Constitution and Bylaws
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Article I – Name
This Association shall be known as the North Carolina Cooperative Extension Administrative Professionals Association.
Article II – Mission and Objectives
The mission of the Association is to maintain a structure through which members may be united in professional development and improvement efforts for the benefit of themselves and North Carolina Cooperative Extension.
The objectives of this Association shall be as follows:
- To strive to always perform our duties with integrity to help make North Carolina Cooperative Extension the best Extension Organization in the nation.
- To be recognized by N.C. Cooperative Extension as professionals.
- To seek opportunities for professional improvement.
- To network with district and state personnel to garner updated information in order to maintain a high quality of service.
- To increase membership networking opportunities that will allow skill growth amongst members.
Article III – Organizational Structure
This Association shall be organized into districts, the same as North Carolina Cooperative Extension, and shall change according to any changes in the North Carolina Cooperative Extension Districts.
In the event a district is eliminated or added by virtue of a N.C. Cooperative Extension administrative decision, NCCEAPA will proceed to align their membership districts with the administrative districts. This will be accomplished through the following steps in applicable situations within 60-days of effective date of redistricting:
When a district is dissolved and/or added, a completely new one formed from the combination of at least two existing districts, and the officers for said districts have already been elected, the presiding association executive board will coordinate election of new officers. Such election will be by vote of members.
When a district is dissolved and/or added, surrounding districts absorb members; new members will be added to committees if district elections have already taken place. If elections have not been carried out, then new district members will be eligible for nomination for a district office.
When a district is dissolved or added, any funds remaining following the payment of district expenses will be divided equally based upon district membership and forwarded to members’ designated districts.
Article IV – Membership
The membership of the Association shall be composed of:
- All office support staff working in county offices; and
- Those on NC State campus, NCSU research station field locations, and NCA&TSU that support Cooperative Extension programs, regardless of the employee’s source of salary funding.
Membership in this Association shall be three classifications: Active, Associate and Honorary.
Active members shall be currently employed in any North Carolina Cooperative Extension Office who have paid annual dues into the District and State Associations. Active members shall be entitled to vote, hold office, and participate in discussions and activities of the Association.
Associate members shall be former active members who have retired and who have paid annual dues into the District and State Associations. Associate members shall have all privileges of active members.
Honorary membership may be bestowed upon a member/retired member in recognition of outstanding service to the Association. Recommendation in writing shall be made to the District Membership Committee Chair. If approved at the district level, the District Chair will forward to the State Membership Committee Chair. The State Chair 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 retired members shall be made in writing to the Board of Directors using the following guidelines:
- Approval by district members
Article V – Officers and Their Duties
The elected officers of this Association shall be President, 1st Vice President, 2nd Vice President, Secretary and Treasurer.
The President shall:
- preside at all meetings of the Association and Board of Directors;
- call special meetings of the Board of Directors at her/his discretion or upon the request of a majority of the Directors;
- appoint annually chair-persons of standing and special committees;
- serve as an official representative of the Association at meetings of groups working for the advancement of Extension and this Association;
- be a member ex-officio of all committees except the Nominating Committee; and
- 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 and District President.
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 the President, the 1st Vice President shall become President and assume the duties of the office for the unexpired term.
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 1st Vice President, the 2nd Vice President shall become 1st Vice President and assume the duties of that office for the unexpired term.
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 Minutes Book:
- a copy of all amendments to the Constitution and Bylaws;
- all resolutions which are adopted by the Association; and
- a list of honorary and retired members. The secretary shall search the records for information requested by officers or members; shall email or postal mail copies of the minutes of all meetings to the Board of Directors within six weeks after the conclusion of the meeting; shall conduct the correspondence of the Association as directed by the President and/or the Board of Directors.
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. During the term of office, the Treasurer shall serve as Finance Committee Chair and Advisor to said committee the following year. The accounts of the Treasurer shall be reviewed at the close of the association year by an Review Committee, to be appointed by the President.
All officers shall serve a one-year term, except the Treasurer. The Treasurer will serve a two-year term.
Article VI – Elections
All officers shall serve a one-year term, except the Treasurer. The Treasurer will serve a two-year term. Elections shall be held at the annual state Association meeting, and elected officers will be installed at this meeting. Their terms of duty will begin October 1 and continue to September 30. No two positions within the President, 1st Vice President, and 2nd Vice President may be filled by the same district in any given year. Election of President, 1st and 2nd Vice Presidents shall rotate from district to district until all districts have had an opportunity to have a representative serve in the capacity of President if they so desire. Any district failing to provide a nominee for 2nd Vice President during a scheduled rotation will forfeit the opportunity until next scheduled turn on rotation. In this event, nominations will be taken from eligible members in other districts excluding districts who are currently represented in 1st and 2nd Vice President positions. If person elected is from either of the next two districts in the rotation schedule, that district will forfeit rotation for next scheduled rotation year.
