ESU Coordinating Council
October 08, 2014 2:30 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
Committee Chair - Paul Tedesco
Discussion

Call to Order at 2:30.

Staff: David Ludwig, Deb Hericks

3. Agenda Item
Committee Chair - Paul Tedesco
3.A. Coop Director Update
Committee Chair - Paul Tedesco
Rationale

In light of Kip’s resignation, ESUCC Executive Director sought an interim COOP Director with the possibility of advertising the position later this fiscal year.

3.A.I. Kip Schneider Resignation
Committee Chair - Paul Tedesco
Rationale

The attachments are provided as informational only, therefore, the ESUCC COOP Committee does not need to take any action on Kip’s resignation.

Attachments
Discussion

Kip Schneider resigned his position as of 103114.

3.A.II. Craig Peterson - Interim Coop Director
Committee Chair - Paul Tedesco
Rationale

ESUCC and ESU 11 have an agreement to share Craig 2 days/ week. However, Craig has been documenting his time and effort and COOP is averaging approximately 3 days/week the last three weeks. I suggest ESUCC and ESU11 agree to share Craig and pay per hour of COOP work with documentation of time and effort. Motion needed to recommend approval of this agreement to the ESUCC Board.

Also, the early indications are that this position needs more time than two days per week. Therefore, ESUCC should consider seeking additional help or advertising now for employment of a new COOP Director to take the helm.

Recommended Motion

Recommend motion to ESUCC approve a contract with ESU 11 to employee Craig Peterson as the interim COOP Director on per hour basis

Actions Taken

Motion Passed:  Recommend that the ESUCC move that ESUCC approval of a contract with ESU11 to employee Craig Peterson as the interim COOP Director on per hour basis passed with a motion by Mowinkel ESU 08 and a second by Calvert ESU 15.

Discussion

Committee chair discussed the agreement between ESU 11 and ESUCC, to have Craig Peterson as Interim. Also possibility to use Randy Peck on a as needed basis for some extra help.

3.B. Coop Advisory Committee
Chair of Committee/Executive Director
Rationale

This committee met October 1st in Kearney and over the DL system. The agenda and notes of committee member concerns and solutions are included via link to Google doc (Coop Advisory Meeting 100114) for this meeting.

Reduce the number of PO's
     - encourage an aggregate PO
     - submit all teacher orders per school at same time
Billing responsive to district needs with delivery dates in mind
Continue to enhance the Coop System through effective statewide communication
Provide effective training throughout the state
Develop a "user friendly" ESM environment
Ensure on-time delivery

Discussion

Committee chair reviewed the meeting that was held with ESU/School personnel on October 1, 2014. Discussed the Goals that evolved form that meeting.

3.C. ESM Update
Committee Chair - Paul Tedesco/Craig Peterson
Rationale

ESUCC COOP staff continue to interact with ESM on several performance concerns. ESM is sending representation to meet in Nebraska with Dave Ludwig and Steve Williams to review performance against contractual obligations.

Just to mention a few of our concerns with ESM--We have several Year-Around catalogs awaiting action by ESM and we have discovered approximately 10 missing orders. Missing order meaning a school or an ESU in the spring followed ESM work flow and the order never made it to the vendor.

Discussion

Discussed meeting to be held between ESUCC and ESM on October 22 at ESU 3 office.

3.D. Program Updates
Committee Chair - Paul Tedesco/Craig Peterson
Rationale

Here is a list of vendor fees that we are still trying to collect for FY14:
As of today, Oct. 6th, the following vendors still owe for the 2014 Coop Annual Buy Admin Fee:

- AmSan, $575.25
- Brown & Saenger, $117,545.70
- Egan Supply, $5130.75
- Elgin, $159.80
- ETA, $1361.59
- National Art, $6256.34
- Pyramid School Products, $20,180.41
- Riddell/All American, $106.65
- Standard Stationery, $687.03
- Staples, $6542.41

Total Due = $158,545.93

Past Due Notices were mailed to these vendors on Friday, Oct. 3rd.
Please let me know if you need additional information.

Discussion

Discussed those vendors who still owe money form FY'14.

