Rocky Mountain Governmental Purchasing Association€¦ · I will start with collecting the Flikr...

Dedicated to Excellence in Public Purchasing

Rocky Mountain Governmental Purchasing Association

BOARD OF DIRECTORS MEETING

Wednesday October 26, 2016 1:00 – 4:00 P.M.

The Board of Directors meeting will be hosted by City of Thornton Infrastructure Maintenance Center, 12450 N. Washington Street, Room #130, Thornton, CO Snacks: Linda Meserve Beverages: Pat O’Neal

AGENDA 1) Call to Order 2) Welcome and Introductions 3) Approval of Minutes for Board of Directors’ Meeting for July 27, 2016 Meeting Minutes attached.

Pages Page 4

4) Treasurer’s Report

See Report Attached 0

5) Vice Presidents Report

See Report Attached Page 14

6) Past President Report


7) Committee Reports

a) Awards Distinguished service Award Nominations Secret Voting

b) Communications See Report Attached Page 16

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c) Chapter Enhancement

No Report Attached

d) Education/Professional Development See Report Attached Page 17

e) Elections

No Report Attached

f) Historian Curt is almost done with uploading the archived photos. Curt will be given two more sets at our upcoming Board Meeting. I checked the Flikr account and I want to thank everyone for their contributions at the

different events. Is the Flikr account working for everybody? Let me know where the issues are. Are members aware of the use of Flikr? Did we open this for the use of members, or are we keeping the Flikr usage for the

Board members only? I will start with collecting the Flikr photo albums and download for archiving purposes.

g) Legislative

No Report Attached

h) Membership See Report Attached Page 19

i) Newsletter

See Report Attached 0

j) Programs

No Report Attached Page 21

k) Marketing


l) Vendor Liason See Report Attached Page 24

8) Old Business

9) New Business

Community outreach task force Vice President policy/procedure update Page 25

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NIGP Update- Forms are Due January 31. Chapter Leadership Reporting Form – update NIGP with chapter officers and

include 4 leaders that NIGP will also communicate with through the monthlyLeaders in the Loop and invitations to Chapter Leader calls

Chapter Member Data Form – reports on chapter membership as of December 2016and chapters area assed a fee based on chapter only members

Chapter Seminar Agreement - has to be signed and turned to host an NIGP seminarin 2017

Communications will be going to a Spring Conference next year. Communicationsgoes every other year and next year will be the time for them to go again.

We will be registering this Year’s Vice President to go to the February 23-25 2017NIGP Symposium.

Succession Planning for the Executive Board. I am promoting discussion to havefuture Vice Presidents be voted in to the Secretary Position which will become theTreasurer then to Vice President and on to President and Past President. This is justto start the discussion to see what the Board thinks.

10) Round Table/Open Discussion

11) Adjournment

Next Meeting: Friday December 9, 2016 12:30-2:30 P.M. Location: Embassy Suites

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http://www.formstack.com/forms/?1324213-wmJhkXujcb

http://www.formstack.com/forms/?1118522-abgNqDyIOi

http://www.formstack.com/forms/?1300442-VH5kbASuKh

http://nsite.nigp.org/leadershipsymposium2017/home

UNOFFICIAL MINUTES OF THE

ROCKY MOUNTAIN GOVERNMENTAL PURCHASING ASSOCIATION (RMGPA) BOARD MEETING

July 27, 2016

Page 1 of 6

Call to order The RMGPA Board of Directors’ meeting was called to order by President, Skeet McCracken, on Wednesday, July 27, 2016, at 1:16 p.m. at the City of Thornton Infrastructure Maintenance Center, Thornton, Colorado. Board Members present: President: Skeet McCracken Vice President: Valerie Scott Secretary: Mary Smith Past President: Molly McLoughlin Awards: Curt DeCapite Chapter Enhancement: Roman Hernandez Communications: Molly McLoughlin Education/Pro D: Diana Cantu Historian: Vera Kennedy Membership: Pat O’Neal Newsletter: Kerry Sheahan Programs: Beth Hewes Vendor Liaison : Pete Toth Approval of Minutes Minutes for the January 27, 2016 RMGPA Executive and Board of Directors’ Meetings and April 27, 2016 Board of Directors’ Meeting were reviewed. President Skeet McCracken asked for a motion to accept the minutes. Pat O’Neal made a motion to accept the minutes. Diane Cantu seconded the motion. The motion passed and minutes for all meetings were adopted with changes to the January 27, 2016 Board minutes. Treasurer’s Report (Vivian Harvell): The following is the Treasurer’s Summary as of July 19, 2016:

a. Primary account: $12,268.15 b. Secondary account: $22,090.65 c. Money Market account: $6,303.73 d. See full Treasurer’s Report for details.

Skeet read the report for the group. Profit & Loss for 2016 is attached. We ended up with a net income of $-10,355.74. President Skeet McCracken asked for a motion to accept the Treasurer’s report. Valerie made a motion to accept the Treasurer’s report. Curt seconded the motion. The motion passed and the Treasurer’s report was adopted. Vice President’s report (Valerie Scott) See report attached. Valerie stated that she received feedback from members who have volunteered in the past. She advised that folks, who are organizing, check in with volunteers and keep the list of volunteers current and up to date. She also advised that information be passed along when transitioning Chairs. Valerie pointed out that the Blog in the packet provides tips on how to delegate better. Diana expressed her concern that people, who have volunteered to be on her committee, don’t respond when they are needed. She asked how other chairs deal with volunteers who end up not participating. Molly replied that she

