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Tampa Bay Area Chapter National Institute of Governmental Purchasing, Inc. Board Meeting Minutes Date: Time: Place:
Friday, December 4, 2015 1 :30 pm-3:30 pm Rusty Pelican
~.-.----' - -.-- . ---.-.----~ -.-.- -.-..
_ __ _ _-------_._--_.
Agenda Item
,_._ _ _ ---.-.-.-- . -.--., .. - - ----.--- - . --
a.
-~.-----.-.- . --.-
__ .!._----- _._ - __._.__ _-_._._------_._._---------_._._. -._.-_ -_ --_ _. _. _._ _ _--_. __._._-.---_._-------.-._. __ __ _-----. .
Discussion/Action
----.-- ······. ·····1-······ . ················· ··--·--·----·--.-.--------.--------.- . ------.--------.--.-----.--.----.--.--.---.--.-. --.-.-- -----~,.
Call to Order: Karen Main, President called the meeting to order at approximately 1:46 p.m.
.- -.-.-.--.--------------.--.--- .. ----------------- . -b.
_.--.-_._
! Attendees: Tara Bohnsack, Stephanie Bunford, David Fechter, Kevin :,.;.
! i
Frye, Amy Flack, CeCe Gibbons-Peoples, Mina Kaeding, Karen Main, Anthony McGee, Theresa Webb
+-- ----- . --------.--.--.-----------.--.-----
Review/approval of minutes
-~-.-- . - -
~-,.-. - - --.-.-.----.-.-.----.-.---------------.--.--.--- .. ---.- -.---- - --..-.~--.-------- .. --.- .. -.---.-.----.------.-------.-- ..--.-- ---
Review Treasurer's Report - Amy Flack, Treasurer
;
!
__ _-_._--_._--_._._--_._--_ ... _--Approval of Disbursements - Amy Flack, Treasurer
.._-------_.
d.
..
------ -.--.---.-.-.-.- ---.-.-'' ''''.'--'---'''--1
Discussion: Stephanie will finish typing the minutes from the Board! meeting on November 12, 2015 and the Planning Meeting on 12/1/2015 and submit the minutes for approval at the January Board! rneetinq.
; ;
c.
!
i
Taken
!
- -.-- --- .. - --.-.- .. ---.---.-.---.-.---- .. -.-.---.-..1
I
Discussion: Amy reported that the outgoing expenses for November totaled $2,811.30. The income for November was $899. We ended: the month of November at a net loss of $1,912.30. Year-to-date our I i net profit is $34,271.72. Amy predicts after a few more expenses are ! , paid in December that we will end the year with an estimated net '
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.
.
. . _.;
Discussion: See Section 9 for Disbursements
i;
J.-.--- . --.--.--.-.----.-.-.---.--.----.-----.---.---------------.-- . . -- . -- . . . . . -1-. -·-·---- . ·-··-·-----·· .. ----------------·---··--- . . -.--.---.----.-------.-----.-.--.--_J e. Approval of 2016 Budget - Amy Flack, Discussion: Amy presented the Board with a budget for January 1, Treasurer 2016-December 31,2016.
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i f.
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Motion: Theresa made a motion to approve the 2016 budget as presented. Second: Mina Vote: Unanimous in favor ; ;
,,
..__ • __ ._._-_ ••. _------_._----,--_.--_.----.-_-.---.-----.-
Committee Reports
..---.---.- .. ~- ....-.------ .. --.--
....------_._...._._
!
••. -.-_._---_
...."""!
!
a)
Professional Development: Tara Bohnsack, Chair
! Tara will request instructors for the NIGP chapter sponsored classes! i once we figure out the exact location and time of the classes. .
b)
Membership: Anthony McGee, Chair
I We
c)
Programs: Mina Kaeding, Chair
I. . -- . . . --._._.
. .__. __ ~
.__ . __. __. . _._. _ . . . .__. __. .__._.
currently have 218 members. 2 more memberships were received via fax this morning, and those have not been added to the i count yet. Tony received communication from Pasco County BOCC : that they plan to join soon.
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iMina reported that approximately $1,100 was collected from ! members for the December luncheon $198 was collected at the : door and the rest was collected online. $151 was collected for the l hockey ticket drawing.
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TAMPA BAY
Tampa Bay Area Chapter National Institute of Governmental Purchasing, Inc. Board Meeting Minutes
d) Communications: Evelina Romero, Chair
Kevin will ask Evy to set David and CeCe up on Chapter Manager so they can perform their new job duties as Membership Chair and Secretary starting in January. Evy could not make it to the meeting today, so Karen reported that all of the Board Newsletter reports are due to Evy by Monday. Karen mentioned that she has been posting on the Chapter Facebook page and Amy has been posting on the Chapter Twitter account throughout 2015. They both agreed to continue taking care of this for the Chapter in 2016.
g.
