11-22-11 MBE/WBE - Laserfiche WebLink

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MBE/WBE UTILIZATION BOARD 2nd Meeting—November 22, 2011 Minutes City Council President Derek Dieter opened the meeting by asking all Board members to introduce themselves. Only Jeff Rea and Kareemah Fowler were absent. Both had sent prior regrets. Phil Custard, the city Purchasing Manager, was then called upon to present the Diversity Development Program called for in Ordinance No. 1008 1-11 passed by the Council last spring. The bill intends to promote, assist and encourage MBE/WBE enterprises in pursuing government funded contracts for both products and services. To that end, Phil walked the Board thru the City's current policies and practices which have been updated as required by the ordinance. Phil then listed the "next steps"to be taken which include hiring, assigning, or contracting for a person now termed a Diversity Officer. The Mayor noted the ordinance is vague in describing the duties and responsibilities of the position. Thus, one of the first BOD tasks would be to develop a job description. The Mayor noted $65,000 had been set aside in the 2012 City Budget to underwrite the legislative intent of the ordinance. Phil Custard further stated an effort to develop a"How to do Business with the City of South Bend"page on the City website was in the works. Board Member Breckenridge asked when this would happen. Phil said, "after the first of the year." Phil went on to say he was outlining the process for state and local certification, compiling a list of required forms to access City business; compiling a current list of certified suppliers; compiling sample contracts, along with training aids including a FAQ section. He then referred to data he assembled calling it a MBE/WBE supplier status report summarizing minority business activity with the city over the last 3 months. Also under development for which Phil sought BOD input was suggestions for content and format for reporting to the BOD and the public in general. Board questions and discussion followed Phil Custard's updates. Jinny Longbrake wondered about the who, what, when, and where of the Compliance Officer. The Mayor suggested the Board help define a job description noting the City's Human Resources Director, Jan Hall, was now offering support services needed to begin implementation of the plan. The Mayor added that Evansville's effort began in their purchasing department; but now had a dedicated position. Tony Fitts asked about the content and quality of the current data base. The Mayor said the City was relying on data drawn from the state certified supplier list. A brief round table discussion of the certification process followed. Carrie Kosac described the process of applying for state certification as arduous. 1