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Committees Policies & Procedures

Board Sponsorship 
Statement #: 4
Effective Date: June 2009 

Purpose: This statement should serve to clarify the specific responsibilities of the Board sponsor. A "job description" is not applicable. However, Board Sponsors should familiarize themselves with the appropriate job description of the committee they are responsible for.

Program Administration: It is the responsibility of the President to assign each Board member a specific role as Board Sponsor.

General Discussion: The role of Board Sponsor was created to provide guidance and leadership training to appointed Committee Chairs.

Procedure: The Board Sponsor acts as liaison between the Board and the committee he or she has been appointed to sponsor. It is their responsibility to develop Committee Chairs into effective leaders by monitoring and directing their activities in such a manner that goals and objectives are accomplished with a high degree of continuity.

The Board Sponsor shall:

  1. Develop their respective Committee Chair into effective managers, and prepare them to assume Board positions in the future.
  2. Provide assistance when necessary, and guidance where applicable. In the event a Committee Chair resigns, it will be the responsibility of the Board Sponsor assigned to that committee to assume the duty of the Chair on an interim basis, or until such time a new Chair is assigned.
  3. Monitor progress and make necessary adjustments.
  4. Questions or issues that the Board Sponsor is unable to address, should be forwarded to the President.

Administrative Support Committee
Statement #: JD: 8 
Revised Date: June 2009

Objective: The prime objective of the Administrative Support Committee is to give support to the Association, the President, and the Board of Directors.

Compliance: The Administrative Support Committee shall assure compliance of NAPM-OC with the ISM Bylaws and Policies and Procedures. Changes to the NAPM-OC Bylaws and Policies and Procedures are initiated through Administrative Support, and the updating and reprinting of the Bylaws and Policies and Procedures shall be the responsibility of the Administrative Support Committee.

Awards:

  1. Herbert Cannon Award
    1. The award shall include a plaque, annual dues, paid registration to the Forum, and a credit voucher in the amount of one hundred twenty five dollars ($125), to be applied toward the registration fee for a seminar or workshop(s) of their choice. Voucher is non-transferable and must be used within two (2) years.
    2. The award shall be bestowed on a member who has shown constant support beyond reasonable expectations toward the betterment of NAPM-OC.
    3. The award shall be presented at the June Dinner Meeting. 
  2. Roy How Scholarship Award
    1. The award shall be a scholarship in the amount of $300 presented to a student enrolled in a Purchasing/Supply Management Process in an accredited educational institution.
    2. The award shall be bestowed on a purchasing student who has completed six (6) units of purchasing curriculum and maintained a minimum of 2.5 grade point average. The candidate will be evaluated by the Educational Resources Committee. 
    3. The scholarship award will be presented at the June Dinner Meeting. 
  3. Sara J. Arhlen Award
    1. The award shall include a plaque, and a credit voucher in the amount of two hundred dollars ($200) to apply toward the registration fee of a seminar or workshop(s) of their choice. Voucher is non-transferable and must be used within two (2) years.
    2. The award shall be bestowed on a Committee Chair who exhibits leadership skills in the management and direction of the committee which he/she chairs.
    3. The award shall be presented at the June dinner meeting.
  4. Nominations
    1. Objectives: The Administrative Support Committee shall assist in selecting qualified candidates to fill the expiring terms of the Board of Directors.
      1. When vacancies in the Board of directors occur the President shall, with Board approval, appoint a consenting eligible member to fill the unexpired term.
      2. Obtain consent of all candidates.
      3. Submit list of candidates to the Board members at the February Board of Directors Meeting.
      4. Additional nominations may be made from the floor at the February dinner meeting.
      5. Notify Regular members, in writing, names of nominees in the March Purchasing Spotlight.
  5. Elections
    1. The Administrative Support Committee shall conduct the voting process by ballot at the April dinner meeting, by mail or by Absentee Ballot. Members voting shall be Regular, Regular Retired, Associate, Life and Corporate/Government members in good standing.
    2. Absentee ballots may be obtained from the Executive Secretary upon request and returned as prescribed in the Bylaws.
    3. Candidates receiving the highest number of votes shall be declared elected.
    4. Ties can be decided by special ballot.
    5.  Ballots shall be retained for sixty (60) days, then destroyed .

Communications and Website Committee
Statement #: 10
Effective Date: June 2009 

Objective: The Communications Committee shall have the responsibility of promoting the Association. It shall publicize noteworthy events of NAPM-OC and its members to present a clear image to the public.
The Communications Committee shall also assist in managing the NAPM-OC Website as follows: 

GENERAL DISCUSSION: Inasmuch as NAPM-OC is counting on the website as a source for revenue, a way to disseminate information to all members, and a way to streamline processes such as invoicing and workshop sign-ups, this position plays a vital role in the organization as the first point of contact for many members and non-members with NAPM-OC.

