Bylaws

ARTICLE I. Name and Title

The name and title of this non profit organization is "DFW Metroplex Chapter of the National Institute of Governmental Purchasing, Inc." hereinafter referred to as "the Chapter".

ARTICLE II. Purpose

The purpose of the Chapter is to provide for the improvement of purchasing activities through networking governmental purchasing personnel and thus better inform and educate the membership.

ARTICLE III. Membership and Dues

Section 1. Full Members:
All persons employed by a governmental body and directly and/or indirectly involved with the purchasing functions of that body are eligible for Full Membership.

Section 2. Associate Members:
Former full members who are no longer employed in a purchasing position.

Section 3. Student Members:
Students majoring in Purchasing, Government Administration, or a related field are eligible for Student Membership.

Section 4. Lifetime Members:
Members who have fifteen (15) or more years of purchasing experience may apply for Lifetime Chapter Membership at retirement or age sixty two (62). You must provide verification of fifteen (15) years experience in purchasing.

Section 5. Membership Dues:
The annual membership dues shall be determined by the Executive Committee for each Full Member, Associate Member, and Student Member. Membership dues are due and payable to the Treasurer of the Chapter no later than December 31 of each calendar year, in order to coincide with the National Institute of Governmental Purchasing, Inc.'s fiscal year. Therefore, the fiscal year will be January 1 through December 31 of each calendar year.

Dues are payable on the date of a new member's admission to the Chapter except those who become members after October 1 will not be assessed dues for the following year.

Section 6. Participation:
All members in good standing are eligible to participate in all activities of the Chapter; however, only actively participating Full and Student Members shall be eligible to receive scholarships. The privileges of voting, holding elected office, and holding committee positions are restricted to Full Members.

Section 7. Quorum:
A quorum consists of a majority of members present.

Section 8. Termination of Membership:
Termination of eligibility employment terminates Full Membership. Termination of membership, Full or Associate, is caused by non payment of annual dues prior to December 31 of each calendar year.

Section 9. Equal Opportunity:
The Chapter gives opportunity and membership to all qualified persons regardless of race, religion, or nationality.

Section 10. Scholarship Guidelines:
The Executive Committee may provide scholarship funding for educational activities such as forums, conferences, seminars, workshops, or other similar educational functions.

All applicants seeking any educational funding must fall under scholarship guidelines.

ARTICLE IV. Officers and Committees

Section 1. Officers:
The officers of the Chapter shall include the President, 1st Vice President, 2nd Vice President, Secretary, and Treasurer.

Section 2. Executive Committee:
The Executive Committee is composed of the current officers and the immediate past president. The Executive Committee is empowered to act for the Chapter in all matters not specifically covered by these bylaws. The Executive Committee shall appoint a successor to complete the un-expired term of office should any elected position become vacant before the regular annual election, the one exception being that of the office of President of the Chapter which succession is addressed in Article VI, Section 2. A quorum of the Executive Committee shall consist of a simple majority of its members present at an officially designated meeting. A meeting of the Executive Committee may be called at any time, as needed, by the President of the Chapter or any two other members of the Executive Committee.

Section 3. Standing Committees:

The 2nd Vice President shall be the Chairperson at Large of all Committees and shall appoint chairpersons to the following committees:

Section 3a. Seminar Committee:
The Seminar Committee shall promote continuing education, certification, and professionalism among the membership and to organize and maintain a program of assistance to members with the cost of continuing education and certification where a justified need is determined.

Section 3b. Nomination Committee:
Before May 31 of each year, the President of the Chapter shall appoint a nomination committee composed of a Chairperson and two or more members. The Nomination Committee shall present to the Chapter membership names of persons nominated for election as described in Article V, Section 1.

Section 3c. Auditing Committee:
The Executive Committee shall appoint an auditing committee consisting of two members who are not officers of the Chapter to audit the books of the Chapter at the close of its fiscal year. The auditing committee shall include, in the audit report, a complete statement of all money received and expended, showing amounts on hand and where deposited.

The audit report shall be turned over to the Secretary who shall file it with the other permanent records of the Chapter and
make it available, on request, for inspection by any member of the Chapter.

Section 3d. Chapter Bylaws Committee:
The Chapter Bylaws Committee shall write and establish a concise set of procedures and guidelines for operation of the Chapter.

Section 3e. Site Selection PR Committee:
The Site Selection – PR Committee shall select cost effective, central locations and times for the regular meetings. Shall network with other Chapters and Associations in the area to maintain a positive rapport and stimulate interest and growth in the Chapter.

Section 3f. Membership Committee:
The Membership Committee shall encourage those persons who are eligible for Chapter membership and have not applied for Chapter membership to do so, conduct membership drives, and maintain an updated membership list.

Section 3g. Newsletter Committee:
The Newsletter Committee shall provide an informative and interesting Newsletter to be distributed on a regular basis to serve as a Meeting Notice, and to keep the membership informed as to the activities and happenings concerning the Chapter.

Section 3h. Program Committee:
The Program Committee shall select interesting and informative topics and programs to present to the membership at each regular meeting. The Meeting Notice will be distributed by the Program Chairperson as necessary and in coordination with the Newsletter Chairperson.

