The name of this organization shall be the Georgia Chapter of NIGP (National Institute of Governmental Purchasing, Inc.)
The objectives of this Chapter are to establish cooperative relationships among its Members for the development of efficient purchasing methods and practices in the field of educational, governmental, and public institutional 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; to promote ongoing training and certification of those engaged in the profession; to sponsor such other activities as may be useful in providing its Members with knowledge for efficient procurement; to strive by all legitimate means to advance the purchasing profession; and to observe the purposes, aims, and objectives of the National Institute of Governmental Purchasing, Inc.
Any person who subscribes to the objective of this organization and is willing to actively support it shall be eligible for membership in the Chapter. Membership categories shall be consistent with the categories established by National Institute of Governmental Purchasing.
The Chapter shall be governed by a Board of Directors. The officers of the organization shall be the President, Vice President, Secretary, and Treasurer. There is established a Past Presidents Council to the Board of Directors, consisting of non-voting Past Presidents of the Chapter. The Chairman of this committee shall have one vote.
The Georgia Chapter of NIGP shall conduct a minimum of four (4) regularly scheduled meetings of the Chapter membership per year. Due notice of all meetings shall be served upon the membership fifteen (15) days prior to the scheduled meeting date.
Standing Committee Chairpersons shall be recommended by the President and approved for appointment by the Executive Committee. (Chairpersons of Special Committees shall be appointed at the discretion of the President.)
Nomination of the officers shall be made by a Nominating Committee appointed by the President. Additional nominations may be made from the floor or as "write-in" on absentee ballot. All officers shall be elected for a two (2) year term, and each shall hold office until a successor is elected or appointed.
No officer ordirector of the Chapter shall be compensated for their services. The Board of Directors may retain the services of qualified personnel to 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. A fiscal year for the Chapter shall be established, and all association activities shall be related to this period. All activities of this Chapter shall be confined to the State of Georgia.
The Chapter shall be financed by annual dues from the membership, through the assessment of Members, revenue from the Governmental Purchasing Conference and Products Exposition, gifts, contributions, or fundraising. Accurate records shall be maintained to reflect the receipt and expenditure of all funds by the Chapter. Financial records shall be audited once each Chapter year by external sources.
This Constitution may be amended at designated meetings of the Chapter by a majority vote of the membership in attendance or received via absentee ballot, provided that such proposed amendment shall first have been submitted in writing and mailed to the regular membership thirty (30) days prior to the date of the meeting.
In the event of the dissolution of this Chapter or the surrender or forfeiture of the Chapter or otherwise, no distribution of assets is to be made to any officer or director, or any other person or individual.
The name of this organization shall be the Georgia Chapter of NIGP (National Institute of Governmental Purchasing, Inc.)
All persons who desire to become Members of this organization shall subscribe to the objective of the Chapter as outlined in Article II of the Constitution.
1. The membership shall be consistent with the categories established by National Institute of Governmental Purchasing.
2. Admission: An applicant becomes a regular Member upon acceptance of the application, payment of dues, and confirmation that they meet all eligibility requirements.
3. Revocation: The Board of Directors may revoke the membership of any person for non-payment of dues, or for other just cause, including violations of the NIGP Code of Ethics. A person considered for membership revocation, except for non-payment of dues, shall be provided written notice of the proposed action by the Board of Directors and be given opportunity to show cause as to why the membership should not be revoked.
1. The following shall constitute the officers of the Chapter: President, Vice President, Secretary, and Treasurer.
1.1. President: The President shall exercise a general supervision over the affairs of the Chapter, preside over all meetings of the Chapter, be a member ex-officio of all committees and perform all duties incident to the office of the President.
1.2. Vice President: The Vice President shall see that an audit of financial records is performed, and performs such other duties as are assigned by the President.
1.3. Secretary: The Secretary shall maintain a written record of the proceedings, in the form of Meeting Minutes, of all meetings of the Board of Directors, Executive Committee, and the Chapter, mail notices covering meetings and the affairs of the Chapter, maintain an ongoing file of Meeting Minutes, other secretarial files, and perform such other duties as may be assigned by the President or Board of Directors.
1.4. Treasurer: The Treasurer shall have charge of the funds of the Chapter and shall pay bills against the Chapter. The Treasurer shall be responsible for reviewing the annual Chapter budget and making appropriate recommendation(s) concerning same to the Board, for the accounting of funds of the Chapter, maintaining a complete record of the receipts and disbursements, and rendering a true and complete report relative to the affairs of the office at each meeting. The Treasurer shall prepare and sign all Chapter checks, and deliver to the President or Vice President for counter signature.
2. Board of Directors: The Board of Directors is the governing body of this Chapter and shall consist of the Executive Committee and standing Committee Chairpersons and shall be chaired by the President. It shall be the duty of each Member, or their designated representative, of the Board of Directors to attend each meeting and to fulfill their responsibilities as defined in Article IX -Committees of these Bylaws. The Board of Directors shall control and manage the affairs and finances of the Chapter and shall have authority to take actions that will serve the best interest of the Chapter and its Members. The Board of Directors shall not have the authority to expend or commit funds, or otherwise cause indebtedness of the Chapter to an amount in excess of the cash resources of the Chapter unless such expenditures, commitment, or indebtedness is approved in advance by two-thirds (2/3) majority vote of the membership at a regular meeting. The Board of Directors shall review and unanimously approve special announcements before distribution to the membership or to prospective members.
3. Past Presidents Council to the Board of Directors: Past Presidents of the Chapter, who are current Chapter Members, may serve as non-voting members of the Past Presidents Council to the Board. The Past Presidents Council shall be honorary in nature and shall provide advice and council to the Board of Directors as requested. A Chairman shall be appointed by the President, who shall have one vote at all chapter meetings.
4. The fiscal year of the Chapter shall be January 1 through December 31.
1. The Nominating Committee shall consist of three (3) Members selected from Past Presidents and/or sitting President as designated by the President, will recommend a slate of officers consisting of one candidate for each office for membership vote at the December Chapter meeting. The slate of candidates will be announced by mail to the membership thirty (30) days prior to the December meeting. Officers shall be elected at the December meeting from the slate of candidates presented by the Nominating Committee and any eligible and consenting Members nominated from the floor, and any eligible and consenting Members nominated as "write-in" on the absentee ballot. A simple majority vote of those regular Members in attendance, and by absentee ballot, will be required for a candidate to win election. Votes by absentee ballot will be counted only if submitted on Chapter's Absentee Ballot form. The absentee ballot shall be received by the Nominating Committee prior to the first official vote.
2. No Member of this Chapter shall be eligible for any office or directorship unless he/she has been a Member in good standing for at least one (1) year immediately preceding the election. Chapter officers must hold a current membership in NIGP.
3. No two (2) Members of the same entity may serve as officers at the same time.
1. The term of office of all officers and directors shall commence on January 1 of each year.
2. The term of office of all officers and directors shall be for two (2) consecutive years with the exception of the Past President who may be President two (2) years and then serve on the Board of Directors the following two (2) years.
