Rocky Mountain Governmental Purchasing Association€¦ · Traveling roadshow with RVTS and Q & A...

Dedicated to Excellence in Public Purchasing

Rocky Mountain Governmental Purchasing Association

BOARD OF DIRECTORS MEETING

JANUARY 22, 2020 1:00 – 4:00 PM

Location: City of Thornton Civic Center, 9500 Civic Center Dr, Thornton, CO 80229

DIAL-IN NUMBER: (712) 451-0200 | ACCESS CODE: 626277

Snacks: Kelly Wooden Beverages: Skyler Thimens / Jon Babcock

AGENDA 1) Call to Order 2) Welcome and Introductions 3) Approval of Minutes for December Business Meeting and Transitional Board Meeting 4) Treasurer’s Report

5) Vice President Report

6) Past President Report 7) Committee Reports

a) Awards

b) Communications

c) Chapter Enhancement

d) Education/Professional Development

e) Elections

f) Historian

g) Legislative

h) Marketing


i) Membership

j) Newsletter

k) Programs

l) Vendor Liaison 8) Old Business

a) Updated Board Roster b) Conflict of Interest Forms c) Deadlines for 2020 d) Bylaws Wrap-up e) Internal Controls Policy Wrap-up f) Membership Policy – Lifetime, Associate g) Educational Sessions for Pro-D and Programs h) How to Engage Members i) Chapter Swap j) RVTS & Colorado Procurement Expo

9) New Business

a) Student Member Program b) Scholarships c) Mentor Program d) Internship Program e) New Member Orientation f) Brand Identity g) Flicker Account h) Shared Google Drive i) Volunteers j) New Format for Conferences k) Committee Goals for 2020

10) Round Table/Open Discussion 11) Adjournment Map:

RMGPA BUSINESS MEETING December 5, 2019 Meeting called to order at 4:55 pm. There were no fall business meeting minutes to approve. Treasurer’s report – Valerie Scott

Waiting on a check for RVTS in Longmont that will be added to the Net Income Valerie stepping down as Treasurer Cash - $107130.60 Net Income - $22,555.83 Revenue - $93,3626.36

Vivian Harvell & Beth Hewes

The committee report is on the website Need volunteers Need a Programs chair New Mentor Program New business

Only one conference next year, a 3 day conference similar to Forum Traveling roadshow with RVTS and Q & A panel, in 4 different areas of the state

Motion to adjourn – Valerie Scott, with Shannon Sprague seconding. Meeting adjourned at 5:02 pm.

Revenue

Revenue 2018 (Transfer) $0.00

Corporate Support $0.00

Chapter Enhancement $36,000.00

Spring Conference $2,500.00

Summer Conference $2,500.00

Fall Conference $2,500.00

Winter Conference $20,000.00

Interest Income $7.00

Membership Dues $9,000.00

Professional Development $9,000.00

Reverse Vendor Trade Show $15,000.00

Sponsors $20,000.00

Other Revenue $0.00

TOTAL $116,507.00

Expenditures

Awards $800.00

Chapter Enhancement $10,000.00

Communications $5,600.00

Elections $550.00

General $8,000.00

General‐Operating $5,000.00

Historian $0.00

Marketing $500.00

Membership $1,500.00

Newsletter $0.00

Professional Development $15,000.00

Programs $65,000.00

Rewards $2,000.00

Treasurer $500.00

TOTAL $114,450.00

NET INCOME $2,057.00

2020 Proposed RMGPA Budget

2019 Actual Revenue

*Proposing no transfer to reserves in 2020

36,725.00$

1,782.00$

5,921.00$

7,233.00$

9,111.00$

7.57$

8,955.00$

8,959.25$

13,600.00$

13,000.00$

105,293.82$



Past President Board Report January 22, 2020

1. Strategic Report Card Update:

Measure 2019 April 30 July 31 Sept 30 Dec 31 YTD

RMGPA Rewards (awarded/used #) 8

2. Old Business from Previous Report

• N/A

3. New Business • The 2020 Rewards Application process has begun and will be open until February 8th. • Strategic Report Card updates needed for 2019. See attached.

