STANDING COMMITTEES AND GUIDELINES FOR COMMITTEES

The District President appoints the chair of each committee from the committee membership.  Committee meetings are called by each chair at his/her discretion.

The Standing Committees of the North Carolina Cooperative Extension Secretaries Association – West District are as follows:

MEMBERSHIP

• This committee is responsible for contacting non- members and encouraging them to join the Association. Committee members are responsible for sending cards of welcome to each new member

   

PUBLIC RELATIONS

• To interpret to the public the objectives and purpose of our Association and the contribution secretaries make to the North Carolina Cooperative Extension Service work.

   

• To promote good relations with local and state administrations, key legislative bodies, other agricultural- related organizations and the public in general.

   

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

   

• District Public Relations Chairman should provide information from their district to the State Public Relations Chair by June 1 and December 1 for the state newsletter.

NOMINATING

• The function of this committee is to receive nominations for all district officers and draw up a slate of officers nominated to be presented at the fall district meeting. A nomination form is sent out to the general membership prior to the fall meeting. All nominations are received by the committee, which then draws up a slate of officers from these nominations.

RULES & BYLAWS

• This committee is responsible for receiving proposed changes from members, drawing these proposed changes up, presenting the changes to the Board of Directors, and upon their approval, notifying members of these proposed changes at least two weeks prior to the district meeting. If the proposed changes are accepted by a two-thirds majority vote, the committee shall make corrections to the NCCESA-West District Constitution and Bylaws.

FINANCE

• This committee is responsible for drawing up a balanced district budget and presenting said budget to the Board of Directors for approval. This committee will have access to the previous year's financial statements for reference.

PROFESSIONAL IMPROVEMENT

• To keep association members up to date with awards available to them with deadlines and criteria; workshops and trainings available; and any magazines, internet pages etc. that would help in the education and time management of all members.

   

• Annual State Professional Improvement Scholarship -- In accordance with the Professional Improvement Scholarship guidelines, Professional Improvement Committee Chairperson will inform general membership of scholarship and request applications for Professional Improvement scholarships are sent to state scholarship committee chairperson by August 1 each year.

REFLECTIONS

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

BENEVOLENCE COMMITTEE PROCEDURES

The procedures below will be followed to assure flowers, cards or gifts are purchased and delivered:

1. The home county secretary will notify the district association president first, then the district president will contact the benevolence committee and treasurer.
2. The benevolence commitee contact person may opt to order flowers or ask the home county to order them.
3. Cards will be sent by the benevolence committee contact person.
4. In cases of death, unless the family has stated a preference, memorials will be made instead of sending flowers.  The treasurer will be asked by the contact person or district president to send a memorial to the designated organization.
5. A standard gift (picture frame, gift certificate, engraved item, etc.) is recommended for retirement, wedding and births.  The home secretary can help with these purchases.
6. All bills will be send directly to the treasurer for payment.

NOTE:  Counties with only one secretary:  please give the name and phone number of the benevolence contact person to someone in your office and ask them to be responsible for making this contact, should something happen to you.

It is also recommended that the Benevolence Committee Chairperson purchase all-occasion cards and stamps to have on hand when the need arises.  These cards and stamps can be passed on to the next chairperson year to year.

BENEVOLENCE COMMITTEE GUIDELINES

• Illness
  • Active Members: 
    • Hospitalization or Outpatient - flowers - $35 Limit (If member is recuperating froma an accident or illness for a prolonged peroid, (in the hospital or at home), cards or flowers will be alternated up to 3 times per year.
    • General Illness (viruses, flue, etc) - cards
  • Member's Immediate Family (parents, spouse, children) - Cards (In serious illensses, flowerw will be sent.  Discreton will be up to the Benevolence Committee. )
• Death
  • Active and retired members - flowers or memorial - $35 Limit
  • Members' Immediate family - flowers or memorial - $30 Limit
  • Other family members (card)
• Wedding
  • Members
    • Standard gift or gift certificate - $30 Limit
• Birth
  • Children of members
    • Standard gift, gift certificate or flowers - $30 Limit
• Resignation/Retirement (Depends on lenght of employment)
  • Under 5 years - card
  • 5-10 years - $10 gift or gift certificate
  • 10-15 years- $15 gift or gift certificate
  • 15-20 years- $20 gift or gift certificate
  • 20-25 years- $25 gift or gift certificate
  • 25-30 years- $30 gift or gift certificate
  • 35 + years- $35 gift or gift certificate

• Sending of cards by everyone is encouraged in all cases.

SPECIAL COMMITTEES

• Any committee set up by the President or the General Membership, not made up of the district chairs, to act at the discretion of the state president/and or the general membership.