BREADTH OF RESPONSIBILITY: Review everything that goes on the website for accuracy, make certain everything is current, and that the information is appropriate for a professional organization. The Chair and Executive Secretary will be the primary contact with the Web Master to keep the relation focused. The Chair will continue to improve the website within the framework of the budget and with Board of Directors' approval. The Chair will make every effort, working in conjunction with all committees, to market the website links and provide a revenue stream to the Association.

 

  1. Review and proofread for errors, omissions and accuracy all material prior to releasing to Web Master to add to the Web Site. 
  2. Create an annual budget and manage the funds approved by the Board of Directors.
  3. Work with the Web Master on new Statement of Work (SOW) to provide services. The Board of Directors must approve each SOW. 
  4. Report progress on a monthly basis.

Newsletter:  The official publication of the Association shall be a monthly newsletter, edited by the Executive Secretary, which shall contain official notices and news of interest.

  1. Non-members may subscribe to the newsletter upon payment of the subscription rate of $15.00 per year.
  2. A calendar of article due dates shall be published at the start of each fiscal year. 

Educational Resource Committee
Statement #: 4
Effective Date: June 2009 

Objectives: The Educational Resources Committee shall study the educational needs of the membership and work to develop suitable programs to satisfy those needs.

Forum: If appropriate, a Purchasing Forum shall be conducted each year by the Educational Resources Committee. 

Coordination:

  1. Purchasing Certificates awarded by an accredited educational institution, in conjunction with NAPM-OC, shall be presented to qualified recipients at The Forum or June dinner meeting.

Finance Committee
Statement #: JD: 13
Effective Date: December 2000
Revised Date: June 2009

Responsibilities: The Finance Committee is responsible for providing a sound financial program for the Association's activities.

  1. The Committee shall maintain an ongoing review of the financial status of the association and distribution of its funds, and reviews any NAPM-OC financial transaction at its discretion.
  2. The Committee shall maintain an ongoing review of the financial status of the association and distribution of its funds, and reviews any NAPM-OC financial transaction at its discretion.
  3. Develops a strategy for all permanent reserve and surplus funds to ensure they comply with the Bylaws.
  4. Makes financial reports and recommendations as requested by the Board of Directors.

Reimbursement of Expenses

  1. The Officers of NAPM-OC, and Committee Chairs and Members, are to be reimbursed for all reasonable expenses incurred on behalf of NAPM-OC.
  2. All reimbursable expenses over ten dollars ($10) must be itemized on an NAPM-OC Expense Report Form, (Exhibit 1) with substantiating documents attached (airline tickets, hotel bills, receipts, etc.).
  3. Required approvals must be obtained from the President, Treasurer, or Committee Chair. Forward Expense Report with original receipts to the NAPM-OC office. Request for reimbursement should be turned in within thirty (30) days.

Travel Policy:

  1. Air Travel: Only coach fares will be reimbursed. First Class travel is never reimbursed. Early reservations are advised.
  2. Automobile Travel: Mileage rate, calculated per current IRS guidelines, is thirty-one cents ($.31) per mile. Reimbursement for extended car travel (including extra lodging and meals) will not exceed the lowest cost of air fare to that location. Original receipts must be furnished.
  3. Lodging: Maximum one hundred dollars ($100) per night at approved hotel. Exceptions require Board approval, in advance, on a case by case basis.
  4. Meals: Maximum of sixty-five dollars ($65) per day, including tax and tips will be allowed. The maximum amount may be used at the discretion of the traveler. Payment for another person on official NAPM-0C business is permitted, provided that the person's name must appear on the expense report. Meals included in registration fees are reimbursable.
  5. Gratuities: Must be kept to a minimum. Fifteen percent (15%) for meals, cab drivers and hotel doorman.
  6. Registration Fees: Allowable expenses, except for other items (meals, Materials, etc.) which were not included in the registration form. Reimbursement request must list meals, materials, etc., covered by the registration fee.
  7. Telephone/Fax/e-mail: Will be allowed, but are to be made as brief as possible. Receipts should be submitted whenever available.
  8. Unusual Expenses: Expenses not specifically covered in the above, must be explained. Supporting documentation must be provided.

Procedures for Reimbursement: 

  1. NAPM-OC Expense Report Form (Exhibit 1) must be used, and must be completely filled out, signed, and have all supporting documentation (hotel bills, air fare receipt, and all other materials and supplies attached). Documentation is required for any single item of ten dollars ($10) or more; forms received for payment will be returned if receipts are not attached or adequately explained.
  2. Expense report (Exhibit 1) must be used when requesting reimbursement for dinner guests, mileage (authorized by the President), postage, printing, speaker fees and/or honorarium, supplies/food for committee meetings and seminars/workshops. Receipts must be attached to the report. All reimbursement requests from members of a committee working on a committee project must be approved and authorized by the chairperson of that committee.
  3. Expense Report (Exhibit 2) must be used when requesting reimbursement for authorized travel and related expenses. Receipts must be attached to the report.

