April 2018 Print

Board Meeting Minutes

Minnesota Chapter NIGP

Board Meeting – December 2017

Date

7 December 2017

Time

10:30 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

10:35 a.m.

Note taker

Glen Carpenter – Secretary

Attendees

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

Members Elect: Abby Malkerson and Sally Dybdal

Board Reports

Discussion

Board Member

Action

Secretary’s Report

  •          The Secretary presented the October 2017 Board meeting minutes.

Glen Carpenter

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

Motion to approve the October 2017 Board Minutes: Lenny Schmitz

Second: Jessica Brokaw

Vote:      9 In Favor         0 Opposed        0 Abstain

 

 

 

 

 

 

 

Treasurer’s Report

  •          Treasurer’s Report for November 2017:

Checking Account Balance            $73,884.62

Income                                                  $        1.89

Expenses                                              $ 2,019.01

Ending Balance                                  $ 71,867.50

Cert of Deposit                                           -

                                                                ___________

                                                   Total   $ 71,867.50

Lenny Schmitz

MOTION CARRIES.

November 2017 Treasurer’s Report and  2018 proposed budget approved

  •          Expenses were for the 2017 Fall Conference and monthly credit card fees.
  •          Income in September was from checking account interest.
  •          In 2017 the organization has generated more revenue than expenses.
  •          A 2018 proposed budget was presented for Board review.

Motion to approve the November 2017 Treasurer’s Report and 2018 proposed budget.

  •          Neil Normandin

Second:

  •          Tiffany Audette

Vote:

9

In Favor

0

Opposed

0

Abstain

 

Committee activities

Discussion

Committee Chair

Action

Membership

  •          There are currently 191 paid members and one honorary member. 
  •          One member organization has already paid for their 2018 memberships, but the Membership Chair is encouraging other organizations to wait until 2018 to pay dues.
  •          The Chair presented results from an exercise attendees at the 2017 Fall Conference engaged in to come up with ideas to increase membership and promote membership participation.  The 2018 President is considering holding a chapter meeting in the afternoon with a social event afterwards.

Ginger Line

No Action Taken.

No board action required on this report.

Vote:

0

In Favor

0

Opposed

0

Abstain

Governance

  •          The Governance Chair presented revisions to the existing Solicitation/Donation policy, National Conference Fee policy, and Leadership Symposium Fund policy.  Board members will review the revisions and provide feedback to the Chair by the end of December.  The Chair will present final drafts for approval at the January 2018 Chapter meeting.
  •          The Chair presented drafts of a new Signing Authority policy and an Audit policy.  Board members will review the draft and provide feedback to the Chair by the end of December.

Marie Ozanne

No Action Taken

No board action required on this report.

Vote:

 

In Favor

 

Opposed

 

Abstain

Education

  •          The Education Chair continues to work on a survey to send out to members to gauge interest in 2018 course offerings.  The Chair is waiting on the National NIGP 2018 course catalog to be released before finalizing and issuing the survey.  The survey for 2018 will reduce the number of questions, allow for rank choice voting on available classes, and inquire on whether a responder’s agency has the budget to pay for course registrations.

Tiffany Audette

No Action Taken

No board action required on this report.

 

Vote:

 

In Favor

 

Opposed

 

Abstain

Nominations

  •          The Nominations Chair informed the Board that nominations were received by the deadline for three of the five awards. 
  •          The Chair is working on drafting an elections policy.

Neil Normandin

No Action Taken

Program

  •          Locations have been established for the majority of the 2018 Chapter meetings.

-       January will be held in Lakeville.

-       March will be held in Anoka.

-       May will be held at the Como Zoo in St. Paul.

-       July will be held in Stillwater.

-       The November location has yet to be determined.  A location in the west metro is desired.

  •          Board meetings will either be held in Hastings or Lakeville.

Jessica Brokaw

No Action Taken

Fall Conference

  •          The Vice-President Elect has a committee of five volunteer members in place to assist planning the Fall Conference.
  •          A request for proposal was sent out to three hotels in Duluth that were suggested by one of her committee members who lives in Duluth.  Final proposals are expected back within a couple weeks.
  •          The first or second week of October is the target of when the Conference will take place in 2018.

