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North Carolina Extension Association of Family & Consumer Sciences

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

Find the electronic version here: NCEAFCS Bylaws – 2025 Revision

NCEAFCS BY-LAWS

Approved August 2001

Revised August 3, 2011

Revised August 28, 2012

 Revised August 28, 2013

Revised August 5, 2015

Revised August 15, 2018

Revised August 7, 2019

Revised August 17, 2022

Revised August 16, 2023

Revised July 31, 2024

Revised July 30, 2025

Table of Contents

ARTICLE I – NAME AND OBJECTIVES. 3

Section 1 – Name. 3

Section 2. Non-for-Profit Status. 3

Section 3. Objectives 3

Section 4. Structure. 3

ARTICLE II – MEMBERSHIP. 3

Section 1. Active Member. 4

Section 2. Associate Member 4

Section 3. National Life Member 4

Section 4. State Life Member 4

ARTICLE III – DUES. 5

ARTICLE IV – STATE OFFICERS. 5

Section 1. Officers. 5

Section 2. Qualifications 6

Section 3. Term of Office. 6

Section 4. Vacancy of Office. 6

Section 5. Duties of Officers. 6

1. President. 6
2. President-Elect. 7
3. Vice President for Public Affairs. 7
4. Vice President for Member Resources and Historian. 8
5. Vice President for Professional Development and Recognition. 8
6. Secretary. 9
7. Treasurer. 9
8. Counselor and Nominating Chair. 9
9. State Life Member Representative. 9
10. Administrative Liaison. 9
11. Webmaster. 9
12. NC JCEP Board Member. 9

ARTICLE V – DISTRICT OFFICERS. 10

Section 1. District Positions. 10

Section 2. Duties of District Officers. 10

ARTICLE VI – EXECUTIVE BOARD AND BOARD OF DIRECTORS. 10

ARTICLE VII – ELECTIONS. 11

ARTICLE VIII – COMMITTEES. 11

ARTICLE IX – MEETINGS. 12

ARTICLE X – PARLIAMENTARY AUTHORITY. 12

ARTICLE XI – AMENDMENTS. 12

ARTICLE XII – DISSOLUTION OF ASSOCIATION.. 13

APPENDIX A: BYLAWS APPROVAL AND REVISIONS. 14

APPENDIX B: KEY TERMS. 15 

 

ARTICLE I – NAME AND OBJECTIVES

Section 1 – Name

The name of this organization shall be the North Carolina Extension Association of Family and Consumer Sciences (NCEAFCS), hereinafter referred to as the Association.

Section 2. Non-for-Profit Status

NCEAFCS is organized exclusively for charitable, religious, educational, or scientific purposes, including, for such purposes, the making of distributions to organizations that qualify as exempt organizations under section 501(c)(3) of the Internal Revenue Code, or corresponding section of any future federal tax code.

Section 3. Objectives

In providing for a state professional association, the following objectives are to promote professional growth and development by:

• Providing for and recognizing leadership and achievement.
• Exchanging effective educational methodologies.
• Awarding financial support for professional study and development.
• Developing policies to meet the goals of the organization.
• Encourage members to conduct and present research and use research-based information in programming.

Section 4. Structure

To further promote these objectives, this Association shall be organized into District Associations of Family and Consumer Sciences which shall be the same as the North Carolina Cooperative Extension Districts.

1. District Associations shall change according to any changes in the North Carolina Cooperative Extension within two years.
2. The District Associations shall have a minimum of two professional meetings per year. Additional meetings may be held at the discretion of members and officers.
3. Districts should have bylaws that are in line with State Bylaws.

ARTICLE II – MEMBERSHIP

The Association does not and shall not discriminate on the basis of race, color, national origin, age, sex (including pregnancy), disability, religion, sexual orientation, gender identity, genetic information, political affiliation, and veteran status. All members will be encouraged to participate in programs and activities and take leadership roles according to their membership classification.

The classifications for membership shall be: Active Members, Associate Members, National Life Members, and State Life Members. If a district wants to invite a qualifying non-member to a function (i.e. recruitment event, district meeting) they may do so via their District VP for Member Resources.

