ESU Coordinating Council
May 06, 2014 10:00 AM
Coop Committee Meeting
1. Call to Order
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 in the ESUCC website 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. 

2. Roll Call
3. Information Item
Chair of Committee
3.A. ESM Update
Kip Schneider
Discussion

It was noted that the contract negotiations are now complete.

Coop is in the implementation phase with supplier catalogs for year around ordering.

3.A.I. Annual Buy
Kip Schneider
Discussion

It is too early to tell what the sales numbers will be for the Annual Buy at this juncture. I will be able to provide numbers at next weeks meeting. We are working on assisting schools in the finalization of their transactions. We have had some complaints about early shipments and errors in shipment from School Specialty. These issues have been addressed and School Specialty is identifying the effected parties and taking corrective action. The general response has been very positive in regards to the new system. We are collecting all comments received in hopes to better refine the terms and conditions for next years bid.

Some schools still have items in the checkout phase. Coop staff will be working to finalize everything and determine total sales for the 2014 Annual Buy.

Calvert asked about billing for the Annual Buy. It was noted that the payment terms are Net 45 days. However, some vendors have started shipping and billing.

Fisher asked if bills received now, should be paid now. Kip informed the committee that June 1st is the first possible day for delivery, therefore, invoices do not need to be paid until July 15th.

It was also noted that the delivery deadline will be extended by one week, because the ordering was extended one week.

3.A.II. Year Round Contracts
Kip Schneider
Discussion

The Staples catalog was made available on 5/1/2014 for live transactions in a few instances and was pushed out to all schools on the May 2nd. School Specialty, Gov Connection, Quill, and Amsan all have credentials for a multitude of locations and should be going live shortly. MNJ Technologies is having release issues with our cart conversion piece that requires all orders to be released through ESM. This issue is being worked on and should be resolved soon. Sysco is migrating to a new platform in July. The credentials are being built so that testing can begin immediately and the catalog should be live for the opening of the 2014-2015 school year.

Coop staff will continue to add offerings to the shop page to meed the needs of Nebraska schools.

3.A.III. Wants and Needs Going Forward
Kip Schneider
Discussion

Coop staff is collecting all school recommendations and requests of the systems functionality. Upon the close of the Annual Buy we will survey schools to see what is most important to them. Kip has spoken with Dan Corazzi (ESM’s CEO) and he has indicated that they will work with us on the development of these requests within a reasonable manner. These developments will not come at any additional cost.

3.A.IV. Reporting
Kip Schneider
Discussion

The new reporting tool is in testing in our training environment. Once it is ready for deployment (one to two weeks) we will provide access to schools and create a video tutorial that will be hosted on our shop page along with a host of additional video resources.

3.B. Operations
Kip Schneider
3.B.I. Delivery
Kip Schneider
Discussion

School Specialty was fulfilling the delivery of product prior to the terms and conditions requirements. Thus, no school will be obligated to acknowledge receipt prior to June 1st with the bid calling for NET 45 day terms. Coop staff will be available throughout the summer to assist schools with any delivery issues and questions.

3.B.II. Customer Support
Kip Schneider
Discussion

The deployment of Issue View has been slow moving. Coop staff hopes to be implementing this tool by mid-May to track shipping/product issues.

3.C. General Items
Kip Schneider
3.D. Contract focus
Kip Schneider
Discussion

Kip would like to create a committee of school officials to aid in determining what schools need in the future.

3.E. AEPA E-Procurement Discussions
Kip Schneider
Discussion

Kip was asked to speak with other AEPA member states on discovering and exploring possible universal needs, and adoption of a unified E-Procurement software. Kip will continue to work on this and will keep the committee updated.

3.F. Policy & Procedures
Kip Schneider
Rationale

Proposed Policy Review Timeline

Master Services Agreement 2014-15 (attached)

Attachments
Discussion

Scott Isaacson met with our legal staff on policies and procedure work this week.

MSA: Item 4 regarding the admin fee should come out, as the fee is charged to vendors and not to ESUs.

4. Recommended Actions Items
Chair of Committee
Actions Taken

Motion Passed:  Motion to approve the Coop section of the MSA, with the adjustment to remove article 4 pertaining to the Admin Fee, also noting that any ESU running a warehouse for coop product may need to include an addendum to the MSA. passed with a motion by Fisher ESU 04 and a second by Calvert ESU 15.

5. Next Meeting Agenda Items
6. Adjournment