Governing Document
Policies
Policies
of
North Carolina Retired School Personnel
TABLE OF CONTENTS
State ConventionLeadership WorkshopsDistrict & Local Unit MeetingsAwards Committee (Name and purpose amended 10-8-09)Budget & Finance CommitteeCommunication/Media CommitteeWeb SiteCommunity Participation CommitteeConstitution & Bylaws CommitteeHealth and Retirement Issues CommitteeLegislative CommitteeMembership CommitteePolicy CommitteeElectionsNominations:Memorials CommitteeNew Business Items CommitteeRules & Credentials CommitteeArchives and History CommitteeStrategic Planning CommitteePolicies
of
North Carolina Retired School Personnel
A Division of the North Carolina Association of Educators
As approved by the Executive Board on March 16, 2010
Section 1: Maintaining & Amending the Policies
1.The Policies Committee shall review the policies each year prior to the fall Executive Board meeting and present them to the Board for approval. Proposed changes should be sent to the chairman of the Policies Committee before August 1. The state office will forward any recommended changes to the Executive Board members for review in advance of the fall Executive Board meeting. (Amended 10-8-09)
The Policies Committee shall review the policies each year prior to the fall Executive Board meeting and present them to the Board for approval. Proposed changes should be sent to the chairman of the Policies Committee before August 1. The state office will forward any recommended changes to the Executive Board members for review in advance of the fall Executive Board meeting. (Amended 10-8-09)2.These policies may be amended only at the fall meeting of the Executive Board by a majority vote of all voting members of the Executive Board, with the exception of personnel policies and benefits, which may normally be amended only by the Administrative Council.
These policies may be amended only at the fall meeting of the Executive Board by a majority vote of all voting members of the Executive Board, with the exception of personnel policies and benefits, which may normally be amended only by the Administrative Council.3.The State President shall send a copy of the policies to each new member of the Executive Board following his/her election or appointment.
The State President shall send a copy of the policies to each new member of the Executive Board following his/her election or appointment.Section 2: Governance
1.When Division representation on boards and commissions external to the Division governance structure is required (e.g.: seats on bodies of the NCAE) representation shall be filled in the following manner: President and then President-Elect. If either/neither is able to represent the Division at any specific meeting, the slot/s will then be filled in the following order: Past President, Secretary, and Treasurer.
When Division representation on boards and commissions external to the Division governance structure is required (e.g.: seats on bodies of the NCAE) representation shall be filled in the following manner: President and then President-Elect. If either/neither is able to represent the Division at any specific meeting, the slot/s will then be filled in the following order: Past President, Secretary, and Treasurer.2.The President, Vice President, or a designated representative shall attend each annual fall district meeting of the Division.
The President, Vice President, or a designated representative shall attend each annual fall district meeting of the Division.3.Only North Carolina Retired School Personnel (NCRSP), through its elected officers and Representative Assembly, may direct its members to action on any particular project when cooperating with another organization.
Only North Carolina Retired School Personnel (NCRSP), through its elected officers and Representative Assembly, may direct its members to action on any particular project when cooperating with another organization.4.The duties of the NCRSP/AARP Coordinator shall consist of the following:
The duties of the NCRSP/AARP Coordinator shall consist of the following:a.Actively consult with the state AARP organization’s staff and leadership in order to maintain an awareness of issues of concern to Division members that are being acted upon by AARP/NRTA.
Actively consult with the state AARP organization’s staff and leadership in order to maintain an awareness of issues of concern to Division members that are being acted upon by AARP/NRTA.b.Communicate the relevant details of those issues and the corresponding AARP actions to Division members through a regular column in the Division newsletter.
Communicate the relevant details of those issues and the corresponding AARP actions to Division members through a regular column in the Division newsletter.c.Identify those state AARP initiatives or projects that align with the mission and goals of the Division, and bring these initiatives or projects to the attention of the Executive Board via timely reports or notices.
Identify those state AARP initiatives or projects that align with the mission and goals of the Division, and bring these initiatives or projects to the attention of the Executive Board via timely reports or notices.d.Advise the Executive Board on the desirability of and recommended process for any joint action between the Division and the state AARP organization.
Advise the Executive Board on the desirability of and recommended process for any joint action between the Division and the state AARP organization.e.Coordinate such joint initiatives or projects as have been approved by the Executive Board between elements of the state AARP organization and the corresponding elements of the Division (such as the Executive Board, Administrative Council, or state committees).
Coordinate such joint initiatives or projects as have been approved by the Executive Board between elements of the state AARP organization and the corresponding elements of the Division (such as the Executive Board, Administrative Council, or state committees).5.The duties of the NEA-Retired Liaison shall consist of the following:
The duties of the NEA-Retired Liaison shall consist of the following:a.Maintain an awareness of issues of concern to Division members that are being acted upon by NEA-Retired and NEA.
Maintain an awareness of issues of concern to Division members that are being acted upon by NEA-Retired and NEA.b.Advise the President and Executive Board on those issues of concern, especially with regard to any issues requiring advance planning.
Advise the President and Executive Board on those issues of concern, especially with regard to any issues requiring advance planning.6.The ballots for the NEA-Retired/NEA delegation election shall be sent to the state office (along with the local units’ tally sheets), summarized by the Executive Director in a master tally spreadsheet, and then given to the Elections Committee for validation during a meeting at the state office.
The ballots for the NEA-Retired/NEA delegation election shall be sent to the state office (along with the local units’ tally sheets), summarized by the Executive Director in a master tally spreadsheet, and then given to the Elections Committee for validation during a meeting at the state office.7.Each State President-elect shall present a biennial goals proposal at the spring Executive Board meeting prior to his/her taking office for adoption by the Executive Board. The approved biennial goals shall serve as the basis for planning Leadership Training Workshops for the following two summers and for designing the Local Unit President End-of-Year Report for the following two membership years. District and local biennial goals shall be aligned with the Strategic Plan and the NCRSP President’s goals. (Last sentence added 03-16-10)
Each State President-elect shall present a biennial goals proposal at the spring Executive Board meeting prior to his/her taking office for adoption by the Executive Board. The approved biennial goals shall serve as the basis for planning Leadership Training Workshops for the following two summers and for designing the Local Unit President End-of-Year Report for the following two membership years. District and local biennial goals shall be aligned with the Strategic Plan and the NCRSP President’s goals. (Last sentence added 03-16-10)8.The Executive Board shall maintain the leader’s handbook for the following purposes:
The Executive Board shall maintain the leader’s handbook for the following purposes: •To give direction to District and Local leaders on how to increase their membership and strengthen their programs by promoting best practices.
To give direction to District and Local leaders on how to increase their membership and strengthen their programs by promoting best practices.•To provide a reference guide for programmatic and operational resources for all leaders, including, at a minimum, sections containing state-level operational documents, leadership guidance, meeting administration guidance, financial management guidance, district operations, local unit operations, programmatic resources and state forms.
To provide a reference guide for programmatic and operational resources for all leaders, including, at a minimum, sections containing state-level operational documents, leadership guidance, meeting administration guidance, financial management guidance, district operations, local unit operations, programmatic resources and state forms.The President shall ensure that this handbook is reviewed annually and revised as needed in order to maintain the currency and relevance of the contents. Any revision shall be distributed in a suitable format (as determined by the President) at the annual Leadership Workshops.
9. The Executive Board shall develop, document and maintain a strategic plan that projects at least five (5) years in the future for the purpose of achieving alignment between the Division’s mission and its structure and processes. It shall also develop and maintain a Strategic Planning Guide that documents the preferred methodology. The President shall ensure that the existing Strategic Plan is reevaluated according to the methodology document in the Strategic Planning Guide at the beginning of his/her term. (Added 03-16-10)
10. NCRSP shall not endorse any political candidate in conflict with candidates endorsed by NCAE. PAC fund raising may be held at the local and district levels and by direct mailings. (Last sentence added (03-16-10)
Section 3: Committees
1.Committees shall meet once yearly, with the exception of the Budget & Finance, Legislative, and Publications committees, which may hold two meetings annually.
Committees shall meet once yearly, with the exception of the Budget & Finance, Legislative, and Publications committees, which may hold two meetings annually. 2.Meetings should be held prior to the Fall Executive Board meeting, if possible.
Meetings should be held prior to the Fall Executive Board meeting, if possible.3.Additional meetings, if necessary, may be held with the approval of the President.
Additional meetings, if necessary, may be held with the approval of the President. 4.The chair of each committee shall submit a written report of accomplishments or recommendations of the committee for distribution at each Executive Board meeting.
The chair of each committee shall submit a written report of accomplishments or recommendations of the committee for distribution at each Executive Board meeting. 5.The specific purpose and responsibilities of each committee shall be listed in the “Committee Charters” section of the Policies, as required by the Bylaws.
The specific purpose and responsibilities of each committee shall be listed in the “Committee Charters” section of the Policies, as required by the Bylaws.Section 4: Districts & Local Units
1.District and local unit presidents shall submit to the Executive Director a complete list of officers and committee chairs, including addresses, zip codes, telephone numbers, and email addresses by May 1 of each year.
District and local unit presidents shall submit to the Executive Director a complete list of officers and committee chairs, including addresses, zip codes, telephone numbers, and email addresses by May 1 of each year.2.A district or local unit may have no more than one state officer or committee chair as a guest at a general meeting, with the exception of any other state officers or committee chairs who would be attending without state reimbursement.
A district or local unit may have no more than one state officer or committee chair as a guest at a general meeting, with the exception of any other state officers or committee chairs who would be attending without state reimbursement.3.Locals and districts shall set biennial goals in alignment with state goals. (Added 03-16-10)
Locals and districts shall set biennial goals in alignment with state goals. (Added 03-16-10)Section 5: Membership
1.Cash-pay members who transfer back to Active status with NCAE and NEA by the end of September shall be given a full refund of the state NCRSP annual dues. Cash-pay members who so transfer after September but before the end of January shall receive a refund of ½ of the state NCRSP annual dues.
