1. Meeting and Committee
   
   • The Annual Session shall be held in the District of the President-Elect.

   • The Annual Session Steering Committee consists of the State President-Elect as chairman, State President, Host District President and Treasurer, and the Administrative Liaison. All arrangement committees are from the Host District.

2. Registration and Finances
   
   • The Host District accepts all registrations, determines registration fee, pays all expenses. The State Treasurer will issue to the Host District the sum of $1,500.00 to assist in the expenses associated with the State Meeting. The Host District will be responsible for any additional funds needed. Any profit or loss of the annual session accrues to the Host District.

   • Agents having started work after January 1 of the current year can attend the annual meeting without having paid dues for that year. They will pay an active membership registration fee.

   • The President-Elect issues all invitations to the Annual Session. The following categories of individuals, who by invitation or position may attend the Annual Session, shall receive special considerations with respect to registration and meals as noted:

     Category:	Registration Fee	Hosted Meals	Special Events
     Active Association	Pays	Eligible	Pays
     Life Member	Pays	Eligible	Pays
     Non-member	Pays	Eligible only if employed by host	Pays
     Past State Presidents	Pays	Eligible	Pays
     Special Guests & Invitees:
     Speakers	Waived	Eligible	President's discretion
     NCEAFCS President	Pays	Eligible	Pays
     NCCES Federation  President (or Representative)	Waived	Eligible	Pays
     NCAFCS President	Waived	Eligible	Pays
     Cooperative Extension Administration  (State and USDA)	Pays	Eligible	Pays
     Exhibitors (Host Company)	Waived	Eligible	Pays
     Guests or Awardees  (attending only the Awards Program)	Pays meal cost only	n/a	n/a

     * Hosted Meals are sponsored meals in addition to registration fee
     ** Special Events are activities that are not included in registration fee, i.e. special tours with costs involved

   • The registration deadline and late registration fee are to be determined by the Host District. A late registration will be charged for those received or postmarked following the stated date.

   • Awardees and guests of awardees who only attend the Awards Program pay only the cost of the meal. Counties are encouraged to pay for the award winner's expenses.

1. Nominees for State Office will stand for election on the basis of their qualifications.
2. Any candidate for a State Office must be an Active member in good standing of this Association and have served as President of a District, except Treasurer who should have served as a District Treasurer.
3. No campaigning will be allowed prior to or during the Annual Session. Each candidate for State Office will be introduced at the Annual Business Session prior to the election of officers.

ASSOCIATION REPRESENTATION AT OTHER EVENTS:

1. Any member of the Association will be granted time, in accordance with Extension administrative policy, to attend one national professional meeting per year.

2. National Meeting: Among those given partial expenses by the North Carolina Cooperative Extension Service shall be the official delegates from the seven (NCCES) Districts, the President, and the President-Elect. The incoming Treasurer will attend with the same partial expenses, paid by the Association. See Appendix 1.

3. The President and President-Elect shall attend the Southern Regional Workshop. The President will receive out-of-state per diem, tourist air fare, travel to the airport from the National Association. The President-Elect expenses, as listed for the President, are covered by the State Association within budget guidelines.

4. The President is official representative of the Association unless she/he appoints a member to serve as representative in her/his absence at the following and any other occasions requiring a representative. The President has the option of appointing any Executive Board member closest geographically to the event to represent the Association.

A. Public Issues Leadership Development Forum - The president shall attend with funding from the President's budget. The Vice President of Public Affairs shall attend with funding from the Vice President of Public Affairs budget.

B. NC Association of Family and Consumer Sciences Annual Meeting - NCEAFCS to support NCAFCE dues for President and to support registration, meals and lodging and travel for two nights for the President to attend the Annual State Meeting.

C. NC Federation Annual Meeting and Executive Board - The President and President-Elect shall attend with funding from the President's budget and the President-Elect's budget respectively.

