TxPPA_Operations_Manual.pdf

Texas Public Purchasing Association

Operations Manual

I. PURPOSE OF MANUAL

The purpose of this manual is to provide the Executive Board, Directors, and Committee Chairs of Texas Public Purchasing Association (TxPPA) with policies and procedures relative to the professional operation of the organization. Further, this manual shall serve to govern the Association on issues not directly addressed in the Constitution and Bylaws of TxPPA.

This manual shall be reviewed annually by the Board of Directors at the summer conference.

II. DEFINITIONS

Executive Board: The Board shall be comprised of the President, Vice-President, Treasurer, Secretary and Past President.

Directors: Six Directors shall be elected annually by membership based on nominations of qualified candidates from the Nomination Committee, chaired by the Vice-President.

III. ELECTED OFFICERS

General duties for Elected Officers are outlined in the TxPPA By-laws. In addition to the general duties, Elected Officers’ duties and responsibilities shall be further defined as outlined by this Section.

A. President

1. The President shall exercise general supervision over the affairs of the

Association, serve as chair over the Executive Board, schedule and preside over all meetings of the Association in accordance with the TxPPA By-Laws, and perform all duties incidental to the office of the President and subject to concurrence by the Board of Directors.

2. The President shall attend all Board meetings, TxPPA conferences and required Committee meetings and conference calls.

3. The President shall at all times be familiar with the TxPPA Constitution and By- Laws and Operations Manual.

4. The Association shall pay for all expenses associated with attending TxPPA conferences. This includes registration, lodging, meals and travel (mileage to be paid by current IRS standards, airfare not to exceed mileage cost.)

5. The President shall serve as the immediate supervisor of the Executive Director through the Executive Board.

6. The President shall approve expenditures over $1,000 and any unbudgeted

2 - rev 7/2021 expenditures when the Treasurer is unavailable.

7. The President shall serve as a voting member of the Board of Directors.

8. The President shall sign all membership and award certificates for TxPPA.

9. The President may attend and represent TxPPA at other purchasing Association conferences and functions. If unavailable, the President may appoint a suitable replacement to attend such conferences.

10. The President may invite and shall approve all special guest(s) invited to TxPPA meetings and conferences.

11. The President shall appoint all committee chairpersons.

12. The President may appoint other committees as required or desired.

13. In the event of a vacancy of a Director, the President may nominate a replacement, and that replacement shall take office upon confirmation by majority of the Board of Directors for the remainder of the original term of office.

14. The President shall prepare, or direct Secretary to prepare agendas for all Board meetings, including old business, new business, and any Committee reports which shall be distributed to the Board and Committee members at least five (5) business days prior to the meeting.

15. The President shall preside over all conferences and general membership meetings.

16. The President may invite a “Welcome” speaker for the opening General Session at conferences or designate this duty to a suitable replacement.

17. The President shall coordinate with the Conference Committee Chairperson for appropriate entertainment for conferences, as required.

18. The President shall coordinate with the Executive Director to schedule annual conference events.

19. The President shall act as liaison for communications and business relationships between the State and other Professional Procurement Associations.

20. The President shall work with the Treasurer to present a draft budget to the Board.

21. The President shall review and approve all payment requests in accordance with the approved budget.

22. The President shall be a signatory for checks.

23. The President shall be capable of viewing all Association online transactions with the Association’s bank of record.

24. The President shall work with the Treasurer and the Executive Director to close the fiscal year.

25. The President has the authority to grant budget line-item exceptions that would be ratified by the Board of Directors later as long as the total of all expenditures does not exceed the grand total of the adopted budget, or increased revenues. If in the best interest of the Association, the Board of Directors may amend the budget.

26. The President shall sign all annual tax reports.

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B. Vice President

1. Vice President shall perform the duties of the President when the President is not available and other such duties as assigned by the Board of Directors and the President.

2. In the event the President cannot attend a TxPPA conference, the Association shall pay for all expenses to attend the conference in the same manner as the President.

3. The Vice President shall serve on the Executive Board.

4. The Vice President shall at all times be familiar with the TxPPA Constitution and By-Laws and Operations Manual.

5. The Vice President shall serve as chairperson of the Nominating Committee which shall have at least three members, including the Vice President and present a slate of nominees to the Board at least thirty (30) days prior to the Annual Election.