Cash-pay members who transfer back to Active status with NCAE and NEA by the end of September shall be given a full refund of the state NCRSP annual dues. Cash-pay members who so transfer after September but before the end of January shall receive a refund of ½ of the state NCRSP annual dues. 2.Locals and districts shall align their cash pay dues to the payroll dues structure. (Added 03-16-10)
Locals and districts shall align their cash pay dues to the payroll dues structure. (Added 03-16-10)3.Any new member, regardless of date of retirement or lapsed member who joins or rejoins, whether cash or payroll deduction, will join at the current rate of membership dues. (Added 03-16-10)
Any new member, regardless of date of retirement or lapsed member who joins or rejoins, whether cash or payroll deduction, will join at the current rate of membership dues. (Added 03-16-10)4.Payroll deduction members who transfer back to Active status with NCAE and NEA must send a signed letter to the Executive Director requesting the cancellation of the payroll deduction, but will be entitled to no refund of state NCRSP dues already deducted.
Payroll deduction members who transfer back to Active status with NCAE and NEA must send a signed letter to the Executive Director requesting the cancellation of the payroll deduction, but will be entitled to no refund of state NCRSP dues already deducted. 5.Any refund of NEA, NCAE, district, or local unit dues in conjunction with a transfer back to Active status with NCAE and NEA must be pursued by the member with the treasurer or appropriate representative of that unit.
Any refund of NEA, NCAE, district, or local unit dues in conjunction with a transfer back to Active status with NCAE and NEA must be pursued by the member with the treasurer or appropriate representative of that unit. 6.No refunds will be given for cancelled memberships that do not involve a transfer to Active status.
No refunds will be given for cancelled memberships that do not involve a transfer to Active status.Section 6: Meetings & Conventions
General Policies Relating to Meetings
1.Executive Board meetings should be conducted in a commercial-free atmosphere. At the annual state convention, the Convention Committee may sell exhibit space to vendors (companies, businesses or organizations) who deal in products or programs of interest to retired members. Exhibit space may also be granted as reciprocity to financial sponsors for events or portions of the program. The types of exhibitors to accept shall be decided by the Convention Committee. Space fees shall be set by the planning committee and the number permissible will be limited by the space available at the meeting location. Companies with a formal relationship with the organization shall be given first choice. (This section amended 10-08)
Executive Board meetings should be conducted in a commercial-free atmosphere. At the annual state convention, the Convention Committee may sell exhibit space to vendors (companies, businesses or organizations) who deal in products or programs of interest to retired members. Exhibit space may also be granted as reciprocity to financial sponsors for events or portions of the program. The types of exhibitors to accept shall be decided by the Convention Committee. Space fees shall be set by the planning committee and the number permissible will be limited by the space available at the meeting location. Companies with a formal relationship with the organization shall be given first choice. (This section amended 10-08)2. State committee meeting locations should be selected so as to minimize the total reimbursable expenses of those authorized to attend the meeting, insofar as is possible.
Executive Board Meetings
3. Minutes of Executive Board meetings and of the Representative Assembly shall be sent to the Executive Director of the Division by the Recording Secretary as soon as possible after the meeting and no less than thirty days prior to the next meeting of the Executive Board or Representative Assembly.
4. The Division’s budget proposals and financial reports, along with the minutes from the previous Executive Board meeting, should be mailed by the Executive Director to all Executive Board members at least ten working days before each Board meeting.
The Division’s budget proposals and financial reports, along with the minutes from the previous Executive Board meeting, should be mailed by the Executive Director to all Executive Board members at least ten working days before each Board meeting.5. Any member of the Division may attend a Board meeting, but shall be an observer only. If a member wishes to be heard by the Board, he or she must request this in writing.
Any member of the Division may attend a Board meeting, but shall be an observer only. If a member wishes to be heard by the Board, he or she must request this in writing.State Convention
6. The Rules & Credentials Committee shall review the delegate lists to determine the eligibility of delegates.
The Rules & Credentials Committee shall review the delegate lists to determine the eligibility of delegates.7. The local unit’s president shall clear with the Rules & Credentials Committee immediately upon arrival the substitution of alternates for delegates unable to attend.
The local unit’s president shall clear with the Rules & Credentials Committee immediately upon arrival the substitution of alternates for delegates unable to attend.8. A special badge shall be worn by each delegate to the Representative Assembly for the purpose of identification.
A special badge shall be worn by each delegate to the Representative Assembly for the purpose of identification.9.Rules concerning the Representative Assembly shall be read by the Chairman of the Rules & Credentials Committee at the opening session of the Representative Assembly.
Rules concerning the Representative Assembly shall be read by the Chairman of the Rules & Credentials Committee at the opening session of the Representative Assembly.10. Microphones shall be provided for the use of delegates speaking on the floor at the Business session of the Convention.
Long-term care providers who are invited to host information displays or make presentations at the Division’s convention should come from the area where the convention takes place.
Leadership Workshops
Leadership workshops shall be held each year during May or June for the presidents of districts and local units and other such district and local unit officers and committee chairs as the state President deems appropriate. The purpose of the Leadership Workshops shall be to strengthen local and district leadership teams through:
•Training leaders in appropriate techniques and processes for strategic planning, membership growth, legislative activities, unit administration, communications, leadership development, and program development (Community Participation, Retirement Planning, and Informative and Protective Services).
Training leaders in appropriate techniques and processes for strategic planning, membership growth, legislative activities, unit administration, communications, leadership development, and program development (Community Participation, Retirement Planning, and Informative and Protective Services).•Informing leaders about retirement benefits, legislative initiatives, etc.
Informing leaders about retirement benefits, legislative initiatives, etc.•Networking with one another around best practices, resource sharing, etc.
Networking with one another around best practices, resource sharing, etc.Specific activities for a given year’s leadership workshops shall be determined by the President.
12. Districts shall pay the meal expenses for all of their district officers and district committee chairs who register for a Leadership Workshop. Travel expenses of participants who are expected to attend shall be reimbursed by the district or local unit represented.
13.Local units shall reimburse the state office for the cost of free Leadership Workshop meals for pre-registered members who (1) didn’t attend the workshop and (2) didn’t cancel their meal reservations with the state office at least four business days in advance of the workshop, except in the event serious illness or death of the registrant or in the registrant’s family.
Local units shall reimburse the state office for the cost of free Leadership Workshop meals for pre-registered members who (1) didn’t attend the workshop and (2) didn’t cancel their meal reservations with the state office at least four business days in advance of the workshop, except in the event serious illness or death of the registrant or in the registrant’s family.District & Local Unit Meetings
15. Effective January 2008, the state shall assume the cost for one state Executive Board member or staff member to attend one meeting of each district during the course of each membership year. Any additional state Executive Board members or staff members who are invited by a district to the same or another meeting during the same membership year shall be reimbursed by that district. Any local unit requesting a state Board or staff member will be responsible for reimbursing travel expenses for that speaker.
Section 7: Reimbursement of Expenses
1.Expenses for persons performing Division business (e. g., Executive Board members, committees, and NEA-Retired delegates) shall be set by the Executive Board annually (amended 10-8-09) and paid on the following basis:
Expenses for persons performing Division business (e. g., Executive Board members, committees, and NEA-Retired delegates) shall be set by the Executive Board annually (amended 10-8-09) and paid on the following basis: a.Car pooling should be used when feasible; two vehicles from the same location are not justifiable. Mileage reimbursement is subject to review and readjustment at any time by the Executive Board. (amended 10-8-09)
Car pooling should be used when feasible; two vehicles from the same location are not justifiable. Mileage reimbursement is subject to review and readjustment at any time by the Executive Board. (amended 10-8-09)b.Lodging for a reasonable number of nights at the single occupancy rate; double occupancy is encouraged.
Lodging for a reasonable number of nights at the single occupancy rate; double occupancy is encouraged.c.Per diem not to exceed $40.00 (forty dollars) per day for meals. An exception shall be made for the expense of attending the annual banquet at the Division’s state convention, which shall not count against the current per diem limit for meals.
Per diem not to exceed $40.00 (forty dollars) per day for meals. An exception shall be made for the expense of attending the annual banquet at the Division’s state convention, which shall not count against the current per diem limit for meals.d.Receipts are (amended 10-8-09) required to validate transportation, parking, phone calls, housing, and meals to qualify for reimbursement of actual expenses for Division business. In the case of phone calls, a copy of the phone bill with the specific call(s) clearly circled or highlighted is required to be eligible for reimbursement.
Receipts are (amended 10-8-09) required to validate transportation, parking, phone calls, housing, and meals to qualify for reimbursement of actual expenses for Division business. In the case of phone calls, a copy of the phone bill with the specific call(s) clearly circled or highlighted is required to be eligible for reimbursement.e.Attendees required at a meeting and living within a two hour drive of the meeting location which begins at or after 9:00 am will not be reimbursed for a previous night’s lodging. Following the meeting adjournment, if the two hour drive would allow participants to arrive home at a reasonable hour, no reimbursement will be provided for that night. Exceptions would be committee chairs and members whose responsibilities require them to be on site to complete preparations and activities related to the operation of the convention. (added 10-8-09)
Attendees required at a meeting and living within a two hour drive of the meeting location which begins at or after 9:00 am will not be reimbursed for a previous night’s lodging. Following the meeting adjournment, if the two hour drive would allow participants to arrive home at a reasonable hour, no reimbursement will be provided for that night. Exceptions would be committee chairs and members whose responsibilities require them to be on site to complete preparations and activities related to the operation of the convention. (added 10-8-09)2. Standing committee members shall be reimbursed for one committee meeting per year (if necessary) unless otherwise approved by the Budget and Finance Committee. (amended 10-8-09)
Standing committee members shall be reimbursed for one committee meeting per year (if necessary) unless otherwise approved by the Budget and Finance Committee. (amended 10-8-09)3.All Division members elected as delegates to the NEA-Retired and NEA Representative Assemblies should attend both meetings so that the members who elected them will be adequately represented. Reimbursements to the delegates are subject to the following policies in addition to the general guidelines previously stated:
All Division members elected as delegates to the NEA-Retired and NEA Representative Assemblies should attend both meetings so that the members who elected them will be adequately represented. Reimbursements to the delegates are subject to the following policies in addition to the general guidelines previously stated:a.The expense reimbursement to any delegate shall be limited to that portion of the maximum reimbursement amount as established by the Budget and Finance Committee in any given year equal to the percentage of days attended by that delegate. The money allocated for delegates in the state budget shall be divided equally among those delegates allocated and elected by the association. (Item 3.a amended 10-08)
The expense reimbursement to any delegate shall be limited to that portion of the maximum reimbursement amount as established by the Budget and Finance Committee in any given year equal to the percentage of days attended by that delegate. The money allocated for delegates in the state budget shall be divided equally among those delegates allocated and elected by the association. (Item 3.a amended 10-08)b. “Days attended” shall be understood to include any non-scheduled days between the NEA-Retired and NEA annual meetings. Only days in which all scheduled meetings were attended by a delegate will count as a “day attended.”
