MINUTES OF THE EXECUTIVE COMMITTEE
OF THE BOARD OF GOVERNORS
MISSOURI STATE UNIVERSITY
MAY 18, 2016
1. Roll Call:
Present
Mr. Joe Carmichael, Vice Chair of the Board (by conference call)
Ms. Virginia Fry, Governor (by conference call)
Dr. Peter Hofherr, Chair of the Board (by conference call)
Ms. Carrie Tergin, Governor (by conference call)
Also Present
Mr. Clif Smart, President (by conference call)
Mr. Greg Spears, Governor (by conference call)
Dr. Drew Bennett, Chancellor of the West Plains Campus (by conference call)
Mr. Ryan DeBoef, Chief of Staff
Ms. Donna Christian, Director of Internal Audit & Compliance
Mr. James McTavish, University Engineer and Associate Director of Planning, Design
and Construction
Mr. Steve Foucart, Chief Financial Officer
Ms. Rachael Dockery, General Counsel
Dr. Anson Elliott, Director of the William H. Darr School of Agriculture
Mr. Jeff Morrissey, Chief Information Officer
Mr. Gary Stewart, Director of Residence Life, Housing and Dining Services
Ms. Teresa Frederick, Assistant Director of Residence Life, Housing and Dining Services
Mr. Kyle Moats, Director of Athletics
Ms. Tina McManus, Controller
Mr. Matt Morris, Vice President for Administrative Services
Mr. Mike Wills, Director of Procurement Services
Ms. Tammy Wiley, General Manager, KSMU & Ozarks Public Television
Mr. Adam Coffman, President of Student Government Association
Mr. Ray Presnell, Director, Bookstore
Mr. Grant Jones, Business Manager, Bookstore
Ms. Priscilla Skeeters, Course Materials Manager, Bookstore
Ms. Amie Squibb, Systems Analyst, Bookstore
Mr. John W. McAlear, Secretary of the Board
2. Presiding – Dr. Peter Hofherr, 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 – Dr. Hofherr mentioned that the first item of business was the approval of the minutes for the open and closed meetings of April 20, 2016. Ms. Tergin so moved, receiving the second of Ms. Fry.
Motion passed 3-0 (Carmichael, Fry, Tergin).
4. Academic Affairs --- Dr. Anson Elliott, Director of the William H. Darr School of Agriculture, presented a resolution for the new program approval for the Master of Science in Agriculture (Curriculum No. 375-16). He indicated that there is a great need for this program as the only other institution in the State of Missouri where this is offered is at the University of Missouri in Columbia. The School anticipates 20 students during the first year of the program and 40 students by the fifth year. Moved by Ms. Fry and seconded by Ms. Tergin.
Motion passed 3-0 (Carmichael, Fry, Tergin).
5. Procurement and Financial --- Mr. Steve Foucart, Chief Financial Officer, first
presented
a resolution (Purchasing Activity Report No. 438-16) summarizing Procurement Services’
activities from April 15, 2016, through May 12, 2016, for ten items:
• Approval is requested to exercise a one-year renewal lease for the KOZJ (OPT) Joplin Tower for $45,000.
• Approval is requested for a one-year contract and four one-year renewal options subject to satisfactory performance for armored car service with GARDA in the estimated annual amount of $28,512. While GARDA was the only service to bid, the University has used the service for 15 years.
• Approval is requested to award the investment banking/underwriter services to a qualified pool consisting of: Hilltop Securities, Incorporated, Piper Jaffray and Company, and Stifel, Nicolaus and Company, Incorporated. The term is for one year with four optional one-year renewals that will be renewed annually, subject to continued satisfactory performance. This was competitively bid. The cost is dependent on the dollar amount of the bond issue, and is anticipated to exceed $100,000 over the term of the contract.
• Approval is requested to exercise the last renewal option for trash removal & disposal and recycling services with Allied Waste Services for $140,591.71.
• Approval is requested for the annual payment to National Public Radio for programs aired on KSMU Radio: Morning Edition, All Things Considered; Fresh Air, and Car Talk at an estimated amount of $165,000.
• Approval is requested to purchase, as needed during the upcoming fiscal year, security cameras and related equipment from Anixter under a cooperative contract for an estimated amount of $200,000.
• Approval is requested to exercise the second renewal option for charter bus service and the remaining two renewal options, subject to satisfactory performance, with Cavallo bus lines. The estimated cost for year two is $516,295.50.
• Approval is requested for the annual payment to Public Broadcasting Service (PBS). PBS provides Ozarks Public Television with prime-time programming, daily children’s shows, and PBS Newshour at an estimated amount of $575,000.
• Approval is requested for payment to Marsh USA, Incorporated, for the buildings and contents insurance premium and service fees for the period July 1, 2016, through June 30, 2017. Coverage is negotiated by the Midwestern Higher Education Compact, and is cooperatively administered on behalf of higher education institutions in eleven member states. All public universities in Missouri participate in this program. Effective July 1, 2016, the deductible increases from $25,000 to $100,000 per occurrence. The estimated cost in the resolution is $606,299, but Director of Procurement Services, Mike Wills, just received a more recent estimated cost of $635,520. It is requested that the resolution be updated to include this more recent estimate.