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should remove them from the list when it’s time for recognition if they are not participating. Diana replied that she doesn’t like to drop them from the list because they are needed. She stated that she has reached out by e-mail but had no response. Pete suggested that she inquire as to what types of things they can commit to then she can hold them more accountable. Skeet stated that he has not seen a form and asked if there is an electronic one that asks for level of participation. If not, he suggested looking at creating something so that we can have one that individuals can complete. Pete replied that there is an online form to register. Molly stated that when she was new and had interest in being a volunteer, she wasn’t sure what to do. Then she received a call and participated because she wanted to. Some people may need the extra push. Diana stated that she was just asking for a simple approve or disapprove to the scholarship application but received no response. Skeet suggested trying a phone call to the volunteers. Diana said she would try that. Valerie suggested that Chairs keep volunteers names written down even if they just do a one-time thing so they can still be recognized. Past President’s report (Molly McLoughlin) See report attached. Molly stated that she e-mailed reward recipients to remind them to use their rewards by December 31st. Molly uploaded all the historical documents from 1991 forward to the website. She found that if the documents were 16-18 mb, sometimes it works and sometimes it doesn’t. Anything larger than 17mb will not upload. Pete asked if we can have a slide show at one of the conferences, showing photos from the historical documents. Molly replied that we could but we would have to separate them because some of the photos are embedded with other documents. Committee Reports

Awards (Chair - Curt DeCapite, Co-Chair – Mary Jablonski)

Curt advised that he would be sending e-mails for the Distinguished Service awards nominations at the beginning of August.

Curt will reach out to members for the volunteer of the year award nominations.

Communications (Chair – Molly McLoughlin, Co-Chair – David Musgrave) See report attached. Molly said thanks to Programs because Kim Taylor sent all presentations from the summer conference. Now everything is on the front page of the website. She will continue to upload after every conference.

Chapter Enhancement (Chair – Roman Hernandez, Co-Chair – Traci Burtnett)

See report attached. Roman stated that the save the dates have been mailed out. He is currently working with Embassy Suites. There are 45 tables. BidNet has been contacted and he is waiting for them to respond so we can promote through them. He went on to say that registration is now open. Beth advised that 2 vendors have signed up. Roman said he will send out another e-mail.

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Education/Professional Development (Chair - Diana Cantu, Co-Chair – Sherri Gibson)

See report attached. Diana said she sent out an e-mail for Managing End Users – Partnership with U.S. Communities on Thursday or Friday. People registered and it was booked within 20 minutes. Diana advised that she wants to have another Intro. to Public Procurement class because she has had a lot of people wanting that class. She is waiting for NIGP to confirm. Diana stated that she is concerned with the Making the Contract Fit the Purchase class because only 3 people have registered. She said she will reach out again. Diana stated that we have had excellent turnout at all classes hosted. We have had 4 courses: (3) 1-day courses and (1) 2-day course. Diana advised that three scholarships have been awarded, to date, totaling $2,044. She stated that they only have $1,045 in expenses. They budgeted $8,000 and are ahead by $202. Diana said she has scheduled several meetings with the committee and talked about the importance of having an NIGP forum Scholarship. She stated that it was an amazing opportunity to provide to members who have not been able to attend. Diana asked how much we are going to pay for travel. Are we just including airfare and will there be a limit? What does a reasonable travel expense mean? The committee wants to know. Molly responded that it will vary depending on location. She thinks we should pay for the whole thing and have it registered with the group for the best value and pay for economy seating. Diana can set up the timeframe and have them make hotel and airfare reservations before early bird registration for forum. Skeet stated that we’re probably looking at $218 for airfare, including bags, and about $62 for the super shuttle. Sometimes forum has a shuttle set up and sometimes you have to have your own. Molly said Kansas City was $40. Diana stated that she just wants to make sure of the amount to include all shuttle, luggage, registration, hotel and travel to and from. Skeet advised that we will need to note that RMGPA will cover luggage up to 50 lb. Diana added that we should require them to write an article that we can post to the newsletter in order to market scholarships. Molly suggested that we advertise the forum scholarship after forum this year to get applications in for next year. The early bird deadline is mid-April. Diana will have to notify everyone at fall conference and reiterate at winter conference and then she will accept applications at winter conference. Applications will have fill-in based on budget. She thinks we should be able to send (2) people. Skeet said we can send (2) if there’s enough in the budget. Diana advised that the only change to the RMGPA scholarship is that once an individual receives a scholarship and attends the class, they should write a paper describing their experience and how it helped or they should have to pay it back. Pete suggested that we can have a panel and have people talk about their experiences. Diana stated that she thinks that would be good for forum. Beth advised that some people might feel uncomfortable with public speaking but might be able to do an article. Diana stated that she could ask if they would be willing to speak at conference to discuss their experience.

Elections (Chair - Linda Meserve, Co-Chair - )

No report.

Historian (Chair - Vera Kennedy, Co-Chair - )

Vera suggested using Flikr for photos to be shared with Historian by members attending conference. Vera stated that she has set up an account with Flikr and showed the Board how it works. She did this since she can’t be at every conference. She figured since people take pictures on their phones, they can have Flikr on

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their phone and it can immediately be downloaded into Flikr. Molly stated that if we can commit to getting it from Flikr to Chapter Manager, that should be fine. Vera advised that they are protected and not public. She asked if it would be okay to send out to the membership. Molly replied that it should be fine unless someone was able to change the password. Curt asked if there would be a filter as to what can be uploaded. Vera replied that it was just a gathering place we want people to put the pictures in. Beth expressed her concern with everyone having the password and stated that we should have someone dedicated to take pictures and provide a temporary password. Molly agreed and advised that the password only be provided to the Board. Vera stated that she thinks it’s a better control. She couldn’t find another place to have easy access other than Flikr. If we just sign in with RMGPA’s login, we can upload. Pete asked if everything would be kept there and edited periodically. Vera replied that it would have to be edited and added to Chapter Manager. She said there is still no link from the back of Chapter Manager to the photo gallery on the frontend. Molly stated that she spoke with Mike and the first two categories have to be fixed and he will turn on the Chapter Manager photos. She advised not to drop pictures directly into the text box. Vera asked if the order of the pictures can be changed.

Legislative (Chair - Karen Picariello, Co-Chair – Linda Lewis)

See report attached.