1. A vacancy may exist in any office for the following reasons:
a. Death;
b. Resignation in writing;
c. Inability to perform the duties of the office;
d. Removal from the office for cause
The Board of Directors may, by a majority vote, vacate any office for cause or whenever the Board of Directors shall determine that the incumbent is unable to perform the duties of such office. Cause is defined as failure to perform the duties of the office as outlined in the operations guide of the Chapter or failure to perform the duties or provide leadership required of such office. The officer shall be given, by registered mail, written notice of any such proposed action of the Board of Directors together with a detailed statement of the reasons thereof at least thirty (30) days before removal action by the Board. The officer affected shall have the right to respond to such notice within twenty (20) days after receipt of such notice.
1. Annual Meeting: The purpose of the annual meeting shall be to elect officers, present the annual report and financial statement, and other transactions of business as shall be brought before it. The time of the annual meeting shall be at the end of the Chapter year, usually in December.
2. Special Meetings: Special meetings of the Chapter may be called by the President on his/her own motion. Special meetings of the Chapter may be called by any other officer upon approval of the Board of Directors. Regular Members of the Chapter may, upon approval of the Board of Directors or upon presenting written approval of two-thirds (2/3) of the regular membership call for a special meeting of the Chapter.
3. Committee Meetings: Committees shall meet as often as necessary to accomplish their goals.
4. Notice of Meetings: Written notice of the purpose, time, and place of all regular, annual, or special meetings of the Chapter shall be distributed to all Members. Such notice shall be served to Members no less than fifteen (15) days and no more than sixty (60) days prior to the meeting.
5. Quorum: For any meeting, a quorum shall consist of the majority of the membership present.
6. Voting: Each regular or retired Member in good standing shall be entitled to one (1) 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 meeting.
7. Authority: Except where inconsistent with these Bylaws, Roberts Rule of Order shall govern the conduct of the meetings of the Chapter.
8. Board of Directors' Meetings: The Board of Directors shall meet regularly. The President may call special Board of Directors meetings at any time deemed necessary.
1. Standing Committees: The standing committees of the Chapter shall be as follows:
a. Executive Committee
b. Conference, Program and Education Committee
c. Membership Committee
d. Public Relations Committee
e. Awards & Scholarship Committee
f. Expo Committee
g. Past Presidents Council Committee
h. Historian Committee
a. Chairperson, to be appointed by the President;
b. Chairperson of Education & Certification Committee;
c. Chairperson of Membership Committee;
d. Member-at-Large from Chapter membership, nominated by the President and
This Committee shall be responsible for the development and administration of procedures, criteria, and final selection of recipients for the following awards:
a. Professional Purchasing Manager of the Year
b. Professional Buyer of the Year
Eligibility procedures and criteria shall be submitted to the membership in writing, along with Chapter award application.
Individuals may receive only one award per year.
1.6. Expo Committee: The Expo Committee shall consist ofthe number of regular Members deemed necessary by the Chairperson. The Committee's primary responsibilities are to plan, organize, and conduct the Georgia Governmental Purchasing Conference & Products Expo (GGPCPE). The GGPCPE may be held in conjunction with other recognized chapters as approved by the Board of Directors.
1.7 Past Presidents Council: This committee shall be comprised of all Past Presidents of the Georgia Chapter that hold current membership in the Chapter. The Council's primary responsibility shall be to offer advice and recommendations to the Board of Directors. A Chairman shall be appointed by the President who will have one vote which should be the consensus of the entire Council.
1.8 Historian: The Historian shall be responsible for conducting research concerning the history of the Chapter and collecting all data and materials for the Chapter Library. The records should include as a minimum, minutes of the meetings, membership listings, events held by the Chapter and any other information as deemed important to the history of the Chapter.
2. Special Committees: The President may from time to time appoint special committees. The Chairperson of the Committee shall keep the President advised at all times on the activities of the Committee and shall render such progress reports as required by the President.
1. Membership Dues: The Chapter shall receive annual dues from the membership. New Members shall pay, in full dues at the time of acceptance into membership.
2. Assessment: The Chapter may at its option and in accordance with the Constitution and Bylaws of this Chapter assess its Members for financial support of the Chapter's activities.
3. Contributions and Gifts: The Chapter may receive gifts and financial contributions in support of its activities. The financial receipts of the Chapter derived from sources other than membership dues may be retained for the support of the Chapter's activities unless other arrangements approved by the Board of Directors are established.
4. Fund Raising: The Chapter may conduct fund raising functions to support its activities. No person, officer, or Member, may in the name of the Chapter, solicit or receive gifts or contributions of any kind without the approval of the Board of Directors or from the President.
5. Georgia Governmental Purchasing Conference & Products Exposition: The Chapter shall receive one half of all revenues realized from the annual Purchasing Conference & Products Exposition (EXPO) held in conjunction with the Governmental Purchasing Association of Georgia (GPAG). The Chapter will also be responsible for one half of all expenses and the Board of Directors shall approve Chapter's participation in the EXPO on an annual basis.
1. Time for Filing Proposals for Amendments: All proposals to amend, alter, or repeal any part of the Constitution and/or Bylaws must be mailed to the membership thirty (30) days prior to the meeting that would consider the changing of the Constitution and/or Bylaws.
2. Amendments: At designated meetings of the Chapter, the membership may alter, amend, or repeal any part of the Constitution and Bylaws, adopt a new Constitution and Bylaws, or direct the Board of Directors to cause any provision of the Constitution and Bylaws to be altered, amended, repealed, or adopted, provided however, that no provision of the Constitution and Bylaws to be amended would be inconsistent with the Chapter status as a non-profit corporation under the laws of the State of Georgia, nor would infringe on the rights of a third party unless approved by a majority vote of the membership in attendance or received via absentee ballot. Votes by absentee ballot will be counted only if submitted and received by the President prior to the first official vote.
If any section of the Constitution and Bylaws are found to be unjust or unconstitutional, it shall not affect other portions except as amended under Article XI, Section 1.
In the event of the dissolution of this Chapter, all properties owned, acquired, managed, and operated by the Chapter are to be dedicated to charitable purposes, unless dissolution is for the purpose of merger with another Chapter of the National Institute of Governmental Purchasing within the State of Georgia. Upon the dissolution of this Chapter, such properties shall not benefit any private person except as relating to a nonprofit fund(s), foundation, or corporation whose purpose as specified in the Internal Revenue Code and the Laws of the State of Georgia would aid or benefit the general welfare of the citizens of Georgia.
FOREWORD
The 1991 Board of Directors initiated the concept for this Operations Guide. A draft of the Guide was begun that year and was first published for distribution to the 1992 Board of Directors in June 1992. The Guide was written by the Chapter’s Executive Directors and approved by the Board of Directors.
The purpose of the Operations Guide is to orientate Board Members, each Chapter Year, on how the Chapter currently operates. Revisions are to be made as necessitated by changes adopted by the Board of Directors.
The Operations Guide contains objectives of the Chapter, requirements of NIGP, procedures for officers and committees, and other information.
TABLE OF CONTENTS
Page No.
