PRESENT:
Sherri Adams / / Jeremy Klassen / Scott Agnello / James Macintyre
David Allan / Bart Menage /
Debbie Bakker / Andrea Mindenhall /
Lori Friesen / / Jackie Osti /
Mike Gerrior / / Michelle Palmer /
Tina Iacoe / / Sharon Telfer /
Marie Kavanagh /
Guest: / Guest:
Regrets: Scott Agnello, David Allan, Debbie Bakker and James Macintyre
MEETING CALLED TO ORDER at 9:15 a.m.
ADDITIONS TO THIS AGENDA UNDER "NEW BUSINESS":
1. Solicitation for Director, Management, Ethics & Legislative Affairs
2. Board Meetings
3.Webinars/OGRA
4. CLA
MOTION: to adopt this agenda as presented/amended.
MOVED by: Michelle Palmer
SECONDED by: Marie Kavanagh
CARRIED
2. / BUSINESS ARISING: / ACTION: ALL BOARD MEMBERS
a. 2016 Meeting dates amended
b. Correspondence from OCDA re: Procurement Day
1 / MEETING MINUTES FOR THE OPBA GOVERNING BOARD MEETING:
January 15, 2016
______
3. / MEETING MINUTES AND CORRESPONDENCE / ACTION: SECRETARY
a.APPROVAL OF THE MINUTES OF THE DECEMBER 4, 2015 MEETING CORRECTION(S):
MOTION: to approve the minutes of the December 4, 2015 meeting as presented.
MOVED by: Marie Kavanagh
SECONDED by: Michelle Palmer
CARRIED
4. / TREASURER / ACTION: TREASURER
- Appointment of audit firm for 2015 financial review
DISCUSSION:2014 financial review costs were $2,500
MOTION: to approve the appointment of Finucci Porter HETU in the approximate amount of $2,600 for the 2015 financial review
MOVED by: Tina Iacoe
SECONDED by: Sharon Telfer
CARRIED
DISCUSSION:
b. Invoice required from Loyalist College for the John Bott award
DISCUSSION: Mike will follow up with Carol on the invoice and send to Tina.
c. Cisco Invoice
DISCUSSION: CISCO invoice received in US Funds and includes invoicing for users to participate as well as a charge for Jeremy to host. Sharon will check the Agreement to ensure charges are correct and review the previous invoice for subscription and the current invoice to ensure charges are accurate.Can’t pay by EFT because invoice is in US dollars and the US account doesn’t permit EFT’s.
5. / PROFESSIONAL RELATIONS: / ACTION:PROFESSIONAL RELATIONS DIRECTOR
a.Joint OASBO/OPBA Board Meeting
DISCUSSION:Email received from Dawn Lamontagne from Greater Essex County District School Board proposing the location to be Peel District School Board on Hurontario Street (Hwy 10 & Matheson). Meeting scheduled for April 1st. David will be participating in conference call to solidify the details.
6. / NIGP EDUCATION: / ACTION: DIRECTOR OF NIGP EDUCATION
a.Recent and Upcoming Events
b.Train the Trainer Course
DISCUSSION: Train the Trainer course for October has been taken off as the date presents a conflict for NIGP. Board has to decide if they want to hold a full NIGP Train the Trainer course [for NIGP Instructor purposes] or a general course [for personal purposes]. The course content is different.
Newmarket was the original location chosen for the course. Andrea to investigate change of venue to hotel near the airport to encourage registration from NIGP members as well as OPBA members. Also investigate a date of first week in November with Linda Allair as mentor. Faye Jackson to discuss the application for the course with Carol Hodesto further understand OPBA’s commitment and also to determine if NIGP is agreeable to OPBA subsidizing course fees for possible OPBA instructors. Faye to get back to Andrea.
CARRIED
7. / PRINCIPLES PROGRAM:
No update at this time / ACTION: DIRECTOR OF PRINCIPLES PROGRAM
a.Report on Recent and Upcoming Events - Deferred
DISCUSSION: Debbie was unable to attend the meeting.
b.In-house training requests - Deferred
8. / TECHNOLOGY: / ACTION: DIRECTOR OF TECHNOLOGY
a.Bart has sent the 2016 President’s Message to Lori for the website
b.Communication for Technology
DISCUSSION: Technology Mentee position has dropped off. Carl is still the NIGP Ambassador. Lori is going to put Carl’s info into the website for the NIGP Ambassador role.
c.Purchasing Month - March
DISCUSSION:Lori proposed to the Board that the Board conduct a contest for Purchasing Month in March. Contest would require members to submit recent specs (within 2 years) via email. Members sending in a minimum of 5 specs would be entered into a draw to win their conference registration for 2016. Lori to send members the profile for the contest. Posting of the contest to be on Facebook, website and via email notification.
