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NCCEAPA – Campus Rules and Bylaws

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(Updated September 2009)

This Association shall be known as the North Carolina Cooperative Extension Administrative Professionals Association – Campus Chapter.

ARTICLE II – Purpose and Objectives
Section I: The primary purpose of this Association is to establish and maintain a structure through which members may be united in a professional development and improvement effort for the benefit of themselves and North Carolina Cooperative Extension.

Section 2: The objectives of the Association shall be as follows:

  • First, and most important, we shall strive to always perform our duties with conscientious dignity to help make North Carolina Cooperative Extension the best in the nation;
  • To be recognized in our profession as professionals;
  • To request State Administration to provide opportunities for professional improvement;
  • To invite state and district personnel to meet with us with suggestions, information, answers to pertinent questions, etc., so that we will always stay abreast of the latest in Extension;
  • To continue our aim to avail the general public with the many services offered by North Carolina Cooperative Extension;
  • To improve working relationships and communications between secretaries and their co-workers in regard to planning time and work.

ARTICLE III – Membership
Section 1: The membership of the Association shall be composed of secretarial and support staff that support the programs of North Carolina Cooperative Extension.

Section 2: Membership in this Association shall be three classifications: Active, Associate and Honorary.

Section 3: Active members shall be currently employed in any North Carolina Cooperative Extension office who have paid dues into the Association. Active members shall be entitled to vote, hold office and participate in discussions and activities of the Association.

Section 4: Associate members shall be former active members who have retired and who have paid annual dues into the Association. Associate members shall have all privileges of active members.

Section 5: State honorary membership may be bestowed upon a member/nonmember in recognition of outstanding service to the Association. Recommendation in writing shall be made to the chair of thef membership committee. The Chair of the membership committee will present recommendation to the Board of Directors, who after two-thirds vote, shall recommend the candidate to the Association at an annual meeting. A majority vote of the members assembled shall be required to confer the honor. An Honorary Member shall pay no dues except where he/she is an Active or Associate Member.

Guidelines: Recommendation for members and nonmembers shall be made in writing to the Board of Directors using the following guidelines:

  1. Cooperation
  2. Participation
  3. Contributions
  4. Leadership
  5. Approval by Campus Chapter members

ARTICLE IV – Officers and their Duties
Section 1: The elected officers of this Association shall be President, 1st Vice President, 2nd Vice President, Secretary and Treasurer.

Section 2: The President shall (1) preside at all meetings of the Association and Board of Directors; (2) call special meetings of the Board of Directors at his/her discretion or upon the request of a majority of the Directors; (3) appoint annual chairpersons of standing and special committees; (4) serve as an official representative of the Association at meetings of groups working for the advancement of Extension and this Association; (5) be an ex-officio member of all committees except the Nominating Committee; and (6) recommend to the Board of Directors for their appointment persons to fill vacancies occurring on the Board of Directors between elections, except that of President.

Section 3: The 1st Vice President shall perform the duties assigned by the President with the approval of the Board of Directors and preside in the absence of the President. In the event of a vacancy in the office of president, the 1st Vice President shall become President and assume the duties of the office for the unexpired term.

Section 4: The 2nd Vice President shall perform the duties assigned by the president with the approval of the Board of Directors and preside in the absence of the 1st Vice President. In the event of a vacancy in the office of the 1st Vice President, the 2nd Vice President shall become 1st Vice President and assume the duties of the office for the unexpired term.

Section 5: The Secretary shall keep an accurate record of the proceedings of the Association and the Board of Directors. In addition to these minutes, she/he shall file in the Official Minute Book (1) a copy of all amendments to the Constitution and By-Laws; (2) all resolutions which are adopted by the Association; and (3) a list of Active, Associate and Honorary members. She/He shall search the records for information requested by officers or members. She/He shall e-mail copies of the minutes of all meeting to the Board of Directors within six weeks after the conclusion of the meeting. After these minutes have been approved by the membership, she/he shall email these minutes to the webmaster for posting to the website. She/He shall conduct the correspondence of the Association as directed by the President or Board of Directors.

Section 6: The Treasurer shall be responsible for receiving the funds of the Association and shall disburse them in accordance with the adopted budget. In cases of emergency and funds need to be transferred between accounts, the Treasurer is authorized to do so upon approval of the President. The Treasurer shall serve as Finance Committee Chair and Advisor to said committee the following year. The accounts of the Treasurer shall be audited at the close of the calendar year by a Committee on Audit, such committee to be appointed by the President.

Section 7: Any officer who does not fulfill her/his duties as set forth in the Constitution and Bylaws can be removed from office with a two-thirds vote of the Board of Directors.

ARTICLE V – Elections
Section 1: Officers shall serve a term of one year and shall take office on October 1 of the year elected.

Section 2: The officers will advance in office with only the election of the advisor upon recommendation of the Nominating Committee.

Section 3: Officers shall be elected by the active and associate members of the Association and installed prior to October 1.

Section 4: Before a candidate’s name is submitted in nomination, the candidate must agree to serve if elected. If nominations are made from the floor, the candidate’s qualifications and consent to serve must be presented to the committee by the person making the nomination prior to the voting session.

Section 5: No officer shall be nominated for State Officer before she/he has served as District/Campus Officer.

Section 6: Nomination of officers shall be made through a Nominating Committee composed of three persons.

ARTICLE VI – Campus Executive Board
Section 1: The Executive Board of this Association shall consist of the President, 1st Vice President, 2nd Vice President, Secretary and Treasurer.

Section 2: This Board shall meet as necessary to transact the business of this Association. Three members shall constitute a quorum.

Section 3: The Executive Board shall be included in the composition of the Board of Directors of the North Carolina Cooperative Extension Administrative Professionals Association.

Section 4: The retiring President shall serve as Advisor of the Executive Board.

ARTICLE VII – Meetings
Section 1: The Association shall hold meetings at such time and place as may be determined by the Executive Board. In conformance with the rules and by-laws of the North Carolina Cooperative Extension Administrative Professionals Association, this Association will have at least one meeting prior to the state meeting.

Section 2: The Association may hold special meetings at such time and place as may be determined by the Executive Board.

Section 3: Members should be notified in writing at least two weeks prior to the date of each meeting.

Section 1: The annual dues shall be $25 per member. State dues will be paid from this amount.

Section 2: Dues shall be paid to the campus chapter Treasurer at or before the fall meeting.

ARTICLE IX – Committees
Section 1: The standing committees of this Association shall be (1) Finance; (2) Fundraisers; (3) Hospitality; (4) Membership; (5) Nominating; (6) Professional Improvement; (7) Public Relations; (8) Reflections; (9) Rules and By-Laws.

Section 2: Appointment to committees shall be made by the Executive Board at the beginning of each fiscal year.

Section 3: The chairperson of each committee will make a report of committee activities at each meeting.

Section 4: Any committee shall have the privilege of functioning by mail or e-mail.

Section 5: A majority of members of any committee shall constitute a quorum.

ARTICLE X – Quorum
Section 1: Members present at each meeting shall constitute a quorum for the transaction of business. A majority of the members of the Executive Board, or any appointed committee, shall constitute a quorum for the transaction of business.

ARTICLE XI – Parliamentary Authority
Section 1: The rules contained in Robert’s Rules of Order, Revised, shall govern the Association in all instances in which they are not inconsistent with the Constitution.

ARTICLE XII – Amendments
Section 1: Amendments to these by-laws may be made at any meeting of the general membership by a two-thirds vote of those present after notification in writing to each member at least two weeks before the meeting at which the voting is to take place; or if the emergency of the measure so dictates, by a two-thirds vote of written ballots returned.