Rocky Mountain Governmental Purchasing Association · b) By-Laws c) New Member Packet 9) New...

Dedicated to Excellence in Public Purchasing

Rocky Mountain Governmental Purchasing Association

2019 FALL CONFERENCE GENERAL MEMBERSHIP BUSINESS MEETING

September 19, 2019 12:30 pm – 12:45 pm

AGENDA

1) Call to Order

2) Introduction of the Executive Board

3) Approval of Minutes for Summer Conference General Business Meeting

4) Vice President Report

5) Past President Report

6) Treasurer’s Report

7) Committee Reports

a) AwardsChair: Mandy Zila Co-Chair: Curt DeCapite

b) Chapter EnhancementChair: John Chaplain Co-Chair: Chris Weber

c) CommunicationsChair: David Musgrave Co-Chair: Molly McLoughlin

d) Education/Professional DevelopmentChair: Nikita HildebrandtCo-Chair: Marissa Donegan

e) ElectionsChair: Skyler Thimens Co-Chair: Tim Wellmann

f) HistorianChair: Pat Johnson Co-Chair: vacant


g) Legislative Chair: Richard Pennington Co-Chair: Nancy Allen h) Marketing Chair: Brenda Hannu Co-Chair: Vacant

i) Membership Chair: Diana Cantu Co-Chair: Jim Walker

j) Newsletter Chair: Michelle Brown Co-Chair: Kelly Wooden

k) Programs Chair: Toi Matthews Co-Chair: Vacant

8) Old Business

a) Strategic Plan and Report Card

b) By-Laws

c) New Member Packet

9) New Business

a) Mentor Program

b) MemberConnect Policy

c) Conferences Survey – Open until September 30

d) Board of Directors Nominations – Open until October 20

e) NIGP Award

10) Adjournment

UNOFFICIAL MINUTES OF THE ROCKY MOUNTAIN GOVERNMENTAL PURCHASING ASSOCIATION (RMGPA)

SUMMER CONFERENCE GENERAL BUSINESS MEETING

PARK HYATT BEAVER CREEK RESORT & SPA BEAVER CREEK, COLORADO

Page 1

CALL TO ORDER

President Kerry Sheahan called the RMGPA General Membership Business Meeting to Order on May 30, 2019 at 1:34 p.m. at the Park Hyatt Beaver Creek Resort & Spa. Kerry introduced the RMGPA Executive Board Members and thanked BidNet for their sponsorship. She also thanked Toi Matthews, Nikita Hildebrandt, and John Chaplain for all their hard work on the Summer Conference.

Past President – Keith Ashby Vice President – Traci Gorman Treasurer – Valerie Scott Secretary – Tara Larwick President – Kerry Sheahan

APPROVAL OF MINUTES

President Kerry Sheahan noted the Spring Conference General Business Meeting Minutes are in the Conference packet for review and asked for any comments or revisions. There were none.

President Kerry Sheahan asked for a motion to accept the Minutes as presented. Keith Ashby, Arapahoe County made a motion to accept the General Business Minutes. Chris Weber, Lifetime Member, seconded the motion. The motion passed unanimously and the Spring Conference General Business Meeting Minutes were adopted.

VICE PRESIDENT’S REPORT (VICE PRESIDENT – TRACI GORMAN)

• See report • Reach out to Traci Gorman about volunteering. • Let Traci know about ideas for community outreach.

PAST PRESIDENT’S REPORT (PAST PRESIDENT –KEITH ASHBY)

• See report

TREASURER’S REPORT (TREASURER – VALERIE SCOTT)

Valerie Scott provided the Treasurer’s Report which is included in the Business Meeting Packet. Primary Account $41,572.92 Secondary Account $57,062.07 Money Market Account $11,410.98 Total $110,045.97 as of May 22, 2019

Profit/ Loss Statement year to date for 2018: 2019 Revenue $27,925.08 2019 Expenses $ 9,610.52 Net Income $18,314.56 as of May 22, 2019

Three accounts

Primary account – use for daily operations Secondary – reserves

President Kerry Sheahan asked for a motion to accept the Treasurer’s Report as presented. John Chaplain, University of Northern Colorado, made a motion to accept the Treasurer’s Report as presented. Vivian Harvell, Harrison School District, seconded the motion. Motion passed and was approved to accept the Treasurer’s Report. Treasurer’s Report is adopted.




