OF THE NATIONAL INSTITUTE OF GOVERNMENTAL PURCHASING, INC
ARTICLE I ESTABLISHMENT
ARTICLE II PURPOSE
ARTICLE III OFFICERS
ARTICLE IV MEMBERSHIP
ARCTICLE V VOTING
ARTICLE VI QUORUM
ARTICLE VII MEETINGS
ARTICLE VIII DUES
ARTICLE IX COMMITTEES
This Chapter, the official name of which appears above, has been established in accordance with Charter number 6 granted October 26, 1977, by the National Institute of Governmental Purchasing, Incorporated.
The purpose of the Chapter shall be:
A.) To study, discuss and recommend improvements in governmental purchasing and assist in establishing purchasing departments where feasible, in the State of New Jersey, Pennsylvania and Delaware.
B.) To exchange ideas and experiences and obtain expert advice on local and national purchasing problems.
C.) To collect specifications and bid documents for governmental buying and distribute same to Members of this Chapter upon request.
D.) To collect and distribute to governmental purchasing officials, information on the organization and administration of governmental buying.
E.) To work for improvement of laws relating to governmental purchasing.
F.) To strive for professionalism through education, seminars, and adherence to the Code of Ethics as established by N.I.G.P., Inc.
A.) The Officers of the Chapter shall be a president; a First Vice President; a Second Vice President; a Secretary; a Treasurer. Their term of office shall be for one year and the Officers have the right to succeed themselves in office, upon receiving a majority vote of the general membership.
B.) There shall be an Executive Director who shall be appointed annually by the new Board of Directors at their first meeting after the annual election. The annual term of the Executive Director shall be from January 1, to December 31. Compensation, if any, to be determined by the Executive Board.
C.) There shall be an Assistant Executive Director who shall be appointed by the Executive Director with the advice and consent of the Executive Board of the Southern Jersey Chapter of the N.I.G.P. The term of office shall run consistent with the Executive Director. Compensation, if any, shall be determined by the Executive Board.i
The Chapter will elect Officers by ballot written or oral at a meeting to be held November of each year. The term of office shall commence January 1 through December 31.
The President shall preside at all meetings when he/she is present. The first Vice President shall preside at all meetings when the President is absent. If the First Vice President is also absent, the Second Vice President shall then preside in accordance with the foregoing directive.
The Secretary shall conduct the correspondence of the Chapter and notify all Officers of their elections and Chairmen of Committees of their appointments. The Secretary shall record the minutes of all official meetings and any special meeting called by the President or Executive Director or Assistant Executive Directorii. These minutes shall be officially recorded as permanent records and made available upon demand of any Officer or Member of the Chapter within a reasonable time after such meeting. The minutes of each meeting must be read at the following regular meeting unless published in the latest newsletter or mailed to all Members and approved by Motion.iii
The Treasurer shall receive all money due the Chapter for safekeeping and keep an accurate list of the Members of the Chapter including the address and complete title of each. This information is to be submitted to the Board of Directors when necessary. The Treasurer shall pay all bills approved by the Board of Directors and shall keep an accurate itemized account of all receipts and disbursements and must present a detailed report at each regular meeting of the Chapter unless published din the newsletter or mailed to all Members and approved by Motion.iv All funds are to be deposited within 48 hours of their receipt in a depository designated by the Board of Directors.
If a vacancy occurs in the Office of President, the First Vice President shall become President. All other vacancies shall be filled by election of the General Membership at the first regular meeting following the occurrence of the vacancy provided however, that the President may by his/her discretion appoint a Member to perform the duties of the vacant office until such next regular meeting.
A.) The standing duty of the first Vice President is to assume the responsibility for overseeing the preparation and implementation of programs for the general membership meetings.
B.) The President may direct the First Vice President or Second Vice President to assist the Secretary of the Treasurer in the performance of the duties of either office when deemed necessary and feasible to do so.
C.) The standing duty of the Second Vice President shall be to Chair the Committee for Social Events.v
The Executive Director shall be responsible for issuance of notices to the Members of the Chapter which shall contain information that is pertinent to the Chapter. He/she shall strive to increase the Membership of the Chapter and to promote the purpose of the Chapt4er. The Executive Director and Assistant Executive Directorvi shall assist all Officers in the discharge of their duties when expedient, feasible and possible to do so.
