Rocky Mountain Governmental Purchasing Association

BOARD OF DIRECTORS TRANSITION MEETING Friday, December 12, 2014 11:30 – 2:00 p.m. Agenda 1. 2. 3. 4.

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Call to Order Welcome and Introductions Approval of Minutes, Board of Directors’s Meeting, Wednesday, October 29, 2014 Administrative Items a. Board Roster- tenative(new chairs will be approved at January Board Meeting) b. 2015 Board Meeting Schedule i. Meetings will be held at: 1. City of Thornton Infrastructure Center, 12450 N. Washington Street, Thornton, CO 80241 2. City of Centennial, 7272 S. Eagle St, Centennial, CO, 80112 ii. January 28th, 10:30 – 12:30 p.m. – Executive Board Meeting (Meeting place TBD) iii. January 28th, 1:00 – 4:00 p.m. – Regular Board Meeting- City of Thornton iv. February 25th, 1:00 – 4:00 p.m. – Study Session- City of Centennial v. April 29th, 1:00 – 4:00 p.m. – Regular Board Meeting- City of Thornton vi. July 29th, 1:00 – 4:00 p.m. – Regular Board Meeting- City of Centennial vii. October 28th, 1:00 – 4:00 p.m. – Regular Board Meeting- City of Thornton c. Snack Sign-Up 2014 Wrap-Up by Kristen Spicola. a. Chapter Strategic Plan Review 2015 Board Initiatives Overview a. Student Memeberships/Mentor Programb. Chapter of the Year Update & Goals 2015 Budget Planning a. December 15th – Preliminary Budget to Chairs by Treasurer (2014 Budget vs. Actual) b. January 15th – 2014 Preliminary Budget Input due to Treasurer c. January 22rd – Preliminary Budget to RMGPA Board for Review by Treasurer d. January 28th – Budget Presentation for Considertaion of Adoption by Treasurer Roles and Responsibilities of Board Members a. Policies and Procedures for Committees b. Attendance at Board Meetings c. 2015 Newsletter Articles Deadlines - 3/20, 6/19, 9/25, 12/16 d. Committee Sucessess/ Challenges/Goals i. Awards ii. BAC- Idea- Consolidation with Chapter Enhancement iii. Chapter Enhancement- Challenge- RTVS Registration, Success- Vendor Exhibit Trade Show Sold-out, Goal- RVTS @ Fall Conference in Denver iv. Communications v. Education/Professional Development vi. Elections vii. Historian- Co-Chair Vacant

Dedicated to Excellence in Public Purchasing

viii. ix. x. xi. xii. 9. Old Buisness 10. New Business 11. Adjourn

Legislative Marketing Membership- Success- Years of Service Recognition, Goal- Reach out to neighboring states. Newletter Programs

Dedicated to Excellence in Public Purchasing

UNOFFICIAL MINUTES OF THE ROCKY MOUNTAIN GOVERNMENTAL PURCHASING ASSOCIATION (RMGPA) BOARD MEETING CITY OF CENTENNIAL PUBLIC WORKS BUILDING, CENTENNIAL, COLORADO OCTOBER 29, 2014

Call to Order The RMGPA Board of Director’s Meeting was called to order by President Kristen Spicola at 1:00 p.m. at the City of City of Centennial, Public Works Building, Centennial, Colorado. Board Members present:

Committee members present:

President: Vice President: Secretary: Treasurer: Past President: Awards: Chapter Enhancement: Communications: Education/Pro D: Elections: Historian: Legislative: Membership: Newsletter: Programs: Marketing: BAC:

Kristen Spicola Molly McLoughlin Vivian Harvell Kathryn Rowe (Phone) Mary Jablonski Mary Kirschmer Tim Wellmann Karen Herman (Phone) Diana Cantu Linda Meserve Vera Kennedy Patricia O’Neal Marcia Sieben Skeet McCracken Valerie Scott Farrah Bustamante Pete Toth

