JANUARY 2001 MINUTES

January 29, 2001 Minutes

Our PA Public Purchasing Association Chapter meeting, held in South Whitehall Township PA, was called to order by outgoing President Barry Hitchcock.

Attending were Maureen McIlvaine, Bucks County; Craig Wolford, Pa Dept of General Services; Scott Brodt, Angela Marino and Diane McKenzie, City of Allentown; Jill Stewart, City of Lancaster; Price Morris, Lancaster City Housing Authority; Bob Dopira, Montgomery County; George Nader, Lehigh County; Mary Jo Reed, City of Bethlehem; John Connor and Randall Hummel, Springfield Township; Lenore Horos and Judy Cole, South Whitehall Township; Mary Ann Ramey, Whitehall Township; Barry Hitchcock, Lancaster County; Renee Carpenter, County of Berks; Chris Gentile, Alvernia College.

The minutes from our November 13, 2000 meeting were read by Maureen McIlvaine. A Motion to accept the November 13 meeting minutes was made by George Nader, Second by Jill Stewart and approved by those present.

The treasurer's report as of November 3rd, 2000 was made by Maureen McIlvaine. A Motion to accept the report was made by George Nader, Second by Mary Jo Reed and approved by those present.

See attached new Treasurer's Report from Treasurer, Scott Brodt as of February 26, 2001.

Special Presentation:

Barry Hitchcock presented the 'ANCIENT' from the archives NIGP Chapter Charter (that is framed) to the new President Mary Ann Ramey, to hold on to while she is in office. At this point Barry turned over the meeting to the new President, Mary Ann Ramey.

Mary Ann Ramey presented a plaque to the out-going President, Barry Hitchcock.

COMMITTEE REPORTS:

Membership - George Nader reported that thirteen(13) new members were added in the year 2000. George sent out letters to New NIGP members along with our chapter brochure. He sent out sixteen(16) packets with copies of our minutes. George still has portfolios and cases available that were purchased by PAPPA. There are also golf shirts still available and you may contact Diane McKenzie if interested. Mary Jo Reed is now the new membership committee person. Please contact Mary Jo now on new memberships.

Legislative - We need two legislative committee members due to Hope Potter stepping down from this committee. Maureen and Ann both volunteered for this committee.

Library - The completed 1999 bid lists are in the Guide. Angela requested the 2000 bids from chapter members so that a new more current list can be done and added to the Guide as well as put on our website. Needed a second committee member and Diane volunteered.

Operations - Diane McKenzie had nothing new to add to the guide since the revised copies had been handed out at the last meeting. Needed a second committee member and Scott Brodt volunteered.

Education - Price Morris e-mailed chapter members on the classes that He set-up. He will be sending out the copies of all of this information. There is a General Public Purchasing Class set-up for March and an Intermediate class set-up in May. The new NIGP Education brochure has just been issued and our chapter sponsored classes are in there. We needed a second and third committee member and Mary Ann Ramey and Chris Gentile both volunteered for this committee.

Web-site - Price Morris and Kevin Sharp are diligently working on this. They have a few bugs to get out, but the site should be up and running sometime in February.

OLD BUSINESS:

Tax ID - Mary Ann Ramey contacted NIGP attorney Chip Watkins to find out what we are required to do to obtain a Tax Exempt number and the Incorporation of the Chapter. Maureen applied to the IRS for a Federal Tax ID number, the IRS is holding our application for 90-days until we can get our chapter incorporated. Upon our chapter getting incorporated, our Tax ID number application will only take a week to process. Maureen has paperwork to sign-off on before we can re-submit for Tax ID and being incorporated. Total cost to incorporate our chapter including the attorney's fees is just under $500. Our application is only federal, we will still have to apply at the state level. Scott will find out the procedure to apply through the state.

Promotional - Hope Potter is working on these promotional items for the Ohio conference. Hope will have a list of items for un in June. A list was distributed at the meeting on what Hope has done so far. Hope is trying to get promotional items donated by companies.

Ohio Conference committee - Need a committee formed for the Ohio conference. Volunteers for this committee are as follows: George, Diane, Mary Ann, Price, Maureen, Judy and Hope. Need to contract Bill Irish to find out what Ohio expects from us to do. Ohio did write us to invite us to their meeting last week. No one from our chapter could attend. Mary Ann thinks that Ohio will forward us some minutes from that meeting or she will contact the Ohio President to get them.

Region 1 - Bill mailed out letter to the different states. A copy of this letter was handed out at the meeting.

Strategic Planning committee - Need to form a committee. Some ideas for this committee are as follows: Have a Retreat to discuss Vision-Mission statement, Objectives-Goals, Responsibilities, Strengths and Weaknesses. The following members have volunteered: Barry, Mary Ann, Judy, Chris, Maureen, George, Renee and Diane.

Audit committee - Need to form a committee. Jill volunteered for this position. The records from the out-going Treasurer will need to be audited before new Treasurer can take over. All of the Treasurer's records were given to Jill to Audit.

Newsletter committee - Mary Ann would like to form a newsletter committee. If anyone is interested, please contact Mary Ann.

Liaison Between Other Chapters - Price volunteered for this position.

NIGP - need a volunteer for this, contact Mary Ann if interested.

Marketing committee - New committee formed, the volunteers are as follows: Chris, Craig, Bob, Price and Mary Jo. This committee will work along with the membership committee. They will also decide if Marketing and Membership should be labeled as one joint committee.

Awards committee - Second vice-president (Maureen) has to chair this committee according to the by-laws. Barry will remain on this committee and Price and Mary Jo volunteered to be on this committee as well.

Membership committee - Much discussion as to who and how payments will be handled. It will be discussed at the next membership committee how the approval of application and payment will be handled.

By-laws - Diane mailed out the changes to the by-laws so we can vote on at this meeting. A motion was made by George Nader, Second by Mary Jo Reed and all present approved.

NEW BUSINESS:

Joint Chapter meeting - Gordon Ball from South Jersey approached our chapter to discuss a joint meeting with some discussion on taking the 'Philadelphia Spirit Cruise'. Price Morris will call Gordon to get more specifics.

Board of Directors - changed meeting to before General meeting rather than after.

Performance Bond - There will be a threshold increase from $5,000 to $10,000 on this. This will go into effect late February. This is "House Bill 1164 - under Public Works Contractor's Bond" that recommends this increase.

Purchasing Month - This will be handled by the Marketing and Membership committees.

Golf Shirts - Discussion on new shirts for the NIGP National Conference this year. Mary Jo Reed will check with vendor from last year as to color selections that are available.

National Forum - a recommendation was made to make available the hand-outs on either CD or by e-mail. Mary Ann will make this suggestion to National President Bill Irish.

Host Meeting - Craig Wolford from PA Dept of General Services might be able to host a meeting in Harrisburg, possibly in May.

Speakers/Topics - George Nader requested topics of interest so He can schedule meeting speakers.

A Motion to adjourn the meeting was made by Judy, Second by Barry and all present approved.