NORTH CAROLINA ASSOCIATION OF EXTENSION 4-H AGENTS BY-LAWS

Approved: September 29, 1972

Amended:

• August 25, 1977
• August 20, 1980
• August 26, 1982
• August 25, 1983
• September 5, 1986
• August 30, 1987
• August 22, 1989
• August 24, 1988
• August 28, 1992
• September 7, 1994
• August 31, 1995
• August 27, 1997
• August 25, 1999
• January 24, 2002
• August 21, 2002
• August 16, 2006

I. RULES OF ORDER

The President shall appoint a Parliamentarian. The rules contained in "Robert's Rules of Order" latest edition shall govern the business meetings of the Association in all cases in which they are applicable.

II. ORDER OF BUSINESS

The order of business at all meetings shall be as follows:

1. Call to order.
2. Reading of minutes.
3. Financial statement.
4. Bills and accounts.
5. Communication and announcement.
6. Reports of officers and committees.
7. Unfinished business.
8. New business.
9. Adjournment.

III. DUES

• Section 1. Annual membership dues of this Association shall be set by the State Board of Directors.
• Section 2. Districts may levy dues to further the purpose of the Association at the district level, if so desired by the membership of the district.
• Section 3. The fiscal year of this organization shall be from Annual Meeting to Annual Meeting. Deadline for dues is determined by the State Membership Chairman.
• Section 4. All new eligible Extension employees appointed after June 1 will be granted first year membership in the North Carolina Association of Extension 4-H Agents effective on the date of appointment until the deadline for dues as determined by the State Membership Chairman. These new employees desiring national membership the first year may join upon payment of NAE4-HA dues only.

IV. COMMITTEES

• Section 1. Standing committees shall be as follows: Rapport: recognition; professional development;constitution, policy and legislative; public relations; programs; finance; nominating; annual conference program; diversity; and membership.
• Section 2. District Directors-Elect shall appoint one or more members for each standing committee. This shall be done at least 30 days prior to the annual meeting. Committees may be composed of more than one member from each district, except Nominating and Recognition which shall be limited to one per district in addition to the Chairman. Chairman-elect of district committees shall be appointed to respective new state committees in order that they serve on the state committee the same year they are Chairman of respective district committees.
• Section 3a. Annual conference and membership committees shall have a Chairman. All other standing committee shall have a Chairman and Chairman-Elect. Chairman-elect shall be appointed by the new President-elect at the annual meeting, except nominating and finance.
• Section 3b. Chairman-elect will normally succeed to the committee chairmanship the following year. The President-elect shall make these appointments by the end of the annual meeting.
• Section 4. The President shall appoint special committees as needed to perform special tasks and these committees shall be dissolved when tasks are completed.
• Section 5. When nominating committee members to serve on NCFCEA committees, the President shall first nominate the Chairman of the NCAE4-HA committee with like or similar responsibilities. If additional nominations are needed, other members of the NCAE4-HA committee will be named.
• Section 6. Chairman of the following committees shall serve as state contact for the NAE4-HA committee shown in parenthesis; Rapport (News and Views); professional development (Professional Development); constitution, policy and legislative (Policy and Resolution); public relations (Public Relations and Information); programs (Programs); recognition (Membership Recognition); diversity (Diversity). They shall be responsible for attending or be represented at the national meeting.
• Section 7. Votes within committee meetings shall be limited to one per district. In addition, the State committee Chairman may vote. Members casting votes shall be in good standing with their district association.

V. NOMINATIONS AND ELECTIONS

• Section 1. The immediate Past President shall serve as Chairman of the Nominating Committee, and shall be a member in addition to the district representative.
• Section 2a. The Nominating Committee shall present one candidate for President, who shall be the current President-elect; one candidate for treasurer, who shall be the current treasurer-elect; and two or more candidates for President-Elect, Vice-President, Secretary, and Treasurer-Elect.
• Section 2b. Nominating Committee may also nominate one candidate for Secretary, Treasurer, and President-elect on designated years of NCFCEA and for each of the other officers of NAE4-HA for which NCAE4-HA wishes to place a nomination. The nominations will be voted on at Winter Professional Meeting.
• Section 2c. At least four weeks prior to the annual meeting, the nominating committee will notify the membership in writing their slate of officer candidates. The slate shall be officially presented at the first business session of the annual meeting. Additional nominations may be made from the floor at that time. If a proposed slate candidate decides to decline the nomination prior to the annual meeting, the Nominating committee should secure an individual to fulfill that position.
• Section 3. The officers shall be rotated between districts annually in so far as practical.
• Section 4. The election shall take place at a business session separate from and subsequent to the initial business session when the slate is officially presented. All officers (district and state) shall be installed and officially assume office at the final business session of the state annual meeting.