“Days attended” shall be understood to include any non-scheduled days between the NEA-Retired and NEA annual meetings. Only days in which all scheduled meetings were attended by a delegate will count as a “day attended.”c.In the event a delegate misses either one of the two annual meetings, that delegate shall not receive reimbursement for any non-scheduled days between the two meetings (in addition to the reimbursement reduction for the missed meeting).
In the event a delegate misses either one of the two annual meetings, that delegate shall not receive reimbursement for any non-scheduled days between the two meetings (in addition to the reimbursement reduction for the missed meeting).d.In the event a delegate misses any days in both of the two annual meetings, that delegate shall receive no reimbursement, pending any appeal to the Administrative Council.
In the event a delegate misses any days in both of the two annual meetings, that delegate shall receive no reimbursement, pending any appeal to the Administrative Council.e.In the event a delegate’s final maximum reimbursement is less than any advance given, that delegate shall return the difference between the advance payment and the maximum reimbursement to the state office within 30 days of receipt of notice of final disposition of any appeal.
In the event a delegate’s final maximum reimbursement is less than any advance given, that delegate shall return the difference between the advance payment and the maximum reimbursement to the state office within 30 days of receipt of notice of final disposition of any appeal.f.Any request for a waiver to this policy for any reason (including emergencies) must be submitted by the affected delegate in writing at the earliest possible time to the Administrative Council, and must be approved by a majority vote of the Administrative Council. The Administrative Council may either decline the request for waiver or may approve the request in full or in part, as the Administrative Council deems appropriate.
Any request for a waiver to this policy for any reason (including emergencies) must be submitted by the affected delegate in writing at the earliest possible time to the Administrative Council, and must be approved by a majority vote of the Administrative Council. The Administrative Council may either decline the request for waiver or may approve the request in full or in part, as the Administrative Council deems appropriate.4.Executive Board members and staff members who have been assigned by the President to represent the Division at other authorized meetings will be reimbursed for actual expenses (with receipts) without the per diem limitation on meals. In such cases, the Executive Board or staff members shall provide reasonable justifications (on an attachment to their expense reimbursement requests) for any day on which their meal expenses exceeded the current per diem limit.
Executive Board members and staff members who have been assigned by the President to represent the Division at other authorized meetings will be reimbursed for actual expenses (with receipts) without the per diem limitation on meals. In such cases, the Executive Board or staff members shall provide reasonable justifications (on an attachment to their expense reimbursement requests) for any day on which their meal expenses exceeded the current per diem limit.5.Expenses incurred by a member that are related to organizing the fundraiser at the state convention for the Fund for Children and Public Education shall be reimbursed from the Division’s general fund.
Expenses incurred by a member that are related to organizing the fundraiser at the state convention for the Fund for Children and Public Education shall be reimbursed from the Division’s general fund.6.Expense reimbursement requests shall be submitted to the state office on the current expense reimbursement request form within 30 days of the authorized meeting. Expense reimbursement requests must be completed and signed by the member and submitted with all receipts attached. Approval of the request/amount may be approved by the Executive Director or the State President. (amended 10-8-09)
Expense reimbursement requests shall be submitted to the state office on the current expense reimbursement request form within 30 days of the authorized meeting. Expense reimbursement requests must be completed and signed by the member and submitted with all receipts attached. Approval of the request/amount may be approved by the Executive Director or the State President. (amended 10-8-09)Section 8: NEA-Retired Delegates
1.Eligibility for filing for NEA-Retired delegate positions and for sending NEA-Retired delegate voting results will be determined by a postmark that is no later than the specified (amended 10-8-09) deadline date.
Eligibility for filing for NEA-Retired delegate positions and for sending NEA-Retired delegate voting results will be determined by a postmark that is no later than the specified (amended 10-8-09) deadline date.2.Certified candidates shall be listed in the Newsletter prior to the time set for the election. (added 10-8-09)
Certified candidates shall be listed in the Newsletter prior to the time set for the election. (added 10-8-09)3.Each local unit shall be responsible for providing the opportunity for membership voting. (added 10-8-09)
Each local unit shall be responsible for providing the opportunity for membership voting. (added 10-8-09)4.Complete NEA-Retired delegate vote tallies may be released to any Division member with a request made to the state office. (amended 10-8-09)
Complete NEA-Retired delegate vote tallies may be released to any Division member with a request made to the state office. (amended 10-8-09)5.The state President shall normally be the head of the state delegation. In the event that the state President does not serve as a delegate, he or she shall appoint one member of the state delegation to serve as the head of the delegation.
The state President shall normally be the head of the state delegation. In the event that the state President does not serve as a delegate, he or she shall appoint one member of the state delegation to serve as the head of the delegation.6.The head of the delegation shall keep a written daily record of the delegates’ attendance, and shall submit a written summary of any missed days to the Executive Director within one week of the end of the NEA Annual Meeting.
The head of the delegation shall keep a written daily record of the delegates’ attendance, and shall submit a written summary of any missed days to the Executive Director within one week of the end of the NEA Annual Meeting.7.While at the NEA-Retired and NEA Annual Meetings, the state delegation shall meet in a caucus session at the Annual Meeting to draft a summary report of the significant decisions made at that meeting. The head of the delegation shall submit the report on a form supplied by the Executive Director and must be typewritten or submitted on an electronic file. The report form is required to be filed with the reimbursement form. (amended 10-8-09)
While at the NEA-Retired and NEA Annual Meetings, the state delegation shall meet in a caucus session at the Annual Meeting to draft a summary report of the significant decisions made at that meeting. The head of the delegation shall submit the report on a form supplied by the Executive Director and must be typewritten or submitted on an electronic file. The report form is required to be filed with the reimbursement form. (amended 10-8-09)8.Those delegates attending the NEA-Retired Annual Meeting are required to attend the NEA Annual Meeting.
Those delegates attending the NEA-Retired Annual Meeting are required to attend the NEA Annual Meeting.9.The President of the Division, at the time elections are held, (amended 10-8-09) will automatically be a delegate to the NEA and NEA-Retired Representative Assemblies. (amended 10-8-09)
The President of the Division, at the time elections are held, (amended 10-8-09) will automatically be a delegate to the NEA and NEA-Retired Representative Assemblies. (amended 10-8-09)10.The Executive Board shall adopt a “delegate acceptance statement” form that must be signed and returned to the state office by each delegate within 14 days of the notice of the election in order to be eligible for the funds available from both NCRSP and NCAE. Acceptance forms not received by the deadline will be interpreted to mean that the elected delegate has refused the slot and the State Office will automatically move to notification of the next eligible alternate. This form shall include a signoff of this notice and list all expectations of delegates with respect to attendance and participation that are contained in the Policies or are otherwise agreed upon by the Executive Board. This form shall be kept current with the requirements of the Policies and otherwise reviewed as needed by the Executive Board. This form shall be maintained at the state office by the Executive Director. While not a part of the Policies itself, this form shall be considered as an official and binding document of the Division. (amended 10-8-09)
The Executive Board shall adopt a “delegate acceptance statement” form that must be signed and returned to the state office by each delegate within 14 days of the notice of the election in order to be eligible for the funds available from both NCRSP and NCAE. Acceptance forms not received by the deadline will be interpreted to mean that the elected delegate has refused the slot and the State Office will automatically move to notification of the next eligible alternate. This form shall include a signoff of this notice and list all expectations of delegates with respect to attendance and participation that are contained in the Policies or are otherwise agreed upon by the Executive Board. This form shall be kept current with the requirements of the Policies and otherwise reviewed as needed by the Executive Board. This form shall be maintained at the state office by the Executive Director. While not a part of the Policies itself, this form shall be considered as an official and binding document of the Division. (amended 10-8-09)Section 9: Publications
1.The Division shall publish the newsletter, Panorama, each year. The number of issues annually will be determined by the Executive Board and budget constraints. (amended 10-8-09)
The Division shall publish the newsletter, Panorama, each year. The number of issues annually will be determined by the Executive Board and budget constraints. (amended 10-8-09)2.State Officers, State Committee Chairmen, District Presidents, and Local unit Presidents are responsible for sending information to the Editor of Panorama, and, when appropriate, to the editor of publications for the North Carolina Association of Educators.
State Officers, State Committee Chairmen, District Presidents, and Local unit Presidents are responsible for sending information to the Editor of Panorama, and, when appropriate, to the editor of publications for the North Carolina Association of Educators.Section 10: State Awards
1.The awards program of the Division is intended to encourage unit and member support of the mission and specific goals of the Division with respect to strengthening the local units of the Division through membership growth, improved communications, leadership development, member education on retirement and health and wellness topics, grassroots political action, and community participation projects.
The awards program of the Division is intended to encourage unit and member support of the mission and specific goals of the Division with respect to strengthening the local units of the Division through membership growth, improved communications, leadership development, member education on retirement and health and wellness topics, grassroots political action, and community participation projects. 2.State awards shall be made to districts, local units, and individuals to recognize exceptional contributions and to encourage teamwork within the district and local units for the benefit of the Division.
