BYLAWS

ARTICLE I - NAME

The name of the organization is the California State University (CSU) Procurement and Support Services Officers Association, hereinafter referred to as the PSSOA.

ARTICLE II - PURPOSE

The primary purposes of the PSSOA are:

1. Provide collective, proactive leadership in support of the CSU and/or individual campuses in the development of creative and innovative programs through optimum use of technology designed to deliver cost effective, value added service to campus customers.
   
   
2. Establish a consortium for the discussion, development and interchange of knowledge, information, skills and methods for solving purchasing, contracting and other support services problems encountered by its membership.
   
   
3. Provide a means to collaborate with the Chancellor's Office staff to review and comment upon proposed legislation and regulations and to help shape the CSU responses.
   
   
4. Assist the CSU, under the direction of the Chief Administrative/Business Officers (CABO), in planning, developing and communicating new and improved policies and procedures related to purchasing, contracting and support services issues. Advise the Chancellor's Office on the implementation of these policies and procedures.
   
   
5. Provide a forum in which the collective professional concerns of the Procurement Officers of the CSU can be shared and explored with the Chancellor's Office.
   
   
6. Plan and facilitate continued personal and professional development and training of Procurement Officers and staff in the CSU.
   
   
7. Identify and implement consortium and "cluster" group buying opportunities for the membership.
   
   
8. Identify and establish standards to facilitate communications and reporting among membership.

ARTICLE III - MEMBERSHIP/DUES

1. Primary membership shall consist of the chief purchasing officers of each of the campuses of the CSU and the Chancellor's Office. Only primary members shall have voting authority.
   
   
2. Associate membership shall consist of all other managers and staff involved in and/or associated with purchasing or contracting related functions on the campuses or at the Chancellor's Office.
   
   
3. There are no annual dues payable for membership. The treasury of the PSSOA shall rely on fees pertaining to workshops and the annual business meeting.

ARTICLE IV - MEETINGS

1. The PSSOA shall conduct at least one annual business meeting for its entire membership. The time and place of the annual meeting shall be set by the President of the PSSOA and may not take place earlier than February or later than April of the calendar year following election. The location of the annual meeting shall alternate annually between Northern and Southern locations as defined in Paragraph VI.B. Notice of the annual meeting should be sent to the members sixty (60) days in advance of the meeting. The purpose of the meeting shall be to elect officers, receive reports of officers and committees, provide training and professional development workshops and for any other business that may arise.
   
   
2. Periodic meetings of the primary membership (or designees) should occur no less frequently than quarterly during the course of the year. The time and place should be sent to the membership thirty (30) days prior to the meeting. The purpose of the meetings shall be to conduct business of the PSSOA which has systemwide implications.
   
   
3. Special meetings of the primary membership may be called at any time during the course of the year by the President to address special issues, topics or projects.
   
   
4. A quorum shall consist of at least a majority of the primary membership.
   
   
5. Each primary member shall have one vote in the affairs of the PSSOA, which may be cast by the member or the member's designated representative.

ARTICLE V - OFFICERS

1. The officers of the PSSOA shall consist of the President, Vice President, and the Secretary, who shall be elected from the primary membership. Officers shall alternately be selected from among Northern and Southern campuses corresponding to the location of the scheduled annual meeting and as defined in Paragraph VI.B. (i.e., if the President is from a Northern campus, the Vice President shall be from a Southern campus and the Secretary shall be from a Northern campus).
   
   
2. The election shall be held as the final item of business at the annual meeting.
   
   
3. The term of office shall commence at the close of the annual meeting and shall terminate at the close of the next annual meeting.
   
   
4. Duties of the various officers shall be as follows:
   1. President
      1. Serve as the chief administrative officer of the PSSOA.
      2. Formulate the agenda and chair all meetings
      3. Act as the liaison with CABO and other administrative associations of the CSU
      4. Chair the Executive Committee
      5. Assist the Director, Contracts and Procurement, Chancellor's Office, on procurement and contracts related issues, as requested.
      6. Appoint committees as necessary.
      7. Plan and conduct annual meeting.
      8. Prepare a financial statement covering the finances of the PSSOA within sixty (60) days of completion of the annual meeting.
         
         
   2. Vice-President
      1. In the absence of the President, assume all the duties listed above.
      2. Assist the President as requested.
      3. Develop a slate of candidates for the next annual election, including at-large representatives for the Executive Committee.
      4. Serve on the Executive Committee
      5. Chair the Education and Training Committee.
      6. Develop training programs for the annual conference in coordination with president and Conference Committee.
         
