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Rocky Mountain Governmental Purchasing Association

FALL CONFERENCE

GENERAL MEMBERSHIP BUSINESS MEETING FRIDAY, SEPTEMBER 19, 2014

11:00 AM – 11:30 AM

AGENDA

1) Call to Order

2) Introduction of Executive Board Members

Past President – Kathryn Rowe, CPPB

Vice President – Molly McLaughlin, CPPB

Treasurer – Vivian Harvell

Secretary – Linda Kammerer, CPPB

President – Kristen Spicola, CPPB

3) Approval of Minutes, Summer Conference, Thursday, June 12, 2014, General Membership Business Meeting

4) Treasurer’s Report (see Written Report)

5) Vice-President’s Report (see Written Report)

6) Committee Reports: a) Awards

Chair: Danielle Hinz, CPPO, C.P.M. Co-Chair: Mary Jablonski, CPPB

Congratulations NIGP Buyer of the Year Nominee, Diana Wilson, CPPB, City of Longmont

b) Communications Chair: Tim Wellmann, CPPB Co-Chair:

c) Chapter Enhancement (see Written Report) Chair: Mary Kirschmer, CPPB Co-Chair: Traci Burtnett, CPPO, CPPB

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d) Education/Professional Development (see Written Report)

Chair: Karen Herman, CPPB Co-Chair: Sherri Gibson, CPPB

e) Elections (see Written Report) Chair: Linda Meserve, CPPB Co-Chair:

f) Historian Chair: Vera Kennedy Co-Chair: Carol Wills

g) Legislative Chair: Cindy Lombardi, CPPB Co-Chair: Karen Picariello, CPPB

h) Marketing Chair: Farrah Bustamante, CPPB Co-Chair: Shannon Sprague, CPPB

NEW! Marketing Materials

i) Membership Chair: Patricia O’Neal Co-Chair: Barbara Hauptli, CPPB

j) Newsletter – Upcoming newsletter deadlines are 9/29 and 12/22

Chair: Marcia Sieben, CPPO, CPPB Co-Chair: Kelly Wooden, CPPB

k) Programs (see Written Report) Chair: Skeet McCracken, CPPO, CPPB Co-Chair: Cheryl Dye

l) Business Advisory Community (see Written Report)

Chair: Pete Toth Co-Chair:

7) Old Business

Chapter of the Year Task Force

8) New Business

NEW! NIGP Chapter Awards

Forum Recap & NIGP Award for Chapter with Highest Percentage of NIGP Members!

9) Adjournment Motion – 2nd -

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Call to order:

President Kristen Spicola called the RMGPA General Membership Business Meeting to Order on Thursday June 12, 2014 at 11:29 am MDT at the Beaver Run Resort, Breckenridge, Colorado. President Kristen Spicola introduced the RMGPA Executive Board Members: Past President – Kathryn Rowe Vice President – Molly McLoughlin Treasurer – Vivian Harvell Secretary – Linda Kammerer- absent

Approval of Minutes (President – Kristen Spicola)

President Kristen Spicola noted that the General Membership Business Meeting Minutes from the March 21, 2014 Spring Conference at the Professional Learning and Conference Center, Aurora, Colorado is in the RMGPA Summer Conference packet for review. President Kristen Spicola asked for a Motion to accept the Minutes as presented. Diana Wilson, City of Longmont, made a Motion to accept the Minutes for the RMGPA General Membership Spring Business Meeting 2014. Skeet McCracken, Poudre School District, seconded the Motion. Membership voted. Motion passed and approved to accept the Minutes for the RMGPA General Membership Spring Meeting 2014. The Minutes are adopted. Past President’s Report (Past President – Kathryn Rowe)

See written report in conference packet. Kathryn encouraged all members to take advantage of rewards. Many rewards went unused last year, so please use the rewards you have been given this year. Treasurer’s Report (Treasurer - Vivian Harvell)

See report in conference packet. Vivian Harvell reported that the RMGPA Treasurer’s Report in the conference packet from January 1, 2014 to May 31, 2014. Cash

Primary Account $33,453.12 Secondary Account $22,126.95 Money Market $ 2,550.85 TOTAL $58,130.92 as of 5/31/14 Profit/Loss

