Operating Procedures


For the Defense Acquisition University Alumni Association Board of Directors (National Level)

April 11, 2002 (as amended September 20, 2017)

Section I
Responsibilities of DAUAA BOD Officers and other Directors

A. President:

1. Shall preside at all meetings of the Defense Acquisition Alumni Association (hereafter referred to as the
Association) Board of Directors (BOD), and shall direct the business and operations of the Association in
accordance with the Constitution and Operating Procedures.

2. Shall appoint standing, special, and ad hoc committees, as necessary.

3. Shall fill vacancies in office, subject to BOD confirmation.

4. Shall arrange and prepare agenda for all board meetings.

5. Shall serve as ex-officio member of the Finance Committee.

B. Vice President (Operations):

1. Shall prepare and implement the operating schedule for the Association.

2. Shall prepare the Annual Symposium Survey Report.

3. Shall oversee the Constitution and Operating Procedures Committee; Nominations and
Elections Committee; and Audit Committee.

4. Shall chair the Long Range planning committee.

5. Shall assume the office of President upon death, resignation, or termination of the
BOD President.

6. Shall preside at Association and BOD meetings in the absence of the President.

C. Vice President (Membership):

1. Shall oversee the Membership Committee; and Public Relations Committee.

2. Shall receive and certify petitions for chapters, and issue charters.

3. Shall preside at Association and BOD meetings in the absence of the President and
Vice President (Operations).

D. Vice President (Symposium):

1. Shall be responsible for the Annual DAU Symposium.

2. Shall preside at Association BOD meetings in the absence of the President, the Vice
President (Operations), and the Vice President (Membership).

E. Vice President (Communications):

1. Shall oversee the production and distribution of the quarterly newsletter and other
publications of the Association.

2. Shall oversee administration of the DAUAA website and work with the administrative
contractor to update as required.

3. Shall preside at Association BOD meetings in the absence of the President, the
Vice President (Operations), the Vice President (Membership), and Vice President

F. Secretary:

1. Shall prepare and distribute minutes of the previous Association BOD meetings at
least two weeks prior to the next meeting.

2. Shall provide notice of meetings at least two weeks prior to such meetings.

3. Shall receive proxies for BOD meetings.

4. Shall be responsible for the History Committee.

G. Treasurer:

1. Shall disburse funds as prescribed under Section VI of these Operating Procedures.

2. Shall develop and present an annual operating budget as described in Section VI of
these Operating Procedures.

3. Shall chair the Finance Committee.

4. Shall be a member of the Long Range Planning Committee.

H. Immediate Past President:

1. Shall serve on the Board of Directors.

2. Shall serve as liaison officer to the Board of Advisors.

I. Director-at-Large:

1. Shall serve on committees and work specific projects, as appointed by the President.

J. Service Representative:

1. Shall be assigned via the respective member’s Service – one each for Army, Navy,
Marine Corps, and Air Force.

2. Shall serve as a voting member of the BOD and provide Service–related advice and
information regarding DOD acquisition topics.

K. Associate Board Member:

1. Shall be appointed by the President and confirmed by two-thirds majority of voting
board members casting votes.

2. Shall serve as advisory BOD members.

3. Shall not be voting BOD members.

4. Shall be one of five (5) appointed by the President.

L. DAU Representative to DAUAA Board:

1. Shall be a DAU faculty or staff member selected by the President of DAU to serve as
a representative to the BOD.

2. Although not a voting member of the BOD, the DAU Representative will provide a
DAU report or recommendations to the Board.

Section II
The Board of Directors

A. The Board of Directors shall:

1. Take action and conduct business as necessary to promote the Association and the DAU. Emphasis is on education and training of the defense workforce, with Continuous Learning Points (CLP) assigned for Symposia and Forums supported by and/or co-sponsored by the Alumni Association.

2. Chair or serve on Association committees.

3. Nominate members to fill officer or BOD vacancies; and confirm the President’s appointments. Two-thirds of votes cast by voting members of the Board of Directors are necessary for confirmation.

4. Nominate members for the Board of Advisors to the President of DAU and President of the DAUAA.

5. Nominate and elect Honorary Members of the Association.

6. Recommend and approve changes in Association dues.

Section III
The Board of Advisors

A. The Board of Advisors will:

1. Only be activated as required and upon mutual agreement between the DAU and
DAUAA Presidents. The number of advisors (up to 6 maximum) and selection/appointment of those advisors will also be agreed between the DAU and
DAUAA Presidents. The BOD will provide their nominees for advisors.