Membership (Chair - Patricia O’Neal, Co-Chair – Toi Matthews)

See report attached. Pat advised that there have been a lot of changes. She is trying to encourage members to sign up for lifetime membership. She stated that Timothy B. Massangle submitted an application for Lifetime Membership. President Skeet McCracken asked for a motion to approve Tim’s application. Molly made a motion to approve Tim’s application for lifetime membership. Diana seconded the motion. Lifetime membership for Tim was approved. Pat advised that Barbara is no longer the co-chair. Toi Matthews is now the new co-chair. Skeet asked for pictures of the (3) new members for the newsletter. Vera suggested uploading them on Flikr. Pat advised that she will continue to do milestones at winter conference.

Newsletter (Chair – Kerry Sheahan, Co-Chair – Kelly Wooden)

See report attached. Deadlines for Newsletter are as follows: Fall – September 26th Winter – December 14th

Spring – March 31, 2017 Kerry stated that she is having problems getting sponsors. She asked if there is a way to have a

sponsorship package that includes RVTS and a newsletter spot. Roman agreed that we need more sponsors for the trade show. We get them 3 times out of the year. Molly stated that it will all come in as revenue. Roman asked how the sponsorship would work for RVTS. Skeet replied that it would probably need to be separate. Pete advised that there is a sponsorship packet on the frontend. Kerry stated that each one is separate and asked if we can do the website separate from the trade show. Molly replied that we can make a combined one. Pete asked if we can call it an ad. Molly replied that we could not because of

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the nonprofit status. She went on to say that we can call them marketing sponsorships; we just have to avoid calling them ads. She said we can do a paid sponsorship package and give a discount for an annual package that combines all 3. Pat suggested asking for an additional fee for the banner. Roman suggested providing a 30% discount for sponsoring all 3. Pete inquired if the Marketing Committee would take it on. Kerry said she will contact them. Pete stated that if the vendors realized they got recognition, they might be more inclined to sign up especially if they knew they were going to be in the newsletter. Kerry asked if we can offer to place them in the newsletter for a certain dollar amount when they are registering for the RVTS. Molly replied that if they sponsor in the newsletter, we should put their logo in. Roman suggested handing out a flyer promoting sponsorships. Pete reminded everyone that we had talked about opening up a 15, 20 or 30 minute presentation before the trade show to discuss sponsorships, etc. Kerry asked if anyone has committed so much in the past that we can give them a free placement in the newsletter. Molly stated that if they sign up through sponsorship, we would have historical information but we don’t. Pete suggested if we have the sponsorship pulled up as a PowerPoint and have a marketing booth set up, they could be made aware. Roman stated that anyone who purchased a sponsor can be put in the newsletter. Kerry stated that she looked at other chapters’ newsletters and only one other had it.

Programs (Chair – Beth Hewes, Co-Chair – Kim Taylor)

See report attached. Beth advised that the 2016 summer conference was an overall success. Monday, she will be updating the report card. It doesn’t show the overall conference experience was 100%. In looking at the comments, Victor Leimer’s were so low because of technology issues on Victor’s side. The 2nd presentation went very well and he received high remarks. Several people have asked to bring Kristy and Narita back or to expand software terms and conditions on Kristy’s. Beth is negotiating with a couple of places for next summer at Beaver Run. She is trying to get things struck out of the contract. They want to charge a resort fee and charge for cancellations. Beth stated that she is looking at Embassy Suites in Colorado Springs for the fall conference. She said she needs to give credit to Kim Taylor for organizing and getting all the speakers. Beth will not be there so Kim will be in charge. For fall conference, we will be combining the conference and RVTS registration. Winter conference will be at the Embassy Suites in Loveland. Beth stated that Molly has agreed to let us use her facilities for the spring conference. It will be on St. Patrick’s Day so we will take advantage of doing a green theme on that day. Molly advised that for breakout, we can use (2) rooms for breakout and the 3rd room for the tour next door.

Marketing (Chair – Fady Elsegeiny, Co-Chair – Chelsea Bunker) See report attached. Skeet read the report.

Vendor Liaison (Chair – Pete Toth) No report.

Old Business

None

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New Business

Tune in your True Colors The Conflict of interest Policy was updated. There was discussion on revising it for all Board Members to

sign on odd years. President Skeet McCracken asked for a motion to approve the Conflict of Interest Policy with revisions. Curt made a motion to approve the policy. Vera seconded the motion. The Conflict of Interest Policy was approved with revisions.

Valerie stated that she thinks each agency should have the opportunity to display the Chapter of the Year banner. Vera will take it and return it at fall conference.

Molly was recognized for her CPPO designation.

Adjournment A motion to adjourn was made at 3:24 p.m. by Valerie and seconded by Diana. Motion passed unanimously and the meeting was adjourned. Respectfully submitted, Mary Smith, CPPB, Sr. Buyer RMGPA Secretary

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Actual Budget over Budget

Income

Revenue 20,000.00 -20,000.00

Advertising 2,500.00 -2,500.00

Chapter Enhancement 350.08 18,000.00 -17,649.92

Interest Income 2.84 5.00 -2.16

Membership Dues 9,100.00 -9,100.00

2016 Dues 3,020.00 3,020.00

Total Membership Dues $ 3,020.00 $ 9,100.00 -$ 6,080.00

Pro-D Education Courses 3,719.50 3,095.00 624.50

Registrations 0.00

Fall 3,379.00 1,500.00 1,879.00

Spring 4,396.00 5,400.00 -1,004.00

Summer 8,336.00 8,000.00 336.00

Winter 12,000.00 -12,000.00

Total Registrations $ 16,111.00 $ 26,900.00 -$ 10,789.00

RVTS Income 18,544.00 28,000.00 -9,456.00

Total Revenue $ 41,747.42 $ 107,600.00 -$ 65,852.58

Total Income $ 41,747.42 $ 107,600.00 -$ 65,852.58

Expenses

Awards 247.90 1,000.00 -752.10

Chapter Enhancement 350.08 7,600.00 -7,249.92

Advertising 276.32 276.32

Reverse Vendor Trade Show Exp 0.00

Printing-RVTS 86.76 86.76

Total Reverse Vendor Trade Show Exp $ 86.76 $ 0.00 $ 86.76

Total Chapter Enhancement $ 713.16 $ 7,600.00 -$ 6,886.84

Communications Committee Exp 4,000.00 -4,000.00

Website Develop/Maint 2,989.00 2,989.00

Total


Budget vs. Actuals: 2016 Budget - FY16 P&L January - September, 2016

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Total Communications Committee Exp $ 2,989.00 $ 4,000.00 -$ 1,011.00