State awards shall be made to districts, local units, and individuals to recognize exceptional contributions and to encourage teamwork within the district and local units for the benefit of the Division.3.The appropriate awards and criteria for those awards shall be determined by the Awards & Grants Committee, except in the areas of membership and community participation. The choice of awards and criteria for those awards must be justified by and based on the specific goals in these areas as adopted by the Executive Board.
The appropriate awards and criteria for those awards shall be determined by the Awards & Grants Committee, except in the areas of membership and community participation. The choice of awards and criteria for those awards must be justified by and based on the specific goals in these areas as adopted by the Executive Board.4.The membership awards for districts and local units shall consist of separate awards for numerical net growth and percentage net growth (based on the February 15 annual change in net membership, as reported by the state office).
The membership awards for districts and local units shall consist of separate awards for numerical net growth and percentage net growth (based on the February 15 annual change in net membership, as reported by the state office). 5.The community participation awards for districts and local units shall be based on the number of volunteer hours per unit member during the award year (with unit membership determined by the most recent membership report from the state office for the award year). The community participation award for individuals shall be based on the total number of volunteer hours during the award year. Time spent caring for family members may not be counted as volunteer hours.
The community participation awards for districts and local units shall be based on the number of volunteer hours per unit member during the award year (with unit membership determined by the most recent membership report from the state office for the award year). The community participation award for individuals shall be based on the total number of volunteer hours during the award year. Time spent caring for family members may not be counted as volunteer hours.6.Award application forms, where needed, shall be developed by the committee responsible for each award in conjunction with the Executive Director. Each award application form must state the purpose of the award and incorporate the specific criteria (and only those criteria) approved by the Executive Board for that award. All award forms shall be maintained by the Executive Director at the state office.
Award application forms, where needed, shall be developed by the committee responsible for each award in conjunction with the Executive Director. Each award application form must state the purpose of the award and incorporate the specific criteria (and only those criteria) approved by the Executive Board for that award. All award forms shall be maintained by the Executive Director at the state office.7.All selected awards (with award criteria) for the current calendar year shall be presented to and approved by the Executive Board at the spring Executive Board meeting.
All selected awards (with award criteria) for the current calendar year shall be presented to and approved by the Executive Board at the spring Executive Board meeting.8.All approved awards shall be publicized in the summer issue of the state newsletter, along with information on how to obtain application forms for the awards. This information shall also be provided in the Officers’ Handbook at the annual Leadership Workshops.
All approved awards shall be publicized in the summer issue of the state newsletter, along with information on how to obtain application forms for the awards. This information shall also be provided in the Officers’ Handbook at the annual Leadership Workshops.9.Awards for each calendar year shall be presented at the annual awards banquet on the first night of the state convention in the following year.
Awards for each calendar year shall be presented at the annual awards banquet on the first night of the state convention in the following year.10.The specific nature of all awards (certificates, figurines, etc.) for the current calendar year except the membership and community participation awards shall be recommended by the Awards & Grants Committee. The specific nature of the membership and community participation awards for the current calendar year shall be recommended by the Membership and Community Participation Committees, respectively. All such recommendations shall be made at the fall Executive Board meeting, and are subject to the approval of the Executive Board.
The specific nature of all awards (certificates, figurines, etc.) for the current calendar year except the membership and community participation awards shall be recommended by the Awards & Grants Committee. The specific nature of the membership and community participation awards for the current calendar year shall be recommended by the Membership and Community Participation Committees, respectively. All such recommendations shall be made at the fall Executive Board meeting, and are subject to the approval of the Executive Board.11.Cash awards, not to exceed $50, shall be given as group awards. A figurine or other selected item not to exceed $50 shall be awarded to individuals in categories where one person exceeds other participants, such as community participation volunteer hours. Membership recruitment and retention incentive rebates of $5.oo of state RSP dues per member may be made to local units for every new member recruited beyond the state goal of 10% net increase. (Item 11 amended 10-08)
Cash awards, not to exceed $50, shall be given as group awards. A figurine or other selected item not to exceed $50 shall be awarded to individuals in categories where one person exceeds other participants, such as community participation volunteer hours. Membership recruitment and retention incentive rebates of $5.oo of state RSP dues per member may be made to local units for every new member recruited beyond the state goal of 10% net increase. (Item 11 amended 10-08)12.Local unit volunteer hours reports shall be processed according to the following guidelines:
Local unit volunteer hours reports shall be processed according to the following guidelines:a.Local units shall submit their volunteer hours reports directly to the district chair by the deadline stated in the state calendar for the current membership year.
Local units shall submit their volunteer hours reports directly to the district chair by the deadline stated in the state calendar for the current membership year.b.Each local unit shall attach to its volunteer hours report a copy of the individual volunteer hours record for the local unit’s “highest hours” member, along with the volunteer services record form for that individual.
Each local unit shall attach to its volunteer hours report a copy of the individual volunteer hours record for the local unit’s “highest hours” member, along with the volunteer services record form for that individual. c.The district chair shall complete the district volunteer hours form and mail to the state chair by the postmark deadline as stated in the state calendar for the current membership year.
The district chair shall complete the district volunteer hours form and mail to the state chair by the postmark deadline as stated in the state calendar for the current membership year.d.The Community Participation Chair shall then prepare a tabular summary of the volunteer hours reports (both by local unit and by district), including an analysis of any apparent discrepancies in any of these reports.
The Community Participation Chair shall then prepare a tabular summary of the volunteer hours reports (both by local unit and by district), including an analysis of any apparent discrepancies in any of these reports.e.The Community Participation Chair shall forward that summary to the Executive Director at least two weeks in advance of the state convention.
The Community Participation Chair shall forward that summary to the Executive Director at least two weeks in advance of the state convention.f.The Community Participation Chair (along with the rest of the Community Participation Committee, at the Chair’s discretion) shall then attempt to resolve any discrepancies noted in the summary report and subsequently certify the state community participation award winners.
The Community Participation Chair (along with the rest of the Community Participation Committee, at the Chair’s discretion) shall then attempt to resolve any discrepancies noted in the summary report and subsequently certify the state community participation award winners.Section 11: Budget & Financial
1.Any proposed expenditure not in the budget must be sent in writing to the Budget & Finance Committee for action by the Executive Board.
Any proposed expenditure not in the budget must be sent in writing to the Budget & Finance Committee for action by the Executive Board.2.Capital equipment owned by the Division that has been designated by the Executive Director as obsolete or no longer useful shall be disposed of according to the following priorities (listed from highest to lowest):
Capital equipment owned by the Division that has been designated by the Executive Director as obsolete or no longer useful shall be disposed of according to the following priorities (listed from highest to lowest):a.Sold (if there is sufficient value to warrant the effort, as determined by the Executive Director).
Sold (if there is sufficient value to warrant the effort, as determined by the Executive Director).b.Given to another division of NCAE for business use.
Given to another division of NCAE for business use.c.Donated to a charity or other nonprofit of the Executive Director’s choice.
Donated to a charity or other nonprofit of the Executive Director’s choice.d.Scrapped.
Scrapped.3.No Division dues should be used for scholarship funds. Scholarship fund monies should be collected via voluntary donations, special assessments, or fundraisers apart from regular dues, with the exception of properly-authorized memorial contributions.
No Division dues should be used for scholarship funds. Scholarship fund monies should be collected via voluntary donations, special assessments, or fundraisers apart from regular dues, with the exception of properly-authorized memorial contributions.4.The Administrative Council may authorize by majority vote a memorial contribution or other remembrance in case of the death of a past President of the Division or of an Executive Board member, if the Executive Board member dies after his or her election or appointment to office. The Administrative Council may also authorize by majority vote the gift of a flower arrangement or other appropriate acknowledgement of similar value to an Executive Board member who is hospitalized due to serious injury or illness. No other gifts, contributions, or remembrances are authorized without a majority vote of the Executive Board.
The Administrative Council may authorize by majority vote a memorial contribution or other remembrance in case of the death of a past President of the Division or of an Executive Board member, if the Executive Board member dies after his or her election or appointment to office. The Administrative Council may also authorize by majority vote the gift of a flower arrangement or other appropriate acknowledgement of similar value to an Executive Board member who is hospitalized due to serious injury or illness. No other gifts, contributions, or remembrances are authorized without a majority vote of the Executive Board. 5.Financial records to be maintained by Local and District boards include: an annual budget, copies of regular expenditures vs. budget accounting provided to members, EIN numbers for all financial accounts, and certification of an annual audit. (added 10-8-09)
Financial records to be maintained by Local and District boards include: an annual budget, copies of regular expenditures vs. budget accounting provided to members, EIN numbers for all financial accounts, and certification of an annual audit. (added 10-8-09) 6.Beginning December 15, 2009, payroll deduction disbursements will not be forwarded to districts and locals who have not provided the state office with documentation of an association EIN number. Funds will be held in an escrow account at the state level until such time as documentation is provided. (added 10-8-09)
Beginning December 15, 2009, payroll deduction disbursements will not be forwarded to districts and locals who have not provided the state office with documentation of an association EIN number. Funds will be held in an escrow account at the state level until such time as documentation is provided. (added 10-8-09)Section 12: Confidential Information
1.The following classes of documents should be destroyed, not discarded in the trash or in recycling:
The following classes of documents should be destroyed, not discarded in the trash or in recycling:a.Documents containing member addresses, phone numbers, or social security numbers (such as officer listings, old membership applications, etc.); this does not apply to envelopes or correspondence containing only return address information.
Documents containing member addresses, phone numbers, or social security numbers (such as officer listings, old membership applications, etc.); this does not apply to envelopes or correspondence containing only return address information.b.Documents containing the Division’s financial account information (old bank statements, old checks, old signature cards, etc.).
