Adopted Meeting Minutes
Special Board Meeting
August 20, 2003

Call to Order

The meeting was called to order at 5:33 p.m.

Roll Call

Present: Brannan, Canady, Laverty, Murray, Pelleran, Proctor, Rasmusson
Absent: None

Limited Public Comment Regarding Agenda Items

There were no comments from the public.

Purchasing

President Cunningham stated that per the Board's request the purchasing policy will be reviewed for informational purposes only. She referred to section G, related to local vendor preference, that section, based on communication with the Board on March 22, 2002 and other subsequent communication, it was not implemented. President Cunningham explained that section G was not implemented because after data was collected it showed that 82% of all dollars are spent within the local area without that section being implemented. The College receives federal, state and local dollars; therefore, there was not a need to over emphasize what was already being done. She said if the Board wishes to implement this section again they can certainly do that; however, it was her recommendation that there was not a need to implement it.

Ms. Beckie Beard reviewed the purchasing process with the Board (the documentation she reviewed is on file with the official Board materials.) She reviewed various types of solicitations such as invitation for bids and requests for proposals.

Trustee Pelleran asked if there were times where the College asked for sealed bids then opened them, and then did not share with vendors what the sealed bids were.

Ms. Beard responded that the purchasing policy indicates if it is an invitation for bid, the names and the dollar amounts are read aloud at the bid opening. A bid tab sheet is filled out and everyone in the room signs it and the document is available to everyone. Ms. Beard explained that if it is a request for proposal, on bid day it is opened, and the names of the vendors who submitted a proposal are read aloud. A proposal may not have a dollar amount and may only have an hourly rate and that information is not read. She said that any vendor may come to the Purchasing office and request to see the bid documents only after the project was been awarded.

Trustee Proctor referred to section 3, D, 1 in the purchasing policy. He asked how often it occurs that a change order results in a bid going from under $100,000 to over $100,000.

Ms. Beard responded that she did not have the information with her; however, it is not very common.

President Cunningham stated that a policy has been implemented that if that should occur, the Board will receive a report in September and in January.

Chairperson Laverty asked from the time the bid goes out, what is the minimum amount of time a vendor would have to bid on it.

Ms. Beard responded less than a week, but there have been emergencies such as when an elevator breaks down.

Trustee Rasmusson asked about purchases with vendors who have had more than $25,000 worth of business in the past or is expected to exceed that amount, those projects would need to receive two bids. He remembers this issue having been discussed previously with the Board's policy subcommittee.

Ms. Beard responded that did not require a change in the policy; however, in the purchasing procedures it is outlined that if it is over $5,000 but less than $25,000 three bids are required. She asks for three additional bids over and above the requirement.

Chairperson Laverty referred to section 3, D, 2. He asked if that clause, having the chairperson approve a bid in an emergency, needs more work on part of the Board.

Trustee Pelleran felt that particular clause needed action by the Board and she requested that this issue be placed on the agenda at a future meeting.

Trustee Canady asked if a committee had reviewed this section previously.

Trustee Rasmusson responded, yes.

Trustee Pelleran responded that was the prior Board.

Trustee Canady suggested having a committee review this section and make a recommendation to the Board.

Trustee Pelleran preferred that this issue be reviewed openly in order to enhance the ability to move forward as a Board.

Chairperson Laverty responded that this issue will be placed on a future agenda.

Trustee Canady said the reason he suggested having a committee review the issue is to have a framework from which to work from.

Trustee Pelleran requested that it be reviewed by the committee of the whole.

Chairperson Laverty said this will be a future agenda item. He asked that Trustees forward recommendations in writing.

Trustee Rasmusson suggested that when making recommendations do not think in the abstract. He recommended defining the various emergencies that could occur.

President Cunningham thanked Ms. Beard for her work. She said Ms. Beard has received many awards throughout her career at Lansing Community College and is considered to be one of the finest purchasing agents in the state of Michigan . President Cunningham listed some of her accomplishments which include Achievement of Excellence in Procurement.

Closed Session

IT WAS MOVED by Trustee Pelleran and supported by Trustee Canady for the Board to enter into closed session for the purpose of considering written attorney/client privileged communication.

Roll call vote:
Ayes: Brannan, Canady, Laverty, Murray, Pelleran, Proctor, Rasmusson
Nays: None
Absent: None

Motion carried.

The Board entered into closed session at 5:52 p.m.

IT WAS MOVED by Trustee Canady and supported by Trustee Brannan that the Board return to open session.

Roll call vote:
Ayes: Brannan, Canady, Laverty, Murray, Pelleran, Proctor, Rasmusson
Nays: None
Absent: None

Motion carried.

The Board returned to open session at 7:30 p.m.

IT WAS MOVED by Trustee Canady and supported by Trustee Proctor to authorize the President to challenge any increase in tax increment captured from Lansing Township that would include, if necessary, authorizing the filing of a lawsuit.

Roll call vote:
Ayes: Brannan, Canady, Laverty, Murray, Pelleran, Proctor, Rasmusson
Nays: None
Absent: None

Motion carried.

Public Comment

There were no comments from the public.

Adjournment

IT WAS MOVED by Trustee Canady and supported by Trustee Rasmusson to adjourn the meeting.

Ayes: Brannan, Canady, Laverty, Murray, Pelleran, Proctor, Rasmusson
Nays: None
Absent: None

Motion carried.

The meeting adjourned at 7:31 p.m.