Section 1. Active Member

1. Active Members are any North Carolina Cooperative Extension employees holding a professional appointment who have a minimum of a bachelor’s degree, work in any capacity with Family and Consumer Sciences programming in counties, areas, and/or the state, and who, upon payment of state and national annual dues, may become an Active Member of the Association.
2. Active Members shall be granted the rights and privileges outlined in the National Extension Association of Family and Consumer Sciences (NEAFCS) bylaws.

Section 2. Associate Member

1. Associate Members are any North Carolina Cooperative Extension employees who have less than a bachelor’s degree, work in any capacity with Family and Consumer Sciences programming in counties and/or areas, and who, upon payment of state and national annual dues, may become an Associate Member of the Association.
2. If an individual is a Program Assistant or Program Associate, but has a bachelor’s degree, they may choose to join as either an Active or an Associate Member.
3. Associate Members shall be granted the rights and privileges outlined in the National Extension Association of Family and Consumer Sciences (NEAFCS) bylaws.

Section 3. National Life Member

1. National Life Members are former Extension employees who have been Active Members of the NEAFCS for at least 5 years. They will be granted lifetime membership after paying a one-time fee to the National Association.
2. If a member retires during the membership year, after having paid active membership fees, their National Life Member status will not begin until the following year with payment of National Life Membership dues and the submission of the National Life Membership Application Form.
3. National Lifetime Members shall be granted the rights and privileges outlined in the National Extension Association of Family and Consumer Sciences (NEAFCS) bylaws; they shall not be eligible for state and district offices.
4. Payment of National membership dues does not include state and district membership.

Section 4. State Life Member

1. Any former Extension employee who has been a member of the State Association for at least 5 years, upon retirement or disability, will be granted State Life membership upon payment of a one-time fee as described in the Policies and Procedures.
2. If a member retires during the membership year, after having paid active membership fees, their State Life Member status will not begin until the following year with payment of State Life Membership dues and the submission of the State Life Membership Application Form.
3. A State Life Member will receive all state and district communications, and may serve on committees, except as State Chair. State Life members may vote, but not hold office, (other than serving as the State Life Member Representative on the State Executive Board). They are eligible to receive awards and fellowships.
4. Payment of State membership dues does not include national and district membership.

ARTICLE III – DUES

Section 1. Dues for Annual Membership in the Association shall be established by a quorum, of the members voting at the Association’s Annual Session as defined in Article IX of the Bylaws. Proposed changes in membership dues shall be made known to the membership 30 days prior to the Annual Session at which time a vote is to be taken. Membership dues for the State Association shall consist of State and National dues; there are no “state only” dues for Active and Associate Members.

Section 2. State dues for members shall also include $1.00 for the N.C. Cooperative Extension’s Annual First Night and $1.00 for the Annual North Carolina Extension & Community Association (NCECA) Scholarship. Funds shall be disbursed by the State Treasurer at the organizations’ request.

Section 3. National dues shall be set by the National Association and will become effective following the National Meeting.

Section 4. Associate Members shall pay the current due rate for state dues as specified in the Policies and Procedures, and one-half of the current National Association dues as established by the NEAFCS.

Section 5. District treasurers shall remit dues to the NCEAFCS State Treasurer at the established deadline.

Section 6. State Treasurer shall remit dues to the NEAFCS National Treasurer by the deadline determined by the National Treasurer.

Section 7. Any increase in dues voted upon at the Annual Session shall become effective following the Annual Session.

Section 8. State Life Membership dues for retired agents, who have been a member of the Association for at least 5 years, are explained in the Finances Section of NCEAFCS’ Policies and Procedures.

Section 9. National Life Membership dues for retired agents, who have been a member of the association for at least 5 years, can be found under the Member Resource section of the NEAFCS’s web site.