VI. DUTIES OF OFFICERS, BOARD OF DIRECTORS AND EXECUTIVE COMMITTEES

• Section 1. The President shall preside at state meetings of the Association; at Board of Directors' meetings, and at meetings of the Executive Committee. The President shall also be responsible for all the administrative functions of the organization during the tenure of office. The President shall make appointments of committee chairmen and secure nominations for committee members.
• Section 2. The President-elect shall serve as ex-officio member of all standing committees and shall serve as the chairman of the Annual Conference Program Committee. The President-elect shall make appointments of the Chairman-elect of each standing committee.
• Section 3. The Vice-President shall perform the duties of the President when the President is absent or the President is unable to fulfill hi/her term of service. The President may assign other duties to the Vice-President. The Vice-President shall coordinate membership promotion and shall work closely with their counterparts in carrying out this responsibility. The Vice-President shall serve as the Chairman of the Membership committee.
• Section 4. The Secretary shall keep records of the proceedings of all meetings and send copies of the minutes to the members of the Board of Directors. The Secretary shall also receive and file communications and correspondence as directed by the President.
• Section 5. The Treasurer shall assume those duties normally associated with the office and specifically keep the financial records of the Association and shall be responsible for the collection of dues and payment of all bills incurred by the Association. The Treasurer shall serve as Chairman of the Finance Committee.
• Section 5a: The Treasurer-Elect shall be in a trainee role for one year, at which time the Treasurer-Elect shall assume the role of Treasurer. The Treasurer-Elect shall serve as the Chair-Elect of the Finance Committee.
• Section 6. A Historian, to be appointed by the President shall be responsible for all the historical records of the Association, and shall establish annual files for the following: Officers, Membership, Minutes, Newsletters, Committee Reports, Programs and Correspondence. These files are to be housed in the Archives Department, D. H. Hill Library, North Carolina State University, Raleigh, NC.
• Section 7. The District Directors shall preside at their respective district meetings and be responsible for presenting matters from the state Association for the information and action of the members. The Director shall be a member of the Board of Directors and serve as liaison between the District and State Associations. In addition to these responsibilities, the Director shall be responsible for providing programs for district meetings. The Director may delegate parts of his responsibilities to other elected or appointed members within the district. The District Directors-Elect shall appoint members to state standing committees at least 30 days prior to the annual meeting.
• Section 8. To facilitate the business of the Association, the Board of Directors shall have the power to act on all items of business with the exception of those items covered in Articles III and VIII of the Constitution. At the discretion of the Board or upon request of the membership, any item of business may be placed on the agenda of the annual or special meeting for action by the entire membership. Within the guidelines of the previous statements, the Board will have the authority to act in behalf of the Association, including the authority to elect interim officers to positions which become vacant prior to the annual meeting.

VII. ATTENDANCE AT NATIONAL MEETINGS

• Section 1. All members are encouraged to attend national meetings for professional improvement. Members attending national meetings should include a cross section of the membership in regard to age, sex, race and program responsibilities.
• Section 2. Members to receive financial assistance to attend meetings shall be determined by the Association Board of Directors in accordance with the following priorities.
  1. Current president
  2. Persons to receive NAE4-HA 25 Year Distinguished Service Award, the NAE4-HA Meritorious Service Award (MSA), the NAE4-HA Distinguished Service Award (DSA), and the NAE4-HA Achievement in Service Award (ASA).
  3. Newly-elected President.
  4. Newly-elected President-Elect.
  5. Newly-elected Vice-President, Secretary and Treasurer. (And the following members, provided they did not receive financial assistance from North Carolina Extension Administration or NAE4-HA for priorities 6 through 11 in the previous year.).
  6. North Carolina National Award Recipient not represented in priorities 1-5.
  7. Newly-elected District Directors, with priority given to Directors or other district officers (if the Director is not attending) from district not represented in priorities 1-6.
  8. Newly-elected NCAE4-HA Committee Chairmen and Newsletter Editor(s).
  9. Others holding official positions in NAE4-HA, including officers, regional and state contacts, committee chairs assistance from NAE4-HA.
  10. NCFCEA Officers.
  11. NAE4-HA Committee Chairmen-Elect.
  A member receiving such assistance shall be a member of the National Association and should assume a special responsibility to attend business sessions, committee meetings, seminars, etc., during the annual meeting.
  View the NCAE4HA Constitution

  View the Policy of the NCAE4HA

  View the Descriptions of the Committees

  View the Standard Operating Procedures for Hosting a State NCAE4HA Conference
  

  
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