Newsletter

August 2018 Print

Board Meeting Minutes

Minnesota Chapter NIGP

Board Meeting – June 2018

Date

5 June 2018

Time

11:30 a.m. – 3:00 p.m.

Meeting called by

Jessica Brokaw, MN NIGP President

Location

City of Lakeville Water Treatment Facility

Type of meeting

Board Meeting

Called to Order

11:33 AM

Note taker

Tiffany Audette for Glen Carpenter

Attendees

Attending:  Jessica Brokaw, Neil Normandin, Lenny Klevan Schmitz, Ginger Line, Sally Dybdal, Abby Malkerson, Tiffany Audette, and Debra Lesmeister

Absent: Glen Carpenter (illness)

Board Reports

Discussion

Board Member

Action

Secretary’s Report

·         The Board moved to skip the reading of the April 2018 Board meeting minutes.  The motion was seconded and approved unanimously.

·         The Board moved to approve the April 2018 Board minutes.

Tiffany Audette for Glen Carpenter

MOTION CARRIES.  April 2018 Board Meeting Minutes Approved.

Motion to approve the April 2018 Board Minutes: Lenny Schmitz

Second: Debra Lesmeister

Vote:      8 In Favor         0 Opposed        0 Abstain

 

 

 

 

 

 

 

Treasurer’s Report

·         Treasurer’s Report for May 2018:

Checking Account Balance            $73,830.66

Income                                                  $        1.89

Expenses                                              $ 2,899.36

Ending Balance                                  $ 70,933.19

Lenny Schmitz

MOTION CARRIES.

May 2018 Treasurer’s Report approved

·         Expenses were for the FEMA NIGP class, a table throw for the vendor fair, a camera to support Webex at Chapter meetings, and registration and airfare for the President and Treasurer to attend the National NIGP conference.

·         Income in May came from interest. 

Motion to approve the May 2018 Treasurer’s Report.

·         Tiffany Audette

Second:

·         Ginger Line

Vote:

8

In Favor

0

Opposed

0

Abstain

                               

 

 

 

 

 

Committee activities

Discussion

Committee Chair

Action

Membership

·         There are currently 196 paid members, two associate member, and one honorary member. 

·         The Osseo School District joined the Chapter for the first time at the May 2018 Chapter meeting.

Neil Normandin

No Action Taken.

No board action required on this report.

Vote:

0

In Favor

0

Opposed

0

Abstain

Governance

·         The Governance Chair presented recommendations for Board job description revisions.  A final draft of the descriptions will be emailed to the Board for approval.  The following revisions were recommended:

·         Add fall conference committee chair duties to the Vice President description.

·         Secretary to create attendance certificates instead of President for chapter meetings and fall conference.

·         President duty to write a President’s message periodically for website and social media.

·         Delete items regarding President to work with editor and website coordinator as those positions don’t exist.

·         Add refile nonprofit status as an annual duty of the Treasurer.

·         Change Education Coordinator title to Professional Development Committee Chair and term to two years.

·         Nomination chair reports nominations and elections results at the fall conference, not the September Chapter meeting.  Publish the results on the website.

·         Get rid of the newsletter section on the website.

·         The Chair made the following changes to the NIGP website:

·         Resources were all moved to one webpage.

·         The finance related index was removed.

·         Change the “Newsletter” section on the main page is to “Minutes.”

·         Add link to the Facebook page.

·         Change location of “Member Area Login” link.

·         Legislative changes have been added to the Members Area.

Abby Malkerson

No Action Taken

No board action required on this report.

Vote:

 

In Favor

 

Opposed

 

Abstain

Education

·         The Education Chair has four classes upcoming, one in Staples, MN and three in St. Paul, MN.  These classes include:  1) Sourcing in the Public Sector – June 6 – 8; 2) Developing and Managing Request for Proposals – July 18 – 20; 3) Contract Administration in the Public Sector – August 6 – 8 in Staples, MN; 4) Adding Value to the Procurement Process – August 10. 

·         Food is provided at each class and the $100 incentive is still available for Chapter members.

