[nfbmi-talk] eoc minutes as enclosure

[joe harcz Comcast]

From: Jennifer Doroh
Sent: Sunday, September 29, 2013 8:28 PM
To: James Chaney; Greg Keathley
Cc: Zanger, Connie (LARA); Hull, James (LARA)
Subject: (DRAFT), Yesterday's EOC Meeting.

Importance: High

Good evening James and Greg,

Here are the minutes from yesterday's meeting.

Best regards, Jennifer Doroh.

Elected Operators Committee Meeting Minutes, Saturday, September 28, 2013, at the West 
Lansing Ramada Inn in Lansing, Michigan. The meeting was called to order by 
Chairperson James Chaney at 9:01 AM.

Roll Call:
Present: Ray O'Dell, Greg Keathley, Lisa Weber, Nathan Prater, Marlene Rothenhauser, Shane 
Jackson, Garnet Prentice, Henry Mosley, and James Chaney.
Absent: Kevin Tomczak.
Excused: Hazell Brooks.
BEP Staff Present: Constance Zanger, Rob Essenberg, James Hull, Jennifer Doroh, and Ed 
Rodgers.
Guests Present: Dale Layer, Mike Baer, Joe Sontag, Joe Sibley, Leanne Buckingham, Roxanna 
Mann, Camille Jones, and Lulunda McDonald.

Reading of the Agenda by the EOC Secretary: The agenda was read and no additions were 
made.

Approval of the August 20, 2013 Minutes by the Committee: The EOC Secretary was asked 
to send Henry Mosley a copy of the minutes since he was not on the board at that time. Lisa 
Weber moved to approve the minutes. Nathan Prater seconded the motion which passed via 
voice vote.

Unfinished Business/Updates by Constance Zanger, James Hull, and James Chaney:

A: BSBP Report by Constance Zanger: Leanne Buckingham and Joe Sibley were thanked for 
attending the meeting. A subcommittee was formed for the BEP due to the Commission's interest 
in the program. Information was given on the members of the committee and they are developing 
recommendations. The fiscal year is drawing to a close and purchases and procurement for large 
items were halted on September 13, 2013. Procurements via card were stopped on September 25, 
2013. New procurements or ones that did not go through the process will be entered into the data 
base a few days after the start of the New Year. Concerns were raised about the feds passing a 
budget and as a result, federal facilities may close for a few days. Ed Rodgers provided 
information on a budget reduction. James Chaney inquired when operators would receive certain 
machines and Constance Zanger stated that it is a goal to have them delivered by the 15 of 
October. The process for coordination of moving large equipment was provided. It was learned 
that the current vending machine contract will be expiring in November and a new contract will 
not be in place once the old one expires. A delay of 60 days or more will occur when purchasing 
vending equipment. The question was raised with LARA Financing and no answer has been 
given. Ed Rodgers stated that approval has not been received for extending the existing contract. 
Ray O'Dell inquired about keeping contracts within the state.
B: Status of New Class by James Hull: He stated that a class was not able to be held in October 
due to lack of potential candidates. A meeting will be held at the end of October to begin work 
on the schedule for a new class. It is expected that 6 candidates will participate and the 
committee will hopefully review the schedule by November. The Holiday Inn in Farmington 
Hills will be the expected location along with McBety, who has provided training for the past 3 
classes. OJE training is required under the promulgated rules, and it is believed that two 
candidates have completed all prerequisites. Discussion took place on why the training was 
moved from the training center. It was inquired whether Rob Essenberg's new division will be 
involved in the training and an overview was given on the focus of the division.
C: Status of License Revocations by James Hull: A hearings summary was forwarded to the 
committee on Thursday and should be referred to for specifics. Highlights were given on how 
many license revocations and suspensions were completed and commenced, and compliance 
reviews. An update was provided on the Pontiac Metroplex.
D: Remodeling Updates on Facilities by James Hull: Several remodels were discussed 
internally and with the committee. Because of the new fiscal year, the funding for the work is on 
hold. Plans are continuing to move forward with quotes and design plans for the Grand Tower. 
Several plans were reviewed and staff believes that a final resolution is in place. Preliminary 
discussions have begun with the building management for a temporary operation, as the snack 
bar will be closed. Staff is in the process of finalizing quotes for shelters at the Big Rapids and 
Morley Rest Areas and a request will be issued for procurement in the new fiscal year. The GOB 
renovations are on hold due to the addition of a new wing. James Chaney asked when the Grand 
Tower plans will be finalized and James Hull stated that Thanksgiving was set as a target. 
Nathan Prater inquired about 365 and on October 10, 2013, the Operations Center will receive a 
test system.
E: Meet and Greets by James Chaney and Constance Zanger: Constance Zanger provided 
information on how the process began and how many facilities were visited. Leadership 
expressed that it has been well received. If issues arise, they are made known to the operator.
F: New Grievances Filed/status by James Hull: In the future, the committee is asked to refer to 
the topic as "requests for administrative review or hearing information." Highlights were 
provided. Full details are in the written report. Discussion took place regarding a lawsuit that was 
filed on awarding of facilities.

