Chapter of NIGP: The Institute for Public Procurement

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1 Chapter of NIGP: The Institute for Public Procurement ** DRAFT ** GENERAL MEETING MINUTES May 15, 2017 Members in Attendance Beth Strohl and Margaret Wells City of Allentown; Kelly Laubach, Kelly Okken - County of Berks; George Nader and Kim Roth County of Lehigh; Joe Coco County of Montgomery; Shemaine Wilson Salisbury Township; Donna Zackeru South Whitehall Township; Maureen McIlvaine and Janine Alexander County of Bucks; Linda Schreiner County of Lancaster; Nicholas Susi and Tamika Robertson City of Philadelphia; Kathy Anderson and Terry Beidelman County of Northampton; Price Morris Lancaster City Housing Authority; Ken Hess and Kim Bullurant - COPA Meeting Location PA Department of General Services, Harrisburg, PA Meeting Host Curt Topper, Secretary, Department of General Services Curt Topper welcomed PAPPA to DGS and spoke about looking for ways the state can work together with other agencies. He spoke about LEAN Management which looks at value vrs.what agencies/departments are doing operationally. He encouraged the group to be an advocate for finding more efficient ways to operate. Call Meeting to Order The General Meeting was called to order by President Kelly Laubach at 10:20A.M. Approval of the Minutes The minutes of the February 27, 2017 General Meeting were reviewed with a motion to approve by Margaret Wells and seconded by Joe Coco. All in favor; minutes approved. Treasurer s Report Treasurer George Nader distributed reports for February 2017, March 2017 and April 2017 via prior to the meeting. George reported February 2017 statement is mostly membership dues, the March 2017 statement includes the deposit from U.S. Communities for the class they sponsored and April 2017 includes expenses from NIGP for the sponsored class and NIGP Forum registration. George asked if anyone had any questions. Being none, a motion to approve the Treasurer s Report was made by Maureen McIlvaine and seconded by Price Morris. All in favor; the Treasurer s Reports were approved. Standing Committee Reports Awards/Scholarship Committee Kim Roth CPPB, Chair Kim reported scholarship opportunities are available. Applications available on the website and are due no later than October 31 st. PAPPA has applied for NIGP Small Chapter of the Year for Excellence in Membership Recruitment, Retention and Engagement. Thank you to Kelly Okken for putting the applications together and sending them into NIGP.

2 Finance Committee Vacant President Kelly Laubach reported the Finance Committee Chair is currently vacant. If anyone is interested in chairing the committee please contact Kelly. Duties of this Chair include preparing the budget and sending tax forms to IRS. In the absence of the Finance Committee Chair, Treasurer and Finance Committee member George Nader handled submission of IRS 990. PAPPA President, Kelly Laubach, thanked him for his efforts. Legislative Committee Joseph Coco, Chair Joe thanked Janine Alexander, Contract Coordinator at the County of Bucks for preparing the report. Senate Bill No. 493 for Public Works Contractor s Bond was amended to fix loophole language and clarify that security for all levels of governments equal to the contract amount MUST be in form of a performance bond, payment bond, irrevocable letter of credit, or an escrow account House Bill No. 99 has a proposed amendment to allow boroughs to make necessary purchases in emergent situations and would require the borough council to adopt a resolution stating the extent of the emergency addressed and actions taken at the next public meeting. Since the last PAPPA meeting the following has been added to the Commonwealth of PA Debarment List DAS Industrial Services, LLC - Vincent Manganiello, individually Marketing Committee Kelly Okken, Chair Kelly Okken reported the Newsletter will be coming out the first week in June. Articles should be submitted to Marketing Chair, Kelly Okken. The membership was reminded that they can receive UPPCC recertification points for articles. Membership Committee Hannah Seiple, Chair Chair, Hannah Seiple was absent and President Kelly Laubach presented her report. Seven new members joined during the Recruit a Member Campaign. We currently have a total of 76 members. Participation certificates will be sent out by the end of June. The Membership Committee is working on a possible membership drive, arranging a PAPPA night at Forum, including volunteer form in new member packets, and a procedure regarding PAPPA dues and staff overturn. overturn. Pro-D Committee Maureen McIlvaine CPPO, CPPB, Chair Maureen reported Contract Administration in the Public Sector was held in Bucks County April NIGP lowered their minimum requirement of students to 6. PAPPA had a total of 9 individuals attend the class which generated $ revenue, $ in expenses for a net profit of $ Area 2 Training Matrix has been created and is being updated by a MPPA member. The Matrix has been posted to the PAPPA website under the Education Tab. Website Committee Patrick Leavey, CPPB, Chair Website Committee Chair, Patrick Leavey was absent and President Kelly Laubach presented his report. The website is up to date with links for the Area 2 Conference being hosted by the Delaware Chapter and the upcoming NIGP Forum. There is also information posted for the search for a 2018 Area 2 Planning Committee Chair. If you have not signed onto the website in a while, please sign in an update information if necessary. Reminder that meeting minutes, agendas and Treasurer reports are all available through the log in area of the website.

