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July 2018 Print

Board Meeting Minutes

Minnesota Chapter NIGP

Board Meeting – April 2018

Date

11 April 2018

Time

11:00 a.m. – 2:30 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

11:12 AM

Note taker

Glen Carpenter – Secretary

Attendees

Attending:  Jessica Brokaw, Glen Carpenter, Neil Normandin, Lenny Klevan Schmitz, Ginger Line, Sally Dybdal, Abby Malkerson, Tiffany Audette, and Debra Lemeister (virtually)

Board Reports

Discussion

Board Member

Action

Secretary’s Report

·         The Secretary presented the February 2018 Board meeting minutes.

Glen Carpenter

MOTION CARRIES.  February 2018 Board Meeting Minutes and Secretary’s Report Approved.

Motion to approve the February 2017 Board Minutes: Tiffany Audette

Second: Lenny Klevan Schmitz

Vote:      9 In Favor         0 Opposed        0 Abstain

 

 

 

 

 

 

 

Treasurer’s Report

·         Treasurer’s Report for March 2018:

Checking Account Balance            $77,974.78

Income                                                  $    436.79

Expenses                                              $ 2,863.42

Ending Balance                                  $ 75,548.15

                                                                ___________

                                                   Total   $ 75,548.15

Lenny Schmitz

MOTION CARRIES.

March 2018 Treasurer’s Report approved

·         Expenses were for the March chapter meeting hot breakfast, speaker fees, League of Minnesota Cities Conference registration, 2017 Leadership Symposium expenses, Reverse Vendor Fair facility deposit, and website domain name renewal.

·         Income in March was due to membership renewals.

·         To date expenses are within budget. 

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

·         Tiffany Audette

Second:

·         Ginger Line

Vote:

9

In Favor

0

Opposed

0

Abstain

                               

 

 

 

 

 

Committee activities

Discussion

Committee Chair

Action

Membership

·         There are currently 198 paid members, one associate member, and one honorary member. 

·         The Chair plans to send out rosters to all agencies to confirm all membership information is correct.

Neil Normandin

No Action Taken.

No board action required on this report.

Vote:

0

In Favor

0

Opposed

0

Abstain

Governance

·         No report.   The Chair revised all Board position descriptions.

·         The Board approved revisions to five policies.  Each have a revised date of April 11, 2018.  The updated policies are: 1) Solicitation/Donation policy; 2) National Conference policy; 3) Leadership Symposium policy; 4) Signing Authority policy; and 5) Audit policy.

·         The Chair provided an update on three bills that may be passed by the MN Legislature this session which will impact some members if passed and signed into law.  The Chair intends to provide updates on the bills at the May Chapter meeting.

Abby Malkerson

No Action Taken

No board action required on this report.

Vote:

 

In Favor

 

Opposed

 

Abstain

Education

·         The Education Chair continues to work on scheduling all courses for the year.  Finalizing the course schedule for the year is currently delayed due to absences at National NIGP.

·         The Chair has a request for classes submitted to National NIGP.  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.  The Chair will update the Chapter website as each class is confirmed.

·          The Chair is thinking of potentially adding a FEMA course that the City of St. Paul will sponsor in May.  FEMA has implemented new rules.  The course would cover what to know and how to record purchases in order to successfully be reimbursed by FEMA.

·         The Chair is organizing a study group for members interested in testing for CPPB or CPPO certification in fall of 2018 or spring of 2019.

Tiffany Audette

No Action Taken

No board action required on this report.

 

Vote:

 

In Favor

 

Opposed

 

Abstain

Nominations

·         The Chair is finalizing an Elections policy draft.

Sally Dybdal

No Action Taken

Program

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

-       May will be held at the Como Zoo in St. Paul, the Office of State Procurement will provide the professional development presentation.

-       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 be held in Lakeville.

Jessica Brokaw

No Action Taken

Fall Conference

·         The Vice-President (VP) is actively planning for the 2018 Fall Conference with the established volunteer committee.

·          The VP has two speakers booked for three sessions including Tami Rhymes.  Tami is the former City of San Diego procurement director.