Elections Committee Exp 0.00

Elections 450.00 -450.00

Total Elections Committee Exp $ 0.00 $ 450.00 -$ 450.00

General Fund 7,450.00 -7,450.00

National Forum Expense 506.72 506.72

Pres & Vice Pres Air Fare 587.00 587.00

Pres & Vice Pres Hotel 2,097.18 2,097.18

Pres & Vice Pres Registration 1,707.75 1,707.75

Total National Forum Expense $ 4,898.65 $ 0.00 $ 4,898.65

VP Leadership Airfare 197.96 197.96

VP Leadership Registration 199.00 199.00

Total General Fund $ 5,295.61 $ 7,450.00 -$ 2,154.39

General-Operating 0.00 23,700.00 -23,700.00

Accounting Services 359.55 359.55

Credit Card Fees 1,442.79 1,442.79

Executive Board Meal 45.41 45.41

General Misc Supplies 187.74 187.74

Total General-Operating $ 2,035.49 $ 23,700.00 -$ 21,664.51

Marketing 305.21 1,000.00 -694.79

Membership 1,900.00 -1,900.00

Dues, NIGP 1,392.00 1,392.00

Total Membership $ 1,392.00 $ 1,900.00 -$ 508.00

Pro-D Class Expense -6,100.00 8,000.00 -14,100.00

Catering-Pro D 1,093.83 1,093.83

Mileage 85.80 85.80

postage-class 39.70 39.70

Scholarship Expense (From RVTS) 7,355.00 7,355.00

Total Pro-D Class Expense $ 2,474.33 $ 8,000.00 -$ 5,525.67

Programs 43,000.00 -43,000.00

Conference-Fall 0.00

Equipment Rental-Fall 34.99 34.99

Total Conference-Fall $ 34.99 $ 0.00 $ 34.99

Conference-Spring 0.00

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Catering-Spring 1,317.78 1,317.78

Hotel/Room Rental-Spring 950.00 950.00

Total Conference-Spring $ 2,267.78 $ 0.00 $ 2,267.78

Conference-Summer 0.00

Catering-Summer 5,665.13 5,665.13

Door Prizes-Summer 72.90 72.90

Equipment Rental-Summer 2,561.00 2,561.00

Hotel/Room Rental-Summer 1,071.00 1,071.00

Speaker-Fee-Summer 2,045.40 2,045.40

Total Conference-Summer $ 11,415.43 $ 0.00 $ 11,415.43

Conference-Winter 0.00

Prizes-Winter 14.23 14.23

Total Conference-Winter $ 14.23 $ 0.00 $ 14.23

Total Programs $ 13,732.43 $ 43,000.00 -$ 29,267.57

Rewards Program 2,000.00 -2,000.00

Treasurer Committee Exp 7,500.00 -7,500.00

Audit 6,690.00 6,690.00

Total Treasurer Committee Exp $ 6,690.00 $ 7,500.00 -$ 810.00

Unapplied Cash Bill Payment Expense 1,630.80 1,630.80

Total Expenses $ 37,505.93 $ 107,600.00 -$ 70,094.07

Net Operating Income $ 4,241.49 $ 0.00 $ 4,241.49

Net Income $ 4,241.49 $ 0.00 $ 4,241.49

Tuesday, Oct 04, 2016 12:45:52 PM PDT GMT-6 - Cash Basis

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Revision – 10/18/2011 Dedicated to Excellence in Public Purchasing

Rocky Mountain Governmental Purchasing Association _____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

Treasurer Report as of October 14, 2016

Cash

Primary Account $ 26,357.44

Secondary Account $ 23,030.90

Money Market $ 6,754.21

TOTAL $ 56,142.55 As of 10/14/16

Profit/Loss

2016 Revenue $ 43,128.17

2016 Expenses $ 38,003.89

NET INCOME $ 5,124.28 As of 10/14/16

Respectfully, Vivian Harvell Treasurer

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Vice President Board Report October 26, 2016

For discussion during “New Business”: Community outreach task force and volunteer policy/procedure updates.

1. I have booked the following dates for 2017 Board meetings. Please let me know if you have any concerns so I can address potential changes to this initial schedule no later than December 2, 2016. All meetings will be held at the Thornton Infrastructure Maintenance Center room 130:

• Q1 Board Meeting: January 25, 2017, 1:00 – 4:00 p.m. • Strategic Planning Session: February 15, 2017, 1:00 – 4:00 p.m. • Q2 Board Meeting: April 26, 2017, 1:00 – 4:00 p.m. • Q3 Board Meeting: July 26, 2017, 1:00 – 4:00 p.m. • Q4 Board Meeting: October 25, 2017, 1:00 – 4:00 p.m.

2. I have also initiated a request to our Legislative Committee to begin the process for the 2017 March

is Procurement Month proclamation from the Governor. Thanks, Karen and Linda!

3. Last year, several NIGP chapters added an additional declaration for a “Buyers Day” during Procurement Month. I have my own opinion but would like feedback from the Board in case it comes up again in 2017.

