Newsletter

June 2019 Print

Board Meeting Minutes

Minnesota Chapter NIGP

Board Meeting – April 2019

Date

18 April 2019

Time

10:30 a.m. – 1:00 p.m.

Meeting called by

Ginger Line, MN NIGP President

Location

Dakota County Administration Center

Type of meeting

Board Meeting

Called to Order

10:39 AM

Note taker

Glen Carpenter

Attendees

Attending:  Jessica Richardson (Membership Chair), Lenny Klevan Schmitz (Treasurer), Ginger Line (President), Glen Carpenter (Secretary), Abby Malkerson (Governance Chair), Nicki Castro (Professional Development Chari), Jessica Brokaw (Past President), and Tiffany Audette (Vice-President).   Absent: Sally Dybdal (Nominations Chair) (excused)

Board Reports

Discussion

Board Member

Action

Secretary’s Report

·         The Secretary presented the February 2019 Board meeting minutes and the Board moved to approve the February 2019 Board minutes.

Glen Carpenter

MOTION CARRIES.  February 2019 Board Meeting Minutes Approved.

Motion to approve the February 2019 Board Minutes: Lenny Schmitz

Second: Abby Malkerson

Vote:      8 In Favor         0 Opposed        0 Abstain

 

 

 

 

 

 

 

Treasurer’s Report

·         Treasurer’s Report for March 2019:

Checking Account Balance            $  92,488.23

Income                                                  $       589.96

Expenses                                              $    5,105.17

Ending Balance                                  $  87,973.02

Lenny Schmitz

MOTION CARRIES.

March 2019 Treasurer’s Report approved

·         Expenses were for website and credit card monthly fees, Spring Conference expenses including speaker and food, Zoom membership, and reimbursement for 2019 Chapter Academy attendance.

·         Income came from 2019 membership renewals.

·         The Treasurer’s report for February 2019 was also presented and approved since it could not be presented in March due to the Spring Conference.

·         The inaugural Spring Conference was a success and stayed within budget.

Motion to approve the December 2018 Treasurer’s Report.

·         Tiffany Audette

Second:

·         Abby Malkerson

Vote:

8

In Favor

0

Opposed

0

Abstain

                               

 

 

 

 

 

 

 

Committee activities

Discussion

Committee Chair

Action

Membership

·         No Report.

Jessica Richardson

No Action Taken.

No board action required on this report.

Vote:

0

In Favor

0

Opposed

0

Abstain

Governance

·         The Chapter was unable to obtain a proclamation from the Governor’s Office declaring March 2019 procurement month.  The newly elected administration was still organizing its proclamation approval process.  The Chair intends to try again next year.

Abby Malkerson

No Action Taken

Professional Development

·         The Chair announced four courses are currently open for registration.  Courses are:

-       Developing and Managing RFPs.  April 24 – 26, 2019 in Stillwater, MN.  Registration deadline is April 10, 2019.  Accredited by NIGP.

§  13 registrations exceed the minimum requirement to hold the course.

-       Strategic Procurement Planning.  May 22 – 24 in Stillwater, MN.  Registration deadline is April 19, 2019.  Accredited by NIGP.

§  Six registrations so far.  Registration remains open through May 8.

-       Practical Specifications Writing.  June 6, 2019 in Stillwater, MN.  Registration deadline is May 3, 2019.  Accredited by NIGP.

§  Seven registrations so far, only three more needed by May 3 in order to hold course.

-       Contracting for Construction Services.  September 17 and 18 in Lakeville, MN.

·         The Chair plans to redevelop the Professional Development section of the website.

Nicki Castro

No Action Taken

No board action required on this report.

 

Vote:

 

In Favor

 

Opposed

 

Abstain

Nominations

·         No Report

Sally Dybdal

No Action Taken

Programs

·         The next Chapter meeting will be held on May 9 at the Como Zoo in St. Paul, MN.

·         The next Board meeting will take place on June 13 at location to be determined.

Ginger Line

No Action Taken

Spring and Fall Conference

·         Spring Conference:  The President debriefed the Board on the inaugural Spring Conference held in March.  It was a success, but there were some registered members that did not attend.  If held again, the President recommends charging a minimal registration fee as a way to prevent members from registering, but not attending.  Attendees received seven (7) professional development hours.  Another idea for the future is to hold the vent in April or May.

-       The President moved to appropriate $500 to the Stillwater Court House and Washington County as a rental fee for the space that hosted the Spring Conference. 

