Rocky Mountain Governmental Purchasing Association

Transcription

1 2015 SUMMER CONFERENCE GENERAL MEMBERSHIP BUSINESS MEETING THURSDAY JUNE 11, :30 AM 12:00 PM AGENDA 1) Call to Order 2) Introduction of Executive Board Members a. Past President Kristen Spicola, CPPB b. Vice President Skeet McCracken, CPPO, CPPB c. Treasurer Vivian Harvell d. Secretary Mary Kirschmer, CPPB e. President Molly McLoughlin, CPPB 3) Approval of Minutes, Spring Conference, March 13, 2015, General Membership Business Meeting 4) Past President s Report (see Written Report) 5) Treasurer s Report a. See attached Profit & Loss Statement 6) Committee Reports a. Awards- Nominations for the volunteer of the year award are due 8/31/2015. i. Chair: Curt DeCapite, CPPO, ii. Co-Chair: Mary Jablonski, CPPB b. Communications i. Chair: Tim Wellmann, CPPB c. Chapter Enhancement i. Chair: Roman Hernandez ii. Co-Chair: Traci Burtnett, CPPO, CPPB d. Education/Professional Development (see Written Report) i. Chair: Diana Cantu, CPPB ii. Co-Chair: Sherri Gibson, CPPB e. Elections i. Chair: Linda Meserve, CPPB f. Historian i. Chair: Vera Kennedy

2 g. Legislative i. Chair: Karen Picariello, CPPB ii. Co-Chair: Cindy Lombardi, CPPB h. Marketing i. Chair: Farrah Bustamante, CPPB ii. Co-Chair: Shannon Sprague, CPPB i. Membership (see Written Report) i. Chair: Patricia O Neal ii. Co-Chair: Barbara Hauptli, CPPB j. Newsletter Upcoming newsletter deadlines are: 6/19, 9/25 and 12/16 i. Chair: Marcia Sieben, CPPO, CPPB ii. Co-Chair: Kelly Wooden, CPPB k. Programs (see Written Report) i. Chair: Valerie Scott, CPPB ii. Co-Chair: Beth Hewes l. Business Advisory Community i. Chair: Pete Toth 7) Old Business a. Chapter of the Year Application update b. 19 RMGPA Members are attending 2015 NIGP Forum in Kansas City 8) New Business a. NIGP Update from Keith Ashby. 9) Adjournment Next Conference- Fall 2015: 2015 Fall Conference and Reverse Vendor Trade Show: Friday September 11, PPA Event Center in Denver

3 UNOFFICIAL MINUTES OF THE ROCKY MOUNTAIN GOVERNMENTAL PURCHASING ASSOCIATION (RMGPA) SPRING CONFERENCE GENERAL MEMBERSHIP BUSINESS MEETING UNION COLONY CIVIC CENTER GREELEY, COLORADO Call to order President Molly McLoughlin called the RMGPA General Membership Business Meeting to Order on Friday, March 13, 2015 at 11:30 am MST at the Union Colony Civic Center Greeley, Colorado. President Molly McLoughlin let everyone know that Past President Kristen Spicola wasn t here today, but sends her regards and National Purchasing Month. Molly introduced the RMGPA Executive Board Members and those not present: Vice President Skeet McCracken Treasurer Vivian Harvell not present Secretary Mary Kirschmer not present Approval of minutes President Molly McLoughlin noted the Winter Conference General Business Meeting Minutes from December 11, 2014 at the Cheyenne Mountain Resort and Country Club in Colorado Springs, Colorado is in the RMGPA Spring Conference packet for review. President Molly McLoughlin asked for a motion to accept the Minutes as presented. Pat O Neal, from the Colorado Department of Transportation, made a motion to accept the General Business Minutes from December 11, 2014 at the Cheyenne Mountain Resort and Country Club in Colorado Springs, Colorado. Peter Abenake, from the Colorado Department of Transportation, Seconded the Motion. The motion passed unanimously and the Winter Conference General Business Meeting Minutes were adopted. Treasurer s Report (Treasurer - Vivian Harvell) Vivian Harvell provided the treasurer s report as of March 6, 2015 Primary Account $2, Secondary Account $19, Money Market Account $3, Total $25, as of 3/06/15 Profit/ Loss Statement year to date for 2015: 2015 Revenue $9, Expenses $8, Net Income $1, as of 3/06/15 President Molly McLoughlin asked for a motion to accept the Treasurer s Report as presented on March 13, Skeet McCracken, from Poudre School District, made a motion to accept the Treasurer s Report as presented. Curt DeCapite, from the City of Colorado Springs, Seconded the Motion. Motion passed and approved to accept the Treasurer s Report is adopted. Before getting into the committee reports, RMGPA s President, Molly McLoughlin, recognized all of the committee chairs and members. All of the committee members were asked to stand up and be introduced to the members. Molly Stated This was a good way to put a face to a name, or a face to an . Committee Reports Awards (Chair Curt DeCapite, Co-Chair - Mary Jablonski)