Respectfully Submitted, Valerie Scott RMGPA Vice President

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Past President Report October 12, 2016

Rewards Update: Eight awardees have used all or a portion of their reward totaling $1,052.00. Reminders were sent out to all awardees to redeem rewards ($948.00 left) before December 31, 2016. THANK YOU to all of you for being an integral part of this amazing RMGPA Chapter. The reason we are recipients of the 2016 Chapter of the Year win is because we have amazing membership and collaboration. WE are the BEST in the nation for the 2nd year in a row! I encourage all of you to continue the great work you are doing in your own agency and within this chapter. Lastly I would personally like to thank the Chapter of the Year Task Force committee for all of their hard work on the COY application: Tim Wellmann, Diana Cantu, Valerie Scott, Kerry Sheahan, and Skeet McCracken. Respectively submitted by:

Molly Molly McLoughlin, CPPO, CPPB RMGPA Past President

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Communication Committee Report October 12, 2016

Presentation materials from Fall Conference have been uploaded under the Chapter Presentation Archives for all members to access from the front end under Documents And Files Our 2016 Extra Large Chapter of the Year winning seal has been posted to our website as well as a link to the winning application for membership to review. The Banner for Scott Friedman has also been posted to the website through the end of December 2016.

New Feature on the Website: Member Connect Access. We currently have 116 out of 517 active members signed up for Member Connect. Chapter Manager 2017 Training Conference Registration is now open. ChapterManager presents this conference only ONCE EVERY TWO YEARS - if you're using ChapterManager, it's a must-attend event!

Conference registration is $390, and includes the reception, breakfast and lunch on Thursday, and breakfast on Friday, plus copies of all conference materials you can take home and share with your board.

Hotel accommodations are $169 per single or double room (plus applicable taxes); additional guests per room are $15 each per night.

Respectively submitted by:

Molly Molly McLoughlin, CPPO, CPPB RMGPA Communications Chair

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https://www.rmgpa.org/insidepages/filearchive

Dedicated to Excellence in Public Purchasing rev. 10/12/16


BOARD OF DIRECTORS MEETING

Wednesday, October 26, 2016

1:00 PM – 4:00 PM

Education/Professional Development Committee Report

1. 2016 Budget to date

PROFFESSIONAL DEVELOPMENT/EDUCATION BUDGET

Beginning Budget $ 8,000.00

Rebates 3,292.50

Scholarships $ 2,044.00

Other 85.80

Catering 1,402.10

ENDING BALANCE $ 7,846.40

8 courses hosted to date

Quantity

3 day course 4

2 day course 1

1 day course 3

2. Exam Dates for 2016/2017 CPPB/CPPO

FALL EXAMINATIONS SPRING EXAMINATION

Application Submission

Deadline July 18, 2016 January30, 2017

Application Submission

Late Deadline August 1, 2016 February 1, 2017

Exam Registration Deadline September 12 2016 March 27, 2017

Testing Dates October 17-29, 2016 May 1-13, 2017

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Dedicated to Excellence in Public Purchasing rev. 10/12/16

3. NIGP Webinars:

Nov. 2, 2016 The Future of Solar Energy Looks Very Bright

Nov. 9, 2016 Winning Ways with Interview and Resumes

Nov 16, 2016 Negotiating Software and Technology Agreements

4. Scholarships

During the winter conference we will be sharing where to find information and the application for

the Forum Scholarship.

5. 2017 Educational Calendar Survey

Keep en eye in your inbox for the upcoming 2017 Pro D Educational Survey. The survey

helps the committee to plan the educational calendar for the upcoming year. Your feedback is

vital to prepare another successful year of Pro D events! We encourage and look forward to your

feedback.

6. On behalf of the Pro D committee, I would like to thank the following agencies for hosting

classes:

City of Longmont

Jefferson County Courts

St. Vrain Valley Schools

University of Colorado System Office

Adams County

Respectfully Submitted,

Diana Cantu

Education/Professional Development Chair

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Revision – 10/18/2011 Dedicated to Excellence in Public Purchasing


MEMBERSHIP COMMITTEE October 26, 2016

Your RMGPA Membership Team has been very busy over the past months. We currently have 515 Active Members including 22 Lifetime Members. There has been a lot of activity with RMGPA members changing positions and agencies. I send out an email blast on Monday, October 17, 2016, detailing upcoming Membership activities that will take place at the Winter Conference. We will continue to do the Membership Milestones, celebrating longevity in membership. We have also reached out to RMGPA members to get names of deceased members for the past 2-3 years. We would like to celebrate their lives and memory as members of RMGPA. As our RMGPA members are retiring, the Membership Committee is reaching out to these members with advantages of becoming Life Time Members and continuing their connection to RMGPA. We will also be identifying members that have retired in 2016 and celebrating with them at the Winter Conference. Respectfully Submitted By:

Pat Patricia C. O’Neal RMGPA Membership Chairman

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Newsletter Committee Board Report October 26, 2016

1. The deadlines for Newsletter articles are as follows:

• Winter December 14

• Spring March 31, 2017

2. Newsletter Sponsorship

We are working with Pete Toth on bundling sponsorship opportunities.

3. Thank you to everyone who helped with this quarter’s newsletter: Chelsea Bunker Christine Weber Diana Cantu Fady Elsegeiny Kelly Wooden Kim Taylor Marcia Sieben Molly McLaughlin Ruth Allender Skeet McCracken Valerie Scott

Submitted By

Kerry Sheahan Newsletter Chair

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Revision A – 10/16/2008 Dedicated to Excellence in Public Purchasing


Programs Committee Board Report October 26, 2016

1. The Fall 2016 Conference was an overall success. Several of the members appreciated the panel of season procurement officials and new procurement officials. Also, Challon Winer received all positive remarks and many of the comments request him for future conferences.

Below is a summary of the survey evaluation:

Category Average Score Jeannie Readey Knowledge 1.63Jeannie Readey Interest 1.74Jeannie Readey Relevant 33% Procurement Panel Knowledge 2.04Procurement Panel Interest 2.04Procurement Panel Relevant 81% Challon Winer Knowledge 2.7Challon Winer Interest 2.67Challon Winer Relevant 96% Embassy Suites Meeting Room 2.22Embassy Suites Food 2.15 Overall Conference Location 2.22Overall Conference Relevant 2.04Overall Conference Experience 2.00

(1=Below Expectations, 2=Met Expectations, 3=Exceeded Expectations.)