Submitted By

Kerry Sheahan Past President

RMGPA 2019 Strategic Report Card

Measure Committee 2013 2014 2015 2016 2017 2018 April 30

July 31

Sept 30

Dec 31

2019 GOAL

RMGPA Award Nominations (#) Awards 2 4 6 8 7

8 4 0 1 34 7

RVTS Vendor Participation (#)

Chapter Enhancement 64 93 112 84 240 200+ N/A N/A 113 N/A 200

Corporate Support Program Contacts (#)

Chapter Enhancement N/A 10 3 3 5 10 12 15 20

Job Postings (#) Communications 63 65 37 68 64 69 25 27 17 Tracking only

Members Voted Electronically (%) Elections 21% 21% 24% 25% 25% 27% N/A 11% N/A 30% LinkedIn Members (#) Marketing 48 63 79 103 114 122 122 122 122 130 Tracking

only

LinkedIn Posts (#) Marketing 6 7 14 12 6 17 5 0 12 7 40

Twitter Posts (#) Marketing N/A N/A 6 12 2 12 1 0 0 0 40 Facebook Posts (#) Marketing N/A N/A N/A 12 12 16 7 3 12 7 40 Increase Social Media Click-Through

Marketing N/A N/A N/A N/A N/A N/A +5 5%

Increase Members Following on Social Media

Marketing N/A N/A N/A N/A N/A N/A +3 0 0 0 Tracking Only

Year End Survey Marketing N/A N/A N/A N/A N/A N/A N/A N/A N/A Yes

RMGPA Members (#) Membership 458 494 523 554 497 458 509 528 533 Tracking

only NIGP/RMGPA Members (%) Membership 60% N/A N/A 63% 68% 87% 83% Tracking

only Student Members (#) Membership N/A N/A 1 4 0 0 1 0 0 0 1 Recognized Years of Service (Y/N/#) Membership N/A Y/7 Y/68 Y/33 Y/33 Y/43 N/A Tracking

only Certified Members (CPPB# / CPPO #) Membership 118/

31 124/33 166/45 171/49 169/48 169/51 Tracking only

Vendor articles in newsletter (#) Newsletter N/A N/A N/A 6 9 0 1 0 1 0 4

RMGPA Rewards (awarded/used #) Past President 11/9 8/7 8/3 10/10 12/10 8/8 8/0 8/3 8/3 8/8 10/10 Courses Confirmed (#) Pro D 8/10 31/32 5/15 10/12 7/9 8/11 4/10 4/10 6/10 6/10 8/8 Members Attended a Course (%)

Pro D 23.6% 25.9% 7.6% 18.5% 25.4% 13.7% 6% 2% 25

Scholarships Awarded ($) Pro D $3088 $4200 $933 $2044 $3015 $7527 $10915 $11115 0 $447 $15,000 Mentor Review Sessions (#)

Pro D/Membership 1 2 1 0 1 0 0 0 0 0 2

Survey Participation % Programs N/A 50% 44% 39% 50% 48% 20% 29% 24% N/A 45% Member Satisfied with Conferences (%)

Programs N/A 83.61% 85.93% 91% 89% 95% 100% 92% 92% N/A 90% Members Attended Spring Conference (#)

Programs 306 280 300 290 247 64 65 N/A N/A N/A Tracking Only

Members Attended Summer Conference (#)

Programs N/A N/A N/A 42 N/A 60 N/A 59 N/A N/A Tracking Only

Members Attended Fall Conference (#)

Programs N/A N/A N/A N/A N/A 56 N/A N/A 63 N/A Tracking Only

Measure Committee 2013 2014 2015 2016 2017 2018 April 30

July 31

Sept 30

Dec 31

2019 GOAL

Members Attended Winter Conference (#)

Programs N/A N/A N/A N/A N/A 91 N/A N/A N/A 78 Tracking only

Increase Conference Membership for New Members

Programs N/A N/A N/A N/A N/A N/A 12 5 8 13 TBD

Increase Conference Opportunities on the Western Slope and Northern CO

Programs N/A N/A N/A N/A N/A N/A 0 1 0 0 TBD

Increase Participation of RMGPA Award Nominations

Programs N/A N/A N/A N/A N/A N/A N/A N/A N/A 23 TBD

RMGPA Volunteers (#) Vice President 31 25 29 38 36 28 28 32 34 34 40



2020 BOARD OF DIRECTORS January 1, 2020 PRESIDENT Traci Gorman, CPPO, CPPB Town of Parker 20120 E. Mainstreet Parker, CO 80138 PH: 303-805-3188 CELL: 303-746-1315 (Personal) E-mail: [email protected] VICE PRESIDENT Shannon Sprague, CPPB Adams County 4430 S. Adams County Pkwy, Ste, C4000A Brighton, CO 80601 PH: 720-523-6052 E-mail: [email protected] PAST PRESIDENT Kerry Sheahan, CPPB City of Longmont 350 Kimbark Street Longmont, CO 80501 PH: 303-774-3671 E-mail: [email protected] SECRETARY Whitney Smith City of Arvada 8101 Ralston Rd. Arvada, CO 80002 PH: 720-898-7091 E-mail: [email protected] TREASURER Valerie Scott City of Longmont 350 Kimbark Street Longmont, CO 80501 PH: 303-774-4887 E-mail: [email protected]