6. The Vice President shall attend all Board meetings, TxPPA conferences and required Committee meetings and conference calls.

7. The Vice President shall preside over all meetings in the absence of the President.

8. The Vice President shall assume the responsibilities of any vacant committee chairperson for the balance of the year or until a new chairperson is appointed by the President.

9. The Vice President shall assist the President at conferences with a spirit of cooperation for a successful event.

10. The Vice President shall perform all other duties as assigned by the President or Board.

11. In preparation for the Vice President’s presidential year, the Vice President shall review and make recommendations to the Board for membership fees, conference fees, conference venues, and prepare a slate of Committees.

12. The Vice President shall brief incoming Vice President on all outstanding issues and tasks assigned to the Vice President.

C. Treasurer

1. The Treasurer shall attend all TxPPA conferences and Board meetings.

2. Treasurer shall be responsible for overseeing the funds of the Association, shall ensure that a complete record of receipts and disbursements are maintained, and provide an accurate financial report at each meeting of the Board of Directors and the annual membership meeting.

3. The Treasurer shall ensure that all the Association revenues and expenditures are properly maintained, and related reports are provided to the Association’s Board and any Affiliates, as requested.

4. The Treasurer shall ensure that a complete record of all membership fees, paid and outstanding, is accurately reported.

5. The Treasurer shall chair the Audit Committee. An annual internal audit shall be completed by the Audit Committee at least ninety (90) days prior to the annual

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6. The Treasurer shall chair the Finance Committee.

7. The Treasurer shall cooperate to the fullest extent in any independent audit of books and accounts of the Association. Such audit shall be conducted by an authority appointed by the Board of Directors of the Association.

8. The Treasurer shall submit annually for the approval of the Board of Directors, a detailed budget, and expenses shall not be incurred in excess of the total budget, except upon approval of the Board of Directors.

9. The Treasurer shall review routine payments prepared by the Executive Director and report any questionable expenditure to the President.

10. The Treasurer shall be capable of viewing all Association online transactions with the Association’s bank of record.

11. The Treasurer shall approve all expenditures over $500 and all unbudgeted expenditures. The Executive Director shall email the Treasurer copies of the invoices to be paid for approval. The Treasurer shall approve payment via an email response.

12. The Treasurer shall obtain and maintain fidelity bonds for all Officers and the Executive Director.

13. The Treasurer shall coordinate changes to the financial institution’s signatory forms with the Officers. Deliver forms and applicable documentations to financial institutions and update forms as required.

14. The Treasurer shall brief incoming Treasurer on all outstanding issues and tasks assigned.

15. The Treasurer shall at all times be familiar with the TxPPA Constitution and By- Laws and Operations Manual.

16. The Treasurer shall assist with all other duties as assigned.

D. Secretary

1. The Secretary shall attend all TxPPA conferences and Board meetings.

2. The Secretary shall oversee a written record of the proceedings of all meetings of the Association and keep a record of attendance of meetings.

3. The Secretary shall review and act as liaison for all correspondence of the Association, in coordination with the Executive Director.

4. The Secretary shall send reminders to notify the Board and committee members of upcoming meetings at least 10 day in advance for regularly scheduled Board meetings, and 60 days in advance of any in person meeting.

5. The Secretary shall, in coordination with the Executive Director keep all records of the Association, included but not limited to By-Laws, meeting minutes, and other official documents ensuring they are kept current.

6. The Secretary shall assist with development and maintenance of any forms required for use by the Association.

7. The Secretary shall maintain a list of all committees, including committee chairs, and members.

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8. The Secretary shall brief incoming Secretary on all outstanding issues and tasks assigned.

9. The Secretary shall at all times be familiar with the TxPPA Constitution and By- Laws and Operations Manual.

10. The Secretary shall perform all other usual and customary duties of secretary for the Association that are not performed by the Executive Director.

E. Immediate Past President

1. The Immediate Past President (IPP) succeeds to the office by virtue of completion of his/her term of office as President and serves as a voting member of the Board.