Page 2

COMMITTEE REPORTS

Awards (Chair – Mandy Zila, Co-Chair – Curt Decapite) • See report

Chapter Enhancement (Chair – John Chaplain, Co-Chair – Vacant)

• See report • RVTS format change this year. John emphasized the importance of outreach to small

businesses through these types of events. • Summer Conference is a test conference for a new partnership with Ricoh for virtual

conferences.

Communications (Chair – David Musgrave, Co-Chair – Molly McLoughlin) • See report

Education/Professional Development (Chair – Andy Mild, Co-Chair – Chris Weber)

• See report • Chris Weber, co-chair, reminded members about responsibilities of hosting an NIGP class as a

site coordinator. If you want to host a class, and maybe even one specific for your own staff, included with the minutes are a handout with the requirement for hosting. We are looking for locations all over the state.

Elections (Chair – Skyler Thimens, Co-Chair – Tim Wellmann)

• See report • Reminder that the Bylaws are under review and to submit comments. Voting will be via our

eBallot platform.

Historian (Chair – Pat Johnson) • See report

Legislative (Co-Chair – Richard Pennington, Co-Chair – Nancy Allen)

• See report A summary will be sent out in June for items pending signature from the Governor’s office.

Marketing (Chair – Kim Taylor, Co-Chair – Brenda Hannu)

• See report • Please contact Kim Taylor, chair, if there is anything you want to communicate.

Membership (Chair – Diana Cantu, Co-Chair – Jim Walker)

• See report

Newsletter (Chair – Michelle Brown, Co-Chair – Kelly Wooden) • See report

Programs (Chair – Toi Matthews, Co-Chair – Nikita Hildebrandt)

• See report • Programs is working on a location for Winter Conference. • Nikita Hildebrandt, co-chair, is taking over as the chair in 2020.




Page 3

OLD BUSINESS • Strategic Plan and Report Card – Presented. • By-laws – Review and vote on the proposed changes. • Advance Colorado Procurement Expo – Thank you to John Chaplain, Chris Weber, and David

Musgrave for work on behalf of RMGPA.

NEW BUSINESS • New Member Packets – A new packet is being introduced. Part of the packet is a mentorship

program. Keep an eye out for details of the Mentor Program this later this year. • Volunteers – Most committees could use additional volunteers. Contact any Board Member for

information.

ROUND TABLE/OPEN DISCUSSION • None

ADJOURNMENT

A motion to adjourn was made at 1:54 p.m. by Keith Ashby, Arapahoe County. John Chaplain, University of Northern Colorado, seconded the motion. Motion passed unanimously and the meeting was adjourned.

Respectfully submitted, Tara Larwick RMGPA Secretary



Vice President Report July 2019 – July Board Meeting

1. Strategic Report Card Update:

Measure 2018 April 30 July 31 Sept 30 Dec 31 YTD

Volunteers (#) 28 28 32

2. Old Business from Previous Report Purchasing Month I did not receive any information on how agencies celebrated or recognized Purchasing Month.

3. New Business 2019 Volunteers We are still actively seeking volunteers, committee members, and co-chairs for various committees! It’s a minimum 2-hour commitment to receive 1 point. Chairs receive 2 points. If your committee has two Co-Chairs, you each receive 1 point. For those committees who did have volunteer requests and brought them onboard with your committee, THANK YOU!!! We are currently seeking a Chair for the Professional Development (ProD) Committee. So if you have an interest, please contact Kerry Sheahan or Traci Gorman. Community Outreach In order to get more RMGPA members involved, I would like to get some community outreach projects organized across the state and in Wyoming. If you know of anyone who would be a good fit to lead a project in this area, let me know. Or if you have some ideas for great community outreach projects, please reach out as well!!

