April 10, 2009 Volume 4 Issue 2

Representing the Governmental Entities of: Charlotte, Collier, Desoto, Glades, Hardee, Hendry, Highlands, & Lee Counties

Message from the Vice- President: Dear Members, I am writing the message for this issue because the president is recovering from surgery. Jane is well and will return to work shortly. The Reverse Trade Show was a resounding success!! Thank you everyone for all the hard work and attention to detail. This newsletter includes a profit and loss statement of the event. Yes we made a profit. We are still in need of volunteers for various committees. Our continued success as a chapter depends on member assistance. Please consider contributing your talents. The membership is the body and soul of this organization if you have not yet done so please renew you membership today. . You can check your membership by logging in to our website. What you need to do is open the website at www.gcagpo.org , click on the log in at the bottom right hand of the page. Your log in is your email address and if you don’t already have a password the pin is GCAGPO123 (which you can change after you log in). Click on the membership tab at the top, click on the Review/Update your profile. Make any changes to your profile. There are 10 days left for Buyer of the Year and Manager of the Year nominations. How many tine have you wanted to do something for a colleague and pushed it back until the opportunity was lost? The award nominations are a wonderful opportunity to recognize an individual’s dedication, talent and contributions to the local purchasing profession. If you nominate someone and they don’t win, no fret it’s the positive thought that counts. Nominate someone deserving today. Please send me topic suggestions for the quarterly meetings. Also, the Board is still looking for a volunteer to take on the Programs Chair position. Please contact me if you are interested. Thanks! Janice Vermillion Vice President for Jane Dalrymple, President 72nd Chapter NIGP

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THE MARCH MEETING MINUETS ARE INCLUDED IN THE LAST SECTION OF THIS

NEWSLETTER. PLEASE REVIEW FOR DISCUSSION AT THE JUNE MEETING.

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ROUND TABLE Input requested

Can’t make a Meeting but still want to network with the members on a topic?

Send “Round Table” questions to the

Secretary rene.barnard@desoto.k12.fl.us and it will be presented at the next Meeting

for group discussions. All responses will be made part of the Minutes and available for

your review and use.

The Agenda for the June

Meeting will be sent to you by separate notice Next Month

President Jane Dalrymple, City of Punta

Gorda Historian Janet Sheehan, Lee BOCC

Vice President Janice Vermillion, City of Naples By-Laws Cheryl Mastin, Charlotte BOCC

Secretary Rene Barnard, DeSoto County School Board Newsletter Alberto del Valle,

Lee County Port Authority Treasurer Lisa Tudor, Edison College Pro-D Debbie Faber, Charlotte County

School Board

Programs Vacant – Needs a Chair Awards Janice Vermillion, City of Naples

Membership Lisa Tudor, Edison College Parliamentarian Alla V. Skipper, Charlotte BOCC Nominating Committee

Robert Franceschini and Kathy Ciccarelli, Lee BOCC Past President Patti Armbruster, Lee BOCC

Your 2009 Board Members and Chair Volunteers

_________________________________________________________________________________ ________________________________________________________________________________

Do you know of an event? Announcement? or activity to share??

This Newsletter is for YOU!!

Let me know ajdelvalle@flylcpa.com or fax your information to 239-590-4548.

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IIMMPPOORRTTAANNTT DDAATTEESS NIGP Chapter Meetings for 2009

March 20, 2009 June 5, 2009 September 18, 2009

December 11, 2009

Scheduled Newsletter Submissions Cut-off Date Newsletter Date

4/1/09 4/10/09 6/30/09 7/10/09 10/30/09 11/10/09

Please make plans now, to attend the June 2009 Meeting! Chapter Participation provides an opportunity to Network

with your professional public procurement peers! You also benefit from the Interaction of comparing local information, strategies,

thoughts, support, and you share referrals to meet your agency needs. We hope to see every Member on June 5th and look forward to some

exciting discussions!!!!!

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Jane Dalrymple, CPPB Janice Vermillion Lisa Tudor Rene Barnard, FCCM President Vice President Treasurer Secretary City of Punta Gorda City of Naples Edison College DeSoto School Board TEL: 941-575-3386 TEL: 239-213-7101 TEL: 239-489-9350 TEL: 863-494-4222 FAX: 941-575-3340 FAX: 239-213-7105 FAX: 239-489-9042 FAX: 863-494-9675

jdalrymple@ci.punta-gorda.fl.us jvermillion@naplesgov.com ltudor@edison.edu rene.barnard@desoto.k12.fl.us

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_____________________________________________________________________

LOCAL CHAPTER AWARDS NOMINATION BALLOTS

Individual purchasing professionals at all levels of public procurement are encouraged to nominate your peer(s), or yourself, for the Buyer of the Year or Manager of the Year Awards based on significant contributions to the advancement of the purchasing profession and professional development as demonstrated by the criteria outlined on the ballot forms included in the Newsletter. Candidates are selected from nominations submitted by Chapter members. Chapters that select a local Buyer and Manager of the Year are encouraged to formally recognize the winners at the national level by submitting a Local Chapter Award Recognition Form. Please make sure to send your nomination in prior to the due date/time so that we can make sure to meet the NIGP deadline and acknowledge the hard work of our Members!!!!

