ESU Coordinating Council
October 14, 2015 4:00 PM
Coop Committee Meeting
1. Call to Order
Committee Chair - Paul Tedesco
Rationale

Notice to visitors:  To be heard at this meeting, the "Request to be Heard" form, must be completed and submitted to the Secretary to the Executive Director of ESUCC.  The President of the Board of ESUCC will call upon visitors wishing to address the Board in the order they were submitted or by subject.

Pursuant to Section 84-1411 of the Nebraska Statutes, notice of this meeting was given by advertisement on the ESUCC website, NE Public Meeting site, and host site.

Open Meetings Law
: Pursuant to Section 84 - 1412 of the Nebraska Statutes, the public is hereby informed that a current copy of the Nebraska Open Meetings Act is posted in this meeting room. 

Discussion

Call to order at 4:10 PM.

2. Roll Call
Committee Chair - Paul Tedesco
Discussion

Staff: David Ludwig, Craig Peterson, Priscilla Quintana

3. Agenda Item
Committee Chair - Paul Tedesco
3.A. Coop Vision
Committee Chair - Paul Tedesco
Rationale

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.

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.

3.B. COOP Advisory Meeting 10/01/15
Committee Chair - Paul Tedesco
Rationale

School Advisory Meeting minutes held on October 1, 2015

2014-2015 Goals: 

  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

Discussion

2014-2015 Goals: Reduce the Number of POs Billing Responsive to District Needs Enhancement of Coop Through Statewide Communication Effective Statewide Training Develop a "User Friendly" Environment Ensure On-time Delivery

3.B.I. Coop Goals 2015-2016
Rationale

Goals

  1. Billing responsive to district needs with delivery dates in mind
  2. Continue to enhance the Coop System through effective statewide communication
  3. Provide effective training throughout the state (Best practices)
  4. User Friendly Environment
  5.  Ensure on-time delivery - continue to improve
  6. Increase participation by members
  • educating and awareness
  • marketing and promotion
  • end of year reporting
  • feature that tells how much you saved when ordering? - Senators interested in information as well

Discussion

Goals Billing responsive to district needs with delivery dates in mind Continue to enhance the Coop System through effective statewide communication Provide effective training throughout the state (Best practices) User Friendly Environment Ensure on-time delivery - continue to improve Increase participation by members educating and awareness marketing and promotion end of year reporting feature that tells how much you saved when ordering? - Senators interested in information as well

3.B.II. Coop Long Range Goals
Committee Chair - Tedesco
Rationale

  1. Municipalities - city/county/state government - City of Waverly already has an inter-local.
  2. Higher Education (Demo provided for Central Community College)
  3. After School Programs
  4. Museums
  5. Other Non-Profit Organizations

Discussion

Municipalities - city/county/state government - City of Waverly already has an inter-local. Higher Education (Demo provided for Central Community College) After School Programs Museums Other Non-Profit Organizations

3.C. ESM Update
Committee Chair - Tedesco
Discussion

ESUCC received an invoice from ESM for $79,000 (incorrect time frame, incorrect calculations). ESUCC Legal sent a letter in response to the invoice. To date, ESUCC has not received any additional communication from ESM.

3.D. Program Updates
Committee Chair - Paul Tedesco
3.D.I. Annual/Paper Buy
Committee Chair - Paul Tedesco
Rationale

  • Bid has been released
  • Implementation with ION Wave has met ESUCC's needs

Changes this year:

  1. Entirely electronic collection of confirmations and document submission. 
  2. No Samples for bid items
  3. Delivery options for Paper to include: Lift-gate to ground services, Lift-gate to ground and inside delivery services.
  4. A number of new items in each section have been added to expand the Annual Buy catalog.

Discussion

Bid has been released Implementation with ION Wave has met ESUCC's needs Changes this year: Entirely electronic collection of confirmations and document submission. No Samples for bid items Delivery options for Paper to include: Lift-gate to ground services, Lift-gate to ground and inside delivery services. A number of new items in each section have been added to expand the Annual Buy catalog.

3.D.I.a. Training
Rationale

Groups that the ESUCC Marketplace has been shared with.