4 No Report Business Advisory Community (Chair - Pete Toth, Co-Chair Terri Kindsfather) No Report Chapter Enhancement (Chair Traci Burtnett (interim), Co-Chair ) No report Communications (Chair Tim Wellmann) Report in Business Packet Education/Professional Development (Chair Diana Cantu, CPPB, Co-Chair - Sherri Gibson CPPB) No Report President Molly McLoughlin gave a description of the dates and classes that will be held over the next several months: Intro to Public Procurement March Contracting with Federal Funds Class registration due by March 20 Performance Measurements May 11, 2015 Development of Managed RFP June Contract Administration July Fundamentals of Leadership Aug Legal Aspects of Public Purchasing Aug So this year we have awarded $ new member discount /Scholarships to attend the April Introduction to Procurement course. Terry Iacono from Jefferson Public Schools, Cindy Raiolo from the City of Wheat Ridge and Kerry Sheahan from the City of Longmont The application submission deadline for the spring examinations has passed. The testing starts in May. If you have missed the spring exam, there is a fall examination in October. Make sure you get your application in by July 13, Those are some Key dates to remember. Elections (Chair Linda Meserve) No report. Legislative (Chair Karen Picariello, Co-Chair Cindy Lombardi) See Legislative report in conference packet. Four pieces of Legislation are proposed. Membership (Chair Patricia O Neal, Co-Chair Barbara Hauptli) Pat O Neal reports that there are 442 active members and will probably have more members joining us. The RMGPA board has voted in two lifetime members at the last board meeting and of course Sharon is one of them. If anyone is starting their retirement process and would like to become a lifetime member, there is an application on the RMGPA website. There are multiple advantages for becoming a lifetime member of RMGPA. Reduced price at the conferences is one of them. We will be continuing to remember milestone recognitions. Please continue to update your profiles making sure that we have the accurate date you joined RMGPA so we can recognize your years of service with us. Newsletter (Chair - Marcia Sieben, Co-Chair Kelly Wooden)

5 Upcoming Newsletter deadlines are March 20 th, June 19 th, September 25 th and December 16 th Programs (Chair Valerie Scott, Co-Chair Elizabeth Hewes) See Report attached. Valerie gave a report on Google Hangout and how Programs is trying to use it. Right now, Programs is testing Google Hangouts with volunteers from other Agencies, which are participating in the Business Meeting at this Conference. The 2015 upcoming Summer Conference will be in Glenwood Springs at the allegedly haunted Hotel Colorado. We have two keynote speakers already confirmed for that. An opening Keynote, Nancy Noonan, and a closing Keynote, Walt Kasinski. You can visit the website to see the business packets to their links for their presentations they have done in the past and you can get a taste for what you can expect at Summer Conference. We will also have a lot of breakout sessions facilitated by membership to talk about things that are facing you right now and things that you can immediately take back with you to put into practice in your organizations. Valerie stated that we are going to be increasing the conference fees by ten dollars per conference. We have not increased conference fees for many years and it is getting difficult to be able to produce a quality conference just to cover our expenses. So we thought we would do a nominal increase now so we don t have to hit everyone with a really big increase down the line. The fees support not only putting on the conference, but also some of the other programs such as scholarships and awards to give back to membership. Old Business: No Old Business New Business: RMGPA President, Molly McLoughlin, reminded the members about the 2015 Forum. The Forum this year is in August in Kansas City MS. The NIGP Forum is a great opportunity to see what other chapters are doing on a National level, to connect with peers from other states, from other countries. We get a 15% discount if we register as a group and have more than 15 members. Early registration, right now, is through April 15 th and costs $ for the registration for Forum. The discount of 15% will save about $ by registering through RMGPA to go to Forum. Chapter of the Year applications are due May 4 th. Last year, the executive board of directors decided to create a Chapter of the Year task force Committee and we are looking for volunteers. We have one of the largest organizations for the whole United States. It is taking information throughout the year and putting it into a central repository so when the Past President combines all of this information, we have a professional Document to submit to NIGP. Kristen Spicola is already working on it. We will probably have a draft of our application for the April Board meeting that we are going to submit. We have won Chapter of the Year twice and we would like to get it back here in Colorado. We think we have been doing some amazing things here and we just need to let everybody know how amazing we are. Keith Ashby reported that he is RMGPA s regional Rep for NIGP on the Board of Directors. We have gone through a Governing change on the Board of Directors of NIGP. As of July 1 st, which is the fiscal year for the Institute, the Board structure will be totally different. He went on to say that he was elected under Region 10, but now it is area 9. He was elected as your representative to the Board of Directors on a National level at the Institute. This Governing Structure is geared towards membership and membership involvement. It includes the Talent Council, the Membership Council and the Finance Council, as well as the Governing Board. It is no longer called the Board of Directors but the Governing Board. The Governing Board is made up of members of the Institute, but also of members of the private sector. So it is better to have an outside expert come in and maybe sit on the Board that can help us to develop some of the things that we need to do as far as strategic planning as it deals with the Institute. We are taking applications now for the Chapter Ambassador s Program and that closes April 17 th. Keith suggested that if you are interested in working on a much higher level within your organization, you might want to apply for the Chapter Ambassador Program. It is something that now you get to go out and meet with other chapters and talk about the Institute. It is very important to get down to the local level so that you understand that NIGP is there for you. He went on to say that he wants to make sure that everybody has a seat at the table and everybody s voice is heard. He encouraged everyone to please get involved. Adjournment A motion was made at 11:55 to adjourn by Jennifer Tierney from Adams County. Tracy Gorman, from Arapahoe County Purchasing, Seconded the motion. Respectfully submitted, Vice President Skeet McCracken On behalf of Mary Kirschmer CPPB, Secretary