Old Business
Theresa mentioned that the Tampa Airport tour will take place on March 20, 2016 or March 31, 2016. Communication will go out to the members closer to the date once it is secured. Motion: Mina made a motion to eradicate any old business that has not been handled as of today. Any lingering agenda items will be moved to new business starting in January of 2016. Second: Amy Vote: Unanimous in favor
h.
New Business
a. Reverse Trade Show - Kevin reported that FAPPO has not come out with the dates for their show, but they did tell him they are planning it in November of 2016. Central Florida is holding their show on November 9th. Kevin reported that the University Community Center is available October 14, 2016 if we would like to schedule our RTS for that date. Kevin will touch base with John Hollingshead so he can reserve the space for that date. Motion: Theresa made a motion to hold the RTS on October 14, 2016 at the University Community Center. Second: Mina Vote: Unanimous in favor The Board previously decided to do a Survey Monkey to poll the chairs from last year's RTS and see who is interested in chairing the RTS in 2016. The chair will be determined on a first come first serve basis. The survey will need to go out in April. b. Buyer of the Year and Manager of the Year submittals and awards Karen reported that last year we received one submission for Buyer of the Year and no submissions for Manager of the year. Motion: Mina made a motion to continue following the same process we have in the past for BOY and MOY. Each winner will
~
TAMPA
BAY
/"' nmuc PROCUNOfB,'T Tampa Bay Area Chapter National Institute of Governmental Purchasing, Inc. Board Minutes receive $500 and a plaque. Second:CeCe Vote: Unanimous in favor
The submissions are due to the Board at the end of January. Kevin will update the applications and sent them out to the members in the beginning of January. c. Booth rates and early bird discount dates for the Spring Trade ShowKevin reported that after the food is set up we will have space for 100-105, 10 x 10 booths. The sponsors will have space at the front of the room. Kevin will continue working with the City of Tampa to figure out parking for this event Motion: Mina made a motion to keep the rates for all booth sales and sponsorships for the 2016 Spring Trade Show the same as 2015. Second: Kevin Vote: Unanimous in favor d. Date to open vendor registration on website Kevin will work on a "Save the Date" flyer that members can send out to vendors to let them know that registration will be opening up for the Trade Show starting in January. Karen asked that the flyer go out before the end of the year so the vendors will work this in their budgets for next year. Once we have a follow-up meeting in January the website can be set up and registration can go live. e. Sales IncentivesMotion: Amy made a motion to keep the point structure for the 2016 Spring Trade Show incentives the same as 2015. In addition, Amy made a motion to pay the 1st place winner $200, the 2nd place winner $150, and the third place winner $100. The incentive will kick in once 95 booths have been sold. The pizza party incentive will stay the same it was for 2015. Second: Mina Vote: Unanimous in favor f. Luncheon Fees - We will wait to vote on increasing the luncheon rate to $15 until a future meeting. Luncheon meals are between $23-$28 per person. We paid the Rusty Pelican for 2015 luncheons a total of $6240 and we collected $3795.03. g. Chapter Leader Head - Karen proposed updating the Chapter leader head to have all of the current Board member names rather than past Chapter Presidents. Everyone agreed to this
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TAMPA
BAY
Tampa Bay Area Chapter National Institute of Governmental Purchasing, Inc.
____ .
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Disbursements:
Check No.
Payable To:
For:
Amount:
1660
UniversityArea Community Development Corp.
Balance owed for Fall RTS event location (check # correction)
$ 762.50
1661
The NewLinear Group, Inc.
Chapter Manager subscription (check # correction)
$ 1,690.00
1662
Tampa Bay Water
Subsidy reimbursement for NIGP class (Rita Kavanagh)
$ 258.00
1663
Laurie Roberts
151 Place Sales for Fall RTS
$ 200.00
1664
Tara Bohnsack
2nd Place Sales for Fall RTS
$ 150.00
1665
Celeste Gibbons-Peoples
3ra Place Sales for Fall RTS
$ 100.00
1666
Wounded Warrior Project
2015 Charity Donation
$ 2836.00
1667
Rusty Pelican
December Chapter Luncheon
$2138.49
1668
Theresa Webb
Winner of Spring Trade Show Theme
$ 25.00
DISBURSEMENTS J.
Adjourn Time: 3:51 p.rn.
Motion: Mina Second: Amy Vote: Unanimous in favor
$8,159.99
TAhiPA
ensue PROCUfiF:MENT
BA.Y
Tampa Bay Area Chapter National Institute of Governmental Purchasing, Inc. Board Meeting Minutes Date: Time: Place:
Friday, December 4, 2015 1 :30 pm-3:30 pm Rusty Pelican
~.-.----' - -.-- . ---.-.----~ -.-.- -.-..
_ __ _ _-------_._--_.