ARTICLE IV – STATE OFFICERS

Section 1. Officers

The elected officers of the Association shall be President, President-Elect, Vice President for Public Affairs, Vice President for Professional Development & Recognition, Vice President for Member Resources and Historian, Secretary, Treasurer, Counselor and Nominating Chair (Immediate Past President). [Effective 2020]

1. 1. Administrative Liaison
      The FCS State Program Leader shall serve as Administrative Liaison to the Association.
   2. State Life Member Representative
      Shall be nominated from the district of the incoming President-Elect as noted on the Association’s Policies and Procedures, Appendix 2: State Officer Rotation and Chairmen.
   3. Webmaster
      Shall be appointed by the NCEAFCS President and approved by the State Executive Board.
   4. North Carolina Joint Council of Extension Professionals Board Member
      Shall be elected by the NCEAFCS membership and serve according to the North Carolina Joint Council of Extension Professionals (NC JCEP) State Officer Rotation.

Section 2. Qualifications

Specific qualifications for each office shall be listed in the Associations’ Policies and Procedures.

Section 3. Term of Office

1.  All positions except President, President-Elect, Vice President for Public Affairs, and Counselor and Nominating Chair will serve a two-year term beginning in 2014.
2. All State officers, except the Treasurer, shall assume their duties at the close of the National Annual Session. The Treasurer shall assume his/her duties of that office the following January 1.
3. The President-Elect shall serve as President the following year while the outgoing President shall serve as the Counselor and Nominating Chair.
4. VP for Public Affairs shall serve as President-Elect the following year.

Section 4. Vacancy of Office

1. A vacancy in the office of President shall be filled by the President-Elect.
2. In the event of a vacancy in the office of the President-Elect, the Executive Board shall appoint the Vice President for Public Affairs as acting President-Elect for the unexpired term. In the event that the offices of both the President and President-Elect become vacant, the Vice President for Public Affairs will assume the office of President.
3. In the event of a vacancy in the office of Counselor and Nominating Chair, the vacancy shall be filled by the most recent Past President.

Section 5. Duties of Officers

A. President

The President shall:

1. 1. 1. Give administrative guidance and direction to the structure and programming of the Association.
      2. Work with Association Officers and District Presidents in coordinating their efforts in carrying out the organization’s objectives and programs.
      3. Call and preside at Executive Board and Association business meetings.
      4. Serve as an ex officio member of all committees except nominating.
      5. Approve the payment of all bills.
      6. Strengthen public relations and maintain cooperative relations with other organizations.
      7. Exercise all powers and duties pertaining to the office of President.
      8. Approve applications for National Life membership.
      9. Meet with the Executive Committee of the North Carolina Joint Councils of Extension Professionals (NC JCEP) and the N.C. Cooperative Extension Service Foundation.

B. President-Elect

The President-Elect shall:

1. 1. 1. Serve as Chair of the Bylaws Committee.
      2. Perform all the duties of the office of the President in the event of absence, disability, or at the request of the President.
      3. Serve as general chairperson of the Annual Session and coordinator of all Annual Session This meeting should be held in the district of the President- Elect.
      4. Meet with the Executive Committee of the North Carolina Joint Councils of Extension Professionals (NC JCEP).
      5. Notify state officers and committee chairs of their responsibility to train incoming officers and chairs, utilizing officer training videos as available, between the state meeting and September 30th per Association’s Policies and Procedures.
      6. Encourage district officers to communicate updates at least two times per year prior to district meetings.
      7. It is the President-Elect’s duty to assist the VP for Public Affairs with submitting NEAFCS Impact Statements.

C. Vice President for Public Affairs

The Vice President for Public Affairs shall:

1. 1. 1. Perform all the duties of the office of the President-Elect in the event of absence, disability, or at the request of the President and the President-Elect.
      2. Chair and serve as a liaison between the Public Affairs Committee and the Executive Board.
      3. Coordinate the committee to develop and implement an action plan, which addresses issues related to external communications, coalition building, public policy, educational funding opportunities, as defined by the Executive Board.
      4. Coordinate and be responsible for public relations, public policy, retirement and insurance policies as needed.
      5. Collect and compile reports from all District VPs for Public Affairs for publication.
      6. Attend the Public Issues Leadership Development Forum with funding from the Public Affairs Budget.
      7. The State Vice President for Public Affairs is encouraged to serve on the Public Affairs National committee. NEAFCS committee applications are due December 31 to the National office for a one-year appointment to a National Committee. Must reapply each year. Committee members are not required to attend National Meeting but have the opportunity to be linked to their committee via modes of communication.
      8. Along with the District Vice President for Public Affairs, serve on the Association’s Website Development Committee and make recommendations for new pages and improvements needed to increase the effectiveness and utilization of the site by all members.
      9. Share and discuss their office’s Plan of Work with the incoming District Vice Presidents after they take office and before the end of the calendar year. They will lead their committees and communicate with them throughout the year based on their duties and responsibilities. Please refer to the Association’s Policies & Procedures.

