Rocky Mountain Governmental Purchasing Association€¦ · GENERAL MEMBERSHIP BUSINESS MEETING...

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Rocky Mountain Governmental Purchasing Association

WINTER CONFERENCE

GENERAL MEMBERSHIP BUSINESS MEETING THURSDAY, DECEMBER 11, 2014

11:15 AM – 11:45 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, Fall Conference, Friday, September 19, 2014, General Membership Business Meeting

4) Treasurer’s Report (see Written Report)

5) Past President’s Report (see Written Report)

6) Vice-President’s Report

RMGPA Awards and Recognition on Website

7) Committee Reports: a) Awards

Interim Chair: Mary Jablonski, CPPB

Presentation of Distinguished Service Award

Presentation Volunteer of the Year

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

c) Chapter Enhancement Chair: Mary Kirschmer, CPPB Co-Chair: Traci Burtnett, CPPO, CPPB

Trade Show Update

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d) Education/Professional Development (see Written Report) Chair: Karen Herman, CPPB Co-Chair: Sherri Gibson, CPPB

e) Elections Chair: Linda Meserve, CPPB Co-Chair:

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

Historical Records Project

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

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

New Marketing Material

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

Presentation of Membership Milestones

j) Newsletter – Upcoming newsletter deadline is 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

Chair: Pete Toth Co-Chair:

8) Old Business

Chapter of the Year Task Force

9) New Business

Transition Board Meeting for 2014 – 2015 Officers

10) Adjournment Motion – 2nd -

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Call to order:

Vice President Molly McLoughlin called the RMGPA General Membership Business Meeting to Order on Friday, September 19, 2014 at 11:00 am MDT at the Plains Hotel in Cheyenne, Wyoming. Vice President Molly McLoughlin introduced the RMGPA Executive Board Members: President – Kristen Spicola absent Past President – Kathryn Rowe- absent Vice President – Molly McLoughlin Treasurer – Vivian Harvell- absent Secretary – Linda Kammerer- absent

Approval of Minutes (Vice President – Molly McLoughlin)

Vice President Molly McLoughlin noted that the General Membership Business Meeting Minutes from the June 12, 2014 Summer Conference at the Beaver Run Resort, Breckenridge, Colorado is in the RMGPA Fall Conference packet for review. Vice President Molly McLoughlin asked for a Motion to accept the Minutes as presented. Pat Johnson, City of Fort Collins, made a Motion to accept the Minutes for the RMGPA General Membership Summer Business Meeting 2014. Diana Wilson, City of Longmont, seconded the Motion. Membership voted. Motion passed and approved to accept the Minutes for the RMGPA General Membership Summer Meeting 2014. The Minutes are adopted. Past President’s Report (Past President – Kathryn Rowe)

No Report Treasurer’s Report (Treasurer - Vivian Harvell)

See report in conference packet. Molly McLoughlin reported that the RMGPA Treasurer’s Report in the conference packet from January 1, 2014 to September 4, 2014. Molly noted that although the Net Income shows a loss of $5,164.92, our largest vendor show is at Winter Conference and we will recapture that money. Cash

Primary Account $14,895.12 Secondary Account $22,127.45 Money Market $3,001.19 TOTAL $40,023.76 as of 9/4/14 Profit/Loss

2014 Revenue $43,331.85 2014 Expenses $48,496.77 NET INCOME $-5,164.92 as of 9/4/14 Vice President Molly McLoughlin asked for a Motion to accept the Treasurer’s Report as presented. Skeet McCracken, Poudre School District, made a Motion to accept the Treasurer’s Report. Mary Kirschmer, Aurora Public Schools, seconded the Motion. Membership voted. Motion passed and approved to accept the Treasurer’s Report. The Treasurer’s Report is adopted. Vice President’s Report (Vice President – Molly McLoughlin)

Vice President Molly McLoughlin reported that there are new website features on the RMGPA website: adding member recognition and volunteer information. COMMITTEE REPORTS:

Vice President Molly noted that Committee Reports are submitted to the Board in advance for the Conference Packet, with written detail provided by the Committees.

UNOFFICIAL

MINUTES OF THE ROCKY MOUNTAIN GOVERNMENTAL PURCHASING ASSOCIATION (RMGPA)

FALL CONFERENCE GENERAL MEMBERSHIP BUSINESS MEETING

PLAINS HOTEL CHEYENNE, WYOMING

FRIDAY, SEPTEMBER 19, 2014

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Awards (Chair – Danielle Hinz, Co-Chair - Mary Jablonski)

No Report Vice President Molly McLoughlin congratulated Diana Wilson, City of Longmont, on being one of the 3 national finalists for the NIGP Buyer of the Year Award. Pete Toth, City of Arvada, also mentioned that Awards Chair- Danielle Hinz, City of Longmont is leaving for an amazing opportunity as Director of Purchasing of King County, Washington. We will miss her and are very excited for her new opportunity. Communications (Chair – Tim Wellmann)