I want to thank Kim Taylor, who put this entire conference together. She did an excellent job, and only needed a little guidance from me. Without her time and tenacity, this conference would not have been a success.

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Revision A – 10/16/2008 Dedicated to Excellence in Public Purchasing

2. Future Conferences: The following locations and dates have been confirmed.

Date Conference Location City December 8-9, 2016 Embassy Suites Loveland, CO March 17, 2017 Boulder Valley School District Boulder, CO

We are in negotiations with a hotel in Vail, CO for the Summer Conference and should be able to announce it by Winter Conference. Due to pricing, we would like to push back the Summer Conference by 1 week. This will save attendance $10/night on hotel cost. I would also like to push back the 2017 Fall Conference by 1 week so members who attend Forum are more likely to attend Fall Conference. 3. The Programs Committee is starting to work with a professional trainer and speaker on a new vetting process for speakers and also develop a Code of Conduct for Speakers. Submitted By Beth Hewes Programs Chair

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Dedicated to Excellence in Public Purchasing Rev 3/01/16


MARKETING COMMITTEE 2016 BOARD REPORT

Chair: Fady Elsegeiny & Chelsea Bunker • The handout that was passed out during the Fall conference was well received.

We have 23 Likes on our Facebook Page, 5 Facebook Group members and 99 Linkedin members. • Increasing presence and content on social media platforms is still the goal. The challenge is

finding relative content to share. There has been talk about combining sponsorship opportunities into packages. This is incredibly

challenging for the following reasons: 1) It is not clear who has been functioning in what capacity in regards to setting up

Sponsorships via our Website. 2) There is not enough data available to renegotiate what we are currently charging for Ad space. 3) Social Media still has a long way to go before it can be utilized to generate more Sponsors 4) Vendor relations seem to be decentralized/disconnected, which causes confusion as to who is

actually acquiring the Sponsorship.

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Board Report

October, 2016 RMGPA Vendor Liaison Report: Participated in a recent discussion with Chapter leadership members regarding a particular unsolicited corporate sponsorship inquiry and the prospect of the Vendor Liaison position initiating an effort to actively pursue the existing RMGPA Corporate Sponsorship Program with likely candidates. Agreed to follow-up in response to the initial corporate inquiry, and to explore the sponsorship potential, specifically, for the benefit of the 2016 Winter Conference event. Also agreed to develop a more proacitve approach and plan to try to solicit corporate sponsorship for the broader application of Chapter events scheduled for 2017. More information will be forthcoming in subsequent board meetings and reports. Respectfully submitted, Pete Toth Purchasing Manager City of Arvada

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Rocky Mountain Governmental Purchasing Association Form No. 1000 Page 1 of 9

POLICY / PROCEDURE No. 01

Vice President

Effective Date 12/2012 Revision Letter A

Final Approver Jill Yellico

1.0 Purpose

This policy/procedure details the work guidelines that are to be followed within the scope of the position of the RMGPA Vice President.

2.0 Scope

This document applies to the Executive Board position of Vice President.

3.0 Policy

This Policy/Procedure of the RMGPA Vice President shall ensure the following:

3.1 The Officers of the RMGPA Corporation shall be a President, one or more Vice Presidents, a Secretary, a Treasurer, the Immediate Past President, and such other Officers as may be appointed in accordance with the provisions of Section 3 of this Article 1 of the RMGPA Bylaws.

3.2 The Vice President, upon the completion of a minimum one-year term of office, shall become President upon the vacancy of that office.

3.3 The Vice President shall perform such duties as are given to the Vice President by the RMGPA Bylaws or assigned by the Board of Directors. The Vice President shall perform all the duties of the President and shall preside at the meetings of the Corporation in case of the disability or absence of the President and, when so acting, shall have all the powers of and be subject to all the restrictions upon the President.

3.4 The Board of Directors shall consist of the President, Vice President, the Secretary, the Treasurer, the current standing committee chairpersons, and the Immediate Past President.

3.5 The regular annual meeting of members of the Corporation shall be held in the month of December of each year at the principal office of the Corporation, or at such other place, either within or without the State of Colorado, as may be ordered by the President, Vice President, or the Board of Directors; provided, however, that the Board of Directors may postpone such meeting for a period of time not in excess of sixty (60) days upon appropriate resolution at any regular or special meeting of the board.

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Vice President Revision New

Rocky Mountain Governmental Purchasing Association FORM 1000 Page 2 of 9

3.6 Special meetings of the members may be called by the Board of Directors, the President, the Vice President, or not less than fifty percent (50%) of the members entitled to vote at the meeting. Calls for special meetings shall specify the time, place and object or objects thereof, and no other business than that specified in the call shall be considered in any such meeting.

4.0 Definitions

4.1 Appendix A – Volunteer Program and Certificates; Nametag Template. (Refer to Document LibraryContent – Documents and Files on the RMGPA Backend website for volunteer certificate templates.)

4.1.1 http://www.rmgpa.org/backend/documentlibraries/index.cfm

5.0 Responsibilities

5.1 The RMGPA Board shall ensure compliance to this policy/procedure document.

5.2 The Vice President shall perform such duties as are given to the Vice President by the RMGPA Bylaws or assigned by the Board of Directors.

5.3 The Vice President, upon the completion of a minimum one-year term of office, shall become President upon the vacancy of that office.

5.4 The Vice President shall perform all the duties of the President and shall preside at the meetings of the Corporation in case of the disability or absence of the President and, when so acting, shall have all the powers of and be subject to all the restrictions upon the President.

5.5 The Vice President shall coordinate the Volunteer Program ensuring that volunteers are identified and provided opportunities to serve the RMGPA.