2. Provide specific guidance, general counsel and recommendations to the Association on
top-level strategic issues.

3. If activated, meet preferably immediately prior to or during the Annual DAU Symposium. The President, DAU or his/her representative shall chair the Board of Advisors meetings.

B. The composition of the Board of Advisors shall:

1. Consist of persons who have made significant contributions to defense acquisition,
DAU, or the Association.

2. Not exceed six appointed members plus the President, DAU or his/her representative.
Members will be appointed for an “as-required” term. The President, DAU, and
President DAUAA will mutually agree on the appointment of members to fill an
unexpired term upon the departure of a member, or on the termination of a member (s).

3. The members of the Board of Advisors will be named as Honorary Members of the

4. The Immediate Past President will serve as liaison officer to the Board of Advisors.

Section IV

A. Members desiring to establish a local chapter of the Association shall submit a petition
containing the names and addresses of at least 15 Association members, proposed
chapter name, proposed officers, and proposed bylaws or operating procedures, to the
Vice President (Membership).

B. The Vice President (Membership) shall review chapter peti­tions and, when satisfied that
criteria have been met, approve establishment of Chapters. New Chapters will be
reported in the Association newsletter.

C. Each start-up chapter will be provided $250 as an initial start-up grant. Additional money
may be available for each chapter; however, individual requests must be made in writing
including a detailed justification of why the additional funds are needed.

D. Chapters may assess chapter dues to cover operating expenses. These chapter dues
are in addition to the annual dues of the Association. The Chapters must abide by the
Constitution and Operating Procedures of the Association, but may have constitutions
and operating procedures tailored for their specific locales. In all cases, the national
level constitution and operating procedures take precedence.

Section V
Election Procedures

A. The Vice President (Operations) shall appoint a Nomination and Elections Committee within 90 days after
the annual symposium – every two years.  The Committee shall first conduct a slating process with the membership in
order to obtain nominations for officers and members-at-large.  The Committee will then prepare and submit its nominations
on a ballot to the Vice President (Operations) who will then send the ballot to members for voting.  The voting period will be 30 days.

B. The Committee shall submit nominations for the seven Association officers and all five Directors-at-Large. All nominations
are for a two-year term. In accordance with the Constitution (Article IV B) only Regular Members are entitled to vote
or hold elected office on the BOD. The Committee shall attempt to balance the nominations among the various
Services and defense industry members.

C. The Committee shall obtain the nominee’s bio and photo and consent to serve, if elected. A short biography
of each nominee on the ballot.

D. The Election will be conducted within 90 days of the annual symposium. All votes will be by secret written or e-mailed
ballot submitted to the Vice President (Operations) via the DAUAA  staff.  All  Association Members will receive a ballot for
all officers and Directors-at-Large. Spaces will be provided for write-in can­didates. Write-in candidates must present a
statement of their willingness to serve to the Nomination and Elections Committee.

E. Election shall be by a plurality of the votes cast. In the case of a tie, the Board of Directors will vote (majority) to determine the winner.

F. New officers and directors will be installed at the next Board meeting.

G.  Procedures for appointing Service Representatives and Associate Board Members are described in the DAUAA Constitution, Article V.B.

Section VI
Obligation and Disbursement of Funds

A. The Finance Committee, chaired by the Treasurer, shall develop and submit an annual
operating budget to be presented to the Board of Directors at least two weeks prior to
the annual meeting. The budget shall be for the next fiscal year, which begins on 1
October. This budget shall record anticipated sources of income and proposed disburse­
ments for a fiscal year. The budget, as approved by the Board of Directors, shall
authorize disbursement of funds by the treasurer.

B. The President may obligate the Association, but not in an amount to exceed $200 on any
single occasion, and not to exceed $500 during any one-year term. The President shall
notify the Treasurer in writing that an obligation of funds has been made. The notification
shall include the following information: date, dollar amount, and purpose of obligation;
name and address of person/business entity to which the obligation was made. This
notification shall authorize the Treasurer to disburse funds and satisfy the obligation.

C. Members of the Board of Directors shall be authorized to expend up to $25.00 per month
per member without prior approval by the Board. These expenditures shall be for minor
normal operating expenses associated with performing the duties of the Director’s office
(e.g. stationery supplies, postage stamps, telephone calls). Expenditures exceeding
$25.00 per month per member must be approved by the BOD, in advance. The
Treasurer shall reimburse Directors for these operating expenses upon submission by the
member of receipts annotated to reflect date, amount, payee, purpose of expenditure,
and name of Board Member claiming reimbursement.

