AEPA Meeting, San Antonio, Texas

AEPA Meeting, San Antonio, Texas

Draft Agenda

Monday, December 2, 2013

Open General Meeting

The meeting of the Association of Educational Purchasing Agencies was called to order by President Tom Post, MO in San Antonio, TX on Monday, December 2 at 6:30 p.m. Following roll call it was determined that the following members were present and constituted the quorum needed to conduct business:

CA / Tim Blanton / KY / Colin Glass / OH / Elmo Kallner
CA / Ted Witt / MA / Joan Preble / OH / Ken Swink
CA / Racquel Landolf / MI / Katrina Brunette / OH / Tamra Hurst
CO / John Tillman / MI / Anna Marie Andrew / OR / Caryn Appler
CO / Dale McCall / MN / Jeremy Kovash / OR / Scott Rogers
CT / Cara Hart / MO / Tom Post / PA / Jeff Kimball
FL / Rick Everitt / MT / Dave Puyear / TX / Andrew Pickens
FL / Judy Hall / MT / Tim Tharp / VA / Michelle Hoilman
IN / Phil Partenheimer / MT / Andy Garland / WA / Dave Mahalko
IN / Pam Clover / NE / Kip Schneider / WA / Judy Isaac
IA / Jamie Albertsen / NJ / Pat Moran / WI / Lisa Stahl
IA / Joni Puffett / NJ / Teresa Gerstacker / WV / Dee Cockrille
IA / Robert Vittengl / NM / Robin Strauser / WV / Jane Lynch
KS / Brad Stefanoni / NM / John Tortelli / WY / Patrick Hopper
KS / Cinda Holmes / NM / Dottie McKinney / Non-Voting
KS / Russ Wilcox / ND / John Jankowski / AEPA / Scott Crosby
KY / Ann Burden / ND / Jane Eastes

The following vendor partners were in attendance:

CDW-G / Mark Ellis / SchoolDude / Brian Holland
Daktronics / Brian Nagel / School Specialty / Scott Dawson
FieldTurf / Eric Fisher / School Specialty / Peter Jones
Konica Minolta / Thomas Cutler / Sivic Solutions Group / Siva Kakuturi
Konica Minolta / Ken Shane / Sport Surfaces Dist / Robert Cohen
Kyocera Document Sol / Philip Borchardt / Staples / Chuck Luchen
Kyocera Document Sol / Matt Job / Techline Sports Lighting / Mike Helton
Mackin Educ Resources / Lynn Bendt / UBU Sports / Joe Simpson
MNJ Tech Direct / Patrick Barnes / VIP Tone/Edutone / Terry Smithson
Modern Building Sys / Ken Mero / WTI/Tremco / James McDonald
Modern Building Sys / Jim Rasmussen / WTI/Tremco / Craig Nelson
Modern Building Sys / Brenda Thompson / WTI/Tremco / Mike Rangos
Peripole / Carol Lund / WTI/Tremco / Steve Nicholson
ProGrass / Steve Coleman / WTI/Tremco / Roy Nyquist
Point Nationwide / Nita Turpin / WTI/Tremco / Jane Krivos
Progressive Roofing / Alice Hunt / Williams Scotsman / Matt Dickenson
Quill Corporation / Ryan Spiegel / Williams Scotsman / Steve Yantzer
Quill Corporation / Justin Sampsel

Organizational Action Items

Tom Post, MO made a motion to approve the agenda with one change – Extension of the AESA contract for the AEPA Executive Director (AESA was added for clarification). The motion was seconded by Cara Hart, CT and carried with unanimous approval.

Elmo Kallner, OH made a motion to approve the minutes from the April, 2013 meeting in Las Vegas, NV. The motion was seconded by Brad Stefanoni, KS and carried with unanimous approval.

Organizational Overview

The Meeting Notice and Proof of Mailing were reported by Cara Hart, CT as first being sent to members and vendor partners on August 22, 2013 with subsequent notices sent by Scott Crosby, ED.

