Policies and Procedures (Updated 2023)
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North Carolina Extension Association of Family & Consumer Sciences
The Professional Association for North Carolina Cooperative Extension Family & Consumer Sciences Educators
NCEAFCS POLICIES AND PROCEDURES
Revised January 9, 2012
Revised August 28, 201_
Revised August 5, 2015
Revised May 8, 2018
Revised August 7, 2019
Revised August 17, 2022
Revised August 16, 2023
- 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,Treasurer, the State Program Leader and EFNEP Coordinator. All arrangement committees are from the Host District and must include Associate members.
- 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 $3,500 to assist in the expenses associated with the State Meeting. These funds will come from the Ag Foundation – FCS and the General Fund. If a total of $3,500 is not available, funds will be accessed from the Money Market account. 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 State Treasurer will request a donation of $2000 from the Ag Foundation – FCS for support of the State Meeting. The Ag Foundation – FCS will inform the State Treasurer if an extra spending allotment is available. Funds used from the General Fund will be adjusted to meet the $3,500 total provided to the Host District based on what is provided by the Ag Foundation.
- 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.
- 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 chart below:
|Category||Registration Fee||Hosted Meals •||Special Events **|
|Active Association Member (including all state officers)||Pays||Eligible||Pays|
|Non-member||Pays||Eligible only if employed by host||Pays|
|Past State Presidents||Pays||Eligible||Pays|
|Special Guests & Invitees|
|Southern Region Director (NEAFCS)||Waived||Eligible||Pays|
Cooperative Extension Administration
(State and USDA)
|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.
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 rotation chart).
- The President is the 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.
- Joint Council of Extension Professionals (JCEP) Leadership Conference – The President and President-Elect shall attend the JCEP conference. They can receive reimbursement for registration fee, out-of-state per diem, coach/economy airfare, mileage reimbursement or transportation service (shuttle, Uber, Lyft, etc.). It is encouraged to use NCCE travel for meals and mileage reimbursement, but not required.
- 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 registration fee, out-of-state per diem, coach/economy airfare, mileage reimbursement or transportation service (shuttle, Uber, Lyft, etc.). It is encouraged to use NCCE travel for meals and mileage reimbursement, but not required.
- NC Association of Family and Consumer Sciences Annual Meeting – NCEAFCS to support NCAFCS dues for President and to support registration, meals and lodging and travel for two nights for the President to attend the Annual State Meeting. It is encouraged to use NCCE travel for meals and mileage reimbursement, but not required.
- 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, log in to the NEAFCS.org Members Only section and select the online awards application link.
- State Exception – A member can receive more than one state first place individual and/or team award as the lead author in the same year.
- Public announcement of national award winners may be made after the official award presentations are made at the National Annual Session.
- The State Vice President for Professional Development and Recognition will order awards from the previous year’s selected supplier. If that pricing becomes an issue or the relationship with the company declines, the VP in charge must secure 3 bids, notify the State President, and get approval to award the contract to a different company.
- 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.
- We will work to address awards specific to Associate membership as NCAEPAAT clarifies its standing. All costs for EFNEP awards will be covered by their respective foundation endowments.
- The President prepares the agenda, sets the date, location and presides at all meetings of the Executive Board.
- Only members of the Executive Board can make motions and vote. 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.
- The first Executive Board meeting of the new year shall be held in the winter.
- The Executive Board shall meet immediately prior to the opening of the State Annual Session.
- The Executive Board will approve reports and recommendations at the Annual Session Board meeting.
- 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.
The Committee Chairperson is defined as the state officer for each position in the association. This
person needs to adhere to the following due dates for plans and reports:
- September 30th – Officer Training – Incoming state officer /committee chairs should meet with their outgoing counterpart and be trained on their responsibilities between the state meeting and September 30th. The outgoing officer should transfer all access to information from previous years and any electronic files or shared drives to the incoming officer.
- November 1 – A 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 – Winter 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 Plan of Work should be posted to the website by the date of the meeting.
- July 1 – Annual Meeting Report – All state officers and standing committee chairs should submit an updated report based on their plan of work by July 1st. This report should be e-mailed to state officers, committee chairs, and webmaster for posting to the association’s website prior to Annual Meeting.
- Annual Meeting – District Presidents, State Vice Presidents and State Standing committee chairs should bring to the Annual Meeting 5 copies of their annual meeting report to distribute at the Executive board meeting.
- Year-End Report – All state officers and committee chairs should email a Year-End Report by the end of the National meeting to the webmaster for posting to the association’s website. If your office’s Year-End Report has not changed from the Annual Meeting Report, notify the webmaster there is no change.
- 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 election of officers at their Spring District Meeting.
- 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.