Secretary Report (Vera Kennedy for Linda Kammerer) The minutes of the July 30, 2014 RMGPA Board of Directors’ Meeting are included in the meeting packet for review. President Kristen Spicola asked for a Motion to accept the July 30, 2014 RMGPA Board of Directors’ Meeting minutes. Molly McLoughlin made a Motion to accept the minutes. Vivian Harvell seconded the Motion. The minutes are adopted by the Board. Treasurer’s Report (Vivian Harvell) Kristen Spicola asked members to review the Treasurer’s Report included in the agenda packets. Although the association is showing a current net loss, there are revenues outstanding from the Winter Conference trade show and membership dues that will be received in December. Balances Primary Account: Secondary Account: Money Market: Total

$9,143.73 $22,127.62 $3,151.28 $34,422.63

2014 Revenue 2014 Expenses Net Income

$43,193.36 $56,959.41 $-10,766.05

Skeet McCracken made a Motion to approve the October Treasurer’s Report. Mary Kirschmer seconded the Motion. The Treasurer’s Report is adopted by the Board. Discussion was had to add a line in the registration process in Chapter Manager that when members use free certificates, that they can click on “Certificate” as an option and enters in the certificate number. Skeet will add this option to the membership registration categories. Vice President’s Report (Molly McLoughlin) Vice President Molly McLoughlin reported that she did debut the new website links at the Fall Conference. There are not links to awards and recognition on the RMGPA website under the “About Us” tab. A link will be created for Volunteer of the Year. Member profiles will feature a volunteer certificate for proof of volunteer credit. Kristen Spicola displayed a sample provided by the UPPCC that showed an acceptable certificate. The RMGPA certificate has been updated to reflect the new requirements. Prior certificates will be honored by the UPPCC for recertification or certification. A revised volunteer program document has been uploaded onto the backend to assist in recognizing and handing out awards. Past President’s Report (Kathryn Rowe) Past President Kathryn Rowe reported that the remaining balance of rewards will be used at the Winter Conference. There will be one reward to carry over to next year due to maternity leave for this member. President Kristen Spicola thanked Kathryn for attending the Board meeting via conference call while she is home recovering. COMMITTEE REPORTS: Written reports are in Board packet Awards (Interim Chair – Mary Jablonski, Co-Chair – TBD) See Report. Interim Awards Chair Mary Jablonski reported that she is taking over for Danielle who moved onto a career opportunity in Seattle, Washington. Mary received two nominations for the same person for Volunteer of the Year. There was one nomination for Danielle Hinz for the Distinguished Service Award. The Board voted in favor of Danielle Hinz to be the 2014 recipient of the DSA. She will be presented with this award via Skype at the Winter Conference. Curt DeCapite has accepted the position of Awards Chair for 2015. He will be announced at the Winter Conference. Business Advisory Community (Chair - Pete Toth) See Report. Pete reported that he is working with Skeet and the Programs Committee on the panel discussion at the Winter Conference. Vendor interest and participation in BAC is diminishing. Pete is looking for ideas on what can be done for vendor member retention. He is looking at potential participants through the Winter Conference Trade Show. The committee may coordinate a planning session to revamp the program or possibly adjust it to meet other needs. He would like to see the BAC work with Chapter Enhancement to take on the vendor portion. It would be great for one vendor to supply lanyards for all the conference and they could be a partner of RMGPA. NIGP does this with Forum banners or the vendors name on ID badges, etc. Communications (Chair – Tim Wellmann) Chair Tim Wellmann reported that he would like to see more use of the volunteer module as it’s not being used to its fullest extent. It can be used to email committee members, set-up meetings, etc. There are help files on the backend of the website. There are currently modules set-up for Awards, BAC, Chapter Enhancement, Pro-D, Programs, Communications and Membership. Tim is looking at options to change the front side of the website. Video streaming was recently added on the backend of the website. Tim is working with President Kristen Spicola to develop a general video for our initial posting. Tim is reviewing a permanent home for the Corporate Support Program on the RMGPA website. He will work with Farrah,