§  Motion to Approve: Tiffany Audette

§  Second: Glen Carpenter

§  Vote: 8 In Favor; 0 Oppose; and 0 Abstain

§  Motion Approved

·         Fall Conference:  The Vice-President announced Cragun’s Resort on Gull Lake in Brainerd, MN will host the 2019 Fall Conference from October 9 – 11.  The Conference will start on Wednesday from 6 – 8 PM with a networking session and a CPPB/CPPO prep game.  Thursday will have sessions all day and a social event in the evening.  Friday will end at 12:00 PM.  Members from NIGP chapters that border MN are being invited, including the Canada Chapter.

Ginger Line (Spring) and Tiffany Audette (Fall)

No Action Taken

Reverse Vendor Fair

·         Glen Carpenter, Neil Normandin, Marie Ozanne, and Jessica Richardson have formed a committee to organize the 2019 fair.  The 2019 fair will be held on August 6 from 10:30 AM – 1:00 PM at the Eagan Community Center.  The Board is ordering tote bags to provide to registered vendors.  A save the date will be sent soon.  Breakout sessions will be provided by the Department of Administration, Office of Equity in Procurement and Sourcewell.

Glen Carpenter and Jessica Richardson

No Action Taken

OLD business

 

 

 

 

·         The Board continued to discuss the creation of a Communications position.  The position description would include reviewing communications, coordinate the Chapter social media, promote Chapter meetings, and general website maintenance.

·         A brochure created by the former Membership Chair, Neil Normandin, has been added to the New Member packet and will be included as a link within the welcome email sent to new members.

 

 

 

 

 

 

 

 

 

 

 

 

Vote:

0

In Favor

0

Opposed

 

Abstain

 

New business

 

 

 

 

·         The Treasurer informed the Board that the Chapter is no longer eligible to file taxes under the 990N tax form because the Chapter has held over $50,000 in its account over a three year average.  As a result, a 990EZ form must be submitted this year, which is much more complex than the 990N.  The Treasurer reached out to some CPA firms for quotes to file the 990EZ the first time it’s required.  Subsequently filings could most likely be done by the Treasurer using the first 990EZ filing as a reference.  The Treasurer recommended using the Minnesota CPA firm Bowum and Barenscheer to file the 2018 taxes on the 990EZ form.  The quoted price would range between $500 and $1,000.

Motion to approve the recommendation to hire Bowum and Barenscheer to prepare and file the 2018 Chapter taxes.

o   Motion to Approve: Jessica Brokaw

o   Second: Tiffany Audette

o   Vote: 8 In Favor; 0 Oppose; and 0 Abstain

o   Motion Approved

 

 

Future meetings

 

 

 

 

·          The next Board meeting will take place June 13, 2019 at a location 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.

Jessica Richardson

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

Sally

Open

8.      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

9.      Change Newsletter column on website to Minutes.

Glen

Open

10.   Draft scholarship application for general member to attend the National NIGP Forum each year.

Ginger

Open

11.   Revisit Reimbursement policy for CPPB/CPPO exams.  Discuss expansion to test prep materials.

All Board Members

Open

12.   Develop a promotion strategy to recognize 2018 award recipients.

All Board Members

Open

13.   Register and attend the 2019 MN School Boards Annual Conference

All Board Members

Open

14.   Draft a “Participation Point System” for the Chapter.  How to obtain points and rewards received for points.  Define how documentation will occur and how the communication of the system and updates on current points will take place.  Mission is to incentivize increased participation. 

Glen

Open

15.   Email membership to see if someone will review the Treasurer’s books.

Lenny

Open

16.   Determine which ten members the $480 check paid by the Department of Human Services is intended to include.

Jessica

Open

17.   Add Membership Policy to the Chapter website.

Abby

Open

18.   Draft a position description for a Communications position available to a Chapter member.  Circulate to Board to review.

Nicki and Ginger

Open

ADJOURNMENT

 

 

Motion to adjourn:

·         Jessica Brokaw

Second:

·         Tiffany Audette

 

MOTION CARRIES.
The meeting was adjourned at 1:31 p.m.

Vote:

8

In Favor

0

Opposed

0

Abstain

 

 

 

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Chapter Meeting Minutes

 

Minnesota Chapter NIGP

Chapter Meeting – May 2019

 

Date

Thursday, 9 May, 2019

Time

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

 

Called to order

Chapter President Ginger Line called the meeting to order at 9:02 a.m.

 

Location

Como Park Zoo & Conservatory in St. Paul, MN

Host:  City of Saint Paul

 

Type of meeting

Chapter Meeting

 

Note taker

Glen Carpenter, Secretary

 

Board Reports

Discussion

Board Member

Action

 

Secretary’s Report

·         Minutes of the January 2019 Chapter meeting were presented for approval.

