Purchasing & Procurement Oversight Committee Agendas & Minutes

PURCHASING & PROCUREMENT OVERSIGHT COMMITTEE (PPOC) Meeting Minutes EDA Conference room – 6th Floor – Ruppert Sargent Building September 17, 2014 Call to Order – Ms. Spencer, Minority Business Coordinator, advised the group at 12:34pm that the Chair position is vacant and Ms. Yee, Vice-Chair, will not be in attendance today. In the absence of a chair and vice-chair and in accordance with the By-Laws, the committee will need to elect a member to chair the meeting. Mr. Brown moved to appoint Mr. Cross as chair, Ms. Curtis seconded and the motion carried unanimously. Mr. Cross called the meeting to order at 12:40pm. Committee Member Attendance: A roll call was taken by Jessica Spencer. Members Present – William Brown, James Crocker, Vice-Mayor Linda Curtis, Barbara Franklin, Velma Green, Ken Johnson, William Pearson, Martin Cross, and Ernie Sanchez. Members absent –Lauren Yee (without notice), and Eugene Johnson (with notice). 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, Vizel Townsend, Leonard Sledge and Brenda Bailey (recorder). Staff absent: Karl Daughtrey, Pete Peterson. Citizens in Attendance: Terri Dennis, Dori Foods. Introduction of Committee Members and Staff: Committee members followed by city and school staff introduced themselves. Mr. Cross welcomed the new committee members, thanked them for their commitment and encouraged them to be as involved as possible. Approval of June 18, 2014 Meeting minutes: Mr. Brown moved to approve the June 18, 2014 meeting minutes as presented, Ms. Curtis seconded and the motion carried unanimously. Old Business: Disparity Study: Ms. Spencer presented an overview and update of the Disparity Study. MGT America will present the findings and recommendations of the study to City Council in the 6:30pm meeting Wednesday, September 25. Ms. Spencer encouraged all committee members to attend the presentation. Membership: Ms. Spencer advised that Vice-Chair Lauren Yee has missed several meetings and Ms. Spencer contacted her regarding her ability to fulfill her obligations to the committee. Ms. Spencer will provide an update at a future meeting. 1 New Business: Election of committee Chair – Ms. Spencer advised that Mr. Graves has completed his term of service as a committee member while serving as the Chair and the committee will need to elect a new Chair. Mr. Brown moved to nominate Mr. Cross, Mr. Pearson seconded and the motion carried unanimously to appoint Mr. Cross as Committee Chair. Mr. Cross accepted the responsibilities of the office. City report format– Ms. Spencer shared a draft of the new format for review by the committee. In the absence of Karl Daughtrey, this has been tabled until the October meeting and Ms. Spencer requested the committee review the draft format for discussion at the next meeting. Correspondence from Frank Baum of Dori Foods – Ms. Spencer shared a letter received from Mr. Baum of Dori Foods regarding the termination of his vendor contract with Hampton City Schools. A committee member inquired as to what response was provided to the vendor? Ms. McRae, the Procurement Manager shared an overview of Mr. Baum’s concerns and confirmed that the concerns have been addressed by the appropriate parties. Announcements: Ms. Spencer reminded the committee of the MGT America presentation to City Council at 6:30pm Wednesday, September 25th. Public Comments: Ms. Terri Dennis, School Specialist with Dori Foods, made comments regarding the services provided to Hampton City Schools. Adjournment: There being no further business, Mr. Cross called for a motion to end the meeting. Ms. Curtis moved, Mr. Ken Johnson seconded and the motion carried unanimously to adjourn at 1:15 p.m. Next meeting: The next meeting will be held at 12:30 p.m. Wednesday, October 15, 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