OKLAHOMA COLLEGES
MINUTES
Holiday Inn, The Meeting
Room
TABLE
OF CONTENTS
Minutes of February 16, 2006.................................................................................... 1-18
MINUTES
Thursday, February 16, 2006, 8:00 p.m.
Holiday Inn, The Meeting Room
I. ANNOUNCEMENT OF FILING MEETING NOTICE AND POSTING OF THE AGENDA IN ACCORDANCE WITH THE OPEN MEETING ACT
The Board of Regents
of Oklahoma Colleges met in special session at 8:10 p.m., February 16, 2006, at
the Holiday Inn, The Meeting Room,
II. CALL TO ORDER AND REGENTS’ ROLL CALL
Chair Holloway called the meeting to order. Roll call established the presence of a quorum with six Regents present.
Ann Holloway, Chair, Position 7
Mark Stansberry, Vice Chair, Position 8
Joe Anna Hibler, Regent, Position 3
Jan Gordon, Regent, Position 4
Regent Thompson, Position 5
Richard Ryerson, Regent, Position 6
II. CALL TO ORDER AND REGENTS’ ROLL CALL (Continued)
R. #199 – EXCUSE ABSENT REGENTS
Regent Stansberry
made the motion, seconded by Regent Hibler, to excuse Regents Steve Poag,
Position 1, Belva Howard, Position 2, and Sandy Garrett, Position 9.
Voting for the motion:
Regents Stansberry, Hibler, Gordon, Thompson, Ryerson, Holloway
Voting against the motion: None
GUESTS
Steve Kelley, Legislative Liaison, Board of
Regents of Oklahoma Colleges,
University,
Kim Cherry, Vice President for Administration, Northeastern
OTHERS PRESENT
University Presidents
Bill Cole, President,
Larry Williams,
President, Northeastern
Janet
Cunningham, Executive Vice President, representing President Paul
Beran, Northwestern
Glen Johnson, President,
Southeastern
John Hays, President, Southwestern
Roger Webb, President,
Board Administrative Staff
Pat Shiflett, Executive Assistant
The order of the agenda
changed to Item V.
V. CONSENT DOCKET
Regent
Hibler made the motion, seconded by Regent Gordon, to approve the following
items listed on the consent docket, with the exception of item 2, which was withdrawn
by
Voting for the motion:
Regents Hibler, Gordon, Thompson, Ryerson, Stansberry, Holloway
Voting
against the motion: None
A. MINUTES OF PREVIOUS MEETING
R.
#200– MINUTES OF JANUARY 20, 2006
B. ACADEMIC AFFAIRS COMMITTEE REPORT - Regent
Joe Anna Hibler
1. R. #201 -
Program
requirement change to the existing Bachelor of Science in Physics degree
concentration and proposes an additional modification to the Bachelor of
Science in Physics degree to add a new concentration in Medical Physics.
2. WITHDRAWN
NORTHWESTERN
Change in function to offer Associate of
Applied Science Degree. The issues addressed in the proposal are at the request
of the Oklahoma State Regents for Higher Education.
3. R.
#202 - SOUTHWESTERN
·
Action taken by the National
Association of Schools of Music relative to the accreditation of the music
programs that are offered at SWOSU.
·
New Program Proposal for a
Bachelor of Arts in Spanish.
·
New Program Proposal to offer a
minor in Economics.
V. CONSENT DOCKET (Continued)
B. ACADEMIC AFFAIRS COMMITTEE REPORT
3. R. #202
·
Program
Modification Request for an option name change, an option addition and program
requirement changes for the Bachelor of Music program at SWOSU.
VI. REPORT OF BOARD COMMITTEE PROCEEDINGS
A. BUILDING COMMITTEE REPORT –
Chair Richard Ryerson
1. Deferred Maintenance Reports.
2. Bonded Indebtedness Reports.
Each university submitted updated deferred maintenance and bonded indebtedness reports.
Regent Ryerson made the motion, seconded by Regent Gordon, to approve
the following building items:
3. Northwestern
R. #203 – LEASE
AGREEMENT – WOODWARD CAMPUS
Finalize
the lease agreement with the Regents for the Oklahoma State University and
Agricultural and Mechanical Colleges for the Woodward Campus of Northwestern
Oklahoma State University.