The 1st Vice President shall succeed to the Presidency upon recommendation of Nominating Committee.
The 2nd Vice President shall succeed to the office of 1st Vice President upon recommendation of Nominating Committee.
The state officers shall be elected by the active members of the Association at the regular annual meeting from the slate of officers presented by the Nominating committee or from additional nominations made from the floor.
All candidates for office must give consent to serve, if elected, before being nominated. If nominations are made from the floor, the candidates’ qualifications and consent to serve must be presented to the committee by the person making the nomination, prior to voting session.
No person shall be nominated for State Officer before she/he has served as District Officer.
No officer may hold two Executive Board positions concurrently in NCCEAPA at the state level.
Nomination for officers shall be made through a Nominating Committee composed of one person from each of the Extension Districts and the Campus Chapter. This committee member is to be appointed by the Executive Board of her/his district.
Article VII – State Executive Board
The Executive Board of this Association shall consist of the:
- President, 1st Vice President, 2nd Vice President, Secretary, and Treasurer;
- The Parliamentarian shall serve as advisory member of the Executive Board without voting privileges.
- The retiring President shall serve as advisory member of the Executive Board without voting privileges.
- The North Carolina Joint Council of Extension Professionals (NCJCEP) Officer shall be considered part of the NCCEAPA Executive Board with the same privileges and stipulations as the Advisor and Parliamentarian.
This Board shall meet as necessary to transact the business of this Association. Three voting members shall constitute a quorum.
The Executive Board shall be included in the composition of the Board of Directors.
This Association shall pay the Executive Board members’, Advisor’s, and Parliamentarian’s travel expenses and up to per diem subsistence expenses with receipts for NCCEAPA meetings.
In addition, the Association shall pay the president’s and 1st vice president’s travel expenses and up to per diem subsistence expenses with receipts for Association representation at required meetings.
In addition, the Association shall pay the NCJCEP Officer’s travel expenses and up to per diem expenses with receipts for NCCEAPA and NCJCEP meetings.
Approved mileage will be reimbursed at the IRS rate per mile at the time the travel occurs.
Article VIII – Board of Directors
The Board of Directors shall consist of the state executive board, elected district officers, and state committee chairs.
The Chair of the Board of Directors shall be the State President.
The Board of Directors shall:
- direct the program and formulate policies concerning the Association and the general nature and scope of its activities;
- approve the proposed budget;
- fill by appointment all vacancies occurring on the Board of Directors between elections, except the offices of the President and District Presidents;
- meet prior to and during the annual State meeting;
- be empowered to conduct business via in person meeting, virtual meeting, by email or mail. Parameters of virtual meeting or email to be determined by the President;
- meet at the call of the State President or upon written request of a majority of the Board;
- set time and place of annual meetings only if no invitation is extended.
A majority of members of the Board of Directors shall constitute a quorum for the transaction of business.
Article IX – NCJCEP
(North Carolina Joint Council of Extension Professionals)
NCCEAPA representatives on the Board of Directors of the NCFCEA, hereinafter known as NCJCEP, shall be the NCCEAPA President and First Vice President.
The NCCEAPA delegation to the NCJCEP Forum shall consist of the NCCEAPA Executive Board members, NCJCEP Officer, and District Presidents from districts not represented otherwise in this delegation.
The NCCEAPA shall provide a NCJCEP Officer according to rotation schedule outlined in NCJCEP Constitution and By-Laws.
The NCCEAPA NCJCEP Officer shall be nominated from a list of eligible members and selected by vote of the Board of Directors of NCCEAPA. NCCEAPA membership shall approve its NCJCEP Officer by majority vote at the annual meeting. Eligible members must meet the following qualifications:
- Has served as an NCCEAPA Officer (state or district)
- Has attended at least one NCJCEP Forum (these qualifications will enable the NCJCEP Officer to have an understanding of the purpose and objectives of the NCJCEP).
The NCJCEP Officer shall be installed at the NCJCEP Forum and take office January first.
The NCCEAPA shall pay dues as outlined by the NCJCEP Constitution and By-laws.
Article X – Meetings
The Association shall hold an annual meeting in or around September. Districts will host the state meeting on the following rotational basis: West, North Central, South Central, Northeast, Southeast, Campus. Following this rotation, the district that is next in line, shall contact and work with the President when scheduling the dates of the upcoming state meeting. The invitation shall be extended to the entire membership at the state meeting by the upcoming year’s host district. The host district will provide a planned educational activity to promote professional improvement during the days provided by Administration for the state meeting.
The Association may hold special meetings at such time and place as may be determined by the Board of Directors.
Members should be notified in writing at least two weeks prior to the date of each meeting.
At least one meeting shall be held annually in each district at a time and place to be determined by each District and the County hosting the meeting. The host county will provide a planned educational activity to promote professional improvement during this day provided by Administration for the district meetings.
