North Dakota Association of Agriculture Extension Agents

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By-Laws

By-Laws of the North Dakota Association of Agricultural Extension Agents

(Revised 1994)

(Revised 2003)

(Revised 2012)

(Revised 2014)

(Amended 2017)

ARTICLE I - DUTIES OF OFFICERS AND DIRECTORS

Section I - PRESIDENT

The duties of the President are: To preside at all general membership, Governing Board and Executive committee meetings; make such appointments as outlined in Article II below; act as official spokesman for the Association; to see that the constitution and the by-laws of the Association are obeyed.

Section II - PRESIDENT-ELECT

In order to be considered for a candidate for the office of President-Elect, the member must have attended one or more NACAA annual meetings prior to his/her nomination. The duties of the President-Elect are: To assume any or all duties of the office of the President when the President is absent or when requested by the President to do so. 

The President-Elect shall be in charge of committees to ensure that they are functioning and that approved recommendations of all committees will be followed through. 

Section III - SECRETARY

The duties of the Secretary are: keep minutes of all meetings in order; keep all correspondence on file; maintain a list of members, committees and committee membership; and handle commiseration correspondence.

Section IV - TREASURER and DEPUTY TREASURER

The duties of the Treasurer are those normally associated with the office and specifically shall keep the financial records of the Association. The Treasurer shall be responsible for the collection of dues and payment of all bills incurred by the Association. The Treasurer shall compile a list of members annually and report the membership to NACAA by the required deadline (March 15 of each year) and serve as the address coordinator contact for the National Association.

No debts shall be contracted or liabilities incurred by the Association in excess of current assets.

The duties of the Deputy Treasurer are to fulfill the obligations of the Treasurer in the event that the Treasurer can no longer fulfill the duties of the office.  After election, the Deputy Treasurer will become a co-singer of the Association’s bank accounts.

Section V - IMMEDIATE PAST PRESIDENT

The duties of the Immediate Past President are to serve on the Governing Board or other appropriate committees; and to secure memberships and collect dues within their District. Directors are responsible for notifying the Secretary of hospitalizations or death of Extension Staff members or retired staff.

Section VI: DIRECTORS

The duties of the District Directors are to provide leadership in communication of Association related issues within their district. This includes: Welcoming of new staff members notifying the Secretary of hospitalizations or death of Extension Staff members or retired staff, actively participate in the board of directors meetings, provide oversight to the Standing Committees as outlined in Article VI Section IB, and actively take part in decision making relating to the association.

 

ARTICLE II - APPOINTMENTS

Section I

The President of the Association shall make such appointments as deemed necessary. Such appointments shall be subjected to the approval of the Governing Board. Appointments shall include membership on ad hoc committees and other special assignments as necessary for the Association.

ARTICLE III - DUES

Section I

The annual dues for membership in the Association shall be determined at the regular annual business meetings. Dues are based on the calendar year. These dues will include the membership fee for each member in the National Association of County Agricultural Agents.

Dues for member joining the Extension Service after June 1 shall be one-half of the regular annual rate. (New Hires Only)

Dues are not required in the Association for Associate Life Members.

Dues for Associate Life Members in NACAA shall be paid from the treasury of NDAAEA.

ARTICLE IV - MEETINGS

Section I - General Meetings

The annual meeting of the entire membership shall be held during Annual Extension Conference, or any other state wide meeting, or other state wide in-service training.

Other meetings, as deemed necessary, may be convened by the Governing Board. The Executive Committee shall make arrangements for the date and place for these meetings. In situations requiring expedient attention, business may be conducted by electronic mail or telephone conferencing.

Section II - District Meetings

Meetings other than those specified in Section I above pursuant to Association business may be held during the year on a district basis. The District Directors shall make arrangements for such meetings at a time and place convenient to all members.

Nominations--Each District Director shall hold a caucus or teleconference with a quorum participating prior to or at the beginning of the annual Association meeting to name one candidate for President-Elect, one candidate for Secretary (elected in even numbered years), one candidate for Treasurer (elected in odd numbered years), one candidate for Deputy Treasurer (elected in even numbered years), candidates for official delegates, and two candidates for Directors (nominated in alternate years as per schedule in Constitution Article IX, Section II). Names shall be submitted to the Association secretary for preparation of the ballot before the voting at the annual Association meeting.

