Purchasing & Procurement Oversight Committee Agendas & Minutes

PURCHASING & PROCUREMENT OVERSIGHT COMMITTEE (PPOC) Meeting Minutes EDA Conference Room – 6th Floor – Ruppert Sargent Building April 20, 2016 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 – Martin Cross-Chair, Barbara Franklin-Vice-Chair, William Brown, Vice Mayor Linda Curtis, Eugene Johnson, Jason Samuels, and Ernest Sanchez Members absent – James Gervais (without notice), Velma Green (with notice), Ken Johnson (with notice), and Tammy Waldroup (without notice) Staff and Citizen Attendance: Legal Representation: Karen James Staff Present: Pam Croom, Denise Howard, Suzy Scott, Jessica Spencer, Vizel Townsend, Lin Whitley, and Brenda Bailey (recorder) Citizens in Attendance: None Introductions – Mr. Cross welcomed Mr. Steven Lynch, Senior Business Development Manager. After Mr. Lynch’s response, PPOC committee members and staff introduced themselves to Mr. Lynch. Economic Development Director – Mr. Leonard Sledge requested the committee and some department staff be polled for availability to hold a 2-hour work session before the next quarterly meeting. The meeting will be an informal orientation to assess the needs of the committee, refresh the committee on their mission and purpose as aligned with City Council’s purpose and mission for the committee and determine how the department can assist the committee with moving forward. Mr. Cross mentioned that he had briefly discussed that topic with another committee member prior to this meeting and he will make further mention of that in the new business portion of the meeting. 1 Approval of October 21, 2015 Meeting Minutes: Mr. Cross advised the word co-chair under Membership will need to be changed to Vice-Chair. A motion was made by Mr. Eugene Johnson and seconded by Vice Mayor Curtis to approve the Minutes as submitted with the changes. The motion carried. Old Business: No old business to discuss. New Business: Quarterly PPOC Report FY16: Lin Whitley with Procurement reviewed the bid response rates. Pam Croom with Economic Development reported on sub-contractor goals for City and Schools. Denise Howard with Finance gave an overview of the annual aspirational goals by MBE classification (race categories) and overall MBE & WBE utilization for prime contractor awards. Vizel Townsend of Hampton City Schools reviewed overall MBE & WBE utilization for prime contract awards. Local SBSD Office: Ms. Spencer announced that Tammy Farmer with the Virginia Department of Small Business and Supplier Diversity will be in the SBSD office on Tuesdays to meet with vendors needing assistance. Ms. Spencer added that staffing at SBSD has been minimal for some time now and applications and renewals are not moving as quickly or smoothly as anticipated. Discussion of the PPOC Mission and Purpose: Mr. Cross thanked the staff for their efforts in creating and maintaining reports and charts to present to the committee. He also opened the meeting for discussion regarding the aforementioned work session to determine the purpose and mission of the committee. There was discussion regarding what reports were necessary to determine if goals set by the disparity study are attainable or necessary, the nature of reports that the committee would like to see presented and what information will be most helpful to the committee going forward. Announcements: Ms. Spencer announced that an Introduction to QuickBooks workshop will be held on June 9 from 1-4pm in the Hampton Veterans Conference Room and it will be facilitated by Florence Santoro, owner of ABS Accounting and Bookkeeping Solutions. Mr. Sanchez announced that he and his wife will be moving to Florida and this is the last quarterly meeting of the committee he will be attending. He offered to participate in the work session provided it takes place before the end of May. Mr. Cross thanked him for his commitment and participation on the committee. 2 Public Comments: None Adjournment: There being no further business, Mr. Cross asked for a motion to adjourn. A motion was made by Vice-Mayor Curtis and seconded by Mr. Johnson to adjourn. The motion carried. Next meeting: The next meeting will be held at 12:30 p.m. Wednesday, July 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/bsb 3