Newsletter

November 2019 Print

Board Meeting Minutes

Minnesota Chapter NIGP

Board Meeting – September 2019

Date

12 September 2019

Time

10:30 a.m. – 1:37 p.m.

Meeting called by

Ginger Line, MN NIGP President

Location

Department of Natural Resources, 500 Lafayette Rd, St. Paul, MN 55155

Type of meeting

Board Meeting

Called to Order

10:39 AM

Note taker

Glen Carpenter

Attendees

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

Board Reports

Discussion

Board Member

Action

Secretary’s Report

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

Glen Carpenter

MOTION CARRIES.  August 2019 Board Meeting Minutes Approved.

Motion to approve the August 2019 Board Minutes: Lenny Schmitz

Second: Tiffany Audette

Vote:      7 In Favor         0 Opposed        0 Abstain

 

 

 

 

 

 

 

Treasurer’s Report

·         Treasurer’s Report for August 2019:

Checking Account Balance            $  85,399.09

Income                                                  $  14,281.74

Expenses                                              $    1,286.48

Ending Balance                                  $  98,394.35

Lenny Schmitz

MOTION CARRIES.

August 2019 Treasurer’s Report approved

·         Expenses were for website fee, Zoom membership fee, and credit card monthly fees, and 2019 Reverse Vendor Fair costs.

·         Income came from 2019 Fall Conference registrations, 2019 Reverse Vendor Fair registrations, and one new chapter membership.

·         Revenue from the 2019 Reverse Vendor Fair was down from the past, but it is still a profitable event.  Expenses were higher than budgeted for the 2019 Fair because purchases of tote bags, lanyards, and name tags were made for the event, but will also be used for other events in the future.

 

 

Motion to approve the August 2019 Treasurer’s Report.

·         Tiffany Audette

Second:

·         Glen Carpenter

Vote:

7

In Favor

0

Opposed

0

Abstain

                               

 

 

Committee activities

Discussion

Committee Chair

Action

Membership

·         No Report.

Jessica Richardson (Absent)

No Action Taken.

No board action required on this report.

Vote:

0

In Favor

0

Opposed

0

Abstain

Governance

·         The Governance Chair proposed revising the Chapter Bylaws in order to create a tenth board position.  The Chair will present a draft for the Board and Chapter to review and approve most likely at the January 2020 chapter meeting.

-       An idea for the new position include social media/communications coordinator.

Abby Malkerson

No Action Taken

Professional Development

·         The Chair announced one course remains on the schedule in 2019.  That course is:

-       Contracting for Construction Services.  September 17 and 18 in Lakeville, MN.  15 registered so far.

·         The Chair is developing a questionnaire to issue in December to membership to survey professional development desires for 2020.

·         The Board approved a request by the Chair to purchase a $20-$30 cooler to utilize at professional development classes.

Nicki Castro

No Action Taken

No board action required on this report.

 

Vote:

 

In Favor

 

Opposed

 

Abstain

Nominations

·         The Chair discussed changing terms for all Board committee chair positions to two years instead of one in order to promote continuity and momentum from year one in the position into year two.  Currently, committee chairs change which committee they chair between year one and year two.

·         The Chair presented the 2019 elections communications which were sent out on August 18.

·         The Chair intends to send out the awards nomination announcement in early October prior to the 2019 Fall Conference.

Sally Dybdal

No Action Taken

Programs

·         The next Chapter meeting will be held during the 2019 Fall Conference in October.  The next board meeting will take place in November.  The 2019 Board Boot Camp will be held in December.

Ginger Line

No Action Taken

Fall Conference

·         Currently 94 members have registered for the 2019 Fall Conference.

·         Welcome bags will be provided at check-in to all attendees.

·         Current schedule is:

-       Wed. 10/9 – Networking event and CPPB Certification Jeopardy.

-       Thurs. 10/10 – Full day of sessions and networking event at night.

-       Fri. – 10/11 – Sessions until 12:15 p.m.

Tiffany Audette

No Action Taken

Reverse Vendor Fair

·         The 2019 Fair generated over $5,000 in profit.  Attendance by vendors was down to 58 unique vendors.

·         The Board discussed ways to revamp the Fair in the future.  Ideas include waiting until 2021 to hold the next fair, folding the fair into the Fall Conference, changing the location, enhancing break-out sessions, and prioritizing new public agencies to attend.

·         The Board agreed to revisit the discussion at the first Board meeting in 2020.

Glen Carpenter

No Action Taken

OLD business

 

 

 

 

·         An initial draft of the “Participation Point System” proposed program was presented.  The Board provided feedback.  The Secretary intends to present a revised draft at the November Board meeting.

 

 

 

Vote:

0

In Favor

0

Opposed

 

Abstain

 

 

 

New business

 

 

 

 

·         Membership Chair Jessica Richardson has approached the Board about likely stepping down from her position.  As a result, the Board voted to appointment member Kristi Anton to fill out the duration of Jessica’s term as Membership Chair, contingent on Jessica formally requesting to resign her position.  The Board voted to approve the appointment.

Vote:  7 In Favor     0 Opposed      0 Abstained

·         The Board discussed ways to improve the format of the 2019 December Board Boot Camp.  General consensus is to focus on covering the responsibilities of each position and facilitate one on one time for the current and incoming member to discuss each position.

·         Tiffany Audette, Sally Dybdal, and Ginger Line presented a recap of their experience at the 2019 NIGP National Forum held in August in Austin, TX. 

o   Estimated that 20 members from our Chapter attended.

o   In future years, the Board will look to schedule a MN NIGP Chapter dinner during Forum. 

o   The 2020 NIGP National Forum will be held in Chicago, IL.

