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HomeMy WebLinkAboutAdvisory Council Bylaws/operating procedures Helping people put knowledge to work NORTH CAROLINA COOPERATIVE EXTENSION STATE ADVISORY COUNCIL OPERATING PROCEDURES Section 1 —name The name of this organization shall be North Carolina Cooperative Extension State Advisory Council. Section 2—Philosophy and Purpose The North Carolina Cooperative Extension State Advisory Council was established to complete the development of the North Carolina Advisory Leadership System. Extension educational programs are primarily planned and delivered at the county level where local advisory councils and committees identify needs and develop educational programs. The State Extension program must reflect these needs plus the demands of regional and national levels. More specifically,the purposes of the State Advisory Council shall be to: • Review current program initiatives and make recommendations to Program Leaders. • Provide leadership for advisory leadership system involvement with needs assessment and scanning trends and environment. • Recommend program priorities and directions that reflect statewide needs. • Link NCSU and A&T State University with county advisory leadership groups, other county groups, government, and organizations. • Market Extension programs in the community with key leaders and elected officials. • Provide leadership for advisory system involvement in advocacy initiatives. 1.14 1 Advisory Leadership System Operations Manual 2005 Helping people put knowledge to work Section 3 —Membership As an official advisory board to a publicly funded North Carolina agency, the membership shall include thirty leaders across the state. Members will be appointed with attention to age, geographic, ethnic, gender,and occupational diversity. The Directory of North Carolina Cooperative Extension shall appoint members for three-year terms. Youth members will serve two-year terms. Members may be asked to serve a second term but shall not be appointed to serve more than two consecutive terms. The Director will appoint an individual to fill an unexpired term of a Council member whenever a vacancy occurs. Section 4—Officers The officers of the State Advisory Council shall be Chair,Vice-Chair,and Treasurer. North Carolina Cooperative Extension will provide secretarial services. 9 j Duties: The Chair shall preside at all meetings and shall have general responsibility for the affairs of the Council, including the appointment of Council committees. The Vice-Chair shall preside in the absence of the Chair and fulfill all other duties of the Chair if the Chair is unable to perform duties of the office. Under normal circumstances,the Vice-Chair shall ascend to the office of the Chair. The Treasurer shall maintain such funds as deposited by counties on behalf of the Council purposes. The Finance Committee shall prepare a budget yearly. Council shall approve the budge at the fall meeting to authorize member and council expenses. 1.15 1 Advisory Leadership System Operations Manual 2005 Helping people put knowledge to work Term of Office: The term of office is one year. Officers will only serve one term.At the will of the Council, officers may be asked to serve a`second term. No Chair shall serve more than two consecutive terms. Election: The members of the council shall select officers. The Chair of the Council will appoint at the winter meeting a Nominating Committee of three members. This committee will work in cooperation with the Director of the North Carolina Cooperative Extension and present a slat of officers for election by the Council at the summer meeting. Nominations from the floor will be in order and accepted. A majority vote will be required. Official Year: The official year for the Council shall be from July 1 through June 30 of the next year. This shall delineate terms of appointments and term of office. Section 5—Meetings The Council shall meet three-to-four times per year. The Executive Committee and administrative team will plan the agenda for each meeting. Normally, the meetings will be held in a face-to-face setting;however, discussions and decision arrived at through phone conferences and mail on specific proposals will also be considered as official meetings of the Council. Section 6—Committees The Chair of the State Advisory Council shall appoint committees as needed. Ongoing committee shall be Executive, Legislative, Finance and Nominating. The Chair shall appoint committees except for the Executive Committee, which is comprised of the Chair, Vice-Chair and Treasurer. 1.16 1 Advisory Leadership System Operations Manual 2005 Helping people put knowledge to work Section 7—Quorum A quorum shall consist of those members present. This quorum policy shall include all face-to-face meetings, prescheduled phone conferences, and mailed responses to specific proposals. Section 8—Amendment These operating procedures may be amended or modified by the duly appointed members of the Council at any regularly scheduled meeting with the concurrence of the Director of North Carolina Cooperative Extension. Written proposals must be provided to the Council at least ten days prior to the scheduled meeting. Section 9—Attendance Requirement Active participation of members is VERY important and valued. Advisory Council members should notify the Chair and/or Extension Director in case of a need to miss a meeting. Two consecutively missed meetings shall prompt a discussion between the member and the Director of North Carolina Cooperative Extension to evaluate the member's availability to fulfill important roles. If a member missed three consecutive meetings,this shall constitute resignation from the council. Members can also resign by writing the Chair or Director if duties of the role cannot be fulfilled. Final decision on membership will be from the Executive Committee. Section 10—Disposition of Funds Should the State Advisory Council Dissolve The State Advisory Council would contribute all funds to the North Carolina 4-H Development Fund should dissolution occur. Section 11 —Equality The State Advisory Council and the Advisory Leadership System are open to all persons regardless of race,color, national origin, sex, age, or disability. 