AEPA Bylaws, Procedures and Policy – Brad Stefanoni, KS made a motion to approve the two second readings as follows: 6.2 Bylaws – Per the wording on the website. The president will still preside over the meetings.; 6.3 Bylaws - A new piece was added regarding the executive director. The motion was seconded by John Tillman, CO and carried with unanimous approval.

A Future Meeting overview was given by Ann Burden, KY:

• Executive Committee, Winter – Phoenix, AZ, January 16-17
• Spring Meeting – Las Vegas, NV, April 6-9 (reception only evening of the 6th)
• Executive Committee Summer Meeting – Nashville, TN, July 28
• Winter Meeting – San Diego, CA, December 1-3 (this is not the AESA location)

AEPA Vendor and Member Expectations – Scott Crosby, ED reported that the executive officers met with new members this morning, and will meet with the vendors at the April meeting. We’ve made a slight change in the terms and conditions. Our intention is to up the bar for both members and vendor partners in terms of what they should be doing. There are three key areas for member states - work with vendor partners to jointly market the contracts, complete quarterly reports in a timely manner and actively participate in member committees.

Marketing Committee Report – Caryn Appler, OR reviewed the budget proposal.

Elmo Kallner, OH asked Caryn to inform the group when they are purchasing a new AEPA booth. He’d like to purchase the same booth and not have to ship it.

Website Committee Report – Jamie Albertson, IA took the group through the website. It has a new look, improvements have been made, and some things have been moved. There’s a new Vendor Spotlight, which changes weekly, alphabetically by vendor.

Cara Hart, CT reported that there’s also a new feature on the website to point new potential vendors to. It can be accessed on the bottom of the Vendor page. It allows interested vendors to sign up and provide us with information on their company and product. This will help us when determining bids to go out for, targeting vendors, and have one place to capture information from interested vendors.

Jamie also included a report on Google analytics. There have been increasing visits, more time spent on site and new visitors. The group was reminded that the website is free to us.

Placement of Bid Documents on the Website – Tom Post, MO said that this is a topic we've discussed for a while. We have done some analysis of competition, and are making an effort to be more transparent. Currently our bid documents are hidden. From here forward we will open up the portal to the public effective with this bid. Jamie Albertsen clarified that we are talking about bid responses. Katrina Brunette, MI assured the group that no financials will be listed.

Partnership Committee Report – Tom Post, MO had no report.

Strategic Plan Update – Brad Stefanoni, KS said that it is time to work on a new one, and it will be open to anyone interested. We want input on how to grow and get better.

Tom Post, MO introduced new members Colin Glass, KY, Ann Marie Andrew, MI, Dottie McKinney, NM, and Michelle Hoilman, VA.

Sales and Assessment Reporting Committee

Review of Reporting Process – Tamra Hurst, OHthanked Lisa Stahl, WI, Cinda Holmes, KS, and Jamie Albertsen, IA for their assistance. She then explained that the reporting period was 30 days, but they have extended to 45 days after December 31 to report sales. The goal to have this collected to make recommendations to bid extensions.

Member Report Cards – Cinda Holmes, KS said that it’s important for committee chairs to have this information when deciding whether to extend vendor contracts or not.

Vendor Report Cards – Lisa Stahl, WI said that vendors are reporting $154M in sales. Pat Moran, NJ advised her that there were no sales in NJ until Q3 because they could not sign contracts until then.

Treasurer’s Report and Assessment Review – John Jankowski, ND reviewed the financial report that’s been posted to the website. The annual assessment is $1,500 a year and .0003 of admin fees collected. We do not invoice for this. Two member assessments are missing. We also make some meeting revenue. John also reviewed our expenses.

Organizational Action Items

Approval of the Treasurer’s Report - Scott Rogers, OR made a motion to approve the budget as stated. The motion was seconded by Jamie Albertsen, IA. After discussion, a roll call vote was taken on this, including the marketing piece. The motion carried with all members in favor except IN.

Approval to Establish a Professional Development Committee - Katrina Brunette, MI made a motion to approve the forming of a committee. The motion was seconded by Cinda Holmes, KS and carried with unanimous approval.

Evaluation Process for Executive Director – Elmo Kallner, OH reviewed the evaluation posted on the Survey Monkey site: 19 items were taken from the job description, and can be adjusted at any point. A numeric rating scale will be added to each question.

