Bylaws

These Bylaws formulate the operational guidelines of the National Association of Educational Buyers (NAEB), New England Region and are consistent with NAEB and its Articles of Association. With the Articles of Association, they constitute the governing documents of NAEB/NE.

[Terminology and Membership] [Application for Membership and Dues] [Termination of Membership] [Officers and Government] [Meetings] [The Board] [Amendment to the Bylaws] [NAEB NE Committees]

ARTICLE I: TERMINOLOGY AND MEMBERSHIP [Top]

Section 1: Terminology

Institution:	An organization as defined in the Bylaws of the NAEB.
Voting Member of Record:	The person designated as representing an institution that is a member in good standing of NAEB/National. Each member institution is limited to one voting member.
Individual Member:	Non-voting member or voting member of the Association.
Board:	Executive Committee of the Association.
Fiscal Year:	The 12 month period beginning July 1st and ending June 30th.
Calendar Year:	The 12 month period beginning January 1st and ending December 31st.

The Executive Committee of the Association may alter or add to terminology to reflect membership changes in the Association.

Section 2: Membership

Voting institutions shall be recruited from those educational institutions in the geographic area included in the states of Vermont, Maine, New Hampshire, Massachusetts, Rhode Island Connecticut and the province of Quebec which are members in good standing of NAEB/National.

Individual membership shall be limited to individuals either employed by or matriculated in a course of study related to the field of Purchasing at the member institution.

Section 3: Honorary Membership

Any person who has made a specific contribution to the purchasing profession or to the work of this Association may be elected to honorary membership by a voice vote of the general membership at the annual conference business meeting. Such person shall enjoy all the privileges of this Association except eligibility to vote or to hold office. Recommendations for honorary membership may be made by any member of the Association.

ARTICLE II: APPLICATION FOR MEMBERSHIP AND DUES [Top]

Section 1: Application for Membership

An individual becomes a member upon review and acceptance of an application for membership submitted to the board and payment of the appropriate dues.

Section 2: Dues

All individual members of the Association will be assessed annual dues. The dues rate schedule will be determined by a vote of the general membership by mail ballot.

Section 3: Payment of Dues

Invoices for dues shall be mailed by the treasurer or another designated board member payable no later than the beginning of the next fiscal year.

ARTICLE III: TERMINATION OF MEMBERSHIP [Top]

Any individual member may voluntarily terminate membership upon written notice to the Association. The Board may terminate regional membership of any individual member for due cause including non-payment of dues. The subject of termination may appeal the board action to the full membership at the annual conference of any year.

ARTICLE IV: OFFICERS AND GOVERNMENT [Top]

Section 1: Officers

The officers of the Association shall be a President, Executive Vice President, 1st Vice President, Associate Vice President, and Treasurer. Each officer will be a voting member of the Board. The officers shall perform duties outlined in the position descriptions formulated by the Past Presidents Advisory Committee (see Section 7 below) and approved by the Board as well as under the parliamentary authority adopted by the Association.

Officers of the Association shall be selected from the general membership of the Association. Normally, officers may serve but one term, with the exception of the Treasurer who may serve unlimited non-concurrent terms.

Section 2: Term of office

The term of office for all officers, with the exception of the Treasurer, shall commence at the beginning of the calendar year following their election and terminate at the close of the calendar year that coincides with their term and following the qualification of their successors. All officers with the exception of the Treasurer and Associate Vice President will normally serve one year in office.

The Treasurer will normally serve a term of three years commencing on the first of July, following their elect ion, to coincide with the fiscal year of the National office.

The Associate Vice President shall serve a two year term commencing at the beginning of the calendar year following their election and terminate at the close of the calendar year that coincides with their term and following the qualification of their successors.

The 1st Vice President will normally advance to the position of Executive Vice President and the Executive Vice President will normally advance to the position of President at the successful completion of their terms through the nominating committee process and after election by the individual membership.

Section 3a: Nominating Committee

From the roster of past presidents, the Board will appoint a Nominating Committee. The chair of this Committee will be the immediate Past President. The Nominating Committee will author and publish nominating guidelines. Nominating guidelines and all amendments to these guidelines must be approved by a vote of the board.