- 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.
- 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 for Active Membership shall be $57.00 beginning in 2010 and includes $1.00 for the support of First Night and $1.00 for ECA Scholarship (if requested).
- State dues for Associate Membership shall be $30 beginning in 2024 and includes $1.00 for the support of First Night and $1.00 for ECA Scholarship (if requested).
- 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:
- 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:
- Retired 1960-1969 – $10.00
- Retired 1970-1979 – $20.00
- Retired 1980-1989 – $40.00
- Retired 1990-1993 – $60.00
- 1994 to present – pay equivalent of your current district, state, national dues.
- Benefits to a State Life Member include:
- NCEAFCS Communications
- Time and place designated at the NCEAFCS Annual Session for a State Life Member meeting.
- 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 Chairperson. 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 Chairperson. 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.
- 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.
- 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 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 January 1, at the same time as the State Treasurer.
- 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 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.
- 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.
- 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:
- Officers and Committee Chairs shall update files 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 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).
- 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 of 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 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 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:
i . Requests must be in writing directed to the County Extension Director or to the Department Head.
ii. We cannot require anyone to disclose the reason why they want these lists.
iii. 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.
iv. We don’t have to “create” records, only turn over copies of existing records that respond to the request.”
VOTING DELEGATES AT NATIONAL MEETING – ROTATION SYSTEM
Revised August 16, 2023
|President (Voting Delegate)||SE||SC||W||NC||NE||SE|
|District Delegate (Alternate 3)||SE||SC||W||NC||NE||SE|
|President-Elect (Voting Delegate)||SC||W||NC||NE||SE||SC|
|District Delegate (Alternate 4)||SC||W||NC||NE||SE||SC|
|District Delegate (Voting Delegate)||W||NC||NE||SE||SC||W|
|District Delegate (Alternate 1)||NC||NE||SE||SC||W||NC|
|District Delegate (Alternate 2)||NE||SE||SC||W||NC||NE|
|Incoming Treasurer (Voting Delegate)||SE||SE||NE||NE||NC||NC|
The above chart has been changed to reflect the descriptors below:
- The District Voting Delegate is usually the current District 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 District is responsible to support their designee.
- 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.
- NCEAFCS President will seek support for all official voting delegates and officers expected to attend the National Meeting of up to $500 per person from NCCE Administration.
- The State treasurer for the following year should be the person to attend the National Meeting. For example, in 2023, the treasurer who will be serving for 2024 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.
- NCEAFCS will support the Officers serving as voting delegates to attend NEAFCS Annual Session. This includes the President, President-Elect, and Incoming Treasurer. The Officers of the Association should also pursue Marjorie Donnelly funds to support the President, President-Elect, and incoming Treasurer to attend the National Meeting. If these funds are not needed, pursue these funds to support voting delegates and/or alternate delegates.
ROTATION FOR STATE OFFICES AND CHAIRMEN
Revised August 16, 2023
|VP Public Affairs||W||NC||NE||SE||SC||W|
|VP Professional Development & Recognition (2 year term)||NC||NE||NE||SE||SE||NC|
|VP Member Resources & Historian (2 year term)||SC||W||W||NC||NC||NE|
|Secretary (2 year term)||NE||SE||SE||SC||SC||W|
|Treasurer (2 year term)||W||SE||SE||NE||NE||NC|
|Counselor & Nominating Chair (Immediate Past President)||NE||SE||SC||W||NC||NE|
|State Life Member||W||NC||NE||SE||SC||W|
provides NC JCEP Leadership (formerly Federation)
NC JCEP ROTATION
Alamance; Alleghany; Ashe; Caswell; Chatham; Davidson; Davie; Durham; Forsyth; Granville; Guilford; Orange; Person; Randolph; Rockingham; Stokes; Surry; Vance; Wilkes; Yadkin
Beaufort; Bertie; Camden; Chowan; Currituck; Dare; Edgecombe; Franklin; Gates; Halifax; Hertford; Hyde; Martin; Nash; Northampton; Pasquotank; Perquimans; Pitt; Tyrrell; Wake; Warren; Washington
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
Alexander; Anson; Cabarrus; Catawba; Cumberland; Gaston; Harnett; Hoke; Iredell; Lee; Lincoln; Mecklenburg; Montgomery; Moore; Richmond; Rowan; Scotland; Stanly; Union
Bladen; Brunswick; Carteret; Columbus; Craven; Duplin; Greene; Johnston; Jones; Lenoir; New Hanover; Onslow; Pamlico; Pender; Robeson; Sampson; Wayne; Wilson
Additional comments and recommendations for future changes should be submitted to either your District By-Laws Chair or the current year State By-Laws Chair (President-Elect)