1.17 IL Advisory Leadership System Operations Manual 2005 Helping people put knowledge to work Section 12—Finance Section Addition not yet approved as of January 19, 2006 State Advisory Council members shall approve the State Advisory Council Budget annually. Funds allocated to Districts need approval of the District Extension Director in consultation with the State Advisory Council treasurer and the Advisory System Leader to be disbursed. NORTH CAROLINA COOPERATIVE EXTENSION COUNTY ADVISORY COUNCIL OPERATING PROCEDURES Section 1 —name The name of this organization shall be North Carolina Cooperative Extension County Advisory Council. Section 2—Philosophy and Purpose s � The NCCE County Advisory Council is established to provide leadership for and coordinate the county Advisory Leadership System. } Extension educational programs are based on needs and emerging issues identified in communities and surrounding region.It is the purpose of the Advisory Council to make sure these local needs are reflected in educational programs and that educational resources are available to address the identified needs.More specifically, the purposes of the County Advisory Council shall be to: • Annually review program efforts and evaluate progress and effectiveness. 3 . Provide leadership for advisory leadership system involvement with needs assessment and scanning trends and environment. • Recommend program priorities and directions,which reflects countywide needs. • Link NCSU and A&T State University with other county groups, government, and organizations. • Market Extension programs in the community with key leaders and elected officials. Advocate Extension organizational and programmatic needs with elected officials,key leaders, and citizens. 1.18 Advisory Leadership System 1 Operations Manual 2005 ' I Helping people put knowledge to work Section 3 —Membership The council shall consist of 12 to 20 county leaders representing geographic, ethnic,gender, occupational, and special skill diversity.Roughly, one third of the members should represent program areas such as agriculture, family consumer science,4-H and CRD. Another third should represent government, business, education, environment,health and other sectors of local society. The final third should come from special knowledge, issue or skill needs of the council Nominations for members may come from the community,the Advisory Council or Extension faculty.The County Extension Director will make appointments based on input and recommendations from the Advisory Council. Members will serve a three-year term and may be asked to serve a second term.A member will not be asked to serve more than two consecutive terms. The County Director will work in partnership with the Executive Committee to appoint individuals to fill any unexpired terms. Section 4—Officers The officers of the County Advisory Council shall be Chair, Vice-Chair, and Secretary. Duties: The Chair shall preside at all meetings, serve on the Executive Committee and assume responsibility for affairs of the council, including appointment of committees. { The Vice-Chair shall preside in the absence of the Chair, serve on the Executive Committee and fulfill all other duties the Chair is unable to perform or chooses to assign. The Secretary shall record minutes of meetings and handle correspondence of the council. The Secretary also serves on the Executive Committee. 1.19 1_ Advisory Leadership System Operations Manual 2005 Helping people put knowledge to work Term of Office: The term of office is one year.Officers will only serve one term. In some situations, officers may be asked to serve a second term. An officer shall serve no more that two consecutive terms. Election: The members shall select officers of the council. The Chairman of the council shall appoint a nominating committee of three members at the spring meeting. The committee shall work in cooperation with the County Extension Director and present a slate of officers for election at the summer meeting. Nominations from the floor will be in order and accepted. A majority vote will be required. } Official Year: The official year for the Council shall be from July 1 through June 30 of the next year. This shall delineate terms of appointments and term of office. Section 5—Committees The Advisory Council shall have an Executive Committee and Nominating Committee. Other committees could be Legislative Committee,Programming Committee,Visionary Planning Committee and Finance Committee.The Chair will appoint committees except for the Executive Committee, which is comprised of the officers. Section 6—Meetings The Council shall meet at least quarterly. The Executive Committee and County Extension Director shall plan agendas for each meeting and set the calendar of meetings 1 in a face-to-face ettin ;however, the year.Normally,the meetings will be held setting; discussions and information gathering can be handled through phone conferences and mail on complex proposals. 1.20 Advisory Leadership System Operations Manual 2005 Helping people put knowledge to work Section 7—Attendance Requirement Active participation of members is very important.Advisory council members should notify the Chair and/or Extension Director when a meeting needs to be missed.Two consecutive,unexcused,missed meetings shall prompt a discussion between the member and the council Chair or Extension Director to evaluate the member's availability to fulfill the role. Members can also resign by writing the Chair or County Director if duties of the role cannot be fulfilled. Final decision on membership will be from the Executive Committee. 1.21 1 } Advisory Leadership System Operations Manual 2005