Documents containing the Division’s financial account information (old bank statements, old checks, old signature cards, etc.).2.Financial records and membership records will be maintained for seven years, after which time they may be destroyed. (amended 10-08)
Financial records and membership records will be maintained for seven years, after which time they may be destroyed. (amended 10-08)3.As an informed electorate, the governing board of the NCRSP does not authorize the release of mailing lists for political purposes.
As an informed electorate, the governing board of the NCRSP does not authorize the release of mailing lists for political purposes.Section 13: Conflicts of Interest
1.No member, trustee, director, or officer of the Division (or other private person) shall have, as an individual, any interest or title to the assets of the Division. Such assets shall be devoted exclusively to the purposes of the Division.
No member, trustee, director, or officer of the Division (or other private person) shall have, as an individual, any interest or title to the assets of the Division. Such assets shall be devoted exclusively to the purposes of the Division.2.No state officer, director, committee member, employee, or family member of same shall gain financial or material benefit due to the position held without prior approval of the Executive Board.
No state officer, director, committee member, employee, or family member of same shall gain financial or material benefit due to the position held without prior approval of the Executive Board.3.Executive Board and staff members of the Division may not accept gifts from vendors who have a current business, endorsement, or other cooperative relationship with the Division, who are soliciting the Division for a business, endorsement, or other cooperative relationship, or who Executive Board or staff members could reasonably anticipate might solicit the Division for a business, endorsement, or other cooperative relationship.
Executive Board and staff members of the Division may not accept gifts from vendors who have a current business, endorsement, or other cooperative relationship with the Division, who are soliciting the Division for a business, endorsement, or other cooperative relationship, or who Executive Board or staff members could reasonably anticipate might solicit the Division for a business, endorsement, or other cooperative relationship.4.Whenever a member of the Executive Board has a reason to believe that a matter before the Executive Board or Administrative Council would involve that member in a possible conflict of interest, the member shall declare that interest.
Whenever a member of the Executive Board has a reason to believe that a matter before the Executive Board or Administrative Council would involve that member in a possible conflict of interest, the member shall declare that interest.5.Members of the Executive Board shall receive and sign a Conflict of Interest Certification at the first Executive Board Meeting of each year. This form will be filed in the financial/audit records of the Association. (added 10-9-09)
Members of the Executive Board shall receive and sign a Conflict of Interest Certification at the first Executive Board Meeting of each year. This form will be filed in the financial/audit records of the Association. (added 10-9-09)Section 14: Rules of Procedure for the Representative Assembly
The Rules of Procedure shall be read and adopted at the beginning of the meeting.
1.Order of Business: Meetings of the convention shall open and close at the time stipulated on the official program. The order of business shall be followed as shown in the printed agenda and the rules of procedure shall be adhered to strictly. Should it appear advisable to change the order of business, this should be announced at the beginning of the session. A delegate may secure a change in the order of business by requesting it and receiving approval of a simple majority of the Assembly at the beginning of the session.
Order of Business: Meetings of the convention shall open and close at the time stipulated on the official program. The order of business shall be followed as shown in the printed agenda and the rules of procedure shall be adhered to strictly. Should it appear advisable to change the order of business, this should be announced at the beginning of the session. A delegate may secure a change in the order of business by requesting it and receiving approval of a simple majority of the Assembly at the beginning of the session.2.Seating Delegates: Delegates shall be seated in a designated area. Alternates, members, and guests shall be seated in other designated areas.
Seating Delegates: Delegates shall be seated in a designated area. Alternates, members, and guests shall be seated in other designated areas.3.Recording Minutes: The recording secretary, unless especially directed otherwise, shall not record motions ruled out of order or points of order on which no appeal is taken.
Recording Minutes: The recording secretary, unless especially directed otherwise, shall not record motions ruled out of order or points of order on which no appeal is taken.4.Speakers (Who And When): No person, except those to whom set speeches and discussions have been assigned, will be allowed to speak more than twice and not more than three minutes each time on any subject without unanimous consent of the Representative Assembly. At a meeting of the Executive Board, only members can make motions or vote. Other persons who wish to speak may do so, but must request this in writing and they will be recognized in the order in which the requests are received by the president.
Speakers (Who And When): No person, except those to whom set speeches and discussions have been assigned, will be allowed to speak more than twice and not more than three minutes each time on any subject without unanimous consent of the Representative Assembly. At a meeting of the Executive Board, only members can make motions or vote. Other persons who wish to speak may do so, but must request this in writing and they will be recognized in the order in which the requests are received by the president.5.How to Secure Recognition: Any delegate desiring recognition by the chair shall go to a microphone, and upon being recognized by the president, give his or her name in full and state his or her local unit.
How to Secure Recognition: Any delegate desiring recognition by the chair shall go to a microphone, and upon being recognized by the president, give his or her name in full and state his or her local unit.6.Making Motions: Main motions submitted for consideration by the Representative Assembly shall be in writing on the forms provided and signed by the maker and seconder, both of whom shall be official delegates.
Making Motions: Main motions submitted for consideration by the Representative Assembly shall be in writing on the forms provided and signed by the maker and seconder, both of whom shall be official delegates.7.Who May Vote: All persons recognized as delegates by the Credentials Committee shall be entitled to make and second motions, and to vote on all questions and matters properly presented.
Who May Vote: All persons recognized as delegates by the Credentials Committee shall be entitled to make and second motions, and to vote on all questions and matters properly presented.8.Certain Motions Not Debatable: Chief among these are motions of adjournment, taking recess, suspension of rules, tabling and calling upon main motions.
Certain Motions Not Debatable: Chief among these are motions of adjournment, taking recess, suspension of rules, tabling and calling upon main motions.9.Motions to Amend Main Motions: Motions to amend motions are debatable. These must be disposed of before action is taken upon the main motion. Not more than one such motion can be before the meeting at the same time.
Motions to Amend Main Motions: Motions to amend motions are debatable. These must be disposed of before action is taken upon the main motion. Not more than one such motion can be before the meeting at the same time.10.Reports: Persons making reports shall present a copy of the report to the secretary. Time limits set by the president shall be adhered to unless appealed and given unanimous consent by the Representative Assembly. A timekeeper shall be appointed by the president to serve at each session.
Reports: Persons making reports shall present a copy of the report to the secretary. Time limits set by the president shall be adhered to unless appealed and given unanimous consent by the Representative Assembly. A timekeeper shall be appointed by the president to serve at each session.11.Floor tellers: Floor tellers shall be appointed by the president to count, tabulate, and report standing or show of hand votes. During a vote count, only floor tellers will be permitted to move about.
Floor tellers: Floor tellers shall be appointed by the president to count, tabulate, and report standing or show of hand votes. During a vote count, only floor tellers will be permitted to move about.12.Guidelines for Introduction of New Business Items:
Guidelines for Introduction of New Business Items:a.A new business item must be an item over which the Division has jurisdiction.
A new business item must be an item over which the Division has jurisdiction.b.New business items relating to substantive policies or programs shall be specific in nature and able to be accomplished in one year.
New business items relating to substantive policies or programs shall be specific in nature and able to be accomplished in one year.c.New business items directly or indirectly involving an expenditure of funds or potentially reducing revenues shall be accompanied by a cost estimate. Staff may also add an estimated financial impact statement.
New business items directly or indirectly involving an expenditure of funds or potentially reducing revenues shall be accompanied by a cost estimate. Staff may also add an estimated financial impact statement.d.New business items may be submitted to the Chair of the New Business Item Committee at any time but must be submitted no later than 5:00 p.m. on the first day of the state convention. New business items submitted more than 30 days prior to the start of the state convention shall be printed in the delegate packet distributed at the convention. Otherwise, members who submit new business items to the Chair within 30 days of the beginning of the state convention will be responsible for providing at least 2 copies of the item (as edited by the New Business Items Committee per paragraph (f) of this policy) to the New Business Items chair.
New business items may be submitted to the Chair of the New Business Item Committee at any time but must be submitted no later than 5:00 p.m. on the first day of the state convention. New business items submitted more than 30 days prior to the start of the state convention shall be printed in the delegate packet distributed at the convention. Otherwise, members who submit new business items to the Chair within 30 days of the beginning of the state convention will be responsible for providing at least 2 copies of the item (as edited by the New Business Items Committee per paragraph (f) of this policy) to the New Business Items chair.e.New business items must be submitted in writing on the form provided and all sections must be completed. The maker of the motion (contact person) shall be the first speaker and should have a seconder ready.
New business items must be submitted in writing on the form provided and all sections must be completed. The maker of the motion (contact person) shall be the first speaker and should have a seconder ready.f.The New Business Item Committee may edit the text of the item, provided no substantive changes are made and the final text is approved by the mover.
The New Business Item Committee may edit the text of the item, provided no substantive changes are made and the final text is approved by the mover.g.Following review and editing, the New Business Item Committee Chair shall present the items to the Recording Secretary for recording in the business meeting minutes. The Recording Secretary shall then present the items to the presiding officer, who will present them to the Representative Assembly for action or referral.
Following review and editing, the New Business Item Committee Chair shall present the items to the Recording Secretary for recording in the business meeting minutes. The Recording Secretary shall then present the items to the presiding officer, who will present them to the Representative Assembly for action or referral.h.New business items may be amended on the floor. Substantive amendments must be written and presented to the Chair prior to floor action. The vote on a motion to refer shall be in order only after the maker of the original motion has been given the opportunity to speak to the referral.
New business items may be amended on the floor. Substantive amendments must be written and presented to the Chair prior to floor action. The vote on a motion to refer shall be in order only after the maker of the original motion has been given the opportunity to speak to the referral.Section 15: State Committee Charters
Category A: Governance level committees with Board positions:
Awards; Budget and Finance; Communication/Media; Community Participation; Constitution and Bylaws; Health and Retirement Issues; Legislative; Membership; NCRSP/AARP Liaison; NEA-Retired Liaison; and Policies.Category B: Convention and Special Projects Committees
Convention: Memorial; Rules and Credentials; Elections and Nominations; and New Business ItemsSpecial Projects: Ex.: Archives & History, and Strategic Planning(Above Categories adopted 10-8-09 to conform to Constitution and By-Laws adopted 3-25-09)
(Category A) Governance Committees
Awards Committee (Name and purpose amended 10-8-09)
Purpose:
•To organize and promote an awards program to motivate the members of NCRSP to support statewide goals. The awards are to recognize exceptional accomplishments in support of these goals per the sections on awards in the official policies of the NCRSP.
