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West District Constitution and Bylaws

ARTICLE I – NAME

Section 1: This association shall be known as the North Carolina Cooperative Extension Administrative Professionals Association – West District.

ARTICLE II – PURPOSE AND OBJECTIVES

Section 1: The primary purpose of the 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 the 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 the North Carolina Cooperative Extension the best organization in the nation.

To be recognized in our profession as professionals.

To request state administration to provide opportunity for professional improvement.

To exert much effort to have County Extension Secretaries classified under one unified system.

To invite district and state 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 – ORGANIZATIONAL STRUCTURE

Section 1: This association shall be comprised of the counties assigned to the West District by North Carolina Cooperative Extension and shall change according to any changes in the North Carolina Cooperative Extension district structure.

ARTICLE IV – MEMBERSHIP

Section 1: The membership of the association shall be composed of all office support staff working in county offices and the district office of the NCCE West District.

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

Section 3: Active members shall be secretaries currently employed in any West District County Extension Center 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.

Section 4: 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.

Section 5: Honorary membership may be bestowed upon a member/non-member in recognition of outstanding service to the association. Recommendation in writing shall be made to the Chair of the 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 a regular 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 non-members shall be made in writing to the Board of Directors using the following guidelines:

Cooperation
Participation
Contributions
Leadership
Approval by district members

ARTICLE V – 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:

preside at all meetings of the association and Board of Directors;
call special meetings of the Board of Directors at his/her discretion or upon the request of a majority of the Directors;
appoint annually chairpersons 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.

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 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, he/she shall file into the Official Minute Book:

a copy of all amendments to the Constitution and By-Laws;
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 mail copies of the minutes of all meetings of 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 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 association year by an Audit Committee, to be appointed by the President.

ARTICLE VI – ELECTIONS

Section 1: District officers shall serve a term of one (1) year. Elections shall be held at the annual fall meeting, and elected officers will be installed at this meeting. Their terms of duty will begin October 1 and continue to September 30.

Section 2: The 1st Vice President shall succeed to the Presidency upon recommendation of Nominating Committee.

Section 3: The 2nd Vice President shall succeed to the office of 1st Vice President upon recommendation of Nominating Committee.

Section 4: The officers shall be elected by the active members of the association at the regular fall meeting from the slate of officers presented by the Nominating Committee or from additional nominations made from the floor.

Section 5: 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.

Section 6: No person shall be nominated for state officer before she/he has served as a district officer.

Section 7: No officer may hold two positions concurrently in NCCEAPA-WD.

Section 8: Nomination for officers shall be made through the district Nominating Committee.

ARTICLE VII – BOARD OF DIRECTORS

Section 1: The Board of Directors shall consist of the elected officers, immediate past president, and district committee chairs.

Section 2: The Chair of the Board of Directors shall be the district President.

Section 3: 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 office of district President;
be empowered to conduct business via mail, online or e-meeting (parameters of online or e-meeting to be determined by the President);
meet at the call of the District President or upon written request of a majority of the Board; and
set time and place of meetings only if no invitation is extended.

ARTICLE VIII – DISTRICT 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 immediate Past President shall serve as advisory member to the Executive Board without vote for the succeeding year.

Section 4: The NCCEAPA-WD will provide financial support to a district officer for expenses incurred when traveling to a State Board meeting if she does not have financial support from the county budget. The association will provide up to $100 per calendar year. The funds may be applied to lodging cost or cost of actual gas. Officer should plan to travel and room together as appropriate. The officer will be required to submit to the District Treasurer original receipts for reimbursement.

ARTICLE IX – MEETINGS

Section 1: At least one meeting shall be held annually in the district at a time and place to be determined by the 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 meeting.

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

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

ARTICLE X – DUES

Section 1: The NCCEAPA- West District association dues shall support a balanced budget.

Section 2: District annual dues of $20 will be paid to the District Treasurer by October 1 of each year.

Section 3: State dues for NCCEAPA- West District members will be paid by the District Treasurer by November 1 of each year.

Section 4: Membership shall be available for those whose effective date of employment occurs after October 1, upon payment of dues.

ARTICLE XI – COMMITTEES

Section 1: The standing committees of this association and their functions are listed as follows:

Membership

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. Committee members are responsible for sending cards of welcome to each new member.

Public Relations

To interpret to the public the objectives and purpose of our association and the contribution secretaries make to 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.

Nominating

The function of this committee is to receive nominations for all district officers and draw up a slate of officers nominated to be presented at the fall district meeting. A nomination form is sent out to the general membership prior to the district fall meeting. All nominations are received by the committee, which then draws up a slate of officers from these nominations.

Rules and By-Laws

This committee is responsible for receiving proposed changes from members, drawing these proposed changes up, 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 By-Laws web page.

Finance

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.

Reflections

This committee will maintain a scrapbook to record the history of our association.

Professional Improvement

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 State Professional Improvement Scholarship — In accordance with the Professional Improvement Scholarship guidelines, the Professional Improvement Committee Chairperson will inform the general membership of the scholarship and request that applications for the Professional Improvement Scholarship be sent to the state scholarship committee chairperson by August 1 each year.

Special Committees

Any committee set up by the President of the general membership, not made up of the district chairs, to act at the discretion of the state president/and or the general membership.

Section 2: An Auditing Committee shall be appointed by the President to audit the accounts of the Treasurer and provide a written report to the Secretary inclusion in the NCCEAPA-WD records, as well reporting finding to the membership.

Section 3: The Chair of each committee shall submit a written report to the Board of Directors at each district meeting to be included in the minutes of the meeting.

Section 4: Any committee shall have the privilege of functioning by mail, electronic mail, or telephone.

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

ARTICLE XII – QUORUM

Section 1: Members present at each meeting shall constitute a quorum for the transaction of business. A majority of the members of the Board of Directors and of any appointed committee shall constitute a quorum for the transaction of business.

ARTICLE XIII – DISTRICT ASSOCIATION

Section 1: The association shall follow the same Constitution and By-Laws as outlined for the state. The association may make standing rules which are pertinent to local or district affairs and which are not in contradiction to the state Constitution and By-Laws.

ARTICLE XIV – 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.

Section 2: 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 XV – AMENDMENTS

Section 1: Amendments to these by-laws 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 to written or e-mail ballots returned.

Adopted 4/95

Updated 9/2010