Foreword 1
Table of Contents 2
Section I: Chartering of the Chapter 3
Section II: Organizational Requirements 4
A. Requirements of NIGP 4
B. Chapter Constitution and By-Laws Requirements 5
Section III: Beginning the Chapter Year 8
A. Early Activities 8
B. Ongoing Activities 10
Section IV: General Duties of Directors 10
A. Officers 10
B. Committee Chairpersons 13
Section V: Policies 29
Section VI: Appendix 30
SECTION 1 - CHARTERING OF THE CHAPTER
The Georgia Chapter of NIGP was the first NIGP chapter chartered in the state of Georgia by the National Institute of Governmental Purchasing, Inc. (NIGP). The formal ceremony for presenting the charter was held at the Atlanta Civic Center at an evening event on February 3, 1984. Mr. Lewis E. Spangler, CPPO, then the Executive Vice-President of NIGP, presented the charter.
Prior to the chartering, several organizational meetings were held during January 1984 to choose a name for the Chapter, to establish an annual meeting schedule, and to name officers of the Chapter. The governmental entities that came together to establish a Chapter and request official chartering were Georgia State Purchasing, City of Atlanta, and City of College Park.
The first name of the Chapter was North Georgia Chapter of NIGP. The Chapter name was later officially changed to Georgia Chapter of NIGP.
Shortly thereafter a Constitution and By-Laws were developed and approved stating the chapter’s mission as follows:
The objectives of this chapter are to establish cooperative relationships among its members for development of efficient purchasing methods and practices in the field of educational, governmental, and public institutional procurement; to encourage maintenance of ethical standards in buying and selling; to promote ongoing 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 professions; to encourage research and investigation; to promote ongoing training and certification of those engaged in the profession; to sponsor such other activities as may be useful in providing its members with knowledge for efficient procurement; to strive by all legitimate means to advance the purchasing profession; and to observe the Purposes, Aim, and Objective of the National Institute of Governmental Purchasing, Inc.
As a Chapter of NIGP, operations and activities must be conducted in accordance with NIGP’s guidelines. A Chapter Management Operations Guide is provided by NIGP to Chapter Presidents each year, which sets forth NIGP policy statements and guidelines for chapters. The NIGP By-Laws cover the rights and responsibilities of local Chapters in Article XIV- Chapters and Charters.
The Georgia Chapter of NIGP conducts its business in accordance with the Chapter’s Constitution and By-Laws, and is governed by the Chapter’s Board of Directors.
SECTION II - ORGANIZATIONAL REQUIREMENTS
A. Requirements of NIGP:
1. Chapter:
The Chapter’s fiscal year is to begin on January 1 and end on December 31.
2. Membership in NIGP:
At a minimum, the highest three (3) Chapter officers shall be required to hold either an Agency or Individual Associate Membership in NIGP at the national level.
The Chapter receives a $25 rebate for having non-national Chapter Members become members of the Institute. However, the membership application and membership fee should be forwarded through the Chapter to NIGP for the prospective member.
3. Voting Privilege:
The Chapter President may cast one vote on any matter brought before the Institute membership at the NIGP Annual Conference.
The Chapter President is a Member of the Institute’s Chapter Relations Committee and is encouraged to attend those meetings. There are three meetings each year: a Spring Meeting, a meeting at the national conference, and a Fall Meeting. This Committee provides a means for Chapters and the Institute to interact. If the President cannot attend, a Chapter member representative may be named to substitute for the President and cast the Chapter’s vote, with prior notification to the Chairperson of the NIGP Chapter Relations Committee.
4. Chapter Assessment:
The Chapter is assessed an annual fee, based on the total “head count” of all dues paid by Chapter Members as of January 1st each year. The Chapter is responsible for payment of the annual fee from Chapter funds. Payment of the assessed fee entitles the Chapter to discounted fees for seminars, conferences, publications, and upon request, bulk shipments of the Technical Bulletins, and NIGP Resolutions.
5. Conduct:
The Chapter cannot issue statements or take official action on matters of national importance to the Institute.
Any program, event, or curriculum reasonably calculated to have an impact on other Chapters or the national office operations must be scheduled and approved by NIGP.
6. Financial Responsibility:
The National Institute is not accountable or responsible for any financial commitments or obligations of the Chapter.
7. Reports to NIGP:
For the purpose of determining the Chapter assessment amount, the Chapter is required to submit to NIGP a list of members, including name, address, phone number, fax number, and email address.
The list must be categorized by national and non-national members and supplied to National no later than January 31st.[T1] Additionally as early as possible in the Chapter Year, NIGP should be furnished (1) a list of Chapter Officers, indicating those holding national memberships with name, address, phone and fax numbers, and email address; and (2) a list of Committee Chairpersons, with name, address, phone and fax numbers, and email address.
Copies of Chapter annual financial audits are to be forwarded to NIGP by the Vice-President.
B. Chapter Constitution and By-laws Requirements:
1. Chapter Mission Statement:
The Chapter Objectives are to establish cooperative relationships among its Members for development of efficient purchasing methods and practices in the field of educational, governmental and public institutional procurement; to encourage maintenance of ethical standards in buying and selling; to promote on going 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 professions; to encourage research and investigation; to promote ongoing training and certification of those engaged in the profession; to sponsor such other activities as may be useful in providing its members with knowledge for efficient procurement; to strive by all legitimate means to advance the purchasing profession; and to observe the Purposes, Aim and Objective of the National Institute of Governmental Purchasing, Inc.
2. Governing Body of the Chapter:
The Board of Directors is the governing body of the Chapter. Directors are: President, Vice-President, Treasurer, Secretary, Immediate Past President, and Chairpersons of each Standing Committee.
Individual members of the Past Presidents Council are invited to attend all Board of Directors Meetings as non-voting members, with the exception of the Chair who is a voting member at those meetings. Past Presidents Council Members serve the Board in an advisory capacity.
During intervals between meetings of the Board of Directors, the Executive Committee may transact such business of the Chapter as the Board authorizes. The Executive Committee consists of the President, Vice-President, Treasurer, Secretary, and the Immediate Past President.
3. Standing Committees:
Standing Committee Chairpersons are recommended by the President and approved for appointment by the Executive Committee. Standing Committees are:
Executive Committee
Awards and Scholarships Committee
Expo Committee
Conference, Program, and Education Committee
Membership Committee
Public Relations Committee
Past Presidents Council Committee
Historical Committee
4. Chapter year and terms of Office:
The term of office of all officers and directors shall commence on January 1 of each year.
The term of office of all officers and directors shall be for two (2) consecutive years with the exception of the Immediate Past President who may be President for two (2) years and then serve on the Board of Directors the following two (2) years.
5. Chapter Membership:
Membership is governed by guidelines established by NIGP as follows:
Organizations are eligible to be considered for membership if they are federal, state/provincial, county, city, public schools, institutions of higher learning, commissions, boards, governmental hospitals, public authorities or institutions. Each member agency shall be represented by a professional representative who is currently and directly involved with the public procurement profession. This individual shall be designated as the "Chapter Member". All persons designated as Chapter Members are entitled to all the privileges of membership, which include petitioning and voting rights, eligibility to serve as a member of a chapter committee, and eligibility to serve as a member or officer of the Board of Directors
Individuals are eligible to be considered for voting membership if they are: (a) RETIRED from a public purchasing organization with full retirement benefits and neither self-employed or employed in the private sector; (b) an INDIVIDUAL employed in a public purchasing organization whose agency (1) cannot fund membership in professional organizations, or (2) will not fund membership in professional organizations, or (3) does not include the individual in its membership.