House Commmittee
Statement #:  14
Revised Date: June 2009 

Responsibilites: Act as liaison between NAPM-OC and the facilities used to host Dinner meetings.

  1. Complete all contractual obligations for meeting placed and meal cost by June 15.
  2. Establish dinner menus on a monthly basis for inclusion in the Purchasing Spotlight.
  3. Arrange for meeting rooms and Audio Visual equipment as reqired.
  4. Coordinate all social meetings or functions.

Marketing Committee
Statement #:  15
Revised Date: June 2009 

Responsiblities: Develop, coordinate and maintain a continuing program of marketing the benefit of NAPM-OC activities.

  1. Provide information of value to purchasing and supply chain managers.
  2. Prepare a formal presentation that will lead ot greater visibility of benefits derived from membership in NAPM-OC.
  3. Promote programs established by other Committees within the organization.

Membership Committee
Statement #:  16
Revised Date: June 2009 

Objective: The objective of NAPM-OC is to foster a continuing and healthy growth of the Association.

Categories of Membership:

  1. Voting Member (Dues Paying)
    1. Regular
    2. Editor, Secretary (Employed by Association)
    3. Unemployed Regular Member
    4. Consultant
  2. Voting Member (Dues Free)*
    1. Academic
    2. Retired Regular Member (Approved by Membership)
  3. Voting Member (Local Issues Only)
    1. Associate
  4. Non-Voting Member
    1. Honorary-Dues Free

New Member Orientation: The Membership Committee shall conduct orientation prior to the dinner meetings. Sessions may be conducted individually, by an appointed greeter, or in group sessions conducted by an individual appointed by the chair(s). 

Membership Certificates: Certificates of Membership shall be issued to each new member via mail or at the dinner meeting.

* Whenever an Academic and/or a Regular Retired Member attends a dinner meeting, he/she will observe the procedure for reservations and cancellations and pay the specified fee for dinner. Whenever a special invitation is extended by the Association to an Academic member, he/she will attend as a guest and no fee for dinner will be charged.

Academic members shall be encouraged to participate in activities concerning purchasing and other related fields. 

Volunteer Coordinator - Statement #16-1 

Purpose: The Volunteer Coordinator shall be a member of the Membership Committee and make every effort to fill volunteer job vacancies within the association. 

Administration: Form a volunteer job skills bank that will create a "reference library" of expertise.

Coordinate with all committees to determine the need for a volunteer. Assign volunteers for temporary, long-term and short-term tasks.


Professional Credentials
Statement #:  9
Revised Date: June 2009

Qualification: Certification is open to anyone engaged in Purchasing/Supply Management, who meets the current ISM qualification criteria. Membership in NAPM-OC is not a requirement. 

Certification Program: Information and literature on the Certification Program shall be maintained and distributed by the Business Manager.

  1. Certificates shall be distributed to successful candidates at a regularly scheduled dinner meeting, or mailed upon request of recipient.
  2. New CPSM or C.P.M. certificates and re-certification certificates shall be placed in a suitable frame for presentation.

Committee Chairpersons
Statement #:  5
Revised Date: June 2009

Purpose: The purpose of this statement is to provide an overview of the Committee Chairperson position, as well as guidelines for the incoming President and Board of Directors. More specific information and details of the various committees can be found with their individual job descriptions. 

Program Administration: It is the responsibility of the respective Board Sponsor (in conjunction with the President of the Association) to select a candidate with the appropriate skills to perform the required task. 

General Discussion: The committee chair position is at the very heart of the Association. As important as members are to the health and growth of the organization, they will not sustain it if the quality and perceived benefits wane.
Procedure: Within thirty (30) days after election, the President will appoint, from among the Directors, a Board sponsor for each of the standing committees and such other committees he or she may deem necessary.

  1. The President in conjunction with the appropriate Board Sponsor, will appoint chairpersons of all committees from among the eligible members of the NAPM-OC. The Board Sponsor may, with the President's approval, act as the Committee Chairperson on an interim basis.
  2. By August, each Chairperson will submit a list of committee goals and a written plan detailing a proposed course of action for successful implementation.
  3. Each Chairperson will submit to the President Elect an annual budget for his or her committee no later than mid-July.
  4. All Chairpersons will complete, on a monthly basis, a report detailing the activities of the committee, this report is to be submitted to the Board of Directors three days prior to their monthly Board meeting.
  5. Questions or problems should be brought to the attention of the Board Sponsor.