ESU Coordinating Council
November 15, 2016 11:00 AM
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 call to order at 11:00 AM.

Staff:  David Ludwig, Craig Peterson, Deb Hericks, Priscilla Quintana


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.

Actions Taken

Motion Passed:  Motion to approve consent items - Seesaw and IXL contracts with appropriate legal approval passed with a motion by Calvert ESU 15 and a second by West ESU 13.

3.A.I. Approve SeeSaw Special Buy contract for student eportfolio.
Committee Chair Tedesco
Rationale

Seesaw is a student eportfolio that schools are utilizing for collection and portfolio creation.  Recommendation for statewide pricing came from ESU 10.

Attachments
Recommended Motion

To Approve contract with SeeSaw, upon contract receiving favorable review by ESUCC attorney.

3.A.II. Approve IXL Learning Special Buy contract
Rationale

IXL is a Math, Language Arts, Science, Social Studies Pre-K - 12 standards-aligned curriculum resource.  Recommendation for statewide pricing came from ESU 10.

Attachments
Recommended Motion

To Approve contract with IXL Learning, upon contract receiving favorable review by ESUCC attorney.

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

Annual Buy Bid was issued on October 11, 2016.
Changes this year:

  • Requirred Fields for line Items
    • Catalog Description
    • Supplier Part Number
    • Image URL
  • Included Last year's award prices

 

Equal Level has released version 7.2 of their software to our Production site.  These updates include the following.

  • Interface updates
    • Supplier Sites - drop-down menu added to the site toolbar for quick access to supplier eCommerce stores (PunchOuts)
    • Enhanced Contract Profiles -Contract information for each vendor and non-catalog vendors.
      • Contract Overview
      • Supplier contact information
      • Benefits of contract
      • Can be turned off for Annual Buy vendors
    • On Requisitions, improved the display of changes made by approvers.
    • The Requisitions table can now be searched for matches by Account name (e.g. Agency, Department, etc.)
    • The Requisitions exports (Table and Item Data) now include columns for “Pending Approval By” and “Pending Approver Emails”.
    • Added cart item information to email notification of Transferred Carts.
    • Updated admin tools to a new user interface design.
    • New “Marketplace Setup” admin tool to edit marketplace settings and theme (logo and colors).
    • New invoicing module for receiving and managing electronic invoices (cXML) from suppliers. (added cost for this module that we don't have)
    •  

Discussion's with Equal Level about the following features:

  • ESU 3 School option to go direct delivery
    • ESU 3 will pay for development
  • Reports - auto-generated reports for those recieving items in their buildings

Vendor Concerns:

  • Admin fee set by ESUCC
    • One vendor who has participated in Coop for many year's No Bid all sections.
    • The reasoning for No Bidding these was because of the Admin fee
    • Director Peterson had a discussion with this vendor and discussed the dollar amounts they won on last year's bid.
    • Vendor retracted the 200 General Supplies section and said they will reconsider.
  • Image URL's required no the Annual Buy Bid
    • One vendor has concerns about ESUCC requiring this on the bid

Discussion

Coop Director gave an update on annual buy and paper buy.  Required fields for catalogs description and supplier part number and image url. Also requested last year award price from vendors.  Director gave an Equal Level update of the new interface updates available.   Continued discussion with Equal Level on ESU 3 option to go with direct delivery.  ESU 3 to pay for development.  Reports to be auto generated for school districts on annual buy.  Vendor concerns continue to be the admin fees accessed and the image urls.  Collect some historical data on admin fees assessed in the past for January Meeting. 

3.B.I.a. Training Dates/Locations
Rationale

This year ESUCC-Coop is proposing the following training dates for School/ESU staff.  Dates and regions were strategically picked to allow for the least amount of travel and to have trainings near the opening of the Annual Buy.  All trainings will be 9:00 a.m. to Noon.
 
January 11, 2017 - ESU 1
January 13, 2017 - ESU 7
 
January 16, 2017 - ESU 17 Ainsworth - (Priscilla & Colleen)
January 17, 2017 - ESU 8 Norfolk Lifelong Learning Center- (Priscilla & Colleen)
January 19, 2017 - ESU 2 Fremont
 
January 23, 2017 - ESU 11 Holdrege
January 24, 2017 - ESU 15 Trenton
January 25, 2017 - ESU 16 North Platte
January 26, 2017 - ESU 13 Scottsbluff
January 27, 2017 - ESU 10 Kearney
 

February 3, 2017 - ESU 6 Mlford

February 6, 2017 - ESU 9 Hastings
February 7, 2017 - ESU 5 Beatrice
February 8, 2017 - ESU 4 Auburn
February 9, 2017 - ESU 3 LaVista
 
 
Lincoln Public and Omaha Public, if you are interested in training at your sites please contact Craig Peterson directly to coordinate dates and contacts in your districts.
ESU 18 - Lincoln Public Schools
ESU 19 - Omaha Public Schools
 
 
Please confirm these dates will work and reserve a training room at your site, a calendar invite for your ESU training date has been sent to ESU Coop contact. 
 
