Advisory 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.
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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.
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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.
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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.
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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.
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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
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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.
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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.
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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.
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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.
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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.
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