ESU Coordinating Council
November 17, 2015 2:30 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

Meeting called to order at 2:30 p.m.

2. Roll Call
Committee Chair - Paul Tedesco
Discussion

Staff: David Ludwig, Craig Peterson, Priscilla Quintana

3. Agenda Item
Committee Chair - Paul Tedesco
3.A. Program Updates
Committee Chair - Paul Tedesco
3.A.I. Sales Update
Rationale

Comparison of Quarters 1,2, & 3 2015 Sales to 2014 Sales

Quarter 1, 2, 3 Sales Report

 

Discussion

Craig Peterson provided the committee with reports showing first quarter sales for the current year as compared to the previous year. The committee briefly reviewed and discussed the reports.

3.A.II. Annual/Paper Buy
Committee Chair - Paul Tedesco
Rationale

Equal Level has released version 6.7 of their software to our Demo site.  These updates include the following.

  • Receiving Module for users to track items received (this will not be that useful for our schools in it's current state and is an additional charge)
  • Condensed Requisitions and Purchase Orders into My Orders as a tabbed view
  • Condensed Requests and Quotes into My Requests as a tabbed view
  • Create Request updates to include adding items from a shopping cart to Request Quote
  • In export of Admin:Users table, added a “Status” column to display “Active” or “Inactive” for each user.
  • In the Admin:Users tool, when viewing a user, added fields to display the user’s “Default
    Shipping Address”, “Default Billing Address”, and “Default Card”.
  • Redesign of Admin:Contracts tool. The contract form has been separated into 3 tabs: Setup,
    Shopping, and Checkout Options.
  •  In the Admin:Contracts tool, the page for viewing a contract has also been updated with the same 3-tab layout as the new contract form.
  • In the Admin:Contracts table, for Active contracts only, if the Start Date is past the current date, or the End Date is before the current date, the date is shown in red to indicate the contract is not available to shoppers.
  • In the Approval Chains admin tool, approval rule types have been added for “Shipping Address” and “Billing Address”. Operators can be “Equal To” or “Not Equal To” and multiple addresses can be selected.
  • In Admin: Reports, added an Export feature to the Budgets report.

The module for aggregated orders that schools will utilize to aggregate based on address will be released by first week in January at the earliest. 

Training's have been set for the following Service Units.

  • ESU 1 Monday, November 23, 2015
  • ESU 2 Friday, January 22, 2015
  • ESU 4 Thursday, January 21, 2016
  • ESU 5 Wednesday, December 9, 2015
  • ESU 6 Wednesday, January 6, 2015
  • ESU 9 Monday, November 16, 2015
  • ESU 10 Thursday, January 7, 2016
  • ESU 11 Wednesday, December 16, 2015
  • ESU 17 Wednesday, January 20, 2016

 

Outstanding Admin Fees for the 2015 Annual Buy.

  • B & H Photo, $1359.52
  • National Art, $7730.84
  • Pyramid, $21,230.67

Discussion

Equal Level has released version 6.7 of their software to our Demo site. Peterson provided the committee with an explanation of some of the updates that were made. The module for aggregated orders that schools will utilize to aggregate based on address will be released by first week in January at the earliest. Training's have been set for the following Service Units. ESU 1 Monday, November 23, 2015 ESU 2 Friday, January 22, 2015 ESU 4 Thursday, January 21, 2016 ESU 5 Wednesday, December 9, 2015 ESU 6 Wednesday, January 6, 2015 ESU 9 Monday, November 16, 2015 ESU 10 Thursday, January 7, 2016 ESU 11 Wednesday, December 16, 2015 ESU 17 Wednesday, January 20, 2016 Outstanding Admin Fees for the 2015 Annual Buy. B & H Photo, $1359.52 National Art, $7730.84 Pyramid, $21,230.67

3.A.III. Specials Buys
Committee Chair - Paul Tedesco
3.A.III.a. Approve Hand2Mind Special Buy
Rationale

ETA hand2mind is a company that deals with educational manipulatives, instructional curriculum, and learning kits to include product lines; VersaTiles, Reading Rods, Home Team Advantage, Hands-On Standards, Paths to Problem Solving, The Super Source, and others.

Contractors pricing under the agreement will be a 15% discount on all items within the ETA hand2mind hosted catalog.