2. The IPP shall at all times be familiar with the TxPPA Constitution and By-Laws and Operations Manual.

3. The IPP is responsible and accountable to the President and Board of Directors.

4. The IPP shall attend all TxPPA conferences and Board meetings.

5. The IPP supports and provides continuity to the President and Board’s work of fulfilling the envisioned future, strategic plan, and policies established by the Board of Directors.

6. The IPP mentors and is available to provide advice to elected and appointed volunteers.

7. The IPP may serve as a Committee chair or member.

8. The IPP stays informed about the membership via mechanisms such as reading Association materials and newsletters, monitoring Association website, reviewing membership and vendor survey results, and maintaining personal contacts at national and local meetings.

9. Performs additional duties as delegated and authorized by the President.

IV. DIRECTORS

Directors shall be selected for the slate by qualifications. Every effort shall be made to recruit and rotate representation for the Board from State, County, Municipal, Special District, Publicly Owned Utility, School, or Federal Agencies (headquartered within Texas).

Directors shall be employed by any State, County, Municipal, Special District, Publicly Owned Utility, School, or Federal Agencies (headquartered within Texas), or Publicly Funded Nonprofit employee primarily responsible for the purchasing or materials management function of their respective agency for a minimum of 2 years.

1. Directors shall report to the President and the Board. The President shall oversee the day-to-day activities of the Directors serving as Chair of any committee, and shall present items to the Board for vote, if required.

2. Directors shall attend all TxPPA conferences and Board meetings.

3. Directors shall at all times be familiar with the TxPPA Constitution and By-Laws and Operations Manual.

4. Directors shall serve as Chairpersons on Association committees and participate in Association governance decisions.

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5. Directors may serve 4 consecutive years without ascending to an elected officer position. After the fourth consecutive term and without ascending to an elected officer, the individual shall be ineligible for election as a Director for at least one

(1) year.

V. STANDING COMMITTEES

A. Nominating Committee

The Nominating Committee shall consist of not less than three (3) members including the Vice-President and two regular members of TxPPA appointed by the President. The Chairman shall be the Vice-President. The term is one year. Individuals are eligible to serve on this committee for more than one term but shall not exceed 4 terms.

1. The Nominating Committee shall issue to all membership, via e-mail or other electronic transmission, a Call for Nominations no later than 60 days prior to the fall conference.

2. The Nominating Committee Chair is responsible for scheduling all communications and meetings for the Committee.

3. The Committee shall receive and evaluate nominations from the membership regarding individuals recommended and qualified for candidacy.

4. The Nominating Committee shall receive nominations, validate nominee eligibility, qualifications, and desire to serve, and develop a recommended slate for Board approval. Directors shall be selected for the slate by qualification.

Every effort shall be made to recruit and rotate representation for the Board of Directors from state, county, municipal, special district, publicly owned utility, school, or federal agencies (headquartered within Texas). The Committee Chair shall present the approved Slate of Association Officers and Directors to membership for vote by ballot. The slate of Candidates shall consist of at least one (1) candidate for the vacating Officer position(s) and six (6) Director Candidates.

a. No member shall be considered for any Board position unless he or she has been a member in good standing for at least one (1) year immediately preceding the election.

b. No member shall be considered for an Officer position unless he or she served at least one (1) year as an Officer or Director of this Association.

5. The Committee shall select at least one (1) candidate for each office in accordance with Article VIII of the By-Laws of this Association. This slate of nominees shall be submitted to the President at least thirty (30) days prior to the annual membership meeting, held during the fall conference, to verify eligibility.

6. No changes in nominees on this slate may be made after submission to the President except at the request of the nominee.

7. Nominations may be made from the floor at the annual membership meeting or other methods if elections are not held at the annual business meeting, only if the nominee meets eligibility requirements and has given express permission that his/her name may be placed in nomination.

8. The following information shall be submitted from each nominee for Officer or Director on an Association form with the following:

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a. Name, office address and telephone.

b. Position title, number of years employed in current position and in purchasing field.

c. Nominees’ willingness and availability to commit the time required and serve on the Board.

d. Nominees’ strongest assets that will benefit the Association.

e. Nominee’s experience and certification that qualifies them for the position.

f. Nominees’ history for previous or current volunteer positions in any other Purchasing Association or civic or charitable position with leadership activities in which the individual has served.

g. A statement why the individual believes he/she is suited for the office sought.

h. A statement of personal commitment to serve as a Director.

i. A statement of agency support (from Director or Governing Body), time and financially, to attend conferences and Board meetings.

j. Other data believed helpful to the committee in judging suitability for office.

