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Arizona State Capitol Chapter National Institute of Governmental Purchasing

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Arizona State Capitol Chapter National Institute of Governmental Purchasing ARIZONA STATE CAPITOL CHAPTER NATIONAL INSTITUTE OF GOVERNMENTAL PURCHASING April Board Meeting Agenda April 16, 2015 2M – 3:30 PM Participant Dialing Instructions: 1. Dial the Moderator's Access Number: 602-506-9695 2. Enter the Participant Passcode: 671693 I. Call to Order – Irma Guzman, President II. Approval of Minutes March Board Meeting Minutes Budget III. Committee Updates Budget and Finance – Sharon Brause 1. Treasurer’s report Community Outreach – Suzanne Alberts / Steve Troxel 1. Pat’s Run/Volunteer Cooperative – Bill Munch Education and Professional Development – Telma Reyes / Peggy Ferrin, Co- Chairs 1. Updates on classes 2. Federal Grants (do we need to move the date?) 3. SEMINAR - ABC’s of RFP’s Elections – Barbara Corella Legislative – Barbara Corella 1. Legislature Governance – Gary Barkman / Sharon Brause, Co-Chairs Historical – Art Enriquez / Doug Nicholson Website, Marketing & Communications – Cheryl Rentscheler / Sharon Brause, Co-Chairs Membership and Outreach – Kristy Garcia 1. Total Active Members – 389 2. Total Expired Members – 0 3. Total Vacancy – 8 4. 1 pending 5. 4 New Members since last month POST OFFICE BOX 18123, PHOENIX, ARIZONA 85005-8123 Mentoring – Brian Walsh Newsletter – Mary Hammer Photography – Karie Ingles Pro-D Drawings – Betty Austin Programs & Webinars / Lunch ‘n’ Learns – Valarie Erwin 1. June Lunch & Learn 2015 Regional Conference 1. Letters to last year vendors reminding them to add us to their budgets? 2. $25.00 Increase for booths? Board Vote/July 1st Resource Library – Sharon Brause Scholarships & Awards – Bill Munch / Larry Larson 1. Forum Scholarship awards – approval 2. Total dollar awards Young Professionals / Student Chapter – Peggy Ferrin Chapter of the Year – Valarie Erwin IV. Other Topics for Discussion FleetCon 2015 Reverse Trade Show Partnership Verification Enforcement on membership registration Anything else? V. Adjournment POST OFFICE BOX 18123, PHOENIX, ARIZONA 85005-8123 ARIZONA STATE CAPITOL CHAPTER NATIONAL INSTITUTE OF GOVERNMENTAL PURCHASING March Executive Board Meeting Minutes March 12, 2015 2:00 PM – 3:00 PM Participant Dialing Instructions: 1. Dial the Moderator's Access Number: 602-506-9695 2. Enter the Participant Passcode: 671693 Attendees: Irma Guzman, Bill Munch, Teena Ziegler, Peggy Ferrin, Brian Walsh, Sharon Brause, Telma Reyes, Haydee Nora, Mary Hammer, Art Enriquez, Betty Austin, Ed Quedens, Gary Barkman I. Call to Order – Irma Guzman, President – Irma called the meeting to order at 2:03 p.m. II. Approval of Minutes February Board Meeting Minutes February 12, 2015 Executive Board Meeting minutes were reviewed. Sharon Brause motioned to approve the minutes, seconded by Gary Barkman, all “yea” votes, no “nay votes, motion to accept minutes was approved. Budget – (See Treasurer’s report) Etiquette during Board Meetings Irma explained that several people reached out to her after the last board meeting and indicated that many people were talking at the same time. It became confusing as it was hard to know who was talking, hear what was being discussed, others chiming in during an existing conversation, etc. Irma suggested that the person wanting or needing to speak, state their name and continue on with the discussion at that time. Irma asked if board members had anything else. Gary added that some discussion gives the appearance that we are conducting committee meetings during the Board Meeting. Committee updates should be just that, updates. If committees don’t have answers or updates, table until the next meeting and move forward. Sharon also mentioned another piece that was brought up in an email, indicating that it is a board meeting and everyone else should just be listening or giving their committee reports. Bill mentioned that when Irma is calling for the question or motion, she can simply ask if there are any other comments. Once the President calls for the question/motion and no one has comments, it’s a vote by the Board and no other discussion should be taking place. III. Committee Updates Budget and Finance – Sharon Brause 1. Treasurer’s report February 2015 Treasurer’s report was reviewed. Gary Barkman motioned to approve the treasure’s report, seconded by Irma Guzman, all “yea” votes, no “nay votes, motion to accept the treasurer’s report was approved. POST OFFICE BOX 18123, PHOENIX, ARIZONA 85005-8123 Sharon explained the budget discrepancies for ($30.00) expense, (Dec. Chapter Luncheon) individuals card was charged, came out of Sharon’s card and shows on the report. Will see a credit and re-charge for next month. Larry’s scholarship ($1,000.00) was budgeted for last year; paid for out of this year’s budget. Library resources came in and we didn’t spend the full allotment. 