D. Vice President for Member Resources and Historian

The Vice President for Member Resources and Historian shall:

1. 1. 1. Chair and serve as the liaison between the Member Resources Committee and the Executive Board.
      2. Coordinate the committee to develop and implement an action plan which addresses issues related to networking opportunities for members with diverse and similar interests. Encourage active participation and leadership.
      3. Coordinate and be responsible for hospitality and benevolence, diversity and youth, and membership.
      4. The State Vice President for Member Resources is encouraged to serve on the Member Resources National committee. NEAFCS committee applications are due December 31 to the National office for a one-year appointment to a National Committee. Must reapply each year. Committee members are not required to attend National Meeting but have the opportunity to be linked to their committee via modes of communication.
      5. The Vice President for Member Resources serves as Historian, compiling records of membership, awards received, recognitions, degrees, and title
      6. Historical information, such as the death of former and retired members are to be maintained.
      7. Share and discuss their office’s Plan of Work with the incoming District Vice Presidents after they take office and before the end of the calendar year. They will lead their committees and communicate with them throughout the year based on their duties and responsibilities. Please refer to the Association’s Policies & Procedures.

E. Vice President for Professional Development and Recognition

The Vice President for Professional Development and Recognition shall:

1. 1. 1. Chair and serve as liaison between their Committee and the Executive Board.
      2. Coordinate the committee to develop and implement an action plan which provides opportunities for members to develop professionally including awards and recognition.
      3. The State Vice President of Professional Development and Recognition is encouraged to serve on a National Committee. Application information and appointment length for national committees can be reviewed on the NEAFCS website, under “About NEAFCS.”
      4. Share and discuss their office’s Plan of Work with the incoming District Vice Presidents after they take office and before the end of the calendar year. They will lead their committees and communicate with them throughout the year based on their duties and responsibilities. Please refer to the Association’s Policies & Procedures.

F. Secretary

The Secretary shall:

1. 1. 1. Keep a complete, accurate record of all meetings of the Executive Board and the Association.
      2. Send correspondence as directed by the President.

G. Treasurer

The Treasurer shall:

1. 1. 1. Receive and keep accurate records of all monies received and disbursed as approved by the President. Reimbursement procedures shall be as stated in “Policies and Procedures”. Financial records shall be kept for the amount of time recommended in the “Guidelines for Developing a Retention Schedule for Professional Associations” created by the International Council on Archives.
      2. Keep official records of all active and State Life memberships.
      3. Serve as Chairperson of the Budget Committee.
      4. Prepare an annual financial report for audit.
      5. Pay dues to the National Treasurer in accordance with National By-Laws.

H. Counselor and Nominating Chair

The Counselor and Nominating Chair shall:

1. 1. 1. Attend all Executive Board Meetings and the Annual Session in an advisory capacity to offer recommendations and suggestions.
      2. Act as Parliamentarian.
      3. Produce a slate of officers for the upcoming year based on recommendations from the district. All nominated officers are to be contacted prior to the annual meeting.

I. State Life Member Representative

The State Life Member Representative shall:

1. 1. 1. Attend all Executive Board Meetings and the Annual Session.
      2. Have voting power.

J. Administrative Liaison

The Administrative Liaison shall attend all Executive Board meetings and the Annual Session and serve in an advisory capacity, with no voting power.

K. Webmaster

The Webmaster shall:

1. 1. 1. Attend all Executive Board and Board of Directors meetings and will have no voting rights.
      2. Keep the information on the Association’s website updated.