D. Expenditures other than those approved for in A, B, and C above, must be approved by
the Board of Directors prior to any disbursements being made. Approval requires a
majority vote of votes cast at a scheduled BOD meeting or virtually, by e-mail vote. A
motion must be seconded before it will be tabled for vote.

E. From time to time it may be necessary for a member of the Board of Directors to expend
personal funds in excess of $25.00 per month for expenditures previously approved by
the Board, and later seek reimbursement from the Treasurer. In these cases, the
Member shall request reimbursement following the same procedures described in C

F. The Treasurer shall sign all disbursements. Transfer of funds between accounts to meet
operational requirements is not considered funds disbursement and may be done by the
Treasurer without any BOD approval. The President shall also have authority to sign
disbursements in the event the Treasurer is not available.

G. Bills shall be paid when due. All expenditures will be verified by voucher or receipt.

H. The Treasurer shall prepare and submit a complete financial report at the annual and fall
Board of Directors meetings.

I. The financial records and books will be audited by an independent auditor (not a member of the Board of Directors), and the results presented by the auditor at the annual meeting. The audit and a current balance sheet will serve to transfer the financial records to the incoming Treasurer.

Section VII

A. The BOD will establish dues for both Regular members and Associate Members. Changes in dues up to 5% must be approved by the BOD. However, changes which exceed a 5% annual increase must be ratified by two-thirds of the votes cast in a membership ballot. The membership will be provided at least 30 days to vote on proposed changes.

B. Dues are payable at the time of membership application and may be renewed annually
or for an extended period of three years. Members will be invoiced based on the
anniversary of their application.

C. There are no provisions for lifetime dues. However, a three-year dues option is available.

D. Honorary Association Members are not assessed dues.

E. Members who have not paid their annual dues sixty days after their anniversary date will
have their membership canceled. Membership can be reinstated upon payment of dues
without penalty.

F. Dues are for the full year beginning on the date recorded by the Association.

G. Corporate sponsors will be assigned free memberships (no dues) in an amount
commensurate with their level of sponsorship. Corporate sponsorship details are
described on the DAUAA website.

Section VIII

Association members will receive a quarterly newsletter – normally via e-mail.

Notice will be sent – normally via e-mail – to members at least 30 days prior to the annual meeting and symposium.

Additional newsletters will be published as appropriate.

An electronic copy of the Constitution and Operating Procedures will be posted at all times on the Association’s website. Copies will be sent to members upon request.

A roster of all members will be kept by the Association’s administrative contractor. All charter rosters and special operating procedures will also be kept there.

The Association, with the concurrence of DAU, will use the publication “AT&L Magazine” and other DAU publications to keep members informed of Association activities.

Association members are encouraged to submit articles and member news to the Vice President (Communications) for publication in the newsletters. They are also encouraged to submit articles on defense program management to DAU for publication in the AT&L Magazine and/or The Acquisition Research Journal.

Section IX

A. There are three categories of Committees

1. Standing

2. Ad Hoc – Indefinite duration

3. Ad Hoc – Finite duration less than 90 days

B. Standing committees. These committees are permanently chartered under Section I of the Operating Procedures, and report to the officers indicated.

1. Constitution and Operating Procedures (VP-Opera­tions)

2. Nominations and Elections (VP-Operations)

3. Publications (VP-Communications)

4. Audit (VP-Operations)

5. Membership (VP-Membership)

6. Public Relations (VP-Membership)

7. Annual Symposium (VP-Symposium)

8. Finance (Treasurer)

9. History (Secretary)

10. Long Range Planning (VP-Operations)

C. Ad Hoc – Indefinite duration. These committees shall be chartered by a majority vote of the BOD, must have an elected voting board member designated as chair/point of responsibility, and must have a general purpose defined.

D. Ad Hoc – Finite duration less than 90 days. These committees shall be appointed by and report directly to the President. They must have a defined period of operation and specific task which is to be documented in a completed report.

Section X
Amendments to the Operating Procedures

These operating procedures may be revised or amended by approval of two-thirds of the BOD. The changes are effective as of the date of BOD approval. The membership will be notified of the proposed changes, normally by posting on the DAUAA webs site, and will take effect after 30 days if there is no demand for ratification from any of the membership. If a demand for ratification is submitted to the BOD within 30 days of notification, the changes will be submitted to ratification by the full membership. Ratification shall consist of two-thirds of the votes cast in a ballot membership vote. In the event of an omission or conflict between the DAUAA Constitution and these Operating Procedures, the Constitution shall govern.