STANDING COMMITTEES AND GUIDELINES FOR COMMITTEES

The Standing Committees of this Association and their functions are listed as follows. These came from the state association guidelines. We have revised some of these for district purposes (see District Decision).

District Decision: Committee Notebooks -- Committee chairs will maintain an informational notebook for each committee - a description and duties for each committee. This will be passed on each year to the new chair.

1. MEMBERSHIP
   This committee is responsible for contacting nonmembers and encouraging them to join the Association. Committee members are responsible for sending cards or letters of welcome to each new member.

   District Decision: Along with the welcome letter, a brochure (developed by this committee), along with these guidelines for committees and guidelines for district level decisions will be sent to new secretaries.

   
   

2. PUBLIC RELATIONS
   To interpret to the public the objectives and purpose of our Association and the contribution secretaries make to the North Carolina Cooperative Extension Service 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 district 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 formulate a news release form which state committees can use to give recognition to secretaries who make outstanding contributions to Extension. Such recognition to be done at annual meetings.

   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.

   To provide the opportunity and encourage participation in the North Carolina Cooperative Extension Secretaries Association.

   To work up a newsletter for the Association members in which we would exchange ideas, methods, and special programs. The newsletter would be sent to all members of the district association.

   District Decision: This committee will take the lead in maintaining our web page (a revision date should be included).

   District Decision: Newsletter/News Release -- An annual newsletter will be done and posted to E-News. One person per county will be responsible for providing the information to the Public Relations Committee. Also, a news release will be prepared for each county to use in local newspapers, inserting their own names for those in attendance at district meetings. The committee will take pictures for news releases.

   
   

3. 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 meeting. A nomination form is sent out to the general membership prior to the fall meeting. All nominations are received by the committee, which then draws up a slate of officers from these nominations.

   
   

4. RULES & BYLAWS
   This committee is responsible for receiving proposed changes from the state committee chair and presenting it to the district members for their approval.

   
   

5. FINANCE
   This committee is responsible for drawing up a balanced budget and presenting said budget to the membership for approval. This committee will have access to the previous year's financial statements for reference.

   
   

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

   District Decision: The committee will take pictures for the district scrapbooks and send copies to the State Reflections Committee Chair for the state scrapbooks.

   
   

7. 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.

   District Decision: The Professional Improvement Committee will prepare certificates for outgoing committee chairpersons and officers to be presented to them at the fall meeting.

   
   SPECIAL COMMITTEES: Any committee set up by the President or the General Membership to act at the discretion of the president and/or the general membership.

   
   

8. SCHOLARSHIP (District)
   The committee will pick the winner of the scholarship once the appropriate county compiles the applications. District Scholarship Guidelines and Forms

   
   

9. SECRETARY OF THE YEAR (District)
   The committee will consist of three past recipients, rotating off members as new ones come on. The senior member should receive all votes and provide results to other committee members rather than each member receiving votes.

   
   

10. AWARDS (District)
    The committee will encourage (and assist if needed) members to nominate themselves or another district member for any district or state awards that are available.