Section III - Quorum

A quorum shall be necessary to transact business of the Association at any meeting including district meetings held during the year. A quorum shall consist of fifty-one percent of the bona fide Association members. At any meetings where business shall be transacted, roll of bona fide members shall be taken.

ARTICLE V - COMMITTEES

Section I

Official delegates to represent this Association at the National Association of County Agents shall be elected at the annual meeting according to the quota established by NACAA.

 In selecting delegates the following provisions are mandatory:

  1.  The President of the Association shall automatically serve as one of the official delegates. The President-Elect shall be the alternate official delegate for the President.
  2. Additional official delegates shall be members who have previously attended at least one annual NACAA meeting.
  3. First and second alternate official delegates shall be selected to serve in case the elected delegate is unable to attend.

ARTICLE VI - COMMITTEES

Section I - Standing and Special Committees

The Standing Committees are:

Miscellaneous Committees

  •  Social

 Extension Development Committees

  • Early Career Development;
  • Administrative Skills Development
  • Teaching and Technologies[HA1] 

 Program Recognition Committees

  • Public Relations; Communications
  • Search for Excellence; Professional Excellence
  • 4-H and Youth
  • Recognition and Awards
  • Scholarship; Life Members

 Professional Improvement Committees

  • Natural Resources; Horticulture; Sustainable Ag
  • Agronomy and Pest Management
  • Animal Science
  • Ag Economics

Special committees may be appointed when necessary.

  1. There will be four  groups of committees that will be overseen by a Director of the Association that sits on a committee in that area. Directors will be appointed by the President Elect. There will not be a Director of the extra committees [HA3] as they act independently.
  2. Duties of the Directors shall be to oversee the operation of the committees, collect minutes from the committees and give them to the President Elect and report to the President on the functioning of the committees during a Governing Board meeting.
  3. Each standing committee shall elect a  new Vice Chairman  each year prior to the annual NDAAEA meeting. The Vice Chairman shall be the recorder for the committee meetings. The Vice Chairman shall advance to Chairman the following year. The committee chairmanship changes shall begin their duties immediately following the annual NACAA meeting. [HA4] The state committee chairman shall be named the liaison to the corresponding NACAA committee.
  4. [HA5] The standing committee memberships shall be  formed[HA6]  each year prior to the Annual NDAAEA business meeting. The committee members will begin service immediately following the annual NACAA meeting.
  5. Special committees may be appointed when necessary.
  6. The Governing Board of this Association shall be responsible for matters requiring local attention as a result of activities of National Association committees not provided for in the North Dakota Association; e.g., State Relations.

 Section II - Committee Meetings

  1. All members shall be assigned to at least one standing committee.
  2. The standing and special committees shall meet prior to the annual meeting of the Association according to a schedule arranged jointly by the Executive Committee and the respective committee chairmen.
  3. It is suggested that no more than half of the committees meet at the same time as to make it possible for members to attend more than one committee meeting
  4. NDSU Campus based Extension staff are invited to attend committee meetings relative to their departments.
  5. Association members are urged to attend any committee meetings of interest to them to present suggestions for discussion. This is intended to eliminate lengthy discussions on committee reports during the annual meeting of the Association. Attendance on Recognition and Awards Committee is limited. (See Article VI Section IV H 1) [HA7] Other meetings of the standing or special committees may be held during the year when necessary at the call of the committee chairman.

Section III - Reports

  1. A typed report shall be submitted by the chairman of each committee at the Association meeting for acceptance and inclusion in the secretary's report.
  2. Progress reports will be prepared by committee chairmen on the call of the President-Elect.
  3. Copies of all committee reports shall be submitted to the executive committee. Any of these reports may be   forwarded on to the Extension leadership or to departments of the college if deemed appropriate by the executive board.
  4. The NDAAEA standing committee chairmen shall cooperate fully with corresponding National committee chairmen, following procedure and making reports as requested.
  5. Committee chairmen shall make reports to insure that all member of this Association are adequately informed on activities of the committee.

