BY-LAWS OF THE NORTH CAROLINA ASSOCIATION OF COORDINATORS OF VETERANS AFFAIRS

ARTICLE 1 – MEMBERSHIP

Section 1 MEMBERS: Voting memberships will be available by invitation from the NCACVA Executive Board to those persons representing a post secondary educational institution approved by the NC SAA and military education office personnel.  Non-Voting memberships will be available by invitation from the NCACVA Executive Board to recipients of veterans’ educational benefits and those persons associated with government agencies, foundations, and private and community organizations of North Carolina which are concerned with the support and administration of programs for veterans.

Section 2 TYPE OF MEMBERSHIP: Membership shall be individual.

 

ARTICLE II – OFFICERS AND EXECUTIVE BOARD

The administrative responsibility of the Association shall be vested in the President and the Executive Board.

Section 1 OFFICERS: The Officers of the Association shall be the President, President-Elect, Secretary, Treasurer and Treasurer-Elect.

Section 2 EXECUTIVE BOARD: The officers and the Immediate Past-President, the Standing Committee Chairs, the Historian, and the Webmaster plus any other officers and committee chair persons deemed necessary and appointed by the President and approved by the current Executive Board shall constitute the Executive Board.

Section 3 QUALIFICATIONS, ELECTIONS, AND TERM OF OFFICE: To be eligible for nomination, a person must have been a member of the organization for at least one year. Officers of the Association shall be elected at the spring meeting and shall serve for a period of one year with the Treasurer serving a minimum two-year term. In the absence of an eligible candidate, the nominating committee has the right to select a willing candidate from the current list of members.

Section 4 VACANCIES: In the event of a vacancy in the President’s office, the President-Elect succeeds to that office. Other vacancies will be filled for the remainder of the year by the President with the approval of the Executive Board.

Section 5 PRESIDENT: The President shall preside at all meetings of the Association, shall serve as the Chair of the Executive Board; shall appoint all chairpersons; and shall be a member ex-officio of all committees. The President shall submit an Annual Report to the Association at the Spring conference.

Section 6 PRESIDENT-ELECT: The President-Elect shall perform all the duties of the President in the absence of the President or at the President’s request and shall perform such other duties as may be required by the Association.

Section 7 SECRETARY: The Secretary shall be responsible for the official minutes and records of the meetings of the Association and the Executive Board and shall notify the members of any scheduled meetings.

Section 8 TREASURER: The Treasurer shall serve a minimum two-year consecutive term. The Treasurer will be responsible for receiving and disbursing all monies of the Association under policies approved by the Executive Board; shall e-mail a notice of dues payable at the beginning of the fiscal year; shall keep adequate and appropriate records of receipts and disbursements; shall submit a financial report to the Association at the Spring conference, and shall perform such other duties as the office may require. The books shall be audited immediately after the spring conference by a committee appointed by the outgoing President with the Treasurer serving as a member of this committee. At the end of the last term of the current Treasurer, the incoming Treasurer will also be a part of the audit committee.

Section 9 TREASURER-ELECT:  The Treasurer-Elect shall perform all the duties of the Treasurer in the absence of the Treasurer or at the President’s request; and shall perform such other duties as may be required by the Association.

ARTICLE III – COMMITTEES

There should be three Standing Committees within the Association: the Legislative, Membership, Mentoring Committees. The President and the Executive Board shall have the power to appoint additional standing committees and such other committees (i.e., nominations, ad hoc task-force, etc.) as are appropriate for the Association.

 

ARTICLE IV – MEETINGS

Meeting of the Association shall be held as specified in Article V of the Constitution or as often deemed necessary by the Executive Board and only when it is deemed in the interest and needs of the majority of the membership.

 

ARTICLE V – DUES

Annual dues will be $25.00 per Certifying Official at each school, per academic year.

 

ARTICLE VI – RULES OF ORDER

The rules contained in Robert’s Rules of Order shall govern the Association in all cases to which they are applicable and in which they are not inconsistent with the By-laws of the special rules of order of this Association.

 

ARTICLE VII – AMENDMENTS

The By-laws may be amended or revised in accordance with the provisions in the Constitution.

 

ARTICLE VIII – RESOLUTIONS

Members of the Association desiring to present a resolution at a meeting shall present the resolution in writing to the Executive Board at least twenty-four hours prior to the scheduled business meeting.

 

ARTICLE IX – ADVISORY BOARD

All Past-Presidents who are still affiliated with this Association are requested to serve on an Advisory Board in a non-voting capacity and invited to attend all business meetings.

 

ARTICLE X – REIMBURSEMENT OF EXPENSES

Members of the Executive Board of the Association who are not reimbursed for the expenses accrued during planning meetings and conferences will be reimbursed for expenses by the Association. Expenses will consist of normal travel costs to include mileage, registration fee, and state/institution per diem rates.

Approved: March, 2017