Tallahassee Area Chapter of Nigp, Inc

MINUTES BOARD MEETING TALLAHASSEE AREA CHAPTER OF NIGP, INC.

Date: June 19, 2007 Location: Leon County Conference Room, 2284 Miccosukee Road

Members Present: Steve Updike, President; Janice Pursley, Vice President, Don Tobin, Treasurer; Mark Lovell, Secretary; Janet Garrison, Past President, Board Members David Callaway, Bill Spencer, Diana Trahan and Clark Rogers

Members Absent: Board Members Jessie Moseley and Sue Harms

Steve Updike called the meeting to order at 3:33 PM

1. Minutes for the May Board meeting were approved. Bill Spencer motioned and Dave Callaway seconded. The motion passed.

2. Treasurer’s Report – Treasurer Don Tobin provided the Monthly Asset Report: Checking - $5,291.11, Money Market - $120,815.98. Total assets are $126,107.09.

Old Business:

1. Membership Committee/Dave Callaway – We are now up to 208 members, plus an additional eight pending payment.

2. “Bounceback” e-mails/Diana Trahan – Diana has cleaned up some of the 100+ outdated or incorrect e-mail addresses in the Chapter Manager database, and will continue this project as we get undeliverable responses.

3. Education and ProD Report – July’s speaker is Randall Baker, DMS Facilities Management. Randall will speak on the topic of leasing.

4. Vendor Conference and Trade Show – After the “burst” e-mail was sent to MyFloridaMarketPlace registered vendors, we now have commitments for 11 booths and one (Piney Bowes) Bronze-level sponsor. We plan to have additional e-mail communications delivered by AdMail, and use e-mail distribution lists provided by Government Procurement and Government News magazines. This will add an additional 27,000 vendors to the 80,000+ reached through MyFloridaMarketPlace. A motion was made to enact this strategy by Bill Spencer and seconded by Diana Trahan. Motion carried.

An e-mail was sent to TACNIGP members asking them to contact two or three of their key suppliers to mention the event. The Board realized the need to attract NIGP Board Minutes Page Two June 19, 2007

new companies, and to market the event to Purchasing Directors and Agency Heads. Additional outreach efforts will be made through the Florida League of Cities and Florida League of Counties in the form of promotional postcards. We may also contact other governmental agencies such as School Boards, Universities, Water Management Districts and Airport Authorities.

Clark Rogers will address the next Purchasing Directors meeting on July 19th. Getting their involvement and that of their employees is vital to the program’s success. Clark will also seek participation from Agencies for the vendor one-on- one sessions.

Since most of the booths are reserved but not paid, the Board agreed to a payment deadline of 30 days prior to the event. Booths not paid for by that time will be made available to other paying vendors and/or subject to being moved to a less favorable location.

It was agreed that we need to have a draft agenda produced as soon as possible to aid in vendor and agency participation.

Steve confirmed that there is only one paid speaker, Steve Guilliand. He also confirmed that Alex Sink, Florida’s Chief Financial Officer has agreed to participate in a Town Hall meeting. Mark will coordinate with Charles Covington and DMS Management with this information.

A “Cyber Café” will be provided near the entrance to the Exhibition Hall (near the escalators). We are hoping for a vendor sponsor for this popular feature, but Steve will provide surplus DOR PC’s if needed.

On a related subject, Steve confirmed that we will have wireless Internet access for the two day conference. This will be done in combination with a supplemental appropriation motioned by Don, seconded by Mark and passed unanimously. $400 will go towards the purchase of a two-microphone system. This will eliminate future rental costs that have been a strain on the budget. Another $350 will go towards a Router, Signal Booster and Wireless Cards which will also be an investment to reduce the very high equipment rental fees required by the Civic Center’s A/V partner. The remainder of the $1,000 supplemental appropriation will cover the high-speed Internet access cost.

The remainder of the meeting focused on the need to be creative in attracting sponsors, vendors and conference attendees. Since last year’s Trade Show sold out, vendors are encouraged to register and pay early to get a prime space and avoid the possibility of being shut out. NIGP Board Minutes Page Three May 15, 2007

New Business:

No new business was discussed.

Meeting Adjourned at 4:40 PM

Mark Lovell, CPPB – 2007 Secretary; Tallahassee Area Chapter of NIGP