Purchasing & Procurement Oversight Committee Agendas & Minutes

PURCHASING & PROCUREMENT OVERSIGHT COMMITTEE (PPOC) Meeting Minutes EDA Conference Room – 6th Floor – Ruppert Sargent Building October 21, 2015 Call to Order: Mr. Cross called the meeting to order at 12:30 p.m. Committee Member Attendance: A roll call was taken by Jessica Spencer. Members Present - William Brown, Martin Cross, Vice Mayor Linda Curtis, James Gervais, Velma Green, Barbara Franklin, Ken Johnson, Eugene Johnson, Jason Samuels, Ernest Sanchez and Tammy Waldroup Staff and Citizen Attendance: Legal Representation: Karen James Staff Present: Pam Croom, Denise Howard, Teresa Hudgins, Pete Peterson, Leonard Sledge, Jessica Spencer, Vizel Townsend and Lin Whitley Citizens in Attendance: None Mr. Cross welcomed the new members to the Committee and asked everyone to give a brief introduction. Approval of January 21, 2015, April 15, 2015 and July 15, 2015 Meeting Minutes: A motion was made by Mr. Eugene Johnson and seconded by Vice Mayor Curtis to approve the Minutes as submitted. The motion carried. Old Business: Membership: Ms. Spencer advised the Committee that it should elect a co-chair. Ms. Barbara Franklin was nominated. There being no other nominations, a motion was made by Mr. Brown and seconded by Vice Mayor Curtis to elect Barbara Franklin as co-chair. The motion carried. New Business: Annual PPOC Report FY15: Denise Howard with Finance gave a brief overview of the report. Mr. Brown asked what the goals were based on and Ms. Howard said the goals were based on the disparity study. Pam Croom with Economic Development reported MBE numbers were down and small utilization was up. 1 Lin Whitley with Procurement reviewed the bid response rates. Vizel Townsend with Hampton City Schools reported minority and women utilization was down. Mr. Ken Johnson asked what was not working. Ms. Townsend said they are finding SWAM vendors do not want to provide quotes. Also, Hampton City Schools work under Cooperative Agreements which do not track minority usage. Several members inquired about the cooperative agreements. Members requested that the Schools share with the committee a listing of contracts awarded and those performed under the cooperative agreements. Ken Johnson asked about set asides. Mr. Peterson said set asides were illegal and not recommended in the second disparity study. Mr. Johnson stated the process is not working and the system is antiquated. Ms. Spencer said the recommendations outlined in the disparity study are being implemented and the second study included another set of aspirational goals. She will provide a copy of the disparity study executive summary to the new committee members. The next meeting agenda will include further information on cooperative agreements used by City Schools for this past fiscal year. Announcements: Ms. Spencer is scheduling business seminars. Ms. Croom reported the Newsletter is going out electronically next month and the Directory is updated regularly. Public Comments: None Adjournment: There being no further business, Mr. Cross adjourned the meeting at 1:40 p.m. Next meeting: The next meeting will be held at 12:30 p.m. Wednesday, January 20, 2016 in the EDA Conference Room, 6th Floor, Ruppert Sargent Building located at One Franklin Street, Hampton, Virginia. Respectfully submitted, Jessica R. Spencer Minority Business Coordinator JRS/tbh 2