D. NC Cooperative Extension Service Foundation Executive Board - The President shall represent the association with funding from the President's budget. The Vice President of Member Resources shall represent the association on the Benevolence committee. The Vice President of Member Resources, or designee, should attend with funding from the Member Resources committee budget.

RECOGNITION AND AWARDS:

1. All applications eligible for National awards must adhere to eligibility, criteria, procedures and instructions as described in the awards issue of THE REPORTER for the current year, including the number of applications eligible to be submitted to National per category by the State Association.

2. Applications for awards presented only by this State Association must adhere to eligibility, criteria, procedures and instructions as outlined by the appropriate State Association Awards Committees.

3. Public announcement of national award winners may be made after the official award presentations are made at the National Annual Session.

4. To receive an award from the Association, the recipients must be active and/or life members of the national association as of February 1 of the year they are to receive the awards. Only exception is for non-members on team award application. The team leader for a team award application must be a NEAFCS member. Team members who are not members of NEAFCS are not eligible for monetary awards and will receive only a certificate if the application is named a national winner.

5. Trophies and Tributes in Goldsboro has been selected to supply award plaques each year. In the event that pricing becomes an issue or the relationship with the company declines, the State Vice President for Awards and Recogonition must secure 3 bids, notify the State President, and get approval to award the contract to a different company. (approved August 2004)

EXECUTIVE BOARD:

1. The President prepares the agenda, sets the date, location and presides at all meetings of the Executive Board.

2. Only members of the Executive Board can make motions and vote. Administrative Liaison and those people invited to attend may participate in the discussion.

3. The Executive Board shall adopt the budget for the forthcoming year at the end of the Annual Training Session. The budget will become effective at the same time the new President takes office.

MEETINGS:

1. A mid-year Executive Board meeting shall be held in late winter or early spring.

2. The Executive Board shall meet immediately prior to the opening of the Annual Session.

3. The Executive Board will approve reports and recommendations at the Annual Session Board meeting.

4. Annual reports and recommendations will be presented at the Annual Business Session, following approval as stated in #3.

5. The Annual Training Session for incoming Association officers and chairs will immediately follow the Annual Session.

COMMITTEES:

Chairmen:

1. will adhere to the following schedule when submitting plans and reports. All state officers and standing committee chairs should contact the district officers and committee chairs and request an update on their plan of work.
   Mid-Year Executive Board Meeting District Presidents, State VPs and Standing Committee chairs are to give an update on their plan of work. No written report is needed.

   July 1 All state officers and standing committee chairs should contact the district officers and committee chairs and request a year end report on their plan of work. This report should be e-mailed to state officers and committee chairs.

   August 1 District Presidents, State Vice Presidents and State Standing committee chairs submit an email copy of their annual report to State Vice President for Public Affairs. State Vice President for Public Affairs forwards to web master for posting to the web prior to the state meeting.

   Annual Meeting District Presidents, State Vice Presidents and State Standing committee chairs should bring to the Annual Meeting 35 copies of their annual report to distribute at the Executive board meeting.

   September 30 Plan of Works for the coming year are to be submitted to the web master by the State Vice President for Public Affairs for posting to the Association's web site.

2. The State Association Nominating Committee shall complete their duties one month prior to the Annual Session. See Appendix 2.

3. District Nominating Committees should conduct elections of officers at their Spring District Meetings.

4. Incoming Program and Standing Committee Chairmen shall present their program of work for approval of the Executive Board at the close of Annual Training Session Board Meeting.

Committee Membership:

1. The composition of all committees, with the exception of the Resource Development and Annual Session Committee, shall be based on one per District. It is recommended that the State Chairman of the committee have served on the committee previously. See Appendix 2.

2. Each Annual Session Committee's composition shall be determined by need and as described in the section of this document titled "ANNUAL SESSION".

3. All Executive Board Members will be provided a copy of committee appointments for the current year by the President.

4. Attendance at the Annual Session at which a committee member is officially appointed is recommended for the Annual Session Committee appointees and required for State Program and Standing Committee appointees.