4. Southeastern
R. #204 – PROPERTY PURCHASE
Purchase the property located at
VI. REPORT OF BOARD COMMITTEE PROCEEDINGS (Continued)
A. BUILDING
COMMITTEE REPORT
5. Northeastern
a.
1) R. #205 – ARCHITECT
– BROKEN ARROW
PHASE
I
Retain
Ed Bates as the architect to complete Phase I of the
2) R. #206 –
CONSTRUCTION MANAGER – BROKEN ARROW PHASE I
Retain
Oakridge as the Construction Manager for Phase I of the
This project will be
funded through the Statewide Higher Education Bond Issue of 2005. These funds
will allow us to complete the auditorium, office space, banquet facilities and
food service facilities in Building A, classroom and faculty office space in
Building B, and rehab areas located in Phase I which will be moving to the new
facilities.
b.
1) R. #207 –
Bid
and award the fixed casework for the
VI. REPORT OF BOARD COMMITTEE PROCEEDINGS (Continued)
A. BUILDING
COMMITTEE REPORT
5. Northeastern
b.
2) R.
#208 – GUARANTEED MAXIMUM PRICE OAKRIDGE – BROKEN ARROW PHASE II
Increase
the Guaranteed Maximum Price negotiated in the contract with Oakridge from
$24,225,000 to $24,950,992, an increase of $725,992 (Statewide Higher Education Bond Issue of
2005 and E&G funds)
The increase covers construction
costs and construction manager’s fees for Phase II including the General
Classroom building, Science Lab building, Library/Classroom building, and the
Annex building that connects Phase 1 and II.
c. R. #209 - FOOTBALL STADIUM REPAIRS AND
RENOVATION - PROJECT #4850064
Bid
and award repairs to the Stadium Parking lot at an approximate cost of
$375,000. (Facility Fee funds)
d. R. #210 - INDOOR ATHLETIC FACILITY
PROJECT #4850065
Acceptance of the Redman Athletic Indoor Practice Facility transfer from
the
VI. REPORT OF BOARD COMMITTEE PROCEEDINGS (Continued)
A. BUILDING
COMMITTEE REPORT
6. Southwestern
a. R.
#211 – ROOFTOP LEASE –
Enter
into five-year term rooftop lease with
b. R. #212 - FINE ARTS IMPROVEMENTS
PROJECT
#6650051
Design,
bid, award, and construct a Black Box Theater.
This project previously approved by the Board as part of the Higher
Education Bond Issue of 2005. The
current estimate for this project is approximately $1,700,000. (Statewide Higher Education Bond Issue of
2005)
c. R. #213 - EQUIPMENT AND
PROJECT
#6650041
Design, bid, award, and construct an elevator for the
d. R. #214 - ATHLETIC COMPLEX
PROJECT
#6650043
Bid,
award and construct the previously designed public restroom facility for the
Athletic Complex north of campus. This
project is estimated at $75,000. (Fund 295)
VI. REPORT OF BOARD COMMITTEE PROCEEDINGS (Continued)
A. BUILDING
COMMITTEE REPORT
6. Southwestern
e. R. #215 -
PROJECT
#6650016
Bid and award the completion of the West Wing of the
7.
a. Projects
1) R. #216 - HEALTH
AND SAFETY PROJECTS #1200060
Fund,
design, and award contract to Diversified Construction Inc., Indefinite
Delivery Quantity General Construction Contract, contractor for
Broncho 1 and 2 Emergency Repairs Landing and Railing repairs. The project
budget is $25,000. (Auxiliary Funds)
2) R.
#217 - HEALTH AND SAFETY PROJECTS #1200060
Fund, design, bid and award contract to the lowest responsible bidder
for Selman Living Lab Emergency Repairs due to tornado
damages. The project budget is $25,000. (Section 13 Offset Funds)
3) R. #218 - PARKING, SIDEWALKS, LIGHTS AND
LANDSCAPING - PROJECT 1200013
Fund, design, bid and award contract to the
lowest responsible bidder for the Broncho
Statue Installation. The project budget
is $25,000. (Section 13 Offset Funds).