Glen Carpenter

MOTION CARRIES. 

January 2019 meeting minutes approved

 

Motion to approve the January 2019 minutes: 

Motion:  Tiffany Audette

Second:  Lenny Schmitz

 

Vote:

32

In Favor

0

Opposed

0

Abstain

 

Treasurer’s Report

·         Copies of the Treasurer’s report ending 30 April 2019 were provided to the attending members for approval.

·         Income was primarily generated through interest paid from the bank and membership fees.

·         Primary expenses were for the website fee, credit card fees, April Board meeting lunch, National NIGP membership dues, lunch for the three day April course, Zoom fee, and deposit for the 2019 Fall Conference.

Lenny Schmitz

MOTION CARRIES. 

April 2019 Treasurer’s Report approved

 

Motion to approve the April 2019 Treasurer’s Report:

Motion:  Tiffany Audette

Second:  Marie Ozanne

 

Vote:

32

In Favor

0

Opposed

0

Abstain

Committee REports

Discussion

Committee Chair

Action

Membership

 

 

·         Currently the Chapter has 215 members.

 

 

Jessica Richardson

No action taken.

Governance

·         The Chair reported the Membership policy has been revised.  If a member is paying for their own membership, they may be eligible for the new member rate, even if they’re agency has been or is currently represented in the Chapter.

Abby Malkerson

No action taken.

                               

 

Professional Development

·         The Chair provided an update on the upcoming scheduled courses:

-         Strategic Procurement Planning.  May 22 – 24 in Stillwater, MN.  The course registration minimum has been met, so the course will be held.

-         Practical Specification Writing.  June 6 in Stillwater, MN.  The course registration minimum has been met, so the course will be held.

-         Contracting for Construction Services.  September 17 and 18 in Lakeville, MN.  One registration so far.

·         Contact the Chair with any requests to add additional courses.

Tiffany Audette for Nicki Castro

No action taken.

Nominations

·         The Chair promoted open Board positions for 2020 and encouraged members to begin thinking about nominees.  Open positions include Vice-President, Treasurer, and two Board positions.

Sally Dybdal

 

No action taken.

Program

·         The President announced the dates for meetings for the duration of 2019 (some locations are TBD):

-       May 9 à Chapter meeting at Como Park in St. Paul.

-       June 13 à Board meeting in Hastings

-       July 11 à Chapter meeting in the afternoon

-       August 8 à Board meeting

-       August 25 – 28 à NIGP Forum in Austin, TX

-       September 12 à Board meeting

-       October 9 – 11 à Fall Conference

-       November 15 à Chapter Meeting

-       December 12 à Board Bootcamp

Ginger Line

No action taken.

Fall Conference

·         The Vice-President announced that a location and dates have been confirmed for the 2019 conference. 

-       Location:  Cragun’s Resort on Gull Lake in Brainerd, MN.

-       Dates:  October 9 – 11, 2019.

-       Tentative Schedule

§  October 9: Networking and test prep study trivia game in the evening.

§  October 10: Full day of sessions with dinner and a social event at night on the resort campus.

§  October 11: Sessions until 12:00 PM.

Tiffany Audette

No action taken.

 

Spring Conference

·         The President stated the Conference was a success.  Of the 75 registered, 50 attended.  All Conference costs were paid by the Chapter.  Unknown if one will be held again in 2020.

Ginger Line

No action taken.

 

Reverse Vendor Fair

·         The 2019 Fair will be held on August 6 from 10:30 AM to 1:00 PM at the Eagan Community Center.

Marie Ozanne

No action taken.

 

Old business

Discussion

 

Action

 

 

·         None

 

 

 

           

 

 

New business

Discussion

 

Action

 

·      The President announced anticipated changes to the CPPB & CPPO test certifications.  NIGP has broken away from The Universal Public Procurement Certification Council (UPPCC) and will start its own certification program.  Go to the National NIGP website for more information about the changes.  Members that currently have a CPPB or CPPO may test for free next year to obtain the new NIGP comparable certification.

 

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 11, 2019.  Location and speakers are to be determined. 

ADJOURNMENT

 

 

The Prisident, requested a motion to adjourn.

Motion to adjourn:  Tiffany Audette

Second:  Lenny Schmitz

 

MOTION CARRIES.

Meeting adjourned at
9:47 a.m.

Vote:

32

In Favor

0

Opposed

0

Abstain

                               

 

 

 

 

 

 

Professional Development

 

 

Jeff Meacham – presenting “Discover Your Leadership Voice: Tools for Understanding.”  Jeff is a Senior Consultant with GiANT Worldwide. 

 

 

 

 

                             

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