CONSTITUTION AND BYLAWS OF THE TAMPA BAY AREA CHAPTER OF THE NATIONAL INSTITUTE OF GOVERNMENTAL PURCHASING, INC.
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CONSTITUTION (Revised 3/14/2008)
ARTICLE I - NAME
This Chapter shall be known as the Tampa Bay Area Chapter of the National
Institute of Governmental Purchasing, Inc.
ARTICLE II - OBJECTIVES
The objectives of this organization shall be to do all the things necessary
for the purpose of maintaining and raising the standards and ethics of the
governmental purchasing departments, agencies, and organizations; to exchange
information on products, manufacturers, policies, procedures and general
information useful to purchasing agents; to advise the federal procurement
agencies and the buying agencies of states, counties, cities, villages, towns,
boroughs, provinces, publicly owned utilities, public schools and colleges,
prisons, governmental hospitals and other institutions, other tax-supported
buying agencies, public authorities and similar ad hoc agencies on legislation
and on all problems affecting public purchasing and the general welfare of the
members and the agencies which they represent and their agents and employees;
to develop and perfect standards, practices and specifications for the use of
members; and to develop and promote the acceptance and passage of uniform laws
and procedure for all governmental purchasing.
ARTICLE III - MEMBERSHIP
Membership in the Chapter shall be open to employees of the following entities
whose time is spent primarily in purchasing and materials management: federal,
state, county, municipal, township, public school systems, colleges and
universities, and other political subdivisions of the State of Florida. Membership
categories are Active, Honorary and Retired.
ARTICLE IV - OFFICERS
The Chapter is governed by its Executive Board consisting of the Officers
and Standing Committee Chairperson (Committee Chairs) of the Chapter.
ARTICLE V - MEETINGS
Regularly scheduled meeting of the Chapter members shall be held. Notice of
all meetings shall be served upon the membership prior to the scheduled meeting date.
ARTICLE VI - COMMITTEES
Standing Committees include Professional Development; Membership; Publications;
and Programs. Special Committee Chairpersons may be appointed by the President.
ARTICLE VII - ADMINISTRATION
Officers of the Chapter shall not be compensated for their services. Officers
may perform services for the Chapter as needed. All acts performed by and in the
name of the Chapter must be done so with proper authority. The fiscal year for the
Chapter is January 1 through December 31.
ARTICLE VIII - FINANCES
The Chapter may be financed by annual dues assessed its members, gifts,
contributions, and fundraising activities. Accurate records shall be maintained
to show the receipt and expenditure of all funds by the Chapter. Financial records
shall be reviewed once each fiscal year as provided in the Bylaws.
ARTICLE IX - DISSOLUTION
In the event of dissolution, revocation, forfeiture, or other termination of
the charter, no distribution of assets is to be made to any Officer, Committee
Chair, or other person except as outlined in the Chapter Bylaws.
BYLAWS (Revised 3/14/2008)
ARTICLE I – NAME
This Chapter shall be known as the Tampa Bay Area Chapter of the National
Institute of Governmental Purchasing, Inc.
ARTICLE II - PURPOSE
All persons who desire to become members of this organization shall
subscribe to the objectives of the Chapter as outlined in Article II of the
Constitution.
ARTICLE III - MEMBERSHIP
1. Membership:
Membership in the Chapter shall be open to employees of the following entities
whose time is spent primarily in purchasing and materials management: federal,
state, county, municipal, township, public school systems, colleges and
universities, and other political subdivisions of the State of Florida.
1.1 Active:
Membership is based on payment of an individual's dues to the local Chapter.
Payment may be made by the individual or by the entity, to which the individual
belongs, and carries with it the right to vote.
1.2 Honorary:
Honorary membership may be conferred by unanimous vote of the members present
upon individuals who have made distinguished contributions to the purchasing
profession or this Chapter. Honorary members shall not be entitled to vote or
hold office and shall be exempt from payment of fees and dues.
1.3 Retired:
Membership may be conferred upon members of this Chapter upon their retirement
from the pursuit of their livelihood through active employment and upon written
request for such membership. Retired members shall be entitled to vote and shall
be exempt from payment of dues. Retired members cannot hold office.
2. Admission:
An applicant becomes an active, honorary, or a retired member upon acceptance of
the application, payment of dues, as applicable, and confirmation by the Membership
Committee that he or she meets all eligibility requirements outlined in Section 1 above.
3. Ownership of Membership:
Should the member leave his or her current entity, transferability of that membership
shall be determined by whether the individual or the entity paid the membership
for that year. Membership is on an individual basis only; an Entity cannot obtain
membership in the Chapter.
4. Revocation:
The Executive Board may revoke the membership of any person for nonpayment of dues,
or for other just cause, including violations of the NIGP Code of Ethics. A person
considered for membership revocation, except for nonpayment of dues, shall be provided
written notice of the proposed action by the Executive Board and be given opportunity
to show cause as to why the membership should not be revoked.
