September 9, 2015 at 2:00 PM - Coop Committee Meeting
| Regular Board | |
| Attendance Taken on 9/9/2015 at 1:59 PM | |
| Paul Calvert | Present |
| Fisher ESU 04 | Absent |
| Gegg ESU 05 | Present |
| Mowinkel ESU 08 | Present |
| Tedesco ESU 11 | Present |
| Jeff West (NE) | Absent |
| Present: 4, Absent: 2 | |
| Minutes |
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1. Call to Order
Speaker(s):
Committee Chair - Paul Tedesco
Agenda Item Type:
Procedural Item
Discussion:
1:59
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2. Roll Call
Speaker(s):
Committee Chair - Paul Tedesco
Agenda Item Type:
Procedural Item
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3. Agenda Item
Speaker(s):
Committee Chair - Paul Tedesco
Agenda Item Type:
Information Item
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3.1. Coop Vision
Speaker(s):
Committee Chair - Paul Tedesco
Agenda Item Type:
Information 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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3.2. COOP Goals
Speaker(s):
Committee Chair - Paul Tedesco
Agenda Item Type:
Information Item
Discussion:
1) Reduce the Number of POs
2) Billing Responsive to District Needs
3) Enhancement of Coop Through Statewide Communication
4) Effective Statewide Training
5) Develop a "User Friendly" Environment
6) Ensure On-time Delivery
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3.3. Program Updates
Speaker(s):
Committee Chair - Paul Tedesco
Agenda Item Type:
Information Item
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3.3.1. Equal Level/ION Wave
Agenda Item Type:
Action Item
Discussion:
Equal Level - Production site went active on August 10th, first orders was placed on August 14th. Coop staff have been setting up Approvers and defining Approval Chains for each district. EQL is now in development of the School aggregation piece and should have this ready for the November/December release. There will be some additional customization needs for the aggregation of ESU 3's orders at a cost of $1,750 per year. This year Equal Level will waive this cost and develop the solution with the expense billed in the future years.
Ion Wave - Coop staff have been going through training and designing the look and feel of the website before going to a production site. Working on importing all specifications for the Annual Buy and setting up the bid for this years bid. Production site went live on August 26. Invites where sent to vendors to register on September 1 and currently we have 49 registered to receive RFP invites. Vendors are not required to pay to register this year like they were in the past.
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3.3.2. ESM
Speaker(s):
Committee Chair - Tedesco
Agenda Item Type:
Information Item
Discussion:
Sometime around August 1 ESM locked all accounts. We had been locking School and ESU accounts but on August 4th we noticed that none of us could access the site any longer.
ESM catalog enablement comparison with Equal Level click here. No other updates.
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3.3.3. Annual/Paper Buy
Speaker(s):
Committee Chair - Paul Tedesco
Agenda Item Type:
Information Item
Discussion:
Craig Peterson asked for comments and/or suggestions. One concern was notification of deliveries. Delivery terms will be clarified (FOB or Inside Delivery).
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3.3.4. Special Buys
Speaker(s):
Committee Chair - Paul Tedesco
Agenda Item Type:
Information Item
Discussion:
New Contracts over the Summer: Blackboard, Insight, and CDI.
Renewed Contracts: JourneyEd (Software), Sysco (Food), Softchoice (Software), Supplyworks (Custodial), and Voss Lighting (Light bulbs/ballasts).
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3.3.4.1. World Book
Speaker(s):
Committee Chair - Tedesco
Agenda Item Type:
Information Item
Discussion:
World Book invoices have all gone out to schools/ESUs.
Total World Book sales = $74,732.05
Admin. Fee $1494.64
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3.3.5. AEPA
Speaker(s):
Committee Chair - Paul Tedesco
Agenda Item Type:
Information Item
Discussion:
The 2016 items that will be bid by AEPA are:
Facilities Management Software
Kitchen Equipment and Supplies
Digital Resources (Coop Director Peterson is Co-Chair of Committee)
Maintenance, Repair & Operations Catalog
Musical Instruments
Scoreboards & Marquee Signage
Construction Related Bids
Athletic Surfaces - Hardwood Flooring
Athletic Surfaces - Synthetic Turf
Athletic Surfaces - Tracks & Courts
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3.4. Future Efforts
Speaker(s):
Committee Chair - Paul Tedesco
Agenda Item Type:
Information Item
Discussion:
Serving other Municipalities.
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3.5. Financial
Speaker(s):
Committee Chair - Paul Tedesco
Agenda Item Type:
Information Item
Discussion:
Project Director Peterson provided the committee with a summary of sales for the 2014-2015 fiscal year. He also provided a saving report by Coop program.
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3.6. Statewide Communications
Speaker(s):
Committee Chair - Paul Tedesco
Agenda Item Type:
Information Item
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3.6.1. Advisory Meeting October 1 @ ESU 10 - 10:00am-3:00pm.
Speaker(s):
Committee Chair - Tedesco
Agenda Item Type:
Information Item
Discussion:
We will review the last year, provide a demo of the new ordering system with Equal Level, and discuss plans for the future.
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3.7. Policy & Procedures
Speaker(s):
Committee Chair - Paul Tedesco
Agenda Item Type:
Information 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
Discussion:
Meeting adjourned at 2:38 p.m.
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