6 RMGPA 2015 Summer Conference Business Meeting Past President s Report REWARDS PROGRAM Please see the attached spreadsheet as an update to the 2015 Rewards Program. Respectfully submitted, Kristen J. Spicola, CPPB RMGPA Past President

7 RMGPA REWARDS SUMMARY Rewards Program Past President, Kristen Spicola, CPPB Approved Budget: $2,000 Supporting Documents Points Earned Sent Notice Certificate # 1st Redemption Request 2nd Redemption Request Reward Amount $ Used Balance Available Name Comments 9/17/14 Kellly asked for an extension to Kelly Wooden 6 3/17/ $ $ Pam Smith Yes 10 2/27/ $ $ ASD 20 Paula Stamp Yes 6 2/27/ $ $ ASD 20 Brenda McGee Yes 1 2/27/ $ $ Dept. Human Svcs Cheryl Dye Yes 16 2/27/ $ $ City of Lakewood Diana Cantu Yes 8 2/27/ $ $ St. Vrain Michelle Davis Yes 12 2/27/ /11/2015 $ $ $ City of Longmont David Carey Yes 1 2/27/ $ $ City of Longmont $ - $ - $ - $ 1, $ $ 1, Name Supporting Documents Points Earned Sent Notice Certificate # 1st Redemption Request 2nd Redemption Request Reward Amount $ Used Balance Available Kelly Wooden 6 3/17/ $ $ Skeet McCracken 18 3/17/ $ $ Jill Yellico 17 3/17/ /29/2014 $ $ $ Valerie Scott 9 3/17/ /9/2014 $ $ $ - Mary Kirschmer 10 3/17/ /22/ /29/2014 $ $ $ - Sherri Gibson 5 3/17/ /8/ /29/2014 $ $ $ Carol Wills 13 3/17/ /6/2014 $ $ $ Tim Wellman 10 3/17/ /29/2014 $ $ $ Jonni McCoy 12 3/17/ /18/2014 $ $ $ Terri Kindsfather 7 3/17/ /30/2014 $ $ $ Diana Wilson 7 3/17/ /23/2014 7/3/2014 $ $ $ - $ 2, $ 1, $ Comments 9/17/14 Kellly asked for an extension to 2015 Rev: 5/27/2015

8 Treasurer Report as of May 28, 2015 Cash Primary Account $ Secondary Account $ Money Market $ TOTAL $26, As of 5/27/15 Profit/Loss 2015 Revenue $ 19, Expenses $ 17, NET INCOME $ As of 5/27/15 Respectfully Submitted, Vivian Harvell RMGPA Tresurer

9 SUMMER CONFERENCE Thursday, June 11, 2015 Education/Professional Development Committee Report Chair: Diana Cantu, CPPB, St. Vrain Valley Schools Co-Chair: Sherri Gibson, CPPB, Colorado State Purchasing Office Class Schedule The following courses have been confirmed by NIGP and are posted on the RMGPA website. Developing and Managing RFP s: for the Public Sector Best Practices in Developing Public Contrcution Bid Documents June St. Vrain Valley Schools, Longmont 9 Registrants July 31 RTD, Denver 2 Registrants Contract Administration July RTD, Denver 1 Registrant Fundamental of Leadership Jefferson County, and Management in Public August Registrants Golden Procurement Legal Aspects of Public Purchasing Sourcing in the Public Sector August September & October 1 St. Vrain Valley School, Longmont St. Vrain Valley Schools The following courses are awaiting confirmation by NIGP: Warehousing and Inventory October 20- St. Vrain Valley Schools Control 21 Managing Risk in the Public Sector Contracts November 5-6 Jefferson County, Golden CO 1 Registrant 0 Registrants

