BY-LAWS OF THE

PENNSYLVANIA PUBLIC PURCHASING ASSOCIATION

NATIONAL INSTITUTE OF GOVERNMENTAL PURCHASING, INC.

This Chapter, the official name of which appears above, has been established in accordance with Charter No. 38 granted March 20, 1984, by the National Institute of Governmental Purchasing, Incorporated.

Section 1. 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 States 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 to governmental purchasing officials, information on the organization and administration of governmental buying.

(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.

Section 1. 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. No member of this Chapter shall be considered for any offices unless he/she has been a member in good standing for at least one year.

Section 2. Officers shall be elected annually by ballot (written or oral) at a (specific) 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 a candidate to win an election.

Section 3. The President shall preside at all meetings when he 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.

Section 4. 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 meetings called by the President. These minutes shall be officially recorded as permanent record 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 approved at the following regular meeting.

Section 5.

(A) The Treasurer shall receive all money due the Chapter for safekeeping and keep an accurate list of the 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. All funds are to be deposited in a timely fashion, not to exceed thirty days after their receipt in a depository designated by the Board of Directors.

(B) Any obligation on behalf of the Chapter must have prior approval of the Board of Directors.

Section 6. If a vacancy occurs in the Office of President, the First Vice-President shall become President; the Second Vice-President shall become First Vice-President and serve in these positions until such next regular scheduled election.

Section 7. 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.

Section 8. The Board of Directors shall consist of all Officers of the Association, and immediate past President. The President of the Chapter may appoint one additional member to the Board if the President deems it to be in the best interests of the Chapter. 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 assembly.

Section 1. The membership of this Chapter shall be limited to the persons who are employed by governmental agencies or subdivisions in the States of New Jersey, Pennsylvania and Delaware and whose duties consist in whole or in part of purchasing materials, supplies, apparatus, equipment or contractual services.

Section 2. 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.

Section 3. Honorary membership shall first be at the discretion of the Board of Directors. Honorary membership then may be conferred by unanimous vote of the members upon individuals who have been selected for this type of membership. Honorary Members shall not be entitled to vote for or hold office and shall be exempt from payment of annual dues. Honorary members may serve on any committee.

Section 4. An associate membership shall be provided for those members of good standing through either the temporary displacement of his/her job or the rearrangement of his/her current duties as a purchasing official. Term no longer than two (2) years at a full membership fee. Associate members shall be entitled to vote for or hold office. Associate members may serve on any committee.

Section 5. Retired membership may be conferred upon members of this Chapter upon their retirement from the pursuit of their livelihood through active employment, and upon request for such membership. Retired members shall be entitled to vote for or hold office and shall be exempt from payment of annual dues. Retired members may serve on any committee.

Section 1. Voting shall be limited to one vote for each individual member.

Section 2. Associate members shall have a vote in any matters pertaining to the Chapter.

Section 3. Retired members shall have a vote in any matters pertaining to the Chapter.

Section 1. 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 presented for the purpose of electing officers or amending these BY-LAWS.

Section 1. Regular meetings shall be held six (6) times during each year at a date, time and place selected by the President with the concurrence of the other officers of the Board of Directors. Special meetings shall be called at the discretion of the President. It shall be the duty of the President or his designee to notify all members of the date, time and place of regular and special meetings at least two weeks in advance thereof.

Section 1. The annual dues shall be as so designated by the Board of Directors for each active member, payable within thirty (30) days of the receipt of request of payment. Statements of dues shall be sent out to each member each year, or in the case of new member, immediately following acceptance of his/her application.

Section 2. A member will be considered delinquent on the thirty-first (31) day if dues have not been received for the current year and will be notified by the Treasurer of the delinquency. If dues are not paid by the forty-fifth (45) day, the member shall forfeit all rights to membership, and his name shall be removed from the list of members maintained by the Treasurer.

ARTICLE IX
COMMITTEES

Section 1. The President shall appoint, unless otherwise stated in these BY-LAWS, members to standing committees and any other committee he/she deems advisable for efficient operation of the Chapter. The President shall be an ex-officio member of each committee without the right to vote.

NOMINATING COMMITTEE

Section 2. A nominating committee shall be appointed by the President with the concurrence of the Board of Directors. It shall be comprised of three (3) active members in good standing.

Section 3. 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 contracting delinquent or inactive members to promote their retention and participation in the Chapter.

Section 4. The Advisory Committee shall act in the capacity of reviewing, monitoring and

studying the structure of the Chapter only upon the direct order of the President. The goal of the committee is to advise only on the Chapter’s activities and policies with reference only to maintaining the structure and direction of the Chapter. This committee shall consist of two (2) or more active members and shall be members of the Board of Directors. Term of office shall be for one (1) year. The committee members shall have the right to succeed themselves.

Section 1. Articles of the BY-LAWS may be amended at any time providing the proposed amendments shall first be distributed to all members and read to the membership in attendance at a regular scheduled meeting of this Chapter. Voting on amendments will be held at the next regular meeting that is scheduled after the reading of the proposed amendments. A 2/3 majority of those members present is require to amend these laws.

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Pennsylvania Public Purchasing Association
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