Adjourn Organizational Portion of Meeting – Tom Post, MO made a motion to adjourn this portion of the meeting at 7:53 p.m. The motion was seconded by Cara Hart, CT and carried with unanimous approval.

Tuesday, December 3, 2013

General Meeting

Tom Post, MO called the meeting to order at 8:30 a.m.

Scott Crosby, ED informed the group that the posting of bid information will continue to be available by password only due to intellectual property of one of our vendor partners.

Scott also asked attendees to complete the post-meeting survey when it is sent out later this week or early next week.

Bidding Related Reports

Change to Bid Requirements – Katrina Brunette, MI read through the document on the website.

Summary of Requests, Bid Committee Report, and Review of Non-Responsive Bids – Jeff Kimball, PA reported on the document posted to the website.

Summary of Questions – Jane Eastes, ND gave a report, and noted that there were 24 sets of questions, which is up from 15 sets last year.

Summary of Bids Received – Katrina Brunette, MI reported that Jeff covered everything in his report.

Award by Category

014B: Industrial Arts, Career and Technical Education Supply Catalog – Ken Swink, OH moved to approve Midwest Technology Products and School Specialty. The motion was seconded by John Jankowski, ND and carried with unanimous approval.

014C: Interactive Classroom/Meeting Room PresentationTechnology – Jane Eastes, ND made a motion to approve Troxell Communications. The motion was seconded by Cara Hart, CT and carried with unanimous approval.

014D: Parent Notification Systems – Brad Stefanoni, KS reported that no bids were received.

014A: Furniture – Kip Schneider, NE moved to approve Staples, School Specialty and Interior Systems, Inc. The motion was seconded by Scott Rogers, OR and carried with unanimous approval.

014E: Technology Catalog – Elmo Kallner, OH moved to approve MNJ Technologies Direct and CDW-G. The motion was seconded by Jeremy Kovash, MN and carried with unanimous approval.

014F: Sports Equipment and Supply Catalog – Ted Witt, CAmade a motion to approve School Specialty and to reject BSN Sports and School Health Corp. as non-responsive. The motion was seconded by Brad Stefanoni, KS and carried with unanimous approval.

014G: Maintenance, Repair and Operations Supply Catalog – Andrew Pickens, TX reported that there were 74 downloads but no bids were recommended to the committee.

We did not go out to bid for security as had been expected.

Extension of Bid 011

011A: Office Supply Catalog – Jane Eastes, ND made a motion to extend the Staples contractwith improvement. The motion was seconded by Elmo Kallner, OH and carried with unanimous approval.

Jane Eastes, ND made a motion to extend the Point Nationwide contract with a plan to improve by having regular contact with each member, activate their marketing plan and attend all meetings. The motion was seconded by Kip Schneider, NE and carried with unanimous approval.

011B: School and Instructional Supply Catalog – Phil Partenheimer, IN made a motion to extend the School Specialty contract. The motion was seconded by Jamie Albertsen, IA and carried with unanimous approval.

Phil made a motion to extend the Quill contract. The motion was seconded by Cara Hart, CT and carried with unanimous approval.

011C: Custodial Supply Catalog – Patrick Hopper, WY made a motion to extend the Staples contract with improvement in reporting. The motion was seconded by Scott Roger, OR and carried with unanimous approval.

011D: Portable and Modular Buildings – Scott Rogers, OR reported that they are looking for another member state to participate on the committee with he and Judy Isaac, WA. Scott made a motion to extend the Williams Scotsman contract. The motion was seconded by Dave Mahalko, WA and carried with unanimous approval.

Scott made a motion to extend the Modern Building Systems contract. The motion was seconded by Andrew Pickens, TX and the motion carried with unanimous approval.

Scott Crosby, ED said that the PD portion of the meeting is being moved up on the agenda to today after lunch.

Extension of Bid 012

012A: Work Order and Asset Management System – Cara Hart, CT made a motion to extend the SchoolDude contract. The motion was seconded by Tom Post, MO and carried with unanimous approval.