6. Financial Management:
Income is derived from annual membership dues, fund raising activities such as the Chapter-sponsored Annual Georgia Governmental Purchasing Conference and Products Expo, Chapter co-sponsorship of NIGP seminars, contributions, gifts, and, if necessary, assessment of Chapter members.
The Board of Directors manages Chapter funds with input from the Executive Committee with the goal of producing a 2-year budget annually.
The issue of a chapter check may reimburse purchases for official Chapter business when the Treasurer therefore receives receipts that are signed, dated, and a description of the purchase is listed. All receipts for reimbursement should be forwarded to the Treasurer using a “Reimbursement Form”. Forms may be obtained from the Chapter Treasurer.
All Chapter checks are signed by two of the following: the Treasurer, the President and/or the Vice-President. Two signatures are required to provide a balance and safeguard for all Chapter funds disbursement.
Debit cards for the Chapter checking account may be issued to the Treasurer and/or President as deemed necessary by the Executive Board and used only in the event that a chapter check is not available or acceptable.
7. Chapter Meetings:
The Chapter meets regularly at its discretion and as necessary. The Conference, Program, and Education Committee Chairperson and the Board of Directors determine the dates and locations. Regular, annual, and special meetings of the Chapter must be announced to the membership at least fifteen (15) days in advance.
The purpose of the Chapter’s Annual Meeting is to elect officers, present reports, and present annual awards, including Professional Purchasing Manager of the Year, Professional Buyer of the Year, Outstanding Service Award, and Scholarships and Grants.
There are regular Chapter meetings of the membership and special called meetings, as deemed necessary by the President. Members may call for a special meeting upon approval of the Board of Directors or upon presenting written approval of two-thirds (2/3) of the regular membership.
Each regular or retired member in good standing is entitled to one vote at Chapter meetings. A majority of the votes cast by the membership at a Chapter meeting duly called is sufficient to take or authorize action on a matter, which is properly brought before the meeting. The President, who serves as Chairman, calls Executive Committee meetings and Board of Directors meetings.
The foregoing excerpts are from the Constitution and By-Laws. Each Board Member is urged to read and become familiar with the entire document.
SECTION III - BEGINNING THE CHAPTER YEAR
A. Early Activities:
As soon as possible after election, the President:
1. Considers which Chapter Members in good standing will be asked to serve as
Chairpersons of the Standing Committees for the Chapter Year, January 1 through December 31. The selected members are contacted and asked if they are willing to serve the Chapter as a Committee Chairperson for one Chapter Year. An overview is given of their expected duties. They are informed that as Committee Chairpersons they are also required to serve as Directors on the Chapter Board of Directors and the number of meetings they are required to attend. Upon their agreement to the duties, their names will be placed before the Executive Committee for approval and they will be notified of the Committee’s decision.
2. Appoints a Chairperson of the Past President’s Council. Past Presidents of the Chapter are automatically members of the Council, and the Chairperson is appointed by the President.
3. Schedules, at the earliest possible time, the first meeting of the Executive Committee (Chapter Officers), and the first Board of Directors Meeting. The Secretary is asked to be involved in date selections, and will be asked to notify members of meeting announcements and agendas, requesting their attendance. To assure 100% attendance, it is recommended that each Board and EC Member be contacted prior to setting meeting dates to confirm his or her availability to attend.
4. Assures that all records retained by the outgoing Officers and Committee Chairpersons are passed on to the respective incoming Officers and Committee Chairpersons no later than January 15th. Once previous year’s records have been reviewed and accepted, they will be turned over to the Historian.
5. Confers with the Secretary on items needed for the first EC and Board of Directors meetings. For example: (1) Preparing a Board Member Notebook for distribution at the first meeting of the year; and (2) Preparing updated materials for notebooks of returning Board Members.
6. Coordinates with Secretary on whether required data has been forwarded to NIGP national headquarters, such as: (1) A Chapter Year-End Membership List, (2) A list of Officers, Committee Chairpersons and Advisory Council Members, including names, addresses, phone and fax numbers, and email addresses; and (3) Financial audit of the previous Chapter year. The Audit is usually not completed until February or March.
Develops, prior to the first EC and Board Meetings, ideas for the goals to be achieved during the Chapter year. It would be useful to ask each Officer and Committee Chairperson to do the same. The collective goals can be considered at the first meeting. To assist Board Members in developing their goals, the latest 5-Year Business Plan could be transmitted to them with a request that it be reviewed and their goals developed for recommendation at the first Board Meeting.
7. Meet with Committee Chairperson(s) prior to the first meeting if you have any particular plans for that Committee to be aware of and develop these into goals for the 5-year Business Plan.
B. Ongoing Activities:
1. During the Chapter year, each Committee Chairperson carefully monitors progress of their Committees to assure meeting its goals included in the 5-year
Business Plan, stays within budget, and arranges for responsibilities assigned to the Committee to be carried out.
2. During the Chapter Year, the Executive Committee monitors activities and conducts business of the Chapter between Board of Directors Meetings and with Board approval. For more specific Executive Committee responsibilities, see EXECUTIVE COMMITTEE below.
3. The President takes the initiative to arrange for a meeting with other NIGP Chapter Presidents in the state to coordinate mutual interests. Other Chapters are: Governmental Purchasing Association of Georgia (GPAG) Chapter of NIGP, and Georgia Coastal Chapter of NIGP.
SECTION IV - GENERAL DUTIES OF DIRECTORS
The following described duties and responsibilities of Board Members are generally performed, but may be modified by the President. Changes of a more permanent nature will require revision of this part of the Operations Guide and possibly the By-Laws. The purpose of stating these duties is to familiarize each individual Board Member with their particular role and provide an overview of their activities. Each Board Member should also familiarize themselves with the Chapter’s Constitution and By-Laws, the 5-year Business Plan and the 2-year Budget, which may affect individual activities.
A. Officers:
PRESIDENT
The President’s term is two (2) consecutive years. The purpose of the President is to exercise general supervision over the affairs of the Chapter, preside over meetings of the Chapter, is a member ex-officio of all Committees, and performs all duties incident to the office of President. The President is Chairman of the Board of Directors and the Executive Committee and coordinates meeting dates and locations with the Secretary. The President chairs Chapter meetings and coordinates meeting dates and locations with the Conference, Program, and Education Committee Chairperson. Meeting agendas are developed and arrangements made with the Secretary for inclusion with meeting announcements.
All Officers are expected to attend all Chapter meetings and any special called meetings of the Board of Directors.
VICE-PRESIDENT
The Vice-President shall coordinate with the Treasurer to assure that an annual fiscal audit is performed by an independent auditor, shall conduct Chapter meetings, performs other Presidential duties in the absence of the President, and shall perform other duties as are assigned by the President.
The Vice-President shall perform quarterly internal audits of the financial records to include reconciliation of bank statements. The audits will be complete prior to each chapter meeting in order for the results to be reported to the Board of Directors.
The Vice-President will ensure that IRS Form 990 is complete and filed within the necessary time frame to NIGP and IRS. A copy of the completed form will be sent to the Secretary to be filed with Chapter records.
All Officers are expected to attend all Chapter meetings and any special called meetings of the Board of Directors.
TREASURER
Early in the Chapter year, the incoming Treasurer arranges for bank signature cards to be executed.