Tiffany Audette

No Action Taken

No board action required on this report.

 

Vote:

 

In Favor

 

Opposed

 

Abstain

Nominations

·         The Nominations Chair is reviewing comments made to the elections policy draft and is close to finalizing the policy.

·         The Chair submitted our local Chapter awards to National NIGP to be recognized.

Sally Dybdal

No Action Taken

Program

·         The July Chapter meeting will be held in Stillwater on July 19 from 1:00 PM – 4:00 PM at the Washington County Public Works North Workshop.  A happy hour networking event will follow.  Anthony Alongi from the DNR will present on Emotional Intelligence.

·         The November Chapter meeting will be held at the Hennepin County Public Works facility in Medina, MN.

·         The President recommends purchasing a new blue tooth microphone to improve audio for members attending Chapter meetings virtually.

Jessica Brokaw

No Action Taken

Fall Conference

·         The Vice-President (VP) announced that registration for the 2018 Fall Conference is open.  Registration has been advertised on Facebook and through an email blast to all members.

·          The VP is finalizing the speaker schedule.  She is also looking into adding a service project to the agenda, debating whether to issue the Conference survey on mobile devices vs. paper and pencil, and looking into the Duluth Mayor speaking at the conference.

Ginger Line

No Action Taken

Reverse Vendor Fair

·         An email was sent to agencies to gauge interest in having a table/booth.  Five agencies have responded.  Seven tables have been confirmed.  Non-member agencies are invited to attend for a fee of $30.

·         Goal is to have 18 agencies register.

Neil Normandin

No Action Taken

OLD business

 

 

 

Action Items

·         The Chapter is registered for a booth at the League of MN Cities conference in St. Cloud, MN later in June.

·         The proposal to present at the National Public Works Association conference has been submitted for review and acceptance.

·         A proposal to present at the MN Park & Rec Association conference has also been submitted.

 

 

 

 

 

 

Vote:

0

In Favor

0

Opposed

 

Abstain

 

New business

 

 

 

 

·          

 

 

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

2.      Email updated membership list to the Board members.

Neil Normandin

Monthly

3.       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

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

Lenny

Ongoing

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

Ginger

Open

6.      Add number of professional development hours to Chapter meeting invites.

All Board Members

Ongoing

7.       Follow-up on status of obtaining new credit cards.

Lenny

Open

8.      Change Newsletter column on website to Minutes.

Glen

Open

ADJOURNMENT

 

 

Motion to adjourn:

·         Lenny Schmitz

Second:

·         Ginger Line

 

MOTION CARRIES.
The meeting was adjourned at 1:55 p.m.

Vote:

8

In Favor

0

Opposed

0

Abstain

 

 

 

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Chapter Meeting Minutes

 

Minnesota Chapter NIGP

Chapter Meeting – July 2018

 

Date

Thursday, 19 July, 2018

Time

1:00 p.m. to 4:00 p.m.

 

Called to order

Chapter President Jessica Brokaw called the meeting to order at 1:06 p.m.

 

Location

Washington County Public Works North Shop in Stillwater, MN

 

Type of meeting

Chapter Meeting

 

Note taker

Glen Carpenter, Secretary

 

Board Reports

Discussion

Board Member

Action

 

Secretary’s Report

·         Minutes of the May 2018 Chapter meeting were presented for approval.

Glen Carpenter

MOTION CARRIES. 

May 2018 meeting minutes approved

 

Motion to approve the January 2018 minutes: 

Motion:  Neil Normandin

Second:  Lenny Klevan Schmitz

 

Vote:

35

In Favor

0

Opposed

0

Abstain

 

Treasurer’s Report

·         Copies of the Treasurer’s report ending 30 April 2018 were provided to the attending members for approval.

·         Income came from registrations for the 2018 Fall Conference, registrations for the 2018 Reverse Vendor Fair, rebates received from National NIGP for classes held by the Chapter, and a new member registration fee.

·         Primary expenses were for website fees, credit card fees, providing food for classes, the May Chapter meeting, and $100 class incentive reimbursements.

Lenny Schmitz

MOTION CARRIES. 

