September 2017 Print

Chapter Meeting Minutes

 

Minnesota Chapter NIGP

Chapter Meeting – July 2017

 

Date

Friday, 21 July 2017

Time

9:00 a.m. to 12:00 p.m.

 

Called to order

Chapter President Debra Lesmeister called the meeting to order at 9:05 a.m.

 

Location

Minnesota Valley Transit Authority - Burnsville

Host:  MVTA Procurement and Contracts

 

Type of meeting

Chapter Meeting

 

Note taker

Neil Normandin for Glen Carpenter, Secretary

 

Board Reports

Discussion

Board Member

Action

 

Secretary’s Report

  •          Minutes of the May 2017 Chapter Meeting were presented to the attending members for approval.

Neil Normandin for Glen Carpenter

MOTION CARRIES. 

May 2017 meeting minutes approved

 

Motion to approve the May 2017 minutes: 

Motion:  Tiffany Audette

Second:  Lenny Schmitz

 

Vote:

24

In Favor

0

Opposed

0

Abstain

 

Treasurer’s Report

  •          Copies of the Treasurer’s report ending 30 June 2017 were provided to the attending members for approval.
  •          Income was from 2017 membership renewals.
  •          Expenses were for website maintenance, credit card processing fees, and board meeting expenses.

Lenny Schmitz

MOTION CARRIES. 

June 2017 Treasurer’s Report approved

 

Motion to approve the October Treasurer’s Report:

Motion:  Marie Ozanne

Second:  Jessica Brokaw

 

Vote:

24

In Favor

0

Opposed

0

Abstain

Committee REports

Discussion

Committee Chair

Action

Membership

  •          There were 180 paid memberships.

Heidi Scholl

No action taken.

Governance

  •          No report

Marie Ozanne

No action taken.

 

 

 

 

Education

  •          The August seminar has been cancelled due to insufficient registrations.
  •          The September seminar, Legal Aspects of Public Procurement, has been moved from St. Paul to Lakeville.  Two venues are available, the final venue will depend on the number of participants.  The venues are:

-       Lakeville Water Treatment Facility, 18400 Ipava Avenue.

-       Lakeville Central Maintenance Facility, 7570 179th Street.

  •          Plans are underway to schedule another seminar in October.  More information to follow.
  •          Registration for all courses is through NIGP.

Tiffany Audette

No action taken.

Nominations

  •          No report.

Neil Normandin

No action taken.

Program

  •          No report.

Debra Lesmeister

No action taken.

Fall Conference

  •          Dates for the conference are confirmed on 5 and 6 October.
  •          The planned hotel is no longer available and a search is underway for another.
  •          The speaker schedule is set.
  •          Rooms fees will be included in the conference registration fee.

Jessica Brokaw

No action taken.

 

Reverse Vendor Fair

  •          Thirty-one vendors have signed up, more are needed.  Agencies should send out invitations to their vendor lists.
  •          Seventeen government agencies will be participating.
  •          To incent agency participation, the Chapter is offering two free single registrations to the fall conference.  Winning agencies will be drawn immediately after the close of the reverse vendor open house.
  •          The open house is at the Eagan Community Center from 11:00 a.m. to 1:00 p.m.

Heidi Scholl and Neil Normandin

No action taken.

 

Old business

Discussion

 

Action

 

 

  •          None

 

 

 

 

 

 

 

New business

Discussion

 

Action

Chapter to Chapter Outreach

  •          The MN Chapter has been reaching out to the combined Hawaii and Alaska Chapter to learn more about the use of online technologies to reach additional members.  The combined Hawaii and Alaska Chapter uses online services exclusively for meetings because of the distances and cost involved in travel.
  •          The MN Chapter is exploring the use of these online technologies to improve member participation in chapter meetings and potentially the annual conference.

 

No action taken.

 

No motion required.

Motion: 

Second: 

 

 

 

Vote

0

In Favor

0

Opposed

0

Abstain

 

 

Action items

 

ASSIGNED

Action

 

 

 

Next Meeting

 

 

The next Chapter Meeting is scheduled for Friday, 6 October, 2017, at the Fall Conference.  Time and location will be included in the conference agenda.

ADJOURNMENT

 

 

The President, Debra Lesmeister, requested a motion to adjourn.

Motion to adjourn:  Tiffany Audette

Second:  Lenny Schmitz

 

MOTION CARRIES.

Meeting adjourned at
9:25 a.m.