012B: Hardwood and Synthetic Floors – John Tortelli, NM made a motion to extend the Robert Cohen dba Sport Surfaces contract. The motion was seconded by Tom Post, MO and carried with unanimous approval.

An additional change to the schedule has been made. There will now be a vendor session in the morning at 8:30 a.m. The members will then join us at 9:15 a.m. Continental breakfast will still be served at 7:30 a.m.

012C : Synthetic Turf – John Tortelli, NM made a motion to extend the UBU Sports contract with improvement in their marketing of the AEPA contract. The motion was seconded by Scott Rogers, OR and carried with unanimous approval.

John made a motion to extend the ProGrass contract. The motion was seconded by Tom Post, MO and carried with unanimous approval.

John made a motion to extend the FieldTurf contract with contract modifications. The motion was seconded by Cara Hart, CT and carried with unanimous approval.

012D: Tracks and Court Surfaces – John Tortelli, NM made a motion to extend the Robert Cohen contract. The motion was seconded by Dave Puyear, MT and carried with unanimous approval.

John made a motion to extend the FieldTurf contract with contract modifications. The motion was seconded by Dave Puyear, MY and carried with unanimous approval.

012E: Kitchen Supplies – Patrick Hopper, WY made a motion to extend the Quill contract. The motion was seconded by Brad Stefanoni, KS and carried with unanimous approval.

012F: Mobile Learning Solutions – Rick Everitt, FL stated that they have been disappointed in this category. In listening to the committee and comments from the members, they want to recommend three vendors for extension that have demonstrated efforts, attended meetings and are showing some results. They are recommending that each submit detailed marketing reports by January 10 and establish a sales contact person in each state.

Rick made a motion to extend the Mackin Educational Resources contract. The motion was seconded by John Jankowski, ND and was carried with unanimous approval.

Rick made a motion to extend the Smart Horizons contract. The motion was seconded by Jeff Kimball, PA and carried with unanimous approval.

Rick made a motion to extend the Edutone contract. The motion was second by Katrina Brunette, MI and carried with unanimous approval.

Rick will be sharing the marketing plans with all members so they can determine if they want to enter into a contract.

Rick continued that they’d like to recommend the other five vendors for non-renewal. John Tortelli requested we vote one by one.

Rick made a motion to not extend the Blackboard contract. The motion was seconded by Cara Hart, CT and carried with unanimous approval.

Rick made a motion not to extend the eInstruction contract. The motion was seconded by Brad Stefanoni, KS. After discussion, Rick and Brad rescinded the motion. Rick made a motion to table the discussion until the committee can speak with the vendor. The motion was seconded by John Tortelli, NM and carried with unanimous approval.

Rick made a motion to not extend the GoKnow contract. The motion was seconded by John Tortelli, NM and was carried with unanimous approval.

Rick made a motion to not extend the Aries Technologies contract. The motion was second by Tom Post, MO and was carried with unanimous approval.

Rick made a motion to not extend the Emantras contract. The motion was seconded by Cara Hart, CT and carried with unanimous approval.

012G: Musical Instruments – Ted Witt, CA made a motion to extend the Peripole contract. The motion was seconded by Scott Rogers, OR and carried with unanimous approval.

012H: Scoreboard and Marquee Signage – Phil Partenheimer, IN made a motion to extend the Daktronics contract. The motion was second by Jamie Albertsen, IA and carried with unanimous approval.

Phil made a motion to not extend the Robson Corp. contract. The motion was second by Cara Hart, CT and carried with unanimous approval.

Vendor Improvement Plans –Scott Crosby, ED will reach out to vendor partners with improvement plans to follow up on them. The intent is to work with vendor partners to improve the process and make things smoother.

Extension of Bid 013

013B: Roofing and Envelope Services – Elmo Kallner, OH made a motion to extend the WTI/Tremco contract. The motion was seconded by Cara Hart, CT and carried with unanimous approval.

Elmo made a motion to extend the Progressive Roofing contract with improvement including reporting all sales to members as required, putting a marketing plan in place in all participating states, and address all issues in the member survey. The motion was seconded by Ann Burden, KY.IN wanted to be on record saying that approval can be given only in states that have contracts. The motion carried with unanimous approval.