ESU Coordinating Council
September 03, 2014 3:00 PM
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 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. 

2. Roll Call
Discussion

Staff: David Ludwig, Kip Schneider, Priscilla Quintana, and Deb Hericks.

Visitors: Karen Haase, Steve Williams

3. Agenda Item
Chair of Committee
Attachments
3.A. ESM Update
Kip Schneider
3.A.I. Easy Purchase Plan
Kip Schneider
Discussion

We are currently asking ESM to expedite the catalog creation for our shop page. We currently have access to the Staples and CDW-G catalog for all schools. About half of the ESU’s have access to School Specialty. Gov Connection & Amsan are available only in one ESU each. We are working on a number of agreements that we hope to be able to have ESM start development on shortly to have a more robust offering.

3.A.II. Ordering/Billing/Payment
Kip Schneider
Discussion

There are no current changes being made to these segments. We have defined processes that allow ESU’s to elect their in house process of facilitation. However, we have created a list of enhancements to the system that might ease some billing work on both the consumer and supplier end.

The schools are getting an invoice for each person that order versus one per building. Can this process be aggregated? Companies are invoicing for orders and schools do not want to pay invoice until all is received. There are 45 day net for payment on orders.

3.A.III. Account Set-Up
Kip Schneider
Discussion

In the event you have a district that wasn’t listed in the original implementation please contact a member of the Coop staff and we will work with ESM to provide availability.

COOP built every district they were given so if a school was not on original list given to them, they are not included.

3.A.IV. Reporting
Kip Schneider
Discussion

ESM has a new reporting tool that was just placed in our training environment. It is very difficult to use. We have requested some template reports that would make a more simplistic approach to requesting reports.

Need to send a letter advising of issues, give them appropriate time to fix, then we can decide if there is a breach of contract.

Any verbal conversations need to be followed up with email to have proper documentation.

3.A.V. Delivery
Kip Schneider
Discussion

Currently the delivery piece needs to be evaluated to insure a more expeditious delivery process. We are looking to utilize information from all stakeholders to help with this process.

It was noted that many deliveries were made early.
There is concern about receiving product too early, some may note want larger deliveries in April or May.

It was noted that communication between schools and venders was not great. There were issues with when and how deliveries were made.

3.A.VI. Coop Procedural Manual
Chair of Committee/Executive Director
Attachments
Discussion

Future efforts are being focused around adopting a systematic approach that will create transparency and operational guidelines. In addition we are seeking legal opinion for the allowance of large-scale contracts (ie. Tracks, courts, and roofs). Also, we would like to explore the idea of having a traveling supplier show focused around face-to-face interaction with school administration. This would require input from ESU Administrators on how to best realize this process.

3.A.VII. Coop Advisory Committee
Chair of Committee/Executive Director
3.B. Program Updates
Kip Schneider
3.B.I. Annual Buy
Kip Schneider
Discussion

The Annual Buy started off extremely well. However, our largest supplier Brown & Saenger was not able to meet the shipment dates as hoped. They are to have all items out by the end of the month.

This being the first year we realize that there need to be revisions and changes in process. Thus, we are looking to utilize a statewide advisory group comprised of the schools to assist us in process change to insure the desired result.

3.B.II. Food Buy
Kip Schneider
Discussion

The Food Program is going well. Membership is about even from last year. We are currently working with Sysco to provide schools with informational tools to assist them in food service management. Additionally we are looking towards spring dates to host meetings where we will blend professional development with mini food shows. Sysco is in the works for ESM catalogs. Their development has been slowed by Sysco’s current operation of two different procurement platforms.

3.B.III. Custodial Buy
Kip Schneider
Discussion

Amsan is currently in development for the ESM application. With more visibility this contract should have great growth potential. We are currently working with Amsan in hopes to develop some professional development opportunities.

3.B.IV. Year-Round Catalog
Kip Schneider
Discussion

The year round catalogs are slow to develop as discussed in the ESM Update section. We recently had a meeting with ESM in hopes to push quicker development and deployment of these catalogs.

3.B.V. Special Buys
Kip Schneider
Discussion

We are currently working on contracts with the following: BSN Sports, Dick Blick, Demco, The Library Store, and Really Good Stuff. We are hopeful that these offerings would fill gaps in between our current offerings. However, we need to develop a process in which we elect to enter into agreements with interested parties.

3.B.V.a. World Book
Kip Schneider
Attachments
Discussion

We were able to get an extension signed with World Book for another year. However, World Book would like to receive an aggregate purchase order. We will work to accomplish this for the 2014-15 school year. However, given that this is the only contract that Coop doesn’t charge an administrative fee on, this contract might be best suited to be held by IMAT.

3.C. Future Efforts
Kip Schneider
3.C.I. ESUCC Application Systems Analyst
Chair of Committee/Executive Director
3.C.I.a. UNL Department of Computer Science and Engineering
Chair of Committee/Executive Director
3.D. Policy Adoption - Unified Policies & Timeline
Kip Schneider
Rationale

As per the State Auditor, policies for the Coop Project are recommended.  At the present time, a procedural is being developed.

3.E. ERATE
Committee Chair - Paul Tedesco
Attachments
Discussion

Changes in ERATE could result in purchases, which may be of interest to the Coop program.

4. Next Meeting Agenda Items
4.A. Coop Procedural Manual
Chair of Committee/Executive Director
4.B. Coop Advisory Committee
Chair of Committee/Executive Director
4.C. ESUCC Application Systems Anaylst
Chair of Committee/Executive Director
Attachments
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.

Recommended Motion

The committee has adopted a motion to enter closed session at ____ to evaluate the job performance of an employee and to prevent needless injury to the employee’s reputation. The committee will limit itself to discussion of this issue. Motion

Actions Taken

Motion Passed:  The committee has adopted a motion to enter closed session at 3:59 to evaluate the job performance of an employee and to prevent needless injury to the employee’s reputation. The committee will limit itself to discussion of this issue. Motion passed with a motion by Calvert ESU 15 and a second by Fisher ESU 04.

Motion Passed:  Motion made to exit closed session at 4:41. passed with a motion by West ESU 13 and a second by Fisher ESU 04.

6. Adjournment
Actions Taken

Motion Passed:  Motion to adjourn the Coop Committee meeting at 4:42. passed with a motion by Tedesco ESU 11 and a second by West ESU 13.