  • Individual Schools/ESU's (Allen Consolidate, Emerson-Hubbard, McCook Public, Keya Paha, Howels, ESUCC, ESU 11, ESU 17).
  • IMAT
  • NOC
  • Coop School Adisory
  • NETA Technology Coordinators

 

Discussion

Online training, with 76 participants on Monday, Oct. 12th. This training was recorded, link can be found on Coop's website. Groups that the ESUCC Marketplace has been shared with include: Individual Schools/ESU's (Allen Consolidate, Emerson-Hubbard, McCook Public, Keya Paha, Howels, ESUCC, ESU 11, ESU 17). IMAT NOC Coop School Adisory NETA Technology Coordinators

3.D.II. Specials Buys
Committee Chair - Paul Tedesco
3.D.II.a. Approve CDI Computer Dealers Inc Special Buy
Committee Chair - Tedesco
Attachments
Recommended Motion

Recommend approval of CDI Computer Dealers Inc Agreement

Actions Taken

Motion Passed:  Recommend approval of CDI Computer Dealers Inc Agreement passed with a motion by Calvert ESU 15 and a second by West ESU 13.

Discussion

Calvert made the motion. West Seconded. All voted "yes"

3.D.III. AEPA
Committee Chair - Paul Tedesco
Rationale

Bid 2016 closed October 7th for the following categories

A - Facility Management Software

B - Kitchen Equipment & Supplies                                  

C - Digital Resources

D - Maintenance, Repair & Operations Catalog

E - Musical Instruments

F - Athletic Surfaces - Hardwood & Synthetic Flooring

G - Athletic Surfaces - Synthetic Turf

H - Athletic Surfaces - Tracks & Courts

I -  Scoreboards & Marquee Signage

Committees will evaluate in the next week or two and make award recommendations to the large group at our Winter AEPA meeting in New Orleans.

Discussion

Bid 2016 closed October 7th for the following categories A - Facility Management Software B - Kitchen Equipment & Supplies C - Digital Resources D - Maintenance, Repair & Operations Catalog E - Musical Instruments F - Athletic Surfaces - Hardwood & Synthetic Flooring G - Athletic Surfaces - Synthetic Turf H - Athletic Surfaces - Tracks & Courts I - Scoreboards & Marquee Signage Committees will evaluate in the next week or two and make award recommendations to the large group at our Winter AEPA meeting in New Orleans. Attachments Add Notes Notes

3.E. Future Efforts
Committee Chair - Paul Tedesco
Rationale

Set date for Coop Committee Strategic Planning Session.

Discussion

The Coop Committee Strategic Planning Session is scheduled for DL/Video Conference on December 18, 2015 from 9:00 a.m. to Noon.

3.F. Policy & Procedures
Committee Chair - Paul Tedesco
Rationale

Nothing to report this Month

4. Next Meeting Agenda Items
Committee Chair - Paul Tedesco
5. Executive Session
Rationale

The ESU Coordinating Council is authorized by state statute to enter into executive session. Executive session may be held when clearly necessary for the protection of the public interest or for the prevention of needless injury to the reputation of an individual. Reasons that meet this standard include but are not limited to: (a) strategy sessions with respect to collective bargaining, real estate matters, pending litigation, or litigation which is imminent as evidenced by communication of a claim or threat of litigation to or by the public body; (b) discussion regarding deployment of security personnel or devices; (c) investigative proceedings regarding allegations of criminal misconduct; (d) evaluation of the job performance of a person when necessary to prevent needless injury to the reputation of a person and if such person has not requested a public meeting; and (e) legal advice.

Explanation

At this point, it is appropriate for the Board to meet in closed session for one of the stated matters and/or any other permissible closed session matters in compliance with the law.

PROPOSAL:

That the Board hold a closed session:

1. For strategy session with respect to negotiations/collective bargaining clearly necessary for the protection of the public interest or for the prevention of needless injury to the reputation of an individual in compliance with the law.

2. For strategy session with respect to property/real estate matters clearly necessary for the protection of the public interest or for the prevention of needless injury to the reputation of an individual in compliance with the law.

3. For strategy session with respect to pending litigation, or litigation which is imminent as evidenced by communication of a claim or threat of litigation to or by the public body clearly necessary for the protection of the public interest or for the prevention of needless injury to the reputation of an individual in compliance with the law.

4. For discussion regarding deployment of security personnel or devices clearly necessary for the protection of the public interest or for the prevention of needless injury to the reputation of an individual in compliance with the law.

5. For investigative proceedings regarding allegations of criminal misconduct clearly necessary for the protection of the public interest or for the prevention of needless injury to the reputation of an individual in compliance with the law.

6. For personnel and the evaluation of job performance clearly necessary for the protection of the public interest or for the prevention of needless injury to the reputation of an individual in compliance with the law.

7. For discussions of the legal consequences of specific action and legal advice clearly necessary for the protection of the public interest or for the prevention of needless injury to the reputation of an individual in compliance with the law.

6. Adjournment
Committee Chair - Paul Tedesco
Discussion

Meeting adjourned at 4:35 p.m.