STANDING COMMITTEE CHAIRS (Also Voting Board Members) PROGRAMS ELECTIONS Jon Babcock Skyler Thimens Poudre School District Poudre School District 2407 Laporte Ave. 2407 Laporte Ave. Fort Collins, CO 80521 Ft. Collins, CO 80521 PH: 970-490-3545 PH: 970-490-3554 E-mail: [email protected] E-mail: [email protected] ___________________________________________________________________________________ EDUCATION/ PROFESSIONAL DEVELOPMENT MEMBERSHIP Nikita Hildebrandt Diana Cantu Pikes Peak Workforce Center St. Vrain Valley Schools 1675 Garden of the Gods Rd., Suite 1118 2929 Clover Basin Dr. Colorado Springs, CO 80907 Longmont, CO 80503 PH: 719-660-2476 PH: 303-702-7715 E-mail: [email protected] E-mail: [email protected] AWARDS HISTORIAN Amanda Zila Pat Johnson University of Northern Colorado City of Fort Collins 501 20th Street PO Box 580 Campus Box 61, Carter Hall, Room 1002 Fort Collins, CO 80521 Greeley, CO 80639 PH: 970-221-6816 PH: 970-351-2472 E-mail: [email protected] E-mail: [email protected] NEWSLETTER COMMUNICATIONS Michelle Brown David Musgrave Jefferson County Public Schools Colorado Department of Transportation 1829 Denver West Dr., Bldg 27 2829 W. Howard Pl., 5th Floor Golden, CO 80401 Denver, CO 80204 PH: 303-982-6766 PH: 303-757-9861 E-mail: [email protected] E-mail: [email protected] LEGISLATIVE CHAPTER ENHANCEMENT Nancy Allen John Chaplain City of Arvada University of Northern Colorado 8101 Ralston Rd. 501 20th Street Arvada, CO 80002 Campus Box 61, Carter Hall, Room 1002 PH: 720-898-7093 Greeley, CO 80639 E-mail: [email protected] PH: 970-351-2040 E-mail: [email protected] ____________________________________________________________________________________________ MARKETING Brenda Hannu City & County of Denver 201 W. Colfax Ave., Dept 304 Denver, CO 80202 PH: 720-913-8118 E-mail: [email protected] ____________________________________________________________________________________________ CO-CHAIRS: No changes from 2019, other than Brenda Hannu is now Chair and I don’t know who her Co-Chair is ____________________________________________________________________________________________ BOARD MEETING DATES: January 22nd, 1-4pm; February 26th, 1-4pm (Strategic Planning Mtg); April 22nd, 1-4pm; July 22nd, 1-4pm; October 28th, 1-4pm

“Our passions are the winds that propel our vessel. Our reason is the pilot that steers her. Without winds the vessel would not move and without a pilot she would be lost.” – Proverbs

RMGPA is made up of various individuals that are essential to the success of our Chapter, our agencies and our networks, both professional and personal. Our passion and commitment for what we do every day, in our professional lives as well as our personal lives, is what I am asking you to bring to RMGPA.

Over the course of the last few years, I believe RMGPA members have lost a little of their passion and commitment and I hope, over the next year, we can work together to build up that passion in and commitment to RMGPA, its members and what we stand for as an organization.

“So, whether you’re boldly defying convention or taking small, calculated risks…have fun in all that you do and strive for. You’re an amazing person with untapped potential.” – Hilton-Barbert

Think back to what it was like to be just starting out in Procurement and how excited you were to learn, not only the technical information but anything that would make you better at what you chose as a career. All of us had exciting ideas to bring to our agency, to RMGPA and to the networks we had developed. As an organization we need to rekindle those ideas; we need new and innovative ways of drawing in those who are new to our profession and reenergizing those who have devoted years to our profession.

“Individual commitment to a group effort – that is what makes a team work, a company work, a society work, a civilization work.” – Vince Lombardi

As we move forward into 2020, I ask that you think about what inspires you, excites you, drives you, and fuels your desire to be the best Procurement person you possibly can be. From there, build off those thoughts with new and innovative ideas to inspire those around you in your agency, your life, and RMGPA to be their best. With that kind of encouragement and support, we cannot help but empower ourselves and those around us to excel and succeed in anything they put their mind and vision to!

“Most important of all, to be successful in life demands that a man make a personal commitment to excellence and to victory, even though the ultimate victory can never be completely won. Yet that victory might be pursued and wooed with every fiber of our body, with every bit of our might and all our effort. And each week, there is a new encounter; each day, there is a new challenge.” – Vince Lombardi

My challenge to the members of RMGPA for this year is to do all that we can to build our membership base, encourage each other, build the bonds of greatness, and lift RMGPA up to its highest success.