MOTION: to conduct a contest in March for Purchasing Month and award the contest winner with a conference registration for the 2016 Conference in Kingston
MOVED by: Lori Friesen
SECONDED by: Michelle Palmer
CARRIED
9. / COMMUNICATIONS: / ACTION: DIRECTOR OF COMMUNICATIONS
a.Caveat Update
DISCUSSION:Michelle to vet new article/update to the strategic plan with Bart prior to presenting it to Scott.
b.Editorial Board Appointments for 2016
DISCUSSION: The 2016 Editorial Board members are: Scott Agnello, Region of Waterloo (chair), Gar Darroch, City of Burlington, Tony DiDomenico, Mohawk College, Melissa Mordue, City of Burlington, Katie Paribok, Town ofNewmarket, Garth Steibel, Region of York and Kathy Wyatt, Town of Oakville.
MOTION: to accept the 2016 Editorial Board member appointments
MOVED by:Andrea Mindenhall
SECONDED by: Sharon Telfer
CARRIED
10. / CONFERENCE: / ACTION: CONFERENCE DIRECTOR
a.Update: Planning is underway. Rough schedule of program is complete. Theme is “When Foundations are Solid” (ie. Insurance, bonds etc). Details will be more solidified end of January.
There was a conference all to discuss the Vendor Trade Show and a subcommittee was formed. Members are: Mike Gerrior, Sherri Adams, Jackie Osti, Christine McParland, Carl Bonitto, Michelle Rasiulis and Marie Kavanagh. First meeting of the subcommittee to take place January 18th.
DISCUSSION: Bart will be joining the subcommittee meetings.
11. / NEW BUSINESS: / ACTION:
a.Solicitation for Director, Management, Ethics, Legislative Affairs
DISCUSSION:Tony Cetra from Region of Peel has applied. Tony will look after the Managers Meetings. Webex is to be utilized for Manager and Buyer meetings. Sharon will develop a document for process for Webex to be posted to the website for participant’s information. 1stManagers’s meeting is February 1.
b.OPBA Board Meetings
DISCUSSION:To ensure participation at Board meetings consideration of Webex for a percentage of the meetings. Remainder of meetings to be in person attendance.
June 24, September 29 and December 2nd to be in person meetings.
Remainder of meetings to be Webex. First Webex meeting April 1st.
Sharon will create quick tips for joining and distribute to members and post to website for interested participants.
Going to look at Strat Plan items at every meeting to ensure on track.
c.Webinars and OGRA
DISCUSSION:Mike has been asked to conduct 2 webinars. First one is eBidding and the second one is Improving Procurement Practices in the Public Sector.
eBidding– to be held January 29th. Opportunity for all members of all associations to see how ebidding works. eSolutions, Zanex, Surety Associations and Mobile Bonds are the interested parties for this webinar.
Improving Procurement Practices in Public Sector – to be held on February 4th for Procurement Digest.
Mike to send links for the webinars to Lori for posting to the OPBA website for member interest. Interested participants need to sign up with the hosting association.
OGRA is offering online training and webinars for public sector procurement – Information can be found at using the following web site link
SCMA is offering a Webinar on February 12th 12:30 – 2:00 p.m. Purchasing Power Training – Information will be sent out to all members via an FYI and it will also be posted on the website.
d.CLA
DISCUSSION:BLG Group facilitated a debrief session in December which was represented by lawyers from agencies such as Toronto, Peel, AMO, York and Mississauga. BLG has taken the CLA and identified 26 targeted areas of focus. Bart advises that he did submit a written submission on behalf of OPBA, however, OPBA may be taking more of a back bench to these discussions as he feels he’s not in a position to represent members as individual agencies may have different perspectives and opinions. Representation by larger agencies such as Toronto may be in a more appropriate position to provide a position. OPBA will continue to be at the meetings and provide representation of its members, however feedback from members has been minimal. The next submission to BLG Group is expected by later this month and will be communicated to the membership via an FYI email blast to all members on January 26th.
12. / NEXT MEETING & ADJOURNMENT: / ACTION: PRESIDENT
Next meeting: April 1st (also Joint Meeting with OASBO)
Adjournment time: 1:31 p.m.
MOTION: to adjourn
MOVED by:Michelle Palmer
SECONDED by: Sharon Telfer
CARRIED