5. Pro-rata Dues:
Dues shall not be prorated to less one-half the annual amount, regardless of when
the person becomes a member.
ARTICLE IV – OFFICERS AND EXECUTIVE BOARD
The Officers of the Chapter are: President - Vice President - Treasurer - Secretary
1.1 President:
The President shall serve as a member of the Executive Board; conduct meetings of the
Executive Board and establish an agenda therefore; preside at Chapter meetings; and
oversees the activities in a general sense of all permanent and ad hoc Chapter
committees.
1.2 Vice President:
The Vice President shall as a member of the Executive Board; act for the Chapter
President in the President's absence; assist the President in performing any of
the assigned responsibilities; continue therein should the presidency be vacated;
and perform other duties assigned by the President.
1.3 Treasurer:
The Treasurer shall serve as a member of the Executive Board; prepare and submit
to the Executive Board financial statements covering the prior 12 months no later
than the January meeting of the Executive Board; provide quarterly interim
financial statements and forecasts as appropriate to the Executive Board; review
and recommend to the Executive Board all proposed expenditures as they impact or
affect the budget; and perform other duties assigned by the President.
1.4 Secretary:
The Secretary shall serve as a member of the Executive Board; maintain minutes of
all meetings of the Executive Board and of the Chapter; distribute special notices
and other important information to the Chapter members and to the National Institute
of Governmental Purchasing; maintain the permanent records of the Chapter; and
perform other duties assigned by the President.
1.5 Immediate Past President:
The Immediate Past President shall serve as a member of the Executive Board;
chair the Nominating Committee for the incoming Executive Board; and perform
other duties assigned by the President.
1.6 Executive Board:
The Chapter shall be governed by an Executive Board, chaired by the President,
consisting of the immediate Past President, Vice President, Treasurer,
Secretary, and Committee Chairs. Standing committees will include Professional
Development; Membership; Publication; and Programs. The Executive Board shall
be responsible for recommending to the Chapter policy issues that have an impact
on Chapter activities and relations with other organizations. Among the specific
responsibilities of the Executive Board are determining standards and eligibility
for membership; establishing membership fees for the Chapter; reviewing and
approving all proposed expenditures for the Chapter; approving proposals for
training and development; and approving any other item considered by two or more
members of the Board to require Board approval. All actions of the Board require
a majority vote.
2. Authority of the Executive Board:
The Executive Board may hold meetings at such times and places as it deems proper;
approve memberships; appoint committees on particular subjects from the members of
the Chapter or from members of the Board; audit bills and disburse the funds of the
Chapter; print and circulate documents and publish articles; carry on correspondence
and communicate with other organizations and public entities interested in the
economies of group negotiations for purchase of common items of personal property;
employ agents; and devise and carry into execution such other measures as it deems
proper and expedient to promote the objective of the Chapter and to best protect the
interest and welfare of the members.
3. Fiscal Year:
The fiscal year of the Chapter shall be January 1 through December 31.
ARTICLE V - ELECTION OF OFFICERS
1.1 Election of Officers:
The Officers and Committee Chairs shall be elected annually at the September
chapter meeting from a slate of candidates presented by a nominating committee and
any eligible members nominated from the floor. A majority of those voting will be
required for the election of the slate.
1.2:
No member of this Chapter shall be eligible for any office unless he/she has been
a member in good standing for at least one year immediately preceding the election.
1.3:
No two members of the same organization may serve as Officers at the same time.
1.4:
No more than two members of the same organization may serve as Executive Board
Members at the same time.
1.5:
Office vacated by resignation or otherwise vacated for 90 days or more shall be
filled by the rule of "moving up". The Vice President will move to President,
the Treasurer to Vice President, and the Secretary to the Treasurer. Nominations
will be received by the President for the office of Secretary, and an immediate
election will be held with a majority vote of the members present.
Installation of officers will normally occur during the December or last Chapter
meeting of the fiscal year. The term of office for all officers shall be one year
commencing on January 1. The term of office for Committee Chairs shall be for two
years commencing on January 1 of alternating years.
ARTICLE VI - REMOVAL OF OFFICERS
The Executive Board may, by a majority vote, remove any Officer for just cause.
The Officer shall be given written notice of any such action of the Executive Board
together with a statement of the reason thereof.
ARTICLE VII - MEETINGS
1. Annual Meeting:
The purpose of the annual meeting will be to present the annual report and financial
statement, and to transact other Chapter business.
2. Executive Board Meetings:
Regular monthly meetings of the Executive Board shall be held. The President
may, when deemed necessary, issue the call for a special meeting of the Executive
Board.