L. NC JCEP Board Member

The NC JCEP Board Member shall attend all Executive Board and Board of Directors meetings and will have no voting rights.

ARTICLE V – DISTRICT OFFICERS

Section 1. District Positions

1. 1. 1. The District Officers will have the same position titles as the State Officers.
      2. The District Officers will serve as liaison officers between the State and District Associations.
      3. The District Officers may serve more than one term consecutively if no qualified candidate can be found or at the discretion of the district if at least two-thirds of the district membership vote in favor of a qualified candidate.
      4. All district officers, with the exception of the treasurer, shall assume their duties on November 1. The Treasurer shall assume duties of that office on January 1 and serve for two years.
      5. The term of office for District Officers will align with the state officers’ terms mentioned in Article IV.

Section 2. Duties of District Officers

A. President

1. Presides at all District meetings.
2. Appoints the District Nominating Committee.
3. Serves as ex officio member on all district committees, except nominating.
4. Serves as a member of the State Executive Board.

B. President-Elect

1. Appoints all district committee chairpersons and additional members to serve on these as recommended by the state.
2. Moves to President after one term of office as President-Elect.
3. Serve as the district’s Bylaws Chair.

C. All Vice Presidents

1. Performs duties as directed by the duties of the State Officers.
2. Send reports to the corresponding State Vice President as specified in Policies and Procedures.
3. The Secretary and the Treasurer will perform duties as State Officers do in the same capacity.

ARTICLE VI – EXECUTIVE BOARD AND BOARD OF DIRECTORS

Section 1. The Executive Board consists of the state-elected officers (President, President- Elect, Vice President for Public Affairs, Vice President for Professional Development & Recognition, Vice President of Membership & Historian, Secretary, Treasurer, and the Counselor & Nominating Chair), the District Presidents, the State Life Member Representative, the Administrative Liaison, and the Webmaster.

1. 1. 1. Executive Board meetings shall be held prior to and following the Annual Session and at mid-year.
      2. The duties of the Executive Board are to formulate policy, transact business of the Association and establish deadlines in correlation to the NEAFCS.
      3. The Executive Board may conduct business by mail or electronically when necessary. A report of any such action taken shall be verified and made a part of the minutes at the next meeting of the Executive Board.
      4. The President shall appoint Active Members to fill all vacancies, with the approval of the Executive Board, based on recommendations from the district where the vacancy came from until an election is held at the Annual Business Meeting.
      5. The Executive Board shall select an audit committee to audit Association books of the Treasurer annually and be authorized to adopt said report, which shall be submitted to the Executive Board. The Audit Committee shall consist of 2-3 Active Members in the district of the State Treasurer who are not members of the Executive Board.

Section 2. The Board of Directors shall be the Executive Board plus the State Standing Committees of Bylaws, Budget, Historian, Nominating, and Annual Session.

ARTICLE VII – ELECTIONS

Section 1. A nominating committee shall be composed of a representative from each District Association. The Chairperson of the committee shall be the immediate State past president.

Section 2. Nominations are made on a rotating basis with each district represented based on the Association’s Policies and Procedures, Appendix 2: State Officer Rotation and Chairmen.

Section 3. Nominations may be made from the floor provided nominees meet the qualifications as specified in Policies and Procedures.

Section 4. The election of state officers shall be held during the Annual Business Session. District officers are elected at the District’s Spring Meeting. If there is only one nominee for an office, election may be by voice. If there are two or more nominees for one office, then the vote shall be by ballot.

Section 5. All nominees for National Office must file with the Chairperson of the State Nominating Committee their qualifications, and written approval of the State Administration, which is to be sent to the National Nominating Chair by the listed deadline.

ARTICLE VIII – COMMITTEES

Section 1. Committee Chairpersons shall be approved by the President. The State Nominating Committee should make recommendations for State Committee Chairpersons based on the rotation system. The State Committee Chairpersons should have served as a District Chairperson of that said committee.

Section 2. Annual Session Committees shall be appointed as needed by the President-Elect.