• Approval to issue a three-year contract and ongoing maintenance renewals to Ratex Business for new point-of-sale and inventory control software for the Bookstore. The four optional maintenance renewals are subject to continued satisfactory service. Selection of the new system was facilitated by a Request for Proposal (RFP) issued by the Office of Procurement Services. Evaluation of RFP responses was performed by a cross-disciplinary evaluation committee consisting of representatives from the University Bookstore, Computer Services, Financial Services, and Internal Audit. There were four responses to the RFP. The one-time implementation cost is $419,055, with ongoing annual maintenance costs. The total three-year contract cost is $728,015. The current vendor is still in operation but we are their largest customer and have outgrown their system. References have been checked and existing customers include the four campuses of the University of Missouri, Ozarks Technical Community College, Auburn, Kansas State, and New Mexico State.
After a short discussion, Mr. Carmichael offered a motion to approve with the more up-to-date estimated cost of the buildings and contents insurance. Ms. Fry seconded the motion.
Motion passed 3-0 (Carmichael, Fry, Tergin).
Mr. Foucart next presented a resolution (Agreement No. 373-16) authorizing the execution of an agreement with Follett Higher Education Group, Ltd (Follett). MSU has used the services of Follett to provide books and book buy-back services for a significant time period. Follett has proposed a seven-year agreement with the University for these services to commence on July 1, 2016, and will furnish funds to the University in the amount of $400,000 within 30 days of the signing of the agreement to help procure a point-of-sale system for the University’s bookstore. In the event of early termination by the University, the University will reimburse Follett a prorated amount of funds over the seven-year agreement - the prorated amount reduces by $57,000 per year. While this is not an exclusive contract, Follett will have a first right of refusal. Moved and seconded, respectively, by Mr. Carmichael and Ms. Tergin.
Motion passed 3-0 (Carmichael, Fry, Tergin).
Ms. Tergin needed to leave the conference call for a short period.
6. Facilities and Equipment --- Mr. Matt Morris, Vice President for Administrative Services, presented a resolution for the removal of asbestos in preparation for the renovation of Ellis Hall (Bids & Quotations No. 1519-16). Sunbuilt Environmental Services, Inc., was the low bidder at $69,825 for the base bid. The total project budget is set at $130,000. Moved by Ms. Fry and seconded by Mr. Carmichael.
Motion passed 3-0 (Carmichael, Fry, Hofherr).
He then presented a resolution for the new elevator installation in Kentwood Hall (Bids & Quotations No. 1520-16). Carson-Mitchell, Inc., submitted the only bid received of $1,665,675 for the base bid plus a voluntary alternate. The contractor offered the voluntary alternate reducing the cost by $1,339,325, if the time frame for the project could be adjusted to include an October 2017 completion. This time frame results in Kentwood Hall having the old elevator in place during the 2016-2017 school year but no elevator in place during the 2017 summer and the beginning of the Fall 2017 semester. Residence Life staff would be on hand to help with students moving in at the beginning of the Fall 2017 semester. The total project budget is set at $2,043,395. Moved and seconded, respectively, by Ms. Fry and Mr. Carmichael.
Motion passed 3-0 (Carmichael, Fry, and Hofherr).
Mr. Morris next presented a resolution for the roof replacement and south exterior wall repairs at the Jim D. Morris Center (Bids & Quotations No. 1521-16). The University will utilize the Educational and Institutional Cooperative Contract CNR01305 with Tremco Incorporated (WTI) to perform the roof replacement work under this contract at a cost of $584,644.62. Under the terms of this agreement, Kirberg Roofing of Springfield, Missouri, will perform the actual roof replacement and Atkins Weatherproofing of Springfield, Missouri, will perform the masonry repairs. The total project budget is set at $650,000. Moved by Ms. Fry and seconded by Mr. Carmichael.
Motion passed 3-0 (Carmichael, Fry, and Hofherr).
Ms. Tergin rejoined the conference call at this time.
Mr. Morris then presented a resolution for the replacement of flooring and weight room equipment at Robert W. Plaster Stadium (Bids & Quotations No. 1522-16). The University will utilize the Buy Board Cooperative Purchasing Contract 502-16 with Legend Fitness to perform work under this contract at a cost of $269,923.66. The total project budget is set at $300,000. Mr. Morris added that a minor correction to the resolution was needed – the true funding source should read “Private donations and President’s Program Enhancement budget.” Ms. Fry moved to approve this resolution with the correct funding source language. Ms. Tergin provided the second to the motion.
Motion passed (Carmichael, Fry, Tergin).
Ms. Tergin left the conference call at this time.
Mr. Morris then presented a resolution for professional services in conjunction with the renovation of Hass-Darr Hall and life safety improvements on the West Plains Campus (Architects & Engineers No. 716-16). Dake Wells Architecture was selected as the consultant on this project at a cost of $386,000 plus reimbursable expenses. Additional services of up to $60,000 as described in the agreement may be authorized and approved as necessary. Moved by Mr. Carmichael and seconded by Ms. Fry.
Motion passed 3-0 (Carmichael, Fry, Hofherr).
7. Adjournment — Dr. Hofherr adjourned the conference-call meeting at 4:45 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