9. The Nominating Chair shall coordinate the installation of officers with the President and Executive Director.

10. The Committee Chair shall recruit committee members to assist in duties and responsibilities, as necessary.

11. The Committee Chair shall schedule and conduct meetings of the full Committee.

12. Coordinate transition of duties with new Chair upon expiration of term, and assist as necessary.

13. Document “lessons-learned” from the current year’s events and submit to incoming Chair.

B. Membership Committee

The Membership Committee Chair is appointed by the President. The committee shall consist of at least three members. The term is one year. Individuals are eligible to serve on this committee for more than one term but shall not exceed 4 terms.

1. The primary objective of the Membership Committee is to promote TxPPA through a continued effort to secure new members.

2. The Membership Committee shall be responsible for membership marketing recruiting and retention.

3. The Membership Committee Chair shall at all times be familiar with the TxPPA Constitution and By-Laws and Operations Manual.

4. The Membership Committee shall review and maintain the membership roster.

5. The Membership Committee shall act on all inquiries regarding membership with assistance from the Executive Director.

6. Specific duties of the committee include, but are not limited to:

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a. Responsible for working with the Executive Director to insure a timely preparation and issuance of invoices for dues and the collection of payments;

b. Ensure members are invoiced in a prompt and timely manner;

c. Review membership roster for accuracy, act on all matters concerning membership; and

d. Lead efforts to increase membership among public procurement professionals throughout the State of Texas.

7. The Membership Team shall work with the Executive Director to ensure the goals, initiatives, and action steps of the Membership Marketing Plan are met.

8. Executive Director shall develop and update all necessary correspondence, applications, etc., which are sent to potential members and members and shall be reviewed by the Membership Chair.

9. New Members

a. Within three business days of receipt of payment for membership, the Executive Director shall add the member’s information to the Association database and notify the Membership Committee Chair.

10. The Committee Chair shall recruit committee members to assist in duties and responsibilities, as necessary.

11. The Committee Chair shall schedule and conduct meetings of the full Committee.

12. Coordinate transition of duties with new Chair upon expiration of term and assist as necessary.

13. Document “lessons-learned” from the current year’s events and submit to incoming chair.

C. Conference Committee

The conference Committee shall consist of a Chairperson and at least two (2) other members. This Committee shall be responsible for working with the Executive Director to plan and organize the Conference(s) as determined by the Board. The term is one year.

Individuals are eligible to serve on this committee for more than one term but shall not exceed 4 terms.

1. The Conference Committee Chair shall at all times be familiar with the TxPPA Constitution and By-Laws and Operations Manual.

2. Specific duties of the Conference Committee include, but are not limited to:

a. Reviewing conference host sites with Executive Director and making recommendations to the Board.

b. Review host hotel food and beverage menus to determine menus for breaks, breakfast, and lunch in order to meet food and beverage minimum requirements of host hotel.

c. Research and review recommendations for networking events.

d. Research and review recommendations by Executive Director for registration bags and any other TxPPA promotional items.

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e. Coordinate various activities and assignments for the conference.

3. The expenses for the Conference Chair or designee for travel associated with the selection of conference and meeting locations shall be paid by TxPPA, as approved by the Board. This is to include lodging, meals, and mileage.

4. The Committee Chair shall recruit committee members to assist in duties and responsibilities, as necessary.

5. The Committee Chair shall schedule and conduct meetings of the full Committee.

6. Coordinate transition of duties with new Chair upon expiration of term and assist as necessary.

7. Document “lessons-learned” from the current year’s events and submit to

D. Professional Development Committee.

There shall be a Professional Development Committee (Pro-D), consisting of a Chairperson and at least two (2) other members. This committee shall be responsible for surveying and reviewing the education and professional development needs of Association membership, coordinating educational and professional development training for the membership, and coordinating certification-related educational programs with other organizations. The term is one year. Individuals are eligible to serve on this committee for more than one term but shall not exceed 4 terms.

