The Western Oklahoma State College Board of Regents met for its regularly scheduled meeting Tuesday in the Higher Learning Center of the college.

A quorum was present and Dr. Phil Birdine announced guests in attendance at the meeting who included: Larry Duffy, Vice President for Development; Tricia Latham, Vice President for Business Affairs; Lisa Greenlee, Vice President for Academic and Student Support Services; Doyle Jencks, Director of Physical Plant; Heather Hood, Accountant; Rich Oliver, McKinstry; Dwayne Tate and Chris Pembrook of Crawford and Associates, P.C.; Briar Jenkins, Secretary to the President and Judith Norton, Director of Public Information.

The first item on the board’s agenda was the report and response to the final internal audit for 2011. The audit was performed by Crawford and Associates P.C. on April 23-27. The team consisted of four auditors who were on campus three days. Items evaluated by the team were miscellaneous claims encumbrance and pre-audit system, the college bookstore, cash-on-hand, employment services/human resources and payroll, purchasing, the procurement card, and the follow-up on prior year recommendations. Dwayne Tate and Chris Pembrook of Crawford and Associates, P.C. reported on the scope and objectives of the audit. Selected accounting records were researched and recommendations were given. The audit is final regarding their findings and the Western business staff has responded to the report. Dr. Birdine stated that he reviewed the report and supports Ms. Latham’s recommendation. The board approved the internal audit.

The next agenda item was a request to revise the purchasing policy. Tricia Latham requested a revision to the ProCard Purchasing Guide section of Western’s purchasing policy with the removal of prohibited items to include: computer services, rentals other than real property, labor/services/consulting, expenses paid to a financial institution and employee/consultant travel expenses. A request to change the person who has authority to revoke ProCards from the Purchasing Director to the Vice President of Business Affairs was also made. A language change regarding student travel that mirrors the Office of State Finance requirements was also requested. The board approved the changes to the ProCard policy.

The final agenda item was discussion and possible action regarding Western’s Energy Performance Contract with McKinstry. Tricia Latham presented a list of projects that are recommended for approval. The total project cost is estimated at $1,034,057 with a projected annual utility savings of $52,372. Projects in the McKinstry proposal include: lighting controls and retrofits, energy management control systems, RTU retrofits for the fine arts auditorium, RTUs in the cafeteria and technical education building and vending misers on 13 vending machines. Ms. Latham also recommended that the cost of the project be financed through an agreement with the WOSC Foundation and through the Education and General Funds and Auxiliary Fund Reserves. The remainder of the project would be paid off from the guaranteed energy savings and from funds freed up from the final payment of the master lease debt service on the college’s three mini buses purchased five years ago.

In addition, Latham requested that the board assign authority to President Dr. Phil Birdine to enter into the energy performance contract with McKinstry. The energy savings projected by McKinstry are guaranteed within a twenty- year period. Any non-performance or unmet savings will be corrected by either replacing equipment or restitution of unmet savings by McKinstry to Western. The replacement of the college’s outdated infrastructure is expected to save Western $1,047,440 in energy costs over the next 20 years. The board approved all three requests regarding the energy performance contract. The project is slated to begin immediately.

The board’s next regularly scheduled meeting is Aug. 21 at 7:30 p.m.