MARCH 2000 MINUTES

March 13, 2000 Minutes

Our PA Public Purchasing Association Chapter meeting, hosted by Vince Hyslop and Montgomery County, was called to order by First Vice-President Mary Ann Ramey.

Attending were Price Morris, Lancaster City Housing Authority; Vince Hyslop and Hanna Price, Montgomery County; Joni Washington, Hugh Ortman & Jaime Klinger, City of Philadelphia; Jill Stewart, City of Lancaster; Bill Irish, Northampton County; Mary Jo Reed, City of Bethlehem; Mary Ann Ramey, Whitehall Twp; Judy Cole, South Whitehall Twp; Diane McKenzie, Scott Brodt and Angela Marino, City of Allentown; Renee Carpenter, Berks County; Maria Ballas, City of Reading; Hope Potter, L3P; and Maureen Wilson, Bucks County. (18)

The minutes from our November 15, 1999 meeting were read. A Motion to accept the November 15 meeting minutes was made by Vince Hyslop, Second by Hanna Price and approved by those present.

The minutes from the November 15, 1999 Board of Director's meeting were read.

Treasurer's Report

Previous Reported Checkbook Balance as of Nov. 3, 1999 activity since that report included: $11,443.16

1999-00 Dues payments: (3) + 45.00
Cheryl Stank, Fair Acres
Chris Parnau, Northampton County
Mary Jo Reed, City of Bethlehem

Intermediate Public Purchasing Seminar (Oct 1999) Deposits:
5 Registrations: + 2,100.00
Healy, Katchmark, Morton, Patrick, Stuff
Barry Hitchcock returned the unused Misc. Training Expense Advance + 77.35

Payments:
Holiday Inn Visitor Center (ck 170) - 350.20
room rental, food
NIGP (ck 173) seminar fee-2331.00

Misc. Deposits:
Money from members to pay for their lunch at the 11/15 meeting + 160.00

Misc. Payments:
Corporate Express ( ck 171 ) - 96.84 binders & index tabs for Chapter Operations Guide
Delaware Public Purchasing Association ( ck 168) - 1000.00
donation to help start their new chapter
Asta Bagel ( ck 172) - 146.46
charge for 11/15 meeting lunch

Checkbook Balanced
to the February 3, 2000 Statement for: $9,901.01

Outstanding Checks:
#174 for $1001o Mary Ann Ramey- Advanced Public Purchasing Seminar Miscellaneous Training Expense Advance

A Motion to accept the Treasurer's Report was made by Bill Irish, Second by Mary Jo Reed and approved by those present.

Committee Reports:

Membership Committee No Report.

Legislative Committee

Hope Potter handed out a list of the recently passed Acts of 1999 as excerpted from the PA League of Cities & Municipalities Municipal Reporter, Winter 2000 Edition; a copy of Senate Bill 555 (Electronic Transmission Act); and House Bill 1766 (Tax Reform Code) part of which applies to tax exempt construction. Hope reported that a "Legislative Comer" would be added to the L3P Newsletter .

Maureen Wilson shared an article from the Philadelphia Inquirer about the Senate proposal to update the State's Right- To-Know Law.

Library Committee-

Angela Marino reported that she would have an updated Spec Library List at the next meeting.

Operations Guide Committee-

Diane McKenzie had no report to give. Please contact her if you have not yet received the Guide or if you have the guide but need the binder and tabs.

Education Committee-

Mary Ann Ramey reported that 9 people attended the Advanced Public Procurement Seminar our chapter hosted March 6-8, final figures are not in yet. MaryAnn also reminded everyone that our Chapter is hosting the Public Procurement Management Seminar from May 22-24, she will send seminar flyers to our neighboring Chapter Presidents for them to distribute to their members.

All Chapter members are asked to give Mary Ann a list of their colleagues so we have a database to use for future seminar announcements.

Anyone that is interested is seeing our Chapter host a 1or 2 day seminar on a topic they are interested in or think other people will be interested in should contact Mary Ann.

Maureen reported that all money has been received and paid out for the Intermediate Public Purchasing Seminar our chapter hosted in October, we added $296.15 to our bank account for use towards future seminars & training.

Awards Committee-No report was given.

Old Business:

NIGP National Forum in Baltimore MD, August 18-23, 2000- Maureen provided the following information from the Maryland Public Purchasing Association:

Registration- Volunteers pay $320.00 (registration deadline 3/31/00)

Early Registration pay $432 (registration deadline 3/31/00)

Regular Registration pay $480 (registration after 3/31/00)

Activities- Friday evening, August 18 a Bullpen Party and Orioles Baseball Game at Camden Yards, $10 additional fee

Sunday evening, August 20 a Bull Roast/Crab Fest at Fort McHenry

Monday evening, August 21 an Evening at the National Aquarium, $5 additional fee

Be sure to check out NIGP's Web Site for additional information about the forum and all these activities.