2014 Revenue $38,664.35 2014 Expenses $28,058.35 NET INCOME $10,606.000 as of 5/31/14 Also included in the packet is the full Audit recently conducted by Sample & Bailey. They did have some additional recommendations for RMGPA of which we have already made changes to the procedures to accommodate. The changes include adding additional sign-offs, additional users to QuickBooks and Stripe Systems, as well as, making sure more than one person is reconciling monthly. Thank you to Vivian and all the Board members who helped in the Audit process. President Kristen Spicola asked for a Motion to accept the Treasurer’s Report as presented. Dirk Banks, Northern Colorado Water Conservancy District, made a Motion to accept the Treasurer’s Report. Curt DeCapite, City of Colorado Springs, seconded the Motion. Membership voted. Motion passed and approved to accept the Treasurer’s Report. The Treasurer’s Report is adopted.

UNOFFICIAL

MINUTES OF THE ROCKY MOUNTAIN GOVERNMENTAL PURCHASING ASSOCIATION (RMGPA)

SUMMER CONFERENCE GENERAL MEMBERSHIP BUSINESS MEETING

BEAVER RUN RESORT BRECKENRIDGE, COLORADO

THURSDAY, JUNE 12, 2014

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COMMITTEE REPORTS:

President Kristen noted that Committee Reports are submitted to the Board in advance for the Conference Packet, with written detail provided by the Committees. Awards (Chair – Daniel Hinz, Co-Chair - Mary Jablonski)

See committee report in conference packet. Danielle congratulated both Curt DeCapite, Manager of the Year, and Diana Wilson, Buyer of the Year. Congratulations to both! Both honorees have been submitted to NIGP for consideration of their awards of the same name. Communications (Chair – Jim Walker, Co-Chair – Tim Wellmann)

No Report If you check the website, there have been new updates. Chapter Enhancement (Chair – Mary Kirschmer, Co-Chair – Traci Burtnett)

Mary Kirschmer gave a brief overview of the Reverse Vendor Trade Show held May 29th

at the Police Protective Association in Denver, Colorado. Thank you to everyone who made it a great success! We had 76 vendors, 105 attendees and 27 agencies participate this year. For those participants who signed before the deadline, the free Fall Conference Registration is noted on the certificate of participation. Please use the number noted on the certificate to register for the Fall Conference. Please plan on doing the traditional vendor trade show (one-on-one) in December. Education/Professional Development (Chair – Karen Herman, Co-Chair – Sherri Gibson)

See committee report in conference packet. President Kristen Spicola noted the report includes a list of upcoming courses that are also updated on the website, as well as, the CPPO and CPPB exam. Pro-D is a very fun committee and we will be looking for a new chair for this committee. If anyone is interested in getting involved please see Kristen for a summary of the hours it takes and what is involved. Elections (Chair – Linda Meserve)

No Report President Kristen Spicola noted that elections will be held in November. When you receive the email to vote in November, everyone is encouraged to vote. As noted in the Strategic Plan, only 21% of members voted last year. We want to make sure your opinion is counted and let you know that your vote does matter. Historian (Chair – Vera Kennedy, Co-Chair – Carol Willis)

No Report President Kristen Spicola noted that Vera will be going around the conference taking pictures, so please smile. Legislative (Chair – Cindy Lombardi, Co-Chair – Karen Picariello)

No Report Marketing (Chair – Farrah Bustamante, Co-Chair – Shannon Sprague)

No Report President Kristen Spicola noted that at the Fall Conference the Marketing Committee will have some new brochures and marketing materials that they will be presenting to membership. Membership (Chair – Patricia O’Neal, Co-Chair –Barbara Hauptli)

See committee report in conference packet. Pat O’Neal noted that a couple of weeks ago she sent out a membership survey. Membership is trying to capture information on your profile to update them and recognize and celebrate membership at the Winter Conference. Specifically we want to recognize years of service. The survey membership sent out did not capture emails or names, so we have printed forms for you to provide that information and will be sending another survey out in the coming weeks. Membership would like to recognize any first time members here at the conference. New members/first time attendees included: Chandra Hardwick(Jefferson County), Sally Helms(City of Longmont), Brandy Lombardi(University of Colorado), and Matt Kindle(Larimer County).