The Treasurer has charge of the funds of the Chapter and shall pay bills against the Chapter. Upon receiving invoices or receipts for reimbursement certified by sender and accompanied by the Chapter’s Reimbursement Form, checks are written and signed by the Treasurer and forwarded to the President, or Vice-President, for co-signing for payment.
Prior to the first Board of Directors meeting in the Chapter year, the Treasurer asks each Board Member (by memo) to review the existing 2-Year Budget as passed on by the outgoing Board of Directors, and to forward by a certain date their particular proposed budget changes, if any, so that the Treasurer may draft a 2-Year Budget (current and next year), with proposed changes. After receiving budget change requests, the Treasurer prepares an amended 2-Year Budget and submits for Executive Committee review and approval prior to presenting it to the full Board of Directors.
Through the Chapter year, the Treasurer is responsible for the accounting of funds and maintaining complete financial records, including receipts and disbursements.
At each Board meeting, the Treasurer will provide a current financial summary report and a budget comparison report as part of the Treasurer’s report on the agenda. Other special financial reports are provided upon request from the President.
Near the end of the Chapter Year, arrangements are made with an independent auditor to perform a financial audit of the Chapter year records. The Treasurer and Vice-President agree upon the selection of an auditor.
All Officers are expected to attend all Chapter meetings and any special called meetings of the Board of Directors.
SECRETARY
The Secretary maintains a written record of the proceedings, in the form of Minutes, of all meetings of the Board of Directors, Executive Committee, and Chapter meetings.
Notices covering meetings and the affairs of the chapter are distributed by the Secretary, which may include a meeting agenda, as early as possible, but no later than fifteen (15) days prior to the meeting date. Notices of the two (2) Chapter meetings held independently of conferences will be mailed to chapter membership by the Secretary.
The Secretary maintains a complete file, from the beginning of each Chapter year consisting: (1) Meeting Minutes, (2) Constitution and By-Laws, (3) Meeting notices and agendas, (4) Chapter newsletters, (5) Absentee ballots, (6) Business Plans, and (7) correspondence. Other files maintained are: Operations Guide for Board of Directors, National Institute of Governmental Purchasing (Chapter’s definition of NIGP), Chapter forms, such as those for Reimbursement, Transmittal of Invoices/Income to the Treasurer, Transmittal of Receipt(s) for Reimbursement to the Treasurer, tax exempt FEI forms, etc.
Early in the Chapter Year, the Secretary will:
Prepare notebooks for each Board Member for distribution at the first Board of Directors meeting, to include: (1) Board of Directors directory (name address, business phone number, fax number and home phone number), (2) Constitution and By-Laws, (3) Membership Directory, (4) 5-Year Business Plan, (5) 2-Year Budget, (6) Treasurer’s report of the previous year, (7) Executive Committee Meeting Minutes of previous year, (8) Board of Directors Meeting Minutes of previous year, (9) Chapter Meeting Minutes of previous year, (10) The Operations Guide for Board Members, and (11) Chapter Meeting Sign-In Sheets.
Send Chapter information to NIGP as required.
All Officers are expected to attend all Chapter meetings and any special called meetings of the Board of Directors.
The Secretary performs other duties as assigned by the President.
IMMEDIATE PAST PRESIDENT
The Immediate Past President serves on the Executive Committee and the Board of Directors. In this role, the IPP participates and provides information as may be requested from the President including performing the swearing in of new officers. This duty may be performed by any Past President of the Chapter.
All Officers are expected to attend all Chapter meetings and any special called meetings of the Board of Directors.
B. Committee Chairpersons:
EXECUTIVE COMMITTEE
The President chairs this Committee, or the Vice-President in the absence of the President, the Committee Members are: The President, the Vice-President, the, Treasurer, the Secretary, and the Immediate Past President. The Committee transacts such business of the Chapter as the Board authorizes during intervals between meetings of the Board of Directors.
Other responsibilities of the EC are to: (1) encourage participation and awareness of Chapter’s mission, (2) address matters which come before the Chapter to ensure focus on Chapter’s mission, (3) review proposed 2-Year Budget proposed by the Treasurer prior to presentation to the Board for approval, (4) in conjunction with Committee Chairpersons, ensure that goals are clearly understood and sufficient commitment and resources are available to meet target dates, (5) ensure integration of the budget and planning process, and (6) monitor the progress of Committees in the accomplishment of goals.
The Committee Chairperson (President) makes periodic reports to the Board of Directors.
All Committee Chairpersons are expected to attend all Chapter meetings and any special called meetings of the Board of Directors.
AWARDS AND SCHOLARSHIPS COMMITTEE
The Awards and Scholarship Committee Chairperson leads the Committee in its activities. Serving with the Chairperson, members of the Awards and Scholarships (A&S) Committee are: Chairperson of Conference, Program, and Education Committee; Chairperson of Membership Committee; and an additional appointee from the Chapter membership who is nominated by the President.
1. Chapter Annual Awards:
The Committee is responsible for the development and administration of procedures, criteria, and final selection of recipients for awards.
Professional Purchasing Manager of the Year
Professional Buyer of the Year
Outstanding Service Award
Scholarships and Grants
The Chapter recognizes the excellence in its members and presents these awards at its Annual Meeting in December. Every Member is encouraged to participate as a candidate for the awards. The Awards and Scholarships Committee follows the criteria established by National in selecting the awardees
The Awards and Scholarships Committee reviews current Chapter criteria to ensure National guidelines are adhered to for the awards of Professional Purchasing Manager of the Year and Buyer of the Year. and the Chairperson, if any, recommends changes, for Board approval by July of the award year. Also the Board is notified in July if no changes are recommended.
Procedures for qualifying as a candidate for awards are mailed to the membership in September, stating the return date requested, allowing time for submittal by candidates for consideration. The Committee selects awardees using established criteria for awards selection, and presents awards at the December Annual Chapter Meeting.
2. National level awards:
The National Institute invites Chapters to submit nominations for awards for NIGP Manager of the Year, NIGP Buyer of the Year, NIGP small Chapter of the Year, and NIGP Large Chapter of the Year. The Institute sends procedures and criteria for award selection early in the calendar year to Chapter Presidents. The Georgia Chapter President passes the information on to the Awards and Scholarships Committee Chairperson. The Committee recommends for Board approval whether or not to participate in the award competition at the national level. Should the decision be made to participate, the Committee gathers data, completes forms, etc., and submits nominations to NIGP.
NIGP presents the awards at the Annual Forum and Products Exposition, usually in late July or early August.
The Awards and Scholarships Committee Chairperson makes periodic Committee reports to the Board of Directors and to the President.
All Committee Chairpersons are expected to attend all Chapter meetings and any special called meetings of the Board of Directors.
EXPO COMMITTEE
The Expo Committee is a standing Committee as long as the Board of Directors approves conducting the Annual Georgia Governmental Purchasing Conference and Product Expo (GGPCPE) in the next year. The purpose of the Committee is to plan, organize and conduct the GGPCPE. Each year the Board considers the outgoing Committee’s recommendation as to whether the event should be held the next year. The recommendation is made based upon how successful the last GGPCPE was. If the Board approves a next year event, the President names a Chairperson, who selects Chapter Members to serve on this large Committee. Some years the GGPCPE is jointly conducted by this Chapter and the GPAG Chapter of NIGP, and in those years, the President of each Chapter jointly chairs the Expo Committee, with a Co- Chairperson from Georgia Chapter and a Co-Chairperson from the GPAG Chapter named.