Agenda Item
,_._ _ _ ---.-.-.-- . -.--., .. - - ----.--- - . --
a.
-~.-----.-.- . --.-
__ .!._----- _._ - __._.__ _-_._._------_._._---------_._._. -._.-_ -_ --_ _. _. _._ _ _--_. __._._-.---_._-------.-._. __ __ _-----. .
Discussion/Action
----.-- ······. ·····1-······ . ················· ··--·--·----·--.-.--------.--------.- . ------.--------.--.-----.--.----.--.--.---.--.-. --.-.-- -----~,.
Call to Order: Karen Main, President called the meeting to order at approximately 1:46 p.m.
.- -.-.-.--.--------------.--.--- .. ----------------- . -b.
_.--.-_._
! Attendees: Tara Bohnsack, Stephanie Bunford, David Fechter, Kevin :,.;.
! i
Frye, Amy Flack, CeCe Gibbons-Peoples, Mina Kaeding, Karen Main, Anthony McGee, Theresa Webb
+-- ----- . --------.--.--.-----------.--.-----
Review/approval of minutes
-~-.-- . - -
~-,.-. - - --.-.-.----.-.-.----.-.---------------.--.--.--- .. ---.- -.---- - --..-.~--.-------- .. --.- .. -.---.-.----.------.-------.-- ..--.-- ---
Review Treasurer's Report - Amy Flack, Treasurer
;
!
__ _-_._--_._--_._._--_._--_ ... _--Approval of Disbursements - Amy Flack, Treasurer
.._-------_.
d.
..
------ -.--.---.-.-.-.- ---.-.-'' ''''.'--'---'''--1
Discussion: Stephanie will finish typing the minutes from the Board! meeting on November 12, 2015 and the Planning Meeting on 12/1/2015 and submit the minutes for approval at the January Board! rneetinq.
; ;
c.
!
i
Taken
!
- -.-- --- .. - --.-.- .. ---.---.-.---.-.---- .. -.-.---.-..1
I
Discussion: Amy reported that the outgoing expenses for November totaled $2,811.30. The income for November was $899. We ended: the month of November at a net loss of $1,912.30. Year-to-date our I i net profit is $34,271.72. Amy predicts after a few more expenses are ! , paid in December that we will end the year with an estimated net '
i ~_r_~~~_a.~!~~:~~?_~_. I,.;;
.
.
. . _.;
Discussion: See Section 9 for Disbursements
i;
J.-.--- . --.--.--.-.----.-.-.---.--.----.-----.---.---------------.-- . . -- . -- . . . . . -1-. -·-·---- . ·-··-·-----·· .. ----------------·---··--- . . -.--.---.----.-------.-----.-.--.--_J e. Approval of 2016 Budget - Amy Flack, Discussion: Amy presented the Board with a budget for January 1, Treasurer 2016-December 31,2016.
i i !
;,._---------_._----_
i f.
I
;
Motion: Theresa made a motion to approve the 2016 budget as presented. Second: Mina Vote: Unanimous in favor ; ;
,,
..__ • __ ._._-_ ••. _------_._----,--_.--_.----.-_-.---.-----.-
Committee Reports
..---.---.- .. ~- ....-.------ .. --.--
....------_._...._._
!
••. -.-_._---_
...."""!
!
a)
Professional Development: Tara Bohnsack, Chair
! Tara will request instructors for the NIGP chapter sponsored classes! i once we figure out the exact location and time of the classes. .
b)
Membership: Anthony McGee, Chair
I We
c)
Programs: Mina Kaeding, Chair
I. . -- . . . --._._.
. .__. __ ~
.__ . __. __. . _._. _ . . . .__. __. .__._.
currently have 218 members. 2 more memberships were received via fax this morning, and those have not been added to the i count yet. Tony received communication from Pasco County BOCC : that they plan to join soon.
j
i
j
I
iMina reported that approximately $1,100 was collected from ! members for the December luncheon $198 was collected at the : door and the rest was collected online. $151 was collected for the l hockey ticket drawing.
.__L
.
.__._. _. _._. _ . _. . __._. ._.
._.
H. __
._
.......
•
i
I 1
I 1
~ ~
/"/l~:~~})'
TAMPA BAY
Tampa Bay Area Chapter National Institute of Governmental Purchasing, Inc. Board Meeting Minutes
d) Communications: Evelina Romero, Chair
Kevin will ask Evy to set David and CeCe up on Chapter Manager so they can perform their new job duties as Membership Chair and Secretary starting in January. Evy could not make it to the meeting today, so Karen reported that all of the Board Newsletter reports are due to Evy by Monday. Karen mentioned that she has been posting on the Chapter Facebook page and Amy has been posting on the Chapter Twitter account throughout 2015. They both agreed to continue taking care of this for the Chapter in 2016.
g.
