ESU Coordinating Council
April 13, 2016 3:00 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 3:00 p.m.

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

Contracts to be approved.

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

Order totals as of 04/08/2016

  • Paper $909.082.10
  • Annual Buy orders submitted $2.1 Million (Order deadline Thursday April 14)
  • Annual Buy Pending approval $65,000
    • Total $2.2 Million

Punch-out Catalogs

  • Pending Approval $81,391.46
  • Orders submitted $269,493.67

 

Discussion

Order totals as of 04/08/2016 Paper $909.082.10 Annual Buy orders submitted $2.1 Million (Order deadline Thursday April 14) Annual Buy Pending approval $65,000 Total $2.2 Million Punch-out Catalogs Pending Approval $81,391.46 Orders submitted $269,493.67 . It was noted that some schools ordered from the year around catalogs instead of the Annual Buy by mistake. Some features will be in place next year to help resolve this issue.

3.B.II. Specials Buys
Committee Chair - Paul Tedesco
3.B.II.a. Approve Softchoice Special Buy
Rationale

  • Softchoice Corporation is a software reseller of the following product lines:
    • Adobe
    • Corel
    • Filemaker
    • Houghton Mifflin
    • Inspiration
    • Microsoft
    • Sophos
    • Symantec
    • VMware
    • Veeam
    • Absolute
    • Mimecast
    • Autodesk

They have been a longtime Coop vendor dating back as early as 2003.

Attachments
Recommended Motion

To approve and have Executive Director sign contract with SoftChoice Corporation, upon favorable review by ESUCC Attorney.

Actions Taken

Motion Passed:  To approve and have Executive Director sign contract with SoftChoice Corporation, upon favorable review by ESUCC Attorney. passed with a motion by Calvert ESU 15 and a second by Mowinkel ESU 08 .

3.B.II.b. Approve Instructure (Canvas LMS) Special Buy
Recommended Motion

To approve and have Executive Director sign contract with Instructure, upon favorable review by ESUCC Attorney.

Discussion

Contract has not been received back from the vendor. No action will be taken at this time.

3.B.II.c. Other Special Buy Updates
Rationale

It is also our plan to include LMS licensing in the Marketplace but we are working with the vendors explaining and demonstrating how this would look for them.  We have two options for this,
1.) we would list items on behalf of the vendor and orders are collected by ESUCC or
2.) we list items for LMS vendor but orders go directly to them.

  • Canvas
    • OCIO meeting
    • LPS
    • UNL
  • Blackboard
    • Extension of their contract (initial contract was 1 year)
  • Schoology
    • Schoology is reviewing the process of possibly placing this in the ESUCC Marketplace
  • Zoom
    • Network Nebraska/OCIO

World Book and Movie Licensing USA special buys are in the Marketplace and we are currently collecting orders.

Current Totals received are:

World Book $27,037.97 (04/08/2016)
Movie Licensing USA $7,460 (04/08/2016)

 

Discussion

It is also our plan to include LMS licensing in the Marketplace but we are working with the vendors explaining and demonstrating how this would look for them. We have two options for this, 1.) we would list items on behalf of the vendor and orders are collected by ESUCC or 2.) we list items for LMS vendor but orders go directly to them. Canvas OCIO meeting LPS UNL Blackboard Extension of their contract (initial contract was 1 year) Schoology Schoology is reviewing the process of possibly placing this in the ESUCC Marketplace Zoom Network Nebraska/OCIO World Book and Movie Licensing USA special buys are in the Marketplace and we are currently collecting orders. Current Totals received are: World Book $27,037.97 (04/08/2016) Movie Licensing USA $7,460 (04/08/2016)

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

Director Peterson is attending the AEPA Spring meetings this week in Las Vegas.  This is when each state meets with vendors one on one to discuss sales and marketing for contracted services and products.  It is also during this meeting when decisions are made on what will be did this year for AEPA.

AEPA Staples update - OPS

Discussion

Director Peterson is attending the AEPA Spring meetings this week in Las Vegas. This is when each state meets with vendors one on one to discuss sales and marketing for contracted services and products. It is also during this meeting when decisions are made on what will be bid this year for AEPA. AEPA Staples update - OPS: OPS was purchasing from our AEPA contract, they have decided to discontinue purchasing from AEPA are a switching to another contract. This will impact our sales.

