ESU Coordinating Council
January 13, 2016 2:00 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

Meeting called to order at 2:00 p.m.

2. Roll Call
Committee Chair - Paul Tedesco
3. Agenda Item
Committee Chair - Paul Tedesco
3.A. Consent Agenda Items
Committe Chair Tedesco
Rationale

Contracts to be approved.

Recommended Motion

To approve AEPA 2016 awards and Extensions as listed and have Executive Director sign contracts with each vendor, upon favorable review by ESUCC Attorney.

3.A.I. Approve AEPA 2016 Contracts
Rationale

2016 AEPA Bid Awards

  • 016A:  Facility Management Software

  •  Dude Solutions, Inc. dba SchoolDude & FacilityDude

  • 016C:  Digital Resources

  • Mackin

  • Teaching Books.net

  • TLC Library Corparation

  • 016D:  MRO Catalog

  • The Sherwin-Williams Company

  • 016G: Athletic Surfaces – Synthetic Turf

  • UBU Sports Inc. 

  • FieldTurf USA Inc.

  • Hellas Construction Inc.

  • Motz Group LLC

  • Prograss LLC

  • 016H: Athletic Surfaces – Tracks and Courts

  • FieldTurf USA Inc.

  • Hellas Construction Inc.

  • Robert Cohen Co., LLC dba Sports Surfaces Distributing

  • 016I:  Scoreboards and Marquee Signage

  • Daktronics

  • Attachments
    Recommended Motion

    Motion Needed to approve AEPA contracts with one motion to cover 3AI; 3AII; 3AIII and 3AIV. see 3A IV for recommended motion.

    3.A.II. Approve Extensions of AEPA Bids 015
    Rationale

    • 015A:  Office Supplies

    • Independent Stationers

    • Quill

    • Staples

    • 015B:  Instructional & School Supplies

    • Quill

    • School Specialty

    • Staples

    • 015C:  Custodial Supplies, Equipment, and Rest Room, Break Room & Safety Supplies

    • Nilfisk-Advance

    • Quill

    • Staples

    • 015D:  Security, Live FingerPrint & Palm Screening, and Walk-Through Metal Detectors

    • Creative Info Tech, Inc. (CITI)

    • Identification Int’l, Inc. (i3)

    • CEIA USA

    • Attachments
      Recommended Motion

      Motion Needed to approve AEPA contracts with one motion to cover 3AI; 3AII; 3AIII and 3AIV. see 3A IV for recommended motion.

      3.A.III. Approve Extensions of AEPA Bids 014
      Rationale

      • 014A:  School Furniture
        • School Specialty
        • Interior Systems
      • 014B:  Industrial Arts, Career and Technical Education
        • Midwest Technology Products
        • School Specialty
      • 014C:  Interactive Classroom
        • Troxell Communications
      • 014E:  Technology Catalog
        • MNJ Technologies Direct
        • CDW-G
      • 014F:  Sports Equipment & Supplies
        • School Specialty

      Attachments
      Recommended Motion

      Motion Needed to approve AEPA contracts with one motion to cover 3AI; 3AII; 3AIII and 3AIV. see 3A IV for recommended motion.

      3.A.IV. Approve Extensions of AEPA Bids 013
      Rationale

      • 013B:  Roofing and Envelope Services
        •  WTI/Tremco, Progressive
      • 013C:  Medicaid Billing
        • Sivic Solutions
      • 013G:  Athletic Lighting
        • TechLine Sports Lighting
      • 013L:  Digital MFD/Copiers, Printers, and Managed Doc Svcs
        • Konica Minolta
        • Kyocera Mita

       

      Attachments
      Recommended Motion

      Motion Needed to approve AEPA contracts as shown in 3.A.I; 3.A.II; 3.A.III and 3.A.IV upon receiving favorable review from ESUCC attorney.

      Actions Taken

      Motion Passed:  Motionto approve AEPA contracts as shown in 3.A.I; 3.A.II; 3.A.III and 3.A.IV upon receiving favorable review from ESUCC attorney. passed with a motion by Gegg ESU 05 and a second by Calvert ESU 15.