 

 

Future meetings

 

 

 

 

·          The next Board meeting will take on November 15, 2019 at the DNR office in St. Paul.

·         The 2019 Board Boot Camp will be held on December 12, 2019.

 

 

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/Kristi Anton

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.      Change Newsletter column on website to Minutes.

Glen

Open

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

Ginger

Open

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

All Board Members

Open

11.   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

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

Nicki and Ginger

Open

13.   Determine back-ups for all board roles.  Includes developing website booklet for roles, have screen shots for when back-ups fill in.

Ginger

Open

14.   Draft revision to bylaws that creates new board position.

Abby

Open

15.   Discuss ways to revamp 2020 Reverse Vendor Fair

All Board Members

Open

ADJOURNMENT

 

 

Motion to adjourn:

·         Tiffany Audette

Second:

·         Lenny Schmitz

 

MOTION CARRIES.
The meeting was adjourned at 1:37 p.m.

Vote:

7

In Favor

0

Opposed

0

Abstain

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Chapter Meeting Minutes

 

Minnesota Chapter NIGP

Chapter Meeting – July 2019

 

Date

Thursday, 11 July, 2019

Time

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

 

Called to order

Chapter President Ginger Line called the meeting to order at 9:06 a.m.

 

Location

Osseo Area Schools – Educational Services Center, 11200 93rd Ave. N., Maple Grove, MN 55369

Host:  Osseo Area Schools, ISD 279

 

Type of meeting

Chapter Meeting

 

Note taker

Glen Carpenter, Secretary

 

Board Reports

Discussion

Board Member

Action

 

Secretary’s Report

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

Glen Carpenter

MOTION CARRIES. 

May 2019 meeting minutes approved

 

Motion to approve the May 2019 minutes: 

Motion:  Marie Ozanne

Second:  Lenny Schmitz

 

Vote:

41

In Favor

0

Opposed

0

Abstain

 

Treasurer’s Report

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

·         Income was generated through interest paid from the bank, membership fees, 2019 Reverse Vendor Fair registrations, and a rebate from the National NIGP for hitting targets on course registrations.

·         Primary expenses were for the website fee, credit card fees, June Board meeting lunch, expense for the June course, Zoom fee, and reimbursements for the NIGP class registration incentive.

Lenny Schmitz

MOTION CARRIES. 

June 2019 Treasurer’s Report approved

 

Motion to approve the June 2019 Treasurer’s Report:

Motion:  Emily Connelly

Second:  Marie Ozanne

 

Vote:

41

In Favor

0

Opposed

0

Abstain

Committee REports

Discussion

Committee Chair

Action

Membership

 

·         Currently the Chapter has 215 members.

 

 

Ginger Line for Jessica Richardson

No action taken.

Governance

·         Nothing new to report.

Abby Malkerson

No action taken.

                               

 

Professional Development

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

-         Contracting for Construction Services.  September 17 and 18 in Lakeville, MN.  The minimum number of registrations have been met.  Breakfast and lunch will be provided.

·         The Chair provided an update about the National NIGP new certification program.  See the “Update” below in Old Business.

·         The Chair is considering adding a CPPB preparation course in 2019.

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

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.  An email has been sent for nominations.  September 18 is the last day to submit nominees.  Self-nominations are not prohibited.

Sally Dybdal

 

No action taken.

Program

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

-       August 6 à Reverse Vendor Fair and 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 Board Meeting

-       December 12 à Board Boot camp

Ginger Line

No action taken.

Fall Conference

·         The Vice-President provided an update on the 2019 fall conference. 

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

-       Dates:  October 9 – 11, 2019.

-       Registration is open and going well.  Early Bird registration is $250 and ends on September 4, 2019.  Regular registration is $300 and will begin on September 5 through a date to be determined.

-       Tentative Schedule

§  October 9: Networking and a Jeopardy CPPB test prep game with David Nash.

 

 

§  October 10: Full day of sessions with dinner and a social event at night on the resort campus.  All meals and snacks are included in the registration cost.

§  October 11: Sessions until 12:00 PM.

§  Hotel registration and conference registration process and costs are separate.

Tiffany Audette

No action taken.

 

Spring Conference

·         No Report.

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.  Registrations by vendors and agencies are ongoing.

Marie Ozanne and Glen Carpenter

No action taken.

 

Old 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.

Update: The new National NIGP certification program is called Pathways.  Individuals can complete 33 competencies across seven categories.  Once enough competencies are achieved across the seven categories individuals will receive an NIGP PB certification.  The National NIGP still promotes CPPB & CPPO certification.  The Pathways certification program will begin at the 2019 NIGP National Forum in Austin, TX.  Currently certified CPPB and CPPO members can complete a free bridge exam in April 2020 to obtain the NIGP PB.

 

 

 

           

 

 

New business

Discussion

 

Action

 

·      The President announced that Kim Austin from Sourcewell passed her CPPB 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 October 11, 2019 during the fall conference. 

ADJOURNMENT

 

 

The President, requested a motion to adjourn.

Motion to adjourn:  Tiffany Audette

Second:  Glen Carpenter

 

MOTION CARRIES.

Meeting adjourned at
9:55 a.m.

Vote:

41

In Favor

0

Opposed

0

Abstain

                               

 

 

 

 

Professional Development

 

 

Luke Jannett, Acquisitions Director for the State of Minnesota, Office of State Procurement, presented from 10:00 am through 11:30 am on the topic of Sustainable Procurement. 

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