Vote:

24

In Favor

0

Opposed

0

Abstain

 

 

 

 

 

 

Professional Development

 

 

Presentation:     Who ya gonna be while ya do what ya do

Presenter:  Tami Sulistyo, Cheryl Alexander & Associates

ATTENDEES

 

 

 

Name Organization
Lindsey Felgate Anoka County
Heather Boettcher City of Bloomington
Marie Ozanne City of Bloomington
Neil Normandin City of Lakeville
Traci Reimringer City of Minneapolis
Jessica Brokaw City of St. Paul
Tiffany Audette City of St. Paul
Queenie Tran City of St. Paul
Debra Lesmeister Dakota County
Lenny Klevan Schmitz Dakota County
Jennifer Bisciglia-Heideman Dakota County
Auburn Dees Metropolitan Council
Pam Marszalek Metropolitan Council
Michael Baumann MMCAP
Jo Nelson MN.IT
Lorraine Sandbeck MN.IT
Heidi Scholl MVTA
Marianne Sobek Olmsted County
Zeb Dudek Olmsted County
Kyle Rahne Ramsey County
Jennifer Beuch-Bohlsen Scott County
Amanda Raleigh Washington County
Nicki Castro Washington County
Stephanie Holt Washington County

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Board Meeting Minutes

Minnesota Chapter NIGP

Board Meeting – June 2017

Date

15 June 2017

Time

11:30 a.m. – 2:00 p.m.

Meeting called by

Debra Lesmeister, MN NIGP President

Location

Dakota County Administration Center

Type of meeting

Board Meeting

Called to Order

11:38 a.m.

Note taker

Glen Carpenter – Secretary

Attendees

Attending:  Debra Lesmeister, Jessica Brokaw, Glen Carpenter, Neil Normandin, Lenny Klevan Schmitz, Ginger Line, Marie Ozanne, Tiffany Audette, Heidi Scholl

Board Reports

Discussion

Board Member

Action

Secretary’s Report

  •          The Secretary presented the April 2017 Board meeting minutes.

Glen Carpenter

MOTION CARRIES.  April 2017 Board Meeting Minutes and Secretary’s Report Approved.

Motion to approve the April 2017 Board Minutes: Lenny Klevan Schmitz

Second: Marie Ozanne

Vote:      8 In Favor         0 Opposed        0 Abstain

 

 

 

 

 

 

 

Treasurer’s Report

  •          Treasurer’s Report for May 2017:

Checking Account Balance            $65,859.99

Income                                                  $151.73

Expenses                                              $311.58

Ending Balance                                  $65,700.14

 

Cert of Deposit                                           -

                                                                ___________

                                                   Total   $65,700.14

Lenny Schmitz

MOTION CARRIES.

January 2017 Treasurer’s Report approved

  •          Income is from new memberships.
  •          Expenses are for Star Chapter website dues, food for May Board meeting, and reimbursement for a class taken by the 2016 Chapter Manager of the Year award recipient.  The reimbursement was part of the award.
  •          The Treasurer stated that the year to date expenses for Chapter meetings is $52.13 over budget due to the Board’s decision to provide a hot breakfast to celebrate Procurement Month at the March 2017 Chapter meeting.

Motion to approve the January 2016 Treasurer’s Report.

  •          Tiffany Audette

Second:

  •          Jessica Brokaw

Vote:

8

In Favor

0

Opposed

0

Abstain

 

 

 

 

 

 

Committee activities

Discussion

Committee Chair

Action

Membership

  •          There are currently 184 paid members.
  •          The Chair intends to keep contacting agencies to promote the $30 membership discount for new members.
  •          The Chair and Board decided not attend the League of Minnesota Cities Conference to promote membership after considering a cost/benefit analysis.
  •          The Board discussed ideas to encourage municipalities to sign-up for a table at the Reverse Vendor Fair for the first time.

Ginger Line

No Action Taken.

No board action required on this report.

Vote:

0

In Favor

0

Opposed

0

Abstain

Governance

  •          No updates to report.

Marie Ozanne

No Action Taken

No board action required on this report.

Vote:

 

In Favor

 

Opposed

 

Abstain

Education

  •          Three new scheduled courses have been posted on the Facebook page and website and are open for sign-up.  The Chair also emailed out announcements to all Chapter members.
  •          The three courses are:

-       August 10, 2017 – Making the Contract Fit the Purchase (Non-Accredited)

-       September 13-15, 2017 – Legal Aspects of Public Procurement (Accredited)

-       October 30, 2017Ethics: A Survival Kit for Public Procurement (Non-Accredited)

  •          The August and October courses will be held at the Saint Paul Police Department Western District Training Room.  The Chair is searching for a site for the September course.

