Policies and Procedures

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Revised Aug 17th 2022

The Professional Association for North Carolina Cooperative Extension Family & Consumer Sciences Educators Policies and Procedures

MEETING AND COMMITTEES

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 State Program Leader. All arrangement committees are from the Host District.
No commercial hospitality suite shall be open during scheduled activities or exhibit hours during the Annual Session. All hospitality functions must be approved by the President.

REGISTRATION AND FINANCES

The Host District accepts all registrations, determines registration fee, and 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.
The registration deadline and late registration fee are to be determined by the Host District. Late registration will be charged for those received or postmarked following the stated date.
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.
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.
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 in the chart below:

Category	Registration Fee	Hosted Meals •	Special Events **
Active Association Member (including all state officers)	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
Southern Region Director (NEAFCS)	Waived	Eligible	Pays
NCAFCS President	Waived	Eligible	Pays
Cooperative Extension Administration (State and USDA)	Pays	Eligible	Pays
Exhibitors (Host Company)	Waived	Eligible	Pays

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

QUALIFICATIONS FOR STATE OFFICE

Nominees for State Office will stand for election on the basis of their qualifications.
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.
Any Candidate for a state office must be an active member in good standing of this association. All candidates for state office must have served in the same capacity at the district level (or a comparable position in another state) or if they have served as District President, they are eligible to serve in any capacity at the state level. State VP for Public Affairs shall have also served as District President. (August 5, 2010)

ASSOCIATION REPRESENTATION AT OTHER EVENTS

Any member of the Association will be granted time, in accordance with Extension administrative policy, to attend one national professional meeting per year.
National Meeting: The official number of delegates for the National Meeting is based on membership in NCEAFCS (refer to Appendix 1 for the rotation chart).
The President is the official representative of the Association unless she/he appoints a member to serve as a 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.
Joint Council of Extension Professionals (JCEP) Leadership Conference – The President and President-Elect shall attend the JCEP conference. They will receive reimbursement for the registration fee, out-of-state per diem, coach/economy airfare, mileage reimbursement, or transportation service (shuttle, Uber, Lyft, etc.).
Public Issues Leadership Development (PILD) Forum – The President-Elect and the Vice President of Public Affairs shall attend the PILD Forum or their designee. They will receive reimbursement for the registration fee, out-of-state per diem, coach/economy airfare, mileage reimbursement or transportation service (shuttle, Uber, Lyft, etc.).
NC Association of Family and Consumer Sciences Annual Meeting – NCEAFCS to support NCAFCS dues for the President and to support registration, meals, lodging, and travel for two nights for the President to attend the Annual State Meeting.
NC JCEP Annual Meeting – The President and President-Elect shall attend with funding from the President’s budget and the President-Elect’s budget respectively.
N.C. Cooperative Extension Service Foundation Executive Board – The President shall represent the association with funding from the President’s budget.
NC Family and Consumers Sciences Foundation – The President is an ex-official member and shall represent the association with funding from the President’s budget.
NC Extension and Community Association Foundation – The President is an ex-official member and shall represent the association with funding from the President’s budget.
N.C. 4-H Development Fund – The President is an ex-official member and shall represent the association with funding from the President’s budget.

RECOGNITION AND AWARDS

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.
All applications eligible for National awards must adhere to eligibility, criteria, procedures, and instructions as described on the NEAFCS.org website. To apply for an award, login into NEAFCS.org Members Only section and select the online awards application link.
Public announcements of national award winners may be made after the official award presentations are made at the National Annual Session.
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. The only exception is for non-members oN team award applications. 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.
Trophies and Tributes in Goldsboro have 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 Professional Development and Recognition must secure 3 bids, notify the State President, and get approval to award the contract to a different company. (Approved August 2004)
The outgoing President will be presented with a personal gift ($50 value) and a plaque recognizing the year’s service. The President-elect will purchase and present the gift at an appropriate public event. The VP for Professional Development and Recognition will purchase the plaque and present it as part of the Awards program.

EXECUTIVE BOARD

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. The state FCS Program Leader and those people invited to attend may participate in the discussion.
The Executive Board shall adopt the budget for the forthcoming year at the Business Meeting during Annual Session. The budget will become effective at the same time the new President takes office.

MEETINGS

A mid-year Executive Board meeting shall be held in late winter or early spring.
The Executive Board shall meet immediately prior to the opening of the Annual Session. 3. 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.
The Annual Training Session for incoming association officers and chairs will be held after the Annual Session via Zoom. Training videos will also be available on the NCEAFCS website.