To organize and promote an awards program to motivate the members of NCRSP to support statewide goals. The awards are to recognize exceptional accomplishments in support of these goals per the sections on awards in the official policies of the NCRSP. •To organize a special event in conjunction with the state convention to present the awards.
To organize a special event in conjunction with the state convention to present the awards.Responsibilities:
•State a list of policies and procedures for awards
State a list of policies and procedures for awards•Provide an action plan for implementing awards
Provide an action plan for implementing awards•Communicate with districts/units for awards
Communicate with districts/units for awards•Display samples of winners at the State Convention
Display samples of winners at the State ConventionBudget & Finance Committee
Purpose:
•To oversee the financial condition for the Division and make appropriate recommendations to the Executive Board.
To oversee the financial condition for the Division and make appropriate recommendations to the Executive Board.Responsibilities:
•Prepare a balanced annual budget with annual expenses not exceeding annual anticipated income. The budget should include a contingency line item, if possible, and shall be set aside for possible unforeseen or accidental occurrences. The Executive Director shall prepare the budget for review by the Chair of the Committee and when they agree on the proposal the chair submits it to the Committee for its consideration.
Prepare a balanced annual budget with annual expenses not exceeding annual anticipated income. The budget should include a contingency line item, if possible, and shall be set aside for possible unforeseen or accidental occurrences. The Executive Director shall prepare the budget for review by the Chair of the Committee and when they agree on the proposal the chair submits it to the Committee for its consideration.•Present the budget proposal to the Executive Board for its approval.
Present the budget proposal to the Executive Board for its approval.•Present the approved budget for the coming year to the Representative Assembly as information and publish a summary of this budget in a timely manner in the Panorama. Complete copies of the budget shall be available from the state office.
Present the approved budget for the coming year to the Representative Assembly as information and publish a summary of this budget in a timely manner in the Panorama. Complete copies of the budget shall be available from the state office.•Report checking account and fund balances at the end of every budget report on a monthly basis.
Report checking account and fund balances at the end of every budget report on a monthly basis.•Invest accumulated funds (past surplus funds that have accumulated over years and not specifically designated for a purpose) in no-risk, 100% guaranteed CDs or bonds, with the highest short-term interest possible. Use of these funds may be approved from the following categories for the following purposes: cash flow needs (money market account), reserve fund for special designated purposes, projects approved by Administrative Council, investments (CD account).
Invest accumulated funds (past surplus funds that have accumulated over years and not specifically designated for a purpose) in no-risk, 100% guaranteed CDs or bonds, with the highest short-term interest possible. Use of these funds may be approved from the following categories for the following purposes: cash flow needs (money market account), reserve fund for special designated purposes, projects approved by Administrative Council, investments (CD account).•Meet prior to the fall Executive Board meeting to review the budget and investments and to consider any other matters pertinent to the fiscal health of the Division.
Meet prior to the fall Executive Board meeting to review the budget and investments and to consider any other matters pertinent to the fiscal health of the Division.•Publish a summary year-end profit and loss statement in a timely fashion in the Panorama. Complete copies shall be available from the state office.
Publish a summary year-end profit and loss statement in a timely fashion in the Panorama. Complete copies shall be available from the state office.•Study and make recommendations for budget adjustments to the Executive Board as needed. The Executive Director and the Chair of the Committee confer whenever there appears to be a need for budget adjustments. When necessary, the Chair will call a meeting of the committee to consider any needed action.
Study and make recommendations for budget adjustments to the Executive Board as needed. The Executive Director and the Chair of the Committee confer whenever there appears to be a need for budget adjustments. When necessary, the Chair will call a meeting of the committee to consider any needed action.•Make available the annual audit in the NCRSP Office so that any NCRSP member may review it.
Make available the annual audit in the NCRSP Office so that any NCRSP member may review it. (The entire Budget and Finance Committee Responsibilities Section was amended
10-08)
Note: The state Treasurer serves as the Chair of the Committee.
Communication/Media Committee (New committee name added 10-8-09 to combine Publications and Website Committees)
Publications Committee
Purpose:
•To develop an effective print media communications program for the Division.
To develop an effective print media communications program for the Division.Responsibilities:
•Work with the Executive Director to publish Panorama (the Division newsletter).
Work with the Executive Director to publish Panorama (the Division newsletter). •Encourage the President, Executive Director, AARP Coordinator, Webmaster, and committee chairs for Membership, Community Participation, Retirement Planning, Informative & Protective Services, and Legislative to produce a column or article for each issue.
Encourage the President, Executive Director, AARP Coordinator, Webmaster, and committee chairs for Membership, Community Participation, Retirement Planning, Informative & Protective Services, and Legislative to produce a column or article for each issue. •Solicit “stringers” from the membership across the state to identify and submit appropriate article materials from their region.
Solicit “stringers” from the membership across the state to identify and submit appropriate article materials from their region.•Identify successful local/district activities geared to the accomplishment of association goals and produce articles sharing these activities with the rest of the state.
Identify successful local/district activities geared to the accomplishment of association goals and produce articles sharing these activities with the rest of the state. •Highlight members from across the state whose activities contribute significantly to the accomplishment of association goals.
Highlight members from across the state whose activities contribute significantly to the accomplishment of association goals. •Work with the Executive Director to produce appropriate brochures geared to meeting association goals: membership recruitment, benefits, legislative, etc.
Work with the Executive Director to produce appropriate brochures geared to meeting association goals: membership recruitment, benefits, legislative, etc. •Work with the officers and staff to publish other appropriate publications such as special committee reports, leadership manuals, etc.
Work with the officers and staff to publish other appropriate publications such as special committee reports, leadership manuals, etc. •Report activities and recommendations to the Executive Board at each Executive Board meeting.
Report activities and recommendations to the Executive Board at each Executive Board meeting.•Review and evaluate all publications annually for improvements and/or additions.
Review and evaluate all publications annually for improvements and/or additions. •Submit relevant items for use in the “Communications Update” column in Panorama via the Chair.
Submit relevant items for use in the “Communications Update” column in Panorama via the Chair.•Submit articles to NCAE publications, when appropriate.
Submit articles to NCAE publications, when appropriate. Web Site
Purpose:
•To construct, monitor, and maintain the NCRSP Web Site.
To construct, monitor, and maintain the NCRSP Web Site.•To advise the local unit and district units on web site development and maintenance.
To advise the local unit and district units on web site development and maintenance.Responsibilities:
•Devise an action plan where the NCRSP Web Site can be constructed, posted, monitored, and updated at least once per month.
Devise an action plan where the NCRSP Web Site can be constructed, posted, monitored, and updated at least once per month.•State a list of policies and procedures for the uses/regulations of the Web Site.
State a list of policies and procedures for the uses/regulations of the Web Site.•Assist the Webmaster and site host.
Assist the Webmaster and site host.•Update the NCRSP Web Site at least monthly.
Update the NCRSP Web Site at least monthly.•Maintain source files associated with the web site.
Maintain source files associated with the web site.•Construct and maintain a Web Site Notebook for organization of work-related materials and to keep records of Web Site in and out links and contracts.
Construct and maintain a Web Site Notebook for organization of work-related materials and to keep records of Web Site in and out links and contracts.•Respond to inquires from users of the web site.
Respond to inquires from users of the web site.•Provide an annual historical copy of the web site to the Archives’ Chair by November 1st of each year.
Provide an annual historical copy of the web site to the Archives’ Chair by November 1st of each year.•Review any contracts in effect in relationship to the Web Site at least once every two years, and make recommendations to the Executive Board.
Review any contracts in effect in relationship to the Web Site at least once every two years, and make recommendations to the Executive Board.•Assist in web site advertisement and the encouragement of use and feedback by NCRSP Members
Assist in web site advertisement and the encouragement of use and feedback by NCRSP Members•Provide a resource packet of materials and a web site example and be an advisor for local and/or district units in the web site areas.
Provide a resource packet of materials and a web site example and be an advisor for local and/or district units in the web site areas.•Submit relevant articles for the “Web Site Wanderings” column in Panorama via the Chair.
Submit relevant articles for the “Web Site Wanderings” column in Panorama via the Chair.Community Participation Committee
Purpose:
•To energize the local units by encouraging all members to volunteer in their schools and communities to address current needs and to cooperate with other organizations in the community on issues of common concern, especially responding to the specific needs of NCRSP members.
To energize the local units by encouraging all members to volunteer in their schools and communities to address current needs and to cooperate with other organizations in the community on issues of common concern, especially responding to the specific needs of NCRSP members.Responsibilities:
•Encourage local units to identify critical needs in the schools and to develop coalitions with other organizations in their communities.
Encourage local units to identify critical needs in the schools and to develop coalitions with other organizations in their communities.•Develop a statewide communication system to allow locals working on similar projects to share information. Create and provide list of projects, phone numbers, addresses, and email addresses.
Develop a statewide communication system to allow locals working on similar projects to share information. Create and provide list of projects, phone numbers, addresses, and email addresses. •Prepare and distribute forms for reporting volunteer hours. These forms should go to the Chairmen of local and district Community Participation Committees who in turn report to the state committee chairman. (Amended 03-16-10)
Prepare and distribute forms for reporting volunteer hours. These forms should go to the Chairmen of local and district Community Participation Committees who in turn report to the state committee chairman. (Amended 03-16-10)Local Committee—collect member volunteer hours (Individual Volunteer Hours Form), collate them (Local Volunteer Hours Form), and indicate the one member of the local with the most hours (Top Volunteer Form) and submit the Local Form and the Top Volunteer form to the District Chair.