PLEASE send your responses by April 20, 2009

FULL ENTRY FORMS ARE AVAILABLE AT THE END OF THIS NEWSLETTER

!!!!!!!!!!!!!!!!!THE DEADLINE IS APRIL 20TH!!!!!!!!!!!!!!

According to the NIGP Chapter Chartering Guide, the Standing Committees are to consist from 3-5 members. We can use your help!!! The following are committees that have vacancies. We are not asking for a 40 hour work week. We are asking for a few minuets of your time and talents. Please review the following Committees and their responsibilities to see where your interest may lay for volunteer services: Vacant seats are shown in RED. NOMINATING COMMITTEE:

Seats appointed by President Chairperson: Robert Franceschini

Seat 1: Kathy Ciccarelli Seat 2 Responsible for recommendation ballot of officers for membership vote. The slate of candidates will be announced to full membership (30) days prior to voting date. This committee will solicit, receive and evaluate recommendations from members and any eligible and consenting member nominated from the floor for candidacy. A simple major vote of those regular members in attendance, and by absentee ballot, will be counted for candidate election. MEMBERSHIP COMMITTEE: (This one is very, very import because it ensures the long term viability of the chapter)

All Seats must be held by National Members if available within local chapter. Chairperson: Lisa Tudor Seat 1: Seat 2: Responsible for organizing an effective recruiting program, to prepare materials for distribution to potential members and to help familiarize them with the chapter. This committee will prepare an annual list of paid members in good standing for presentation at the first Board Meeting of the Chapter Year; this list should identify local and National Memberships and shall be submitted to NIGP according to its requirements. This committee shall also be responsible for collecting membership dues, conveying dues to the Treasurer for deposit, and sending out delinquent notices when necessary. PROGRAM COMMITTEE: Chairperson: Seat 1 Seat 2 Responsible for planning, establishing, and coordinating programs for each Chapter Meeting. This committee will acquire meeting facilities and schedule speakers for meeting calendar as set by the Board. This committee is also responsible for room set-up, arranging for refreshments, instructor communications and local contact. Meeting announcements/agendas should be developed and distributed no less than (4) weeks before scheduled date. All monetary needs shall be conveyed to the Treasurer for payment.

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NEWSLETTER COMMITTEE: Chairperson: Alberto del Valle Seat 1: Rene Barnard Seat 2 Responsible for collecting articles, prepare, edit, and publish Chapter’s Newsletter every other month, fifteen days prior to the chapter’s regular meetings. Cultural, Educational, and Social events should be included in Newsletter as available. This committee will also collect and send articles to members’ local newspaper, to NIGP, etc., to publicize individual achievements, as well as those of the Chapter. HISTORIAN: Chairperson: Janet Sheehan Seat 1 Seat 2 Responsible for recording events and activities of the Chapter and its members in both written and visual form. Historian duties include, but are not limited to: organizing Chapter Historical documents, preparing an annual scrapbook/yearbook, preserving Chapter History, researching and compiling chapter history, and giving historical presentations from time to time for members. Photos should be taken at all chapter activities; “Photo Opportunities” should be a regular item of business at chapter meetings. Photograph logs should identify a brief description of the event/or caption, the location at which the photograph was taken, the date, and names of everyone in the photograph. This committee should also arrange for an annual group photograph of chapter members each year.

Feel free to talk to any Board member or committee chair if you have any questions regarding responsibilities and level of qualifications needed for any committee position.

