Idaho Association of Natural Resources and Community
Development Extension Professionals
Bylaws
This organization shall be known as the Idaho Association
of Natural Resources and Community Development Extension Professionals (IANCDEP)
and is sometimes referred to in these bylaws as the Association.
Article II: Purposes
The Purposes of this Association shall be:
a.
To bring together all natural resources education, recreation resource,
and community development extension professionals to discuss natural resource
and community development issues, needs and opportunities of mutual interest,
and to facilitate information sharing.
b.
To promote cooperation on, sponsor, and promote educational and training
efforts within University of Idaho Cooperative Extension System, as well as
between governmental agencies, private groups, related industries and other
professionals.
c. To provide support and promote activities and programs at the state and regional level that advance community development, natural resource management, education, training, and diversity in the work force.
d.
To advance the professional status of natural resource extension
professionals and community development extension professionals by encouraging
professional self-improvement.
e.
To strengthen communication with Extension Administration.
Article III: Membership and Dues
Section 1. Membership.
There will be two classes of membership: 1) Active, 2) Life.
Active Members:
a.
State and National members. State and National dues paid members may vote, hold elected
or appointed positions, and apply for scholarships at both levels.
b.
State-Only Members. State-Only membership in the Association
is available without joining a national organization.
While eligible to participate fully within the State Association; these
members are not eligible to serve as a state officer, hold national elected or
appointed positions, apply for national scholarships and awards, or vote at the
national level. They will not
receive any national newsletter.
c.
State-Only Associate Members. Associate members are active
professionals in cooperating natural resource agencies (i.e., NRCS, IDFG, USFWS)
or local community development agencies that have like purposes and interests.
While eligible to participate fully within the State Association; these
members are not eligible to serve as a state officer, hold national elected or
appointed positions, apply for national scholarships and awards, or vote at the
national level. They will not
receive any national newsletter.
Life Members:
Life Members must have retired from the Cooperative
Extension Service having held an appointment and/or had responsibilities in
natural resources or community and economic development.
Life Members have all the rights and privileges of Active Members.
If a Life Member returns to active employment status, he/she will be
required to pay dues as an active member until retirement status is resumed.
Life Member status would be reinstated without additional payment when
Extension employment returns to retirement status.
Section 2. Eligibility
Membership
is open to all individuals who are currently employed by the Cooperative
Extension System (CES) with an appointment and/or responsibilities in natural
resources extension or community development, or professional interest in
promoting and supporting same.
Membership
in the Association shall be available without regard to race, color, creed,
religion, gender, age, national origin, sexual orientation, disability, marital
status, public assistance status, or veteran status.
Section 3. Dues.
Each member in the Association
will maintain membership by payment of annual dues to the Association as
established by the Executive committee. Members
who reach retirement status may be allowed Lifetime Membership in the
Association upon payment of a one-time fee equal to four times the then current
annual dues for Active Members. The
Association shall conduct an annual enrollment of members.
The membership year shall be from January 1 to December 31.
However, persons may be admitted to membership at any time during the
membership year, with approval and submission of full dues.
The
association will create a voucher that allows association members to indicate
which memberships (state and national – ANREP or NACDEP) they wish to join and
the association will collect and pay the national professional organizations
their membership fees from state members. Members
may pay national dues to either Association of Natural Resource Extension
Professionals (ANREP) or National Association of Community Development Extension
Professionals (NACDEP), or members may join both national organizations by
paying both national membership dues.
Article IV: Offices and Executive Committee
Section 1. Officers.
The officers of the Association
must be members in good standing and shall be a President, a President-Elect, a
Treasurer, a Secretary, and four District Representatives.
Officers will serve a term of one year from January I through December
31, and be elected as set forth in Article IX Elections.
With the exception of the President and President-Elect, officers may
succeed themselves in office.
Section 2. Duties of the President.