Section IV - Duties of Committees

Social

  1. The Social Committee shall be responsible for coordinating Extension social functions with sponsors and other benefactors.

 Public Relations

  1. Request state office to print pertinent information in Extension in-house publications.
  2. Contact by letter of welcome all new eligible staff who join the Extension Service. Furnish each new staff member with a copy of the Association Constitution and By-Laws. This public relations activity should be accomplished within 30 days after the new agent joins the Extension Service. Chairman should request this information from District Supervisors.
  3. Serve as Liaison with the NACAA.

 Early Career Development and Administrative Skills and Teaching

  1. Work with the appropriate State Extension administration in the development and coordination of training new and existing staff. This includes the procurement of funds such as scholarships, professional development funds and other sources, for in-service training opportunities.
  2. Encourage members to improve themselves as individuals through one or more of the following:
    1. Enroll in special courses and/or work towards an advanced degree
    2. Attend special Extension sessions as available.
    3. Attend annual meetings of NACAA
    4. Work closely with appropriate state leaders in compiling information on available scholarships and aids, making these available to the Association membership for their use.
    5. Investigate the possibility of securing funds for professional improvement that could be used as aids in furthering professional training for Association members.
    6. Maintain member attendance at NACAA meetings.
    7. Serve as a liaison with NACAA. Work closely with the regional chairs in promoting and publicizing professional improvement and recognition.

Scholarship and Life Members

The Life Member/ Scholarship Committee is charged with responsibility of promoting the scholarship program by obtaining funds from extension personnel, Friends of Extension and others interested in this effort. The committee should by working with other committees with responsibility relative to the scholarship fund, assist NDAAEA to provide scholarships to members as a means of encouraging and supporting professional improvement.

The chairman of the Scholarship Committee shall be the NDAAEA contact chairman for the NACAA Life Member Committee.

Program Recognition Committees

Search for Excellence

The objectives of the Search for Excellence Committee will be to promote and recognize quality program efforts of NDAAEA members. This committee will conduct recognition programs in program development, implementation and evaluation by NDAAEA members.

  1. See that all members of NDAAEA receive information on Search for Excellence Award Programs.
  2. Encourage and recruit agents to apply for awards.
  3. Conduct state judging of Search for Excellence Programs within two weeks of the date listed in the Awards Edition of The County Agent as due date to State Committee Chair.
  4. Send State Winners in each of the awards programs to your regional Vice-Chair listed in the magazine prior to April.

Professional Excellence

The objective of the Professional Excellence Committee will be to showcase excellence in program efforts of NDAAEA members. This will be done by giving them the opportunity to present posters and abstract papers at the NACAA Annual Meeting/Professional Improvement Conference.

  1. Encourage and recruit agents to submit posters for the Poster Session.
  2. Provide information to general membership on poster preparation and writing abstracts.
  3. Collect abstracts from Poster Session entrants and forward them to the Regional Vice-Chair for consideration for the Poster Session. 

Communication

  1. Acquaint Association member with effective educational techniques.
  2. Encourage Association members to utilize fully all mass media as available.
  3. Serve as liaison between this Association and State Communications Department. Work closely in publicizing Extension events, 4-H club work and other Extension activities and awards.
  4. Serve as a clearing house to insure that adequate publicity is given all members of this Association who receive state and national awards or other recognition, with the exception of the Distinguished Service Award and Achievement Award recipients.
  5. Serve as a liaison with NACAA. Work closely with the regional chair in promoting and publicizing professional improvement and recognition opportunities.

Recognition and Awards

  1. The committee shall consist of five to include our immediate past DSA recipients plus the chairman to e selected by the Governing Board from any DSA recipients. Attendance is restricted to the above membership.
  2. Nominate annually two percent of the membership for the Distinguished Service Awards for NACAA following procedure on selection outlined by NACAA.
  3. See that the selection for Distinguished Service is sent in on time to the Regional Vice Chairman of the Awards and Professional Excellence Committee.
  4. Compile a news release on the Distinguished Service Award and Achievement Award recipients and submit to area news and Extension Communications Department.
  5. Recognize selected award recipients at the Extension Conference Recognition event.
  6. Keep up-to date lists of all members who have been selected for Distinguished Service Awards for NACAA.
  7. This committee may give additional recognition for outstanding work in Extension programs.