Section 3b: Election of Officers

Voting for the election of officers will be limited to the institution:s voting member of record. Voting members shall choose the incoming officers from among a slate of nominees presented by the Nominating Committee. The election will take place by general vote of the institutional members of record by mail ballot.

Section 4: Duties of Officers

Section 4a: President

The president shall be the chief executive officer of the Association. He/She shall preside over board meetings and other meetings as deemed appropriate. With the exception of the Past President:s Advisory Committee, the president shall appoint committee chairpersons on an annual basis. He/she has primary responsibility for assuring the successful development, implementation and oversight of the annual conference and the annual conference site selection. The president serves as liaison with the national NAEB. The president also approves and communicates committee charges to the various committee chairpersons of the Association. He/she may designate other tasks to the board, committees and memberships as required. The president appoints committee chairpersons, and other special task forces as required. The President is responsible for scheduling and preparing the agenda for the Past Presidents: breakfast.

Section 4b: Executive Vice President

The vice president shall serve as liaison between the Board and the professional development committee and is responsible for overseeing the development, marketing, and implementation of all educational professional development programs/seminars and workshops. The vice president also assists the president with planning the annual conference and identifying conference subject matter and faculty. The vice president may be asked by the president of the Association to chair the annual conference committee, or serve as a liaison between that committee and the board. The vice president serves in the absence of the president.

Section 4c: 1st Vice President

The 1st Vice President shall record the minutes of all business meetings and other meetings as deemed necessary and shall submit the minutes for these meetings for approval at the next board meeting. In the absence of the 1st Vice President at a business meeting, the President will appoint a member to record the minutes. The 1st Vice President is responsible for overseeing the publishing of all Association communication, unless designated to another board member, in accordance with board approval guidelines. He/she is also responsible for overseeing the maintenance of a directory/database of current members unless designated to another board or committee member. The 1st Vice President is responsible for assuring that all minutes, correspondence and operating documents of the Association are stored and archived in a manner to preserve them for future use. The plan for archiving these documents must be presented and approved by the Board.

Section 4d: Associate Vice President

The Associate Vice President shall be responsible for maintaining the membership database. He/she shall also be responsible for collection of membership dues and publication of the membership directory. The Associate Vice President assists the 1st Vice President with his/her duties.

Section 4e: Treasurer

The Treasurer shall be responsible for overseeing the Associations banking accounts. The authorization limits and procedures to expend funds from these accounts will be determined by the general guidelines issued by NAEB and by officers of the Association. The treasurer assists the president in preparing all budgets. The treasurer shall provide all appropriate financial reports as required by NAEB. He/she presents a written report on the financial condition of the Association to the Membership at the annual conference. The principal address of the Association shall be the employment address of the treasurer.

Section 5: Immediate Past President

The immediate past president serves as chairperson for the Past Presidents: Advisory Committee. He/she serves as the chair of the nominating committee. The immediate past president consults with the President as needed and serves as an ex officio member of the board except in those cases when a vote of the officers of the Association results in a tie.

Section 6: Board Member At Large (2)

Board member at large (2) is an ex officio, non-voting member of the Board. Member at large is selected from the individual membership by the officers of the Association to a one-year term that coincides with the fiscal year of the association. He/she may serve a maximum of 3 consecutive terms. The duties of the Member at large will be assigned by the President.

Section 7: Past Presidents: Advisory Committee

The Past Presidents: Advisory Committee serves as an advisory body to the president and the board. Its primary duty is to review and submit position descriptions of the officers of the association for approval by the Board. The committee also carries out special projects and tasks requested by the board. This committee is comprised of the immediate past president and the previous two past presidents who are willing to serve. All past presidents of the organization serve as ex officio members of this committee. The immediate past president chairs this committee and acts as an ex officio member to the Regional Board.

Section 8: Annual Conference Chairperson

In the event that the annual conference chairperson is an individual other than a current officer and board member, he/she will sit as an ex officio member of the board. In this case the annual conference chairperson is neither an officer nor voting member of the board.

Section 9: Committee Chairpersons

Chairpersons of the Association:s committees are appointed annually by the president of the Association. Committee chairpersons do not sit on the board, are not officers and are not voting members of the board. The president may elect to have some or all committee chairpersons sit on the board in an ex officio capacity.

