November 18, 2020

Minutes of the Executive Committee
of the Board of Governors

Missouri State University
November 18, 2020
https://us02web.zoom.us/j/85029153231

Roll Call:

Present –

• Mr. Craig Frazier, Chair of the Board
• Ms. Amelia “Amy” Counts, Governor
• Mr. Gabriel Gore, Governor
• Ms. Beverly Miller Keltner, Governor

Also Present –

• Mr. Clifton M. Smart III, President
• Ms. Rachel Anderson, Director, efactory
• Mr. Jeff Coiner, Chief Information Officer
• Ms. Rachael Dockery, General Counsel and Chief Compliance Officer
• Mr. Briar Douglas, Student Governor
• Mr. Brent Dunn, Vice President for University Advancement
• Mr. Steve Foucart, Chief Financial Officer
• Mr. David Hall, Director of University Safety
• Mr. Marshall Kinne, Director of Compliance, Med-Pay, Inc.
• Ms. Natalie McNish, Senior Auditor
• Mr. Matt Morris, Vice President for Administrative Services
• Mr. Tom Peters, Dean of Library Services
• Ms. Lynn Parman, Governor
• Ms. Suzanne Shaw, Vice President for Marketing and Communications
• Ms. Carol Silvey, Governor
• Ms. Rowena Stone, Secretary to the Board of Governors
• Ms. Carrie Tergin, Governor
• Mr. Mark Wheeler, University Architect and Director of Planning, Design and Construction
• Mr. Chris Waters, Governor

Presiding – Mr. Craig Frazier, Chair of the Board of Governors, called the Executive Committee meeting to order at 4:02 p.m. via Zoom webinar.

Approval of Minutes – Mr. Frazier mentioned that the first item of business was the approval of the open and closed minutes for the September 16, 2020, Executive Committee meeting. Ms. Amy Counts so moved, receiving a second from Mr. Gabriel Gore.

Motion passed 4-0.

President’s Report

COVID-19 Update – President Clif Smart provided an update on the university’s response to the COVID-19 pandemic. He shared that campus is handling things well despite worsening conditions across the state and Nation. The university has received its final draw of state CARES money, drawing down 100% of what was allocated. Additionally, the university has received $500,000 of Greene County CARES funding and all of the money allocated from Howell County for the West Plains campus. He stated that a more detailed report of funding utilization will be presented at the December Finance and Facilities Committee meeting.

President Smart shared that the university is in the process of revising and updating temporary COVID-19 policies approved by the Board over the summer. Many of the policies expire on December 31, 2020, and any policies needing revisions or extensions will be presented at the December Board of Governors meeting for approval. He shared data pertaining to COVID cases, testing, and campus housing numbers on campus since the start of the semester. President Smart stated that the university is able to manage the numbers of cases and believes there is no reason to move classes completely online for the remaining weeks of the semester. This plan is consistent with the plans of OTC, Drury, and Springfield Public Schools. The university will continue to monitor data and reevaluate plans for the spring semester if necessary.

President Smart shared that over the semester, the university has improved how it manages testing. As a result, any student or employee is able to receive a free test ahead of Thanksgiving. He added that over the last four weeks, the university completed wastewater testing in the residence halls which helps to manage cases on campus. He shared that through this form of testing, an increase in cases for Scholars House was detected, which prompted the university to perform additional testing on students residing there. All 87 tests administered had a negative result. 

President Smart provided a preview of the spring semester in terms of class modalities. Data was reviewed for the fall 2019 and 2020 semesters. Over the course of the past semester, many of the traditional, seated courses transitioned to a blended or web conferencing option. A preview of the spring 2021 semester was reviewed which showed classes being offered as traditional (36.1%), online (25.4%), blended (20.9%) web conferencing (9.6%), and other (8.1%).

President Smart shared that over the course of the semester, around 1,300 students tested positive, but none had significant complications. He added that as far as the university can tell, none of the cases were contracted in class because of masking requirements, social distancing, and cleaning schedules implemented. He called upon Mr. David Hall, Director of University Safety, to provide information on COVID-19 vaccines and availability to the campus community. Mr. Hall shared that those in high-risk occupations will receive the vaccine as early as December and that tiers have been created to provide the vaccines in phases. He shared that Magers Health and Wellness Center will serve as a vaccine point of distribution for faculty, staff, and students.