Extension Programs

  1. Educational Programs
    1. Review annually or as the need arises the various educational programs conducted by the Extension Service.
    2. Advise the State Extension staff of the need for new educational programs and elimination of existing programs upon approval of the Association membership.
    3. Experiment Station
      1. Work closely with all departments of the Experiment Station in reporting results of research.
      2. Encourage Extension agents to serve as liaison between local people and the Experiment Station in suggesting projects requiring research.
    4. Provide opportunities for members to share examples in program development.
    5. Serve as a liaison with NACAA. Work closely with the regional chair in promoting and publicizing professional improvement, conduct Search For Excellence Program and other recognition opportunities.

4-H and Youth

  1. Support the mission of 4-H and youth development and to assist youth in acquiring knowledge, developing life skills and forming attitudes that will enable them to become self-directing, productive and contributing members of society. This mission is carried out through the involvement of parents, volunteer leaders and other adults who organize and conduct educational experiences.
  2. Communicate program enhancement concerns to 4-H Program Coordinator, Youth and Family Program Leader or other curriculum committees.
  3. Promote professional development opportunities related to understanding and programming for and strengthening volunteer support.
  4. Serve as a liaison with NACAA. Work closely with the regional chair in promoting and publicizing professional improvement and recognition programs.
  5. Solicit applicants for Excellence in 4-H and Youth Award and select Association winner and forward it regional chair of NACAA

Professional Improvement Committees

Forestry, Natural Resources and Horticulture

  1. Work with appropriate departments at NDSU to develop information on Forestry, Horticulture and Plant Sciences.
  2. Work closely with the appropriate personnel to develop needed bulletins and informational pieces in this area.
  3. Work with the master gardener program and develop resources in Horticulture, Forestry and Natural Resources.
  4. Work with NRCS and government agencies in developing educational programs relating to natural resources.
  5. Serve as a liaison with NACAA. Work closely with the regional chair in promoting Forestry, Natural Resources and Horticulture training opportunities. Encourage members to submit a presentation or poster proposals to NACAA for the annual meeting in this area.
    1. Solicit applications for Search for Excellence in Landscape Horticulture Award and select Association winner and forward to regional chair of NACAA.

Agronomy and Pest Management

  1. Work closely with Departments at NDSU that do research and develop informational material on agronomy and pest management.
  2. Review the performance of the Plant Diagnostic Lab and make recommendations for future improvements and/or course of action.
  3. Review the seed increase program annually and make recommendations for future improvement and/or course of action.
  4. Work closely with the Pesticide Program and make recommendations for future improvement and/or course of action.
  5. Work with Specialists and members to provide training to NDAAEA members in the field of Agronomy and Pest Management.
  6. Serve as a liaison with NACAA. Work closely with the regional chair in promoting and publicizing professional improvement. Encourage members to submit a presentation or poster proposal in the area of Agronomy and Pest Management to NACAA for the annual membership meeting.
    1. Solicit applications for the Search for Excellence in Crop Production Award and select the Association winner and forward to regional chair of NACAA.

Animal Science

  1. Work closely with the departments at NDSU that do research and develop informational material on animal and range sciences.
  2. Review and make recommendations on the working of the Veterinary Diagnostic Lab.
  3. Work with specialists and members to provide training to NDAAEA members in the field of animal science.
  4. Serve as a liaison with NACAA. Work closely with the regional chair in promoting and publicizing professional improvement opportunities. Encourage members to submit a presentation or poster proposals in the area of animal science to NACAA for annual meeting.
    1. Solicit applications for the Search for Excellence in Livestock Production Award and select Association winner and forward to regional chair.