The President shall serve as the
Executive officer of the Association; preside at all Executive Committee and
General Membership meetings; and appoint all standing and all select committees
unless otherwise directed by the motion creating the committee.
The President and the Secretary or any other officer of the Association
authorized by the Executive Committee, shall sign any contract or other
instrument which the Executive Committee has authorized to be executed, except
in cases where the signing and execution thereof shall be expressly delegated to
some other officer or agent of the Executive Committee.
In general, the President is a voting member and shall perform all duties
incident to the office of President and such other duties that shall from time
to time be assigned by the Executive Committee.
Section 3. Duties of the President-Elect
The President-Elect shall serve as
President in the absence of that official and shall become President in the
event that official cannot continue as President for any reason.
The President-Elect shall not be authorized to sign documents unless the
Executive Committee specifically gives written authorization to do so.
The President-Elect shall assist the President in the performance of the
President's duties and shall have such other duties and authority as is granted
from time to time by resolution of the Executive Committee.
The President-Elect will be responsible for scheduling the Annual
Meeting, working with the Annual Meeting Committee to develop the Annual Meeting
program, and notifying the membership of that meeting.
Section 4. Duties of the Treasurer.
The Treasurer shall collect the
annual dues, receive other funds accruing to the Association and shall disburse
funds as directed by resolution or an order of the Executive Committee.
The Treasurer shall prepare a statement for submission at the Annual
Meeting showing receipts and disbursements.
The Treasurer shall prepare for approval of the Executive Committee and
distribution to the membership, guidelines for the reimbursement of expenses.
All expense payments will be approved by the Treasurer in accordance with
these guidelines. Anticipated
expenses shall be pre-approved by the Treasurer to insure sufficient funds.
The Treasurer shall have charge and custody for or appoint the President
to have charge and custody for receipts for money due and payable to the
Association from any source whatsoever and assure deposit of all moneys in the
name of the Association, in such bank or other financial institution as shall be
selected by the Executive Committee and in general perform all duties incident
to the office of Treasurer and such other duties as from time to time may be
assigned to him/her by the Executive Committee.
The duties of the Treasurer will be completed upon the submission of all
financial accounts, funds and records pertaining to the office to the newly
elected Treasurer. The new
Treasurer may request a formal audit by the Audit Committee of the financial
records of the Association covering the calendar year ending 31 December.
Section 5. Duties of the Secretary.
The Secretary shall take, prepare,
distribute and keep records of all Executive and general membership meetings of
the Association, or shall be responsible for such action.
The Secretary shall maintain a list of current members.
He/she shall be responsible for distributing meeting minutes to all
Association members. The Secretary
shall also see that all notices are duly given in accordance with the provisions
of the Bylaws or as required by law; be custodian of the Association records;
keep a register of the name and address of each member; and tally election
results. The duties of the
Secretary will include completing the processing and distribution of the
official business conducted at the Annual Meeting (i.e., resolutions, motions,
directives, etc.), and will be completed before the incoming secretary assumes
total responsibilities.
Section 6. Duties of the District Representatives.
Four district representatives, one
each from the four extension districts, shall provide input on member needs and
help in getting information to and from members.
Section 7. Executive Committee.
The officers, the Immediate
Past-President and four regional representatives elected by the membership of
the Association shall constitute an Executive Committee which shall have the
authority to act for the Association and to decide all matters requiring
attention during and between regular meetings and to ensure that arrangements
for annual meetings and special meetings are made.
Article V: Meetings and Attendance
Section 1. Annual Meetings.
Upon sixty days written or
electronic notice to all members of record, the Annual Meeting of the
Association shall be held at such time and place as determined by the Executive
Committee. Conducting such meetings
via telecommunications is acceptable when feasible and applicable.
Section 2. Special Meetings.
Special Meetings shall be held
upon thirty days notice to all members, as called by the President with
agreement of the Executive Committee, or by the Executive Committee, or at the
call of the President on the written request of ten members.