3 Special Committee Reports Chapter Ambassador Area 2 Maureen McIlvaine, CPPO, CPPB Maureen reported NIGP Forum is August th in Salt Lake City. Registration is open. Price is $ for full conference NIGP member. There are three host hotels. You need to book at one of these hotels avoid a $ assessment added to registration. Forum schedule is on the website. Work Sessions and Social Event information is also on website. Plenary Sessions start at 8:30AM this year. Future Forum Schedule: 2018 August 19-22, Nashville TN; 2019 August Austin, TX; 2020 August 23-26, Chicago, IL NIGP News, Carrie Woodall selected as next chair of the NIGP Talent Council replacing Don Buffum. Tammy Rimes was recently appointed as Executive Director for the National Cooperative Procurement Partners (NCCP). NIGP has lost two valuable staff member, Derek McNeill and Denise Groat. NIGP Governing Board recently appointed Molly McLoughlin, CPPO, CPPB to the Governing Board and Lisa Cummins, CPPB to the Finance Council. The Board recognized contributions of Denise Schneider (Chair, Member Council) and Don Buffum (Chair, Talent Council) as leaders on the NIGP Governing Board. Their terms on the Board will end on June 30, The Executive Director for Finance Administration, Tina Borger will be leaving her position at NIGP to spend more time with family. Her last day will be June 22, NIGP Staff has created a one-stop, online downloadable catalog of all 2017 NIGP course offerings on the NIGP Website under the Grow Professionally tab and Catalog of Courses link. NIGP has been collecting analytics of the various NIGP platforms since the launch of the new website. NIGP was honored to receive a letter of gratitude from Governor Bill Walker, State of Alaska, who shared his appreciation to the Alaska-Hawaii Governmental Procurement Association for their initiative in creating a network of professionals dedicated to improving procurement practices and raising the bar at all levels of government. The NIGP Knowledge Management team has launched new, self-paced courses on specific topics that have demonstrated high member interest via Webinars and other mediums. Based on recommendations offered by our program assessment consultant, MPowered Strategies, NIGP is testing the marketplace to determine greater receptivity for online classes if registration fees are reduced by 20%. Two online class offerings are being tested with a 20% registration fee discount: Fundamentals of Leadership & Management (for the May 9 to June 28 class) and Risk Management (for the May 23 to July 12 class). The next Area 2 Chapter Leaders Call is scheduled for June 21, 2017 at 1:00PM. DPPA s 2017 Procurement Conference (Area 2) will be held at the Dover Downs Hotel & Conference Center, October 18-20, Information & Registration information can be found on the DPPA Website dppa1.com; or use the link on our PAPPA website. Old Business Area 2 Conference Chair o PAPPA is looking for Chair for the Area 2 Conference for Incentive package available for paid Forum and expenses. Please contact President Kelly Laubach if interested. Recruit a Member Campaign o This was reported on under the Membership Report. The committee is considering running another campaign in the future. New Business Education raffle o Members in attendance Donna Zakaru Educational Voucher, Whitehall Township o Area 2 Conference Registration Lueverge-Corteney Henderson, City of Philadelphia

4 Speakers Overview of Procurement initiatives Jenny Doherty, Chief Procurement Officer, spoke about the new RFP process the state is working on. They cut the processing time down by 1/3. The new system is completely paperless. She also discussed the Commonwealth of PA Auction Statistics. Ken Hess, Deputy Secretary for Procurement spoke about CRP rewrite for vendor performance (contract responsibility program). He also spoke about prompt payment initiatives, matrix II commodity specialists work with particular agencies, COSTARS 2.0, and LEAN transformation for continuous operational improvements. Procurement Operations is being merged back with General Services. Overview of IT Procurements Patti Chapman, Director, Office of Information Technology, spoke on the transformation of IT and HR departments. IT Procurement is being brought into the Department of General Services. Presentation of PA Correctional Industries Rich Gaul, Deputy Director, Khelleh Konteh, Director Correctional Industries and Tracey McCullough PCI teaches inmates how to work and sends them back into communities being able to find employment. PCI has had a recent change in leadership and focus. They are reevaluating pricing of all products and launching CorrectPac which is environmentally friendly packaging. A list of products offered was also discussed. Commodity Managers Panel discussion State Commodity Managers spoke about new contracts in place and current contracts being renewed. Lunch DGS Supplier Development and Support Dawn Eshenour & Scott Bowers Dawn spoke on the departments that fall under DGS Supplier Development & Support which include: o Supplier Services Helps suppliers navigate the supplier portal and works with the supplier community Will hold a Procurement Expo and Forum on September 7, 2017 at the Farm Show Complex, for more info. PA e-marketplace is maintained by this department o UniqueSource o COSTARS Program UniqueSource Betty Goodling-Weimer and UniqueSource Staff o Intro to UniqueSource, Supplies Manufactured and Services Performed by Persons with Disabilities o Ken Rigby, Vice President of Sales, UniqueSource spoke and advised UniqueSource is a non-profit which provides employment for individuals with disabilities. They provide supplies manufactured by and services performed by persons with disabilities. More info can be found at COSTARS Dawn Eshenour & Marketing Managers o Kim Bullivant, Marketing Manager, COSTARS, gave an overview of COSTARS o Claire Osborne, Marketing Manager, COSTARS, spoke on the COSTARS website o Bruce Beardsley, Marketing Manager, COSTARS, spoke about the new COSTARS Members Quote Kit that is available on the COSTARS website. Motion to Adjourn Motion to adjourn the general meeting was made by Joe Coco and seconded by George Nader. All in favor; the meeting was adjourned by Kelly Laubach at 2:05 PM.

5 Next Meeting The next general meeting will be held on Monday, September xx, 2017 at City of Philadelphia, Philadelphia PA Respectfully submitted, Kimberly Roth CPPB PAPPA 2 nd Vice President