Ginger Line

No Action Taken

Reverse Vendor Fair

  •          Marie Ozanne and Neil Normandin agreed to lead the planning and execution for the 2018 Reverse Vendor Fair.  They plan to form a committee of existing members to assist their efforts.

 

No Action Taken

OLD business

 

 

 

Action Items

  •          A motion was brought to continue the $30 rate for new memberships in 2018. The motion prevailed unanimously.

 

 

 

 

 

 

Vote:

9

In Favor

0

Opposed

 

Abstain

 

New business

 

 

 

 

  •          Committee Chairs for 2018 were determined as follows:

Membership Chair will be Neil Normandin.

Governance Chair will be Abby Malkerson.

Education Chair will remain Tiffany Audette.

Nominations Chair will be Sally Dybdal.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Future meetings

 

 

 

 

  •          The time and location of the next Board meeting has yet to be determined.

 

 

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.        Notify members of log-in and password information.  Create a ‘how-to’ for completing this task. (Annual email to remind members of website and how to access)

Glen/Lenny

Ongoing

  1.       Draft policy for Chapter election operations.

Neil

Open

  1.        Treasurer annually re-file non-profit status of the Chapter.

Lenny

Ongoing

  1.       Email Board about Star Chapter’s ability to host a Chapter discussion forum.

Glen

Open

  1.        Conduct trial of virtual presence services at the November and January Chapter meetings.

Neil/Lenny

Open

  1.       Make MN NIGP electronic letter head, note cards, and business cards.

Ginger

Open

  1.       Obtain Membership Chair binder from Tina Folch.

Tiffany

Open

  1.    Review existing policy revisions and new policy drafts presented by the Governance Chair.  Provide feedback to the Chair by the end of December.

All Board Members

Open

  1.    Update website with 2018 meeting schedule.

Jessica

Open

  1.    Provide ideas for a Hennepin County location to hold the November 2018 chapter meeting to Jessica.

Abby

Open

 

 

 

ADJOURNMENT

 

 

Motion to adjourn:

  •          Lenny Schmitz

Second:

  •          Tiffany Audette

 

MOTION CARRIES.
The meeting was adjourned at 1:33 p.m.

Vote:

9

In Favor

0

Opposed

0

Abstain

 

 

 

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Chapter Meeting Minutes

 

Minnesota Chapter NIGP

Chapter Meeting – January 2018

 

Date

Friday, 19 January, 2018

Time

9:00 a.m. to 11:30 a.m.

 

Called to order

Chapter President Debra Lesmeister called the meeting to order at 9:01 a.m.

 

Location

Lakeville Water Treatment Facility, Lakeville, MN

Host:  City of Lakeville

 

Type of meeting

Chapter Meeting

 

Note taker

Glen Carpenter, Secretary

 

Board Reports

Discussion

Board Member

Action

 

Secretary’s Report

  •          Minutes of the November 2017 Chapter meeting were presented for approval.

Glen Carpenter

MOTION CARRIES. 

November 2017 meeting minutes approved

 

Motion to approve the November 2017 minutes: 

Motion:  Lenny Klevan Schmitz

Second:  Neil Normandin

 

Vote:

29

In Favor

0

Opposed

0

Abstain

 

Treasurer’s Report

  •          Copies of the Treasurer’s report ending 31 December 2017 were provided to the attending members for approval.
  •          Income was generated through interest from the bank.
  •          Primary expenses were for credit card transaction fees, chapter meeting hot breakfast, Fall Conference went over budget due to large than expected attendance, and fewer members are attending classes resulting in money budgeted for tuition incentives not being utilized.
  •          The Treasurer also presented the 2018 proposed budget.  Estimated income was increased for the Fall Conference due to 2017’s increased attendance and anticipated increased revenue from the Reverse Vendor Fair.  Expenses are budgeted to increase from 2017’s budget for speaker fees, credit card transactions, sending one additional person to the Leadership Symposium, sending one additional person to the National Forum, National NIGP dues, frames for CPPB and CPPO recipients, equipment to support the virtual attendance technology, and cloud storage fees.
  •          The Treasurer stated that the Chapter’s financial goals should be to spend more money on membership given the current healthy budget status.

