April 2, 2014 at 3:30 PM - Coop Committee Meeting

Discussion:  Call to order at 3:34 PM.

Discussion:  Currently calling schools checking on individual instances process. Schools need to have a workflow in process. They have a couple of duplicate catalog but working to correct those issues. Issue with Brown & Saegner (two catalogs) but issue has been resolved. They continue to add year round suppliers. Collecting tax exempt forms from schools.

Discussion:  Reviewed attached esm amendment that was a result of the negotiations on Easy Purchase Fees. Total contracts cost was $230,000/annually for three years. Need to create a list/map out our needs to work with esm.

Discussion:  Some schools want invoicing/delivery after June. We have had some deliveries to schools already and Kip is working with vendors on resolving issues. Some ESU are working with schools to pay invoices.

Discussion:  Coop has access to a beta reporting tool. They will create a new video for training on reports.

Discussion:  Some schools have already had deliveries made and Kip is working with vendors to resolve issues.

Discussion:  Kip will be going to Spring Conference.

Discussion:  Working to create some food shows for schools. Working on catalog through esm for year round buys.

Discussion:  Working with AmSan on creating catalog in esm.

Discussion:  Continued work on year round catalog for schools and creating more vendors within esm. Kip would like to create an advisory committee to include business managers/Superintendents to review what schools wants/needs are to meet at least annually. Schools would like to order paper year round. Each school has own unique environment, they control what they want on their site. It was noted that the best pricing is available from the Annual Buy.

Discussion:  The Coop Project will create a catalog for IMAT, hosted on ESM, so ESUs/Schools can order/re-new World Book subscriptions. This catalog will be available soon.

Discussion:  The Coop Committee has requested that Kip talk to other States at the AEPA meeting regarding the possibility of working together to develop a bidding/ordering system. They would also like the Tech Committee to look at the possibility of assigning or hiring a programmer to develop a system for the Coop Project.

Discussion:  Kip will begin working on policies and present a draft at the May meeting.

Discussion:  Paul noted that the Finance Committee suggests holding all equity until financial status is better understood.

Discussion:  Need to start planning for future and if we can bring programming in house. Recommend back to Technology for cost analysis of programming and fess involved with bringing in-house.

Discussion:  Meeting adjourned at 4:27 p.m.