Old Business
Theresa mentioned that the Tampa Airport tour will take place on March 20, 2016 or March 31, 2016. Communication will go out to the members closer to the date once it is secured. Motion: Mina made a motion to eradicate any old business that has not been handled as of today. Any lingering agenda items will be moved to new business starting in January of 2016. Second: Amy Vote: Unanimous in favor
h.
New Business
a. Reverse Trade Show - Kevin reported that FAPPO has not come out with the dates for their show, but they did tell him they are planning it in November of 2016. Central Florida is holding their show on November 9th. Kevin reported that the University Community Center is available October 14, 2016 if we would like to schedule our RTS for that date. Kevin will touch base with John Hollingshead so he can reserve the space for that date. Motion: Theresa made a motion to hold the RTS on October 14, 2016 at the University Community Center. Second: Mina Vote: Unanimous in favor The Board previously decided to do a Survey Monkey to poll the chairs from last year's RTS and see who is interested in chairing the RTS in 2016. The chair will be determined on a first come first serve basis. The survey will need to go out in April. b. Buyer of the Year and Manager of the Year submittals and awards Karen reported that last year we received one submission for Buyer of the Year and no submissions for Manager of the year. Motion: Mina made a motion to continue following the same process we have in the past for BOY and MOY. Each winner will
~
TAMPA
BAY
/"' nmuc PROCUNOfB,'T Tampa Bay Area Chapter National Institute of Governmental Purchasing, Inc. Board Minutes receive $500 and a plaque. Second:CeCe Vote: Unanimous in favor
The submissions are due to the Board at the end of January. Kevin will update the applications and sent them out to the members in the beginning of January. c. Booth rates and early bird discount dates for the Spring Trade ShowKevin reported that after the food is set up we will have space for 100-105, 10 x 10 booths. The sponsors will have space at the front of the room. Kevin will continue working with the City of Tampa to figure out parking for this event Motion: Mina made a motion to keep the rates for all booth sales and sponsorships for the 2016 Spring Trade Show the same as 2015. Second: Kevin Vote: Unanimous in favor d. Date to open vendor registration on website Kevin will work on a "Save the Date" flyer that members can send out to vendors to let them know that registration will be opening up for the Trade Show starting in January. Karen asked that the flyer go out before the end of the year so the vendors will work this in their budgets for next year. Once we have a follow-up meeting in January the website can be set up and registration can go live. e. Sales IncentivesMotion: Amy made a motion to keep the point structure for the 2016 Spring Trade Show incentives the same as 2015. In addition, Amy made a motion to pay the 1st place winner $200, the 2nd place winner $150, and the third place winner $100. The incentive will kick in once 95 booths have been sold. The pizza party incentive will stay the same it was for 2015. Second: Mina Vote: Unanimous in favor f. Luncheon Fees - We will wait to vote on increasing the luncheon rate to $15 until a future meeting. Luncheon meals are between $23-$28 per person. We paid the Rusty Pelican for 2015 luncheons a total of $6240 and we collected $3795.03. g. Chapter Leader Head - Karen proposed updating the Chapter leader head to have all of the current Board member names rather than past Chapter Presidents. Everyone agreed to this
~
,:::;.. '-:.:'j"~
n
.!..:: :;C.':!~.·
TAMPA
BAY
Tampa Bay Area Chapter National Institute of Governmental Purchasing, Inc.
____ .
.
.__, ._~_~~_r:~
~~~_!!_~g_~!,!~!~~_..
.__
[: . _. ------ ----- - - . ---- ------ . ----- ---.-.-.-- . . -.~ - .- . . ~~-~-~~-=-~------.----.--- --- -----_._-----_ . .__._- - _. .: : :~- -~--.=-.--------.---~=] I.
Disbursements:
Check No.
Payable To:
For:
Amount:
1660
UniversityArea Community Development Corp.
Balance owed for Fall RTS event location (check # correction)
$ 762.50
1661
The NewLinear Group, Inc.
Chapter Manager subscription (check # correction)
$ 1,690.00
1662
Tampa Bay Water
Subsidy reimbursement for NIGP class (Rita Kavanagh)
$ 258.00
1663
Laurie Roberts
151 Place Sales for Fall RTS
$ 200.00
1664
Tara Bohnsack
2nd Place Sales for Fall RTS
$ 150.00
1665
Celeste Gibbons-Peoples
3ra Place Sales for Fall RTS
$ 100.00
1666
Wounded Warrior Project
2015 Charity Donation
$ 2836.00
1667
Rusty Pelican
December Chapter Luncheon
$2138.49
1668
Theresa Webb
Winner of Spring Trade Show Theme
$ 25.00
DISBURSEMENTS J.
Adjourn Time: 3:51 p.rn.
Motion: Mina Second: Amy Vote: Unanimous in favor
$8,159.99