“All the darkness in the world cannot extinguish the light of a single candle.” – St. Francis of Assisi

Traci



Communications Committee Board Report January 16, 2020


Measure 2019 Jan

16

Feb

20

April

16

July

16

Oct

22

YTD

2020

Number of Job Postings 85 3

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

Website access: The Communications Committee has set up everyone on the backend of the website. If you have questions, please let us know. Photo: If you don’t have a headshot on the contact us section of our website, please forward your photo to [email protected].

Respectively submitted by:

David Molly

David Musgrave Molly McLoughlin, CPPO, CPPB

RMGPA Communications Chair RMGPA Communications Co‐Chair


Education/Professional Development Committee Board Report

(01/22/2020)



Courses Confirmed (#)

Members Attended a Course (%)

Scholarships Awarded ($)

Scholarships Paid ($)

2. New Business (10/17) Class applications put in to NIGP (01/16)

o Waiting on information from host site on the others Karen at NIGP said there will be a new round of Pathways Classes coming out in June.

Waiting to see what that looks like to offer classes in the fall How To’s completed – see attached New survey put out for host sites (January 21st to February 21st)

Submitted By: Nikita Hildebrandt Marisa Donegon Pro D Chair Pro D Co-Chair

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RMGPA Education/Professional Development

Chairperson “How-To’s”

Submitted By:

Nikita Hildebrandt, Chair

Marisa Donegon, Co-Chair

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Table of Contents

1. Setting up Contact Information to Be a New Chair …………………….…………….Page 3 2. Chapter Manager …................................................................................................Page 3

a. Surveys …...............................................................................................Pages 3-5 b. Emails …......................................................................................................Page 5 c. Posting a Class to RMGPA Website ….................................................. Page 6 -9

3. DropBox ……………………………………………………………….……………Pages 9 - 10 4. Budget ……………………………………………………………………...….………...Page 10 5. NIGP Contacts and Roles ……………………………………………...………..Pages 10- 11 6. Timeframe After Course Request …………………………………….…………Pages 11-12 7. How to Schedule a Class……………………………………………….…………Pages 12-13 8. Information for Hosting a Class ………………………………………..………… Page 13-15 9. Scholarships …………………………………………………………..…..……….Pages 15-16

a. NEW Member Discount ………………………………….……..……….Pages 16 -17 b. RMGPA Hosted Classes (General Application) ……….……..………Pages 17 -18 c. RMGPA Conference (General Application)……………………..…… Pages 18 -20 d. NEW Member NIGP Forum ……………………………………..……..Pages 20 -21 e. NIGP Forum ………………………………………………………………Pages 21-23 f. CPPB & CPPO……………………………………………………..…….Pages 23 -24

10. Volunteerism on Committee……………………………………………..………Pages 24 -25 11. Communication with Other Committees ……………………………..…….………..Page 25 12. Newsletter Updates ……………………………………………………..….………….Page 25

Commented [MD1]: How does the member process payment after being awarded scholarship? Will NIGP accept RMGPA certificate?

Commented [MD2]: What is the differentiation between the two? (Documents are the same)

Commented [NH3R2]: Looking at it closer the “new” application includes :

First time to Forum -New to RMGPA

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1. Setting up Contact Information to Be a New Chair

Email [email protected] to indicate the following

Email you want the [email protected] email to be re-directed to Contact information for the Contact Us page Headshot Picture for the Contact Us page

NIGP Resource Website: https://www.nigp.org/home/chapters/host-an-nigp-course

2. Chapter Manager

Log into Chapter Manager

https://www.rmgpa.org/secure/backend_login/index.cfm

Contract [email protected] for log-in credentials

How to Do Surveys

There are various types of surveys saved in Chapter Managers for all committees

The surveys that the Pro D committees uses are:

- Educational Surveys: This is to gauge what our members want to see for classes in CO

o These are done every six months - Creating new surveys for other input needed from members

Log into Chapter Manger

Click on Other Areas

Click on under Surveys

There are different features to use the Survey

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= Shows that the survey is active

= Allows you to edit the survey

This is helpful for extending the start and end date on a survey

= Allows you to manage the questions of the survey

= Allows you to view reports from the survey results

= Allows you to send a notification email to members

= Allows you to replicate the survey

This is helpful when re-doing the yearly education survey

It will not copy the results over

Survey Information

- Survey Title: The description of what the survey is for - Survey URL: Auto populates from the survey title - State Date: The date needs to be in the future - End Date - Comments: This is what will show at the top of the survey - Display results anonymously in reports: no - Maximum number of questions per survey page: 3

Notification Email

- From: [email protected] - Subject: Title of the survey - Body: This is what will be displayed in the body of the email

