Article One – Name
The name of the Association shall be: “Ontario University Procurement Management Association”
Article Two – Purpose and Objectives
The Association is established to: 2.1 Promote closer co-operation, collaboration and exchange of information and interaction among the Association’s Membership. 2.2 Promote and conduct research and education to facilitate purchasing and materials management best practices. 2.3 Enhance the professional standards of its members. 2.4 Provide advice on purchasing, materials management and other related matters and to report upon matters referred to it by the Association’s affiliate- Council of Senior Administrative Officers, Universities of Ontario and other groups or agencies associated with CSAO-UO, as appropriate.
Article Three – Membership
The membership of the Association shall be composed of Regular Members, Associate Members, Affiliate Members, Honourary Members, as defined in points 3.1, 3.2, 3.3 and 3.4 listed below:
3.1 A REGULAR MEMBER shall be defined as, and restricted to, the Purchasing Director, Manager or most senior Purchasing officer, , of any public University or Institute granting degrees in Ontario. Where a multi campus situation exists, each organized campus shall be considered a separate institution for the purposes of membership. A REGULAR MEMBER or designate, in good standing, shall be entitled to one vote and to positions on committees. A REGULAR MEMBER in good standing, and not a designate, shall be entitled to hold office on the Executive.
3.2 An ASSOCIATE MEMBER shall be defined as all Procurement Department related staff and additional delegates as designated by the institution’s Regular Member. ASSOCIATE MEMBERS shall not be entitled to vote or hold office on the Executive. An exception to holding office may be granted with the majority of the regular members voting in favour of the exception and only if a regular member does not hold another office. An associate member cannot hold the office of Vice-President or President. They shall be entitled to attend all meetings and conferences, have voice and hold positions on committees.
3.3 An AFFILIATE MEMBER shall be defined as the Procurement Officer, or designate, of (1) a University or Institution granting degrees located beyond the Province of Ontario borders (2) other educational institutions – colleges regardless of location. An AFFILIATE MEMBER shall not be entitled to vote or hold office. They shall be entitled to attend all meetings and conferences, have voice and participate in ventures of mutual interest. Affiliate membership may be granted by a majority vote of the Regular Members in session or by email
3.4 An HONOURARY MEMBER shall be defined as a person who has rendered distinguished service in advancing or upholding the purposes of this Association and may be elected to honourary life membership by a majority vote of the Regular Members in session. They shall be entitled to attend all meetings and conferences and have voice, but shall not be entitled to vote or hold office.
Article Four – Executive
The Officers of the Association shall constitute the Executive and shall be: President, Vice President, Secretary-Treasurer, Liaison Officer and Past President
4.1 Election shall be by ballot or a show of hands, whichever the situation dictates, and a plurality shall elect. In the event of a tie vote, the President shall cast an additional and deciding vote. Elections shall be held at the Annual Conference and will be conducted by the retiring President.
4.2 The nominating committee shall consist of the Liaison Officer and two elected members.
4.3 Other candidates for the offices to be filled may be nominated at the Annual Conference if supported or sponsored by three (3) or more Regular Members.
4.4 All members of the Executive shall be elected or appointed each year at the Annual Conference. The Executive may hold office for a one or two-year term in a single position..
4.5 The Executive may appoint a Regular Member to fill any vacancy occurring during the year.
Article Five – Executive Duties
5.1 The President shall be the Chief Officer of the Association and shall exercise general supervision over the interests of the Association. The President shall preside at all meetings and perform duties as may be assigned by the Executive or the Association.
5.2 The Vice President shall assume presidential responsibilities in the absence of the President and shall perform such duties as the Executive, from time to time may delegate. The Vice President and President shall be jointly responsible with the Purchasing Officer hosting the Annual Conference to organize the agenda of such a meeting.
5.3 The Secretary-Treasurer shall:
- Attend and record the proceedings of all meetings. • Keep a record of Membership and any other necessary records. • Be the custodian of all Association funds and shall deposit all monies in a bank in the name of the Association. • Record all disbursements which are to be authorized by the Executive Committee. • Keep books of accounts which shall be audited at the end of each fiscal year. • Sign all cheques and drafts upon the Treasury after obtaining the President’s approval.
5.4 The Executive shall appoint an auditor from the Association’s Regular Membership.
5.5 The Executive shall, at their discretion and within the capability of the Association’s Treasury, offer financial assistance to Regular Members and Affiliate Members, in good standing, and to members of the Association’s Standing Committees (refer to Article 9, Item 9.6) to ensure their attendance at the Association’s Annual Conference.
Article Six – Meetings
6.1 An Annual Conference shall be held. 6.2 Other meetings may be called by the President, due notice of which shall be sent to members at least ten (10) working days prior to the set date of such a meeting. 6.3 A majority of Regular Members present constitutes a quorum at the meetings for the full membership. Two (2) Officers constitute a quorum for all Executive Committee meetings. 6.4 The executive Committee shall meet as required and minutes shall be recorded.
Article Seven – Dues
7.1 There shall be an annual due payable to the Association by each Regular and Affiliate Member. Dues shall not be assigned to Associate or Honourary Members. Dues shall become payable immediately after invoiced. A vote of any proposed increases in dues shall be done at the Spring conference and will be passed with a majority voting in favour.
7.2 The fiscal year of the Association begins on the first day of June of each year and ends on the thirty-first (31) day of May of the following year.
Article Eight – Amendments
This Constitution may be amended from time to time by a two-thirds majority of the voting members at the Annual Conference.
Article Nine – Committees
9.1 The Executive Committee may establish committees from time to time as the needs arise, and shall appoint chairpersons for such committees, and shall establish the terms of reference for such committees.
9.2 A committee chairperson may be appointed for a two (2) year term and may be renewed provided no other member wished to assume the role.
9.3 Each committee shall consist of representatives from at least) two (2) member institutions.
9.4 All commitments and disbursements of the Association’s funds by a committee must have prior approval of the Executive Committee.
9.5 Committees shall submit budgets for the forthcoming fiscal year to the Executive Committee at least three (3) weeks prior to the Annual Conference.
9.6 Committees should hold one (1) major meeting annually, at the time of the Association’s Annual Conference and the Procurement Officer hosting the Annual Conference shall ensure that provision is made for these meetings, normally on the morning preceding the Annual Conference All members of the committees should attend these meetings if required.
9.7 The committees shall substitute conference telephone calls for in-person meetings at other times of the year, if at all possible.
9.8 The association will reimburse travel expenses incurred by committee members when such travel has been approved in advance by the Executive.
10.1 The Association endorses the Ontario Broader Public Sector (BPS) Supply Chain Code of Ethics.
Last Revised: Spring 2017