The purpose of the Massachusetts Association of Public Purchasing Officials is to promote professionalism to the maximum extent possible in executing the public bidding process and public business activity with integrity and fairness. This is accomplished through educational seminars, shared resources, monthly meetings with relevant speakers and subcommittees assigned to execute special projects. The Inspector General’s purchasing certification program has become a driving force focusing efforts to help members obtain needed certification credits to maintain meet certification requirements of this program. Membership is extended to those individuals engaged in the field of public purchasing.

Officers and the Executive Board

The Association shall be represented by the following officers: President, Vice-President, Treasurer and Secretary as well as an executive board. The term to be served by the officers and Executive Board shall be two years commencing on September 1, and expiring on August 31. Election of officers shall be at the Association meeting in May of every other year. At such time the Executive Board shall present a recommendation of prospective candidates for consideration by the Association. In addition, candidates may be nominated from the floor by the membership. In the event that those candidates seeking office are unopposed, a vote shall be taken from the floor by a show of hands. In the event that a position or positions are contested by opposition, a ballot vote shall be conducted by the Executive Board with the award of office determined by majority vote.

President:
The President shall bear all responsibilities as chief officer for administering Association activities and shall serve an ex-officio member of all committees. He/she shall preside at all business meetings.
Vice President:
The Vice-President shall assist the President in matters designated by the President, and shall assume all duties thereof in his/her absence. He/she shall also be responsible for keeping track of sign in sheets at each MAPPO function and tallying all members credit points earned during meetings and seminars for the Inspector General’s MCPPO certification Program. He/she shall present members with certificates with complied certification information at the June end of year meeting.
Treasurer:
The Treasurer shall be responsible for controlling all financial matters and monies of the Association, and shall assume the duties of the President in the absence of the President and Vice-President. The Treasurer shall conduct an annual salary survey, coordinate attendance of monthly meetings and maintain an active status file of the membership. The Treasurer shall prepare a year ending financial statement each year for the business year September 1, through August 31. This shall be prepared and distributed to all members at the first monthly meeting in September.
Secretary:
The Secretary shall be responsible for recording and issuing the minutes of the monthly business meetings as well as preparing and issuing notices of monthly meetings.

Monthly Meetings

The Association shall convene on the third Wednesday of each month, unless rescheduled at least four weeks in advance by agreement of all officers, July and August excluded, to conduct Association Business. Speakers will be engaged to address the membership on current purchasing topics. The President shall conduct the meetings by introducing the speaker and directing all such business matters as they may pertain to old and new business. Robert’s Rules of Order to the extent practicable as determined by the President, shall be used at business meetings. The order of business shall be as follows: Report of Officers, Unfinished Business, New Business, Adjournment.

Committee

The Association will sponsor the following committees with selection of chairperson to be designated by the President.

Legislative:
This committee will oversee, coordinate and make recommendations to the Association relative to the legislative process concerning matters of public purchasing. Membership of this committee will be limited to four, including the chairperson.
Speaker:
This committee will coordinate the recruitment and all necessary details associated with the engagement of speakers to address the Association at monthly meetings. The President must approve speakers prior to their final selection to speak before the membership. Membership of this committee will be limited to four, including the chairperson.
Seminar:
This committee will coordinate all activities pertaining to the Association’s annual seminar. Membership of this committee will be limited to four, including the chairperson.

Amendments

The Association By-Laws may be amended, repealed or altered in whole or in part, by two-thirds majority vote of the Officers and Executive Board present at any Association Business Meeting. Proposed amendments or additions shall be presented to the Officers and Executive Board in writing, with recommendation presented at the next business meeting.



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