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

See the committee report in the conference packet. Mary Kirschmer noted that there are still 1- 2 spots left for the one-on-one vendor sessions at the Winter Conference in December. Education/Professional Development (Chair – Karen Herman, Co-Chair – Sherri Gibson)

See committee report in conference packet. Vice President Molly McLoughlin noted the report includes a list of 2 upcoming courses that are also updated on the website, as well as, the CPPO and CPPB exam dates. Elections (Chair – Linda Meserve)

See committee report in conference packet. Vice President Molly McLoughlin noted that elections will be held in November. The 2015 officer nomination forms were sent out by Linda Meserve for VP, Treasurer, and Secretary positions and must be back to Linda by 10/3/14. Historian (Chair – Vera Kennedy, Co-Chair – Carol Willis)

No Report Legislative (Chair – Cindy Lombardi, Co-Chair – Karen Picariello)

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

No Report Shannon Sprague Co-Chair reported on how we are marketing RMGPA via social media or other platforms. They are working on strategic goals in outreach to individuals in attracting them into the procurement professional. At the Winter Conference they will introduce new marketing materials and logos. Membership (Chair – Patricia O’Neal, Co-Chair –Barbara Hauptli)

No Report Vice President Molly McLoughlin reminded everyone that 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. Newsletter (Chair - Marcia Sieben, Co-Chair – Kelly Wooden)

No Report Co-Chair Kelly Wooden noted that articles, news, stories and announcements are always welcome. If you have anything for the RMGPA Newsletter, please share with Marcia Sieben, or Kelly Wooden. There are 2 remaining deadlines: 09/29 & 12/22. Programs (Chair – Skeet McCracken, Co-Chair – Valerie Scott)

See committee report in conference packet. Skeet McCracken reported that at the 2014 Winter Conference, Michael Asner will be speaking on humor in the procurement world. He will also speaking at the Spring Conference with one of his standard speeches: “Bulletproofing your RFP”. The Summer 2015 conference will possibly be held at Hotel Colorado in Glenwood Springs to attract members from the Western Slope. Business Advisory Community (Chair - Pete Toth, Co-Chair – Terri Kindsfather)

See committee report in conference packet. Pete Toth, Chair of the BAC reported that there is a shared purpose – common interest between buyers and vendors. He is working on this as a topic for the winter conference. Old Business:

Vice President Molly McLoughlin noted that a Chapter of the Year task force has been created so the task is not just on the shoulder of the Past President. We are always looking for volunteers with a variety of skills for a short period of time are welcome. There is no need to volunteer on a committee for a whole year. If you would like to volunteer in any capacity please let us know.

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New Business:

Vice President Molly McLoughlin updated membership on the new format of the the NIGP Chapter awards. Besides Chapter of the Year, there are four other awards: excellence opportunity awards in membership, education, excellence and advocacy, excellence in promoting procurement for the future. We want to bring NIGP awards back to Colorado and RMGPA so if you have any ideas or want to contribute to the process, let us know. Molly did a recap of the 2014 NIGP Forum in Philadelphia. There were many volunteer opportunities, many informational sessions, great opportunities for networking with colleagues from a variety of agencies in the US and Canada. Molly also reminded membership that the Board meeting in October is open to any body to give feedback on the Chapter of the Year, and other topics. Adjournment

A motion to adjourn was made by Cheryl Dye, City of Lakewood, and seconded by Skeet McCraken. The Motion passed unanimously and the meeting was adjourned at 11:33 am MDT. Respectfully submitted, By Molly McLoughlin, CPPB, RMGPA Vice President on behalf of Linda Kammerer, CPPB RMGPA Secretary

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

Rocky Mountain Governmental Purchasing Association _____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

Treasurer Report as of November 21, 2014

Cash

Primary Account $22,366.79 Secondary Account $22,127.79 Money Market $ 3301.36 TOTAL $47,795.94 as of 11/21/14

Profit/Loss

2014 Revenue $61,849.61 2014 Expenses $59,242.35 NET INCOME $ 2,607.26 as of 11/21/14



Communications Committee Report December 11, 2014

1. New Chapter Website in Development.

We strive to keep our chapter website informative, up-to-date, and increase its value to all RMGPA members. In addition to on-going updates and enhancements, we try to modernize our site once every five years. Next year (2015) marks the 10-year milestone of the RMGPA website. With that in mind, we’ll be unveiling the new site in the December to January timeframe. Here’s a few of the things you’ll find with the new site: - Completely different look while maintaining the functionality you’re familiar with. - Larger footprint and fonts for easier viewing - Static area in support of the corporate support program - Increases slots for Chapter News - Link to current RMGPA social media sites - Video streaming

As always, we’re here to support your needs. We’d like to hear from you if you have any questions, concerns or general observations regarding the website.