Submitted By

Traci L. Gorman Traci Gorman Vice President



Past President Report September 19, 2019


Measure 2018 April 30 July 31 Sept 30 Dec 31 YTD RMGPA Rewards (awarded/used)

8/8 None 3 6/8

• Old Business

None

• New Business

None

Submitted By

Keith Ashby, CPPO

Keith Ashby Past President

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


Treasurer Report as September 13, 2019 Cash Primary Account $12,920.57 Secondary Account $38,063.77 Money Market Account $12,012.16 Total $62,996.50 As of 09/13/2019

Profit/Loss 2019 Revenue $38,090.96 2019 Expenses $57,231.38 Net Income -$19,140.42 As of 09/13/2019

The primary account is the source for day-to-day expenses of the association, and is the account where revenue is deposited. The secondary and money market accounts are reserves to help finance the association through difficult years. Updates:

• Year-to-date, we’ve transferred $19,000 from secondary to primary account for operational expenses until we generate more revenue. Scholarships, Forum expenses, etc. have been paid and we are not going to be able to significantly offset those expenses until we receive the revenue from the RVTS.

• I am working on training/succession plan for the Treasurer to maintain consistency in how we account for things.

• Budget process: I am looking to refresh our approach to the budget process, starting in 2020. I will be asking the Board to submit their requests at our October meeting for 2020, and then I’d like to finalize the budget at the transitional board meeting that occurs after Winter Conference. Any interested members of RMGPA are welcome to attend these Board meeting to provide feedback.

Respectfully Submitted, Valerie Scott Treasurer



Chapter Enhancement Committee Board Report

September 12, 2019

Strategic Report Card Update:

Measure 2018 April 30 July 31 Sept 30 Dec 31 YTD RVTS Vendor Participation (#)

200+ TBD 200+

Corporate Support Program Contacts (#)

10+ 12 15 8 10

New Business 1. Chapter Enhancement now has a Co-Chair: Christine Weber! YAY!

2. Fall Conference & Reverse Vendor Trade Show (RVTS) – Thursday, September 19, 2019 • RMGPA has partnered with the Longmont Chamber of Commerce to host TAPE – an RMGPA

Reverse Vendor Trade Show, at the Moose Lodge, 2210 Pratt Street, Longmont, CO 80501. 8:30 – 12:30pm RMGPA will have it’s Fall Conference in the Morning 12:30 – 2:00pm RMGPA exhibitors will set up their tables 2:00pm – 5:00pm Reverse Vendor Trade Show and Q&A Panel 5:00pm – 6:00pm – Networking Social Hour (RMGPA Member Invited)

• Three push notifications were sent by BidNet Direct in August & September. As of today, around 70 vendors have registered via the Longmont Chamber of Commerce website, at $200 each.

• RMGPA & BidNet will split any net profit 50/50. • 27 RMGPA Member organizations sponsored a booth and were provided with 2 free conference

registrations. • BidNet Direct will have a presence to help TAPE Attendees understand what BidNet Direct is and

does. • Three Spotlight Tables were sold at $500 each and Staples agreed to be a Conference Sponsor at

$1500.

3. Winter Vendor Trade Show (WVTS) – Thursday, December 5, 2019 • Event to be held at Fort Collins Marriott • Canon has agreed to be the RMGPA’s “Official Printer”, securing a Corporate Sponsor level

agreement with interest in sponsoring the luncheon. • Multiple vendors interested in being sponsors following ACPE contacts made. • Save-the-Date notice sent in mid-August and announcement will go out on October 1st. • Early Bird Registration will open on October 1st. $500 booth, will raise to $550 October 15th.

