The name of the Association is: “Ontario University Professional Procurement Management Association”.

The Association is established to:

2.1 Support Members through advocacy and leadership;

2.2 Promote Equity, Diversity, Inclusion and Sustainability in our supply chains and insitutions;

2.3 Ensure professional accountability is demonstrated through the work we do;

2.4 Promote collaborative strategic sourcing opportunities to leverage spend across the higher education, public, and broader public sectors;

2.5 Provide professional development and learning opportunities in support of strategic procurement transformation;

2.6 Advise the Council of Ontario Universities (COU), the Council of Senior Administrative Officers (CSAO), the Canadian Association of University Business Officers (CAUBO), and any other public sector procurement entity on procurement-related matters, as appropriate, and provide reports, when required.

Association membership is open to Regular, Affiliate, and Honourary Members, as defined in 3.1, 3.2, and 3.3 below:

3.1 A REGULAR MEMBER is defined as any Ontario publicly funded university, in good standing with respect to annual membership dues. The most senior individual responsible for institutional procurement at a Regular Member institution (“Senior Procurement Officer”) is entitled to vote and hold Executive positions in the Association. Regular membership is extended to satellite or multi-campus procurement offices where such governance structures exist.

3.2 An AFFILIATE MEMBER is defined as the Chair of any Ontario university association that is affiliated with the Council of Ontario Universities (COU).

Moreover, the Ontario Colleges Procurement Managers Association (OCPMA) holds a special relationship with OUPPMA which enhances the procurement profession within higher education. This relationship provides access to collaborative sourcing initiatives, professional development and training, and networking opportunities.

For the purposes of cross-sector collaboration, information sharing, and to strengthen partnerships on issues of common interest, and as may be amended from time to time, Affiliate membership includes the Chair of the following Associations:

• Ontario Colleges Procurement Managers Association (OCPMA);

• Council of Senior Administrative Officers (CSAO);

• Council of Ontario Financial Officers (COFO);

• Ontario Association of Physical Plant Administrators (OAPPA);

• Ontario University Council of Chief Information Officers (OUCCIO);

• Council of Environmental Health and Safety Officers (CEHSO);

• Council of Senior Human Resource Officers (CSHRO); and

• Ontario Association of College and University Security Administrators (OACUSA)

Individual institutions associated with an Affiliate member can participate in strategic sourcing initiatives, professional development opportunities, and events coordinated for the purpose of enhancing collaboration within higher education.

An Affiliate Member is not required to pay annual membership dues and is not entitled to vote or hold executive positions.

3.3 An HONOURARY MEMBER is defined as an individual who has rendered distinguished service in advancing or upholding the purposes of this Association and may be granted honourary life membership by a majority vote of the Regular Members at the Annual Business Meeting. Honourary Members are not entitled to vote or hold Executive positions but may be invited to participate as a member of the Advisory Board.

The Officers of the Association shall constitute the Executive and are Chair, Vice-Chair, Secretary, and Treasurer.

4.1 Executive positions may be held for a two-year term. The term of office can be extended, subject to a vote of the Regular membership.

4.2 Any change in Executive positions to fill a vacancy is subject to a majority election as overseen by the Nominations Committee. The Executive may appoint an individual during the interim period, under exceptional circumstances, provided the interim term does not extend beyond the date of the next Annual General Meeting.

4.3 The Executive shall be supported by an Advisory Board comprised of up to five Regular Members in good standing and may include any past Chair. Advisory Board members shall be confirmed by a majority vote of the Regular membership. Advisory Board positions are to be held for a minimum of one year, at the discretion of the member. 

4.4 Eligibility to hold an Executive position or be a member of the Advisory Board may be subject to experience and qualifications as determined by the Nominations Committee in consultation with the Regular membership.

5.1 The Chair is the Chief Officer of the Association, presides over all meetings, and is responsible for executing the vision and strategy of the Association on behalf of the membership. The Chair liaises with COU or other public sector entities on behalf of the Association, including federal and provincial government ministries and/or agencies on matters that are of concern to the Association or for matters that the Association is called upon to provide guidance, advice, or access to the Association.

5.2 The Vice-Chair assumes the responsibilities of the Chair in his or her absence and performs such duties as the Executive, from time to time may delegate. The Vice-Chair is responsible for stewarding the Association brand by profiling and formally recognizing the contributions of the Association and its members. The Vice-Chair is also responsible for communicating with Standing Committees to ensure they are meeting their assigned deliverables and providing regular updates to the membership at large.

5.3 The Secretary is responsible for attending and minuting the proceedings of all meetings, for ensuring relevant documents are appropriately stored and made accessible to the membership, validating the accuracy of public content, and maintaining a historical roster of members, including past Executive Officers and Honourary members.

5.4 The Treasurer is responsible for managing Association funds including collecting annual membership dues and recording all disbursements approved by the Executive. The Treasurer is the signing authority, together with the Chair. This position is responsible for implementing and adhering to internal controls, providing supporting documentation, and presenting the Association’s financial statements to the membership following the fiscal year-end.

‍5.5 The Executive is responsible for maintaining the operational protocols and guidelines related to the execution of its duties and the activities of the Association. This includes facilitating or assigning responsibility for coordinating the Annual General Meeting (AGM), Regular Business Meetings, and Collaborative Forums.

