August 21, 2013 Chapter Minutes
Minutes
Wednesday, September 27, 2013
Time of Board Meeting: 10:00 AM – 11:00 PM
Conference Dial-in Number: (605) 475-4700
Host Access Code: 739702*
Participant Access Code: 739702#
Members / Present / Absent / RemarksCheral Jones
Tim Shay
Ginny Justiniano
Cynthia Shaw
Ken Matthews
Sue Ownby
Theresa Teschlog
Nelson Park
Heidi Bohl*
Dave Davis*
Gerhild Turner *
Glen McNeill*
Craig Bush*
Jessica Smith*
Linda Hodgson*
* Ad hoc Committee (non-voting)
1. President’s Report – Cheral Jones:
· Cheral welcomed the members
· Forum 2013 Recap:
Ø Cheral talked about the Magic Happenings flyer that went out to the board. Discussion on this.
Ø There are three take a ways that Cheral discussed they were:
- Relationships are key
- Future procurement Personnel are aging majority are in the 40’s and 50’s we need to start looking at the next generation and doing more outreach to this generation, middle school, high school visit promoting are careers. Cheral may be attending her son’s high school career day to discuss procurement. Discussion
- The other take a way was to offer free classes and bring a buddy to classes you are attending. Have hour brown bags which are free. Getting new recruitments is the key and we are also being counted by national.
· Tradeshow
Ø Office Depot has a class at forum on “Why we no bid” it was a great class. National has asked
Office Depot to go out and present this class to al NIGP Chapters, Cheral as reserved a spot at the upcoming DES Trade Show in Tacoma. Discussion, question; we will be able to count the class with national? Cheral to check
Ø Cheral discussed having and NIGP booth at the DES Trade Show, discussion was held on what we would have at the booth. Table will be located outside the big ball room, more discussion on have a fall meeting as the by-laws state. Cheral will check the schedule and report back.
· 10th Anniversary Celebration:
Ø Cheral ask all board members to give some thought items discussed in the agenda, she would like you’re thoughts sent to hear via e-mail. The anniversary celebration will take place in November, possible the week of November 11, 2013. Question regarding funds, Ken stated that funds are available the amount would be between $3000.00 - $3,500.00, more discussion on the funds Theresa asked if there had been in polling of the membership to see what ideas they may have for the dinner portion, Cheral stated not at this time she would like to get everything together regarding the celebrations and then send it out to the membership. Dinner date may be scheduled for the 14th of November and possibly in Tacoma, discussion, will look in to cost, possible have NIGP subsidize the dinner, it could be couples. Discussion.
2. Vice President’s Report – Ginny Justiniano
· NIGP Chapter Leader Workshop Overview Report: Ginny shared quick overview about Revenue Streams, Scholarship committee, membership, social media and items to share. She will discuss more at the next meeting. Meanwhile , here is the website recap of the chapter leader information workshop. http://nsite.nigp.org/Communities/ViewDiscussions/ViewThread/?GroupId=139&MID=18279
· Reverse Trade Show
Ø Ginny discussed the upcoming Reverse Trade show (June 2014) to be put on hold until the 10th anniversary and Honors and Awards event details are ironed out more. She will refocus on the planning soon as preliminary planning is currently in good shape. More to come.
· Chapter Leader Symposium:
Ø Ginny discussed the upcoming Chapter Leader Symposium to be held on January 30, - February 1, 2014 in Washington DC where she has been approved by Sound Transit to attend and will pay for her travel expenses and time during conference. Question was posted if additional folks are interested in attending with Ginny, both Tim and Theresa stated they would like to attend. Discussion was raised about possibly the chapter paying for attendees to attend ($299.00 for the first attendee and $540.00 for the3 second attendee, no more than two in attendance. The price exclude travel and extra lodging expenses.
· Honors and Awards Event
Ø Ginny is currently working the Education Chair, Theresa and will send out a blanket invite to the committee members for a kick off meeting and a possible follow up teleconference meetings to obtain votes for venue, menu and agenda to include the election committee who are part of the program.
· Selection Committee for Officers
Ø Ginny inquired on how long the process is to get the selection done, Sue stated it is not a long process, discussion, approximately 3 weeks for call for nominations, will report to board on October 23 of results, followed by elections in November timeframe. She also posted a question to Sue if there are any written policies and procedures are available for sharing. Sue stated the only guidelines used in the past are the by-laws; possible source would have been from a former election committee member who is no longer with us. Sue will try to start a draft to document the steps and logistics for future reference.
3. Recording Secretary –Tim Shay:
Ø Tim presented the minutes of August 21, 2013 as embedded in the meeting agenda.
Ø Ken moved to accept the minutes, Ginny seconded, motion carried, minutes approved.
4. Treasurers Report – Ken Matthews:
Ø Ken presented the treasurer report for August 2013 he stated we have used about 65% of our budget to date (see Financial Report embedded in agenda). Total balance is $43,900.00. King County, WA State Ferries have paid the membership dues, so for collected approximately 87% of the dues and the budget is at 95%.