Ag Economics

  1. Work closely with the Agribusiness & Applied Economics Dept. at NDSU to develop research and informational material on Ag Economics. Extension specialists in the department will be expected to be the liaison from the department.
  2. Work closely with Agribusiness & Applied Economics Department to identify, coordinate and promote educational opportunities for Extension Agents related to Economic and Risk Management related topics.
  3. Review the USDA programs and make recommendations on how we may better contribute to the educational component.
  4. Review the performance of the marketing clubs and risk management education and make recommendations for future improvement and/or course of action.
  5. Make recommendations on the development of educational materials on Farm Management topics such as: machinery and land economics, estate planning, crop budgets and agricultural personnel management.
  6. Serve as a liaison with NACAA. Work closely with the regional chair in promoting and publicizing professional improvement. Encourage members to submit a presentation or poster proposals in the area of Ag Economics to the NACAA for the annual membership meeting.
    1. Solicit applications for the Search for Excellence in Farm and Ranch Financial Management Award and select the Association winner and forward to the regional chair of NACAA.

ARTICLE VII - AMENDMENTS

These By-laws may be amended at any general meeting of the Association by a two-thirds vote of the members present. However, the proposed amendment must be presented to all members at least ten days prior to its consideration.

NDAAEA POLICY

Reimbursement Policy for NDAAEA delegates attending the National Association of Extension Agents (NACAA) Annual Meeting.

Official delegates: The NDAAEA shall pay the NACAA National meeting registration fee for the NDAAEA official delegates or attendees.  (Up to discretion of the President and/or number of attendees and/or funds available)

Jackpot remaining allowable State Extension reimbursement funds shall be distributed amongst other NDAAEA delegates attending the NACAA annual meeting.

The current association president is responsible to work with the extension administration to distribute allowable funds that are available in the district directors' account for agent travel support.  An area or state specialist's travel support would come from the state operating funds already available to that person through their REC director or program leader.    NDSU Extension specialists are responsible for their own expenses incurred in attending NACAA meeting.

The following order of priority is established regarding disbursement of allowable State Extension Service reimbursement funds for NDAAEA delegates attending the NACAA annual meeting.

  1. Official delegates (discretion of President)
  2. Distinguished Service Award recipients
  3. Achievement Award recipients
  4. Other major awards requiring recipients to attend the NACAA annual meeting
  5. Jackpot remaining allowable State Extension reimbursement funds among other NDAAEA delegates attending the NACAA annual meeting.

Reimbursement for NDAAEA president or president-elect attending other National and Regional meetings with concerns directly related to NDAAEA.

Reimbursement for expenses incurred which are not covered from other sources shall be paid from the NDAAEA treasury as determined by the NDAAEA governing board.

Expenses shall not exceed the current NDSU Travel Policy guidelines.

EXTENSION ASSOCIATION COMMISERATION POLICY

Condolence as it regards bereavement by death:

  1. When death of a State Extension Association member or retired State Extension Association member or retired State Extension Association member occurs, condolence shall be extended by an appropriate expression of sympathy (card, letter, telegram) compiled and delivered to the survivors of the deceased by the secretary of the deceased member's association.
  2. When death of an Extension worker or retired Extension worker occurs, who is not a member of the State Association, condolence shall be extended by an appropriate expression of sympathy (card, letter, telegram) compiled and delivered to the survivors of the deceased by the secretary of the Upsilon Chapter of the Epsilon Sigma Phi.

Death of members of an Extension worker's family:

  •  Deceased wife of husband
  •  Deceased son or daughter

If death occurs to any of the above named members of an Extension worker's family, this commiseration policy shall apply as in above:

  1. State Extension Association member
  2. Nonmember of a State Extension Association

This commiseration policy shall in no way interfere with any private or personal condolence to the survivors of the deceased.

Condolence as it regards hospitalization:

  1. When a State Extension NDAAEA member or a retired State Extension member is hospitalized for an extended stay of seven days or more, condolence shall be extended to that member by an appropriate expression of well-wishing compiled and delivered by the secretary of the NDAAEA.
  2. When an Extension worker or retired Extension worker who is not a member of a State Extension Association is hospitalized for an extended stay of seven days or more, condolence shall be extended to that worker by an appropriate expression of well-wishing compiled and delivered by the secretary of the Upsilon Chapter of Epsilon Sigma Phi.
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