5.6 The Vice President shall ensure that for all conferences, name tags and sign in sheets are created and ready for membership when they arrive to each conference meeting.

6.0 Procedures

6.1 The Vice President shall be responsible for attending all Executive and Regular board meetings.

6.1.1 The Vice President will be responsible to prepare and report on any agenda item as assigned by the President.

6.2 The Vice President shall be responsible for the RMGPA Volunteer Program.

6.2.2 All volunteers must be active (paid) or lifetime members. Commitment is for a minimum of one (1) year or until completion of a specific taskear.

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6.2.2.1 Points: Issued in accordance to UPPCC Section IVIII, Part B C LeadershipProfessional Contributions, Item 6. Each volunteer must be a dues-paying RMGPA member and must be assigned to a committee or Officer to receive re-certification points. A minimum of 2 hours of volunteer service are required to earn re-certification points.

6.2.2.2 Application for Points: Board members are responsible for submitting a list of all volunteers who dedicated at least 2 hours of time throughout the year to the Vice President by the end of January each year. The Membership Committee Chair shall forward the list of active members to the VP by the end of January, for the previous year because the rest of the chairpersons and officers do not have access to the Membership tab on the backend of Chapter Manager, where the roster can be downloaded to Excel. The VP will check against this list for meeting the membership requirement for the Volunteer Program.

6.2.2.3 Monitoring and Certificates: Committee Chairs and Board Members are required to report to the Vice President the assignment and the length of time a volunteer is used. Certificates shall be distributed once a year by the VP, or designee, at the Spring Conference. Each volunteer is responsible for submitting a copy of their certificate to UPPCC for certification or renewals.

6.2.3 Recruitment: Notices can be posted on the website, at conferences, in the newsletter, conference packets, during membership renewal and through the Vice President’s messages.

Website: Articles to recruit for various opportunities Business Meeting: Updates Conferences: Registration table for sign-ups Newsletter: Spotlight Volunteers Programs: Flyers inserted in conference packets twice a year

6.3 The Vice President shall be responsible for generating all conference name tags and sign in sheets.

6.3.1 The Vice President will arrive prior to the conference start time to ensure the sign in table is set up and name tags and sign in sheets are appropriately displayed for members when they arrive to the conference. Attendee name tags and registration sheets may be generated through the meeting/event module in Chapter Manager.

6.3.2 To the extent necessary and reasonable, the Vice President may also assist with name tags and registration sheets for both vendors and agencies at Chapter-sponsored vendor events. The Vice President will print punch cards for the Vendor Trade Show and assist in any other capacity as needed to carry out Chapter-sponsored vendor events.

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7.0 Document Approvals

7.1 Minimum required approvals for all Policy/Procedure documents are: Committee Chair, RMGPA Board, and President. To obtain these approvals, the following steps should be considered:

7.1.1 The Committee Chair sends the document to the RMGPA Vice President for initial review and formatting approval. Any recommendations will be returned to the author for consideration and/or correction.

7.1.2 The Committee Chair makes corrections, if any, and presents the document to the RMGPA Board for final review and approval.

7.1.3 If there are no additional corrections, the RMGPA Board Secretary assigns a document ID#, signs the document and obtains the approval of the RMGPA President. Upon final approval, the document is returned to the Committee Chair for processing the document into the Document Library within the specific committee section.

7.1.4 The Author (1) adds the first and last name of the RMGPA Board President in the header section on the first page, (2) adds the Effective Date (the date on which the Board President approved the document), (3) adds the revision letter on pages 1 and 2; and (4) adds the first and last name of the Board President and date approved in Section 7.0.

Role Position Name of Approver

Approval Signature

Date Approved

Author (OPTIONAL) Title of “Role” “Name” MM/DD/YYYY Committee Chair

Title of “Role” “Name” MM/DD/YYYY

RMGPA Board RMGPA Board Secretary “Name” MM/DD/YYYY

Final Approver RMGPA President “Name” MM/DD/YYYY

* Additional rows for approvals should be inserted prior to the Enterprise Document Check row.

8.0 Revision History

Effective Date

Rev Letter

Document Author

Description of Change

MM/DD/YYYY* A “Name” Initial Release.

* The date listed in the first line of the Revision History table, is the date the document received its final approval. Hereafter, the date becomes the revision date, displayed as the Effective Date on the first page header information.

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APPENDIX A Volunteer Program


VOLUNTEER PROGRAM

Commented [VS1]: Replace all with updated Volunteer Program document.

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January 2007

Revised December 2009

Purpose: To establish guidelines for implementing, organizing and managing an effective volunteer, mentoring, and recruiting program offering recertification points.

Responsibility: It shall be the responsibility of the Vice President (VP).

Funding: There is no funding or budget for this program.

Requirement: All volunteers must be active (paid) or lifetime members. Commitment is for a minimum of one (1) year.

o Points: Issued in accordance to UPPCC Section IV, Part B Leadership, Item 6. Each volunteer must be a dues-paying RMGPA member and must be assigned to a committee or Officer to receive re-

certification points. A minimum of 2 hours of volunteer service are required to earn re-certification points.

RMGPA

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o Application for Points: Board members are responsible for submitting a list of all volunteers who dedicated at least 2 hours of time throughout the year to the Vice President by the end of January

each year. The Membership Chair shall forward the list of active members to the VP by the end of January, for the previous year. The VP will check against this list for meeting the membership

requirement for the Volunteer Program. The list is on-going and will be updated each year. The list shall include member name, agency, phone, email, and area of interest (optional). Members will be notified yearly to confirm they will continue to serve as volunteers for another year. The Volunteer

Form is available in the RMGPA Document Library under the Executive Board – Vice President section.

o Monitoring and Certificates: Committee Chairs and Board Members are required to report to the Vice President the assignment and the length of time a volunteer is used. Time will be logged into

the master file initially. Certificates shall be distributed once a year by the VP, or designee, at the Spring Conference. Each volunteer is responsible for submitting a copy of their certificate to UPPCC

for certification or renewals.