2. 1st Annual Holiday Specifications Drive. This year your Communication Committee will be launching our 1st Annual Holiday Specifications Drive. The primary focus of this drive is to increase the number of solicitations available to membership in the Specifications Library. Please understand that not all of our members have access to the Rocky Mountain E-Purchasing System and the NIGP Specifications Library. We welcome your contributions. Although contributions can be made at any time, the Annual Holiday Specification Drive will begin each year on December 1st and run through December 31st. Specifications can be submitted in MS Word and PDF formats. We ask that each specification (ITB/RFP/RFQ) is submitted as a single file. Any member that submits 2 or more specifications will be entered into a drawing to win a free Spring Conference registration. The drawing will take place in January each year,


3. Ongoing review of emails sent to [email protected].

We are getting a lot of undeliverable email notifications. Please make sure your member profile is current and up to date.

4. Ongoing maintenance of website, including posting articles, job postings, and

general information. 5. Please remember that we are ALWAYS seeking fresh information for the website.

Your input is welcome and appreciated. Respectively submitted by: Tim Wellmann, CPPB Communications Committee Chairperson

mailto:[email protected]

Rev. 11/17/14 Dedicated to Excellence in Public Purchasing


BOARD OF DIRECTORS MEETING

RMGPA WINTER CONFERENCE December 12, 2014, 12:15 p.m.

Education/Professional Development Committee Report

Chair: Karen Herman, City of Durango Co-Chairs: Diana Cantu, St. Vrain Valley Schools, Sherri Gibson, Department of Revenue 1. 2014 ProD Opportunities

The last course of 2014, Adding Value to the Procurement Process, was cancelled. We needed 15

registrants to hold the course and only had four.

2. ProD Survey and 2015 classes An additional ProD Survey has been distributed. As soon as we have the results of that survey, we will work to formulate the proposed schedule of courses for 2015. Respectfully Submitted, Karen A Herman Education/Professional Development Chair



MEMBERSHIP COMMITTEE

WINTER CONFERENCE REPORT

Your RMGPA Membership Team has been very busy over the past months. We currently have 489 Active

Members including 22 Lifetime Members. This is an increase of 76 new members since the 2014 Summer

Conference.

It has been our goal to recognize and acknowledge our outstanding RMGPA Membership. At the Winter

Conference, this goal will become a reality as we celebrate Membership Milestones in RMGPA. It is our

goal to highlight various members and recognize longevity and service to RMGPA. Over the past six (6)

months, we have encouraged our membership to update their profiles on the website so that we could easily

identify those members who are attaining specific milestones. We communicated to Active and Inactive

members via surveys and email blast. I believe these communications also encouraged several agencies

and individuals to “jump on board” and activate their membership in RMGPA.

Membership Co Chair, Barbara Hauptli, has been the primary contact for the Lifetime Members. Our

survey responses were designed to identify those members who are planning on retiring in the upcoming

months. We want them all to know they can still maintain membership in RMGPA as a Lifetime Member

after they retire from their professional procurement career. Barb has done a fantastic job of

communicating this message. The membership fee is waived and the cost to attend the various

conferences is also reduced for our Lifetime Members. These are just a few of the perks and benefits of

becoming an RMGPA Lifetime Member.

In 2015, we want to continue the focus on Membership Milestones and add other dimensions to this goal.

We also want to increase membership in the surrounding states and the Western Slope, so we will be

initiating membership drives with this focus.

RMGPA Membership Committee has had a very good year. We want to thank all of the RMGPA

Members for working with us and assisting us. Also, thanks to our awesome RMGPA Board for all of

their support and the phenomenal leadership of RMGPA President, Kristen Spicola for her encouragement,

creativity and vision for this great organization.

Merry Christmas and Happy 2015 !!!!!

Respectfully Submitted By:

Pat Patricia C. O’Neal RMGPA Membership Chairman

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


November 21

Programs Report

1. The Fall Conference was a great success, with an attendance of 55 showing up for the event. There is a copy of the Fall Conference Survey Summery attached to this report. We all missed Kristen Spicola, and wished her a speedy recovery, while Molly McLoughlin, our Vice President, did a great job filling in for her. The speakers were well received, and the food was great. The plains hotel had a lot of history and the personnel were very friendly to our attendees. Thanks to Diane Archerd, and Cori Schriner, our members to the north, for the preparations for this conference.

2. 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. We are also having Don Buffum, the NIGP President speaking to the attendees about “Procurement Managers wanted, are you ready and willing?“

3. Farrah Bustamante was able to partner with Zunesis for two computers that will be donated to Programs to use for the conferences. This will allow us to stay up with technology and keep conference running smoothly.

4. The 2015 Spring Conference will be March 13th at the Hensel Phelps Theatre in Greeley next year with Valerie Scott at the Programs helm. We will have Michael Asner with “Bulletproofing your RFP’s”. This will be an all-day work shop with a lot of great ideas that no one should miss. Remember March is Purchasing month, so be prepared to celebrate your profession.

Conference Date Location

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

Spring March 13 Greeley Colorado 701 10th Avenue, Greeley CO, 80631 At the Hensel Phelps Theatre

Summer June 11-12 Hotel Colorado 526 Pine Street Glenwood, Colorado, 81601

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