Marketing Chair on this item. The photo gallery has been updated so we no longer have to use a third party to post pictures. They can now be directly uploaded to our website. The Chapter Manager Conference is in Florida. Registration is due in 2014, but travel is not until 2015. During budget time, these expenses were not considered. Tim asked for a budget amendment to include registration for the Communications Chair and Co-Chair to attend $349 each and $400 each for airfare. RMGPA has typically sent two people to this conference each year. President Kristen Spicola asked for history on how many have attended and what Board positions they held. Tim reported that 2-3 people have attended in the past. It would be advantageous for RMGPA to send the chair and Molly McLoughlin who expressed interest to be the Chair in 2016 after her presidency. Pete Toth made a Motion to amend the budget for $1,500 for Communications to attend the Chapter Manager paying for registration and airfare. Pat O’Neal seconded the Motion. The Budget will be amended to include this item. Chapter Enhancement (Chair – Mary Kirschmer, Co-Chair – Traci Burtnett) See Report in Board Packet. Mary Kirschmer reported there are only seven (7) booths unfilled for the Winter Conference Trade Show. She has sold two half-page ads and has three individual sponsors at $100 each. RMMI is utilizing $500 of their trade sponsorship agreement and a $200 level sponsorship. Mary sent an email to around 100 vendors and will send another to contact local chambers in Pueblo and Colorado Springs. An email will be sent to Board members with a flyer to forward to their vendor contact listing. Education/Professional Development (Chair – Karen Herman, Co-Chair – Sherri Gibson) See Report in Board Packet. Phone- Karen Herman reported there is one class left to hold in 2014, Adding Value to Procurement, prior to the Winter Conference. There are currently no registrants. The NIGP course catalog indicates a minimum of 15 registrants to confirm the class. When scheduling classes with a conference, it should be considered having the instructor also be on hand to host a session at the conference. NIGP may be able to host the course with fewer than the minimum for 1 day courses since these are built by the instructor who receives a stipend from NIGP based upon the number of registrants. A new survey will be sent to members to get a better feel for the course topics of interest in 2015. The committee is looking into involving more committee members to help spread the word about the classes. A question may be added to the survey asking if the agency has the budget to attend the classes of interest. This will help gauge if there is an interest in a topic and how many agencies may actually have the budget to attend the course. When asked why people didn’t attend certain courses in 2014, they stated because of a lack of interest in the course offerings. NIGP is looking to host a CPPB/CPPO Prep Academy with RMGPA. They are looking at March 9-13 as a potential date that won’t interfere with the Spring Conference. A date in April will not work as it was the same as the Colorado Procurement Exposition. Karen and 2015 Chair Diana Cantu will work with Faye of NIGP to coordinate the date. The 4-day class is broken into modules allowing time for attendees to ask questions about specific needs. There will be a 2-day option. Each portion has a minimum of ten registrants. RMGPA can offer scholarship possibilities to encourage participation. There is currently one scholarship constraints’ maximizing 4 per agency in a calendar year. Elections (Chair – Linda Meserve) Linda noted that several candidates were nominated to run for office and two have accepted the nomination for Vice-President. Mary Kirschmer would like to run for Secretary; Vivian Harvell for Treasurer, Skeet McCracken and Traci Gorman for Vice-President. Discussion was had without Board members present regarding the slate of candidates. Vera Kennedy made a Motion to accept the slate of candidates as presented. Tim Wellmann seconded the Motion. The slate of candidates was accepted by the Board. Electronic voting will start early to mid-November. Historian (Chair – Vera Kennedy) Vera reported that she will begin working on sorting through archives from the scanning project. She will procure a new camera per the 2014 budget during holiday sales. Legislative (Chair – Cindy Lombardi, Co-Chair – Karen Picariello)