Region III Conference- Maureen reported that the MPPA is the Region III mentioned on their web site, they have it scheduled in October to be hosted by either our Chapter or the Delaware Chapter. If our chapter is going to pursue hosting the Conference ~ we have to start planning now since there are only two Chapter meetings between now and October.

New Chapter Logo- Mary Ann asked if anyone had any suggestions for a new Chapter Logo.

1 & 2 Day Seminars- Mary Ann suggested a discount registration fee for Chapter Members attending Chapter sponsored seminars. Further discussion was tabled.

New Business:

Mary Ann suggested the Chapter make a small donation to a facility that we use for our seminars when the facility does not charge us for it's use. The donation would be more of a thank you than anything else. Diane McKenzie made a motion to authorize our Chapter to give a $25 donation for the use of a non-profit organization's facilities for training purposes, it was second by Vince

Hyslop and approved by those present.

Mary Ann handed out a draft copy of a flyer to publicize our chapter and asked for comments. She will send out the final flyer for distribution with these meeting minutes.

Bill Irish asked if the Chapter would be interested in purchasing Chapter T -shirts that could be worn at the Forum or seminars to identify the wearer as a chapter ~ember.,

Hanna Price suggested the Chapter give our meeting speakers a small gift (wooden pens or something similar) to thank them for taking the time to come and speak at our meetings.

Mary Ann appointed a Promotions Committee to discuss these suggestions and bring ideas back to the Chapter. Committee members are Diane McKenzie, Judy Cole, Mary Jo Reed, Hanna Price and Maria Ballas.

The Meeting broke for lunch and to hear the Speaker- Mr. Rick Huber, Manager of the Philadelphia Surety Department for the Firemen's Fund Insurance Company. Mr. Huber spoke on Contract Bonds (Performance, Bid, Labor & Material, and Payment Bonds) and answered any questions we had.

The meeting reconvened and the Promotions Committee give a report on their meeting:

Logo- a drawing using the Chapter initials PaPPA was presented.

Hope Potter will put the new design into her computer to get a mock-up -to show everyone at the next meeting.

Pin- an idea using the new to go in gold on a black background was presented.

T -Shirt- an idea for a Polo Shirt with the Chapter logo embroidered to the left of the buttons (when worn) was presented. Shirt and/or logo colors could change from year to year.

Pens- an idea for rosewood pens with the new chapter logo on them was presented.

Mary Ann Ramey made a motion to accept the logo and pin concept and colors. Second by

Hope Potter and approved by those present.

Mary Ann Ramey made a motion to have the Promotions Committee poll the Chapter members to determine their interest in members purchasing 3-button polo shirts with the embroidered logo. Second by Hope Potter and approved by those present.

Mary Ann Ramey made a motion that the Chapter will purchase Rosewood pens to give to speakers as gifts. Second by Hope Potter and approved by those present.

NIGP Small Chapter of the Year Award

Bill Irish will pick up the requirements so we can review and discuss whether we are interested in applying for this award for next year .

Mary Ann Ramey read a letter from Greta Iplenski, President of the Delaware Public Purchasing Association Inc thanking our Chapter for our "generous donation of $1000 to help with the costs of starting our own NIGP Chapter in Delaware".

A Motion to adjourn the meeting was made by Mary Jo Reed, Second by Judy Cole and approved by those present.

Respectfully Submitted,

Maureen Wilson, CPPB Secretary/Treasurer

Pennsylvania Public Purchasing Association Chapter of NIGP March 13, 2000 Board of Directors Meeting Minutes

The Board members present were: Mary Ann Ramey, Maria Ballas and Maureen Wilson

The meeting was called to order by First Vice-President Mary Ann Ramey.

Mary Ann brought a to the Board for a decision. Will the Chapter accept seminar registration forms for the May seminar from people who can't pay the registration fee until their new fiscal year starts July 1, 2000? After a discussion, the Board members decided we will accept seminar registration forms for the May seminar from people who can not pay the registration fee until their new fiscal year starts July 1 , 2000 as long as we have a letter of commitment from their supervisor or finance department.

Mary Ann would like the Chapter to consider tier discounts for chapter members attending Chapter sponsored seminars (the more you participate in the Chapter the higher your discount). She will work out possible tier discounts and follow up on this suggestion at the next meeting.

Updating and revising the By-Laws

Board Members should send Maria their comments and suggestions for revising the Chapter By-Laws, she will put them together for review and discussion at the next Board Meeting.

Maureen asked how the motions that get passed at our Chapter meetings get handled; motions such as Effective January 1, 1996 the Chapter will offer $150 to the Chapter President to subsidize NIGP Training/Travel expenses for attendance at the Annual NIGP Forum or Region III Conference. Do these motions become part of the By-Laws? After a discussion, it was decided that these motions do not become part of the Chapter By-Laws but should be included in a special section of the Chapter Operations Guide.