Recruitment: Notices shall be posted on the website, at conferences, in the newsletter, conference packets, during membership renewal and through the Vice President’s messages.

Website: Articles to recruit for various opportunities

Business Meeting: Updates

Conferences: Registration table for sign-ups

Newsletter: Spotlight Volunteers

Programs: Flyers inserted in conference packets twice a year

Membership: A statement in January with the renewal dues

Vice President: Once a year email blast to recruit.

Primary Opportunities:

Committee Volunteers

Members should be willing to work on committees or projects as-needed. The work may be long term, short term or one-time only. Volunteers report to committee chairs or board members, which ever is

appropriate. Examples:





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Volunteer - Assist with sign-up during the conferences

Membership - Contact members with rejecting email addresses

RVTS - Hosts during the one-day event

NIGP – Volunteers for all aspects of the annual conference

Special “One-Time” Projects

This group of volunteers will assist on single event projects such as: Forum coordination, update Committee Guidelines Manual, research Non-Profit Organization issues, RMGPA anniversary events,

Assist an Agency in their search for a Purchasing Agent, creation of a new link to the website, etc.

Speakers

This list shall include volunteers that would like to present topics of interest at conference such as Contracting, Inventory, Construction, etc. or may assist in facilitating break-outs or round table

discussions. Approval is by the Programs Chair.

Reviewers/ Trainers

This list shall include volunteers that would like to conduct CPPB/ CPPO reviews.

Instructors

This list of members would assist NIGP with instructing various courses.

New Member Greeters














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This list shall include volunteers that would like to “Buddy” with new members and/or first-timers at conferences. Volunteers will work with the Membership Chair to identify

first- timers and new members. Volunteers will be expected to answer questions relating to RMGPA, introduce new member to other members and invite first timers or new members to lunch on their first

conference day.

Future Board Member Mentoring

The goal is to mentor/ orientate members that are considering future board positions or positions of leadership. Current or previous board members will lead this project.




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APPENDIX A TO THE VICE PRESIDENT POLICY/PROCEDURE

Formatted: Centered


VOLUNTEER PROGRAM

Formatted: Font: 10 pt

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Formatted: Centered

January 2007 Revised September 2014December 2011October 2016

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Formatted: Centered

Purpose: To establish guidelines for implementing, organizing and managing an effective volunteer, mentoring, and recruiting program offering recertification points.

Responsibility: It shall be the responsibility of the Vice President (VP).

Funding: There is no funding or budget for this program. Requirement: All volunteers must be active (paid) or lifetime members. Commitment is

for a minimum of one (1) year or until completion of a specific task.

o PointsHour: Issued in accordance to UPPCC Section IIIIV, Part CB Leadership, Item 6 Professional Contributions. Each volunteer must be a dues-paying RMGPA member and must be assigned to a committee or Officer to receive re-certification points. A minimum of 2 hours of volunteer service are required to earn re-certification points.

o Application for PointsHours: Board members are responsible for submitting a

list of all volunteers who dedicated at least 2 hours of time throughout the year to the Vice President by the end of January each year. The Membership Chair shall forward the list of active members to the VP by the end of January, for the previous year. The VP will check against this list for meeting the membership requirement for the Volunteer Program. The list is on-going and will be updated each year. The list shall include member name, agency, phone, email, and area of interest (optional). Members will be notified yearly to confirm they will continue to serve as volunteers for another year. The Volunteer Form is available in the RMGPA Document Library under the Executive Board – Vice President sectionSection.

o Monitoring and Certificates: Committee Chairs and Board Members are

required to report to the Vice President the assignment and the length of time a volunteer is used. Certificates shall be distributed once a year by the VP, or designee, at the Spring Conference. Each volunteer is responsible for submitting a copy of their certificate to UPPCC for certification or renewals. Certificates and hours are also posted to member profile.

Recruitment: Notices shall be posted on the website, at conferences, in the newsletter,

conference packets , during membership renewal and through the Vice President’s messages. Website: Articles to recruit for various opportunities Business Meeting: Updates

RMGPA

VOLUNTEER, MENTORING, AND RECRUITING PROGRAM

Formatted: Font: Not Bold, No underline

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Formatted: Centered

Conferences: Registration table for sign-ups Newsletter: Spotlight Volunteers Programs: Flyers inserted in conference packets twice a year

Primary Opportunities:

Committee Volunteers Members should be willing to work on committees or projects as-needed. The work may be long term, short term or one-time only. Volunteers report to committee chairs or board members, which everwhichever is appropriate. Examples: Volunteer - Assist with sign-up during the conferences Membership - Contact members with rejecting email addresses RVTS - Hosts during the one-day event NIGP – Volunteers for all aspects of the annual conference

Special “One-Time” Projects

This group of volunteers will assist on single event projects such as: Forum coordination, update Committee Guidelines Manual, research Non-Profit Organization issues, RMGPA anniversary events, Assist an Agency in their search for a Purchasing Agent, creation of a new link to the website, etc.

Speakers This list shall include volunteers that would like to present topics of interest at conference such as Contracting, Inventory, Construction, etc. or may assist in facilitating break-outs or round table discussions. Approval is by the Programs Chair.

Reviewers/ Trainers

This list shall include volunteers that would like to conduct CPPB/ CPPO reviews.

Instructors

This list of members would assist NIGP with instructing various courses.

New Member Greeters This list shall include volunteers that would like to “Buddy” with new members and/or first-timers at conferences. Volunteers will work with the Membership Chair to identify first- timers and new members. Volunteers will be expected to answer questions relating to RMGPA, introduce new member to other members and invite first timers or new members to lunch on their first conference day.

Future Board Member Mentoring

The goal is to mentor/ orientate members that are considering future board positions or positions of leadership. Current or previous board members will lead this project.

37


Formatted: Centered

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Rocky Mountain Governmental Purchasing Association€¦ · I will start with collecting the Flikr...

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