·         Wednesday night before the Fall Conference begins will have a social night planned for those who arrive early.

·         The call for proposals deadline for members to submit presentation ideas is May 20.

Ginger Line

No Action Taken

Reverse Vendor Fair

·         The date for the 2018 Reverse Vendor Fair is set for August 7th at the Eagan Community Center.

·         Two break-out sessions are planned.  One is “How to do Business with the State” presented by the Office of State Procurement.  The second session is “How to get certified as a Targeted Group/Economically Disadvantaged/Veteran-Owned Small Business” presented by the Office of Equity in Procurement.

·         Registration rates will be the same as 2017.

Neil Normandin

No Action Taken

OLD business

 

 

 

Action Items

·          

 

 

 

 

 

 

Vote:

0

In Favor

0

Opposed

 

Abstain

 

New business

 

 

 

 

·         Lenny registered the Chapter to attend the 2018 League of Minnesota Cities Conference.  The registration includes one booth for two people to staff.  Two members will need to staff the booth on June 20 from 5 – 8 PM and on June 21 from 9:45 – 10:45 AM.  The Board is working on finding members to staff the booth.

·         Ginger and Neil are working on drafting and assembling a packet for new members.

·         The Board plans to discuss records retention at next Board meeting.

 

 

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.      Draft policy for Chapter election operations.

Sally

Open

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

Lenny

Ongoing

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

Ginger

Open

7.       Update website with 2018 meeting schedule.  Add notice and link to Chapter meeting RSVP tickets to indicate virtual presence option.

Jessica

Open

8.      Add associate member option to membership sign-up.

Neil

Open

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

All Board Members

Ongoing

10.   Design and purchase table cloth/banner for organization to use at conferences.

Neil

Open

11.   Obtain Star Chapter website storage capacity.

Glen

Open

12.   Contact Jody Jacoby to learn what other NIGP chapters do about records retention.

Debra

Open

13.   Purchase camera and sound bar to support virtual presence at chapter and board meetings.

Lenny

Open

14.   Buy second microphone to pick up membership questions and comments at Chapter meetings. 

All Board Members

Open

15.   Add task to renew website domain name in January 2023 to list of Secretary’s duties.

Glen

Open

16.   Design and assemble a packet for new members.

Ginger and Neil

Open

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

Lenny

Open

 

 

 

 

 

 

 

ADJOURNMENT

 

 

Motion to adjourn:

·         Lenny Schmitz

Second:

·         Ginger Line

 

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

Vote:

9

In Favor

0

Opposed

0

Abstain

 

 

 

 

 

 

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Chapter Meeting Minutes

 

Minnesota Chapter NIGP

Chapter Meeting – May 2018

 

Date

Friday, 18 May, 2018

Time

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

 

Called to order

Chapter President Jessica Brokaw called the meeting to order at 9:05 a.m.

 

Location

Como Park Zoo and Conservatory, St. Paul, MN

 

Type of meeting

Chapter Meeting

 

Note taker

Glen Carpenter, Secretary

 

Board Reports

Discussion

Board Member

Action

 

Secretary’s Report

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

Glen Carpenter

MOTION CARRIES. 

March 2018 meeting minutes approved

 

Motion to approve the January 2018 minutes: 

Motion:  Tiffany Audette

Second:  Emily Connolly

 

Vote:

33

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 was generated through one membership fee and interest accrued.

·         Primary expenses were for website fees, credit card fees, National NIGP membership dues, and lunch at the April 2018 Board meeting.

Jessica Brokaw presenting for Lenny Schmitz

MOTION CARRIES. 

April 2018 Treasurer’s Report approved

 

Motion to approve the February 2018 Treasurer’s Report:

Motion:  Marie Ozanne

Second:  Tiffany Audette

 

Vote:

33

In Favor

0

Opposed

0

Abstain

Committee REports

Discussion

Committee Chair

Action

Membership

·         Current membership level is at 197 active paid members, 1 associate member, and 1 honorary member.

·         The Membership Chair has developed a “Membership Brochure” to hand out at the June League of Minnesota Cities conference.  The brochure highlights the benefits of becoming a member of the Chapter.