Tiffany Audette

No Action Taken

No board action required on this report.

 

Vote:

 

In Favor

 

Opposed

 

Abstain

Nominations

  •          The newly appointed Chair stated there are no updates to report.  The Chair will review the position description to get up to speed on the position duties.

Neil Normandin

No Action Taken

Program

  •          No changes have been made to the 2017 Chapter meeting program/speaker schedule.
  •          The President will attend the NIGP National Forum in Salt Lake City, UT August 27 through August 30.

Debra Lesmeister

No Action Taken

Fall Conference

  •          A save the date (October 5 and 6) was sent out to NIGP members.
  •          The Vice President is close to confirming that the Hampton Inn in downtown St. Paul will be the site for the conference.  She is working on locating parking options for those not staying at the hotel.
  •          The estimated registration fee will be $275 with hotel accommodations included.

Jessica Brokaw

No Action Taken

Reverse Vendor Fair

  •          The Eagan Community Center has been booked and paid for.
  •          Ideas were discussed on how to attract new agencies to the event.  Ideas discussed included (1) holding a drawing for one or two free Fall Conference registrations and (2) providing a free membership for each new agency that signs up.
  •          The Past-President is continuing to work on organizing the event.

Heidi Scholl and Neil Normandin

No Action Taken

OLD business

 

 

 

Action Items

  •          The Nominations Chair, Sue Kahle, resigned her position.  Neil Normandin was appointed to the position.

 

 

 

 

No board action required on these items

 

 

Vote:

 

In Favor

 

Opposed

 

Abstain

New business

 

 

 

 

  •          The Nominations Chair discussed new ways to recognize individuals who obtain new CPPB/CPPO certification.  The Board discussed providing frames for the certification certificates.  The Treasurer indicated the budget is in a position to accommodate the costs for the frames.  $150 is available in the miscellaneous account.  The Board intends to start with any initial order and gauge reaction from the initial recipients to determine whether more frames should be ordered.

 

 

 

  •         The Board spoke with Jeff Dansdill from the Hawaii/Alaska NIGP Chapter to learn about how they use remote access technology hold all Chapter meetings virtually.

 

 

 

 

 

 

 

 

 

 

 

Future meetings

 

 

 

 

  •          The next board meeting is scheduled for Thursday, August 17, 2017, from 11:00 a.m. to 1:30 p.m., at the Dakota County Government Center, 1590 Highway 55, Hastings MN 55033-2343.
  •          The next chapter meeting is scheduled for Friday, July 21, 2017, from 8:30 a.m. to 12:00 p.m. at the Minnesota Valley Transit Authority, 11550 Rupp Drive, Burnsville, MN 55337.

 

 

Action items

 

ASSIGNED

STatus

  1.        Review MN NIGP position descriptions.  Ongoing reviews part of each position’s responsibility.

All Board Members

Ongoing

  1.       Email updated membership list to the Board members

Ginger Line

Monthly

  1.        Develop a one page document about organization to distribute at vendor fairs

Ginger Line

Open

  1.       Notify members of log-in and password information.  Create a ‘how-to’ for completing this task

Glen/Lenny

Ongoing

  1.        Phone call with another state chapter to discuss alternative ways for members to attend chapter meetings without physically attending.

Debra Lesmeister

Closed

  1.       Reverse Vendor Fair

Heidi Scholl

Open

  1.        Consider budgeting in 2018 to send two people to the National NIGP Forum

All Board Members

Open

  1.       Review the dues structure, including the idea of invoicing agency dues in prior year for upcoming dues.

Lenny/Ginger

Open

  1.       Investigate frames to purchase for recognition of CPPB/CPPO recipients

Marie

Open

  1.    Send out registration form for the Fall Conference

Jessica

Open

  1.    Email Board members instructions on how to send out verification and welcome emails for new members

Glen

Open

  1.    Revise Welcome Email template

Glen

Open

  1.    Consider entering into a sister chapter relationship with the Hawaii/Alaska NIGP Chapter

All Board Members

Open

 

 

 

ADJOURNMENT

 

 

Motion to adjourn:

  •          Jessica Brokaw

Second:

  •          Tiffany Audette

 

MOTION CARRIES.
The meeting was adjourned at 1:50 p.m.

Vote:

9

In Favor

0

Opposed

0

Abstain

 

 

 

 

 

 

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