At the bottom of the page click Save

The next screen will be all the information that you put in

At the bottom of this page

Click – Make Changes

Or Click – Continue

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The next screen is the survey questions

You can

Add a survey question

Preview display of questions for this survey

Return to the survey control panel – this brings you back to the main survey menu screen

If surveying for the classes

Use the list of NIGP Classes that are offered

List located on DropBox

NIGP Class Registration Requirements.pdf

You are able to do different types of questions related to the information that you are seeking from members

Once you have all the questions needed for the survey

Click on Other Areas to get back to current surveys

How to Do Email Notification for Surveys

Locate the Active Survey that resulted from the creation or edit of a survey

Click on

This pre-populates the information in-putted in creating

Edit any information in the Body

Click Save




Or Click – Send

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How to Post a Class to RMGPA Website

This is done once the class has been approved and is on NIGPs website

Log into Chapter Manger

Click on Meetings/ Events

Click on Meetings

In this module the meetings/ or classes remain on the page for 30 days after the meeting date

This process has seven steps through Chapter Manager:

Step 1: Control Panel

Click on Schedule a new meeting

Step 2: Scheduling

NIGP Registration:

Go www.NIGP.org / Your Learning Journey/ Coursework

In the What Would You Like to Learn Today search bar

Search for the class you are posting by name

Click Go

Locate the class to post

Click on the name of the class

At the top of you internet search engine bar, the web address of the class includes the code needed for NIGP Registration Number field

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In the URL of the class: http://www.nigp.org/eweb/DynamicPage.aspx?Site=NIGP&WebCode=InstEvent&Reg_evt_key =c829ec05-172c-42c8-ac54-6e8beaf45980

The portion that is red is what is needed

General Information (box)

Meeting Title: Name of the class

Meeting Start Date/ Time

Meeting End Date/ Time

Meeting will display until: End Date

Accept Registrations: Yes or No

Registration Options (box)

Maximum Number of Registrants: Depends on class requirements and host site

Force Non-Members to Create Account: Yes

Registration Deadline:

Send Email Notification: Yes

Send Email to Non-Members: Yes

Certificate to Award: Attendance

Payment Restrictions (box)

Allowed Payment Types: Both

Location Information (box)

Class host information

Description (box)

Short description from the class description

Insert Attachments (box)

This can be:

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Instructor Bio

Click Preview




Or Click – Add Fees

Step 3: Meeting Fee:

You will enter two separate fee types

1. Early Bird 2. After Early Bird

Fee Title:

Display: Show this fee

Member Status: All Registrants

Points – Depends on class

CEUs – Depends on class

Hours – Depends on class

Fee – Depends on class

Date Constraints: Put the two timeframes as mentioned above

Below is the breakdown on the prices for each type of class.

One Day Course: Courses as of September 1, 2019 Institute Members: $310 Non-Members: $410

Two Day NIGP Courses Courses as of September 1, 2019 Institute Member: $425 Non-Member: $525

Commented [MD4]: Verify this is still current?

Commented [NH5R4]: Correct

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Two Day Co-Sponsored Courses Courses as of September 1, 2019 Institute Member: $510 Non-Member: $610

Three Day Courses: Courses as of September 1, 2019 Institute Member: $595 Non-Member: $695

Click Submit

Click Add Another Fee

Do the same process as above but for the after early bird amount

Once the second type of fee is in-putted

Click Submit

Click Add Custom Questions ** If applicable to the class

If not click on

Step 5: Images

This can be the MapQuest for the host site

Click Submit

Step 6: Files

This can be local hotels

Click Submit or Skip this Step

Step 7: Preview

This previews all the information that was inputted

At this step you have the chance to go back to the other steps to edit

3. Drop Box

Go to www.dropbox.com

File sharing can be set up by RMPGA president

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This is where all Pro D information is kept

To include the following:

Board Reports Budget Class Rosters Reimbursements Requested from Class Hosts Scholarship Applications Scholarship Certificate of Awards And More..

4. Budget

Approved at the end of the year for the following year

Pro D Budget Breakdown:

Catering: $2,500.00

Scholarships: $3,000.00

NIGP Forum: $6,000.00

Re-certification: $2,000.00

Certification (CPPB & CPPO): $2,000.00

Mileage: $100.00

Postage: $50.00

Totaling: $15,650.00

It is important to keep the information up-to-date through the year as expenses are incurred

A full budget file is located in the DropBox folder, named YYYY Budget Tracker.

