HomeMy WebLinkAbout11-22-11 MBE/WBE 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.
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Gary Gilot suggested he would invite former S.B. Fire Chief Luther Taylor now with the
State of Indiana, to make a presentation of the state process to the Board.
Breckenridge wondered if we could do our own certification process? Kosac cautioned
that the state process through perhaps difficult provided assurances of capability to
lenders and contracting parties.
Kosac asked if the City was allowed to contract for business outside of St. Joseph
County? Gilot said sometimes it was necessary especially for design engineering work.
Fitts ask if and how the City reached out to minority business? Tom Coley, asked how
applicants for City business were judged and by whom?
Gary Gilot responded saying he would provide the Board a summary of typical problems
encountered by the City when seeking to increase minority participation. He highlighted
the problems start-up firms face building capacity as they work to accumulate and
manage capital. He also suggested the City could help identify firms with a
"technological gap"by offering workshops and guidance
Tony Fitts cited the example of cooperation and collaboration practiced by parties
involved in the Kroc project i.e. lien waivers.
Having opened the session to questions from the public, Murray Miller asked why
minority firms were not contacted for contracts under$200,000 where typically three
quotes were sought. Gilot said it was a policy decision by the City aimed at simplifying
and streamlining the process. Kosac, Centellas and Fitts all spoke to reviewing and
refining the process to encourage and assist small business.
With the meeting winding down,the Board seeing an obvious need to reflect on the
issues raised and challenges posed; yet resolute in their determination to face them,
decided to meet twice in December. The next two meetings were set for December 5`h
and December 19`h, Council Informal Meeting Room, 4`h Floor County-City Building,
South Bend, Indiana, at 6:00 p.m. and be limited to 1 hour. At the December 5`h meeting
the Board will elect a President, Vice-President, and Secretary. Gary Gilot who serves on
the Board by virtue of his position, with the City will conduct the election. He would
also estimate the dollar amount of City contracts separating dollar amount by bid from
amount by quote. He would also look into representative job descriptions of"diversity
compliance" positions in Evansville, Ft. Wayne, and Indianapolis. This should help the
Board develop a job description for South Bend's needs agreed Tony Fitts. Kosac added
that contract consultant options be investigated.
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Council President Dieter adjourned the meeting at 7:05 p.m.
Respe lly Submitte ,
Joh Voo de, City Clerk