VI. REPORT OF BOARD COMMITTEE PROCEEDINGS (Continued)
A. BUILDING
COMMITTEE REPORT
7.
a. Projects
4) R.
#219 - MAJOR REPAIRS
AND DEFERRED MAINTENANCE - PROJECT #1200027
Award a contract to Mid Continental
Restoration, Inc. for Tuckpointing and Waterproofing. The project budget is
$492,000. A series of Board approved projects were combined into one large
project for exterior building repairs to multiple campus buildings. This
project includes tuckpointing, waterproofing, joint sealant, exterior
insulation finish systems repairs and roofing repairs to six buildings. The Board approved these projects as follows:
a) R. #220 –
Phase 1 Exterior EIFS Repairs Education Building $90,000
September 2004 (R#43) (E&G Funds and Section 13 Funds)
b) R. #221 –
Tuckpointing and Waterproofing,
c) R. #222 -
d) R. #223 – CHAMBERS LIBRARY
Chambers Library Waterproofing and Joint Sealant $80,000
September 2004 (R# 48) (Section 13 Funds and E&G Funds)
VI. REPORT OF BOARD COMMITTEE PROCEEDINGS (Continued)
A. BUILDING
COMMITTEE REPORT
7.
a. Projects
4) Major Repairs
and Deferred Maintenance
Project #1200027
e) R. #224 –
b. Informational
Items
1) R.
#225 - INDEFINITE DELIVERY QUANTITY GENERAL CONSTRUCTION CONTRACT.
Contract awarded to Diversified Construction of Oklahoma, Inc for
the Indefinite Delivery Quantity General Construction Contract based upon
pre-bid unit price costs. Funds for this work will be approved by the Board
prior to use of the work order requirements contract. Board approved the project in February 2005
(R #162) (Various Fund Sources)
2)
R. #226 - PARKING, SIDEWALKS, LIGHTS & LANDSCAPING - PROJECT #
1200013
Contract awarded
to Crossroads Construction, LLC for Campus Sidewalk Entry Control Gates. The project budget is $150,000. The Board approved to fund, design, bid and
award the project November 2004. (R#91) (Section 13 Offset Funds)
Voting for the motion:
Regents Ryerson, Gordon, Hibler, Thompson, Stansberry, Holloway
Voting against the
motion: None
VI. REPORT OF BOARD COMMITTEE PROCEEDINGS (Continued)
B. AUDIT & FINANCE COMMITTEE REPORT – Regent Joe Anna Hibler
1. R. #227 – EXTERNAL AUDIT
ENGAGEMENT LETTER
Regent
Hibler made the motion, seconded by Regent Stansberry, to approve the external audit engagement letter submitted by
Havern, Behrens, and
Heim, Oklahoma City, Oklahoma for the six regional universities and the Board
of Regents of Oklahoma Colleges for the Fiscal Year ending June 30, 2006 in the
amount of $172,250.00.
Voting
for the motion: Regents Hibler, Stansberry,
Gordon, Thompson, Ryerson, Holloway
Voting
against the motion: None
2. Report - Mike Gibson, Cole & Reed.
Regent Hibler stated that Mike Gibson expects
to complete his report regarding the following items by mid-March: 1)
the minimum internal audit plan needed for the six universities governed by the
Board; 2) recommendations for auditing beyond the minimum required by statute;
and 3) recommendations for the number of internal auditors needed to implement
the recommendations.
Mr. Gibson reported that one area he
reviewed was the number of audit hours spent at similar sized universities. He
reported that the RUSO universities are in the middle range of total auditing
hours of these institutions.
3. Discussion
of format of Management Discussion and Analysis for external audit reports.
Regent Hibler stated that Tom Fagin, Vice President for
Administration and Finance,
VI. REPORT OF BOARD COMMITTEE PROCEEDINGS (Continued)
C. SYSTEM ADVANCEMENT COMMITTEE REPORT –
Co-Chairs Mark Stansberry and Glen D. Johnson
1. R. #228 – RUSO NAME CHANGE
Regent Stansberry
made the motion, seconded by Regent Thompson, to approve changing the Board of
Regents of Oklahoma Colleges name to