District Committee—collect the Local Forms, collate the total hours for the district (District Volunteer Hours Form), indicate the one member in the district with the most hours (copy their submitted form) and submit to the State Chair.
•Attend District Board meetings (when requested) and participate in summer workshops as requested by the State President. (Added 03-16-10)
Attend District Board meetings (when requested) and participate in summer workshops as requested by the State President. (Added 03-16-10)•Prepare an annual volunteer summary report for the annual report of the state committee.
Prepare an annual volunteer summary report for the annual report of the state committee.•Organize and staff the annual fundraising event at the state convention to raise money for the North Carolina Foundation for Public School Children.
Organize and staff the annual fundraising event at the state convention to raise money for the North Carolina Foundation for Public School Children.•Submit via the Chair a column on Community Participation ideas and strategies for publication in each issue of Panorama.
Submit via the Chair a column on Community Participation ideas and strategies for publication in each issue of Panorama.•Publicize the Division’s Community Participation goals and encourage local units to achieve these goals.
Publicize the Division’s Community Participation goals and encourage local units to achieve these goals.Constitution & Bylaws Committee
Purpose:
•To assure that the NCSRP Constitution remains in compliance with NCAE and NEA-Retired Constitutions.
To assure that the NCSRP Constitution remains in compliance with NCAE and NEA-Retired Constitutions.•To bring needed changes to the attention of the membership for action through the amendment process.
To bring needed changes to the attention of the membership for action through the amendment process.Responsibilities:
•Review annually the Constitution & Bylaws.
Review annually the Constitution & Bylaws.•Prepare appropriate amendments to the Constitution & Bylaws when needed.
Prepare appropriate amendments to the Constitution & Bylaws when needed.•Receive proposed amendments from committees, members, or officers.
Receive proposed amendments from committees, members, or officers.•Study each proposed amendment and present with recommendations to the Executive Board.
Study each proposed amendment and present with recommendations to the Executive Board.•If the Executive Board approves the amendment for recommendation to the Representative Assembly, prepare the amendments with rationale for action.
If the Executive Board approves the amendment for recommendation to the Representative Assembly, prepare the amendments with rationale for action.•Follow the stipulated time deadlines for submission to the Executive Board and to the Representative Assembly.
Follow the stipulated time deadlines for submission to the Executive Board and to the Representative Assembly.•Present the proposed amendment(s) during the business session at the Representative Assembly.
Present the proposed amendment(s) during the business session at the Representative Assembly. Health and Retirement Issues Committee (Adopted 10-8-09 to combine Retirement Planning and Informative and Protective Services)
Purpose:
•Promote a retirement lifestyle that encourages wellness, social activity, community and association involvement, personal safety and a positive outlook on life.
Promote a retirement lifestyle that encourages wellness, social activity, community and association involvement, personal safety and a positive outlook on life.•Provide members with the information and resources they may need to make informed financial, estate, and health care decisions.
Provide members with the information and resources they may need to make informed financial, estate, and health care decisions.Responsibilities:
•Encourage local and district officers to plan at least one program each year that relates to health or retirement issues.
Encourage local and district officers to plan at least one program each year that relates to health or retirement issues.•Recommend/plan a mini-session for the state convention, upon request
Recommend/plan a mini-session for the state convention, upon request•Assist with leadership training, upon request
Assist with leadership training, upon request•Submit articles for PANORAMA, upon request
Submit articles for PANORAMA, upon request•Maintain resource lists of available materials, speakers, etc. that are available for programs or that can be accessed by members for individual use (see Leadership Handbook)
Maintain resource lists of available materials, speakers, etc. that are available for programs or that can be accessed by members for individual use (see Leadership Handbook)•Work with the President, the Executive Director, and the Legislative Committee on keeping members informed on issues pertaining to the North Carolina Retirement System and the Health Care Plan, including changes to the Social Security and Medicare Systems
Work with the President, the Executive Director, and the Legislative Committee on keeping members informed on issues pertaining to the North Carolina Retirement System and the Health Care Plan, including changes to the Social Security and Medicare Systems Legislative Committee
Purpose:
•To work for state and federal legislation to improve retirement living for members of the Division.
To work for state and federal legislation to improve retirement living for members of the Division.•To monitor meetings of the General Assembly and of the Boards of Trustees of the State Retirement System and of the State Health Plan.
To monitor meetings of the General Assembly and of the Boards of Trustees of the State Retirement System and of the State Health Plan.Responsibilities:
•Plan and develop the annual legislative program.
Plan and develop the annual legislative program.•Present the legislative program to the Executive Board for its approval at each fall Executive Board meeting.
Present the legislative program to the Executive Board for its approval at each fall Executive Board meeting.•Coordinate the efforts of the state and local leaders in implementing the stated goals of the legislative program.
Coordinate the efforts of the state and local leaders in implementing the stated goals of the legislative program.•Request inputs to the development of the legislative program from the local unit and district legislative committees.
Request inputs to the development of the legislative program from the local unit and district legislative committees.•Communicate to the local unit and district legislative committees how to build support for the legislative program among their state legislators, urging these committees to contact their legislators to secure their support for the program.
Communicate to the local unit and district legislative committees how to build support for the legislative program among their state legislators, urging these committees to contact their legislators to secure their support for the program.•Urge the local units to contact their legislators to secure their support for the program.
Urge the local units to contact their legislators to secure their support for the program.•Assist the Division’s lobbyists as needed during the meetings of the General Assembly.
Assist the Division’s lobbyists as needed during the meetings of the General Assembly.•Submit relevant articles for Panorama via the Chair.
Submit relevant articles for Panorama via the Chair.Membership Committee
Purpose:
•To provide leadership in recruiting and retaining members.
To provide leadership in recruiting and retaining members.•To develop strategies to promote membership growth in NCRSP.
To develop strategies to promote membership growth in NCRSP.•To develop goals for membership growth at both the state and local unit levels.
To develop goals for membership growth at both the state and local unit levels.•To oversee membership recruitment efforts and encourage local units to reach their goals.
To oversee membership recruitment efforts and encourage local units to reach their goals.Responsibilities:
General
•Provide recruitment workshops for local and district membership committees. The Chair and Committee members will serve as resource contacts.
Provide recruitment workshops for local and district membership committees. The Chair and Committee members will serve as resource contacts.•Maintain and update the recruitment information in the Officers’ Handbook.
Maintain and update the recruitment information in the Officers’ Handbook.•Provide recruitment workshops at the annual Leadership Workshops whenever requested by the President.
Provide recruitment workshops at the annual Leadership Workshops whenever requested by the President. •The Chair and Committee members will serve as membership recruitment resource contacts for the district and local unit membership committees.
The Chair and Committee members will serve as membership recruitment resource contacts for the district and local unit membership committees.•Assist districts and local units in identifying and promoting recruitment or relationship-building projects.
Assist districts and local units in identifying and promoting recruitment or relationship-building projects.•Recruit members to represent NCRSP at the State Retirement System’s pre-retirement conferences; coordinate the provision of membership recruitment materials for those volunteers with the Executive Director.
Recruit members to represent NCRSP at the State Retirement System’s pre-retirement conferences; coordinate the provision of membership recruitment materials for those volunteers with the Executive Director.•Submit relevant items that promote the state’s membership growth strategy or that illustrate proven recruitment or relationship-building techniques for use in the “Membership Magnet” column in Panorama via the Chair.
Submit relevant items that promote the state’s membership growth strategy or that illustrate proven recruitment or relationship-building techniques for use in the “Membership Magnet” column in Panorama via the Chair.•Awards
Awards•Certify the winners of the annual membership awards (based on membership growth from February 15 of the prior year to February 15 of the current year, as provided by the Executive Director).
Certify the winners of the annual membership awards (based on membership growth from February 15 of the prior year to February 15 of the current year, as provided by the Executive Director).•Coordinate the selection of appropriate award items (certificates, figurines, etc.) with the Executive Director.
Coordinate the selection of appropriate award items (certificates, figurines, etc.) with the Executive Director.•Coordinate the presentation of the awards at the annual awards ceremony with the Awards & Grants Committee Chair.
Coordinate the presentation of the awards at the annual awards ceremony with the Awards & Grants Committee Chair.Policy Committee
Purpose:
•To review and recommend needed changes to the NCRSP Policies.
To review and recommend needed changes to the NCRSP Policies.Responsibilities:
•Review the policies for consistency with the practices of the Division.
Review the policies for consistency with the practices of the Division.•Review suggestions for changes in the policies made by Division officers or other Division members.
Review suggestions for changes in the policies made by Division officers or other Division members.•Recommend changes or new policies that the committee deems appropriate after consultation with the affected committee chair or state officer.
Recommend changes or new policies that the committee deems appropriate after consultation with the affected committee chair or state officer.•Prepare a rationale for each recommended change.
Prepare a rationale for each recommended change.(Category B) Convention Committees
Elections and Nominations Committee (Name changed 10-8-09 to combine Elections and Nominations Committees)
Elections
Purpose:
•To organize and conduct statewide elections.
To organize and conduct statewide elections.Responsibilities:
State Officer Election
•Review the procedures for the election, revise as needed, and notify the Representative Assembly of the rules at the state convention.
Review the procedures for the election, revise as needed, and notify the Representative Assembly of the rules at the state convention.•Prepare ballots, leaving space for nominations made from the floor of the Representative Assembly.
Prepare ballots, leaving space for nominations made from the floor of the Representative Assembly.•Distribute, collect, and count ballots.
Distribute, collect, and count ballots.•Certify the election results to the Recording Secretary and the presiding officer of the Representative Assembly.
Certify the election results to the Recording Secretary and the presiding officer of the Representative Assembly.NEA-Retired Delegate Election
•Design the nomination form for delegate candidates in conjunction with the Executive Director.
Design the nomination form for delegate candidates in conjunction with the Executive Director.•Conduct the final tally of ballots using the local unit tally sheets, with the assistance of the Executive Director.