6.1 Annual General Meeting (AGM) - The Association is required to convene an Annual General Membership (AGM) meeting of all Regular Members. Affiliate and Honourary Members are welcome to attend. The purpose of the AGM is to:

• Conduct Executive position elections or confirm appointments;

• Present the Treasurer’s report and financial statements;

• Present the Association’s annual report outlining prior year activities and future objectives; and

• Provide an opportunity for members to share information and practices, discuss relevant issues, and consult on matters of common interest.

6.2 Regular Business Meetings – The Senior Procurement Officers will hold one or more business meetings. The purpose of a regular business meeting is to:

• Provide a forum for each Regular Member Institution to provide an update on procurement-related activities, issues, or concerns arising within their own university;

• Identify initiatives to be undertaken by Standing or Ad hoc Committees, including the assignment of relevant tasks or projects;

• Receive Committee updates from the Committee Liaison Officer, including any requests for support or feedback;

• Consult on strategic initiatives, best practices, and business developments; and • Discuss interpretation, implementation and/or issues arising with respect to public procurement policy and/or legislation.

Regular Business Meetings are open to other senior management positions at each Regular Member institution, at the discretion of the Senior Procurement Officer. 

6.3 Collaborative Forums – All Regular, Affiliate, and Honourary members may participate in Collaborative Forums. The purpose of a Collaborative Forum is to:

• Foster collaboration and knowledge sharing within and across the higher education sector to enhance our professional practices;

• Engage with subject matter experts to generate awareness and facilitate understanding of the impact of public procurement frameworks and requirements; and

• Discuss and promote strategic sourcing opportunities and other collaborative initiatives of interest and benefit.

6.4 Professional Advancement and Development (PAD) Events – The Association endeavors to provide professional development and training to procurement staff within and affiliated with the Association, and at a minimum of once annually. Funding may be requested from the Association to support the costs of any PAD initiative, subject to availability of funds and approval of the Executive.

7.1 There shall be an annual due payable to the Association by each Regular Member. Dues shall not be required of Affiliate or Honourary Members. Dues shall become payable at the beginning of each fiscal year. A vote of any proposed change in dues shall be done at the AGM and will be passed by a majority vote.

7.2 Membership dues shall be calculated to reasonably fund the planned activities and administrative support of the Association, including but not limited to technology use and maintenance, meeting supplies and aids, and related operational expenses.

7.3 The Executive shall, at its discretion and within the capability of the Association’s Treasury, offer financial assistance to Regular Members and to members of the Association’s Standing Committees to ensure their active participation.

8.1 Expenses incurred by the Association must be directly related to its purpose and objectives as outlined in this Constitution. Such expenses should serve the collective interests of the association and contribute to the fulfillment of its purpose. Any expenditure that deviates from or contradicts the stated purpose or objectives of the association shall require careful scrutiny and justification before approval. 

8.2 Approval by Executive for Minor Regular Expenses - Expenses under $2,500, deemed regular or operating in nature, shall require approval by the Executive. Regular expenses may include but are not limited to, office supplies, conference expenses, and web hosting and domain fees. The Executive shall review and authorize these expenses to ensure they are within budgetary constraints and align with the Association's ongoing operational needs. 

8.3 Majority Approval of Membership for Significant Expenses - Expenses exceeding $2,500 or those considered significant in nature shall require majority approval of the membership through a vote. Such expenses may include, but are not limited to, hiring consultants, speaker fees, and hospitality or event-related expenses. Members shall have the opportunity to review and deliberate on proposed expenses, exercising their collective judgment to determine the necessity and prudence of the expenditure before granting approval through a democratic voting process. 

9.1 Standing Committees - The Executive may establish Standing Committees from time to time, appoints a Lead for such Committees, and establishes the terms of reference for work undertaken by Standing Committees on behalf of the Association.

9.1.1 A Regular Member may be appointed as a Standing Committee Lead for a renewable two (2) year term. Each Standing Committee includes at least 2 Regular Members.

9.1.2 The Nominations Committee is a Standing Committee and is responsible for overseeing the electoral process at the Annual General Meeting when required. The Committee shall be comprised of up to three Regular members, excluding current Executive Officers. The Committee shall be constituted and dissolved when, and as, an election of an Executive Officer is required. Committee members shall be confirmed by a vote of the majority of the Regular membership.

9.1.3 The Professional Advancement and Development (PAD) Committee is a Standing Committee and is responsible for organizing and promoting professional development events. In consultation with the membership, the PAD Standing Committee develops and proposes the agenda and speakers for Executive review and approval. The Committee shall be comprised of up to three Regular members and confirmed by a vote of the majority of the Regular membership.

9.2 Working Groups – The Executive may establish Working Groups from time to time, appoint a Lead for such Groups, and establish the terms of reference for work undertaken.

9.2.1 Working Groups have a limited term which will expire with the completion of the work undertaken.

9.2.2 A Regular Member may be appointed as a Working Group Lead. Each Working Group shall be comprised of at least 2 Regular Members.

10.1 The Association endorses the Ontario Broader Public Sector (BPS) Supply Chain Code of Ethics.

11.1 This Constitution may be amended from time to time by a two-thirds majority of Regular Members attending the AGM.

11.2 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.