September 2017 Print

Chapter Meeting Minutes

Minnesota Chapter NIGP

Chapter Meeting – May 2017

Date

Friday, 19 May 2017

Time

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

Called to order

Chapter President Debra Lesmeister called the meeting to order at 9:10 a.m.

Location

MAC – Airport Fire Department Training Room

Host:  Metropolitan Airports Commission

Type of meeting

Chapter Meeting

Note taker

Glen Carpenter, Secretary

Board Reports

Discussion

Board Member

Action

Secretary’s Report

  • Minutes of the March 2017 Chapter meeting were presented to the attending members for approval.

Glen Carpenter

 

MOTION CARRIES. 

January 2017 meeting minutes approved

Motion to approve the March 2017 minutes: 

Motion:  Tiffany Audette

Second:  Marie Ozanne

Vote:

18

In Favor

0

Opposed

0

Abstain

Treasurer’s Report

  • Copies of the Treasurer’s report ending 30 April 2017 were provided to the attending members for approval.
  • Income was based on a few additional memberships.
  • Expenses were the result of the April Board meeting, website dues, and credit card dues.

Lenny Schmitz

MOTION CARRIES. 

February 2017 Treasurer’s Report approved

Motion to approve the February Treasurer’s Report:

Motion:  Jessica Brokaw

Second:  Emily Connolly

Vote:

18

In Favor

0

Opposed

0

Abstain

 

 

 

 

Committee REports

Discussion

Committee Chair

Action

Membership

  • 2017 membership count is at 179 paid members with three more potential memberships pending.  This is ten (10) more than last year at this time.

Lenny Schmitz on behalf of Ginger Line (excused)

No action taken.

Governance

  • No update.

Marie Ozanne

No action taken.

Education

  • The April 25, 2017 Advancing Your Negotiations Skills NIGP co-sponsored course was canceled due to not meeting the minimum number of required registrants.
  • The Chair is planning to submit a request to National NIGP to hold three more course in 2017.

-       3 day course beginning September 13 on the Legal Aspects of Public Procurement.

-       1 day Ethics in Public Procurement course on October 30

-       1 day Making the Contract Fit the Purchase course on August 7.

  • The Chair informed the Board of information she recently learned from the National NIGP in regard to course accreditation.  Not all courses promoted by National NIGP are accredited.  Whether a course is accredited or not is important for members who are attempting to re-certify their CPPB and CPPO credentials.  Re-certification requires 45 hours from two of three categories: (1) Continuing Education from NIGP accredited courses; (2) Continuing Education from Non-accredited courses; and (3) Professional Development.  More information can be found at http://www.uppcc.org/Current-Certifications/Recertification
  • The majority of courses are not accredited by NIGP. 
  • Contact the Education Chair if you’re working on re-certification for assistance in making sure you meet the requirements.

Tiffany Audette

No action taken.

Nominations

  • The Nominations Chair Sue Kahle resigned her seat on the Board as she will be retiring from the Office of State Procurement.
  • The Board voted unanimously to appoint Neil Normandin to fill the vacancy.

 

No action taken.

Program

  • The July 21 Chapter meeting hosted by the Minnesota Valley Transit Authority will feature Tami Sulistyo from Cheryl Alexander & Associates.  Tami will present on the topic of “Who Ya Going to Be While Ya do What Ya do.” 
  • The November 17 Chapter meeting hosed by Dakota County will feature Jack Mateffy.

Debra Lesmeister

No action taken.

Fall Conference

  • The dates for the Fall Conference in St. Paul have been confirmed as October 5 and 6.
  • Hotel location will be finalized shortly.
  • Speaker schedule is set.

Jessica Brokaw

No action taken.

 

Reverse Vendor Fair

  • No report.

Heidi Scholl and Neil Normandin

No action taken.

 

Old business

Discussion

 

Action

 

 

  •  

 

 

 

 

New business

Discussion

 

Action

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Action items

 

ASSIGNED

Action

 

 

 

Next Meeting

 

 

The next Chapter Meeting is scheduled for Friday, July 21, 2017, 8:30 a.m. to 12:00 p.m., at the Minnesota Valley Transit Authority, 11550 Rupp Drive, Burnsville, MN 55337

ADJOURNMENT

 

 

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

Motion to adjourn:  Tiffany Audette

Second:  Lenny Schmitz

 

MOTION CARRIES.

Meeting adjourned at
9:50 a.m.

Vote:

18

In Favor

0

Opposed

0

Abstain

 

 

 

 

 

 

Professional Development

 

 

Presentation:     Risk Management and Contract Administration

Presenters:  Bill Davison – Director of Purchasing for Stearns County in Minnesota.

 

ATTENDEES

 

 

 

Name                                              Organization

Heather Boettcher                     City of Bloomington

Marie Ozanne                              City of Bloomington

Traci Reimringer                          City of Minneapolis

Jamie Sabelko                              City of Minneapolis

Tina Folch                                      City of Red Wing

Tiffany Audette                           City of Saint Paul

Jessica Brokaw                             City of Saint Paul

Emily Connolly                             City of Saint Paul

Scott Burkhart                              Dakota County

Debra Lesmeister                        Dakota County

Lenny Klevan Schmitz               Dakota County

Andrea Bolstad                            Metropolitan Airports Commission

Mike Walker                                  Metropolitan Council

Glen Carpenter                             Office of State Procurement

Marianne Sobek                           Olmsted County

Dana Noffke                                   Ramsey County

Jennifer Schultz                            Scott County

Maria Heller                                    Scott 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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