Vendor Advisory Group

Bylaws

ARTICLE I
STATEMENT OF PURPOSE AND OPERATION

The TASSCC Vendor Advisory Group (VAG) was formed for the express purpose of providing feedback and support to the TASSCC Board on its operations, decisions, and activities.

ARTICLE II
MEMBERSHIP

The VAG shall have thirteen members. The members shall self-appoint a Chair, a Vice-Chair, and a Secretary.

Chair – The Chair is the principal appointed officer who shall preside at all VAG meetings. The Chair shall make subcommittee appointments and shall serve as an ex officio member of all subcommittees. The Chair is invited to attend TASSCC Board meetings.

Vice Chair – The Vice Chair shall preside at all VAG meetings in the absence of the Chair. In the event the office of Chair becomes vacant before the end of the fiscal year, it shall be filled by the Vice Chair, who shall serve out the remaining term. The Vice Chair is invited to attend TASSCC Board meetings.

Secretary – The Secretary shall maintain the minutes of all VAG meetings, and electronically mail copies of said minutes to the Associate Membership, TASSCC Board and Management Company (for permanent filing of records). The Secretary shall also maintain the attendance record from all VAG meetings. During an election, the Secretary shall prepare, distribute, collect and tally ballots, reporting results to the Chair. The Secretary shall keep the official correspondence of the VAG.

The members of the VAG shall be defined as the following:

1. Any corporation, partnership or sole proprietorship provided such entity is primarily engaged in either:

   1. The manufacture, sale or service of information processing, telecommunications equipment and/or software, or

   2. Furnishing consulting, design and/or technical services in support of information processing or telecommunications equipment and/or software, or

2. Local, state or Federal government agencies, or
3. State-supported school districts (K-12).

Term of Membership

Each vendor member shall be expected to serve a three-year term and shall be eligible for re-appointment to VAG for an additional three-year term. Any vendor who serves two consecutive terms must sit out as a voting member for at least one (1) year and shall be eligible for re-appointment to the VAG at the end of that year. Any vendor member who is elected to fill a position vacated before the expiration of a term is eligible for completing that term plus one additional three-year elected term. The terms of vendor members shall be staggered so that roughly one-third of the VAG members are considered for replacement each year.

The Chair, Vice-Chair and Secretary will remain in office until new officers are elected.

Replacement of Members

1. A vacancy occurs on the VAG when a vendor/company fails to fulfill their commitment to actively participate with TASSCC at large and/or the VAG. This commitment includes the attendance requirement outlined in subsection B of this section. The VAG Chair may request that the vendor/ company resign from the VAG.

2. VAG members are allowed two excused absences from the regular monthly VAG meetings during any 12 month period. Three absences will result in forfeiture of the vendor's position on the VAG. Members are allowed to send representatives in their stead to attend a VAG meeting and it will fulfill their attendance requirement for that meeting.

3. When a VAG vacancy occurs, the VAG Chair and its remaining members shall consider applicants for membership from the file of letter requests. Prior to consideration of requests for membership, the VAG Secretary shall verify that all letters of request for involvement are still active, and an attempt shall be made to notify other vendors interested in the VAG to help ensure an equal opportunity for consideration for membership. If the individual that resigned from the member company has moved to another company that meets the VAG requirements, the individual and the new company may apply and be considered for membership.

4. After reviewing the letters of request for membership, priority consideration for selecting a replacement shall be given as follows:

   1. If the vacancy occurs prior to completion of a term, then the vendor member may appoint another representative from its company to complete its term if it desires.

   2. The VAG shall attempt to maintain a diversity of vendor members. The VAG shall strive to keep a minimum of two of the thirteen members from state-designated HUB vendors.

ARTICLE III
OPEN MEETINGS

General Session VAG meetings are open to all vendors. Executive Session of the VAG may be conducted as called by the VAG Chair. Only VAG members may participate in voting when it becomes necessary.

ARTICLE IV
AMENDMENTS

The TASSCC Board of Directors shall approve amendments or revisions to these bylaws.