Section 10: Vacancies

Any vacancy within the officers and board shall be filled for the remainder of the term of that officer or board member by a vote of the remaining board members. The appointee for the vacated position must meet the same criteria for appointment as the officer or board member he/she is replacing. Said appointment will be communicated in writing to the membership.

ARTICLE V: MEETINGS [Top]

The annual conference will normally be held in the fall of each year. Notice of the meeting shall be sent to the membership. The time and place of the annual conference shall be set by the officer responsible for determining the site selection.

The board of the Association will conduct at least one meeting in conjunction with the annual conference and in accordance with the meeting schedule developed by the president of the Association.

In addition to the annual conference and board meeting(s), a special meeting(s) of the membership may be called at any time by the president. Notice of such special meeting(s) shall be provided to the membership at least 30 days in advance of the special meeting.

ARTICLE VI: THE BOARD [Top]

The board constitutes the chief executive operating committee of the Association. The board is comprised of the officers of the Association, the immediate past president, members at large, and certain other ex officio, non-voting members of the board, as appointed by the president. The president of the Association serves as the chief executive officer and chairperson of the board.

Section 1: Records

Each officer shall maintain and transmit to his or her successor a file of information and procedures designed to provide continuity and effectiveness for the transfer of responsibilities.

Section 2: Salary and remuneration

No member of the board shall receive any remuneration for committee services or service on the board. However, the treasurer will reimburse committee members for authorized Association expenses when such reimbursement has been approved in advance by a vote of the board.

Section 3: Additional Committees

Additional committees may be created by the President or by vote of the board. A permanent committee of the Association must have approval by vote of the board. Chairpersons of the committees are appointed by the president of the Association.

Section 4: Removal of Officers

An officer of the Association may be removed from the Office for cause by a majority vote of the Board of Directors

ARTICLE VII: AMENDMENT TO THE BYLAWS [Top]

These bylaws may be approved by a simple majority vote of members of record returning mail ballots or electronic responses to a designated location. These bylaws may also be approved and amended at any annual conference or other regular meeting of the membership by a simple majority vote of the voting members present at the meeting. Bylaws may also be amended by a simple majority vote of members returning mail ballots or electronic responses to a designated location, provided advance information of bylaw changes is provided to the general membership at least 30 days prior to the date responses must be returned.

NATIONAL ASSOCIATION OF EDUCATIONAL BUYERS (NEW ENGLAND) COMMITTEES [Top]

PROFESSIONAL DEVELOPMENT COMMITTEE

The professional development committee strives to develop and implement high quality and cost effective special interest training and educational programs. Through these programs members are provided with opportunities for professional development networking. The committee also explores opportunities for collaborative programming with other purchasing organizations. The professional development committee establishes budgets for committee events and profit and loss statements following events. The president of the NAEB New England board appoints the chair of the professional development committee. Committee activities requiring funding and expenditures are subject to board approval.

MARKETING AND MEMBERSHIP COMMITTEE

The marketing and membership committee is charged with developing and implementing strategies designed to retain current members and attract new members into the organization. The committee oversees the development of brochures and other member recruitment materials. The chair of the marketing and membership development committee is appointed by the president. Committee activities requiring funding and expenditures are subject to board review and approval.

ANNUAL CONFERENCE COMMITTEE

The annual conference committee is responsible for assisting in the planning and implementation of all aspects of the annual conference. The annual conference committee will work closely with the professional development committee on matters relating to programming for the annual conference. The chair of the professional development is an ex officio member of the annual conference committee. The annual conference committee reports to the president of the board and is accountable to the officers of the Association for all matters related to planning, marketing, budgeting and implementation of the annual conference. This committee may not enter in to agreement(s) without prior approval of the board. The chair of the annual conference committee serves as an ex officio member of the professional development committee.

THE NOMINATING COMMITTEE

The chair of the nominating committee is the immediate past president of the Association. The immediate past president also recommends additional members to this committee. The board selects the members of this committee. The nominating committee is charged with conducting a request for nominations by mail to be followed at a later date by a slate of officers. The nominating committee will alter and publish nominating committee guidelines, which must be approved along with all amendments by the board.

THE EDITORIAL BOARD

The regional board of the association may appoint an editor for NAEB/NE publications and an editorial board to assist the editor. The board will serve at the pleasure of the regional board. The committee will be chaired by an editor who is selected by the president. The editor is an ex officio member of the regional board of directors.

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