Missouri Western board approves January financial report, Potter Hall renovation amendment, policy purchasing-limit increase and decommissioning of two halls

The Missouri Western State University Board of Governors on Feb. 25 approved the university's January 2025 financial report, an amendment to the Potter Hall renovation contract (FB25-023), revisions to the Board of Governors policy handbook that raise certain purchasing approval limits, and a plan to decommission Judah Hall and Brashear Hall.

The Personnel, Finance and Operations Committee reported that tuition receipts as of Jan. 31 were $29,789,003.35, or about 94.5% of the budgeted amount, and that state and federal grant-funded capital projects (Hearns and Potter) account for roughly $4.2 million in budget adjustments. Vice President Daniel Holt told governors invoices for those projects were not yet paid by Jan. 31, creating a timing-related lag of about $621,670 that is expected to reverse as invoices are processed. He said both capital projects are "on schedule to be completed in late May."

The board voted to approve an amendment to FB25-023, the Potter Hall renovation. The accepted bid was revised from $516,009.88 to $533,009.15 after adding two alternates (the founder's room and restroom work); the 10% contingency moved from $51,006.98 to $53,003.91, producing an updated project total referenced by staff as roughly $587,306. The Personnel, Finance and Operations Committee recommended the amendment; Governor Grimwood moved and Governor Landis seconded the motion and the board approved it by voice vote.

The board also approved revisions to the Board of Governors policy handbook. The change moves the purchasing approval threshold for certain purchases requiring board approval from $100,000 to $200,000; the handbook will continue to route informational items above $100,000 and below $200,000 to the board when those involve state cooperative or contract agreements, sole-source purchases or other formal solicitations.

Finally, the board authorized beginning the decommissioning of Judah Hall and Brashear Hall in fiscal year 2026. Committee materials presented two alternatives: (1) decommission and remove both facilities, estimated at about $369,347 in capital cost, with an estimated nearly $306,000 in annual operating savings; or (2) retain the buildings and invest in required fire-safety upgrades (panels, sound boards, wiring and devices) at an estimated cost cited in committee discussion of roughly $316,000. The committee described the capital-versus-repair difference as approximately $54,000. Official bids for decommissioning will be solicited if the board's authorization proceeds to contracting.

Board procedure: the board moved, seconded and approved each action by voice vote; minutes record "ayes" and indicate the motions passed. The meeting moved next to other business and later recessed into a closed session under Missouri Revised Statutes 610.021.

Members and staff who presented or were quoted in the report included Vice President Daniel Holt (Personnel, Finance and Operations report) and the governors who made motions (identified in the meeting as Governor Grimwood, Governor Scudower and Governor Al Landis).