THOSE PRESENT:
The meeting was called to order at
10 a.m. in the Board Room. Those committee members present:
|
|
Nancy Shuler |
|
Darlene Bayman |
Mona Walters |
|
Sharon Brown |
Kristi Wildermuth |
|
Jane Salisbury |
Helen Willcox |
PURCHASING
Concerns
A sheet listing purchasing concerns
was passed out. There are several people following procedures
inconsistent with the process on a global level. A reminder sheet
will be e-mailed to classified, faculty, and administrative staff
(the budget responsible person and those who facilitate the
purchase.)
VIOLATION OF
PURCHASING PROCEDURES ACTION
It was agreed that our purchasing
process works, but there are violations of the process; one being
purchasing without approval or purchase order, then requesting
personal reimbursement.
Darrel Isaacs is now e-mailing
people as violations occur, notifying them that their action is
being cited by the auditors and is in conflict with the Ohio Revised
Code. It was suggested that those involved in the purchasing
process speak to violations if they are noticed. Using blanket
purchase orders was suggested as a solution, such as Maintenance and
Business and Industry--other departments have the ability for
advanced planning.
ANTI-TERRORIST
FORM
As of April 1, 2007, Edison
Community College is mandated by the U. S. Department of Homeland
Security for any new vendor to fill out an anti-terrorist form. It
was asked whether we do business with a vendor that has not returned
the form. At present Dan Reke has not mandated this procedure.
Diane will ask Dan Reke about this. (Some institutions run any new
vendors though a database check.) It was suggested to put the U. S.
Department of Ohio homeland security division website on the
reminder sheet that will be distributed. Information regarding this
is:
http://www.dhs.gov/xinfoshare/programs/gc_1156888108137.shtm
http://www.dhs.gov/xabout/laws/editorial_0607.shtm
PURCHASING
TERMINOLOGY CHANGES
Terminology updates will be made to
our Purchasing Procedures by Dr. Salisbury and Diane Arnold and
posted to the online CQI process manual.
STRATEGY MAP
POLICY
Dr. Yowell established a policy to
require a strategy map for purchases exceeding $5,000 as a part of
the budgeting process prior to a purchase. The strategy map will go
to President’s cabinet meeting for discussion. A reminder of this
policy will be included in the distributed e-mail.
COMPETITIVE BIDS
It was determined that the
competitive bid process is a part of the pre-purchasing process.
Competitive bids are usually required when state money is used to
purchase through a grant. Guidelines for bids are governed by the
specific rules of each grant.
CONCLUSIONS
·
Diane will send the
electronic version of the purchasing concerns to Dr. Salisbury.
·
Terminology will be
updated.
·
The purchasing
concerns will be e-mailed to classified, faculty and administrative
staff subsequent to the minutes being distributed.
·
The processes will
include:
o
A bolded reminder of
the new strategy map policy for purchases over five thousand
dollars.
·
Dr. Salisbury will
post the minutes and purchasing processes to the CQI process manual
on the CQI web page.
The meeting was adjourned at 10:43
a.m.