Submitted by,

John Chaplain Chapter Enhancement Chair



Education/Professional Development Committee Board Report

(09/19/2019)



Courses Confirmed (#) 8/11 4/10 6/10 4/10

Members Attended a Course (%) 13.7% 6.0%

(30/497)

Scholarships Awarded ($) $7,527 $10,915.00 $11,115.00 $11,115.00

Scholarships Paid ($) $7,527 $6634.82 $8,550.72 $8,550.72

2. New Business

Upcoming Course that Area Confirmed

• Introduction to Public Procurement – September 17-19

• Sourcing in the Public Sector – November 6-8

Sent out the 2020 Education Survey

Please take a moment to do that

Submitted By

Nikita Hildebrant

Education/Professional Development Chair Marisa Donegon

Education/Professional Development Co -Chair



Elections Committee Board Report September 19, 2019



Members Voting Electronically (%)

27% N/A N/A

2. Old Business from Previous Report: N/A • By-Laws Vote - Approximately 11% response

• Executive Board Elections

Call for Nominations September 4th - October 20th

Nominations Confirmed October 23rd

Voting Opens October 24th

Results Announced at Winter Conference December 6th

3. New Business: • None

Submitted By Skyler Thimens Elections Chair cc Tim Wellmann Elections Co-Chair



Communications Committee Board Report

Thursday, September 19, 2019 1. Strategic Report Card Update:

Measure 2018 April 30 July 31 Sept 30

(9/12) Dec 31 YTD

2019 Number of Job Postings 69 25 27 17 69

2. Old Business from Previous Report / Reminders Job Postings: If you have a posting from your agency that you want posted on the RMGPA website here is what we need:

● An email to [email protected] ● Copy of posting or a link to the online job posting (preferred) ● The agency website where your job is posted.

Membership Reminders:

● If you change agencies, RMGPA memberships stay with the agency, it does not move with the individual. ● Please contact Membership or Communications to help you change your agency status.

Website Navigation/Issues: Contact us at [email protected]

3. New Business

Get MemberConnect’ed: Are you looking for specifications or a statement of work for something you are bidding? Do you have a question that you would like to ask someone in the profession? Send an email to [email protected] and it will be sent to the members subscribed to this service. The terms of usage may be found in the document and files section of the website (you have to be a current member and logged in to see documents and files).

Respectively submitted by:

David Molly

David Musgrave Molly McLoughlin, CPPO, CPPB RMGPA Communications Chair RMGPA Communications Co-Chair

mailto:[email protected]

mailto:[email protected]



Legislative Committee Board Report September 4, 2019

1. Strategic Report Card Update: N/A 2. Old Business from Previous Report:

None 3. New Business

a. The committee completed work on revisions to the Committee job description to reflect changes to the Governors’ proclamation process and procedures for a Wyoming Legislative updates/procurement month proclamations. Additional job summaries are in process for committee recruitment purposes.

Submitted By Richard Pennington Nancy Allen Legislative Committee Co-Chair Co-Chair



Marketing Committee Board Report as of 9/19/2019



LinkedIn Members (#) 122 122 122 122 LinkedIn Posts (#) 17 5 0 12 Twitter Posts (#) 12 1 0 0 Facebook Followers (# we reach on avg/clicks)

33/? 28/4 31/4 30/4

Post with highest view Only the one listed

37/10 – Congrats to 3 scholarship recipients (4/10/19)

32/4 – article on How public procurement influences inclusive

economic growth (5/2/19)

37/8 – Nominate

fellow RMGPA members (8/7/19)

Facebook Posts (#) 16 7 3 12

2. Old Business from Previous Report: • We would like to focus on not only communication about events and scholarships etc. but also

increase professional utilization by posting articles, etc. on social media sites that may be of professional interest to our members. This could include professional articles or news links on Procurement and contracting. This could also include development opportunities from other professional organizations within our profession. Example: NASPO MAPO etc. This will be done with a marketing campaign on the social media sites. These articles and opportunities will be pre-scheduled and pushed out to members at times that are shown to have the most impressions per hour.