Section 3. The standing committees shall be Bylaws, Budget, Historian, Nominating, and Annual Session. The District Standing Committees shall be Bylaws, Budget, Historian, and Nominating.

ARTICLE IX – MEETINGS

Section 1. There shall be one Annual Business Meeting of the Association, which shall be held during the Annual Session to further the objectives of the Association, elect officers, receive reports and other business. The host District of the Annual Session determines the meeting place and time with final approval by the Executive Board. Rotation of the Annual Meeting is as follows:

2024	2025	2026	2027	2028	2029
W	NC	NE	SE	SC	W

Section 2. The President, with the approval of the Executive Board, may call a special session of the Executive Board, if necessary and/or conduct business by mail or electronically.

Section 3. If the scheduled Annual Session cannot be held, the President, with the approval of the Executive Board, may call a special session of the Executive Board to transact business.

Section 4. The official call to the Annual Business Meeting shall be communicated to all members from the hosting District. All other Extension FCS retirees who are not members of the association should be notified by their district.

Section 5. District Associations shall have a minimum of two professional meetings per year.

Section 6. A quorum shall be two-thirds of the membership present. This applies to District and State Association meetings.

ARTICLE X – PARLIAMENTARY AUTHORITY

Section 1. The current edition of Roberts Rules of Order shall govern the proceedings of the Association.

Section 2. The Parliamentarian shall assist in conducting business meetings of the Association following the Roberts Rules of Order, Current Edition.

ARTICLE XI – AMENDMENTS

Section 1. The By-Laws may be amended by a two-thirds vote of the active membership present and voting at the Annual Session.

Section 2. A notice of any proposed amendments in the Bylaws shall be sent to each member, posted to the Association’s web page and/or emailed to members via the FCS listserv and mailed to retirees who do not have Internet access thirty days in advance of the Annual Session.

ARTICLE XII – DISSOLUTION OF ASSOCIATION

Upon the dissolution of the Association, assets shall be distributed for one or more exempt purposes within the meaning of section 501(c)(3) of the Internal Revenue Code, or corresponding section of any future federal tax code, or shall be distributed to the federal government, or to a state or local government, for a public purpose. Any such assets not disposed of shall be disposed of by a Court of Competent Jurisdiction of the county in which the principal office of the organization is then located, exclusively for such purposes or to such organization or organizations, as said Court shall determine, which are organized and operated exclusively for such purposes.

APPENDIX A: BYLAWS APPROVAL AND REVISIONS

Approved August 2001	Revised August 3, 2011	Revised August 28, 2012
Revised August 28, 2013	Revised August 5, 2015	Revised August 15, 2018
Revised August 7, 2019	Revised August 17, 2022	Revised August 16, 2023
Revised August 16, 2023	Revised July 31, 2024	Revised July 30, 2025

APPENDIX B: KEY TERMS

Amendment – The process of changing or revising a law or document, such as a bylaw, through parliamentary procedures.

Annual Session – Refers to the Association’s yearly meeting where all members are provided opportunities to enhance their skills, share ideas, and build connections within the professional community. Also referred to as Annual Conference.

Ex officio – Denotes a role or membership held by one’s position or status in another capacity. For example, a CEO might serve as an ex officio board of directors’ member because of their role in the organization.

Internal Revenue Code Section 501(c)(3) – This section governs organizations that are organized and operated exclusively for tax-exempt purposes, including religious, charitable, scientific, public safety testing, literary, educational, or other specified purposes, provided they meet certain requirements.

Liaison – Individual designated to facilitate communication, coordination, and collaboration between the two groups. This person acts as a bridge to ensure both boards are informed about each other’s activities, decisions, and priorities, helping to align their efforts and prevent misunderstandings or duplication of work.

Principal Office – The main location where the association conducts its business operations.

Quorum – The minimum number of officers or members required to be present at a meeting to conduct official business.

Roberts Rule of Order – Robert’s Rules is a structured framework of codes and ethical guidelines designed to help groups conduct orderly meetings, ensuring majority rule while respecting and considering minority voices. It encompasses key elements for introducing motions, making amendments, referring matters to committees, raising questions, and adjourning meetings.