1. The Pro-D Chair shall at all times be familiar with the TxPPA Constitution and By-Laws and Operations Manual.

2. The Pro-D committee shall establish and administer activities that contributes to and expands the knowledge and professional qualifications of the members of TxPPA.

3. Specific duties of the committee include, but are not limited to:

a. Work in coordination with the Executive Director to develop, plan and schedule, with the approval of the President, all professional development activities for the Association. In order to allow for long range planning, the commitments made on programs being developed shall carry over to succeeding committee.

b. Develop and implement programs that promote the attainment of the CPP, CPPB, CPPO, CPSM, CTCD, CTCM, and NIGP-CPP certifications, and any other public purchasing and supply management certification as approved by the Board.

c. Work with the Executive Director for continuing education hours sponsored by UPPCC, NIGP, ISM, or another accrediting agency as approved by the Board.

d. Planning and executing a minimum of two education events per year.

4. Work with the Communication Committee to issue congratulatory notices through our website and social media network for members receiving certification/accreditation when notified by certification agency.

5. The Committee Chair shall recruit committee members to assist in duties and responsibilities, as necessary.

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6. The Committee Chair shall schedule and conduct meetings of the full Committee.

7. Coordinate transition of duties with new Chair upon expiration of term and assist as necessary.

8. Document “lessons-learned” from the current year’s events and submit to incoming Chair.

E. Communication Committee

There shall be a Communication Committee, consisting of a Chairperson and at least two (2) other members. The committee shall be responsible for all internal and external mass communications for the Association. The term is one year. Individuals are eligible to serve on this committee for more than one term but shall not exceed 4 terms.

1. The Communications Committee Chair shall at all times be familiar with the

TxPPA Constitution and By-Laws and Operations Manual.

2. Specific duties of the committee include, but are not limited to:

a. In partnership with the Executive Director develop brochures, pamphlets, flyers, bulletins, etc. for advertising the Association, with final approval made by the Board.

b. With the assistance of the Executive Director, maintain and recommend to the Board content of the website.

c. Maintain and actively promote the Association social media accounts.

d. Publish newsletters for the Association via electronic or print copy format, if desired by the Board.

3. The Communications Committee is responsible for proof and editing all written material.

4. The Communications Committee shall ensure noteworthy news is provided in an electronic format to the members on the website and other electronic means available.

5. The Communications Committee shall promote accredited public purchasing certifications to the public through press releases on member achievements or by communicating educational opportunities and certification information to membership.

6. The Committee Chair shall recruit committee members to assist in duties and responsibilities, as necessary.

7. The Committee Chair shall schedule and conduct meetings of the full Committee.

8. Coordinate transition of duties with new Chair upon expiration of term and assist as necessary.

9. Document “lessons-learned” from the current year’s events and submit to

F. Legislative Committee

There shall be a Legislative Committee, consisting of a Chairperson and at least one (1)

11 - rev 7/2021 member from each: county, municipal, and school agencies (as available), for a minimum of four (4) members. The term is one year. Individuals are eligible to serve on this committee for more than one term but shall not exceed 4 terms. This committee shall be responsible for monitoring, reviewing, and reporting relevant legislative issues to the Board and membership.

1. The Legislative Committee Chair shall at all times be familiar with the TxPPA Constitution and By-Laws and Operations Manual.

2. The Committee Chair shall recruit committee members to assist in duties and responsibilities, as necessary.

3. The Committee Chair shall schedule and conduct meetings of the full Committee.

4. Specific duties of the committee include, but are not limited to:

a. Provide reports to the membership and Executive Board relative to legislative activities;

b. Provide reports relating to legislative outcomes after each legislative session to the President, Board, and/or general membership via general membership meetings or conference sessions.

c. During the legislative session the reports shall be submitted monthly and during the last two months of the session and until resolution of all legislation the report should be submitted bi-weekly and updated on the Association website.

d. Coordinate transition of duties with new Chair upon expiration of term and assist as necessary.

e. Document “lessons-learned” from the current year’s events and submit to incoming Chair.

G. Finance Committee

There shall be a Finance Committee, consisting of the Treasurer as the Chairperson, and at least two (2) other members, to assist in preparing the annual budget, and conduct the annual internal audit. The term is one year. Individuals are eligible to serve on this committee for more than one term but shall not exceed 4 terms.

