Penobscot River Educational Partnership

A school/university collaboration serving the Penobscot River Valley

Vision and action through collaboration

Minutes of the PREP Business Services Roundtable

March 13, 2006

United Technology Center

2:00 p.m. – 4:00 p.m.

1.  Individuals Present: Emil Genest, June Baldacci, Richard Guthrie, Robert Cobb, Dianne Avery, Vicky King, Melissa Cyr, Heather Johnson, Kelly Theriault, Jamie Rennebu, Gretchen Gardner

2.  Review of the work of this committee

            A review of the work accomplished to this time was undertaken.  There is interest in working together in the areas of purchasing and human resources.  Our goal for this meeting is to further define possible areas of working together and to identify next steps in the process.

3.  Presentations

            June Baldacci, Director of Purchasing and Resource Efficiency and Richard Guthrie, Technical Buyer from the University of Maine discussed several structures that the University is involved with regarding purchasing.  They make use of the State of Maine Contract, which makes items available to all public units.  Purchase of surplus vehicles and wireless services were two examples of cost effective purchases. Regarding fuels, they make use of a consultant and are currently purchasing in conjunction with Eastern Maine Health Care.  Electricity is secured through Maine Power Options.  They also have cost effective arrangements for the disposal of lamps, computers and monitors. 

           An item, which drew great interest, was the use of credit cards for the purchasing of items of small value.  The university is encouraging their departments to use credit cards for use on small volume/low cost purchases.  It is important that exemption certificate documentation is provided with each purchase.  There are limited individuals with this capability, but the university is looking to expand purchases with credit cards as it is found to be more cost effective when compared with the typical purchase order format.  Need for tight control, accountability and policies were all identified as needed supports to this process.

           The university also has a contract for copier services.  There is a cost per copy, with the university having the same type of copier throughout campus.  Copiers can be networked.  

 4:  Future Initiatives

            A follow up meeting was scheduled for Tuesday, April 25^th.  At that meeting discussion will continue on the following possible outcomes for PREP Schools:

        

            Use of Purchasing Cards by public school units

            Possible long-term collaboration on copier services

            The need of policies and procedures to guide purchasing processes

            Identification of other initiatives

 

            School units were requested to bring information regarding the current number of copiers within each district and the dates for expiration of lease agreements.

 

            The next meeting of the committee will be April 25^th from 2:00 p.m. until 4:00 p.m. at the United Technology Center in Bangor.

Respectfully Submitted
Owen P. Maurais