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Newsletter (Chair - Marcia Sieben, Co-Chair – Kelly Wooden)

No Report. Articles, news, stories and announcements are always welcome. If you have anything for the RMGPA Newsletter, please share with Marcia Sieben, or Kelly Wooden. President Kristen Spicola noted that the deadline for the next newsletter is June 23

rd and then will be coming out the beginning

of July. If you have any new ideas or news from your agency, the newsletter is the perfect platform for that information. Submit your article, photos or anything you would like to highlight from your agency. Programs (Chair – Skeet McCracken, Co-Chair – Cheryl Dye)

See committee report in conference packet. Skeet McCracken encouraged all members to stay for the speaker John Borbi tomorrow. He is worth staying and listening to and it is a similar scenario to “Wolf of Wall Street”. Thank you for coming, we do appreciate it. President Kristen Spicola noted that we will have great door prizes to wrap up the conference and you must be present to win. Let’s give Skeet and the Programs committee a round of applause, they have done a great job! Business Advisory Community (Chair - Pete Toth, Co-Chair – Terri Kindsfather)

Terri Kindsfather, Co-Chair of the BAC provided the following report: On behalf of the Committee for the Business Advisory Community and its volunteer members:

Heidi Casteel, Adams County Kathy Capron, City of Lakewood Pete Toth, City of Arvada And , Terri Kindsfather, City of Lakewood

Update: the committee has worked with the Programs Committee to secure a slot on the agenda for the 2014 RMGPA Winter Conference, and will soon begin the effort to develop a program topic, along with some vendor representative participants. Additionally, the committee participated in the recent Reverse Vendor Trade Show conducted in Denver. A total of 13 new vendor representative contacts expressed interest in participation in the BAC initiative and signed up. Ail new interest was from the first trade show session. If anyone has interest in the BAC, please contact Pete Toth (info on the RMGPA web page). President Kristen Spicola noted that the partnership with the business community is growing and is important. If you had an opportunity to listen to Keith Ashby speak at the Spring Conference, you know that NIGP is bringing on business representation to the NIGP Board. Old Business:

President Kristen Spicola noted that at that Spring Conference we had asked all members attending forum sign up for a group discount, we were able to achieve that discount and signed up 16 members. New Business:

President Kristen Spicola updated membership on the Chapter of the Year application. This award is organized by NIGP and then recognized at Forum each year. RMGPA is considered an Extra Large Chapter and the application has changed. We have formed a Chapter of the Year Task force that includes Tim Wellmann and Danielle Hinz. They are designing a matrix so that we can put together the best application possible to submit for next year. We want to be sure to highlight all the great things we do here at RMGPA and in your agencies throughout the year. The last time we received the award was 2009. We want to bring it back to Colorado and RMGPA. The website is changing so members were encouraged to keep checking the specification library and website for resources to help you in your agencies. A list of individuals attending Forum this year was emailed, so keep in touch. Maybe we can get together in Philadelphia, answer questions about sessions or contact each other if needed. If you are going to Forum and didn’t get the list, please contact Kristen and it will be sent again.

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Announcements:

Skeet noted that when Reggie Rivers was leaving he asked that we send photos we took of him to his email address so he can post them. Skeet will send out the email. Send only the good photos you want on the web. Adjournment

A motion to adjourn was made by Mary Kirschmer and seconded by Terri Kindsfather. The Motion passed unanimously and the meeting was adjourned at 11:52 am MDT. Respectfully submitted, By Molly McLoughlin, CPPB, RMGPA Vice President on behalf of Linda Kammerer, CPPB RMGPA Secretary

VN620138

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

Rocky Mountain Governmental Purchasing Association _____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

Treasurer Report as of September 4, 2014

Cash

Primary Account $14,895.12 Secondary Account $22,127.45 Money Market $ 3001.19 TOTAL $40,023.76 as of 9/4/14

Profit/Loss

2014 Revenue $43,331.85 2014 Expenses $48,496.77 NET INCOME $-5164.92 as of 9/4/14

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Rocky Mountain Governmental Purchasing Association