NIGP Chapter 72 - Volunteer Form (Please cut this form out and give your completed copy to the Chapter President at the June meeting)

I would like to assist our Chapter by serving on the following Committee: _____________________________________________________ Your Name _____________________________ Agency ________________________ Phone:_________________________________ e-Mail:_________________________

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INVOICE - MEMBERSHIP DUES

1 YR MEMBERSHIP $25.00 (January 1, 2009 – December 31, 2009) (Please fill out a form for each individual member) Member Name Certification Entity Title Address Phone Fax E-mail address National NIGP Member? Yes No PURCHASE ORDERS ARE NOT ACCEPTABLE. (Make checks payable to GCAGPO, Inc) If you should have any questions, please contact Lisa Tudor, Treasurer, at (239) 489-9350. REMIT TO: GCAGPO, INC C/O LISA TUDOR, TREASURER EDISON STATE COLLEGE

8099 COLLEGE PARKWAY

FORT MYERS, FL 33919

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Gulf Coast Association of Governmental Purchasing Officers

72nd Chapter of NIGP Quarterly Meeting/Business Meeting Minutes

March 20, 2009

Officers in Attendance: President, Jane Dalrymple, and Secretary, Rene Barnard. Attendees: Patti Armbruster, Cindy Logan, Sally Long, Janet Sheehan, Kathy Shevnock, Marie Thevenin-Fray, Bruce Westberry, Debbie Faber, Kathy Turner, Gloria Quick, George Bard, Alberto delValle, Ted Coyman, Rosie Pettigrew, and Debbie Kearns. Guests: Kathy Scott (Charlotte Public Schools) Speakers: F. Joseph McMackin III, and Lenore T. Brakefield, Attorneys at Law Others attending: None At approximately 10:00 a.m. the meeting was called to order by our president, Jane Dalrymple. She welcomed all members and guests. Jane then introduced our speaker, F. Joseph McMackin, III and Lenore T. Brakefield with Bond, Schoeneck, & King, PA. They gave a very interesting and informative presentation on Competitive Solicitation in the State of Florida. They provided an overview of applicable Statutes and laws governing 4 aspects of the procurement processes: Advertising, Construction, CCNA, and Commodities & Services. After a question and answer session, the presentation ended at 11:00 a.m. BUSINESS SESSION OLD BUSINESS The Business Session began at 11:23 a.m. Minutes were not available from the December Meeting; they will be presented at the next Chapter Meeting in June. Patti Armbruster, in behalf of Lisa Tudor, gave the Treasurer’s report. A motion to accept this report was made by Kathy Shevnock. Janet Sheehan seconded the motion. This carried unanimously Jane led discussion of Trade Show feedback from participating Members and vendor input. “Thank-You’s” need to be sent to Millie & Cindy for all their assistance in promoting Show.

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Trade Show cont’d… “Pro” Highlights as follows:

Profit projected for over $15,000 Good feedback from vendors; many looking forward to next year’s event! Increased Vendor Registrations at many agencies Helped Agencies to complete tasks from aging “to-do” lists for materials to use

as handouts Agencies able to verify current registrations and commodity code assignments

for many vendors “Con” Highlights as follows:

Location was difficult to find Many vendors were not able to stay for designated lunch time; had many, many

lunches left over Plans for 2010 Show:

Provide Food Buffet (Brunch) for vendor’s leisure; will work ticket and portion allocations out during pre-planning sessions

Look for facility with ability to have direction and location signs posted Look for facility with Wi-Fi availability Revise table layout for better walk flow Provide firm Break-Out session arrangements Provide Agency Participants with preparation assistance materials

NEW BUSINESS Debbie Faber, 2009 Pro-D, asked everyone to please complete a Seminar Survey from Chapter website as soon as possible! She needs to gets tentative attendance counts for scheduling reports. Also, if you are interested in hosting a seminar at your agency, or one of your agency sites, please let her know!! We want to assist everyone with their CPPB and/or CPPO certification or re-certification point needs! Jane asked members if they used our Chapter website. Limited response; suggestion made to have a training/informational presentation at the next, or one of the next Chapter Meetings. An evening location will be planned for the June Chapter Meeting. We hope this will allow for greater attendance by those that are not able to participate during work hours due to staff shortages or fund restrictions. Suggestions on location are welcomed; please send them to Jane Dalrymple, Chapter President.

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“Programs” Chair is still vacant; volunteers are desperately needed to make the load light on all! Please examine your circumstances to see if you could lend a helping hand; contact Jane Dalrymple, Chapter President, if you can make yourself available! ROUND TABLE DISCUSSION Jane Dalrymple (City of Punta Gorda) asked:

if anyone was interested in LAP; limited interest expressed. Suggestion made to communicate with Steve Carnell to provide an update on CCNA legislation considerations.

if anyone had begun to post Financial Statements online; Punta Gorda in the process of creating a link on website for public access; no other agency taking steps at this time.

If anyone was participating in “Local Agency Projects” – a State funded money program; City of Ft. Myers has done some in the past.