No report at this time. Membership (Chair - Pat O’Neal, Co-Chair - Barbara Hauptli) Pat O’Neal presented the lifetime membership application for Ron McCulley. Since Ron may still be working in procurement as a consultant for Adams 5 Star Schools, he may not be eligible for lifetime membership status. Pat will confirm his work status and table the application until the next Board meeting. Member milestones will be celebrated at the Winter Conference. Discussion was had over the number of years to recognize. Recognition will begin at 10 years and then every 5 years after. After 25 years, annual recognition will take place. A certificate will be presented at the initial 5 years of service. After 10 years, RMGPA pins will be presented with the number of years of their service. For the inaugural year, anyone with more than 25 years will be presented with a paperweight. Following years will be recognized through a list on a power point shown at the conference and awards given for 25, 30, 35 years, etc. Members are being encouraged to register for RMGPA now and receive the rest of this year free. This promotion was successful last year and will be promoted again by the committee. Newsletter (Chair - Marcia Sieben, Co-Chair - Kelly Wooden) nd President Kristen Spicola reported that the deadline for the upcoming issue is December 22 . Please send your articles early due to the Holiday. Kristen thanked everyone for their contribution to the jampacked last issue. It was an outstanding newsletter that we should be proud of. Programs (Chair – Skeet McCracken, Co-Chair – Cheryl Dye) See Report in Board Packet. Skeet reported that the Fall Conference was a success. The committee looked into renting a laptop for the Winter Conference and it’s $150 for two days or $100 for one-day. The committee would like to procure a laptop rather than pay rental fees at the conferences. The Board discussed a potential vendor sponsorship where the vendor would provide the laptop or other technology and receive recognition through a trade. Farrah Bustamante offered to look into an opportunity through the vendor at CSU. Skeet reviewed the Fall Conference Survey. Only 19 members took part in the survey of 55 attendees. Skeet will be working with Valerie Scott, the 2015 Programs Chair on how to encourage survey participation for future conferences. Don Buffum, President of NIGP, will be speaking at the Winter Conference and swear in the 2015 officers. President Kristen Spicola is working with Eileen Gonzales and Curt DeCapite of Colorado Springs to coordinate a community service project to benefit the Springs area where the Winter Conference is being held. Marketing (Chair – Farrah Bustamante, Co-Chair – Shannon Sprague) See Board Report in Packet. Farrah reported that marketing handouts for the Corporate Support Program will be distributed at the Winter Conference. The Board congratulated the committee on an outstanding job on the handouts. The historical records project is finished. RMMI is still receiving benefits of their trade for the project. Old Business President Kristen reported that the Strategic Score card will be presented at the Transition Board meeting for a “score” on how we did this year. The Chapter of the Year Task Force is continuing to work on the application through weekly conference calls. Kristen thanked Tim for developing a master spreadsheet to organize this effort and keep track of items still needed for completion. The spreadsheet is on Google drive and accessible to all Board members. Please look for your name in this spreadsheet and update any tasks that have been assigned to you or your committee. All documents should be in Word with a JPEG inserted if necessary. The committee highlights those completed tasks in green.

New Business President Kristen reported there are still a couple of job descriptions that need updated with this year’s processes. Please email those to her as soon as possible to update the document in Chapter Manager for the new year. Kristen has discussed the possibility of hosting a future Forum in Denver with Keith th Ashby. The date could be in 2020 and would be NIGP’s 75 Anniversary. More details forthcoming. Kristen handed out the Reverse Vendor Trade Show tips that were presented at NIGP Forum. This is helpful for all Board members to review the latest successes from other chapters. Kristen presented the Treasurer, Vivian, will a check of $50 from NIGP that was awarded at Forum for the highest percentage of NIGP members. This will be applied to RMGPA’s scholarship budget. Kristen thanked Vice-President, Molly McLoughlin for stepping in for her when she fell ill during the Fall Conference. Molly wore multiple Board hats that day as several members were unable to attend. Kristen thanked Tim Wellman for speaking on a panel discussion at a recent State Purchasing event. Vice-President Molly McLoughlin noted that we need to hold a registration spot for the incoming VicePresident at NIGP’s Leadership Symposium. Kristen will work with NIGP to reserve this spot until the st person is announced following elections. Molly noted that NIGP Awards will be due by April 1 . This will work well for RMGPA to present the members with the awards at the March Spring Conference and have time to submit their applications at the national level in April. ROUND TABLE President Kristen thanked Linda Meserve and Molly McLoughlin for bringing snacks and beverages to the meeting. Adjournment A motion to adjourn the meeting was made at 4:14 p.m. by Mary Kirschmer and seconded by Skeet McCracken. The Motion passed. Meeting adjourned. Respectfully submitted, Kristen Spicola, CPPB, President for Linda Kammerer, CPPB, Sr. Buyer RMGPA Secretary