1. Forming the Committee
a. The Committee Chairperson is named soon after the close of the last GGPCPE and after the Board approves having the event the next year. The Chairperson contacts Members for their agreement to serve in specific roles. An organization chart of the Committee is prepared.
b. A task list is developed. Conducting an event this large requires a large group of individuals dedicated to tasks are accomplished in stages.
2. Committee Meetings:
a. The Chairperson calls a meeting of the Committee as soon as possible to (1) assign tasks; (2) select a site for the event, and (3) select dates for the event.
b. The Committee meets as soon as possible after it is formed. Usually the first meeting is in May or June. Then, meetings are help monthly or as often as necessary to monitor the progress and assure all tasks are being completed on schedule.
c. As early as possible, a budget for the Committee is developed and adopted by the Committee.
3. The Agenda
The GGPCPE agenda is planned at an early meeting. It usually includes:
a. A Ribbon cutting:
To officially open the products expo, a ribbon cutting ceremony is arranged, with the Chairperson (or Co-Chairpersons) and the Exhibitor Advisory Committee Chairperson participating.
b. Products Expo:
Exhibits of the products expo are usually open portions of two days. Door prizes are usually given away during the expo hours and winners are announced intermittently.
c. Seminars:
Seminars are planned around the products expo hours. Usually the seminar is of 2 hours to 4 hours duration. The seminars are never scheduled to be going on while the products expo is open, to allow the largest number of attendees in the expo area at all while it is open.
d. Exhibitor Appreciation Dinner:
There is an exhibitor appreciation night and usually includes a dinner and games/entertainment. This is a real nice affair to show the vendors and/or exhibitors appreciation for exhibiting at the event. Door prizes are usually given away during the evening.
4. Finances:
a. The Committee decides the amount of the registration fee for the GGPCPE, and the cost of exhibit booths/islands. Usually Committee participants are reimbursed for travel to meetings provided their government entities will NOT pay their travel. The Committee is self-supporting and does not require Board approval on the Committee’s budget.
b. Net income from the GGPCPE goes into the Chapter treasury, except for years when the event jointly sponsored with GPAG Chapter of NIGP. In those years, the two Chapters share equally in expenses, income, and efforts.
c. Georgia Chapter uses income from the GGPCPE to offer Chapter sponsored events at a reduced fee, annual awards, and enhancement of Chapter services to the membership.
5. Reports to the Board:
a. The Expo Committee Chairperson makes updated reports to the Board.
b. At the close of the GGPCPE, critique sheets from exhibitors and attendees are summarized. At a wrap meeting of the Committee, a decision is made as to whether or not the Committee wishes to recommend that a GGPCPE be conducted the next year. Then, at the next Board Meeting, the Expo Committee Chairperson makes a recommendation to the Board. The Chapter Board of Directors makes the decision whether to hold the GGPCPE the next year.
c. The Expo Committee Chairperson makes a final financial meeting to the Board of total expenses, total income, net balance, after the event is concluded.
The Awards and Scholarships Committee Chairperson makes periodic Committee reports to the Board of Directors and to the President.
All Committee Chairpersons are expected to attend all Chapter meetings and any special called meetings of the Board of Directors.
CONFERENCE, PROGRAM, AND EDUCATION COMMITTEE
The Conference, Program, and Education Committee (CPE) Chairperson leads the Committee to plan, establish, and coordinate educational programs, subject to approval of the Board, which furthers knowledge, expertise and professionalism.
Two of the most important and far reaching services of the Chapter are the offering of seminars and promoting certification in the field of governmental purchasing and materials management. The Chapter invites members and non-members to attend the seminars sponsored by the Chapter, and encourage certification as a Certified Public Purchasing Officer (CPPO) and Certified Professional Public Buyer (CPPB).
In addition to or in conjunction with offering NIGP seminars, Chapter seminars on special topics are also arranged from time to time.
NIGP provides guidelines to Chapter offering NIGP seminars and the following outlines the process.
1. NIGP Seminars:
The Chapter is encouraged by NIGP to schedule and offer NIGP seminars using NIGP textbooks, materials, and NIGP supplied instructors. The education and professional development of individuals involved in public purchasing has been one of NIGP’s primary objectives since it’s founding in 1944. Offering of the NIGP seminars by Chapters is on a cost-sharing basis with NIGP.
NIGP has developed a comprehensive professional development program, which guides the public purchasing professional to certification as either a CPPO or CPPB.
2. NIGP Policy on Seminar Registration Fees and Revenue Sharing:
Registration fees are set by NIGP by type of membership in NIGP. Chapters offering NIGP seminars locally share with NIGP in the revenues received and expenses incurred. Fee structure, revenue sharing, and other related information are set forth in the current NIGP “Chapter Seminar Agreement”.
3. Seminar Planning:
The CPE Committee plans future seminars well in advance so that the Chapter’s seminar schedule can be announced early enough to allow attendees to budget for and obtain approval for travel and training.
There are three NIGP Chapters in Georgia. In the planning stage, every effort should be made to avoid scheduling seminars on dates, which would conflict with the other Chapters meetings. The Chapter President should be consulted on this matter as the Chapter Presidents keep each other informed of Chapter schedules.
The CPE Committee may wish to schedule one seminar or multi-seminars at one event, and may wish to plan them in conjunction with regular Chapter Meetings.
a. Choosing a Location:
In choosing a location for seminars, it should be a site where good attendance can be expected, such as an area where several government entities are located, an area which can be reached within a half day’s travel from all points in the state; an area which attracts people, etc.
After dates, locations, and classes of future seminars have been decided, an NIGP Seminar Request and Logistics Form is submitted to NIGP.
b. Hotel Arrangements:
Experience has proven that the best possible place to hold the seminars is in a hotel. Out of town attendees and instructors need lodging, and it is more convenient to have the seminars in the same hotel where instructors and attendees are staying. A contact is made with the hotel in city selected for the seminar(s), and the following arrangements made:
1) Letter of Agreement with Hotel:
The arrangement with the selected hotel should encompass making arrangements for the following:
a) Blocks of Rooms
b) Meeting Rooms for Classes
c) Rental of any equipment needed
d) Catering Services
e) Hospitality Suite
f) Parking Arrangements/Costs
2) Seminar Announcement/Registration Form:
The CPE Committee prepares and arrange for the printing of a seminar announcement brochure with registration form. Several months prior to the seminar dates, the Committee mails the brochure/registration form to all Chapter Member and non-Chapter member governmental purchasing offices in Georgia. The registration form provides spaces for attendee name; government entity and address, telephone number and fax number; email address; type of membership; seminar for which registering; and the amount of registration fee paid.
3) Audio-Visual Requirements:
Chapter owned equipment will be utilized when available.
4) Seminar Registration:
Seminar registration forms are mailed to the Chapter to the address indicated in the seminar announcement brochure, usually to the CPE Committee Chairperson. Verification is made of each registration to assure correct registration fee amount is paid for the designated seminar and type of membership. If registration is by Purchase Order, the same verification is made. Incorrect registration fees, etc., are cleared as soon as possible with the person registering. Invoices are sent to registrants as needed.