The Board of Directors shall consist of all Officers of the Association, the Immediate Past President, the Executive Director and the Assistant Executive Directorvii who shall be a non-voting Members. The President of the Chapter may appoint one additional Member to the Board if the President deems it to be in the best interest of the Chapter. The title of the person shall be Board Member at Large.viii It shall be the duty of the Board of Directors to formulate policies and to propose programs and resolutions to be voted on by the General Membershipix.
Compensation, if any, for any Officers shall be as set annually by the Executive Board.
The Membership of this Chapter shall be limited to the persons who are employed by governmental agencies or subdivision in the State of New Jersey Pennsylvania and Delaware and whose duties consist in whole or in part of purchasing materials, supplies, apparatus, equipment or contractual services. General Membership will consist of a primary Member and additional Members of the same entity.
Application for membership shall be addressed to the Treasurer. Upon receipt thereof, the Treasurer shall be satisfied that the applicant meets the requirements for membership as set forth in Section 1 of this article. If the applicant does meet the requirements, the Treasurer shall enroll that person as a Member of the Chapter in good standing upon receipt of the full amount of the annual dues.
Voting shall be limited to one vote for each governmental agency represented in the Chapter.
Honorary Members shall have a vote in any matters pertaining to the Chapter.
Eight Members of the Chapter shall constitute a quorum at a meeting, but at no time shall the lack of a quorum at a meeting prevent those present from proceeding with the program of the day. A quorum shall be present for the purpose of electing Officers or amending these By-laws.
Regular meetings hall be held at least four times during each year at a date, time and place selected by the President or the Executive Director, or the Assistant Executive Directorxi with the concurrence of the other Officers of the Board of Directors. Special meetings shall be called at the discretion of the President or the Executive Director. It shall be the duty of the Secretary or the executive Director to notify all Members of the date, time and place of regular and special meetings at least two weeks in advance thereof.
The Board will determine the annual dues for each active Member, payable by April 30th of each year or, in the case of a new Member, payable immediately upon his or her enrollment as a Member of the Chapter. The Treasurer shall send out statements of dues to each Member during the Month of December each year, or in the case of a new Member, immediately following acceptance of his or her application.
A Member will be considered delinquent on the first day of June if dues have not been paid for the current year and will be notified by the Treasurer of the delinquency. If dues are not paid by July 1, the Member shall forfeit all rights to Membership, and his/her name shall be removed from the list of Members maintained by the Treasurer.
The President shall appoint, unless otherwise stated in these By-laws, Members to standing Committees and any other Committee he or she deems advisable for the efficient operation of the Chapter. The President, Executive Director, and Assistant Executive Director xii shall be Ex-Officio Members of each Committee without the right to vote.
A Nominating Committee shall be appointed by the President with the concurrence of the Board of Directors. It shall be comprised of three active Members in good standing.
MEMBERSHIP AND MEMBERSHIP RETENTION COMMITTEE
There shall be a Membership Committee composed of a Chairman and any number of Members appointed by the President. The Committee shall be responsible for actively pursuing new Members as well as contacting delinquent or inactive Members to promote their retention and participation in the Chapter.
The Southern Jersey Chapter of the National Institute of Governmental Purchasing shall approve and amend By-laws as deemed necessary. A quorum of Members must be present at the meeting where the vote on amendments to these By-laws shall take place. Amendments shall be announced at a general membership meeting and presented for discussion by the Membership present, but no vote shall be taken at this first meeting. Copies of all changes shall be mailed to all paid Members at least thirty (30) days prior to the next regularly scheduled general membership business meeting and shall be voted on and adopted thereon, upon a favorable vote of a simple majority of Members present and voting as per Article V. If no quorum is present, notification shall be again sent to all Members and the vote shall take place at the next following general membership business meeting.
I Amended 1998 to include Article III, Section 1, paragraph C.
Ii Amended 1998 to include "Assistant Executive Director".
Iii Amended 1998 to include wording : "... unless published in the latest newsletter or mailed to all Members and approved by Motion."
Iv Amended 1998 to include wording: "... unless published in the latest newsletter or mailed to all Members and approved by Motion."
V Amended 1998 to include the previous sentence.
Vi Amended 1998 to include wording "Assistant Executive Director"
Vii Amended 1998 to include wording "Assistant Executive Director"
Viii Amended 1998 to include wording "Board Member at Large"
Ix Amended 1998 to change wording from "Assembly" to "Membership"
X Amended 1998 to include Article III, Section 10.
Xi Amended 1998 to include "or Assistant Executive Director."
Xii Amended 1998 to include "Assistant Executive Director."