10 2. New CPPB/CPPO Certifications New CPPB s and CPPO s results are yet to be finalized. Stay tuned! CPPB and CPPO Exam Dates October 19-31, 2015 Apply by July 13, 2015 Register for Exam by September 08, 2015 The coveted Certified Public Purchasing Officer (CPPO) and Certified Professional Public Buyer (CPPB) credentials, recognized throughout the public procurement profession, demonstrate an individual s comprehensive knowledge of public procurement. 4. Fundamentals of Colorado Procurement training Colorado State Purchasing Office offered this course in May and there were 15 attendees. For the June 4-5 course there are 20 registants. They have extended this 2 day course beginning August 6 and 7, It will include presentations from the DPA Office of the State Controller's Central Contracts Unit and the DPA Division of Human Resources' Office of Risk Management. The expanded training agenda offers a Certificate for a total of 14 Seminar Contact hours that may be used for Professional Certification. All Government Offices, including State Agencies, Institutions of Higher Education, and Local Government are encouraged to attend this training at NO CHARGE. 4. Scholarships Scholarships for 2015 are still available. Respectfully Submitted, Diana Cantu RMGPA Education & Professional Development Chair

11 SUMMER CONFERENCE Thursday, June 11, 2015 Legislative Report Please see the attached 2015 Legislative Summary as of June 5, Respectfully Submitted, Karen Picariello RMGPA Legislative Chair

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14 MEMEBERSHIP COMMITTEE SUMMER CONFERENCE REPORT June 11, 2015 RMGPA Membership Co-Chair Barbara Hauptli and I are very excited about recognizing and acknowledging our awesome RMGPA Membership at the upcoming Winter Conference in December, It is our goal to highlight various members and recognize longevity and service to RMGPA. We are asking all members to update their current profiles to include the correct date for joining RMGPA. An eblast was sent out to the membership on May 27, 2015 requesting this information. We also want to inform upcoming retirees of the process and benefits of becoming a Lifetime Member in RMGPA. We are continuing to look at ways to increase membership in the surrounding states and the Western Slope. This fall we will initiate a membership drive with this focus. We currently have 473 Active Members including 25 Lifetime Members compared to 413 Active Members and 16 Lifetime Members in June For the remainder of the year, the Membership Committee will be focused on Student Memberships. Student Memberships are under the category of Associate Membership as described in Article III of the RMGPA Bylaws. The purpose of the Student Memberships would be to introduce the Procurement Profession to High School and College Students as a career option. Respectfully Submitted By: Pat Patricia C. O Neal RMGPA Membership Chairman

15 Programs Committee Report 2015 Summer Conference 1. Don t forget to donate items for the Advocate Safehouse Project! Collection boxes will be located at the registration table and near the main ballroom entrance for the duration of the conference. 2. Upcoming conferences: Conference Date Location Fall 2015 September 11 PPA Event Center, Denver Winter 2015 December Embassy Suites, Colorado Springs Spring 2016 March 11 TBD Fall: Winter: Will include supplier relationship management best practices in the morning and Reverse Vendor Trade Show in the afternoon. Focus will be on different RFP evaluation methods used by RMGPA members. Dave Rabiner is our closing keynote speaker. 3. Google Hangouts is a tool we are exploring to help add value for members who cannot attend every conference due to location and/or budget. We are continuing to test its use at this conference. While we are only testing with the business meetings at this time, we would hope to eventually also offer keynote speaker presentations or other selected sessions. 4. It takes a lot to put on a conference! We have a wonderful committee with many hard-working volunteers, and are always seeking volunteers to help with conferences. You may volunteer through the RMGPA website, or contact Valerie Scott (chair) or Beth Hewes (co-chair). Our volunteers typically work on tasks such as: Putting together conference handout materials Planning conference social activities and charity work Negotiating venue/hotel contracts Selecting conference menus Coordinating audio-visual needs Writing conference re-caps and previews for the RMGPA newsletter Scheduling conference speakers Welcoming committee Just being a friendly face to greet conference attendees Respectfully Submitted, Valerie Scott Programs Committee Chair Revision A 10/16/2008