Constitution and Bylaws

CONSTITUTION & BYLAWS OF THE MID-AMERICA COUNCIL OF PUBLIC PURCHASING (MACPP)
A CHAPTER OF THE NATIONAL INSTITUTE OF GOVERNMENTAL PURCHASING, INC.

CONSTITUTION

Article One

SECTION 1. NAME
The name of this Organization shall be the Mid-America Council of Public Purchasing – A Chapter of the National Institute of Governmental Purchasing, Inc.

SECTION 2. OBJECTIVES
The objectives of this Organization are to establish cooperative relationships among its members for the development of efficient purchasing methods and practices in the governmental, educational, public institutional, and related fields of procurement; to encourage maintenance of ethical standards in buying and selling; to promote uniform public purchasing laws and simplified
standards and specifications; to collect and disseminate useful information for its members; to promote the interchange of ideas and experiences within the purchasing profession; to encourage research and investigation and to sponsor such other activities as may be useful in providing its members with knowledge for efficient procurement; and to strive by all legitimate means to
advance the purchasing profession.

SECTION 3. MEMBERSHIP
A. Eligibility.
The following individuals are eligible for membership:

1. Employed by any governmental or quasi-governmental entity, including
   publicly-owned utilities;
   
2. Employed by any non-profit corporations (or operating divisions thereof), utilizing governmental-type procurement procedures;
   
3. Employed by the foregoing entities, but supervising or working in
   procurement activities;
   
4. A college student pursuing a career in public procurement.
   

B. Area.
The membership area is the greater Kansas City Region, which includessurrounding communities within reasonable commuting distance for attendance at meetings and events.

C. Application and Withdrawal.
Any individual meeting the above qualifications and residing in the membership area may be elected a member upon being proposed for membership by written application to the Membership Chairperson and favorably passed upon by the Executive Board. Any member may withdraw from the Organization, after fulfilling any obligations the member may have incurred, by giving written notice of such intention to the Membership Chairperson. Such withdrawal shall become effective as of the first Executive Board meeting after its receipt.

SECTION 4. HONORARY MEMBERSHIP
Honorary memberships may be conferred upon individuals who have made distinguished contributions to the purchasing profession or this Organization by a majority vote of members present at a regular meeting. Honorary members shall not be entitled to vote or hold office and shall be exempt from payment of fees and dues.

SECTION 5. RETIRED MEMBERSHIP.
Retired membership may be conferred upon members of this Organization upon their retirement from the pursuit of their livelihood through active employment, and upon written request for such membership. Retired members shall be exempt from payment of fees and dues, but will be
allowed to vote and hold office.

SECTION 6. STUDENT MEMBERSHIP
Student membership may be conferred upon college students with an interest in public procurement and upon written request for such membership to the Membership Chairperson and approval by the Executive Board. Student members shall not be entitled to vote or hold office and shall be exempt from payment of dues.

Article Two

SECTION 1. FISCAL YEAR
The fiscal year of the Organization shall begin on the first day of January and end on the thirtyfirst day of December in each year.

Article Three

SECTION 1. ORGANIZATION
The property, affairs, activities and concerns of the Organization shall be vested in the Executive Board, consisting of the Officers and Directors of the Organization. The members of the Board shall, upon election, enter upon performance of their duties and continue in office until their
successors shall be duly elected and qualified.

SECTION 2. RESIGNATION FROM THE BOARD.
Upon the resignation of an Officer or Director, the Executive Board shall have the authority to appoint from the membership an alternate Officer or Director to the position for the unexpired term.

SECTION 3. CONFLICT OF INTEREST.
No Officer or Director of the Board shall serve as an employee, member of a board, advisory board or committee, or in any other policy level position, with or without remuneration, of a forprofit organization which sells products or services to members of MACPP, or a for-profit organization which provides services to clients who are intended to assist those clients to sell
products or services to members of MACPP

Article Four

SECTION 1. ELECTION OF OFFICERS AND DIRECTORS
Elections shall be held annually prior to the anniversary date of the organization (January 3) from a slate of candidates presented by a nominating committee (described in the Bylaws under Article 3, Section 1. Nominations) and any eligible members nominated via write-in on the ballot. A majority of those voting shall be required for a candidate to win election. No member of this Organization shall be eligible to be an Officer unless he/she has been a member in good standingfor at least two years and has served as a Director of this Organization or as an Officer or Director of any NIGP chapter. No entity shall have more than two persons at a time serving on the Executive Board. No member shall be eligible to be a Director unless he/she has been a member in good standing for at least one year. The Executive Board shall review the final ballot prior to distribution to the membership for voting.

SECTION 2. TERMS OF OFFICERS AND DIRECTORS
The governing body of this Organization shall be an Executive Board consisting of the President, Immediate Past President, President-Elect (Vice-President), Treasurer, Secretary and five (5) Directors. The President shall serve a one-year term, and shall automatically remain on the Executive Board for one (1) additional year as Immediate Past President. The Immediate Past President is an advisory position and as such is nonvoting. The President-Elect shall serve a one-year term, and shall automatically ascend to the office of President the following year. The Treasurer and Secretary shall serve one-year terms. Directors shall serve two-year terms, with two (2) directors being elected in one year and three (3) directors in the following year. Vacancies occurring during any term of office shall be filled by appointment of the Executive Board.