5. NIGP Contacts and Roles

General NIGP Events Email: [email protected]

o Karen Robinson (Events & Programs Administrator) Contact Information:

Desk Phone: 703-736-8900 X242

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Email: [email protected] Receives the request from online Sends out request for instructors

o Marlena Bludzien (Events & Programs Assistant) Contact Information:

Desk Phone: 703-736-8900 X348 Email: [email protected]

Puts the class in the system to create the event to post to NIGP website

o Julia Weagraff (Events & Programs Assistant) Contact information:

Desk Phone: 703-736-8900 X347 Email: [email protected]

Confirms the class by sending the instructor information Sends reminders about registration numbers 30 days out – each

class has a different minimum registered

6. Timeframe for Scheduling Courses

6 Months Out

Once the education survey is received and analyzed by the committee

Prioritize what classes should be scheduled Look at a calendar for Tuesday/ Wednesday/ Thursday dates for the

difference three, two, or one day classes Try to avoid national or local holidays Avoid classes in December, January, and September

Connect with members that shown interest in hosting a class Refer to NIGP Course Tracker spreadsheet in DropBox for contacts Ask the potential hosting side if the dates are available, space

capacities, space cost, audiovisual capabilities

Submit a Seminar Request/ Logistic Form

Refer to Section 7 How to Schedule a Class

Once the classes are approved they are posted to the NIGP website

Once the class is approved by NIGP post the class to RMPGA website

Refer to Section 2 Chapter Manger/ How to Post a Class to RMGPA Website

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4 Weeks Out from Scheduled Class

Each class has a minimum to how many registrants that they need

If this is not met then the class will need to either:

Cancel and reschedule the course Pay the minimum participant fee for every seat under the

required minimum not utilized

When the class is confirmed an email will be sent to the instructor and seminar coordinator.

Please take that opportunity to reach out to the instructor to confirm logistics and requests they may have. It is an excellent idea to exchange cell phone contacts in case of emergencies.

1 Week Out from Scheduled Class

The materials are requested to be sent 5-7 days prior to the class

Address the materials will be sent to the seminars coordinator

Be sure the host site confirms the materials once received

IF the materials are not received by host site within 3 days of the class email:

[email protected]

After the Class

The materials (books) need to be sent back to NIGP within three days of the course being completed

This is to make sure the participants' get their credit hours and their certificate

Any unreturned books will be charged to the chapter

Once the seminar materials are received, NIGP will verify class attendance, calculate the rebate and request the rebate check to be mailed to the chapter treasurer on file.

7. How to Schedule a Class

You need the following information before you request the class through NIGP

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Location POC at Location (Also known as seminar coordinator) Person to receive the materials at hosting site Capacity at Facility Audiovisual Capabilities Other materials available

Once this information has been received go to:

https://www.nigp.org/home/chapters/host-an-nigp-course

Go down to Step 6

The next screen comes up with the course application

Each class needs this form filled out

`

Once the class is confirmed with NIGP post to RMGPAs website

Refer to Section 2 Chapter Manager

Sub-Section 3 How to Post a Class to RMPGA Website

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8. Information for Hosting a Class

In DropBox there is a Hosting flyer named ProDev Hosting Pamphlet. docx

Bring these to each conference to pass out

The site requirements includes:

Facility Requirements

Comfortable seating for 1 day to 3 full days Maximum 20 attendees Parking fees (if applicable)

Technology Requirements

Projector/ Computer with 2 USB ports and sound Internet access, including YouTube

Instructor Support

Access to the classroom the afternoon prior Early facility access by 7am the day of class Pre – class coordination of materials of materials/ technology

Attendee Amenities

Morning and afternoon snack breaks Suggested list of local restaurants

Host Responsibilities

Ensure classroom set up for 1st day of course to accommodate small group discussion

Bring pre-ordered class materials to the training room Provide technology set up, or identify technology coordinator for any

technical issues Handle any onsite questions and concerns Provide snacks and beverages for the course

**Expenses are reimbursed up to $150

Distribute, collect and return course feedback forms

Excess materials need to be send back to NIGP

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Class roster needs to emailed to [email protected] within 24 hours of the class being over

Pro D Chair then emails class roster to:

[email protected] and [email protected]

9. Scholarships

RMGPA is able to provide scholarship monies to their members for professional development.

RMGPA membership status needs to be verified

This can be done in two ways:

o By logging into www.rmgpa.org website under member directory

Membership Services --- Member Directory --- Sign In

Search by applicant name

o By emailing current RMGPA Membership Chair ([email protected])

*** If they are not a member they are not eligible for a scholarship

NIGP membership status needs to be verified:

This can be done:

o By logging into www.nigp.org website Locating the member under

Join Us --- Our Members --- Individual Member Directory --- Sign In

Search by applicant name

*** If they are not a member they are not eligible for a scholarship

Application Deadlines:

NEW Member Discount needs to be turned in as needed bases RMGPA General (Conference/ Class) needs to be turned in within 70 days within

the event NEW Member NIGP Forum needs to be turned in within 60 days within the event NIGP Forum needs to be turned in within 60 days within the event CPPB & CPPO needs to be turned in as needed bases

Commented [NH6]: Waiting on verification from NIGP

Commented [NH7R6]: Correct

Commented [MD8]: Determine timelines. (Can Pro-D make this decision or are there guidelines?)

