March 4, 2015 at 2:00 PM - Coop Committee Meeting
| Regular Board | |
| Attendance Taken on 3/4/2015 at 2:03 PM | |
| Paul Calvert | Present |
| Fisher ESU 04 | Present |
| Mowinkel ESU 08 | Present |
| Tedesco ESU 11 | Present |
| Jeff West (NE) | Absent |
| Present: 4, Absent: 1 | |
| Minutes | |
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1. Recommend payment of AEPA yearly fees
Speaker(s):
Paul Tedesco
Agenda Item Type:
Action Item
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2. Recommend payment of AEPA yearly fees
Speaker(s):
Paul Tedesco
Agenda Item Type:
Action Item
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3. Recommend payment of AEPA yearly fees
Speaker(s):
Paul Tedesco
Agenda Item Type:
Action Item
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4. Recommend payment of AEPA yearly fees
Speaker(s):
Paul Tedesco
Agenda Item Type:
Action Item
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1. Call to Order
Speaker(s):
Committee Chair - Paul Tedesco
Agenda Item Type:
Procedural Item
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2. Roll Call
Speaker(s):
Committee Chair - Paul Tedesco
Agenda Item Type:
Procedural Item
Discussion:
Call to order
Staff: David Ludwig, Priscilla Quintana, Craig Peterson
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3. Agenda Item
Speaker(s):
Committee Chair - Paul Tedesco
Agenda Item Type:
Information Item
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3.1. Agenda Item
Speaker(s):
Committee Chair - Paul Tedesco
Agenda Item Type:
Information Item
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3.1.1. Coop Vision
Speaker(s):
Committee Chair - Paul Tedesco
Agenda Item Type:
Action Item
Action(s):
No Action(s) have been added to this Agenda Item.
Discussion:
Commitments/Beliefs:
Enhance Cooperative Purchasing through effective statewide communication.
Provide equitable statewide pricing for goods and services.
Provide a user friendly sourcing and procurement system to meet the needs of member entities.
Provide statewide and nationally leveraged contracts to it’s members.
Savings realized by purchasing in quantity for present and future procurement needs.
Action Plan:
Increase the utilization of Coop negotiated contracts by all member entities by increasing communications to member key contacts.
Increase membership of Coop by actively engaging non-participating schools and other public agencies when opportunities present themselves.
Have a balanced budget by the 2018-19 year.
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3.1.2. Coop Goals
Speaker(s):
Committee Chair - Paul Tedesco
Agenda Item Type:
Information Item
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3.1.2.1. Reduce the Number of PO's
Speaker(s):
Committee Chair - Paul Tedesco
Agenda Item Type:
Information Item
Discussion:
To meet this Goal Cooperative Purchasing staff have devised a plan to hold orders until the end of the order period then aggregate them by ship to location before releasing to each vendor. This goal was addressed when vendors voiced concerns of the previous years number of orders processed during our bidding and indicated some would not bid unless we aggregated orders.
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3.1.2.2. Billing responsive to District needs
Speaker(s):
Committee Chair - Paul Tedesco
Agenda Item Type:
Information Item
Discussion:
To address some of the schools concerns about payment in the current budget year and wanting to pay vendors after the September 1 new budget year Interim Director Peterson has contacted legal council to discuss options. Legal council advises to beware of becoming a "bank" to schools.
The committee discussed the possibility of moving schools to the Coop Extended Buy or year around AEPA/Special Buys, instead of "carrying" school financially.
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3.1.2.3. Enhancement of Coop through Statewide communication
Speaker(s):
Committee Chair - Paul Tedesco
Agenda Item Type:
Information Item
Discussion:
Communication across the State is improving. Craig will be visiting each ESU in the near future.
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3.1.2.4. Effective statewide training
Speaker(s):
Committee Chair - Paul Tedesco
Agenda Item Type:
Information Item
Discussion:
Participation has been great. Trainings have also been recorded and are available on Coop's website.
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3.1.2.5. Develop a "user friendly" environment
Speaker(s):
Committee Chair - Paul Tedesco
Agenda Item Type:
Information Item
Discussion:
Craig and the Coop staff continue to evaluate sourcing and procurement solutions.