5. The web page committee will be composed of the Web Master and the State and District Vice-Presidents for Public Affairs. The purpose of this committee is to review the Association's web site and make suggestions for improvements.

FINANCES:

1. District Treasurer shall collect and pay dues to the State Treasurer for each active member by the State-established deadline. The State Treasurer shall pay dues to the National Treasurer by the established deadline for all active members. Dues are non-transferable and non-refundable. The membership year is from January 1 to December 31 inclusive.
   1. national dues shall be $60.00
   2. state dues shall be $57.00 beginning in 2010 and includes $1.00 for the support of the Horn Of Plenty and $1.00 for the support of the NCECA Scholarship
   3. district dues shall be set by the district

2. An opportunity for State Life membership status will be offered to retired agents, who have been a member of the association for at least 5 years. The total amount of dues paid for state life membership will remain with the state treasury. State Life membership dues will be paid on a one-time basis as follows:

   1. Members who retire in 1994 and after, the dues will be the equivalent of the total District, State and National dues in the year of retirement.

   2. Members who retired prior to 1994 dues will be:
      Retired 1960-1969 - $10.00
      Retired 1970-1979 - $20.00
      Retired 1980-1989 - $40.00
      Retired 1990-1993 - $60.00

   3. Benefits to a State Life Member include:
      1. NCEAFCS Communications
         
      2. Time and place designated at the NCEAFCS Annual Session for a State Life Member meeting.
         
      3. Opportunity to serve as a voting member of the state Executive Board on a district rotating basis (See Appendix 2)
         
      4. Opportunity to vote at business sessions at state and district levels.

3. Other expenses including postage, supplies and telephone, necessary to fulfill the responsibilities of the Office shall be allowed to Officers and Committee Chairmen. Expenses of committees are permissible in accordance with specific requests that have been approved by the Executive Board following the Training Session at the Annual Session. Association letterhead and envelopes shall be furnished by the President for each Officer and Committee Chairmen. Other expenses for paper, printing, postage, etc. shall be paid upon presentation of itemized bill following approved procedure if it does not exceed approved budget. Reimbursement for Association officers expenses shall follow the format for CES per diem reimbursement.

4. The original of all receipts are to be sent to the State Treasurer. A request for payment approval is sent by the requester to the State President (by regular or electronic mail) who then forwards the request to the Treasurer with authorization to pay.

5. Expense requests shall be submitted within 30 days of the date of the expense or when the accumulated expenses reach $25.00.

6. Recognition is given to the outgoing President in the form of a gift and a plaque, cost to be determined by the Budget Committee. President-Elect (incoming president) shall purchase the President's gift, and the Vice President for Awards and Recognition shall purchase the plaque. Bills should be submitted to the state treasurer.

7. The State Association Treasury will manage financial transactions of state-wide purchases that strengthen the Family & Consumer Science professional image (ie. Aprons imprinted with Extension logo). Each District Association Treasury will handle orders from individuals in their district and forward the order and funds to the state treasurer.

8. When redistricting occurs, districts should divide their total assets among the number of active members and the percent of the total assets per member should be sent to their new district before September 30 and before any dues are collected for the following year.

9. The District Treasurer takes office January 1, at the time same as the State Treasurer.

MINUTES:

1. The Secretary shall retain the original copy of each set of minutes of the Executive Board Meetings and the Annual Business Session as an official record of the Association. This file will be turned over to the incoming Secretary at the close of the current term of office.

2. Copies of the minutes of all Executive Board Meetings and the Annual Business Session shall be sent by electronic mail, if possible, to all active members of the Association. District secretaries send hard copy of minutes of state/district meetings to the district State Life members. District submits postage expenses to State President and State Treasurer for approval and reimbursement.

THE REPORTER:

1. National Life and State Life members must pay the yearly subscription fee prior to February 1 to receive "THE REPORTER". This should be paid directly to "THE REPORTER".

