Purchasing & Procurement Oversight Committee Agendas & Minutes

PURCHASING & PROCUREMENT OVERSIGHT COMMITTEE (PPOC) Meeting Minutes EDA Conference Room – 6th Floor – Ruppert Sargent Building January 18, 2017 Call to Order: Mr. Cross called the meeting to order at 12:30 p.m. Members Present: William Brown, Martin Cross, James Gervais, Velma Green, Eugene Johnson, Teresa Lee, Jason Samuels and Tammy Waldroup Members Absent: Vice Mayor Linda Curtis and Barbara Hogan with notice and Reginald Warren without notice Staff Present: Pam Croom, Karl Daughtrey, Denise Howard, Teresa Hudgins, Steven Lynch, Susie Scott, Leonard Sledge, Jessica Spencer, Vizel Townsend and Lin Whitley Citizens in Attendance: None Legal Counsel Attendance: Nicole Fisher Approval of October 19, 2016 Meeting Minutes: A motion was made by Ms. Waldroup and seconded by Mr. Brown to approve the Minutes as submitted. The motion carried. Old Business: By-Laws Subcommittee: Ms. Hogan was not present. Ms. Fisher advised the Committee that the Bylaws were discussed and reviewed at the last meeting. A motion was made by Mr. Johnson and seconded by Ms. Green to approve the Bylaws as presented. The vote was unanimous and the motion carried. Review Report Subcommittee: Mr. Cross said the Subcommittee met and discussed a new framework for reporting that is in keeping with the mission and purpose of the Committee. The new reports are slightly different. New Business: Ms. Whitley reviewed the Total Solicitations with Total Responses for FY15 and FY16. Mr. Sledge reported the Economic Development Department has increased its outreach activity and there is an increase in the number of vendors listed on the directory. Ms. Spencer reviewed the Economic Development Outreach Report for FY15 and FY16. Ms. Croom said a William & Mary SWaM event with approximately 200 vendors was not included on this report. Ms. Croom added that it is taking approximately 120 days for vendors to be SWaM certified by the state in large part due to missing information/documentation. 1 Ms. Spencer reviewed the Total Purchase Order Activity for Hampton Redevelopment and Housing Authority Report for FY15 and FY16. The majority of the contracts were awarded to small businesses. Ms. Howard highlighted the achievements on the Race & Gender Aspirational Goals Report and reviewed the Total Purchase Order Activity by Purchasing Category for the city. Ms. Townsend reviewed the Total Purchase Order Activity by Purchasing Category for the schools. Mr. Gervais asked if subcontractor figures were tracked. Ms. Townsend said the system does not have the capability to track this information. Ms. Spencer said the data is tracked manually by Economic Development staff. Mr. Daughtrey added the Committee could ask staff to research available tracking systems if it so desires. Mr. Johnson asked staff to add “City” and “Schools” to the aforementioned report titles for clarity. Ms. Spencer will make the change to the report titles. Ms. Spencer displayed the current solicitations for the city and schools which are posted on the website. Mr. Cross said a new Chair needs to be elected and opened the floor for nominations. Mr. Johnson nominated Mr. Cross. Mr. Cross thanked him for the nomination but declined due to upcoming work commitments. Ms. Green suggested tabling the nomination until next meeting when Vice Chair Hogan could be present. Mr. Samuels nominated Ms. Waldroup as Chair which was seconded by Mr. Johnson. There being no other nominations Mr. Cross closed the nominations. Since there was only one nominee, which accepted, no vote was required. Mr. Cross thanked Ms. Waldroup for accepting the nomination and added he enjoyed serving as the Chair. Announcements: Ms. Spencer said there are two seminars coming up: Business Insurance on February 28th and Cybersecurity on March 22nd. Both events will be held from noon to 1:30 p.m. in the Veteran’s Conference Room. Mr. Johnson thanked everyone for the calls and cards during his absence. Adjournment: There being no further business, Mr. Cross adjourned the meeting at 1:30 p.m. Next meeting: The next meeting will be held at 12:30 p.m. Wednesday, April 19, 2017 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