Purchasing & Procurement Oversight Committee Agendas & Minutes

PURCHASING & PROCUREMENT OVERSIGHT COMMITTEE (PPOC) Meeting Mintues EDA Conference room – 6th Floor – Ruppert Sargent Building June 18, 2014 Call to Order – Ms. Spencer, Minority Business Coordinator, advised the group at 12:32pm 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. Mr. Johnson moved to appoint Mr. Deerfield as chair, Mr. Pearson seconded and the motion carried unanimously. Mr. Deerfield called the meeting to order at 12:34pm. Committee Member Attendance: A roll call was taken by Jessica Spencer. Members Present – William Brown, Eddie Deerfield, Eugene Johnson, Crystal Kleiber, William Pearson, Vice-Mayor Linda Curtis, James Crocker. Members absent – Martin Cross (with notice), Teresa Walker (with notice), Lauren Yee (without notice), and Michael Graves (expects to arrive late). Staff and Citizen Attendance: Legal Representation: Karen James, Deputy City Attorney. Staff Present: Jessica Spencer, Pam Croom, Octavia Andrew, Doris McRae, Denise Howard, Suzy Scott, Pete Peterson, Karl Daughtrey and Brenda Bailey (recorder). Staff absent: none. Citizens in Attendance: none. 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 this meeting. Mr. Johnson moved to approve the April 16, 2014 meeting minutes as presented, Mr. Pearson seconded and the motion carried unanimously. Approval of May 21, 2014 Meeting minutes: Vice-Mayor Linda Curtis moved to approve the May 21, 2014 meeting minutes as presented, Mr. Johnson seconded and the motion carried unanimously. Old Business: Disparity Study: Ms. Spencer shared that revisions were made to the Executive Summary and that she will be meeting with Pete Peterson and James Gray on June 25 to review the changes. A tentative meeting with the City Manager has been scheduled for July 7th. After which they hope to present the Disparity Study findings to Council. 1 New Business: City Schools report – Ms. Scott presented the 2014 3rd Quarter Cumulative Disparity Report for Hampton City Schools and discussed the highlights. Recognition of outgoing board members (Michael Graves, Crystal Kleiber and Teresa Walker) – Vice- Mayor Linda Curtis presented Ms. Kleiber with a plaque and thanked Ms. Kleiber for her two terms of service from July 14, 2008 through June 30, 2014. In response, Ms. Kleiber thanked the committee for the opportunity to participate. Announcements: Ms. Spencer reminded the committee that there are no meetings during July or August. The committee will reconvene in September. However, a monthly update will be provided via email during these two months. Ms. Spencer announced that Pam Croom, Contract Compliance Specialist, recently attended training and is now a certified Virginia Contracting Associate. Ms. Croom added that she is now thoroughly trained on the Virginia Procurement Act as well as the states manual for Procurement. Ms. Croom passed her test is now certified. She needs only to attend future classes to maintain her certification. Vice-Mayor Linda Curtis recognized Pam Croom as a member of the delegation that traveled to Denver, Colorado and participated in the All-American City competition. She announced the award recently bestowed on the City of Hampton and thanked Pam Croom for her participation in that effort. Mr. Daughtrey announced that he and Leonard Sledge have not been able to meet to discuss revising the current reports. He handed out a summary of ideas for the committee to review before the September meeting. Public Comments: None. Adjournment: There being no further business, the meeting adjourned at 12:55 p.m. Next meeting: The next meeting will be held at 12:30 p.m. Wednesday, September 17, 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