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NEW Member Discount

Once the application is received verify RMGPA and NIGP membership

Review the application to make sure the application is complete

Then email out to the committee volunteers to get their input on the applications

Subject: RMGPA Scholarship Application for Review/ Approval

Body of the Message:

Good (Morning or Afternoon)

Please see attached applications for the members below:

(Insert member name), (insert application for) -- (insert Pro Dev Chair input)

Please provide your input by (insert timeframe)

Thank you for your input it is greatly appreciated

Save a copy of the application in DropBox

Save As: (Insert member name)_(insert application for)

Once approved use the Certificate of Scholarship Template located in DropBox

Type In:

o Awardees name o What they are being awarded for? o Amount

Print out the certificate and sign it

Scan and save into DropBox as their certificate for the scholarship

Save As: (Member Name) (What for) (Year)

Payment Option:

We have them register and select check for payment. Pro D chair is to notify the Treasurer and credit is taken care of on the backend by the Treasurer

Email the certificate of scholarship to the member congratulating them

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Subject: Certificate of Scholarship

Body of Message:


I would like to congratulate you in receiving the scholarship for (insert what). Process the new membership application (insert payment options). Please let me know if you have any questions and look forward to seeing you there!

Additionally email all of the certificates of scholarship to the RMGPA Treasurer to let them know what ones to credit the payment

In subject line indicate what the scholarship is for

Log the amount of each scholarship awarded into the budget

Announce at the next conference

RMGPA Hosted Classes (General RMGPA Application)












Save As: (Insert member name)_ (insert application for)


Type In:

Commented [NH9]: Need to confirm with Valerie if this is true

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Save As: (Member Name)_(What for) (Year)

Payment Option:

We have them register and select check for payment. Pro D chair is to notify the Treasurer and credit is taken care of on the backend by the Treasurer



Body of Message:


I would like to congratulate you in receiving the scholarship for (insert what). Register for the class as a check payment and it will be taken care of on the backend. Please let me know if you have any questions and look forward to seeing you there!

Additionally email all of the certificates of scholarship to the RMGPA Treasurer to let them know what ones to credit the payment




RMGPA Conferences (General RMGPA Application)

Following Board Member are exempt to receiving a scholarship for conferences

RMGPA President RMGPA Vice-President RMGPA Programs Committee Chair RMPGA Awards Committee Chair

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Type In:





Payment Options:

We have them register and select check for payment. Pro D chair is to notify the

Treasurer and credit is taken care of on the backend by the Treasurer



Body of Message:

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I would like to congratulate you in receiving the scholarship for (insert what). (Insert payment option). Please let me know if you have any questions and look forward to seeing you there!

Additionally, email all of the certificates of scholarship to the RMGPA Treasurer to let them know what ones to credit the payment




NEW Member NIGP Forum














Type In:


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Payment Options:

We can have them register and pay and then we reimburse whoever paid for it

(could be them personally or their agency.) In this case, they should submit a

receipt and proof of registration / attendance for the event to attach to the

payment request.

We can have them submit the invoice to us and then write a check to the entity

having the class or event (such as NIGP or UPPCC).



Body of Message:


I would like to congratulate you in receiving the scholarship for (insert what). (insert payment option). Please let me know if you have any questions and look forward to seeing you there!




NIGP Forum







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Type In:





Payment Options:




payment request.





Body of Message:



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CPPO & CPPB














Type In:





Payment Options:

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payment request.





Body of Message:






10. Volunteerism on Committee

A list of volunteers is located on www.rmgpa.org

Member Services --- Committees/ Volunteers --- Professional Development

Click on More Info

This will show the current list of volunteers for the committee

There is a spreadsheet located on DropBox named:

Pro D Volunteers.xls

This document includes the following:

Contact Name Email What they Help With Time Available

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It is important to include the volunteers of the committee

Include them in the following:

Scoring scholarships Input on upcoming class schedule Other updates with the committee

Schedule a time monthly to update the volunteers

If time allows, encourage the committee volunteers to meet up at conferences by sending an email close to a conference

11. Pro-D Communication to Members Continuously communicate on the following:

Upcoming Classes Scholarship Opportunities Others items as needed

12. Communication with Other Committees

It is important that the committee keeps open communication with all the other committees as needed:

Marketing – to help with social media posting of upcoming classes Newsletter – for scholarship awardees Conference Planning – To see if we can pair a class with a

conference Communications – to help with updating the committee list of

volunteers Treasurer – to notify who received a scholarship

13. Newsletter Updates

Updates are sent to the current newsletter chair member

Upcoming Class Schedule Scholarships Awarded – Include member name, amount, and what for

Commented [MD10]: Update.