      3.B. ESM Update
      Committe Chair Tedesco
      Discussion

      We have received an invoice from ESM for $230,000. Dave is working with the attorney.

      3.C. Program Updates
      Committee Chair - Paul Tedesco
      3.C.I. Annual/Paper Buy
      Committee Chair - Paul Tedesco
      Discussion

      Coop staff is working on the Coop Catalog for all sections except Electronics, which will be awarded next week. Paper catalog will the first to be released for school ordering. Craig has been traveling to each ESU for training on the new Marketplace.

      3.C.II. AEPA
      Committee Chair - Paul Tedesco
      3.C.II.a. Approve Peripole Extension
      Rationale

      AEPA bid Band Instruments this year but no vendors that bid offered percussion instruments so no award was made.

      Band Instruments is an area that we have no other contracts to meet these needs.  Peripole is also currently in the ESUCC Marketplace.

      Attachments
      Recommended Motion

      Motion Needed to approve extensions with Peripole and have Executive Director sign contract.
      This motion to include approval of contracts within 3.C.II.a; 3.C.II.b and 3.C.II.c. See 3.C.II.c for suggested motion.

      3.C.II.b. Approve Extension with Sports Surfaces Distributing AEPA BID #012 Hardwood and Synthetic Flooring
      Attachments
      Recommended Motion

      Motion needed to approve extension with Sports Surfaces Distributing and have Executive Director sign contract.
      This motion to include approval of contracts within 3.C.II.a; 3.C.II.b and 3.C.II.c. See 3.C.II.c for suggested motion.

      3.C.II.c. Approve Quill 2012 Extension
      Attachments
      Recommended Motion

      Motion needed to approve extension with Sports Surfaces Distributing and have Executive Director sign contract.
      Motion to approve contracts within 3.C.II.a; 3.C.II.b and 3.C.II.c.

      Actions Taken

      Motion Passed:  Motion to approve extension with Sports Surfaces Distributing and have Executive Director sign contract. Motion to approve contracts within 3.C.II.a; 3.C.II.b and 3.C.II.c. passed with a motion by Fisher ESU 04 and a second by Gegg ESU 05.

      3.D. Demo of ION Wave Contract Management
      Committe Chair Tedesco
      Rationale

      Demo of the Contract Management system to be also given to the full Board on January 14, 2016. 

      Discussion

      Craig described the ION Wave Contract Management application. Demo of the Contract Management system to be also given to the full Board on January 14, 2016.

      3.E. Coop Strategic Plan
      Committe Chair Tedesco
      Rationale

      Coop Strategic Plan

      Action Items that came out of the Strategic Plan

      1. Contract agreement for non-ESU participants.
      2. Describe how Coop does bidding, can be added to language of school board policies to include Coop.
      3. ESUCC will need to change policy on how to advertise for bids to include website advertising.  Need to repeal/rescind old requirement and implement new policy.
      4. Process for verification of entities that ESUCC can serve.  Send to attorney for review to determine if legal entity before proceeding with inter-local.
      5. Draft and approve talking points for ESU Administrators to utilize with School and other members.
      6.  Review growth of Coop Annually
      7. Create Survey for Schools/Members
      8. Create Survey for Vendors
      9. Create Marketing flyer for Coop
      10. Continue to pursue new contracts
      11. Continue to Market Coop at Conferences

      Discussion

      Coop Strategic Plan Action Items that came out of the Strategic Plan: - Contract agreement for non-ESU participants. - Describe how Coop does bidding, can be added to language of school board policies to include Coop. - ESUCC will need to change policy on how to advertise for bids to include website advertising. - Need to repeal/rescind old requirement and implement new policy. - Process for verification of entities that ESUCC can serve. Send to attorney for review to determine if legal entity before proceeding with inter-local. - Draft and approve talking points for ESU Administrators to utilize with School and other members. - Review growth of Coop Annually - Create Survey for Schools/Members - Create Survey for Vendors - Create Marketing flyer for Coop - Continue to pursue new contracts - Continue to Market Coop at Conferences

      3.F. Policy & Procedures
      Committee Chair - Paul Tedesco
      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
      Actions Taken

      Motion Passed:   passed with a motion by Gegg ESU 05 and a second by Calvert ESU 15.