Attachments
Recommended Motion

Recommend approval of Hand2Mind Special Buy Contract

Actions Taken

Motion Passed:  Recommend approval of Hand2Mind Special Buy Contract passed with a motion by Calvert ESU 15 and a second by Fisher ESU 04.

Discussion

ETA hand2mind is a company that deals with educational manipulatives, instructional curriculum, and learning kits to include product lines; VersaTiles, Reading Rods, Home Team Advantage, Hands-On Standards, Paths to Problem Solving, The Super Source, and others.

3.A.III.b. Approve Renewal of Adobe CLP agreement
Rationale

Agreement Expired November 6, 2015.  Coop Director Peterson has been trying since August to get this renewed with Adobe but hadn't receive the renewal documents.  He is also working with Adobe to correct the Agency name and mailing addresses on the documents.

The Cumulative Licensing Program (“CLP”) is a flexible volume licensing program offered through Adobe Volume Licensing. The CLP applies the same discount level to all of Member’s and its Self-enrolled Consortium Members’ qualified Adobe software purchases (“Software”) during the Term 

 

Attachments
Recommended Motion

Recommend approval of Adobe CLP Renewal agreement, upon favorable review by ESUCC attorney.

Actions Taken

Motion Passed:  Recommend approval of Adobe CLP Renewal agreement, upon favorable review by ESUCC attorney. passed with a motion by Mowinkel ESU 08 and a second by Fisher ESU 04.

Discussion

Agreement Expired November 6, 2015. Coop Director Peterson has been trying since August to get this renewed with Adobe but hadn't receive the renewal documents. He is also working with Adobe to correct the Agency name and mailing addresses on the documents. The Cumulative Licensing Program (“CLP”) is a flexible volume licensing program offered through Adobe Volume Licensing. The CLP applies the same discount level to all of Member’s and its Self-enrolled Consortium Members’ qualified Adobe software purchases (“Software”) during the Term

3.A.III.c. Approve Renewal of Microsoft Academic Select Plus agreement
Rationale

The agreement allows schools in Nebraska to order Licenses and services at academic pricing through Microsoft re-sellers.

The agreement is being provided in Draft form because Microsoft will send an electronic signature request and will not accept hard copy format. The attached document will allow Legal to review and approve having Executive Director sign the digital version.

 Current Agreement doesn't expire until February 1, 2016.

Attachments
Recommended Motion

Recommend approval of Microsoft Select Renewal agreement, upon favorable review by ESUCC attorney.

Actions Taken

Motion Passed:  Recommend approval of Microsoft Select Renewal agreement, upon favorable review by ESUCC attorney. passed with a motion by Mowinkel ESU 08 and a second by Calvert ESU 15.

Discussion

The agreement allows schools in Nebraska to order Licenses and services at academic pricing through Microsoft re-sellers. The agreement is being provided in Draft form because Microsoft will send an electronic signature request and will not accept hard copy format. The attached document will allow Legal to review and approve having Executive Director sign the digital version. Current Agreement doesn't expire until February 1, 2016.

3.A.IV. AEPA
Committee Chair - Paul Tedesco
Rationale

Director Peterson and Business Manager Quintana will be attending the Winter meeting in New Orleans on November 30th through December 2nd.  Recommendations for awards will be made for the categories that were bid this year and members will vote on awards.

Discussion

Director Peterson and Business Manager Quintana will be attending the Winter meeting in New Orleans on November 30th through December 2nd. Recommendations for awards will be made for the categories that were bid this year and members will vote on awards.

3.B. Future Efforts
Committee Chair - Paul Tedesco
3.B.I. Approve Pawnee City Interlocal Agreement
Rationale

Rationale
The City of Pawnee City passed a Resolution on November 9, 2015 to enter into an Interlocal Agreement between the City of Pawnee City and ESUCC for the solicitation of public bids and enter into contracts on its own behalf and to purchase supplies, material, equipment, and services.