Debbie Kearns (City of Ft. Myers) asked if anyone accepted Insurance Certificates in PDF format; most members remarked that they did, but only from the Insurance Carrier not from a vendor since there is too much room for document manipulation. Ted Coyman (City of Ft. Myers) asked if anyone faxed Award Notice Letters or sent them all by registered mail; most members send by e-mail. Some members remarked that they sent the Notice of Intent to everyone, depending on visibility of project, while others just posted it online. Kathy Shevnock (City or Punta Gorda) asked if anyone was receiving notification of bankruptcy on Insurance Companies; most members remarked that they were not, hopefully when Bonds are being verified this status will be noted. Patti Armbruster (Edison State College) asked if anyone was following the situation with Office Depot and statements concerning pricing with Government entities; discussion ensued as to the different “Option” assignments that were made incorrectly and the refunds that were being made upon discovery. Florida Attorney General should be providing a detailed report on his findings for our State; most members are waiting for this information before taking and contractual actions. ADJOURNMENT Around 12:03 p.m. a motion was made by Alberto delValle to adjourn. The motion was seconded by Patti Armbruster... This motion was unanimously approved. Re-certification hours—1.25

GCAGPO, Inc.  1st Annual Reverse Trade Show 

3‐11‐09    Expenditures:    Miscellaneous Supplies            $215.42 

(balloons, helium, bags, name tags, markers, etc)  Facility Rental              $140.00  Catering              $1,777.00  Program Brochures Printing          $80.00          Total Expenditures    $2,212.42 

  Deposits:    Vendor registrations + Agency additions       $17,305.00                Total Deposits      $17,305.00                   

Profit        $15,092.58  

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Local Chapter Awards Nomination Ballot for Professional Buyer of the Year AWARDS COMMITTEE: Chairperson: Vice-President, Janice Vermillion

Pro-D Chairperson, Debbie Faber Membership Chairperson, Lisa Tudor Member-at-large from Chapter: Patti Armbruster

The Awards Committee is responsible for the development and administration for annual chapter awards, including Professional Buyer of the Year. Selection for award shall be made by the (3) Committee Members; in the event that one of the committee is nominated, then the Member-at-large- shall sit on that selection panel. The nominations will be considered based upon the following criteria:

• Extends himself/herself beyond basic required duties by displaying initiative and creativity

• Contributes to the Chapter and Agency he/she serves in the following manner:

• Enhances member networking through participation in meeting program activities

• Creates positive relationships with members, co-workers and community members

• Promotes efficiency and effectiveness of procurement policies or practices

• Earns respect and admiration of colleagues and the community • Exhibits good interpersonal skills and demonstrates skills in

communicating with Agency and Community members, as well as collaboration with other professionals.

• Utilizes inservice and/or training to consistently improve and develop skills

Please indicate your nomination below: Name ________________________________ Agency ___________________________ Please return responses to the Awards Chairperson, Janice Vermillion, via fax or e-mail at FAX: 239-213-7105 or jvermillion@naplesgov.com

DEADLINE FOR RESPONSES : APRIL 20, 2009 @ 1:00pm

Local Chapter Awards Nomination Ballot for Professional Manager of the Year AWARDS COMMITTEE: Chairperson: Vice-President, Janice Vermillion

Pro-D Chairperson, Debbie Faber Membership Chairperson, Lisa Tudor Member-at-large from Chapter: Patti Armbruster

The Awards Committee is responsible for the development and administration for annual chapter awards, including Professional Manager of the Year. Selection for award shall be made by the (3) Committee Members; in the event that one of the committee is nominated, then the Member-at-large- shall sit on that selection panel. The nominations will be considered based upon the following criteria:

• Enacted policies or practices that have enhanced the efficiency and effectiveness of their Agency and/or end-users

• Contributes to the Chapter and Agency he/she serves in the following manner:

• Enhances member networking through participation in meeting program activities

• Creates positive relationships with members, co-workers and community members

• Promotes staff development program including internal and external training

• Earns respect and admiration of colleagues and the community • Demonstrates exceptional leadership abilities through active

participation in Chapter, Agency, and Community activities and/or by making decisions and delegating effectively and diplomatically

• Exhibits good interpersonal skills and demonstrates skills in communicating with Agency and Community members, as well as collaboration with other professionals.

• Holds a Purchasing Certification designation Please indicate your nomination below: Name ________________________________ Agency ___________________________ Please return responses to the Awards Chairperson, Janice Vermillion, via fax or e-mail at FAX: 239-213-7105 or jvermillion@naplesgov.com

DEADLINE FOR RESPONSES : APRIL 20, 2009 @ 1:00pm