VICE PRESIDENT REPORT

New Volunteer Certificates Points/hours now show up in your RMGPA Profile New for 2013 Volunteers and moving forward

Member Recognition- Working on these and hope to have them up for the unveiling on the 19th! Past President's Link Buyer of the Year Link Manager of the Year Link Distinguished Service Link RMGPA Awards Link Agency Awards Link Rewards Link

Dedicated to Excellence in Public Purchasing

Rocky Mountain Governmental Purchasing Association

2014 FALL CONFERENCE RMGPA

Chapter Enhancements Committee Report

Committee Members

Mary Kirschmer, Chair Traci Burtnett, Committee Member Bill Oliver, Committee Member

1. Winter Vendor Exhibit Trade Show The Chapter Enhancements Committee will be hosting the Vendor Exhibit Showcase again at the Winter Conference in Colorado Springs and will also be doing the 1-on-1 Exchange Event. For those members who are new and not familiar with the 1-on-1 exchange, it is a 5-minute introductory session with (10) individuals from different agencies and (10) individuals from the vendor community. The format is similar to speed dating where one member and one vendor will meet for 5 minutes. Once the time is up, members will stay seated and vendors will move over one space to meet with the next agency. Currently, the following agencies have agreed to participate: Boulder Valley Schools City of Longmont Colorado State University Denver Public Schools Poudre School District St. Vrain Valley Schools We need (4) more agencies to participate. Please let me know ASAP if you are interested or have any questions. We also request your assistance in informing your vendor community of this event.

Respectfully submitted by: Mary Kirschmer, CPPB Chapter Enhancements Chair Questions, comments or concerns can be emailed to info@rmgpa.org or contact: Mary Kirschmer, RMGPA Chapter Enhancements Chair at 303-326-1988, ext. 28234 or Makirschmer@aps.k12.co.us

Rev. 9/5/14 Dedicated to Excellence in Public Purchasing

Rocky Mountain Governmental Purchasing Association

BOARD OF DIRECTORS MEETING

FALL CONFERENCE Friday, September 19, 2014, 11:00 a.m.

Education/Professional Development Committee Report

Chair: Karen Herman, City of Durango Co-Chair: Sherri Gibson, Department of Revenue 1. 2014 ProD Opportunities

The following courses are open for registration:

Click on the course name for more information and a direct link to registration options.

When Bad Things Happen to Bids: Strategies for Ensuring a Successful Public

Construction Project

Date and time: October 17, 2014, 8AM - 5PM

Seminar Location: Academy District 20, 1110 Chapel Hills Dr, Spruce 2, Colorado Springs 80920

Presented by: Mike Purdy

Contact hours: 8

1-day Course only $285 for NIGP members! Register early for a $25 discount! Only two individuals are registered to date. Please pass the word on this great course!

Adding Value to the Procurement Process Date and time: December 10, 2014, 8AM - 5PM

Seminar Location: Cheyenne Mountain Resort – in conjunction with RMGPA Winter Conference

Presented by: Darin L Matthews, FNIGP, CPPO, C.P.M.

Contact hours: 8

1-day Course only $285 for NIGP members! Register early for a $25 discount!

2. 2014 CPPB and CPPO Exam Dates

Exam Dates Apply by: Apply w/ late

fee by: Register for exam by:

Oct 20 – Nov 1 Jul 14 Jul 28 Sept 8

Rev. 9/5/14 Dedicated to Excellence in Public Purchasing

3. New Member Discount and Scholarships I believe we should consider a marketing push for both New Member Discounts and Scholarships in late 2014/early 2015. I am still talking to a number of individuals who don’t know about these great programs. 4. New ProD Chair Diana Cantu continues to train as the new ProD Chair. She’s doing a great job and will be taking over more responsibilities as we get closer to the end of the year. Diana will assist with the annual ProD Survey this fall and will ‘get her feet wet’ selecting the courses to hold in 2015. Respectfully Submitted, Karen A Herman Education/Professional Development Chair