Special Meetings shall be held at which time and place as determined by
the Executive Committee. Conducting such meetings via telecommunications is acceptable
when feasible and applicable.
Section 3. Annual Meeting Attendance.
Attendance at annual meetings
shall be limited to the following: (1) Active and Life members of the
Association. (2) Such persons engaged in natural resource or community
development work in the employment of land grant universities, governmental
agencies, or other natural resources management and community development
organizations
Section 4. Business and Special Meetings Attendance.
The business meeting is that part
of the Annual Meeting held to conduct the Association's business.
Voting at business meetings and special meetings shall be limited to
members of the Association. The
Executive Committee may invite others into the meeting to discuss matters of
importance with the Association.
Section 5. Governance.
Unless otherwise directed by
resolution, or Bylaws, the duties of officers and the conduct of meetings shall
be governed by the latest edition of Robert's Rules of Order Newly Revised.
Section 6. Quorum.
One-fourth of the membership shall
constitute a quorum at any Association Annual, Special or Business meeting.
Two-thirds of the Executive Committee shall constitute a quorum at any
Executive Committee meeting. Two-thirds
of the members of any standing or select committee shall constitute a quorum at
that meeting.
Article VII: Voting
Section 1. Members.
Voting shall be limited to members
in good standing (paid-up dues) with one vote for each member.
Section 2. Decisions by Simple Majority.
Any question or issue other than
an amendment to the Bylaws shall be determined by a simple majority vote of
those present.
Section 3. Procedure for Simple Majority Votes.
The Executive Committee may submit
any question by mail or FAX to the membership. Except for amendments to the Bylaws (Article XIII) or policy
statements (Article VIII), such questions shall be returned within thirty days
of the submission of the question to the entire membership.
Article VIII: Policy Statements
Section 1. Definition.
Policy statements are those
motions or resolutions passed by the Association that expresses the attitude and
wishes of the Association, legislation or other political activities.
They shall supplement the Bylaws and shall serve as Directives to the
officers in conducting the affairs and expressing the official stand or opinion
of the Association.
Section 2. Procedures.
Policy statements may be proposed
at any time and submitted to the President in writing.
The President shall turn the statements over to the Committee on
Resolutions and Policy. The
Committee will submit the statement to the membership by mail for adoption or
rejection. Upon receipt of the
affirmative vote of at least two-thirds of the membership, the Policy statement
shall be declared adopted, and the membership so notified.
For policy statements received within sixty days prior to the Annual
Meeting, the Committee may elect to discuss the statements during the Annual
Meeting, prior to mailing the ballot for adoption or rejection.
Section 3. Committee on Resolutions and Policy.
The Committee on Resolutions and
Policy shall annually review existing policy statements and present any new
policy statements for consideration at the Annual Meeting.
New and/or proposed policy statements will normally be in the form of
resolutions and will be documented in the minutes.
Section 4. Policy Statement Presenters.
Policy statements shall in no way
bind an individual member when expressing the opinion of the Association.
Article IX: Elections
Section 1. Procedure.
Elections for all members of the
Executive Committee shall be held annually by mail vote of the membership
conducted in the following manner:
a.
The Nominations Committee shall select candidates for each office to be
filled. Additional nominations
shall be solicited by mail.
b.
Nominations will only be accepted from a member in good standing of the
Association.
c.
Persons nominated for election must be members of the Association.
d.
Following the close of nominations, the Committee shall certify that all
nominations received are valid, and that all nominees are willing to accept the
position if elected. A nominee may
be placed on the ballot for only one position.
If nominated for more than one position, the nominee will be allowed to
select the position for which he/she will run for election. The Secretary shall develop an election ballot.
e.
Election ballots shall be mailed by the Secretary to all voting members.
The closing date of elections shall be 30 days after ballots are mailed.
f.
Ballots shall be tallied by the Secretary and two other
members of the Association as appointed by the President.