Elections Committee Board Report January 20th 2020



Voter Participation

24.91%

2. Old Business from Previous Report: N/A None

3. New Business: Election Results: 2020 President: Shannon Sprague 2020 Secretary: Whitney Mugford-Smith 2020 Voting Statistics Who Voted? 24.91% 135 Votes Cast Who viewed but did not vote? 2.4 % 13 voters Who did not view or vote? 72.68%. 394 votes When do people vote? 54% votes received between 12pm – 5pm 60% votes received following email blasts


Submitted By Name: Skyler Thimens Elections Chair c.c. Tim Wellmann Elections Co-Chair



Historian Committee Board Report 1/21/2020



N/A

2. Old Business from Previous Report

Continuing to archive historical documents on the back-end of the website. Submitted by Pat Johnson Historian Chair



Legislative Committee Board Report January 16, 2020

1. Strategic Report Card Update: N/A

2. Old Business from Previous Report: N/A 3. New Business Committee conference call will be scheduled next week to discuss committee responsibilities for the 2019 legislative session. Volunteers identify and track CO House and CO Senate Bills introduced in this session. The positions review introduced Bills monthly for possible Procurement impact, then send to Nancy Allen for Summary. We will be tracking current status at the end of each month, as well as any legislative amendments that substantively affect the procurement aspects of the bills. We plan to distribute the bill summaries to membership by the fourth working day of the following month. Jenna Cifala, Melissa Lawrence, Richard Pennington and Katie Schwindt will be assisting. Monthly summaries are not planned for WY as their Legislature produces very few Purchasing related Bills. We will produce a session end summary if there are Bills to summarize. Submitted By Nancy Allen Farrah Bustamante Legislative Committee Chair Legislative Committee Co-Chair



Marketing Committee Board Report

(as of 12/31/2019) 1. Strategic Report Card Update:

Measure 2019 April July Oct Dec 2020 YTD LinkedIn Members (#) 132 LinkedIn Posts (#) 24 Twitter Posts (#) 1 Facebook Followers (# we reach on avg/ clicks)

31/4

Post with highest view 37/10 – Congrats to 3 scholarship

recipients (4/10/19)

Facebook Posts (#) 29 Facebook Followers 68

2. Recap of 2019 Business

Facebook – We started out with 55 followers in January of 2019 and we are now at 68 followers.

Linkedin – We started the year at 122 members and now are at 132. In December, accepted member requests from Cindy Stahmer, Purchasing Ops Manager at Jeffco and Keith Templeton, Senior Account Executive at the Mittera Group.

Nicol Suddreth from General Services Contracting at the City and County of Denver has accepted the role of Marketing Co-Chair of the Marketing Committee.

3. The year 2020

Looking for photos of the 2019 NIGP conference. Will be posting a photographic 2019 year in review.

Looking to become more active on social media and am putting out a call to all members to submit links to interesting articles, meetings, events, shout-outs, etc.

Submitted By Name: Brenda Hannu Marketing Chair



Newsletter Committee Board Report January 16, 2020



4 vendor articles per year 1 0 1 0 2

2. Old Business from Previous Report Vendor Articles – Vendors tend not to write articles due to liability concerns. Many companies prohibit employees from writing articles for any type of publication.

3. New Business

Need to speak with Legislative Committee to see if they will continue providing articles since Richard Pennington is retired. Will reach out to cooperative entities and industry websites for Vendor articles. Hope to add Template Talk back into Newsletter.

Happy New Year! Happy New Decade! Submitted By Michelle Brown Newsletter Chair



Programs Committee Board Report 01/22/2020


Measure

2019 Spring Summer Fall Winter

Survey Participation Count 10 13 13 N/A Overall Exceeded Expectations 40% 69% 85% N/A Overall Met Expectations 60% 23% 8% N/A Overall Below Expectations 0% 8% 7% N/A Members Attended Spring Conference (#)

57 55 62 72

2. Old Business from Previous Report Spring Conference – March 5, Colorado Springs Roadshow – June 5 or 12, Mesa State? (Farrah reaching out) Roadshow – September 25, DoubleTree – Greeley $6,200? Winter Conference – December 2-4, Denver Breakout sessions for sponsors at any of these?

3. New Business 2021 – Dates Roadshow – March 5, Location? Roadshow – June 4, Location? Roadshow – September 3, Location? Winter Conference – December 1-3, Location? Submitted By Jon Babcock Programs Chair

Rocky Mountain Governmental Purchasing Association€¦ · Traveling roadshow with RVTS and Q & A...

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