                                     RESOLUTION

WHEREAS, on November 18, 2015, at a duly convened and scheduled meeting of the Educational Service Unit Coordinating Council, also known as the ESUCC, it was recommended and deemed advisable that the Council enter into the Interlocal Agreement with City of Pawnee City to jointly bid and contract, for supplies, materials, equipment, and services through the ESUCC’s Cooperative Purchasing Program;

AND WHEREAS, consideration of the matter was a duly advertised agenda item for the said meeting of the ESUCC; 

AND WHEREAS, an opportunity was afforded any interested party to comment on the matter; and the ESUCC being apprised of the various aspects of the issue;

AND WHEREAS, the Board has determined that entering into the Interlocal Agreement is in the best interests of the ESUCC and its members and is appropriate to provide for the efficient and effective operation of the ESUCC;

NOW BE IT THEREFORE RESOLVED that the ESUCC’s Executive Director be authorized on behalf of the ESUCC, pursuant to this Resolution, to affix his signature to the aforementioned Interlocal Agreement and to do all things necessary to comply with said Agreement.

Attachments
Recommended Motion

Recommend approval of proposed resolution, upon favorable review by ESUCC attorney.

Actions Taken

Motion Passed:  Recommend approval of proposed resolution, upon favorable review by ESUCC attorney. passed with a motion by Mowinkel ESU 08 and a second by Calvert ESU 15.

Discussion

The City of Pawnee City passed a Resolution on November 9, 2015 to enter into an Interlocal Agreement between the City of Pawnee City and ESUCC for the solicitation of public bids and enter into contracts on its own behalf and to purchase supplies, material, equipment, and services

3.B.II. Approve City of Alliance Interlocal Agreement
Rationale

Rationale
The City of Alliance is wanting to enter into an Interlocal Agreement between the City of Alliance and ESUCC for the solicitation of public bids and enter into contracts on its own behalf and to purchase supplies, material, equipment, and services.  The City of Alliance plans to have this as an agenda item at a future board meeting, either November 17 or December 1.

                                     RESOLUTION

WHEREAS, on November 18, 2015, at a duly convened and scheduled meeting of the Educational Service Unit Coordinating Council, also known as the ESUCC, it was recommended and deemed advisable that the Council enter into the Interlocal Agreement with City of Alliance to jointly bid and contract, for supplies, materials, equipment, and services through the ESUCC’s Cooperative Purchasing Program;

AND WHEREAS, consideration of the matter was a duly advertised agenda item for the said meeting of the ESUCC; 

AND WHEREAS, an opportunity was afforded any interested party to comment on the matter; and the ESUCC being apprised of the various aspects of the issue;

AND WHEREAS, the Board has determined that entering into the Interlocal Agreement is in the best interests of the ESUCC and its members and is appropriate to provide for the efficient and effective operation of the ESUCC;

NOW BE IT THEREFORE RESOLVED that the ESUCC’s Executive Director be authorized on behalf of the ESUCC, pursuant to this Resolution, to affix his signature to the aforementioned Interlocal Agreement and to do all things necessary to comply with said Agreement.

Attachments
Recommended Motion

Recommend approval of proposed resolution, upon favorable review by ESUCC attorney.

Actions Taken

Motion Passed:  Recommend approval of proposed resolution, upon favorable review by ESUCC attorney. passed with a motion by Fisher ESU 04 and a second by West ESU 13.

Discussion

The City of Alliance is wanting to enter into an Interlocal Agreement between the City of Alliance and ESUCC for the solicitation of public bids and enter into contracts on its own behalf and to purchase supplies, material, equipment, and services. The City of Alliance plans to have this as an agenda item at a future board meeting, either November 17 or December 1.

3.B.III. Strategic Plan
Committee Chair - Tedesco
Rationale

Meeting date: December 18, 2015 at 9:00 a.m. via Zoom https://esucc.zoom.us/j/3089950665

  • Process and procedures for adding Nebraska Entities
  • List of Eligible entities that ESUCC can serve either by an Interlocal Agreement or Contract.
  • Member Survey - Development of Questions
  • Catalog short list - Additional areas of interest

Discussion

Meeting date: December 18, 2015 at 9:00 a.m. via Zoom https://esucc.zoom.us/j/3089950665. Process and procedures for adding Nebraska Entities. List of Eligible entities that ESUCC can serve either by an Interlocal Agreement or Contract. Member Survey - Development of Questions Catalog short list - Additional areas of interest

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 2:58 p.m.