3.C. Future Efforts
Committee Chair - Paul Tedesco
3.C.I. Student Information System RFQ
Committee Chair - Tedesco
Rationale

NDE and ESUCC are in a collaborative effort to post an RFQ (Request for Qualification) for Student Information Systems, see Summary of Purpose below.

The Nebraska Department of Education and the Educational Service Unit Coordinating Council (hereafter, “the State”) are soliciting third-party software solutions to provide local education agency (LEAs) with a student information system (SIS) to maximize the collection and reporting of student data and information. It must be available for adoption by 245 public LEAs, 192 non-public LEAs, 17 Educational Service Units, 4 special purpose state schools, 17 interim schools and any new LEAs that may be created.  Solutions hosted by the procuring agency as well as solutions hosted by the qualified contractor will be considered, and the State encourages the qualified contractors to offer both options. The software must be flexible with the ability to respond to constantly changing legislative mandates, satisfy reporting obligations at the local, state and federal levels, and ensure effective oversight of LEAs in accordance with the Nebraska laws and regulations. The solutions must be web-based applications with no mandatory workstation client software or code, other than the browser, required to run the application.

Attachments
Discussion

NDE and ESUCC are in a collaborative effort to post an RFQ (Request for Qualification) for Student Information Systems, see Summary of Purpose below. The Nebraska Department of Education and the Educational Service Unit Coordinating Council (hereafter, “the State”) are soliciting third-party software solutions to provide local education agency (LEAs) with a student information system (SIS) to maximize the collection and reporting of student data and information. It must be available for adoption by 245 public LEAs, 192 non-public LEAs, 17 Educational Service Units, 4 special purpose state schools, 17 interim schools and any new LEAs that may be created. Solutions hosted by the procuring agency as well as solutions hosted by the qualified contractor will be considered, and the State encourages the qualified contractors to offer both options. The software must be flexible with the ability to respond to constantly changing legislative mandates, satisfy reporting obligations at the local, state and federal levels, and ensure effective oversight of LEAs in accordance with the Nebraska laws and regulations. The solutions must be web-based applications with no mandatory workstation client software or code, other than the browser, required to run the application.

3.D. Statewide Communications
Committee Chair - Paul Tedesco
3.D.I. School Advisory Committee meeting
Rationale

Advisory Committee will meet on April 29, 9:30 AM via Zoom.

Agenda

  • How has the Coop Process gone this last year?
  • What would you like to see done differently?
  • What do you like?
  • Suggested Features for the Marketplace
  • Marketplace Sales by Region

Discussion

Advisory Committee will meet on April 29, 9:30 AM via Zoom. Agenda How has the Coop Process gone this last year? What would you like to see done differently? What do you like? Suggested Features for the Marketplace Marketplace Sales by Region

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. (in review with legal)
  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 (Continuous)
  7. Create Survey for Schools/Members
  8. Create Survey for Vendors
  9. Create Marketing flyer for Coop (Complete)
  10. Continue to pursue new contracts (Continuous)
  11. Continue to Market Coop at Conferences(AQUEST, NASBO, NETA, UNL Food Service Managers NTENT)

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
Rationale

Procedures to Write

Coop to review the above procedures to write document and decide if those items are already in the Coop procedure manual or need to be added. 

Discussion

Coop to review the above procedures to write document and decide if those items are already in the Coop procedure manual or need to be added.

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

Attachments
Recommended Motion

I move that the Committee to enter closed session to conduct a strategy session and receive legal advice related to pending litigation.

Actions Taken

Motion Passed:  I move that the Committee to enter closed session to conduct a strategy session and receive legal advice related to pending litigation. passed with a motion by Calvert ESU 15 and a second by Fisher ESU 04.

Motion Passed:  I move that the Committee exit closed session. passed with a motion by Mowinkel ESU 08 and a second by Calvert ESU 15.

Discussion

Committee went into closed session at 3:31 p.m. The committee exited closed session at 3:57 p.m.

6. Adjournment
Committee Chair - Paul Tedesco
Actions Taken

Motion Passed:   passed with a motion by Mowinkel ESU 08 and a second by Calvert ESU 15.

Discussion

Meeting adjourned at 3:58 p.m.