GULF COAST ASSOCIATION OF GOVERNMENTAL PURCHASING OFFICERS 72 ND CHAPTER OF NIGP Quarterly Meeting /Business Meeting Minutes Date: December 7, 2017 Location: Time: Homewood Suites 16450 Corporate Commerce Way Fort Myers, FL 3 3990 8:30-09:00 am Registration, Coffee, etc. 09:00 10:00 am Panel Q&A 10:30 10:45 am Break 10:45 12:00 am Business Meeting Members in Attendance: List Follows Wanda Roop welcomed the group and reviewed housekeeping items. Speaker: Panel Q&A - Lead by Greg Herlean & Wanda Roop Topic: Lessons learned from Hurricane Irma Recovery. Points discussed In the light of what we know now, what can be done to be better prepared for future storms? Greg Herlean and Wanda Roop opened the discussion and encouraged members to share their recent hurricane Irma experiences. One of the first points raised was by Ted Coyman regarding the issue of vendors backing out on Agreements/Contracts that were already in place, resulting in overall increased costs. Some of the services/commodities that were affected included: a) Debris Management b) Generators/Lift Stations c) Fuel d) Food Group discussion concluded, in the case of debris management especially, that one of the major issues was that many agencies had the same debris management vendors on contract. It was also mentioned that with much of Florida affected by Hurricane Irma vendors were not able to handle the volume of work. Leaving them either unable to complete the work in the desired timeframe or in some cases choosing to work for those entities that could pay more for the services. The same
could be said in the case of fuel with many entities using the same provider i.e. Palmdale and Rogers, making it difficult for some entities to obtain fuel. Other issues that were raised were more specific to a particular entity: a) Joe Marody from Collier County Schools mentioned that they had been hit particularly hard with regard to their sports equipment, high winds causing considerable damage to sports equipment that had either not been secured sufficiently or not dismantled and stored for safety. b) Ted Coyman Collier County, described their ongoing issues with their lift stations which were without power and causing health and safety concerns c) Julie Rogan-Sutter, City of Punta Gorda and Jed Secory, City of Naples both commented on the considerable seawall damage that their cities had suffered. Greg Herlean then went on to deliver the presentation and two documents were handed out. a) Lessons learned from Hurricane Irma b) FEMA Frequent Audit Items Points discussed in the presentation: 1) Preparation Checklists 2) Contracts in place 3) FEMA Handbook special interest items 4) Scalpers 5) FEMA Frequent Audit Items FEMA regulations were discussed briefly with particular attention paid to the timing of the emergency period: a) Event Period 72hrs after start of the event b) Emergency Period - 30 days after the State of Emergency called by Federal Government. Greg also stated the importance of checklists when dealing with FEMA mentioning that the City of Punta Gorda s FEMA Checklist in particular, was a good example of such and a useful tool to combat auditing issues. The use of consultancy firms for FEMA reimbursement was also recommended. Business Meeting: Call to order at 11.20 am President, Wanda announced officers: President Wanda Roop, City of Cape Coral Vice President - Joe Marody, Collier County Schools Treasurer Christy Van Allen, City of Cape Coral Secretary Julie Rogan-Sutter, City of Punta Gorda New Members Melanie Hicks - Lee County, Robin Denard Lee County, Fredrick Ross Lee County, Brooke Green - Lee County Port Authority, Laura Michaelides FSW Treasurer s Report: (Christy Van Allen) The treasury report as of June 1, 2017 was- distributed. Motion to approve by Alla Skipper and seconded by Mike Pershing. Secretary s Report: (Julie Rogan-Sutter completed by Christy Van Allen) June 9, 2017 meeting minutes were distributed. Motion to approve by Greg Herlean and seconded by Joe Marody.
