second being provided by Ms. Miller.
Motion passed 3-0.
Mr. McClure then presented a resolution for professional services in conjunction with the College of Health and Human Services and College of Natural and Applied Sciences space study (Item VI.D.); Cannon Design, for a fixed, not-to-exceed fee of $140,000. Additional services of up to $30,000 as described in this agreement may be authorized and approved as necessary. He explained that the $140,000 is a cap that cannot be exceeded, and that after further negotiation, the actual cost arrived at is $116,500. Both colleges are experiencing growth that is putting pressure on their facilities. Solutions need to be found that can be accomplished within the next few years. Mr. Smart added that we are looking at a possible addition to McQueary Hall and how best to use the 30,000 sq. ft. available in the Plaster Center for Free Enterprise and Business Development. Moved by Ms. Miller and seconded by Mr. Hoven.
Motion passed 3-0.
Mr. McClure next presented a resolution for professional services in conjunction with the renovation and addition to Glass Hall (Item VI.E.); Perkins + Will, for a fixed, not-to-exceed fee of $1,955,535. Additional services of up to $70,000 as described in this agreement may be authorized and approved as necessary. He explained that the $1,955,535 was the original cap, and further negotiation has brought the actual cost down to $1,895,000.
Mr. Smart commented that he has met with Perkins + Will representatives and they are doing excellent work. He added that private gifts will help fund the construction costs of this renovation/addition and that we won’t start on the project until we have the needed pledges. Bonds will also be used to fund the total cost. Dr. Stephanie Bryant, Dean of the College of Business, remarked that she was very committed to see this project through.
Mr. Hoven moved to approve the resolution. Ms. Miller seconded the motion.
Ms. Miller commented that she was very appreciative of the facilities tour that the Board took in May as it helps to see these types of needed renovations. Mr. Smart commented that there will be additional tours in the future. Mr. Hoven asked if the cap on a project fee is established before the architect is selected. Mr. McClure responded that State Statutes do not permit cost of services to be used in the selection process for professional services such as architects and engineers. After the selection committee ranks the firms interested in the project, we negotiate the fee with the top finalist based on the scope of work. Mr. Doug Sampson, University Architect and Director of Planning, Design and Construction, stated he is a strong supporter of the “Qualifications-Based Selection Process” as you are getting the best architect for the project. He added that the four items used in the selection process are experience, ability, past performance, and familiarity with the area. After reviewing these items, we rank the top three firms. He added that rarely have we needed to drop down to the second finalist to negotiate a fee.
Mr. Kimbrough asked for a vote on the motion on the floor.
Motion passed 3-0.
8. Adjournment — Mr. Kimbrough adjourned the conference-call meeting at 4:45 p.m. upon the motion of Ms. Miller, the second of Mr. Hoven, and the unanimous vote of the committee.
John W. McAlear
Secretary of the Board