COMMITTEE CHAIRMEN

Will adhere to the following schedule when submitting plans and reports:

November 1 – Plan of Work for the coming year is to be submitted to the webmaster for posting to the association’s website. All state officers and standing committee chairs should work with their respective district officers and committee chairs to create their plan of work.
January/February – 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 for the board meeting, but the Plan of Work should be posted to the website as stated in “a” above.
July 1 – Annual Report – All state officers and standing committee chairs should work with their respective district officers and committee chairs to create a year-end annual report based on their plan of work. This report should be e-mailed to state officers and committee chairs and should be sent to the webmaster for posting to the association’s website prior to Annual Meeting.
July/August – Annual Meeting – District Presidents, State Vice Presidents, and State Standing committee chairs should bring to the Annual Meeting 5 copies of their annual report to distribute at the Executive board meeting. All reports are submitted prior to the state meeting to the webmaster for posting to the web and can be viewed electronically.
The State Association Nominating Committee shall complete their duties one month prior to the Annual Session. See Appendix 2.
The District Nominating Committees should conduct the election of officers at their Spring District Meetings.

COMMITTEE MEMBERSHIP:

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.
Each Annual Session Committee’s composition shall be determined by need and as described in the section of this document titled “ANNUAL SESSION”.
All Executive Board Members will be provided a copy of committee appointments for the current year by the President.
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 Officer 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 website and make suggestions for improvements.

FINANCES

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.
National dues are set by the national organization.
State dues shall be $57.00 beginning in 2010 and include $1.00 for the support of the Horn Of Plenty and $1.00 for the ECA Scholarship.
District dues shall be set by the district.
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:
For 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.
Members who retired prior to 1994 dues will be:
1. Retired 1960-1969 – $10.00 Retired 1970-1979 – $20.00 Retired 1980-1989 – $40.00 Retired 1990-1993 – $60.00 1994 to present – pay the equivalent of your current district, state, and national dues.
2. Benefits to a State Life Member include: NCEAFCS Communications Time and place designated at the NCEAFCS Annual Session for a State Life Member meeting. c. Opportunity to serve as a voting member of the State Executive Board on a district rotating basis (See Appendix 2) Opportunity to vote at business sessions at state and district levels.
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 Chairman. Other expenses for paper, printing, postage, etc. shall be paid upon presentation of the itemized bill following the approved procedure if it does not exceed the approved budget. Reimbursement for Association officers’ expenses shall follow the format for CES per diem reimbursement.
The original of all receipts is 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.
Expense requests shall be submitted within 30 days of the date of the expense or when the accumulated expenses reach $25.00.
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 Professional Development and Recognition shall purchase the plaque. Bills should be submitted to the state treasurer.
The State Association Treasury will manage financial transactions of statewide purchases that strengthen the Family & Consumer Science professional image (i.e. Aprons imprinted with the Extension logo). Each District Association Treasury will handle orders from individuals in their district and forward the order and funds to the state treasurer.
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.
The District Treasurer takes office on January 1, at the time same as the State Treasurer.

MINUTES

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.
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 copies of minutes of state/district meetings to the district State Life members. The district submits postage expenses to State President and State Treasurer for approval and reimbursement.

PUBLICATIONS

NEAFCS keeps members informed about issues, professional development opportunities, and the latest research through its official publications:

The NEAFCS Network is NEAFCS’s electronic newsletter which is sent monthly to communicate the association’s business and activities to its members.
Journal of the National Extension Association of Family & Consumer Sciences is published annually by NEAFCS and is a peer-reviewed publication on Extension Family and Consumer Sciences research and program evaluation.

REVISION OF POLICIES

Policies may be:

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.
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.
Suspended temporarily by a majority vote of members present and voting at the Annual Business Session or any Executive Board meeting.
Reviewed each year by the State By-Laws Committee.

HISTORY

The Vice President for Member Resources and Historian shall be appointed by the NCEAFCS President to serve a two-year term. The new term will begin following the Annual Session at the end of the current Historian’s term of office.
The Vice President for Member Resources and Historian will keep a set of history volumes for ready reference and prepare a mini-history annually for member distribution.
Materials are filed in the location designated by the current VP for Member Resources and Historian.

RECORDS AND REFERENCES:

Files:

Officers and Committee Chairs shall update files and materials, presenting them to their successors. 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 Vice President of Member Resources and Historian for entry into the historical record and proper disposition (i.e. stored in archives at NCSU Library as appropriate).

Financial Records:

The Association’s financial records are closed each year as of December 31 and will be audited immediately by the auditing committee appointed according to the By-Laws. All financial records will be turned over to the incoming Treasurer at the end of the current term of office.
The Treasurer shall retain all financial records of the Association until the detailed supporting documents have surpassed the statute of limitations.

NCEAFCS Website Portal:

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

State Life Member Contact List: (approved September 5, 2007)

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 businesses. When outside requests for contact information are 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 requested 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 and 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 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.”