June 2018 Treasurer’s Report approved

 

Motion to approve the February 2018 Treasurer’s Report:

Motion:  Marie Ozanne

Second:  Tiffany Audette

 

Vote:

35

In Favor

0

Opposed

0

Abstain

Committee REports

Discussion

Committee Chair

Action

Membership

·         Current membership level is at 200 active paid members (with some memberships pending), 1 associate member, and 1 honorary member.

 

Neil Normandin

No action taken.

Governance

·         Board positions descriptions have been approved and updated.  The updated positions descriptions are available on the Chapter website.

Abby Malkerson

No action taken.

                               

 

Professional Development

·         The following courses are scheduled and open for registration:

-         Developing and Managing Request for Proposals, July 18 – 20 in St. Paul.

-         Contract Administration in the Public Sector, August 6 – 8 in Staples, MN.

-         Adding Value to the Procurement Process, August 10 in St. Paul, MN.

-         Strategic Procurement Planning in the Public Sector, December 5 – 7 in St. Paul, MN.

·         CPPB/CPPO re-certification requires 45 contact hours across two of three categories: accredited courses, non-accredited courses, and professional contributions.

·         Members were informed of online webinars hosted by National NIGP.  A National membership is required to register.  One or two are usually held a month.  Members can sign up and listen to them later if unable to view live.

·         The Iowa NIGP Chapter is hosting an Introduction to Public Procurement course October 22 – 24, 2018.

Jessica Brokaw for Tiffany Audette

No action taken.

Nominations

·         The Nominations Chair plans to send an email out to members soon requesting nominations for open Chapter seats in 2019.  The Secretary position, Vice President position, and two Board positions will be open for nominations.  Nominations will remain open until the end of September.

Sally Dybdal

No action taken.

Program

·         The President reminded members of the final 2018 Chapter meeting not held during the Fall Conference 2018.

-       November 16 at the Hennepin County Public Works Facility, 1600 Prairie Drive, Medina, MN 55340.

 

Jessica Brokaw

No action taken.

Fall Conference

·         The Vice-President plans to email the tentative conference schedule with speakers included.

·         33 registrations have been made so far.

·         The room rate is $119 and not included in the conference registration fee.

Ginger Line

No action taken.

 

Reverse Vendor Fair

·         The 2018 Fair will be held on Tuesday, August 7, 2018 at the Eagan Community Center from 10:00 a.m. – 2:00 p.m.  Two sessions will be provided by the Office of State Procurement.

·         18 agencies have signed up for tables.  The Fair Committee is working to promote more registrations from vendors.

 

Neil Normandin

No action taken.

 

Old business

Discussion

 

Action

 

 

·         The Secretary promoted the discussion forum feature on the Chapter website that was recently launched.

·         The Chapter’s proposal to present at the National Public Works Association Conference was accepted.

·         The Chapter’s proposal to present at the Minnesota Parks and Recreation Conference was accepted.

·         The Board members attending the National NIGP Conference will be participating on a panel about virtual meetings.

 

 

 

           

 

 

New business

Discussion

 

Action

 

·         The Chapter recognized member Nicki Castro from Washington County for her achievement of obtaining her CPPB certification.

·         Past-President Debra Lesmeister and Treasurer Lenny Schmitz submitted a medium size chapter of the year application to National NIGP.  It is one of four proposal received for the award.

·         Professional Development Chair Tiffany Audette is one of the 3 finalists for the National NIGP Buyer of the Year award.

 

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 at the 2018 MN NIGP Fall Conference on October 12, 2018 in Duluth, MN.

ADJOURNMENT

 

 

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

Motion to adjourn:  Neil Normandin

Second:  Emily Connolly

 

MOTION CARRIES.

Meeting adjourned at
1:45 p.m.

Vote:

35

In Favor

0

Opposed

0

Abstain

Professional Development

 

 

 

From 2:00 PM to 4:00 PM Anthony Alongi from the Department of Natural Resources presented on “Emotional Intelligence in the Workplace.”

 

 

 

 

 

 

                                

 

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