Section 3i. Budget Committee:
The Budget Committee shall forecast the near and long term financial status of the Chapter. The Budget committee shall anticipate revenue and expense opportunities and recommend a course of action for a period of up to three years. This action plan shall be submitted in the form of a written budget for periodic review and approval by the Executive Committee.

Section 3j. Legislative Committee:
The Legislative Committee shall monitor and report to the membership any legislative activity that affects the purchasing function.

Section 3k. Special Committee:
The President of the Chapter shall appoint, from the membership, such special committees as may be required to carry out the purpose of the Chapter.

Section 4. Committee Meetings:
Committee meetings shall be held as often as necessary to efficiently accomplish the purpose of the committee at a time and in a place designated by the committee chairperson or decided upon by the majority of the committee.

Section 5. Committee Reports:
Committee progress reports will be given to the membership of the Chapter at the regular meetings by the committee chairpersons or their designees.

ARTICLE V. Elections

Section 1. Nomination Procedure:
A list of all positions to be filled for the coming year shall be distributed via newsletter to the membership no later than June 30 of each year. The newsletter sent to the entire membership prior to September of each year shall present the Nomination Committee's recommended slate of officers and request that any alternative nominations be submitted to the Nomination Committee prior to or at the next scheduled meeting.

The Nomination Committee will periodically poll each nominee to ensure they will serve if elected. Said slate of candidates shall be listed on the official Chapter ballot, along with space to allow for write-in candidates, and introduced to the membership by mail at least thirty (30) days prior to the designated election meeting. The designated election meeting shall be held no earlier than September 1 and no later than December 31 of each year. The ballots will be gathered at the beginning of the designated election meeting and those nominees receiving the largest number of votes will be presented to the attendees at the conclusion of the meeting.

Section 2. Election Procedure:
Officers shall be elected for one year and committee members shall be elected for the appropriate term of office by written ballot, by a simple majority vote of the members present at the designated election meeting of the Chapter.

Section 3. Installation of Officers:
The newly elected officers shall be installed during the first regular meeting of the new year and assume duties subsequent to installation.

ARTICLE Vl. Duties of Officers

Section 1. President:
The President of the Chapter shall preside at all meetings of the Chapter, appoint all special committees, call special meeting as deemed necessary, and cast the deciding vote during Executive Committee meetings in the case of a tie vote. The President of the Chapter shall be an ex officio member of all committees and shall perform all other duties as parliamentary protocol dictates.

Section 2. 1st Vice President:
The 1st Vice President shall assist the President and shall preside in the absence of the President. In addition, the 1st Vice President shall carry out any other duties as directed by the President. The 1st Vice President shall succeed to the office of President until the next regular election, should the office become vacant.

Section 3. 2nd Vice President:
The 2nd Vice President shall be the Chairperson at large of all Committees, lead in membership recruitment and retention, and shall carry out any other duties as directed by the President.

Section 4. Secretary:
The Secretary shall record the minutes of all Chapter meetings; maintain meeting minutes, and all other correspondence and Chapter records, excluding current financial statements. The Secretary shall make available, at all regular Chapter meetings, the minutes of the previous meeting.

Section 5. Treasurer:
The Treasurer shall receive and maintain all receipts and records of financial transactions of the Chapter, collect and disburse all Chapter funds and keep an accurate record of same, and shall present a current financial statement to the membership at each meeting of the Chapter.

ARTICLE Vll. Meetings

Section 1. Regular Meetings:
Meetings will be held on a regular basis, as voted on by a majority vote of the membership. The time and place of these meetings will be determined by the membership, by vote, during regular meetings, or by the Meeting/Site Selection Public Relations Committee with membership participation.

ARTICLE VIII. Rules of Order

Section 1. Procedures:
Deliberations of the Chapter shall be governed by parliamentary procedure as contained in Robert's Rules of Order unless otherwise specifically addressed in these bylaws.

ARTICLE IX. Amendment of Bylaws

Section 1. Procedures:
Bylaws may be amended at any regular meeting by a majority vote of members present and the proposed amendments have been furnished to all members not less than five (5) days prior to the meeting.

ARTlCLE X. Funds

Section 1. Signing of Checks:
The Treasurer of the Chapter is authorized to open an account in the name of the Chapter in a bank of his/her choosing. The Treasurer will normally sign all checks, however, both President and Treasurer shall have their signatures on bank signature cards.

Section 2. Fund Expenditures:
Funds may be expended for the following reasons:

A. To approved invoices.

B. To pay banking and postal fees.

C. To pay for travel, lodging, and registration for the President of the Chapter at the NIGP annual forum, provided the President's employer will not pay expenses and the Chapter has funds available.

D. To pay all reasonable and actual expenses incurred by committees and their members during the course of conducting committee activities. A committee budget must be submitted to and be approved by the Executive Committee prior to any expenses being incurred or any purchase requests being submitted.

Section 3. Approval of Expenditures:
All expenditures are to be approved before payment is made by a member of the Executive Committee as appointed by the President.

Section 4. Unencumbered Funds:
Upon the dissolution of the Chapter, all unencumbered funds remaining in accounts shall be distributed to the Lewis E. Spangler Professional Development Foundation.