APPENDIX 1

VOTING DELEGATES AT NATIONAL MEETING – ROTATION SYSTEM

Revised August 2012 (proposed for clarity, May 2018)

DELEGATE	2023	2024	2025	2026	2027	2028
President (Voting Delegate)	SE	SC	W	NC	NE	SE
District Delegate (Alternate 4)	SE	SC	W	NC	NE	SE
President-Elect (Voting Delegate)	SC	W	NC	NE	SE	SC
District Delegate (Alternate 5)	SC	W	NC	NE	SE	SC
District Delegate (Voting Delegate)	W	NC	NE	SE	SC	W
District Delegate (Alternate 2)	NC	NE	SE	SC	W	NC
District Delegate (Alternate 3)	NE	SE	SC	W	NC	NE
Treasurer (Alternate 1)	SE	SE	SC	SC	W	W

The above chart has been changed to reflect the descriptors below:

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. The number of delegates is based on membership in the state association.
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.

APPENDIX 2

ROTATION FOR STATE OFFICES AND CHAIRMEN

Revised August 17, 2022

Office	2022	2023	2024	2025	2026	2027
President	NE	SE	SC	W	NC	NE
President Elect	SE	SC	W	NC	NE	SE
VP Public Affairs	SC	W	NC	NE	SE	SC
VP Professional Development & Recognition (2 year term)	NC	NC	NE	NE	SE	SE
VP Member Resources & Historian (2 year term)	SC	SC	W	W	NC	NC
Secretary (2 year term)	NE	NE	SE	SE	SC	SC
Treasurer (2 year term)	W	W	NC	NC	NE	NE
Counselor & Nominating Chair (Immediate Past President)	NC	NE	SE	SC	W	NC
State Life Member	SE	W	NC	NE	SE	SC
NCEAFCS provides NC JCEP Leadership (formerly Federation)	Treasurer	Secretary	VP	Pres.	Parliamen.	Webmaster

APPENDIX 3

NC JCEP ROTATION

Office	2022	2023	2024	2025	2026	2027
President	NCAE4-HYD	NCACAA	NCAEPAAT	ESP	NCACDEP	NCEAFCS
President- Elect	NCACCA	NCAEPAAT	ESP	NCACDEP	NCEAFCS	NCACES
Secretary	NCAEPAAT	ESP	NCACDEP	NCEAFCS	NCACES	NCCEAPA
Treasurer	ESP	NCACDEP	NCEAFCS	NCACES	NCCEAPA	NCAE4-HYDP
Webmaster	NCACDEP	NCEAFCS	NCACES	NCCEAPA	NCAE4-HYDP	NCACAA
Parliamentarian	NCEAFCS	NCACES	NCCEAPA	NCAE4-HYDP	NCACAA	NCAEPAAT
Officer-at-Large	NCACES	NCCEAPA	NCAE4-HYDP	NCACAA	NCAEPAAT	ESP
Past President	NCCEAPA	NCAE4-HYDP	NCACAA	NCAEPAAT	ESP	NCACDEP

APPENDIX 4

NCEAFCS DISTRICTS

Note: N.C. Cooperative Extension Districts were realigned in 2011. NCEAFCS realign District Associations with NC Cooperative Extension Districts in January 2014.

North Central

Alamance; Alleghany; Ashe; Caswell; Chatham; Davidson; Davie; Durham; Forsyth; Granville; Guilford; Orange; Person; Randolph; Rockingham; Stokes; Surry; Vance; Wilkes; Yadkin

North East

Beaufort; Bertie; Camden; Chowan; Currituck; Dare; Edgecombe; Franklin; Gates; Halifax; Hertford; Hyde; Martin; Nash; Northampton; Pasquotank; Perquimans; Pitt; Tyrrell; Wake; Warren; Washington

West

Avery; Buncombe; Burke; Caldwell; Cherokee; Clay; Cleveland; Eastern Band of Cherokee Indians (EBCI); Graham; Haywood; Henderson; Jackson; Macon; Madison; McDowell; Mitchell; Polk; Rutherford; Swain; Transylvania; Watauga; Yancey

South Central

Alexander; Anson; Cabarrus; Catawba; Cumberland; Gaston; Harnett; Hoke; Iredell; Lee; Lincoln; Mecklenburg; Montgomery; Moore; Richmond; Rowan; Scotland; Stanly; Union

South East

Bladen; Brunswick; Carteret; Columbus; Craven; Duplin; Greene; Johnston; Jones; Lenoir; New Hanover; Onslow; Pamlico; Pender; Robeson; Sampson; Wayne; Wilson

NOTE: If you intend to be a member of a district OTHER than 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.

Additional comments and recommendations for future changes should be submitted to either your District By-Laws Chair or the current year’s State By-Laws Chair (President-Elect).

NC Extension Association of Family & Consumer Sciences