Purchasing & Procurement Oversight Committee Agendas & Minutes

PURCHASING & PROCUREMENT OVERSIGHT COMMITTEE (PPOC) Meeting Minutes EDA Conference room – 6th Floor – Ruppert Sargent Building May 21, 2014 Call to Order – Ms. Spencer, Minority Business Coordinator, advised the group at 12:34pm that Mr. Graves-Chairman and Ms. Yee Vice-Chair will not be in attendance. In the absence of the chair and vice-chair, the committee will need to elect a member to chair the meeting, in accordance with the By-Laws. Ms. Walker moved to appoint Mr. Deerfield as chair, Ms. Curtis seconded and the motion was carried unanimously. Mr. Deerfield called the meeting to order at 12:35pm. Committee Member Attendance: A roll call was taken by Jessica Spencer. Members Present – Martin Cross, Vice-Mayor Linda Curtis, Dave Pearson, Eddie Deerfield, James Crocker, Teresa Walker. Members absent – Lauren Yee, Crystal Kleiber (with notice), Michael Graves (with notice), Eugene Johnson and William Brown. Staff and Citizen Attendance: Legal Representation: Karen James, Deputy City Attorney. Staff Present: Jessica Spencer, Pam Croom, Octavia Andrew, and Brenda Bailey (recorder). Staff absent: Pete Peterson, Doris McRae (with notice), Karl Daughtrey, Suzy Scott, Denise Howard. Citizens in Attendance: Edwin Boone (Sunshine Cleaning), LeVita Jones (Hampton resident). Approval of April 16, 2014 Meeting minutes: Due to the lack of a quorum, the approval of the April 16, 2014 meeting minutes were deferred until the next meeting of June 18, 2014. Old Business: Disparity Study: Ms. Spencer shared that the executive summary is pending. No date has been finalized to present the Study to City Council. The draft Study report has been completed and the executive summary is under revision. In response to a question about the process; the Executive Summary will first be shared with City Council, then the PPOC just prior to the Council presentation. This is done to prevent the report being made public before Council can review and ask questions of the Consultant. New Business: Virginia Department of Small Business Supplier Diversity – Mr. Jack Howard, Hampton Roads Regional Business Development Specialist, gave a summary of his credentials and the new organization known as 1 the Virginia Department of Small Business Supplier Diversity (SBSD), formerly the Department of Minority Business Enterprise (DMBE). Mr. Howard discussed some of the programs available to firms through the SBSD and provided a handout for the Small Business Microloan Program. Procurement Report – Ms. McRae was unable to attend the meeting due to a family emergency and the procurement report will be deferred until the next meeting. Compliance Report – Ms. Croom provided a summary report of minority and women-owned business contract awards for contracts under and above $100,000. Announcements: Ms. Spencer announced that a workshop “Bidding with the City of Hampton and Schools” will be presented on Tuesday, June 4 at 5:30 pm. in the first floor conference Room of the Ruppert L. Sargent Building. This is the last in the workshop series and will include city staffers from minority business, procurement, public works as well as Hampton Redevelopment and Housing Authority (HRHA). A copy of the MBE Insight newsletter –May 2014 was provided for the committee members. Mr. Sledge gave an update on various Economic Development projects. Public Comments: None. Adjournment: There being no further business, the meeting adjourned at 1:15 p.m. Next meeting: The next meeting will be held at 12:30 p.m. Wednesday, June 18, 2014 in the EDA Conference Room, 6th Floor, Ruppert Sargent Building located at 1 Franklin Street, Hampton, VA 23669. Respectfully submitted, Jessica R. Spencer Minority Business Coordinator JRS/bb 2