New Mexico Public Procurement Association

New Mexico Public Procurement Associat= ion

Special Boa= rd Meeting

Albuquerque, NM<= /st1:place>

September 12, 2008

BOARD MEMBERS= PRESENT

Dotty McK= inney, President

Tina Torres, Secretary

James Kirchmeier, Treasurer

Joann M. Schmaltz, Procurement Liaison

Kathy Mattison Program Chair

Fran Saiz, Communications

Casandra Cano, Nat’l Education

Marco Abeita, Nominating

BOARD MEMBERS= ABSENT

Kathy Sanchez, VP

Ramona Gutierrez, Past President

Eva Maldonado, Membership

Myrna Garcia, Budget & Finance

Audrey Torres, NM State Certification

GUESTS: none

Dotty called the meeting to order at 8:55AM.

Agenda was approved as presented.

James handed out credit cards for NMPPA to Dotty, Casa= ndra and Kathy M in addition to the one he has.= He requests that receipts be submitted for all purchases made.

By-Laws and Proposed amendments to By-Laws; Policy Handbook

Dotty handed each board member present a copy of the p= roposed Policy Handbook which includes Board Chair duties and the present By-Laws t= hat govern our organization. She asked that each board member review the description for his/her position along with any proposed changes to the by-= laws and be prepared to discuss this and any other items at our organizational meeting in January 2009.

The In-Sate Certification chair position will need to = be added to the board positions, along with any details associated with the position. Discussion followed regarding the classes and testing requirements. A special commi= ttee will be appointed by the President, Dotty McKinn= ey to prepare a training manual with class material required and set up a class schedule for in-state certification. Once we have this certification program in place, NMPPA will work wi= th State Purchasing to present this program to the NM State Legislature with recommendation that anyone in the State of NM, that is in the public purchasing field, must be cert= ified through this program.

Taos Conference October 8, 9, 10, 2008=

Agenda will be posted to the web page today.

Presenters include Nick Mandel, Roberta Bruce and Mary Josselyn. These presenters= 217; will not charge NMPPA a fee but have requested that NMPPA pick up room and = per diem expenses. Kathy M made t= he motion that NMPPA pay their room and per diem expenses Joann S. 2^{nd
the motion. Motion passed.}

Kathy requests that all arrangements for this and futu= re conferences be made through her.

A procurement code book will be handed out to all atte= ndees present. Motion was made by Marco and 2^nd by James to charge $125 for members for one day and $150 for non-members; Full conference $200 for mem= bers and $250 for non-members. Motion passed. Marco made the motion and Kathy M 2nd the motion to award certification points as follows: 8pts for Wednesday-ITB,RFP, Scope = of Work-When to Use and How; 4pts for Thursday’s Overview of the Procure= ment Code-Breakout Sessions and 4 pts for Thursday’s Construction Contract= ing in NM. Motion passed. Attendees will be required on the = registration form to mark which class they will attend on Thursday.

Ruidoso Co= nference March 11, 12, 13, 2009

Vendor Fair will be held on Thursday March 12, 2009. Cost for the Vendor booth space wi= ll be $275. Vendor Fair will be hel= d from 10:30AM to 2:30PM on Thursday and lunch will be provided by NMPPA. Vendors = will be allowed to make a short presentation on Thursday during the session. The Vendor Fair will also be open during the course of the day Thursday March 1= 2. NMPPA will be offering a $500 cash prize. Details will follow.

Fees for the conference will be - Full conference $250 members $300 non-members and per day $125 members, $150 non-members.

Certificates for past conferences are available on NMP= PA web page. These certificates are usually made available 45 days after each conference and only if payment has already been processed. For questions please notify James or Audrey.&n= bsp; Eva will be directed to mail certificates to non-members who are una= ble to download them.

Conference= s for 2009

Motion was made by Casandra to switch the Taos and Las Cruces conferences and 2^nd by Fran.&nb= sp; Motion Passed. Spring Conference will be held in Rui= doso NM at The Lodge, on March 1= 1-13, 2009. Summer Conference= will be held in Taos (place TBD) on August 6-7,= 2009 and Fall Conference will be held in Las Cruces NM (plac= e TBD) on October 21-23, 2009.

DISCUSSION= ITEMS:

Joann made the motion that we notify in writing, other associations within the State of NM of future conferences and/or trainings which would be beneficial to these agencies, Kathy M 2^nd the motion. Motion passed. Tina and Dotty have offered to hel= p Joann get lists from some agencies (NMML, NMAC, etc)

Dotty mentioned that she attended the NIGP conference.= She gave the Board her over view of the National Conference regarding Chapter News/Marketing your chapter, appreciating/drafting volunteers and Student Recruitment and mentoring program. . At one of the meetings it was mentioned that NIGP offers free membership and free registration to the Forum to young people that are interested in the purchasing field. She spoke to some persons re= garding “FaceBook” a fee service on the internet that allow for page setup. She suggested that NMP= PA consider this service to spark up some interest in the Procurement field in= NM.

Casandra will check to see if we can offer an Introduc= tion to Warehouse and Inventory Control class in Ruidoso in 2009. She will work with Marco and Joann= and ask Bill Bennett to help also. This class might be added to the In-State Certification classes. It was also suggested that we cont= act DFA and see if they can offer a class at this conference.

Retiring Board members effective 12-31-09 include Marc= os Abeita, James Kirchmeier, Tina Torres, Eva Maldonado, Fran Saiz and Dotty McKinney. Dotty McKinney stated that development of a Policies and Procedures Handbook will hopefully ease the transition of outg= oing board members and incoming new board members to understand the business of running the organization.

Meeting was adjourned.

MINUTES APPROVED BY BOARD_____________________________= _