Newsletter

December 2018 Print

Board Meeting Minutes

Minnesota Chapter NIGP

Board Meeting – October 2018

Date

18 October 2018

Time

10:30 a.m. – 2:00 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

10:49 AM

Note taker

Glen Carpenter

Attendees

Attending:  Jessica Brokaw, Neil Normandin, Lenny Klevan Schmitz, Ginger Line, Sally Dybdal, Glen Carpenter, and Tiffany Audette

Absent: Abby Malkerson (excused) and Debra Lesmeister (excused)

Board Reports

Discussion

Board Member

Action

Secretary’s Report

·         The Secretary presented the June 2018 Board meeting minutes and the Board moved to approve the June 2018 Board minutes.

Glen Carpenter

MOTION CARRIES.  June 2018 Board Meeting Minutes Approved.

Motion to approve the June 2018 Board Minutes: Lenny Schmitz

Second: Neil Normandin

Vote:      7 In Favor         0 Opposed        0 Abstain

 

 

 

 

 

 

 

Treasurer’s Report

·         Treasurer’s Report for August 2018:

Checking Account Balance            $  78,499.43

Income                                                  $  30,000.50

Expenses                                              $    3,022.04

Ending Balance                                  $ 105,477.89

Lenny Schmitz

MOTION CARRIES.

September 2018 Treasurer’s Report approved

·         The Treasurer presented the August 2018 report because the September report was presented and approved at the 2018 Fall Conference and there was not a Board meeting held in August.

·         Expenses were for the 2018 Reverse Vendor Fair, National NIGP Forum 2018, website fees, checking account fees, professional award reimbursement, and NIGP class incentives.

·         Income in August came from interest, 2018 Reverse Vendor Fair registrations, 2018 Fall Conference registrations, and NIGP course registrations.

·         The Treasurer discussed the possibility of hiring someone to file 2018 taxes.  The revenue generated in 2018 may result in a more complex tax filing.  The organization has until May 2019 to file.

·         The 2018 Fall Conference generated $35,000 in revenue versus $25,000 in expenses resulted in a $10,000 profit.  The goal was to break even.  The Board plans to budget in 2019 to subsidize the registration fees for the Conference and increase the speaker budget.

·         The Treasurer proposed adopting a Per Diem standard for food, travel, and other expenses for traveling to the National NIGP Forum and Leadership Symposium. 

Motion to approve the May 2018 Treasurer’s Report.

·         Jessica Brokaw

Second:

·         Ginger Line

Vote:

7

In Favor

0

Opposed

0

Abstain

                               

 

 

 

 

 

Committee activities

Discussion

Committee Chair

Action

Membership

·         There are currently 218 paid members, two associate member, and one honorary member.

·         The Membership Chair continues to work on developing a packet of information for new members. 

Neil Normandin

No Action Taken.

No board action required on this report.

Vote:

0

In Favor

0

Opposed

0

Abstain

Governance

·         No report.

Abby Malkerson

No Action Taken

No board action required on this report.

Vote:

 

In Favor

 

Opposed

 

Abstain

Professional Development

·         The Professional Development Chair reported that in 2018 four classes were held successfully and 1 was cancelled due to not meeting the required minimum of registrations.

·         One final class for 2018 is scheduled to be held from December 5 -7 in St. Paul.  The class is the accredited course “Strategic Planning in the Public Sector.”  Member registration is $715 and non-member is $915.  So far the course has zero registrations and will be canceled by November 5 if the minimum number of registrations is not met.

·         On November 1, the Iowa Chapter of NIGP is holding a one day course in Practical Specification Writing in Ames, IA.

·         The Chair reported feedback from the 2018 Fall Conference included increasing financial incentives to attend courses and offer more courses.  Also, the WebEx memberships should be extended to members for study groups.

Tiffany Audette

No Action Taken

No board action required on this report.

 

Vote:

 

In Favor

 

Opposed

 

Abstain

Nominations

·         The Nominations Chair discussed adding a new award category for “Rising Star” or “Young Professional of the Year.”

·         The Chair proposed updating the elections policy to require all ballots to be submitted electronically.  Also, instructions should be added to the ballots stating “Ballots must be signed to be counted.”

·         The Chair reviewed the results of the 2018 elections.

-       Tiffany Audette was elected Vice President.

-       Glen Carpenter was elected Secretary.

-       Nicki Castro and Jessica Richardson were elected to the Board.

·         The Chair continues to remind members of the nominations process for the 2018 awards.

Sally Dybdal

No Action Taken

Program

·         The November Chapter meeting will be held at the Hennepin County Public Works facility in Medina, MN on November 16.  Speaker is TBD.

