NOVEMBER 2000 MINUTES

November 13, 2000 Minutes

Our PA Public Purchasing Association Chapter meeting, held in Lancaster PA, was called to order by President Barry Hitchcock.

Attending were Barry Hitchcock, Lancaster County; Mary Ann Ramey, Whitehall Township; Diane McKenzie and Scott Brodt, City of Allentown; Price Morris, Lancaster City Housing Authority; Judy Cole, South Whitehall Township; George Nader, Lehigh County; Bill Irish, Northampton County; Jill Stewart, City of Lancaster, Bill Lyle and Maureen McIlvaine, Bucks County. (11)

The minutes from our September 29, 2000 meeting were read. A Motion to accept the September 29 meeting minutes was made by Price Morris, Second by Jill Stewart and approved by those present.

Treasurer's Report--

Previous Reported Checkbook Balance as of Sept. 6, 2000 $9,457.03

Activity since that report included:

Dues received (44 members) + 660.00
Region III
Deposits:
Delegate Registration (55) + 5,860.00
Vendor Registration (26) + 8,250.00
Sale of Bill Irish T-shirts + 115.50
Sale of Portfolios, Bags, Polo Shirts + 132.00

Payments:
Ck. 181 to Mary Ann Ramey - 100.00
Miscellaneous Training Expense Advance
Ck. 187 to NIGP - 373.00
Speaker Jim O’Neil’s Airfare
Ck. 201 to Bill Irish - 72.46
Reimburse for taking Rick Grimm & Jim O’Neill to dinner
Ck. 202 to Grover Gouker - 450.00
Speaker fee
Ck. 203 to James O’Neill - 576.15
Speaker expenses
Ck. 204 to Ramada Inn ABE - 5,039.27
Facilities
Ck. 206 to Print Concepts - 438.46
Binders
Ck 207 to Print Concepts - 975.53
Bags
Cash to Mary Ann Ramey - 10.58
Training Expense (paid from money received from sale of t-shirts).
Ck. 209 to Richter Drafting & Office Supply - 152.82
Tablets & name badges

Misc:

Deposit:
Chapter members bought polo-shirts + 528.00

Payments:
Ck. 188 to the Internal Revenue Service - 150.00
Federal Tax Exempt Request User Fee
Ck. 205 to Print Concepts - 1056.25
PaPPA lapel pins
Ck 208 to Gebhardts - 110.16
Bill Irish plaque
Ck. 182 to All American Graphics - 139.15
Bill Irish t-shirts
New Checks - 19.58

Checkbook Balanced to the Nov 3, 2000 Statement for: $15,339.12

Outstanding Checks:
(none)

Region III Update:

One vendor’s registration fee is still outstanding, a reminder has be mailed out.

A motion to accept the Treasurer’s Report was made by Diane McKenzie, Second by George Nader and approved by those present.

Committee Reports:

Education Committee-

Mary Ann Ramey handed out a spreadsheet showing peoples interests in future seminars and workshops. This information was gathered from our chapter members and from those people who attended the Region III conference.

Legislative Committee-

Maureen McIlvaine shared information on a publication that she is receiving. The PA General Assembly’s Local Government Commission issues a free newsletter “Acts Signed Into Law By the Governor” that comes out whenever Acts are signed into law. The newsletter gives the date signed, bill number, printer’s number, act number, and a brief description of what the act covers. To get added to the mailing list call (717) 787-7680. The Local Government Commission’s web site is www.lgc.state.pa.us.

Barry Hitchcock reported that Senate Bill 1154, which is a re-write of the first, third, fourth, fifth, sixth, seventh and eighth class county codes, is close to being voted on.

Library Committee-

Diane McKenzie reported that a copy of the most recent Spec Library is included in the revised Operations Guide to be handed out at this meeting.

Membership Committee--

George Nader reported the Chapter has eight new members- Bill Lyle, Bucks County; Ann Wertman, Lehigh County; Stan Richart and Craig Wolford, PA Department of General Services; Chris Gentile, Alvernia College; Jim Petterson, Fair Acres; Steve Weincek, Bangor School; Thomas Young; Allegheny County. The Chapter now has 49 members.