         
   3. Secretary
      1. Record and distribute the minutes of all meetings of the PSSOA.
      2. Maintain and update the membership list and e-mail directory. Publish the directory on behalf of the President for the annual meeting
      3. Serve on the Executive Committee
      4. Chair the Conference Committee.
         
         
5. In the event one of the officers of the Association is unable to complete the term of office, a representative from the primary membership shall fill the vacancy in a special election at the next periodic meeting of the PSSOA primary membership.
   

ARTICLE VI - EXECUTIVE COMMITTEE

1. The primary responsibilities of the Executive Committee shall be:
   1. Advise the Chancellor's Office, Contracts and Procurement, on issues relating to purchasing and contracting.
      
      
   2. Review and/or respond to CABO action items.
      
      
   3. Review and develop annual calendar.
      
      
   4. Recommend appointments to committees and task forces as necessary.
      
      
   5. Recommend appointments of liaison representatives to other CSU organizations/groups.
      
      
   6. Review and approve the annual financial statement.
      
      
2. The Executive Committee shall consist of primary members of the PSSOA, including each of the officers, the immediate past president, and two at-large representatives from among the remaining Northern campuses and two at-large representatives from among the Southern campuses. For purposes of identification, Northern campuses shall include Humboldt, Chico, Sacramento, Stanislaus, Sonoma, Maritime Academy, San Francisco, San Jose, Hayward, Monterey Bay, and Fresno. Southern campuses include San Diego, Long Beach, Chancellor's Office, Dominguez Hills, Northridge, San Bernadino, Bakersfield, Pomona, Fullerton, San Marcos, Los Angeles and San Luis Obispo.
   
   
3. At-large representatives shall serve a two year term of office.
   
   
4. The Executive Committee shall meet as needed annually as requested by the President of the PSSOA or the Director, Contracts and Procurement, Chancellor's Office through the President of the PSSOA.

ARTICLE VII - COMMITTEES

1. Education and Training Committee
   1. The chair shall be the Vice-President who shall act as a liaison between the PSSOA and the systemwide coordinator. The charge shall be to identify needs and to develop education and training opportunities for the PSSOA membership. Additional committee members may be identified from either primary or associate members as needed.
      
      
2. Conference Committee
   1. The chair shall be the Secretary who, at the request of the President and the host campus, shall coordinate the events of the annual meeting. Work shall include but not be limited to developing the agenda, arranging the vendor fair, scheduling concurrent training programs and notification of membership. Additional committee members may be identified from either primary or associate members as needed.
   
   
   
3. AdHoc Committees/Special Projects Task Forces
   1. Ad Hoc Committees and/or special projects task force groups shall generally be drawn from primary membership with representatives from associate members or non-members for expert support. The primary charge shall be to respond to special issues and topics of concern to the PSSOA, whether identified by the PSSOA, CABO, or Chancellor's Office.

ARTICLE VIII - PARLIAMENTARY AUTHORITY

The rules contained in the current edition of Robert's Rules of Order as informally applied shall govern the Association insofar as they are not inconsistent with these Bylaws and any special rules of order the Association may adopt.

ARTICLE IX - AMENDMENTS

Proposed amendments to these Bylaws must be submitted in writing, along with an explanation of the purpose of the change, to the primary membership for consideration. Members will have at least thirty (30) days to consider at which time the proposed amendment will be placed on the agenda of the next periodic meeting of the primary members. Amendments will be implemented upon a majority vote of the membership present at the meeting at which the Bylaw amendment is presented.

Article X - Electronic Communication

1. Meetings
   1. A Board-authorized teleconference, video conference, and/or other similar meeting method, may be utilized by the Executive Board, Board, primary membership, and/or a committee or subcommittee, provided that a 48-hour notice be given to its members.
   2. With a quorum of two-thirds (2/3) of committee members, motions may be voted upon by a roll call vote.
   3. The minutes from such electronic meetings shall be approved at the next in-person meeting or at the Annual Meeting.
2. Electronic Mail (e-mail) and Listserve
   Electronic Mail and Listserve shall be used for the dissemination of information and to facilitate communication within the Associaton.
3. Website
   The PSSOA shall maintain a website for the benefit of the members.