2. Any individual, not a member of NCEAFCS may subscribe to "THE REPORTER" by paying the yearly subscription fee by February 1 directly to "THE REPORTER".

REVISION OF POLICIES:

Policies may be:

1. Adopted at any meeting of the Executive Board or at the Annual Business Session by a majority vote of the active members present and voting.

2. Amended or rescinded by a two-thirds vote of active members present and voting at the Annual Business or any Executive Board meeting without previous notice being sent to the general membership, or by a majority vote of the members present and voting when previous notice has been sent to the general membership 30 days in advance. A vote to change dues must be held at the Annual Session.

3. Suspended temporarily by a majority vote of members present and voting at the Annual Business Session or any Executive Board meeting.

4. Reviewed each year by the State By-Laws Committee.

HOSPITALITY:

1. No commercial hospitality suite shall be open during scheduled/exhibit hours during the Annual Session.

2. All hospitality functions must be approved by the President.

HISTORY:

1. The Historian shall be appointed by the NCEAFCS President to serve a three-year term. The new term will begin following the Annual Session at the end of the current Historian's term of office.

2. The Historian will keep a set of history volumes for ready reference and prepare a mini-history annually for member distribution.

3. Materials are filed in the location designated by the current Historian.

RECORDS AND REFERENCES:

1. Officers and Committee Chairs shall update file and materials, presenting them to their successor. The records and the working files (past two years) shall be forwarded to the successor immediately following the National Annual Session. Items judged to be of historical value shall be forwarded to the Historian for entry into the historical record and proper disposition.

1. The Association's financial records are closed each year as of December 31 and will be audited immediately by the auditing committee appointed by the President. All financial records will be turned over to the incoming Treasurer at the end of the current term of office.

2. The Treasurer shall retain all financial records of the Association until the detailed supporting documents have surpassed the statute of limitations.

NCEAFCS Web Site:

A Webmaster shall be appointed by the NCEAFCS President. The Webmaster will post news, a current copy of Bylaws, and information of the Association on the NCEAFCS Web pages. Links will be provided to other pages needed by the Association.

The NCEAFCS Treasurer will maintain the state life member contact list. Updates will be shared with the webmaster and the retiree webmaster. The association has permission to utilize the state life member contact list for all association business. When outside requests for contact information is requested from the state treasurer, the NCEAFCS executive board will evaluate each request in order to protect the identity of our state life members. The preferred method will be for the state treasurer to share the requestors information with the state life member, giving them the responsibility to contact the requestor.

It has been noted by Tom Mease, Administrative Officer on August 23, 2007, that Associations are private groups and are not subject to the same public record rules and regulations as county/state.

Listed below is "The Guidelines on Providing Lists of Extension Clientele" policy located in the old Extension Administrative Handbook.

Extension workers are sometimes called upon to provide mailing or other lists of Extension clientele to individuals representing commercial concerns and other agencies. "In accordance with North Carolina's Public Records Act, all mailing lists which have been developed by this organization shall be given upon request "as promptly as possible" to any person, firm, or association using the following guidelines:

• Requests must be in writing directed to the County Extension Director or to the Department Head.
• We cannot require anyone to disclose the reason why they want these lists.
• We may charge only the direct cost of making copies (not labor, depreciation, etc.) except for requests that require an extensive use of technology or labor.
• We don't have to "create" records, only turn over copies of existing records that respond to the request."

Due to the nature of various browsers and printers, some of the following charts may not appear as intended. Consult the President-Elect if you need a printed copy.