Neil Normandin

No action taken.

Governance

·         The Governance Chair presented a legislative update highlighting bills currently before the Minnesota Legislature that are likely to pass into law.  Bills discussed included:

-         A bill to raise the Uniform Municipal Contracting Law competitive bidding requirement from $100,000 to $175,000.

-         A bill that requires municipal water tank maintenance contracts to be bid competitively and awarded to the low bidder when the contract is valued at over $125,000.

Abby Malkerson

No action taken.

                               

 

Education

·         The accredited “Sourcing in the Public Sector” course will be held on June 6 – 8 in St. Paul since the minimum course registration of 8 students has been met.

·         A class on FEMA was held on May 3 and 4 in St. Paul with 16 attendees.

·         The Education Chair is working to obtain registration for the following courses:

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

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

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

-         Contract Administration in the Public Sector June 25-27 in Staples, MN.

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

·         The Chair informed members of online webinars hosted by National NIGP.  A National membership is required to register.  One or two are usually held a month.

Tiffany Audette

No action taken.

Nominations

·         The Nominations Chair asked members to begin thinking about nominations for new Board members in 2019 and provided an update on the Elections policy.

Sally Dybdal

No action taken.

Program

·         The President presented the dates for 2018 Chapter meetings.

-       July 19 in Stillwater, MN.  This will be an afternoon meeting with a social event to follow.

-       November 16 at the Medina Public Works Facility.

Jessica Brokaw

No action taken.

Fall Conference

·         Registration for the conference will be available by the end of May.

·         The Conference will be held in Duluth on October 11 and 12 at the Holiday Inn downtown.

·         All speakers have been booked and scheduled.  Most are procurement related.

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.

 

Neil Normandin

No action taken.

 

Old business

Discussion

 

Action

 

 

·         None

 

 

 

           

 

 

New business

Discussion

 

Action

 

·         The Membership Chair informed members that the Board is submitting a proposal to present at the 2018 MN American Public Works Association Fall 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 will be held on July 19 at the in Stillwater, MN. 

ADJOURNMENT

 

 

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

Motion to adjourn:  Neil Normandin

Second:  Emily Connolly

 

MOTION CARRIES.

Meeting adjourned at
9:50 a.m.

Vote:

33

In Favor

0

Opposed

0

Abstain

Professional Development

 

 

 

From 10:00 AM to 12:00 PM the Betsy Hayes and Luke Jannett from the Office of State Procurement presented on Navigating the RFP Evaluation Process.

 

ATTENDEES – See Next Page

 

 

 

Heather Boettcher City of Bloomington

 

                                 

 

Marie Ozanne City of Bloomington                                  
Neil Normandin City of Lakeville                                  
Tina Folch City of Red Wing                                  
Tiffany Audette City of St. Paul                                  
Jessica Brokaw City of St. Paul                                  
Bertrene Cage City of St. Paul                                  
Emily Connolly City of St. Paul                                  
Paul Dotson City of St. Paul                                  
Queenie Tran City of St. Paul                                  
Nancy Vue City of St. Paul                                  
Sally Dybdal DNR                                  
Catherine Miron DNR                                  
Maria Conley Hennepin County                                  
Abby Malkerson Hennepin County                                  
Sarah Lee Hennepin County                                  
Tina Wong Hennepin County                                  
Andrea Bolstad MAC                                  
Thomas Barnes Metropolitan Council                                  
Robert Carey Metropolitan Council                                  
Brian Chihacek Metropolitan Council                                  
Auburn Dees Metropolitan Council                                  
Deb Johnson MN.IT                                  
Lynette Podritz MN.IT                                  
Heidi Scholl MVTA                                  
Ginger Line NJPA                                  
Glen Carpenter Office of State Procurement, Acquisitions                                  
Debra Lopez-Burandt Office of State Procurement, MMCAP                                  
Liz Foster Osseo School District                                  
Anne Ramsey Osseo School District                                  
Pamela Marszalek Univerity of Minnesota                                  
Stephanie Holt Washington County                                  
Amanda Raleigh Washington County                                  

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