SECTION 3. ADMINISTRATION
The Executive Board shall be responsible for recommending to the Organization policy issues that have an impact on Organization activities and relations with other organizations. Specific responsibilities for the Executive Board include: determining standards and eligibility for membership; establishing membership fees; reviewing and approving the budget for each fiscal year; reviewing and approving all proposed expenditures; reviewing and approving proposals for training and development; and for any other item considered by two or more members of the Executive Board. All actions of the Board shall require a majority vote of a quorum of the Executive Board.

SECTION 4. DISBURSEMENT OF FUNDS
All Officers (President, President-Elect, Treasurer and Secretary) shall sign the bank authorization form. The Treasurer, after receiving approval of a majority of the Executive Board, will sign all checks disbursed by the Organization.

SECTION 5. PAST PRESIDENT
The Immediate Past President’s responsibilities are to serve as a member of the Executive Board, to be the primary liaison between the Organization and other organizations, and to advise and assist the Organization’s President, as appropriate. The Immediate Past President chairs the Nominating Committee, which includes selecting Committee members; creating a slate
of candidates; preparing a ballot and submitting it to the Executive Board for approval; counting votes; and notifying the membership of the election results. The Immediate Past President is not an officer and is a nonvoting position on the Executive Board.

SECTION 6. PRESIDENT
The duties and responsibilities of the President are to serve as a member of the Executive Board; to conduct meetings of the Executive Board and establish an agenda therefore; to preside at Organization meetings; and to oversee the activities in a general sense of all permanent and ad hoc Organization committees.

SECTION 7. PRESIDENT-ELECT
The duties and responsibilities of the President-Elect are to serve as a member of the Executive Board; to act for the Organization’s President in the President’s absence; to assist the President in performing any of the assigned responsibilities of the President; and to be an ad hoc member
of all standing and appointed committees.

SECTION 8. TREASURER
The duties and responsibilities of the Treasurer are to serve as a member of the Executive Board; to prepare an annual budget for submission to the Executive Board and to administer such budget; and to provide monthly financial reports to the Executive Board. The incoming Treasurer will mail dues notices in sufficient time for uninterrupted membership.

SECTION 9. SECRETARY
The duties and responsibilities of the Secretary are to serve as a member of the Executive Board; to maintain minutes of all Executive Board and Organization business meetings; and to handle any necessary correspondence for the Organization.

SECTION 10. DIRECTORS
The Directors will act as chairpersons of all standing committees. Standing committees will include: Professional Development; Membership; Publications; Programs; and Procurement Operations.

SECTION 11. HISTORIAN
The Historian shall acquire all appropriate archival documents, records, photographs, and items of historical value to the Organization. All items shall be kept at one central location in an appropriate storage cabinet and in proper atmospheric conditions in order to prolong the life of all documents and artifacts. The items shall be filed or archived in a logical order to allow proper access. The Historian may select as many committee members as is necessary to perform the duties assigned. The term of office for the Historian shall be two (2) years. The Historian position is a nonvoting position.

Article Five

SECTION 1. AUTHORITY OF THE EXECUTIVE BOARD
The Executive Board may hold meetings at such times and places as it deems proper; admit members by ballot; appoint committees on particular subjects from the members of the Organization or from members of the Board; audit bills and disburse the funds of the Organization; 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 objectives of the Organization and to best protect the interest and welfare of the members.

SECTION 2. EXECUTIVE BOARD MEETING
Meetings of the Executive board shall be held at the discretion of the President, but at least four (4) occasions per year other than the general business meetings of the Organization. The agreement of three (3) or more members of the Executive Board may also constitute a call for a meeting of the Executive Board.

Article Six

SECTION 1. AMENDMENTS
This Constitution may be amended, repealed or altered in whole or in part by a two-thirds majority vote of the members responding. The proposed change(s) shall be distributed to the last recorded address (USPS or email) of each member at least ten (10) days prior to the final changes being distributed for vote. Any member in good standing may recommend to the Executive Board a change in the Constitution; however, it is the duty of the Board to prepare and present any change(s) for consideration of the membership.

Article Seven

SECTION 1. PURPOSE OF BYLAWS
Bylaws are intended to establish rules or procedures necessary to carry out the Constitution. They may not change, amend, or alter the Constitution in any manner. Before presentation to the membership for adoption, Bylaws must be approved at a regular Executive Board meeting by a majority of all Officers and Directors.

SECTION 2. ADOPTION
Bylaws may be adopted at any regular meeting of the Organization by a majority vote of members present. Advance notice of proposed Bylaw change(s) is not required. Any eligible member in good standing can recommend amendment, repeal or alteration of the Bylaws to the Executive Board; however, it is the duty of the Executive Board to prepare and present any bylaw change(s) for consideration of the membership.