Conduct the final tally of ballots using the local unit tally sheets, with the assistance of the Executive Director.•Provide the state President and Executive Director with a written summary and certification of the election results.
Provide the state President and Executive Director with a written summary and certification of the election results.Note: Elections of officers are governed by Article III, Section 2 of the NCRSP Constitution adopted 3-25-09.
Nominations:
Purpose:
•To organize and manage the nominating process for state officer elections. Term of Service: From no sooner than October 1 in odd-numbered years until the presentation of the slate of candidates at the following state convention.
To organize and manage the nominating process for state officer elections. Term of Service: From no sooner than October 1 in odd-numbered years until the presentation of the slate of candidates at the following state convention.Responsibilities:
•Design the nomination form for candidates in conjunction with the Executive Director.
Design the nomination form for candidates in conjunction with the Executive Director.•Solicit nominees for state offices, as appropriate and as needed.
Solicit nominees for state offices, as appropriate and as needed.•Receive floor nominations at the state convention.
Receive floor nominations at the state convention. •Certify the validity of all nominations, in consultation with the Executive Director or other state office staff.
Certify the validity of all nominations, in consultation with the Executive Director or other state office staff.•Present a slate of candidates to the Representative Assembly at the state convention.
Present a slate of candidates to the Representative Assembly at the state convention.Note:Nominations of candidates for state office are governed by Article III, Section 2 of the NCRSP Constitution and by Bylaws 5: Elections. (Citation changed 10-09 to conform to Constitution and Bylaws.)
Nominations of candidates for state office are governed by Article III, Section 2 of the NCRSP Constitution and by Bylaws 5: Elections. (Citation changed 10-09 to conform to Constitution and Bylaws.)Memorials Committee (Name changed from Necrology 10-8-09 to conform to Constitution)
Purpose:
•To provide a system through which members may be remembered at their deaths by their colleagues and their names inscribed in a permanent record.
To provide a system through which members may be remembered at their deaths by their colleagues and their names inscribed in a permanent record.Responsibilities:
•Receive from district chairs notices of death.
Receive from district chairs notices of death.•Carefully maintain files.
Carefully maintain files.•Compile all notices of death alphabetically by district as well as an alphabetical listing for the state of deaths reported between February 1 of the preceding year and January 31 of the current year.
Compile all notices of death alphabetically by district as well as an alphabetical listing for the state of deaths reported between February 1 of the preceding year and January 31 of the current year.•Prepare a memorial service (not to exceed thirty minutes) to be presented at the state convention. (Copies of past services can be found in the files.)
Prepare a memorial service (not to exceed thirty minutes) to be presented at the state convention. (Copies of past services can be found in the files.)•Design and have printed the program for the memorial service. Submit a copy of each program to the state Archives Committee.
Design and have printed the program for the memorial service. Submit a copy of each program to the state Archives Committee.•Revise the district and local unit Memorials Report forms as needed.
Revise the district and local unit Memorials Report forms as needed.•Keep a supply of forms on hand and ensure that all district chairs receive copies of the current form.
Keep a supply of forms on hand and ensure that all district chairs receive copies of the current form.•Answer correspondence regarding memorials and recordkeeping.
Answer correspondence regarding memorials and recordkeeping.•Maintain an accurate listing of names and addresses of district chairs.
Maintain an accurate listing of names and addresses of district chairs.•Notify district chairs of due dates for district memorials reports to be received. Invite district chairs to the state convention and inform them of any duties they may have there.
Notify district chairs of due dates for district memorials reports to be received. Invite district chairs to the state convention and inform them of any duties they may have there.New Business Items Committee
Purpose:
•To organize and manage the process for submitting new business items for consideration by the NCRSP Representative Assembly.
To organize and manage the process for submitting new business items for consideration by the NCRSP Representative Assembly.Term of Service: From no sooner than October 1 until the close of the final session of the Representative Assembly at the following state convention.
Responsibilities:
•Receive new business items from members in accordance with any deadline specified by the Policies.
Receive new business items from members in accordance with any deadline specified by the Policies. •Review new business item submissions for validity, proper format, and required content as specified by the Policies.
Review new business item submissions for validity, proper format, and required content as specified by the Policies. •Submit to the Recording Secretary any new business items that have been found to be in compliance with the requirements specified by the Policies.
Submit to the Recording Secretary any new business items that have been found to be in compliance with the requirements specified by the Policies. •Designate a member (usually the Chair) to present each new business item to the Representative Assembly when called on to do so by the presiding officer.
Designate a member (usually the Chair) to present each new business item to the Representative Assembly when called on to do so by the presiding officer.Note: Submission of new business items is governed by NCRSP Policies Section 14 (“Rules of Procedure for the Representative Assembly”).
(Amended 10-8-09)Rules & Credentials Committee
Purpose:
•To provide for the orderly conduct of business at meetings of the Representative Assembly.
To provide for the orderly conduct of business at meetings of the Representative Assembly.Responsibilities:
Prior to Meetings of the Representative Assembly
•Review Rules of Procedure for the Division’s business meeting and recommend any needed changes to the Executive Board at the fall Executive Board meeting.
Review Rules of Procedure for the Division’s business meeting and recommend any needed changes to the Executive Board at the fall Executive Board meeting.During Meetings of the Representative Assembly
•Review the delegate lists to certify the eligibly of representatives.
Review the delegate lists to certify the eligibly of representatives.•Register delegates, alternates, and guests.
Register delegates, alternates, and guests.•Verify that all individuals who attempt to register as delegates are so entitled.
Verify that all individuals who attempt to register as delegates are so entitled.•Certify substitutions of alternates for delegates unable to attend.
Certify substitutions of alternates for delegates unable to attend.•Distribute convention programs, name badges, delegate packets, and prepaid banquet tickets.
Distribute convention programs, name badges, delegate packets, and prepaid banquet tickets. •After the initial business meeting has been called to order, determine whether there are a sufficient number of members present at all business sessions to constitute a quorum.
After the initial business meeting has been called to order, determine whether there are a sufficient number of members present at all business sessions to constitute a quorum.•Present the rules at the beginning of a meeting for adoption.
Present the rules at the beginning of a meeting for adoption.•Make preliminary and final credential reports during the first and last business meetings, respectively.
Make preliminary and final credential reports during the first and last business meetings, respectively.Notes:
•Regulations concerning delegates are found in Article V, Sections 2, 3, 4, and 5 of the Constitution. (Citation changed 10-09 to conform to Constitution)
Regulations concerning delegates are found in Article V, Sections 2, 3, 4, and 5 of the Constitution. (Citation changed 10-09 to conform to Constitution)(Category B) Special Function Committees
Archives and History Committee (Archivist)
Purpose:
•To collect, catalog, and organize all items that the committee deems to be of historical significance, for use in an historical display at the state office and as source material for maintaining a history of the organization.
To collect, catalog, and organize all items that the committee deems to be of historical significance, for use in an historical display at the state office and as source material for maintaining a history of the organization.Responsibilities:
•Maintain a proper archive of historical documents and items at the state office.
Maintain a proper archive of historical documents and items at the state office.•Establish and review annually guidelines for items that are acceptable for inclusion in the archives collection.
Establish and review annually guidelines for items that are acceptable for inclusion in the archives collection.•Review photos and other non-written items of significance held at the state office at least annually; identify those items with historical significance; document descriptions of the items; organize as appropriate.
Review photos and other non-written items of significance held at the state office at least annually; identify those items with historical significance; document descriptions of the items; organize as appropriate.•Maintain the NCRSP historical display in the lobby of the NCAE building; collect additional artifacts for display as available.
Maintain the NCRSP historical display in the lobby of the NCAE building; collect additional artifacts for display as available.•Request additional documentation of significant events or projects from districts or local units as the Committee sees fit or as requested by the state Archivist.
Request additional documentation of significant events or projects from districts or local units as the Committee sees fit or as requested by the state Archivist.•Recommend appropriate expenditures to the Budget & Finance Committee and the Executive Board to support the storage and organization of the archive's materials.
Recommend appropriate expenditures to the Budget & Finance Committee and the Executive Board to support the storage and organization of the archive's materials.•Work with the state Archivist and the Executive Director to design the annual Archivist’s Report forms for use by the units.
Work with the state Archivist and the Executive Director to design the annual Archivist’s Report forms for use by the units.(Amended 10-9-09)Strategic Planning Committee
Purpose:
•Appointed by the President according to need. To review, up date and develop recommended implementation strategies to accomplish the Strategic Plan adopted by the Executive Board.
Appointed by the President according to need. To review, up date and develop recommended implementation strategies to accomplish the Strategic Plan adopted by the Executive Board. Term of Service: As recommended by the President and approved by the Executive Board for each specific purpose.
Responsibilities:
•To develop and update the Strategic Plan for the Association and submit for approval to the Executive Board.
To develop and update the Strategic Plan for the Association and submit for approval to the Executive Board.•To develop a recommended policy for Strategic Planning.
To develop a recommended policy for Strategic Planning.•Meet no more than three times, unless approved by the Board, for review and to develop strategies and benchmarks at least every five years.
Meet no more than three times, unless approved by the Board, for review and to develop strategies and benchmarks at least every five years. •To make recommendations to the Executive Board for implementation strategies.
To make recommendations to the Executive Board for implementation strategies.•Submit to the Executive Board any recommendations not contained in the current OAC (Vision 20/20) or approved Strategic Plan report for approved inclusion. Sufficient detail and rationale must be given so the Executive Board will have a basis for making a decision or adopting a recommendation.
Submit to the Executive Board any recommendations not contained in the current OAC (Vision 20/20) or approved Strategic Plan report for approved inclusion. Sufficient detail and rationale must be given so the Executive Board will have a basis for making a decision or adopting a recommendation. Notes: The State President and Executive Director should attend all scheduled meeting; but attendance is not necessary for the meeting to occur.
Membership on the committee should always be a mix of experienced and new committee members to keep a consistent knowledge and background base for the work.
(Entire Strategic Committee charter amended 10-8-09)