DELEGATE

2000

2001

2002

2003

2004

2005

2006

2007

2008

2009

2010

2011

2012

2013

President (Voting Delegate)

SE

SC

W

NC

NW

SW

NE

SE

SC

W

NC

WC

NE

SE

District Delegate (Alternate)

SE

SC

W

NC

NW

SW

NE

SE

SC

W

NC

WC

NE

SE

President-Elect (Alternate)

SC

W

NC

NW

SW

NE

SE

SC

W

NC

WC

NE

SE

SC

District Delegate (Voting Delegate)

SC

W

NC

NW

SW

NE

SE

SC

W

NC

WC

NE

SE

SC

District Delegate (Voting Delegate)

W

NC

NW

SW

NE

SE

SC

W

NC

NW

NE

SE

SC

W

District Delegate (Voting Delegate)

NC

NW

SW

NE

SE

SC

W

NC

NW

SW

SE

SC

W

NC

District Delegate (Voting Delegate)

NW

SW

NE

SE

SC

NC

NC

NW

SW

NE

SC

W

NC

WC

District Delegate (Voting Delegate)

SW

NE

SE

SC

W

W

NW

SW

NE

SE

W

NC

WC

NE

District Delegate (Voting Delegate)

NE

SE

SC

W

NC

NW

SW

NE

SE

SC

Association Realigned with Extension Districts

Treasurer (Alternate)

NC

NC

NW

NW

SW

SW

NE

NE

SE

SE

SC

SC

W

W

The District Delegate is usually the current President-Elect, unless he/she is unable to attend and the district designates another representative. In this case the State President should be notified of the replacement.

NCCE currently supports 7 "official" delegates to attend the Annual Session of NEAFCS. NCEAFCS's membership level at this time permits 7 VOTING delegates.

The State President always serves as one of the Voting Delegates.The rotation system ABOVE reflects that the delegate from the state president's district serves as one of the Alternate Voting Delegates. The state President-Elect serves as a Voting Delegate and the delegate from the state President-Elect's district serves as one of the Alternate Voting Delegates.

The State Treasurer also attends to receive needed training and should be one of the delegates with support from NCCE. If not, the State Association will support her/his attendance at the same rate state administration supports other "official" delegates. This person also serves as a Voting Alternate in addition to the others. The State treasurer for the following year should be the person to attend. For example, in 2004, the treasurer who will be serving for 2005 should attend.

Just as with VOTING delegates, all voting ALTERNATES should attend all business sessions and other sessions needed to maintain a level of knowledge needed to be an informed voter if the need arises. All alternates should plan to attend any business session in order to be able to carry back information to the district and to keep informed in the event a voting delegate has to leave the floor.

Seven NC Cooperative Extension Districts were established July, 1998 - and went into effect following the August 1999 State meeting.

Northeast  (16 Counties)
Beaufort Bertie Camden Chowan Currituck Dare Gates Hertford Hyde Martin Northampton Pasquotank Perquimans Pitt Tyrrell Washington

Southeast (13 Counties)
Brunswick Carteret Craven Duplin Greene Jones Lenoir New Hanover Onslow Pamlico Pender Sampson Wayne

North Central (14 Counties)
Caswell  Durham  Edgecombe  Franklin  Granville  Halifax  Johnston  Nash  Orange Person  Vance  Wake  Warren  Wilson

South Central (14 Counties)
Anson  Bladen  Chatham  Columbus Cumberland Harnett Hoke Lee Montgomery Moore Richmond Robeson  Scotland Stanly

Northwest (14 Counties)
Alamance Alleghany Ashe Davidson Davie Forsyth Guilford Randolph Rockingham Rowan Stokes Surry Wilkes Yadkin

Southwest (14 Counties)
Alexander Burke Cabarrus Caldwell Catawba Cleveland Gaston Iredell Lincoln McDowell Mecklenburg Polk Rutherford Union

West (15 Counties)
Avery Buncombe Cherokee Clay Graham Haywood Henderson Jackson Macon Madison Mitchell Swain Transylvania Watauga Yancey

NOTE: If you intend to be a member of a district OTHER that the NCCE district listed above for your county, this must be indicated in writing to the District and State Treasurers when your dues are paid for the year, and will be effective the entire year.