3.D.I. Annual Buy
Committee Chair - Paul Tedesco/Craig Peterson
Rationale

I wish to report that the Annual Buy from last spring is complete. However, several vendors are not finished making their deliveries to schools and ESU's. 

In the meantime, the ESUCC COOP staff have been working to finalize the specs for items to include in next spring's Annual Buy.

A copy of the proposed Terms and Conditions for the 2015 Annual Buy will be reviewed by committee. Any suggested changes will be implemented after receiving input from the ESUCC COOP staff and attorney. 

The COOP Advisory committee has asked for a separate annual Paper buy. Unless other conditions surface, the annual Paper buy is only for 8.5 X 11 white paper. A calendar for terms, bidding and ordering of February 2, 2015 to March 16, 2015 is being recommended. Delivery of the annual paper buy is expected to take place between April 15, 2015 and June 15, 2015.

Paper can still be ordered on the 'regular' annual buy. And, if a school is ordering less than the direct drop amount under the terms of the annual paper buy, then they must order from the regular annual buy.

Attachments
Discussion

Discussed the annual buy process.

3.D.II. Food Buy
Committee Chair - Paul Tedesco/Craig Peterson
Rationale

The contract runs through the 2016-2017 school year.

Discussion

Contracts with Sysco are signed through the 2016-2017

3.D.III. Custodial Buy
Committee Chair - Paul Tedesco/Craig Peterson
Rationale

A contract extension has been signed by Amsan/Nogg good through August 31, 2015.

Discussion

A contract extension has been signed by Amsan/Nogg good through August 31, 2015.

3.D.IV. Year-Round Catalog
Committee Chair - Paul Tedesco/Craig Peterson
Rationale

A question arising at the October 1, 2014 COOP Advisory Committee meeting was ‘how soon will more catalogs be added to the ESM system?’ We continue to experience difficulties with ESM getting catalogs on line.

Plus, ESM’s annual cost is $230,000 
and ESUCC cannot make ends meet with this cost factor. Therefore, ESUCC faces a decision to expand services with ESM or look for another less costly system that meets our needs.

Attachments
Discussion

Contract states 10 catalogs, so we need clarification on how many catalogs can be entered into the system.

3.D.V. Special Buys
Committee Chair - Paul Tedesco/Craig Peterson
Rationale

 Voss Lighting, Academic Super Store, Soft Choice and Gov Connection are a couple of examples of a Special Buy. Remember a Special Buy is one not available in the Annual, Food, Custodial, Year Around catalogs or the AEPA buys.

Discussion

Discussed the contracts available through the AEPA buys.

3.E. Future Efforts
Committee Chair - Paul Tedesco/Craig Peterson
3.E.I. Organizing State-Wide Demand
Committee Chair - Paul Tedesco/Craig Peterson
Rationale

In the brief time that Craig Peterson has been working COOP, he has been contacted or working on trying to obtain favorable terms for schools and ESUs to purchase from CDW-G/HP and Adobe to mention a few efforts. The system allows for engaging companies to receive bids on products to be sold to any school or ESU.

3.F. Policy Adoption - Unified Policies & Timeline
Committee Chair - Paul Tedesco/Craig Peterson
Rationale

ESU Coop Purchasing Procedure Manual

3.F.I. Recommend Approval of Coop Procedural Manual
Chair of Committee/Executive Director
Rationale

Coop Procedural Manual

Recommended Motion

Recommend approval of Coop Procedural Manual with recommended verbiage from legal counsel regarding substitutions.

Actions Taken

Motion Passed:  Recommend approval of Coop Procedural Manual with recommended verbiage from legal counsel regarding substitutions. passed with a motion by West ESU 13 and a second by Fisher ESU 04.

Discussion

Add verbiage for substitutions for ESUCC to be able to approve substitutions that meet required specs. (Steve Williams to add this verbiage.)

4. Next Meeting Agenda Items
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
Actions Taken

Motion Passed:  Motion to adjourn at 3:30 passed with a motion by Fisher ESU 04 and a second by Mowinkel ESU 08 .