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TOAL By-Laws

BY - LAWS OF TEXAS, OKLAHOMA, ARKANSAS, LOUISIANA REGIONAL GROUP OF THE
NATIONAL ASSOCIATION OF EDUCATIONAL PROCUREMENT

ARTICLE I

NAME

The Group shall be know as the Texas, Oklahoma, Arkansas, Louisiana Region (hereinafter referred to the TOAL) of the National Association of Educational Procurement (hereinafter referred to as NAEP).

ARTICLE II

OBJECTIVE

The objective of TOAL shall be to promote the open interchange of information concerning the Purchasing profession, provide an arena for personal professional growth of members, provide a channel of communication with the NAEP National office for Matters of Common Interest, promote adherence to the NAEP Code of Ethics, and enhance the professional level of educational purchasing in general.

ARTICLE III

MEMBERSHIP

Membership in TOAL shall be limited to institutions which are members in good standing of NAEP. Honorary and Sustaining Memberships may be allowed as authorized by the Steering Committee, and in accordance with the constitution and By-Laws of NAEP.

ARTICLE IV

VOTING

Voting membership shall be limited to Educational Member Institutions in accordance with the Constitution of NAEP. Each voting Member Institution shall be limited in voting to one vote by the Member of Record as designated by the Institution.

ARTICLE V

OFFICERS

SECTION 1. OFFICER POSITIONS

The Officers of TOAL shall consist of a President, First Vice-President, Second Vice-President, Secretary, and Treasurer, each representing a voting Member Institution. The officers shall perform duties as prescribed in these By-Laws and under the Parliamentary authority adopted by TOAL.

SECTION 2. TERM OF OFFICE

The Officers shall normally serve four years, one year in each office, advancing each year to the next office, with the exception of the Treasurer who shall serve in a semi-permanent capacity with tenure(s) not exceeding five (5) years each at the pleasure of the Steering Committee after being elected by the Members at Large. Each year the Secretary position and any additional vacancies will be filled by vote of the Membership.

The term of office of all Officers shall commence at the close of the annual meeting during which they are elected and shall terminate at the close of the next annual meeting upon the qualification of their successors.

SECTION 3. ELECTION OF OFFICERS

An election of Officers shall be held at the annual meeting. Voting members shall choose the incoming Officers from among a slate of nominees presented by the Nominating committee and nominations made by voting members from the floor. Nominations for an officer position shall include an affirmation that the nominee is an active, loyal and dedicated member in the NAEP/TOAL Region. Nominees shall also affirm that they have the financial support and full commitment of their institution and understand the responsibilities of the office to which they are being nominated and the subsequent offices that they may hold as an officer. The Nominating Committee may, at its option, present the slate of officers to the TOAL Steering Committee for concurrence prior to the Annual Meeting.

SECTION 4. DUTIES

A. President - The President shall be the Chief Executive Officer. He/She shall preside over all meetings, shall appoint committee Chairpersons, shall appoint members to the Standing committees as deemed appropriate, and shall be the official TOAL liaison with the NAEP National Office. The President shall appoint a Nominating Committee composed of three to five TOAL Past Presidents, with the immediate Past President serving as chair, to nominate person(s) for the incoming slate of officers. The President shall appoint a Site Selection Committee composed of three to five TOAL Past Presidents and/or Members of Record to nominate a site for the next year’s meeting. The President shall be responsible for coordinating the activities of the Host Committee in making arrangements for the meeting(s).

B. First Vice-President - The First Vice-President shall be responsible for planning and coordinating the program for the annual meeting and shall have responsibility for coordinating the activities of the Program and Professional Development Committee, using this committee as a resource for such work. Program content and scheduling shall be approved by the Officers.

C. Second Vice-President - The Second Vice-President shall be responsible for membership development and retention activities and shall coordinate the activities of the Membership Development and Retention Committee.

D. Secretary - The Secretary shall be responsible for coordinating registration at all meetings and shall be responsible for coordinating the activities of the Public Relations Committee in promoting the meetings.

The Secretary shall record the minutes of all business meetings and shall submit the minutes for approval at the next meeting.

E. Treasurer - The Treasurer shall be responsible for overseeing the TOAL bank account and writing all checks as authorized by the President and/or Steering Committee. The Treasurer shall prepare an annual financial statement for distribution to the Officers and Steering Committee and shall present a report of financial condition to the membership at the annual meeting.

Signature authority on the TOAL Bank account shall be held by both the Treasurer and the current President with single signature authority.

SECTION 5. VACANCIES

Any vacancy within the Officers caused by death, resignation, or other causes shall be assumed for the unexpired term by the remaining Officers or shall be filled by appointment by the remaining Officers and the Immediate Past President. Any appointees must meet the same criteria for appointment as the Officer he/she is replacing. Because of the fiduciary responsibility of the Treasurer, this position may not assume another officer role in the event that the remaining officers assume functions of a vacant position. In the event of an Officer vacancy during the current and/or upcoming year, the Nominating Committee shall present voting members a nominee for the vacant position in addition to their nominee for the Secretary position.

ARTICLE VI

MEETINGS

The time and place of the annual meeting shall be set by the Officers. Notice of the meeting shall be sent to the membership at least sixty days in advance of the selected date.

Special meetings may be called at any time by the President. Notice of such special meetings shall be provided to the membership at least thirty days in advance of the selected date.

ARTICLE VII

STEERING COMMITTEE

TOAL Past Presidents shall constitute the Steering Committee. The Steering Committee shall provide consulting and advisory services to the President and current Board when requested, while providing general supervision over the affairs of the group. The Steering Committee shall also make recommendations to the officers and shall perform other duties as specified in these By-Laws. A list of Past Presidents shall be maintained by the Secretary. It shall be the responsibility of the Secretary to ensure that relevant TOAL board information is disseminated to this Steering Committee.

ARTICLE VIII

STANDING COMMITTEES

TOAL Standing Committees shall consist of a Host Committee, Program and Professional Development Committee, Membership Development and Retention Committee, Public Relations Committee, and other committees as appointed by the President.

ARTICLE IX

PARLIAMENTARY AUTHORITY

The rules contained in the current edition of ROBERT'S RULES OF ORDER, NEWLY REVISED shall govern the group in all cases to which they are applicable, and to the extent that they are not in conflict with these By-Laws or any other special rules of order which the Group may adopt.

ARTICLE X

AMENDMENT OF BY-LAWS

These By-Laws may be amended at any regular meeting of the Group by a simple majority vote of the voting members present at the meeting. Notice of proposed amendments shall be provided to the membership at least thirty (30) days in advance of the meeting at which such changes will be considered.