·         The final December Board meeting date and time is TBD.

Jessica Brokaw

No Action Taken

Fall Conference

·         The Vice-President (VP) reported she has sent out three surveys to members that attended the 2018 Fall Conference.  She will share the results at the next Chapter meeting.  $24,000 of the $25,000 budget was spent to hold the 2018 conference.

Ginger Line

No Action Taken

Reverse Vendor Fair

·         No report.

Neil Normandin

No Action Taken

OLD business

 

 

 

 

·          

 

 

 

 

 

 

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.       Investigate hiring someone to file 2018 taxes.

Lenny

Open

8.      Revise travel policy to adopt Per Diem standards for travel.

Abby

Open

9.      Develop a new award category for “Rising Star/Young Professional of the Year.”

Sally

Open

10.   New member membership packet.

Neil

Open

11.   In 2019 revisit discussion about developing a scholarship for attendance at the NIGP Leadership Symposium or NIGP National Forum for a non-Board member.

All Board Members

Open

12.   Change Newsletter column on website to Minutes.

Glen

Open

13.   Bring box of NIGP branded sticky note notepads.

Lenny

Open

ADJOURNMENT

 

 

Motion to adjourn:

·         Tiffany Audette

Second:

·         Lenny Klevan Schmitz

 

MOTION CARRIES.
The meeting was adjourned at 2:02 p.m.

Vote:

7

In Favor

0

Opposed

0

Abstain

 

 

 

INTERIM BOARD ACTION

 

 

 

 

 

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Chapter Meeting Minutes

 

Minnesota Chapter NIGP

Chapter Meeting – October 2018

 

Date

Friday, 12 October, 2018

Time

8:00 a.m. to 8:44 a.m.

 

Called to order

Chapter President Jessica Brokaw called the meeting to order at 8:00 a.m.

 

Location

Great Lakes Ballroom, Holiday Inn, Duluth, MN

 

Type of meeting

Chapter Meeting (Held on Day 2 of the 2018 Fall Conference)

 

Note taker

Glen Carpenter, Secretary

 

Board Reports

Discussion

Board Member

Action

 

Secretary’s Report

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

Glen Carpenter

MOTION CARRIES. 

June 2018 meeting minutes approved

 

Motion to approve the June 2018 minutes: 

Motion:  Jessica Brokaw

Second:  Lenny Klevan Schmitz

 

Vote:

98

In Favor

0

Opposed

0

Abstain

 

Treasurer’s Report

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

·         Income came from new memberships, 2018 Fall Conference registrations, and a NIGP class.

·         Primary expenses were for website fees, credit card fees, and 2018 Fall Conference expenses.

Lenny Schmitz

MOTION CARRIES. 

September 2018 Treasurer’s Report approved

 

Motion to approve the February 2018 Treasurer’s Report:

Motion:  Tiffany Audette

Second:  Glen Carpenter

 

Vote:

98

In Favor

0

Opposed

0

Abstain

Committee REports

Discussion

Committee Chair

Action

Membership

·         Current membership level is at 218 active paid members, 1 associate member, and 1 honorary member.

·         Registration fees are $30 a year for first time members and then $75 a year after the initial membership year.

Neil Normandin

No action taken.

Governance

·         No report.

Abby Malkerson

No action taken.

                               

 

Professional Development

·          

·         The following courses are scheduled and open for registration:

-         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.

Tiffany Audette

No action taken.

Nominations

·         The Nominations Chair discussed nominations for 2018 awards.  Information about each award and nomination application are available on the website.  An email will be sent out after the conference.  Deadline to submit nominations is November 15, 2018. 

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

·         No Report.

Ginger Line

No action taken.

 

Reverse Vendor Fair

·         Marie presented a summary of the 2018 Reverse Vendor Fair.  A record 106 vendors attended along with 18 agencies resulting in over $11,000 in revenue.  The break-out sessions held for the first time were popular.

Marie Ozanne

No action taken.

 

Old business

Discussion

 

Action

 

 

·          

 

 

 

           

 

 

 

 

New business

Discussion

 

Action

 

·          

 

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 Friday, November 16, 2018 from 8:30 AM through 12:00 PM at the Hennepin County Public Works Facility, 1600 Prairie Drive, Medina, MN 55340.

ADJOURNMENT

 

 

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

Motion to adjourn:  Tiffany Audette

Second:  Glen Carpenter

 

MOTION CARRIES.

Meeting adjourned at
8:44 a.m.