Dedicated to Excellence in Public Purchasing

Rocky Mountain Governmental Purchasing Association

NOMINATIONS FOR 2015 OFFICERS

Nominations will be accepted by mail or FAX UNTIL FRIDAY, OCTOBER 3, 2014. Submit your nominations (preferably using this form) to Linda Meserve as follows:

Linda Meserve, CPPB

Colorado State University Procurement Services

6010 Campus Delivery Fort Collins, CO 80523-6010

PH: (970) 491-6611

FAX: (970) 491-5523 EMAIL: Linda.Meserve@ColoState.EDU

BY-LAWS ARTICLE I –OFFICERS-SECTION 2 -ELECTION AND TERM The Vice President, upon the completion of a minimum one-year term of office, shall become President upon the vacancy of that office, and the President, upon completion of his term, shall serve as Immediate Past President. The Treasurer shall be elected to a term of two years. All other Officers of this Corporation shall be elected annually. Election shall be by ballot, and a simple plurality of the votes cast shall be necessary to elect. Each Officer, except such Officers as may be appointed in accordance with the provisions of Section 3 of this Article, shall hold office until such Officer’s successor shall have been duly elected and qualified, or until such Officer’s death, resignation, or removal in the manner hereinafter provided. ARTICLE III-MEMBERSHIP, SECTION 6-VOTING The Election Chair, appointed by the Board of Directors, will recommend a slate of officers for membership vote. The slate of candidates will be announced by electronically to the membership. A simple plurality vote of the members voting will be required for a candidate to win election. Ballots will be distributed electronically to each voting member for a vote. The ballots will be tabulated and officers announced at the fourth quarter meeting.

2005 By-Law Change promotes 2010 Vice-President to 2011 President. 2007 By-Law Change has the Treasurer serve a two year term.

Nomination for Vice-President:

Nomination for Treasurer:

Nomination for Secretary:

Please PRINT, including person’s name and AGENCY name.

Nominator’s name: __________________________________________ Phone: _____________________________

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

Rocky Mountain Governmental Purchasing Association

Fall Conference

Programs Report

1. It looks to be a great conference in our neighboring state of Wyoming. We have Mike

Taylor, CPM speaking on plug and play negotiations which will cover topics like: Win without fighting, the right frame of mind, Personnel planning & commitment. Skeet McCracken CPPO, CPPB will present the CPPO, CPPB study group session breakout. Troy Tafoya, President of Professional Document Solutions will be speaking about the changing technology, and how the changes will affect us. Kent Noble with “Standing Tall” will present the 11th Principle that it’s based on Jim Owen’s bestselling Cowboy Ethics. We will also welcome our RMGPA President, Kristen Spicola, and Shannon Sprague from the Auraria Higher Education Center will be discussing how to set up the linked-In account. I would like to thank Cori Schrinar, and Diane Archerd from Wyoming Department of Transportation along with all of the folks from Programs, and Danielle Hinz from Awards for their help in putting together the 2014 Fall Conference.

2. RMGPA is moving down to Colorado Springs for the Winter Conference this year! We will be staying at the Cheyenne Mountain Resort and Country Club. There is a full schedule planned for this event, including Tammy Rimes in “How to be a star!” Damon Carson will be speaking to us about “Repurposing”. Michael Asner will bring “Humor to Procurement”, and Larry Johnson will be talking about Building a corporate culture that values straight talk and rewards integrity. Don’t forget the Chapter Enhancement Event! Mary Kirschmer has put together another great event with the vendor trade show which starts at 3:00 pm.

3. We are in full swing with planning the 2015 Spring Conference, and this will not be one to miss! Michael Asner will be holding “Bullet Proofing your RFP’s”. This conference will be held in Greeley, Colorado at the Hensel Phelps Theatre.

Conference Date Location

Fall September 19 Plains Hotel in Cheyenne Wyoming

Winter December 11-12 Cheyenne Mountain Resort and Country Club in Colorado Springs

Spring March 20 Greeley Colorado 701 10th Avenue, Greeley CO, 80631

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Rocky Mountain Governmental Purchasing Association

BUSINESS ADVISORY COMMUNITY REPORT

BAC Updates

Working through the vendor roster to ensure it’s accurate and up-to-date.

Developing a presentation for the Winter Conference.