The candidate for each office receiving the largest number of affirmative
votes from the ballots cast by the membership shall be elected.
In the event of a tie, the elected officer shall be determined by a
random draw held by the Secretary.
g.
Within thirty days following the close of elections, members shall be
notified of election results.
Section 2. Office of President. '
The President-Elect will succeed
to the office of President.
Section 3. District Representatives.
Four extension district
representatives, one from each extension district, shall be elected by the
members in their respective district.
Section 4. Assumption of Office.
The term of office for all members
of the Executive Committee shall commence on January 1 and continue until
Deceber 31.
Section 5. Re-election.
While it is the general policy of
the Association to effect a change of membership on the Executive Committee, a
given officer--except for the President--may be re-elected to succeed
himself/herself. An individual may
serve more than one term in the office of President and President-Elect, but not
successive terms.
Article X: Vacancies
In the event of a vacancy in the
office of President, the President-Elect shall assume the duties of the
President and the office of the President-Elect shall be filled by appointment
of the Executive Committee. Both
shall hold their respective offices until the installation of officers at the
next election. Vacancies in any
other position shall be filled by appointment of the Executive Committee.
Such appointees shall hold office until the next election.
If any officer or Executive Committee member is separated from CES, or
voluntarily submits their resignation for an elected office, the Executive
Committee, shall appoint a replacement for the remainder of that individual's
term. The appointed replacement
shall be eligible to run for a full term in that office at the time of the next
regular election.
Article XI: Committees
Section 1. Types of Committees.
The following types of committees
will be utilized by the Association in conducting its affairs.
Standing Committees: Committees appointed to consider topics of a
continuous or recurring nature. The
services of these committees are needed year after year and the committee is
deemed permanent as long as the topic needs consideration and the Executive
Committee approves it. Standing
committees will have subcommittees when the topic makes such delegation
appropriate. Standing Committees shall include an Audit Committee, a
Nominations Committee, Member Recognition, and any other committees approved by
the Executive Committee. Select
Committees: These are committees appointed to consider topics on an ad hoc
basis. The life of each committee
shall continue until the specific assignments are completed.
The topic area covered is usually not one covered by a standing
committee. The objectives,
activities and organization of committees shall be defined by their individual
charters (described in Section 4, as follows).
Section 2. Committee Establishment.
Each Standing and Select Committee
can be established or abolished by the Executive Committee.
The membership can request new committees.
Members requesting a new committee be created must submit a proposed
charter and petition containing the signatures of at least ten members in good
standing to the President. The
Executive Committee must vote on the proposal at its next regular meeting
following submission of the petition. No
member may be restricted from participating on any committee.
Section 3. Committee Membership.
Using forms prepared and
distributed by the Secretary, Association members will indicate each year the
committees on which they have an interest in serving. The Secretary will supply a potential membership list for
each committee, as compiled from this information, to the President.
The President shall be responsible for appointments to all committees and
for appointing the Chairs for each committee.
All committee members are appointed from a one-year term, but can be
re-appointed annually with no restrictions on number of terms served.
The number of persons assigned to the committees shall be at the
discretion of the President. Every
attempt will be made to attain geographic distribution.
Subcommittees and subcommittee chairs will be appointed by the committee
chairs as needed.
Section 4. Committee Report.
Committee chairs shall present a written annual report on committee activities and accomplishments to the Executive Committee at the end of each calendar year. Interim reports may be requested by the Executive Committee.
Article XII: Amendments
The Bylaws of the Association may
be amended by a two-thirds majority vote of the members voting at the annual
meeting where a quorum is present, or by mail or FAX through an affirmative vote
of at least two-thirds of the responding members.
The ballot shall include a copy of the proposed amendment and the portion
of the Bylaws that are affected. Ballots
must be mailed or faxed to all members at least thirty days in advance of the
close of balloting.
State By-Laws adapted from ANREP
and NACDEP By-Laws August 2004.