FY2021 Budget Update – President Smart provided an update on the FY2021 budget and reviewed the university’s cost saving measures. He shared that since the October Board meeting, the university has started working on a proposal for how to spend the state appropriations released by Governor Parson. President Smart met with the Executive Budget Committee to discuss next steps and strategies. Two proposals for were presented to the Executive Budget Committee and Administrative Council pertaining to a compensation increase. Both groups agreed upon a $600 across the board pay increase. Adjustments to the FY2021 budget include:

Springfield Campus

West Plains Campus

President Smart shared that a formal proposal will be presented for approval at the December Board meeting, but he wanted to provide information to the Executive Committee and receive feedback on work completed. Mr. Frazier voiced his approval of the proposal and the path the university is currently looking at taking with budget adjustments.

Procurement and Financial – Mr. Steve Foucart, Chief Financial Officer, presented a resolution summarizing activity of the Office of Procurement for the period of September 11, 2020, through November 13, 2020 (Purchasing Activity Report No. 495-20). The four items included in the resolution were:

• Approval of journal subscription renewals for Meyer Library with Elsevier B.V. Cost of the one-year e-subscription is $300,000 (estimated). Period covered is January 1, 2021, through December 31, 2021. Funding to be from ongoing operational budgets.
• Approval of $450,000 in additional funds for the efactory and JVIC to make facilities compliant with public health emergency guidelines and upgrading equipment to better accommodate clients and partners. Original purchase approved at October 16, 2020, Board of Governors meeting for the estimated amount of $350,000. Approval amends the original entry to $800,000. Funding to be from CARES Act funds received from Greene County ($300,000) the Missouri Department of Economic Development/Missouri Technology Corporation ($250,000), and private donations for the project ($250,000), as part of the match requirement.
• Approval of a one-year extension of contract C5590-1 for Insurance – Group Life, Accidental Death and Disability (AD&D), and Long-Term Disability (LTD) with CIGNA. Total estimated one-year cost of $853,038 to be funded from ongoing operational budgets.
• Approval of reinsurance (stop loss) for employee group medical plan. Proposals for calendar year 2021 were received from five sources with only the incumbent, Tokio Marine HCC, offering a competitive proposal in the amount of $1,142,229.48 that includes the same deductibles as last year and no lasers. Acceptance of the proposal reflects an approximate 8.8% increase from current year. Based on losses paid to date and known outstanding claims, Med-Pay advises the offer is reasonable. The contract period is January 1, 2021, through December 31, 2021. Funding to be from ongoing operational budgets.

Mr. Gabriel Gore made a motion for approval, receiving a second from Ms. Counts.

Motion passed 4-0.

Facilities and Equipment – Mr. Matt Morris, Vice President for Administrative Services presented a resolution for approval of bids and award of a contract for the Springfield Public Schools Agriculture Magnet School at Darr Agricultural Center (Bids & Quotations No. 1583-20) for a project budget of $6,700,000. This project is a joint collaboration between Missouri State University and Springfield Public Schools to construct a new 15,100 square foot classroom building for an Agricultural Magnet School. The building will be used by Springfield Public Schools (SPS) but owned by Missouri State University. The design of the building includes six classrooms, administrative and faculty offices, classroom kitchen, all-purpose room, activity room, restrooms, greenhouse, access drive, parking, and landscaping. Work is scheduled to be completed by the spring 2022 semester. Alternate 1 provides material and labor for the greenhouse. A low bid of $6,405,631 for the base project plus alternate 1 was received from Larry Snyder & Company. This project will be paid from the SPS Darr Agricultural Magnet School budget funded by the Darr SPS Magnet School fund ($6,600,000) and Springfield Public Schools ($100,000). Both of these funds are private donations.

Ms. Beverly Miller Keltner made a motion for approval, and Ms. Counts seconded the motion.

Motion passed 4-0.

Adjournment – Mr. Frazier adjourned the meeting at 4:55 p.m. on the motion of Ms. Counts, the second of Mr. Gore, and a vote of 4-0 of the committee.

Rowena Stone
Secretary of the Board