Old Business: (Mary Tucker) 1. By-law Change Mary Tucker took the floor to explain some of the intended By-law changes. The new Board structure will consist of each position on the Board becoming a two-year term. Board positions will no longer automatically progress to the next position but each position will be open to all members at the time that a position on the Board is available. Mary also noted that we should try to stagger elections for positions so that all positions do not become available at the same time, this way we will have an experienced officer/officers on the Board at all times to support any new officers. Clarifications and language to be presented to the Board regarding the changes to the bylaws at the next Quarterly meeting. It was proposed that the current Board consisting of Wanda Roop - President, Joe Marody - Vice President, Christy Van Allen Treasurer and Julie Rogan-Sutter Secretary, will remain the same. Motion to accept the existing Board by Greg Herlean and seconded by Denise Finn and Jed Secory. 2. Current Chapter Chairs are also to remain the same: Mike Pershing: Past President/Newsletter Committee Kathy Ciccarelli: Nominating Committee Cathy Lindback: By-Laws Chair Alla Skipper: Parliamentarian Debbie Faber: Professional Development Greg Herlean: Program Chair Brooke Green: Scholarship Committee Marisa Doherty: Historian New Business: (Wanda Roop) 1. Next year s meeting dates are proposed as follows: March 9, 2018 June 8, 2018 September 14, 2018 December 7, 2018 2. RTS: Greg Herlean suggested that we research the possibility of a venue in Charlotte County and Julie Rogan-Sutter volunteered to make inquiries into the Charlotte Harbor Event and Conference Center. The subject of RTS date was raised however, it was agreed that the date will be dependent on venue availability. Ted Coyman asked if we had any geographical boundaries with regards to our choice of venue in relation to other Government Chapters. Wanda expressed that there are no boundaries that she was aware of but that we should extend every courtesy to neighboring Chapters with regard to our selection of venue. All were in agreement.
Members were asked to sign up for a RTS Planning Committee. Round Table Discussion: Funds for scholarship were discussed. It was noted that the current scholarship amount available is $475.00 per application. 1. Greg Herlean stated that since there haven t been many applications this year and funds were available, it would be possible for an additional scholarship application to be approved by the Board for classes. 2. Mary Tucker, Lee County BOCC announced that Lee County would be hosting a CPPB Prep class on April 23, 2018, more details for the 2 day seminar can be found at http://www.nigp.org/grow-professionally/education/take-a-course. Motion to Adjourn: Wanda Roop, seconded by Jed Secory and Mary Tucker, members approved Meeting Adjourned 12:35 pm Next Meeting: March 9, 2018 Venue Charlotte County Event and Conference Center 2 certification hours; Number of attendees: 35 Submitted by: Julie Rogan-Sutter, Secretary
Gulf Coast Association of Governmental Purchasing Officers 72nd Chapter of NIGP FIRST NAME LAST NAME AGENCY Wanda Roop City of Cape Coral Victoria Smith Charlotte County BOCC Tracey Adams School District of Lee County Toni Elias Lee County Port Authority Terri Torres Lee County Port Authority Ted Coyman Collier County BOCC Tara McMahon Lee County BOCC Sue Christenson Florida SouthWestern State College Sandy Paul Lee County Port Authority Sandra Herrera Collier County BOCC Robin Dennard Lee County BOCC Mike Pershing Charlotte County Public Schools Melanie Hicks Lee County BOCC Mary Tucker Lee County BOCC Marisa Doherty Charlotte County Public Schools Lori Deloach Lee County BOCC Lisa Ann Tudor Florida SouthWestern State College Laura Michaelides Florida SouthWestern State College Kathy Ciccarelli Lee County BOCC Kathy Scott Charlotte County Public Schools Kathleen Lindback Charlotte County BOCC Julie Rogan-Sutter City of Punta Gorda Gregory Herlean Charlotte County Public Schools Gerald "Jed" Secory City of Naples Fredrick Ross School District of Lee County Felix Gomez City of Naples Eileen Gerrity Charlotte County Public Schools Doug Gupton School District of Lee County Denise Finn Lee County Port Authority Debra Kearns City of Fort Myers Christy Van Allen City of Cape Coral Cat Bigelow Collier County BOCC Brooke Green Lee County Port Authority Alla V. Skipper City of North Port Albert "Joe" Marody School District of Collier County