Lenny Schmitz

MOTION CARRIES. 

October 2017 Treasurer’s Report approved

 

Motion to approve the October 2017 Treasurer’s Report:

Motion:  Abby Malkerson

Second:  Ginger Line

 

Vote:

29

In Favor

0

Opposed

0

Abstain

Committee REports

Discussion

Committee Chair

Action

Membership

  •          On January 2nd invoices were issued for 2018 dues to agency representatives.
  •          116 membership renewals have already been received.

Ginger Line

No action taken.

Governance

  •          No report.

Marie Ozanne

No action taken.

 

Education

  •          The education course offering survey has been sent to all members.  Responses are due January 20.
  •          NJPA has submitted a special request to hold a Contract Administration course in April/June in Staples, MN.

Jessica Brokaw for Tiffany Audette

No action taken.

Nominations

  •          The Nominations Chair continues to work on drafting a policy for elections.
  •          The 2017 awards are complete.

Neil Normandin

 

No action taken.

Program

  •          The President-Elect presented the dates for 2018 Chapter meetings.

-       March 23 at Bunker Hills in Andover, MN

-       May 18 at Como Zoo in St. Paul, MN

-       July 19 in Stillwater, MN

-       November 16 at a location TBD in Hennepin County

Jessica Brokaw

No action taken.

Fall Conference

  •          A committee has been formed to assist Vice-President Elect Ginger Line with planning the 2018 Fall Conference.
  •          The Conference will be held in Duluth on October 11 and 12.
  •          A call for proposals will be issued soon requesting members to submit session proposals to present at the Conference.

Ginger Line

No action taken.

 

Reverse Vendor Fair

  •          No report.

 

Neil Normandin

No action taken.

 

Old business

Discussion

 

Action

 

 

  •          None

 

 

 

 

 

New business

Discussion

 

Action

 

  •          The 2018 newly elected officers were sworn in.

-         President Jessica Brokaw

-         Vice President Ginger Line

-         Past President Debra Lesmeister

-         Committee Chair Sally Dybdal

-         Committee Chair Abby Malkerson

  •          2017 awards were presented.
  •          Tokens of appreciation for past service were presented to 2017 President Debra Lesmeister and 2017 Past-President Heidi Scholl.
  •          Procurement Professional of the Year was awarded to Lenny Klevan Schmitz.
  •          Purchasing Manager of the Year was awarded to Heidi Scholl.
  •          Best Practices award was presented to all members from Dakota County.

 

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 will be held on March 23 at Bunker Hills in Andover, MN. 

ADJOURNMENT

 

 

The Vice-President, Jessica Brokaw, requested a motion to adjourn.

Motion to adjourn:  Emily Connolly

Second:  Heidi Scholl

 

MOTION CARRIES.

Meeting adjourned at
9:38 a.m.

Vote:

29

In Favor

0

Opposed

0

Abstain

 

 

 

 

 

 

Professional Development

 

 

Erik Therwanger founder of Think GREAT provided two professional development hours speaking about leadership.

Erik is the founder of Think GREAT and draws from his experiences as a

U.S. Marine, executive business leader, sales professional, and

entrepreneur to help organizations achieve new levels of success. He

uniquely combines leadership development, team building, sales

training, and goal-setting into strategies and techniques that empower

team members and leaders to exceed expectations.

 

Erik has inspired audiences at companies such as US Bank, Sam’s Club,

Shutterfly, RE/MAX, Hubbard Broadcasting, Thomson Reuters, U.S.

Foods, armed services commands ranging from the Air National Guard to

the U.S. Marine Corps, charities like The American Cancer Society, law

enforcement and government agencies, and organizations in the health

care and education industries.

 

Think GREAT is a Certified Veteran-Owned Business and Erik is also

author of The Think GREAT Collection. Erik shares the successful, proven

concepts in his six books to give individuals and organizations the

competitive edge needed for achieving new levels of success.

 

www.thinkgreat90.com

 

ATTENDEES – See Next Page

 

 

 

                                  

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