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Committee Handbook and Guidelines

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Each State Committee is composed of District Chairs of said committees. The President appoints the chair of each committee from the committee membership. Committee meetings are called by each chair at her (his) discretion. It is recommended that each Committee Chair call at least one meeting mid-year to discuss any possible business needed, so a timely notification can be sent to the membership if the business will be discussed or voted on at the annual business meeting.

The Standing Committees of this Association and their functions are listed as follows:

    • This committee is responsible for contacting non- members and encouraging them to join the Association.
    • The Chair of this committee is responsible for receipt of honorary membership forms. Recommendations for Honorary Membership are then presented by the Chair to the Board of Directors for a vote on the acceptance of candidates. The Chair will also present recommendations as approved by the Board of Directors to the membership for approval at the annual meeting.
    • It is recommended that an annual reminder be sent to the District Business Service Coordinators and District Presidents to consider retirees for honorary membership and to be mindful of the timeline involved in order for any nominees to be voted on at the annual business meeting.
    • Committee members are responsible for sending cards of welcome to each new member and this list of new members will be provided by the State Treasurer.
    • To interpret to the public the objectives and purpose of our Association and the contribution administrative professionals make to the North Carolina Cooperative Extension work.
    • To promote good relations with local and state administrations, key legislative bodies, other agricultural- related organizations and the public in general.
    • To write news articles on state association meetings, before and after meetings are held, using pictures with articles as much as possible.
    • To alert news media representatives in the city of the annual meeting and personally acquaint them with the objectives and purpose of the Association, prior to the meeting in order to reflect the true and accurate image of Extension.
    • To work with the President of our organization in letting the Director of Extension know the value of the program of work of our Association.
    • The function of this committee is to solicit and receive nominations for state officer positions (from those eligible on the officer eligibility list) and draw up a slate of officers presented at the state meeting.
    • All nominations are received by the committee, which then draws up a slate of officers from these nominations.
    • The State Officer Nomination form should be completed for nominations for Secretary, 2nd VP or the first year as Treasurer. The positions of President, 1st VP and the second year of the Treasurer’s term would not require this form as it is understood according to the by-laws that they will move through the presidential track or serve for two years as Treasurer.
    • This committee is responsible for receiving proposed changes from members, drawing up these proposed changes, presenting the changes to the Board of Directors, and upon their approval, posting these proposed changes to the website at least two weeks prior to the state meeting.
    • If the proposed changes are accepted by a two-thirds majority vote, the committee shall make corrections to the NCCEAPA Constitution and Bylaws web page.
    • This committee is responsible for drawing up a balanced state budget and presenting said budget to the Board of Directors for approval.
    • This committee will have access to the previous year’s financial statements for reference.
    • It is recommended that the State Treasurer, or Finance Committee member as assigned, notify the Membership Committee of new members to facilitate committee being able to send the welcome cards out in a timely manner.
    • This committee will maintain a scrapbook to record the history of our association.
    • Photos, memorabilia, etc. should be stored online and the link to that location should be noted here and on the website as appropriate.
    • To keep association members up to date with awards available to them with deadlines and criteria; workshops and trainings available; and any magazines, internet pages etc. that would help in the education and time management of all members.
    • Annual Professional Improvement Scholarship — In accordance with the Professional Improvement Scholarship guidelines, Professional Improvement Committee Chairperson will request applications for Professional Improvement scholarships and coordinate with committee to determine recipient(s) and awarded amount(s) within said guidelines.
    • Herter-O’Neal Scholarship – In accordance with the Herter-O’Neal Scholarship Guidelines, 2nd VP will notify the district chairs of Professional Improvement Committee (which comprise the State P.I. committee) of scholarship guidelines, details, and deadline for entries. District members of this committee will work to obtain the applications from their respective districts and select one finalist per district to send to 2nd VP for final selection.
    • Any committee set up by the President or the General Membership, not made up of the district chairs, to act at the discretion of the state president/and or the general membership.
    • If the suggestion of need for a special committee comes from the general membership, that request or suggestion would originate within the District Association, and then be brought to the attention of the officers at the state level.