Financial Report by Constance Zanger: Extensive information was provided about the budget 
process and if people are needing specific information, Constance Zanger is asking for two 
weeks preparation time. Discussion took place regarding which items are considered specific. 
Matching for federal funds was discussed and BEP expenditures are coded in different ways. 
$258,843.59 in set-asides was collected and no information was given on how much was spent. 
Constance Zanger informed the committee what the fund is devoted to. There was a discussion 
on a ranking system. A brief public comment took place.

Public comment 1 by the Public:

1. Lulunda McDonald inquired whether there was a public comment at the end of the meeting.

Lisa Weber moved to accept James Hull and Constance Zanger's report. Marlene Rothenhauser 
seconded the motion which passed via voice vote.

Future of the BSBP by Ed Rodgers:

A: Document request by Ed Rodgers: 5 documents were read regarding mandatory training for 
facility standards, verification of operator's income, operator annual inventory obligations, 
facility standards for calendar year 2014, and verification of sales tax payments. Ed Rodgers 
would like to have the committee respond with comments, recommendations, and proposed 
changes by Friday, October 11, 2013. The material can be sent through e-mail or another 
method. Marlene Rothenhauser inquired whether there would be a special meeting, and James 
Chaney stated that the committee needs to study the documents and keep their comments brief. 
Material may be given to the EOC chair to get it to the staff or individual meetings may be held. 
Once set, operators will be responsible. These documents will be sent to the committee in digital 
format.
B: New Rules by Ed Rodgers: In light of the new Bureau and improvements to the program, the 
promulgated rules are undergoing a review. Once a draft is proposed, it will be submitted to the 
committee for review. Ed Rodgers is asking a 30 day turn-around because it is planned to have 
new rules in place early next year. After the committee's review, a File for Rule Making 
Authority process will begin, and a public hearing will be held. Concern was raised about the 
proposed turn-around time and if more time is needed, Ed Rodgers and James Chaney will work 
it out. Discussion took place on how the Policy Manual and Rules Subcommittee are to handle 
themselves. If it gets out of hand, rules will go straight to the EOC. Changes are unknown, and if 
there is disagreement, a proposed solution will be considered. Releasing the rules to operators 
will be left up to the chair and subcommittee members need to be proactive.
C: Other Issues by Ed Rodgers: An issue with Tim Horton's was discussed along with food 
service plans for the Anderson and Capital buildings. The Capital Building will return to the bid 
line possibly after the holidays. Privatization of rest areas was discussed. James Chaney inquired 
why they were not included on what franchises, if any, were coming to the program and it was 
stated that no deals were made because serious discussion had not occurred. It was inquired 
about fees for franchising and where the money could come from. Ed Rodgers discussed two 
franchise models and profit percentages. The first franchise may open in the new fiscal year. Ray 
O'Dell inquired about training and operator commitment. Rob Essenberg gave information on 
training he received in Canada. Garnet Prentice inquired about the Anderson Building being in 
direct competition in Lansing and payment of state employees. There was discussion on 
enforcement of PA 260 and health cart licenses. Ed Rodgers was thanked for his presentation.

Promotional Agent Activity Reports by James Hull: A written report will be given to the 
committee in two weeks and if there are questions, they are to contact James Hull. Brief oral 
reports were provided for each region with QNA. Lisa Weber and Marlene Rothenhauser made 
and seconded the motions for all reports.

Subcommittee Reports by Ray O'Dell, and Lisa Weber: The training, Resolutions Ad-Hoc, 
Marketing and Technology, Promotions and Seniority, and Rules and Regs, Subcommittees, had 
no reports. Marlene Rothenhauser is deputy chair of the Locations and Repairs Subcommittee, 
but chose to give no report.

1. Highway Vending by Ray O'Dell: The subcommittee has had no meetings; however, new 
equipment was delivered to some highway sites. 940 and 960 coffee machines were discussed 
related to temperatures and cleaning. GARNET Prentice moved to accept Ray O'Dell's report. 
Marlene Rothenhauser seconded the motion which passed via voice vote.

2. Workshop by Lisa Weber: The subcommittee is ahead of schedule. E-mail and phone tag has 
been played with speakers and Lisa Weber has spoken with an individual in attendance. The 
individual will make contact with Lisa Weber a priority. Due to PO issues for EOC secretarial 
services, the meeting on October 10, 2013, has been postponed and will be rescheduled once the 
PO issue is resolved. Garnet Prentice moved to accept Lisa Weber's report. Ray O'Dell seconded 
the motion which passed via voice vote. James Chaney moved into public comment and it was 
seconded.

Public comment by the Public:

1. Joe Sibley commented on program advances and sticking together.
2. Joe Sontag remarked on the ranking system discussion.
3. Greg Keathley commented on the Michigan Chapter at the BLAST Conference.
4. Marlene Rothenhauser hopes that there is a mechanism for agency staff if rules are not 
followed. She expressed her opinion about a conversation at the BLAST Conference.

Closing Remarks/Adjournment by James Chaney: He stated that everyone needs to stick 
together and be more positive. Lisa Weber moved to adjourn the meeting. Marlene Rothenhauser 
seconded the motion and the meeting adjourned at 2:02 PM.

Preparation and Distribution of Minutes by Jennifer Doroh:

Minutes were prepared and completed by Jennifer Doroh on Sunday, September 29, 2013.

Minutes were approved (by the chair on date.)