2. Outstanding fee’s (Update) Sharon reported that the Chapter has collected some of them but not all and needs to know where to go from here. Irma will need to look at the outstanding balance to decide how to move forward and determine at a later time. Community Outreach – Suzanne Alberts / Steve Troxel – (Suzanne or Steve not present) Irma reported and believes that Pat’s Run is open on the website for people that want to be sponsored for the run, itself. Sharon confirmed this and indicated that we only have four members registered. Gary inquired as to who and Sharon indicated, Gary, Sharon, Kristy and Brandy. 1. Pat’s Run/Volunteer – Irma will email the Community Outreach committee for actual volunteer portion of the event and get posted to the website. 2. Any other events – (None reported). Irma asked for additional questions/comments and there were none. Cooperative – Bill Munch Bill Munch to present on the Master Guidelines that was approved by the NIGP Capitol Chapter at the Copper Chapter meeting on March 24, 2015. Bill invited any other Capitol Chapter members to carpool with him on that day and present with him. Gary and Bill submitted the Master Guideline to National for publication and still waiting for a response by National. Bill indicated that the next topic for our committee to tackle is “Developing a Formal Best Practice Process for Evaluating Multiple Cooperative Contracts, Prior to Selection and Award”. Bill thanked Kristy Garcia for the idea! Committee to meet again, soon. Education and Professional Development – Telma Reyes / Peggy Ferrin, Co-Chairs 1. Updates on classes – (Telma reported) “Developing and Managing Requests for Proposals” – Ten (10) people registered. “Federal Grants - Intermediate” – Four (4) people registered. “ABC’s of RFP’s” – Three (3) people registered and scheduled for June 15, 2015 at Maricopa Integrated Health, (Peggy Ferrin’s) location. “Best Practices in Service Contracting” – No one registered yet. “Protests and Disputes” – Form has been submitted to National and they’re working on getting this class posted to the website. Registration is not open yet. “Legal Aspects of Public Procurement” – Form has been submitted to National and waiting for class to be posted to the website. Registration is not open yet. World Class Procurement Practices” – Form has been submitted to National and waiting for class to be posted to the website. Registration is not open yet. POST OFFICE BOX 18123, PHOENIX, ARIZONA 85005-8123 CPPO Review Sessions – Four (4) people registered. Starts on March 19, 2015 and facilitated by Corry Slama and Brian Walsh at Maricopa County. CPPB Review Sessions – Three (3) people registered. Starts on March 16, 2015 and facilitated by Bill Munch and Sharon Brause at City of Mesa. Gary questioned the classes of four (4) CPPO and three (3) CPPB to see if they could be combined. Even if too late for this session, we may want to consider minimum totals when doing certification review sessions for better utilization of time and resources. Gary Suggested letting participants know up front when registering for these sessions that this may become a reality if low numbers are registered for both certifications. Peggy suggested asking when people are scheduled to take the class and people not taking it during the May testing time could possibly wait for the next session. Both facilitating teams to work together for possible resolution for the spring sessions and inquire what would work best with the participants. 2. CPPB/CPPO registrants (has anyone registered?) Question answered during meeting. 3. ABC’s of RFP’s (do we need to move the date?) Question answered during meeting. Elections – Barbara Corella – (Barbara not present) Legislative – Barbara Corella – (Barbara not present) 1. Legislature – Teena reported that Barbara gave the most updated information available and that Barbara would be the best “go to” person for any changes to the updates. 2. Proclamation from Governor received – Governors proclamation has been received and available on the website. It will be going out in a special newsletter that will also indicate the latest certifications for CPPO and CPPB. Governance – Gary Barkman / Sharon Brause, Co-Chairs – (Gary reported) Gary indicated that he would like to have a committee meeting for tightening up the language on Board of Director meetings, (Ex: twenty-four (24) hour notice). Also to verify some language on another issue. Gary would like to propose some language for the next board meeting. The Board could approve or give additional direction. Gary will email the committee for scheduling purposes and move forward. Historical – Art Enriquez / Doug Nicholson – (Art reported) Art had nothing new to add. He indicated that he will be at the next meeting and if anyone has additional information, bring it to him. Current inventory list is on the website. Website, Marketing & Communications – Cheryl Rentscheler / Sharon Brause, Co-Chairs Sharon reported – Sharon has worked with Website Company to enhance the colors and brighten it up. Also to add some spaces to Chapter News for additional information. POST OFFICE BOX 18123, PHOENIX, ARIZONA 85005-8123 Membership and Outreach – Kristy Garcia 1. Total Active Members – 389 2. Total Expired Members – 0 3.
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