For those registrations verified as correct, registration fee checks are deposited by the Committee Chair, with the report and original deposit slip submitted to the Treasurer.. On the Form, each check should be listed separately, indicating: amount paid, check source, check number, name of the registered, and the class they are attending.
5) Communication with Instructors:
The CPE Committee Chairperson contacts instructors confirming that NIGP has selected them to instruct at the seminars, provides them a copy of the Chapter’s seminar announcement, a hotel brochure or map showing location of hotel, airport/hotel shuttle information, and gives notification of a meeting of instructors with a Committee member before the seminars begin.
6) Seminar Cancellation:
The minimum number of attendees for an NIGP seminar is determined by the national office. Should there be an insufficient number registered, two weeks prior to the dates of the seminars, the CPE Committee Chairperson contacts NIGP’s Education and Professional Development Division for approval to conduct the seminar, stating the number of registrations. If NIGP does not approve, the Chapter sends regrets to those who did register and announces the seminar is cancelled due to so few registering. In communication, the Chapter asks whether the registered wishes to receive a refund or a letter of credit for the amount to be applied toward a future seminar. NIGP will notify the instructors of the seminar cancellation.
7) On-Site at the Seminars:
The CPE Committee Chairperson will be on site at the seminar location, with a Committee Member if needed, the afternoon before the seminars begin. Copies of the Attendee Lists, Chapter Banner, Chapter Membership Brochures, and related materials will be brought to the hotel. Several duties are performed including but not limited to:
a) Textbooks and other materials from NIGP are brought to the hotel and arrangements made to place them in the appropriate classrooms.
b) The classrooms are checked to make sure the set ups are in accordance with the requirements, such as: Arrangement in classroom style, a head table with lectern; flip chart and other audio visual equipment in place, tables draped and adequate seating for the number of registered attendees.
c) A meeting is held with the instructors the evening before the seminars to inform them of: the classroom locations, where the textbook and other instructional materials are, provide them with a list of attendees, etc. This makes for a smooth beginning and generally sets the stage for successful seminars.
d) The CPE Committee Chairperson and/or Committee Members are positioned at the registration desk on the morning of the first day of seminars to provide name badges for attendees and confirm registrations. The list of attendees is used to check off those arriving for the seminars.
e) Assure that a continental breakfast is available on the first day at registration. Also check each day to make sure that morning and afternoon refreshments are available at break periods.
f) After the seminars are completed, meet with the instructors and gather left over extra textbooks, training materials, etc., box them and place a mailing label on the carton(s) for return to NIGP. Also, mail, in a “first class” envelope furnished by NIGP all information required by NIGP.
8) Certification Points Certificate:
The CPE Committee issues certificates for non-NIGP seminars and workshops to attendees, which may be used to obtain recertification points. NIGP seminar certificates are provided directly from NIGP.
9) Invoicing:
After the seminar is completed, the CPE Committee Chairperson arranges for invoices to be mailed to those who registered by Purchase Order. Follow up calls are made in the event payment is not received in a reasonable time.
10) Certifications and Examinations:
a) Certifications: NIGP promotes the certifications offered by the Universal Public Purchasing Certification Council (UPPCC) in the field of governmental purchasing. Further details on NIGP certifications are available at www.nigp.
1. Chapter Meetings/Programs:
Programs are planned in conjunction with Chapter Meetings and occur before or after the official business part of the Chapter Meeting is called to order. The CPE Committee develops ideas for the type of program. Types of past programs are: (1) a speaker to talk on a topic relating to issues governmental purchasers find useful; (2) a panel discussion session, covering various topics useful to governmental purchasers; (3) a film on negotiating, etc.; (4) a tour of a local point of interest; etc. (5) Drawings for door prizes.
The Committee arranges for the availability of audiovisual equipment and materials required for programs.
2. Frequency and Location of Programs/ Meetings:
The CPE Committee member and the Committee Chair decide on the dates and locations of Chapter Meetings. Programs are usually presented twice in a Chapter Year, in conjunction with Chapter Meetings, with one meeting in the spring and the Annual Meeting in December.
The importance of planning, and publicizing dates and locations of Chapter Meetings in advance is so that Chapter members have an opportunity to budget and plan for attendance. It is very unlikely that members can attend on short notice. Most likely, seminars will be offered at the same time as Chapter Meetings and coordination of planning with the CPE Committee Chairperson is necessary.
3. Meeting/ Program Announcements:
The Secretary gives notification of Chapter Meetings to the membership as early as possible, but not less than fifteen (15) days in advance of the meeting date. The Chapter Meeting and program should be included in the brochure announcing seminars and registration, if seminars are held at the same time. Also, the Chapter newsletter should carry meeting announcements.
The CPE Committee Chairperson makes periodic Committee reports to the Board of Directors and to the President.
All Committee Chairpersons are expected to attend all Chapter meetings and any special called meetings of the Board of Directors.
MEMBERSHIP COMMITTEE
The Membership Committee Chairperson leads the Committee in managing membership functions for the Chapter. This involves maintaining membership files, receiving membership files applications and dues, forwarding dues to Treasurer, recording membership records; providing membership cards and new member packets, preparing and providing current Membership Lists to the membership, sending notices/invoices for membership renewal, and related activities. Also, the Committee recommends for Board approval methods for getting new members and retaining members.
1. Maintaining Membership Files:
The Membership Committee Chairperson maintains membership files. Included are: (1) Access Data Base membership File, (2) membership applications by year, and (3) membership correspondence file.
Supplies maintained are: (1) Membership Application forms; (2) Membership lapel pins; (3) New member packet materials, including pocket folders, NIGP Code of Ethics, NIGP Aims and Objectives, Constitution and By-Laws, current Membership Lists, and Board of Directors directory; (4) Membership cards; (6) and related office supplies.
2. Membership Applications Dues:
The Committee receives Membership Applications and Dues.
a. Verifies whether eligible for membership. According to Chapter By-Laws, the types of membership are as listed by NIGP.
1) Regular membership is offered to all personnel who are currently and directly involved with the public procurement profession and work in federal, state/provincial, county, city, public schools, institutions of higher learning, commissions, boards, governmental hospitals, public authorities or institutions.
2) Retired membership for members of the Chapter retired from a public purchasing organization with full retirement benefits and neither self-employed nor employed in the private sector and upon written request for such membership (written request may be in the form of a Membership Application).
3) Individual membership for those employed in a public purchasing organization whose agency (1) cannot fund membership in professional organizations, or (2) will not fund membership in professional organizations, or (3) does not include the individual in its membership.
b. Verifies proper dues accompany Membership Application;
1) Applications for new memberships are determined by indication on the Membership Application; and by review of the Membership Data Base to make sure the person’s name has not been previously recorded and assigned a Membership Number. Membership dues are $30
2) Membership renewals are determined by indication on the Membership Application and by review of the Membership Data Base to assure the person’s name has not been previously recorded and assigned a membership number. Member dues are $30.