Please send the following to your schools with the date that is scheduled for your ESU.
 
ESUCC-Coop Training Dates
 
ESUCC will be conducting it's annual training to review recent ESUCC Marketplace updates, the Annual Buy ordering process and new ESUCC Cooperative Purchasing contracts that are available to districts and members.
 
Current Agenda Items:
 
ESUCC Training Agenda
  • Introductions
  •  Any questions you want answered before the day is over.
  •  Website
  • ESUCC Marketplace
    • Changes/Updates to Marketplace
    • Verify District setup is correct
      • Approval Chains
      • Addresses
    • ESUCC Marketplace Training
      • Registering Teachers
      • Recovering Passwords
      • Overview of the Marketplace
      • Agency Admin, Approver Roles
      •  Order Aggregation by Address
    • Marketplace Questions
    • Annual Buy Process
      • Receiving process
    • Tips & Tricks
    • Questions
 
 

Discussion

Coop Director has released the training dates for this winter all are verified. 

3.B.II. 2015-2016 Sales and Savings
Committee Chair - Paul Tedesco
Rationale

All Program Sales

  • Yearly Revenues
    • We are down $817,995.54 in Total Sales
    • Areas impacted
      • Annual Buy $419,515.35 less
      • AEPA $1,774,870.52 less
        • CDWG - down $806,210.58 in sales
        • Staples - down $701,876.24 in sales
        • Roofing - down $792.683.87 in sales
      • Special Buys, Food, and Custodial have increased sales
        • Special Buys $620,965.80 in increased sales
        • Food $150,776.38 in increased sales
        • Custodial $604,107.83 in increased sales
      • Revenue - down $44,601.97
  • All Programs - Sales & Admin Fees
  • Coop Programs Sales & Savings 2015-16

Discussion

Coop Director reviewed data collected on sales.  Annual buy sales are down but the fact the schools order from year round catalogs instead of annual buy catalog could be some of the impact.  AEPA sales were also down (roofing projects, turfs, etc).  Special Buys (Food and Custodial) sales have increased. 

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

Director Peterson and Programs Assistant Colleen Lentz will be attending the Winter meeting in Savannah, GA on November 27th - 30th.  Recommendations for awards will be made for the categories that were bid this year and members will vote on awards.

Bids for 2017 are:

  • Athletic Field Lighing
  • Copiers, MFPs, Printers and Managed Print Services
  • Hardwood & Synthetic Flooring
  • Kitchen Equipment & Supplies
  • LED Lighting
  • Roofing & Related Services

Discussion

Director Peterson and Programs Assistant Colleen will attend the Winter meeting in Savannah, GA on November 27th - 30th, 2016.  Recommendations for awards will be made for the categories that were bid this year and members will vote on awards.

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

Data Collection across all Buys

  • A large amount of time is spent by Coop staff collecting and updating sales report.
  • ESUCC Coop does not have one centralized repository for all these sales and an easy method for collecting and reporting.
  • To put sales reports together we spend a large amount of time verifying data from multiple resources and databases then pulling them into understandable spreadsheets for a high overview.
  • Disadvantage is we can't quickly show a district the dollars they have saved by purchasing from the ESUCC Coop.
  • We have duplication of data elements (School Districts and buildings) because we are trying to collect data in separate databases or spreadsheets.

AEPA is revamping their website and along with this there is discussion about reporting by vendors through a centralized solution for AEPA.  There may be a possibility of extending the capability to local states for additional reporting of local contracts and lowering the cost for all involved.  Several on the website committee have voiced an interest in developing something like this.  Wisconsin has already developed a solution using a Customer Relations Management (CRM) open source product with further development on top of the CRM.

Discussion

Executive Director discussed with Committee the data based used for COOP.  This data does not coming from one single source.  Coop Director discussed how AEPA is developing a website and the need for reporting from vendors.  Could this be something that could tie into the data dashboard?  Would like one database that house all programs into one database that we can update once a year. 

3.D. 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.E. Policy & Procedures - Review/Edit
Committee Chair - Paul Tedesco
Rationale

Coop Procedural Manual

Attachments
Discussion

Committee Chair reviewed the Procedure Manual updates.  First reading of final draft to be in January will approval to follow in February. 

4. Next Meeting Agenda Items
Committee Chair - Paul Tedesco
Discussion

Historical Data on Admin Fees.

4.A. Transfer of Committee Leadership
Rationale

With the Retirement of the current committee chair Paul Tedesco we will need to discuss his replacement.

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:  Motion to adjourn at 11:40 AM passed with a motion by Mowinkel ESU 08 and a second by West ESU 13.

Discussion