3. Special Meetings:
Special meetings may be called by the Executive Board at its discretion. Upon the
written request of the President, the Executive Board may call a special meeting
to consider a specific subject. Members of the Chapter may call for a special
meeting upon approval of a simple majority of the membership.
4. Regular Meetings:
Notwithstanding the provisions of any of the foregoing sections, regular meetings
of the members of this Chapter shall be held at any time and at any place within or
without the Tampa Bay area, and any action may be taken thereat, if notice is given
in writing to every member having the right to vote at the meeting.
5. Committee Meetings:
Committees shall meet as often as necessary to accomplish their goals and objectives.
6. Notice of Meetings:
Written notice of the purpose, time, and place of any meeting of the Chapter shall be
given to all members.
7. Voting:
Each Active or Retired Member in good standing shall be entitled to one vote. Except
as otherwise provided by the Constitution or Bylaws of the Chapter, a majority of the
votes cast by the membership at a meeting duly called shall be sufficient to take or
authorize action upon any matter which may properly be brought before the members in
attendance.
8. Authority:
Except where inconsistent with these Bylaws, Roberts Rule of Order shall govern the
conduct of the meetings of the Chapter.
ARTICLE VIII - STANDING COMMITTEES
1. Professional Development Committee:
The purpose of the Professional Development Committee is to plan, establish, and
coordinate education and training programs; organize workshops and NIGP seminars;
promote professionalism within the Chapter and the public purchasing profession;
and encourage members to obtain professional certification.
2. Membership Committee:
The primary responsibilities of the Membership Committee are to organize an
effective recruiting program and to distribute material to potential members. The
Committee shall be responsible for maintaining and making available a membership
directory of paid members. The Committee will also be responsible for sending out
delinquent notices as necessary.
3. Publications Committee:
The Publication Committee will publish the Chapter's newsletter and other
correspondence with the membership; advertise the chapter's program activities and
events in the media; maintain a history of the Chapter's activities; and maintain
the Chapter’s web site.
4. Program Committee:
The Program Committee will plan and prepare a schedule of events and programs for
the Chapter meetings. The Committee will also be responsible for making arrangements
for guest speakers, facilities and catering.
5. Special Committees:
The President may appoint Special Committees. These committees include, but are not
limited to, Golf Tournament, Reverse Trade Show, and Trade Show. The Chairperson of
any such committee shall advise the President at all times on its activities and make
progress reports are required by the President.
ARTICLE IX - FINANCES
1. Membership Dues:
The Chapter shall receive annual dues from the membership as determined by the
Executive Board or by a vote of the members at the annual meeting. New members shall
pay, in full, at the time of acceptance into membership.
2. Assessment:
The Chapter may, at its option and in accordance with the Constitution and Bylaws,
assess its members for financial support of the Chapter's activities.
3. Contributions and Gifts:
The Chapter, by a majority of the Executive Board, may accept financial
contributions and gifts in support of its mission.
4. Fund Raising:
The Chapter may conduct fund raising functions to support its activities. No person
may, in the name of the Chapter, solicit or accept gifts or contributions of any
kind without the approval of the Executive Board by majority vote.
ARTICLE X - FUNDS
Funds will be held in a bank account for the Chapter maintained by the Treasurer.
Expenditures require approval of the Executive Board, and funds shall be dispersed
by check with two officers’ signatures, one of which being the Treasurer. The
authorized signatures shall be the President, Vice-President, Treasurer, and Secretary
whose signatures will be registered with the bank.
ARTICLE XI - FUND INVESTMENT
The Executive Board of this Chapter shall have the power to invest Chapter funds
in federally insured accounts or other instruments that are guaranteed as to principal
by the United States Government or an agency thereof, as approved by the Executive Board.
ARTICLE XII - TRAVEL
Members are in travel status when duly authorized in accordance with Chapter
approval to engage in Chapter business away from local bases of operation. The
Executive Board shall recommend to the Chapter annually for its approval an amount
to be expended for members to attend and participate in meetings, conventions,
workshops, and other activities for the benefit of the Chapter.
ARTICLE XIII - DISSOLUTION
1. Dissolution:
A vote of three-fourths of the general membership is required to dissolve the
Chapter. The vote must be certified to the National Board of Directors with a
final report.
2. Revocation:
Revocation of the Chapter is accomplished by the NIGP Board of Directors by vote
of two-thirds vote of the entire NIGP Board of Directors.
3. Residual Funds:
In the event of dissolution, all residual funds of the Chapter shall be donated
to a similar nonprofit educational activity or deposited with the NIGP National
Treasurer as determined by the Board of Directors.
ARTICLE XIV - AMENDMENTS
At designated meetings of the Chapter, the membership may, by a simple majority
vote, alter, amend, or repeal any part of the Bylaws, adopt new Bylaws, or direct
the Executive Board to cause any provision of the Bylaws to be altered, amended,
repealed, or adopted.
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