• We would like to work more collaboratively with other committees to help push out their content, programming etc. For example, working with Pro D. to show scholarships for classes, conferences, Programs to push out interesting articles related to conference topics or speaker bios, etc. Finally, we are going to work on a survey for the end of the year that will go out to


members to track what they did see as to marketing, what they would like to see, what they want less of, etc.

3. New Business

• Participating in a monthly phone call with other committees to see how Marketing can support them as part of bullet point 2 on Old Business.

• After trying to figure out how to determine metrics on LinkedIn, I believe we need to get the premium version to be able to see any of the pertinent metrics (clicks, followers, etc.) unless someone else knows how to see that data. Kerry is our biggest supporter by “liking” every post!

• Our Facebook page seems to be the best avenue for getting out information to our members. They have more robust data metrics to determine how many people were reached and how many “clicks” each post gets. The most popular posts to-date are: the NIGP photo from last year’s NIGP forum, the post about nominating a fellow RMGPA member, and the post congratulating Amy Risley and Valerie Scott on being selected for the inaugural

class of NIGP’s Leaders Edge. • I would like to get photos from this year’s NIGP forum to post on Facebook as well as other links to

interesting articles or speakers. Submitted By Name: Brenda Hannu Marketing Co-Chair


2019 FALL CONFERENCE

GENERAL MEMBERSHIP BUSINESS MEETING

THURSDAY, SEPTEMBER, 2019

Membership Committee Report



Active Members 458 519 531 531

Lifetime Members 2 17

Student Members 1 1

2. Old Business from Previous Report

519 Active members

17 Lifetime members

Issued Lifetime Member lapel pin

3. New Business

531 Active members

4 Vacant positions

Respectfully submitted by,

Membership Chair




Newsletter Committee Board Report October 23, 2019



4 vendor articles per year 1 0 1 2

2. Old Business from Previous Report Newsletter format – reorganized; educational articles continuing from Legislative and Communications regarding NIGP Pathways Vendor Articles - Need vendor-written articles. At least 2 for Fall newsletter would be great!

3. New Business Vendor Articles – Vendors seem shy about writing articles due to liability concerns. Case Study- Co-chair Kelly Wooden submitted a vendor-supplied article and Case Study. The Case Study is an interesting way for vendors to display a preferred topic. Continued work on the How-To guides for the committee – Aimed at new committee members

Submitted By Michelle Brown Newsletter Chair



Programs Committee Board Report 09/19/2019


Measure 2018 April 30 July 31 Sept 30 Dec 31 YTD Survey Participation (%) 48% 20% 29% Member Satisfied with Conferences (%) 95% 100% 92%

Members Attended Spring Conference (#) 64 65 N/A N/A N/A

Members Attended Summer Conference (#) 60 N/A 59 N/A N/A

Members Attended Fall Conference (#) 56 N/A N/A N/A

Members Attended Winter Conference (#) 91 N/A N/A N/A

Increase Conference Membership for New Members N/A 12 5

Increase Conference Opportunities on the Western Slope and Northern CO

N/A 0 1

Increase Participation of RMGPA Award Nominations N/A N/A N/A

2. Old Business

• Winter Conference 2019 Dates: December 4-6 Location: Fort Collins, CO Presenters: Ben Glenn Dean Kashiwagi

• Spring Conference 2020

Dates: March 6 Location: Colorado Springs, CO

New Business • Survey - RMGPA Conferences - Love 'em or hate 'em?

Respectfully submitted,

Toi Matthews RMGPA Programs Chair

Rocky Mountain Governmental Purchasing Association · b) By-Laws c) New Member Packet 9) New...

Documents

Transcript of Rocky Mountain Governmental Purchasing Association · b) By-Laws c) New Member Packet 9) New...