5. Membership Secretary’s Report – Cynthia Shaw:
Ø Cynthia presented two new members:
1. Shawna ?, Purchasing Agent – Pierce Transit
2. Spiro Mandel Purchasing Manager – Pierce Transit
Ø Sue moved to approve and Ken Seconded, Motion carried
6. Past President’s Report – Nelson Park:
Ø No report – Nelson absent
7. Committee Reports:
· Education and Research – Theresa Teschlog
Ø Theresa stated the 2014 Calendar will be provided at the October board meeting. However, currently the committee
1. Introduction to Public Procurement, March 5 -7 at Community Transit in Everett
2. CPBB Prep Class April 17 & 18 at Sound Transit.
3. Legal Aspects of Procurement in June at the Port of Tacoma.
· Public Relations – Sue Ownby
Ø Sue stated the website looks good, a fourth section has been added for regional activities, there is a link to other states events.
Ø Jessica shared she is looking at option for Facebook, also checking to see if we can have a closed Facebook, discussion, possible issues are that your personal Facebook could be accessed if not closed. Jessica will check with the State of Florida to see how their system is working and will also look into Insight, Ginny will send her the link to Insight, Jessica is targeting November 01, 2014 to have this up and running.
· Reverse Tradeshow
Ø Ginny discussed the chairmanship role, Cheral stated she discussed with Rick Natan and Josh Klika to take over the chairmanship role, both stated they would like to participate but not chair.
Ø Ginny stated this event is scheduled for June, 2014.
Ø Cheral stated Servando will be joining NIGP and will be a part of Gerhild’s committee; she also stated Servando may be a good resource for the reverse tradeshow. Discussion, Cheral stated Glen will be able to jump back in after the first of the year, more discussion
Ø Ginny stated she has a sponsor for the show and that is Virginia Mason Medical Center.
· Chapter of the Year
Ø Cheral stated there was a debrief with national. Cheral will send out the ?
· Newsletter
Ø Heidi stated she needs articles for the newsletter
· Policy
Ø Linda state it is now 10:58 and we need to set up a time to go over the bylaws, she also stated she added three new members, Steve Johnson, Rick Naten and Presley Palmer.
Ø Question regarding should be checking with National to see what we can change, Cheral will check with national.
Ø Cheral also stated we will move the Policy reports to the top of the agenda so that Linda can get the information discussed then.
Ø Linda asked about the meeting time, Tim will change the meeting time back to 11:00 am to 12:00 pm, expect to see a new revised meeting notice soon.
· Old Business
Ø There is no old business.
· New Business
Ø There is no new business
Meeting adjourned at 12:08 pm
Next Meeting scheduled for October 23, 2013 at 11:00 am
· Reverse Trade Show Committee – Ginny Justiniano (Glen McNeill - Absent)
o Ginny stated she has no new news to report at this time. She is still proposing a June 2014 date. Discussion; It was decided that Josh Klika and Rick Natan might be good resources; Dave will discuss with them
· Chapter of the Year – Dave Davis/Cheral Jones
o Cheral reminded we need to collect stories, photos and data for next year’s application and add them to the NIGP Insight document library section or the chapter website for a one-stop resource place.
· Newsletter – Heidi Bohl
o Heidi reported the newsletter went out a couple of weeks ago. She asked for any questions or concerns. Dave Davis commented that the newsletter looks great. Heidi then asked for those attending the Forum to please take pictures to put into the newsletter and that she is always looking for articles to add. She also asked to add the Committee listing to the newsletter; Ginny will provide the information to her.
· Philanthropy/Charitable Events – Craig Bush
o Trail Cleanup was the first Saturday in August, only Craig attended. no one else from NIGP. He realized when he arrived the Parks Department was actually hosting for motocross riding and did the majority.
o Northwest Harvest event is scheduled for October 26th from 9 am to 12 noon. It was asked for a Goal to reach with the number 10 tied to it for this event, like repackaging 10,000 pounds.
o Craig stated he has talked to King County regarding the backpack event which is supplies to fill backpacks. He has added a box for his area for donations of school supplies, with others able to set them up as needed.
o Craig asks for assistance in getting contact information for people in other counties to help with this event.
· Diversity – Gerhild Turner
o Gerhild was absent; Cheral stated she would like to see Servando Patlan on this committee since he is the person at DES who works with this. Cheral discussed with him and he agreed to join the committee.
· Policy Advisory Committee – Linda Hodgson
o Cheral officially appointed Linda Hodgson as the committee chair. Linda thanked all for her appointment.
o Linda stated she has reviewed the Articles of Corporation and the Bylaws. Linda will share her advice with the board on these items via e-mail. She will discuss at the next meeting.
o Linda stated she will need three members on her committee and will review the scholarship committee list for possible members.
4. Old Business
· None.
5. New Business
· No new Business
6. General Comments
· No General Comments
7. Next Meeting
· Next board meeting is scheduled for Wednesday, September 25, 2013 at 11am
8. Adjournment
· Meeting adjourned at 12:08 pm
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