Vote:

98

In Favor

0

Opposed

0

Abstain

Professional Development

 

 

 

 

 

ATTENDEES – See Next Page

 

 

 

 

                                

 

                                     
Name Organization
Aaron Anderson Admin - Office of Equity in Procurement
Allison Scott Dept. of Public Safety
Amanda Ashbach City of Duluth
Amanda Lillington Metropolitan Council
Ambur Klein Hennepin County
Andy Doran Admin - Office of State Procurement
Anne Ramsey Osseo Area Schools
Beth Randa Admin - Office of State Procurement
Betsy Woller WLSSD
Brandon Town Sourcewell
Carol Jackson Sourcewell
Carrie Johnson Anoka County
Chris Marquette Admin - Office of State Procurement
Chris Robinson Sourcewell
Dale Stevens Admin - Office of State Procurement
Deanna Gieseke Minnesota DNR
Deb McDonald Washington County
Deborah Dowling Minnesota DNR
Debra Johnson MNIT Services
Debra Lohmeyer Minnesota DNR
Debra Lopez-Burandt Admin - Office of State Procurement
Denise Laska Minnesota DNR
Diana McCollum Minnesota DNR
Jill Schmidt Olmstead County
Donna Ihrke Stearns County
Doug Snyder MNIT Services
Duane Hansen City of Minneapolis
Duane Kroll Admin - Office of State Procurement
Dustin Burns Admin - Office of State Procurement
Elizabeth Foster Osseo Area Schools
Ginger Line Sourcewell
Ginger Oberpriller Admin - Office of State Procurement
Glen Carpenter Admin - Office of State Procurement
Heather Boettcher City of Bloomington
James Voelker Sourcewell
Jeeneng Vang Minnesota DNR
Jeff Colonna Admin - Office of State Procurement
Jenn Beuch-Bohlsen Scott County
Jennifer Butkowski Stearns County
Jennifer Schultz Scott County
Jennifer VanderPlaats Admin - Office of State Procurement
Jessica Brokaw City of St. Paul
Jessica Richardson Dept. of Public Safety
Jill Schultz Military Affairs
Jim Joslin Admin - Office of State Procurement
Joan Schepers Minnesota Pollution Control Agency
Jody Barta Minnesota DNR
Joleen Lenz Minnesota Pollution Control Agency
Julie Johansen Minnesota DNR
Julie Megli-Wotzka Hennepin County
Karen McIntyre Admin - Office of State Procurement
Katy McCann Admin - Office of State Procurement
Kerri Cooke MNIT Services
Kim Austin Sourcewell
Kim Montgomery Minnesota DNR
Kristi Anton St. Louis County
Kyle Ballantyne Minnesota DNR
Laurie Hanrahan Military Affairs
Leah Wilhelmy MNIT Services
Lenny Klevan Schmitz Dakota County
Luke Jannett Admin - Office of State Procurement
Maen Abu Hamdan Admin - Office of State Procurement
Magan Ngoto City of Minneapolis
Maria Conley Hennepin County
Maria Heller Scott County
Marie Ozanne City of Bloomington
Marilee Malley Dept. of Iron Range Resources & Rehab.
Marsha West Admin - Office of State Procurement
Matt Bendzick Scott County
Mee Chang Admin - Office of State Procurement
Lisa Truax Lakes Country Service Cooperative
Michelle Peterson Anoka County
Michelle Spielmann Metropolitan Council
Michelle Stryker Minnesota Pollution Control Agency
Michelle Walker Military Affairs
Miliite Gebremichael Minnesota DNR
Neil Normandin City of Lakeville
Pamela Marszalek University of Minnesota
Pat Dolensek Minnesota DNR
Paul Dotson City of St. Paul
Queenie Tran City of St. Paul
Robb Mimbach Admin - Office of State Procurement
Robert Carey Metropolitan Council
Roxann M. Slimmer Military Affairs
Sally Dybdal Minnesota DNR
Sandy Bowes Minnesota DNR
Sarah D. Lee Hennepin County
Sarah Thole Metropolitan Council

 

Scott Larson MNIT Services
Lynette Podritz MN IT
Sheri Karpenko Minnesota DNR
Staci Stoerzinger Military Affairs
Theodore Badio Minnesota Pollution Control Agency
Tiffany Audette City of St. Paul
Tina Neumann Dept. of Iron Range Resources & Rehab.
Veronica Knaffla St. Louis County
Vicki Dunnell Minnesota DNR
Wanda Dahlhoff Minnesota DNR
Jane Eastas Lakes Country Service Cooperative

                                                                                                

 

 

 

 

 

 

 

 

 

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