VI. PRESIDENTIAL COMMITTEES:

A. Achievement of Excellence in Procurement (AEP)

This committee shall be determined by the National AEP Committee. TxPPA has two seats on this Board. These two members shall serve as co-chairs and be responsible for organizing the awards portion of the breakfast on Friday of the Fall Conference. The term is one year. Individuals are eligible to serve on this Committee for more than one term.

B. Constitution and Bylaws

There shall be a committee, consisting of a Chairperson familiar with the Constitution and Bylaws and Operations Manual, and at least two (2) other members. The Chair shall be appointed by the President. Annually this committee shall review the Constitution and Bylaws and bring any recommended changes to the Board during the summer conference. The Board shall review these changes and determine what shall be taken to

12 - rev 7/2021 the membership for approval at the fall conference. The term is one year. Individuals are eligible to serve on this Committee for more than one term.

C. Historian

The Historian is appointed by the President and is responsible for maintaining and securing the historical records of the Association.

1. Duties and Responsibilities

a. Attend Board of Director Meetings via in person or teleconference as required;

b. The Historian shall at all times be familiar with the TxPPA Constitution and By-Laws and Operations Manual.

b. Coordinate with committee chairs to submit their hard-copy and electronic files for safekeeping;

c. Coordinate with committee chairs to submit counts and data for tracking annual comparisons;

d. Serve as official custodian of the Association historical records. Dispose of eligible records of five years or older; and

e. Update the Historical Record for updating the website with the assistance of the Executive Director and Website Committee.

2. Coordinate transition with the new Chair.

3. Assist incoming Chair as necessary.

4. The term is one year. Individuals are eligible to serve on this Committee for more than one term.

5. Document ‘Lessons-Learned’ from the current year’s events and submit to incoming Chair.

D. Scholarship

The Scholarship Chair is responsible for gathering scholarship applications and determining a means to fairly award scholarship. Currently a metric system is used, and point values are assigned to determine those winners.

Early each year, scholarship applications shall be made available to membership on the website and a deadline set for submission. Applicants can choose one conference to attend. Scholarship winners shall be drawn from all applications submitted. The number of scholarships awarded shall be determined by the Board. Members must be current, active members to be considered for scholarship award. The term is one year. Individuals are eligible to serve on this Committee for more than one term.

E. Special Assistance

Special Assistance Chairperson shall be responsible to provide assistance to any governmental entity requesting purchasing expertise in setting up a new purchasing department/division or any other purchasing related request. The term is one year.

Individuals are eligible to serve on this Committee for more than one term.

F. Texas Municipal League Liaison

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The TxPPA Board of Directors shall appoint a liaison to serve on the TML Board of Directors for a period of two years. Liaison can be re-appointed up to 2 terms.

G. Website

The Website Committee, with assistance of the Communication Committee, Membership Committee, Historian, and Executive Director, is responsible for maintaining the Association website.

1. The Website Committee Chair shall at all times be familiar with the TxPPA Constitution and By-Laws and Operations Manual.

2. The Committee Chair shall recruit committee members to assist in duties and responsibilities, as necessary.

3. The Committee Chair shall schedule and conduct meetings of the full Committee.

4. Specific duties of the Committee shall include, but are not limited to:

a. Provide reports to the membership and Executive Board relative to the activities of the Committee;

b. Maintain website, with the assistance of the Communication Committee, Historian, and Executive Director to ensure content is accurate, relevant, and current and ensure website links are functioning properly:

c. Assist Executive Director as required, with website issues or assistance requests from Association members;

d. Coordinate transition of duties with new Chair upon expiration of term and assist as necessary.

5. The term is one year. Individuals are eligible to serve on this Committee for more than one term.

H. Texas Unified Procurement Code (UPC)

1. The Website Committee Chair shall at all times be familiar with the TxPPA Constitution and By-Laws and Operations Manual.

2. The Committee Chair shall recruit committee members to assist in duties and responsibilities, as necessary.

3. The Committee Chair shall schedule and conduct meetings of the full Committee.

4. Specific duties of the Committee shall include, but are not limited to:

a. The UPC Committee shall continue to work with interested stakeholders to further the creation and adoption of a Unified Procurement Code for Texas.