George said the Membership Committee will send PaPPA chapter information to new National members and Certificate holders in the state as this information is published in NIGP’s the Procurement Professional.

Operations Guide Committee--

Diane McKenzie handed out revised copies of the Operations Guide and briefly reviewed the updates. If you were not at the meeting and need a copy of the revised Guide, please contact Diane.

Awards Committee--

No report given.

Nominating Committee-

Diane McKenzie reported that no one contacted her to be included on the slate of officers to be presented at this meeting’s election of officers.

By-Laws Committee-

Diane McKenzie handed out the latest revisions of the By-Laws and reviewed them. After much discussion, a motion to amend Article X of the current By-Laws to include Article XI, paragraph 1 and 2 of the proposed By-Laws was made by Diane McKenzie, it was second by Bill Irish and approved by those present.

A motion was made by Jill Stewart to revise the current by-laws to change the name of our chapter to the Pennsylvania Public Purchasing Association, it was second by Price Morris and approved by those present.

Old Business:

Diane McKenzie made a motion to rescind the March 13, 2000 motion for the Chapter to purchase rosewood pens to give to speakers as gifts, it was second by Judy Cole, and approved by those present.

George Nader reported that there are PaPPA Bags ($12.00 ea.) and Binders ($8.00 ea.) available for purchase. Contact George if you want to buy one.

Mary Ann Ramey reported that she made a video tape of each of the Region III speakers giving their presentations. If you want to borrow the tape please contact her.

Diane McKenzie handed out a copy of the 2000 NIGP Forum Workshop PaPPA Attendees. If you want a copy of any of the information from a particular seminar contact the chapter member listed below the seminar title and they will send you the information you request. If you need a copy of this Workshop List contact Angela Marina by phone or e-mail.

New Business:

Chapter Incorporation-

A discussion was held on whether or not the Chapter should become incorporated, the consensus was that it would be a good idea. Bill Irish will check with his solicitor to see what is involved in becoming incorporated.

State Contract ME-915133-

Barry Hitchcock reported this contract is available for Statewide 2-Way Radio Systems to be used in conjunction with State Contract #5820-06 to purchase the radio equipment. If you are interested in the ME contract contact the State’s Program Coordinator at (717) 772-8031.

Mary Ann Ramey announced that our chapter is now part of NIGP Region I, the result of an NIGP restructuring of Regions. The states included in Region I are Connecticut, the District of Columbia, Delaware, Massachusetts, Maryland, Maine, New Jersey, New Hampshire, New York, Pennsylvania, Puerto Rico, Rhode Island, Vermont, and the Virgin Islands.

Chapter Newsletter-

Mary Ann Ramey would like to put out a quarterly chapter newsletter. Contact Mary Ann with any topics you would like to see included.

Chapter Website-

Price Morris will look into setting up a chapter website. Barry Hitchcock created a Chapter Website Committee with Price Morris, Kevin Sharp and Stan Richart as members.

Election of Officers-

Diane McKenzie presented the slate of Officers for the next term:

President- Mary Ann Ramey

First Vice President- George Nader

Second Vice President- Maureen McIlvaine

Secretary- Angela Marino

Treasurer- Scott Brodt

Bill Irish made a motion to accept and vote on the slate of officers as presented, it was second by Price Morris and approved by those present.

2001 Meeting Dates-

January 29, 2001 hosted by Judy Cole and South Whitehall Twp

March 5, 2001 hosted by George Nader and Lehigh County

May 21, 2001 hosted by Mary Ann Ramey and Whitehall Twp

July 23, 2001 hosted by Barry Hitchcock and Lancaster County

September 24, 2001 Region I Conference in Delaware???

November 19, 2001 hosted by Bill Lyle and Bucks County.

If Delaware does not host the Region I Conference we will need a meeting location. If you are interested in volunteering for this meeting please contact Mary Ann.

Appointments to Standing Committees and Chairpersons-

Membership Committee Mary Jo Reed

Legislative Committee Hope Potter

Library Committee Angela Marino

Operations Guide Committee Diane McKenzie

Education Committee Price Morris

Awards Committee Barry Hitchcock

A Motion to adjourn the meeting was made by Kevin Sharp, Second by Judy Cole and approved by those present.