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Home My WebLink AboutIPC Board May Meeting Minutes 2022 cleanInclusive Procurement and Contracting Board May Meeting Minutes Date: May 3rd, 2022 Time: 5:30 pm Location: 1165 Franklin Street, Suite 100, South Bend, IN 46601 (Virtual Option) Microsoft Teams Link: https://tinyurl.com/2p9b4ujy Call to Order- The IPC Board is now called to order on May 3rd , 2022 @ 5:30 p.m. Roll Call, MEMBERS PRESENT: Keana Baylis, Wilbur Boggs, Jeff Rea, Murray Miller & Michael Morris, Kara Boyles MEMBERS PRESENT VIRTUALLY: Karen White-Goyzueta ALSO PRESENT: Jenna Throw, Michael Patton, Denise Riedl MEMBERS ABSENT: Alkeyna Aldridge, Breanna Allen, Rachel Tomas-Morgan, Larry King Approval of April Minutes Roll Call Vote: Ayes- Murray Miller, Breanna Allen, Keana Baylis, Jeff Rea, Wilbur Boggs, Karen White-Goyzueta, Michael Morris, Kara Boyles, Alkeyna Aldridge Alkeyna Aldridge joins meeting at 1:20 minutes in. Opposed: None (0) Eight (8) Ayes, April Minutes are Approved Diversity Officer- Michael Patton (15 min) Performance Management Template Denise Riedl, Chief Innovation Officer Introduced by Michael Patton, to report on a performance management tool that can be used in the board meetings Inclusive Procurement and Contracting Board presentation Program that tracks performance management- it is a new addition to help ODI meet goals and track progress Acts as a key performance indicator- starting point at least but can be tailored later Compares data from meeting to meeting Adds structure and direction to the meetings Data Dashboard review that portrays spending- Admin & Finance Illustrates how data in the different categories is broken down Explains the types of spendings as illustrated on the dashboard (what is included and what is excluded) Considerable overlap between the dashboard and the IPC Q Updates (a bit more detailed source of data than the 1st) Quarterly Update WMBE Spending 2022 Total Eligible: $23423776 MWBE- 2.13% WBE- 2.92% Black Owned- 0.05% Hispanic Owned- 0.05% M or WBE of unreported ethnicity- 3.11% Year to Date: Vendor Diversity in DFO # of DFO vendors: 3336 % MBE vendors- 150/ 4.5% % WBE vendors- 180/ 5.4% % Black owned- 34/ 1.02% % Hispanic owned- 7/ 0.21% Slides to be included: Public Works Highlights, Data Insights. Discussion Qs: Data: How is the new template received? Point: too much data at meetings is not needed Point: the data should be circulated at least 5 days before the meetings Concern: is certification proof required of WMBEs- Currently, none are required for self-reported minority and women-owned businesses. Point: data is needed to see how the vendors perform- how many bids, how are they doing, where are they from, etc. More quantitative data is needed. Dashboard needs to address questions posed at previous meetings directly. Concern: still no breakdown in the monthly reports to show where all these businesses are from in the area Concern: is the 6% goal even being reached is not clear Needs to be a difference between “aspirational” and “goal”- aspirational is qualitative while goal is quantitative Defined is the overall need and availability of certified WMBEs (as used in disparity studies). Needed to know which variables drive change- currently there is no way to track AKA- what are things that the city does that drive businesses to become contractors City asks the board to evaluate the general effort for inclusive procurement and contracting (vs. the 6% goal) Some confusion has been had about who is certified and who is not certified when using: WMBE, MBE, WBE… B2Gnonw data counts towards goal, but the data coming from the DFO does not all count because it does not include ONLY certified vendors Board- if the data is not targeting the goal, then this is not something that needs to be discussed/ focused on Unless- the problem is getting such businesses certified in order to meet the goal A clear distinction is needed to show which data pertains to the goal (certified) and which data does not- currently they are all fused ODI only worries about certification if businesses have to do with government contracting- not everyone needs them Inquiry on what it means to be certified A concern about what should the board be concerned about- certified…non-certified? Concern that if we do not have a way to check the status of certification, should resources be allocated to those businesses and then count that toward the goal. The template will need to track change over time in multiple categories 2022 Annual Inclusion Contracting Procurement Report Overall Annual Spend- 2.4% for MWBEs Procurement of Goods and Services- 2.2% for MWBEs Procurement of Goods- 2.9% for MWBEs 946 vendor participants – 79 are MWBEs 2 certified WBEs 8 certified MBEs The information is deemed not complete because of the switch in tracking systems The meeting is halted and will be continued/ reassessed There will be a meeting in June, and potentially a recess in July and August, but this will be voted on in June’s meeting. Board does not want to be trained in reading the finance reports yet before there is an agreement on the reports’ content. ----------------------------------------------------------------------------------- Board of Public Works- Kara Boyles (10 min) Procurement- Michael Schmidt (10 min) MWBE Spend March 2022 Old Business- (TBD) (5 min) – Jeff Rea New Business (5 min) Recess in Summer July and August Move September Meeting moved to the 13th due to the Labor Day Holiday Announcements: Floor Open to the Public Adjournment- everyone said yes when asked to move to adjourn Notes and Action Items