In the event that an annual meeting of the Association cannot be held as stated in Article X, Section 1, the business of the Association shall be conducted by the Board of Directors operating on behalf of the general membership. A meeting of said Board shall take place during the same timeframe of the normally scheduled annual Association meeting in a format chosen by the Executive Board. Proposed meeting agenda shall be emailed or postal mailed to the general membership at least two weeks prior to the Board meeting in order to allow individual input. Members wishing to include business items on the agenda should have those submitted to the State President no later than one month prior to the scheduled meeting.
In the event that any biannual meeting cannot be held on the district or chapter level, the business of the District or Chapter shall be conducted by the District or Chapter Board of Directors, which shall consist of the District or Chapter Officers and District or Chapter Committee Chairs. Meeting of said Board shall take place in a format chosen by the District or Chapter President. Proposed meeting agenda shall be emailed or postal mailed to the general district or chapter membership at least one month prior to the Board meeting in order to allow individual input. Members wishing to include business items on the agenda should have those submitted to the District or Chapter President no later than two weeks prior to the scheduled meeting.
The following groups are allowed to attend the NCCEAPA business meeting at the NCCEAPA Annual State Meeting:
- Active members who are current with dues
- Associate members who are current with dues
Article XI – Dues
The annual State Association dues shall support a balanced budget.
Annual dues are to be postmarked by District Treasurers beginning September 1 and no later than October 1 of each calendar year, for membership beginning October 1 through September 30. Membership year runs from October 1 through September 30 of each year.
Membership drive shall be such as to provide dues to the District Treasurer prior to September 1 of each year. Membership shall be available for new employees within their first 12 months of employment upon payment of dues. Thereafter, membership will be available during the annual membership drive.
Article XII – Committees
The Standing Committees of this Association shall be (1) Membership; (2) Public Relations; (3) Nominating; (4) Rules and Bylaws; (5) Finance; (6) Reflections and (7) Professional Improvement.
A Review Committee shall be appointed to review the accounts of the Treasurer and a report thereof given at the annual meeting, a copy of which shall be included in the Annual Report to the Association.
The Chairs of each committee shall submit a written report to the Board of Directors and, if requested, to the annual meeting.
Any committee shall have the privilege of functioning, in person, by virtual meeting, by email and postal mail.
A majority of the members of any committee shall constitute a quorum.
Article XIII – Quorum
Members present at the annual meeting shall constitute a quorum for the transaction of business.
At an Executive Board meeting, three voting members of the Executive Board shall constitute a quorum for the transaction of business.
At a Board of Directors meeting, a majority of the voting members of the Board of Directors shall constitute a quorum for the transaction of business.
At a committee meeting, a majority of members of any committee shall constitute a quorum.
Article XIV – District Procedures
The Districts shall follow the same Constitution and By-laws as outlined for the State.
Districts may add rules which are pertinent to local or district affairs and which are not in contradiction to the State Constitution and By-laws.
Section 3: Name
Shall be known as the North Carolina Cooperative Extension Administrative Professionals Association followed by District name (ex. NCCEAPA-Western District or NCCEAPA-WD) or Campus Chapter (NCCEAPA-Campus Chapter).
Section 4: Committees
Districts will have all standing committees on the state level: Membership, Public Relations, Nominating, Rules and Bylaws, Finance, Reflections, and Professional Improvement.
These committees shall have the same function as the state level, plus whatever other responsibilities the district designates. Districts may appoint special committees at their own discretion.
Section 5: Officers
The District Officers shall be the same as the State Officers: President, 1st Vice President, 2nd Vice President, Secretary, Treasurer, and Parliamentarian.
The District secretaries are responsible for sending copies of district meeting minutes to the State President.
District officer nominations and election process shall be completed each Spring with officers to take office October 1 of same year.
District committee assignments shall be completed and sent to State President by November 1 of each year.
Section 6: Executive Board
The Executive Board is composed of the District Officers.
Section 7: Board of Directors
The Board of Directors is composed of District Officers and District Committee Chairs and has the same function as the state level.
Section 8: Dues
Amount of District dues shall be at the discretion of each district.
Section 9: Other
All districts must have at least one meeting per year prior to the state meeting. Districts may carry on special projects at their own discretion.
Section 10: Benevolence
A $25.00 memorial contribution will be sent to a favorite charity in honor of a deceased active member. Districts should contact the State Treasurer regarding the death of a member.
Article XV – Parliamentary Authority
The rules contained in Robert’s Rules of Order, Revised, shall govern the Association in all instances in which they are inconsistent with the Constitution.
The Parliamentarian shall assist in conducting business meetings of the association following Robert’s Rules of Order, Revised, and shall be appointed by the President.
Article XVI – Amendments
Amendments to these Bylaws may be made at any meeting of the general membership by a two-thirds majority 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.
Last amended September 22, 2023