The applicant is contacted to correct or complete the application process. If all is in order, the membership application is marked to indicate: (1) membership number, as assigned in the following process under 3.a below; (2) amount of dues paid, (3) check source, and (4) check number.
c. Transmits membership dues to the Treasurer:
After verifying proper dues accompany Membership Applications, forward checks, (or cash) to the Treasurer for deposit into the Chapter’s checking account. To do this, complete a “Membership Deposit Spreadsheet” or a reasonable facsimile thereof, listing therein each amount separately. See Appendix for Example of Membership Deposit Spreadsheet.
Retain an electronic copy of all spreadsheets submitted.
3. Recording membership records:
a. Using the Membership Applications for new members, enter name in Membership Access Data Base, thereby assigning a membership number, and record government employer, work title, work address, phone and fax numbers; home address, phone number, and email address; post membership date from and to (for example date paid and end of Chapter Year Paid).
b. Using the Membership Applications for membership renewals, locate name in the Membership Access Data Base, verify whether any identifying data has changed, such as work title, address, phone, fax, etc., make changes if any, and post membership date from and to (for example date paid and end of Chapter Year).
c. Using the Membership Applications, update any and all data on the Membership Access Data Base spreadsheet for each new member, and update existing membership renewals.
4. Membership Cards:
Each Chapter Year, membership cards are prepared and mailed to current Chapter Year members, both new members and members renewing their membership.
5. New Member Packets:
A packet of Chapter information is mailed to each new member joining the Chapter. A supply of pocket folders are maintained by the Committee for this purpose, as well as a supply of the contents: (1) Constitution and By-Laws; (2) latest membership list; (3) NIGP Code of Ethics; (4) NIGP Aims and Objectives; (5) Lapel pin and membership card, and (6) list of current Board of Directors. The packet is forwarded with a transmittal letter from the Membership Committee Chairperson, welcoming the new member to the Chapter.
6. Membership Lists:
The Membership Committee updates the membership list and notifies the membership. Then, as of December 31 it is updated to include total membership for the Chapter Year. NIGP expects to receive the December 31 membership list at its national headquarters from the Chapter Secretary no later than January 31.
All membership data is maintained in an electronic format.
Updated membership lists are provided to other committees upon request or as needed.
7. Membership Due Notices/Invoices:
No later than November 1st, the Committee mails to all current members a renewal invoice.
The Chapter continually strives to retain existing members and recruit new members. The Membership Committee is charged with the responsibility to develop methods to encourage ongoing membership.
8. Membership Retention:
Since the Chapter was chartered, more than 1,200 individuals have at one time or another been members of the Chapter. The Chapter roster for 2008 ended with a total of 256 members. The Membership Committee is expected to examine why past members have not renewed their memberships, and recommend methods or improvements, which would maintain renewals.
9. New Member Recruitment:
The Membership Committee continually considers campaigns, which will be effective in recruiting new members for the Chapter. There are numerous government professionals in the city, county, state and federal government entities in Georgia, some of which have no members in the Chapter. These individuals and their employers can benefit from the NIGP seminars and special Chapter seminars offered; the products expo; the networking possibilities with other Chapter members; etc. The Committee recommends to the Board methods to recruit new members, which the Committee is willing to carry out with Board approval.
The Membership Committee Chairperson makes periodic Committee reports to the Board of Directors and to the President.
All Committee Chairpersons are expected to attend all Chapter meetings and any special called meetings of the Board of Directors.
PUBLIC RELATIONS COMMITTEE
The Public Relations Committee Chairperson leads the Committee in publicizing the Chapter and its activities, publishing the newsletter BUY WORDS, publishing achievements of Chapter members, updating the chapter website, maintaining the Chapter booth at the Expo, promoting State Purchasing Month, and acting as the official chapter photographer.
1. Chapter Newsletter:
a. The Chapter newsletter BUY WORDS is published three or four times a year by the Public Relations (PR) Committee. The newsletter must be printed and mailed to all Chapter membership no less than two (2) times per year. Each Chapter Officer and Committee Chairperson is expected to write an article for each edition.
b. Many Chapter members are unable to attend Chapter Meetings, it is imperative that the newsletter contain as much information as possible to keep members informed of Chapter business, as well as providing articles of purchasing-related content to benefit them professionally.
c. Board Members are contacted by the PR Committee to solicit articles by a cut-off date for publication in the next newsletter.
d. The newsletter is published 3 or 4 times during the Chapter Year, usually once per quarter. Electronic distribution is made to each Chapter member and uploaded to NIGP national, NIGP regional, and the Chapter website.
2. Publicity:
The PR Committee uses the Chapter camera, keeps a supply of batteries, and takes photographs of special events of the Chapter and Chapter members, prints 4 x 6 photographs, and arranges the photos in an album to be displayed at Chapter functions. The Committee writes articles or captions to accompany the photographs for publication in the newsletter. Some photographs/captions are forwarded to NIGP for publication in the newsletter and other periodicals which would further the Chapter’s and/or Member’s image. The articles should have the Executive Committee’s approval before publication in any format other than the Chapter newsletter.
The Public Relations Committee Chairperson makes periodic Committee reports to the Board of Directors and to the President.
All Committee Chairpersons are expected to attend all Chapter meetings and any special called meetings of the Board of Directors.
HISTORICAL COMMITTEE
The Historical Committee Chairperson leads the Committee in conducting research concerning the history of the chapter and collecting all data and materials for the Chapter Library. The records should include as a minimum, minutes of the meetings, membership listings, events held by the chapter and any other information as deemed important to the history of the Chapter.
The Historian will record all information presented to this committee on the “Records Assignment Form” (see Appendix for example). The form will be signed by the committee member receiving the records with a copy forwarded to the Secretary for the Chapter records.
A log of all documents received by this committee will be maintained and presented to the Executive Committee periodically or as requested for a decision on retention schedules and destruction of hard copies.
The Historical Committee Chairperson makes periodic Committee reports to the Board of Directors and to the President.
All Committee Chairpersons are expected to attend all Chapter meetings and any special called meetings of the Board of Directors.
PAST PRESIDENTS COUNCIL COMMITTEE
The Committee shall be comprised of all past Presidents of the Georgia Chapter that hold current membership in the chapter. The council’s primary responsibility shall be to offer advice and recommendations to the Board of Directors. A chairman shall be appointed by the current President who will have one vote which should be the consensus of the entire Council.
SECTION V POLICIES
Policies previously established by the Board of Directors are:
1. Membership Dues:
Dues for all members are $30 per year for January 1 through December 31.
2. Membership Lapel Pins:
Membership lapel pins are presented to new members joining the Chapter to designate membership only and are not to be used for any other purpose. Should a member lose their pin, a replacement pin may be purchased from the Chapter.
3. Refund:
The Georgia Chapter of NIGP will refund registration fee upon receipt of written request for such refund up to one week prior to the event for which fees were paid. Due to committed revenues, refunds cannot be made after the one-week prior to the event time frame.
4. Travel Reimbursement:
a. Board Meeting:
Members of the Board attending Board Meetings will not be reimbursed mileage expense.
b. Executive Committee Meetings:
Members of the Executive Committee attending an Executive Committee Meeting will not be reimbursed mileage expense.
SECTION VI
APPENDIX
APPENDIX LIST
1. Chapter Reimbursement Form
2. Membership Deposit Spreadsheet (Example)
3. Records Assignment Form
4. Historical Committee Document Log