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3.1.2.6. Ensure on-time delivery
Speaker(s):
Committee Chair - Paul Tedesco
Agenda Item Type:
Information Item
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3.1.3. Program Updates
Speaker(s):
Committee Chair - Paul Tedesco
Agenda Item Type:
Information Item
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3.1.3.1. Annual Buy/Paper Buy
Speaker(s):
Committee Chair - Paul Tedesco
Agenda Item Type:
Information Item
Discussion:
Annual Buy order period began on February 23rd and will close on April 10th.
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3.1.3.2. Special Buys
Speaker(s):
Committee Chair - Paul Tedesco
Agenda Item Type:
Information Item
Attachments:
()
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3.1.3.3. AEPA
Speaker(s):
Committee Chair - Paul Tedesco
Agenda Item Type:
Information Item
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3.1.3.3.1. Recommend Approval of Quill AEPA Contract
Agenda Item Type:
Action Item
Action(s):
No Action(s) have been added to this Agenda Item.
Attachments:
()
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3.1.3.3.2. Fourth Quarter Sales
Agenda Item Type:
Information Item
Discussion:
4th Quarter AEPA sales = $1,005,972.42 compared to $1,026,356.02 last year.
4th Quarter Special buy sales = $175,545.33 compared to $131,551.47 last year.
Admin fees earned in 4th Quarter = $24,321.81
Attachments:
()
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3.1.4. Future Efforts
Speaker(s):
Committee Chair - Paul Tedesco
Agenda Item Type:
Information Item
Discussion:
As you hear of building projects with in your school districts have them contact Craig or send an email to let him know about the project and he will contact the school to see if there is any way we can help save them locate currently vetted vendors and to save them dollars on the project.
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3.1.4.1. Timeline for Sourcing/Procurement solution
Agenda Item Type:
Information Item
Discussion:
The AEPA organization is also looking for a Sourcing solution and have reviewed three vendors. They will plan on making a decision sometime in April. Benefit of aligning to what AEPA is utilizing is both cost savings and possibly being able to leverage RFP's from other states.
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3.1.4.2. City of Waverly Interlocal Agreement
Agenda Item Type:
Action Item
Action(s):
No Action(s) have been added to this Agenda Item.
Discussion:
The City of Waverly passed a Resolution on February 17th to enter into an Interlocal Agreement between the City of Waverly and ESUCC for the solicitation of public bids and enter into contracts on its own behalf and to purchase supplies, material, equipment, and services
Attachments:
()
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3.1.5. Fiscal Management Goals
Speaker(s):
ESUCC Executive Director David Ludwig
Agenda Item Type:
Information Item
Discussion:
Review of Financial Goals
ESUCC will approve a balanced budget beginning the 2018-19 year. (3 years: $149,485 deficit)
Evaluate the effectiveness of ESM and provide recommendations) for continuation of ESM or recommendation(s) of a different software provider by May 2015.
Review, recommend and implement expanded opportunities for the Coop Purchasing Project.
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3.1.6. Statewide Communications
Speaker(s):
Committee Chair - Paul Tedesco
Agenda Item Type:
Information Item
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3.1.6.1. ESM Update
Speaker(s):
Committee Chair - Paul Tedesco
Agenda Item Type:
Information Item
Discussion:
Continuing to meet with ESM bi-weekly.
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3.1.6.2. Advisory Committee Update
Speaker(s):
Committee Chair - Paul Tedesco
Agenda Item Type:
Information Item
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3.1.7. Policy & Procedures
Speaker(s):
Committee Chair - Paul Tedesco
Agenda Item Type:
Information Item
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3.1.8. Approve Coop Project Director
Speaker(s):
ESUCC Executive Director David Ludwig
Agenda Item Type:
Action Item
Action(s):
No Action(s) have been added to this Agenda Item.
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4. Next Meeting Agenda Items
Speaker(s):
Committee Chair - Paul Tedesco
Agenda Item Type:
Information Item
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5. Executive Session
Agenda Item Type:
Information Item
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6. Adjournment
Speaker(s):
Committee Chair - Paul Tedesco
Agenda Item Type:
Action Item
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