(Revised April 2008)
Article
I
The name of this organization shall be "The North
Carolina Association of Student Financial Aid Administrators,
Inc."
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Article II - PRINCIPAL OFFICE
The principal office of the Association, a non-profit corporation
incorporated under the laws of the State of North Carolina, shall
be in Raleigh, North Carolina.
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Article III - PURPOSE OF THE ASSOCIATION
The purpose for which the corporation is organized, subject to
the limitations of Article XVI:
Section 1. To develop and
strengthen the professional competency of student financial aid
administrators employed by North Carolina postsecondary
institutions, agencies, and private and community organizations.
Section 2. To promote the
strengthening and enhancing of programs of student financial aid
so the end that no qualified person desirous of a postsecondary
education shall be denied that opportunity due to a lack of
financial resources.
Section 3. To facilitate
communication among educational institutions, agencies, and
sponsors of student assistance funds, through the exchange of
ideas, information, and the performance of such studies as may
be appropriate.
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Article IV - MEMBERSHIP, VOTING AND SERVICE PRIVILEGES
- Section 1. There shall
be three (3) categories of membership of the Association,
active, associate and honorary.
- Active membership in the Association shall be open to
persons employed by North Carolina colleges, universities,
community colleges, technical institutes, proprietary
institutions, government agencies, and private and community
organizations concerned with the not-for-profit
administration of student financial aid programs. Active
members shall have voice and vote at all meetings of the
Association and shall be able to run for office and chair
committees.
- Associate members shall be all other persons interested in
the support of student financial aid. Associate members shall
have voice and vote in all meetings of the Association, but
may not hold an office.
- Recipients of Retirement Recognition Awards receive lifetime
memberships without voting privileges.
Section 2. Associate and active
categories of membership in the Association and continuance of
such membership shall be contingent upon the payment of annual
dues, which may be included in agency support as defined in the
Policy and Procedures manual.
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Article
V - BUSINESS MEETINGS
Section 1. The Association shall
meet annually at a time and place to be chosen by the President
and Executive Board.
Section 2. A majority of voting
members who have been registered as attending the meeting shall
constitute a quorum.
Section 3. The President shall have
the power to call special meetings of the Association upon the
occurrence of events, which, in his/her judgment warrants the
consideration and attention of the Association. Such special
meetings shall be confined to the principal business for which the
special meeting was called. A quorum of members, as prescribed by
the parliamentary authority of Article XVII, shall be required for
any action so taken at such special meetings. He/she shall give the
membership a thirty-(30) day notice for called meetings.
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Article VI - FINANCE
Section 1. The fiscal year of
the Association shall be from July 1 to June 30.
Section 2. Income shall be
derived from membership dues and such other sources as the
Executive Board approves.
Section 3. Dues shall be
assessed and collected in such amounts and in such manner as may
be prescribed by the Executive Board. However, any proposal for
an increase in the dues of the Association shall be circulated in
writing to all members of the Association affected by such
proposal at least thirty (30) days prior to the annual meeting
and shall be effective only if approved by a majority of active
and associate (or voting) members voting at such annual meeting.
The Membership Chair shall forward membership forms for the
upcoming year to all NCASFAA members and potential members prior
to June 30. Members will have a two-month grace period to renew
their membership by paying the required membership fee.
Individuals who fail to pay their membership fee prior to
September 1 will be dropped from the NCASFAA membership and
forfeit all rights and privileges of membership. The Membership
Chair shall notify individuals in writing when their membership
has been terminated.
Section 4. The books of the
Association shall be audited at the conclusion of the
Association's fiscal year in the manner prescribed by the
Executive Board.
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Article VII - CONTRACTS, CHECKS, DEPOSITS, AND FUNDS
Section 1. The Executive Board
may authorize any officer or officers of the Association to enter
into any contract or execute and deliver any instrument in the
name of and on behalf of the Association and such authority may
be general or confined to specific instances.
Section 2. All checks, drafts or
orders for the payment of money, notes or other evidence of
indebtedness issued in the name of the Association will be signed
by the Treasurer or by the President.
Section 3. All funds of the
Association shall be deposited to the credit of the Association
in such banks; trust companies or other depositories as the
Executive Board may select.
Section 4. The Executive Board
may accept on behalf of the Association any contribution, gift,
bequest, or device for the general purpose or for any special
purpose of the Association.
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Article VIII - OFFICERS AND EXECUTIVE BOARD
The leadership and administrative responsibility of the
Association shall be vested in the elected officers, members at
large, the standing committee chairpersons and such other persons
holding appointive positions as may, in the judgment of the
President, serve the interests of the Association.
Section 1. The officers of the
Association shall consist of a President, a Vice President, a
President-Elect, a Secretary, a Treasurer-Elect, and a Treasurer
elected by the active membership of the Association. Officers so
elected are eligible to hold office only so long as they continue
to meet the conditions of voting membership as defined in Article
IV, Section 1. This group, along with the immediate past
president, shall serve as the Board of Directors of NCASFAA, Inc.
Section 2. There shall be an
Executive Board which shall consist of the elected officers, the
immediate past president, members at large, and the chairpersons
of standing committees listed in Article X of the Bylaws and
chairpersons of other committees as deemed appropriate and
established by the President with the advice and consent of the
elected officers of the Association.
Section 3. The elected officers
shall be subject to the order of the Association and may be
removed from office by a two-thirds vote (a quorum of voting
members being present), provided that the reasons for removal shall
have been submitted to the membership in writing at least thirty
(30) days in advance of the meeting at which such removal is
considered. Appointed positions in the Association shall be subject
to the order of the Executive Board and may removed by two-thirds
vote (a quorum of board members being present) of the Executive
Board upon finding by the Board that just cause exists for such
removal.
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Article IX - DUTIES OF THE OFFICERS
- Section 1. The president
shall be the chief executive officer of the Association and
shall:
- Preside at all meetings of the Association;
- Serve as chairman of the Executive Board;
- Have the authority to create ad hoc committees and
appoint all chairpersons and members of the committee unless
otherwise provided in the Bylaws or voted upon by the
Executive Board;
- Serve as the NCASFAA representative to the Regional SASFAA
Executive Board;
- Serve, ex-officio, on all committees except the Nominations
Committee;
- Authorize all expenditures of the Association;
- Submit an Annual Report, including a fiscal statement, to
the Association;
- Serve as the chairperson on the Board of Directors.
- Section 2. The Vice
President shall be the liaison between the Association and new
members and shall:
- Coordinate the mentor relationship essential for new members;
- Coordinate the development and annual revision of information
for new financial aid administration;
- Perform all duties of the President in the absence of that
officer;
- Succeed to the office of President in the event of vacancy in
that office.
- Section 3. The President-Elect
shall be the understudy to the President and shall serve as
Parliamentarian of the Association.
- Section 4. The Secretary shall
be the recorder of the Association and the custodian of its
records and shall:
- Take, or arrange to have taken, and keep in permanent form the
minutes of the Executive Board;
- Receive and file copies of the official annual membership list,
the official list of the Executive Board members, the proceedings
of each meeting of the Association, and all workshop projects,
and committee reports;
- Keep a current file of all official documents and publications
of the Association;
- Transfer to the Archives annually all of the official documents
and publications of the Association;
- Keep a procedures manual as directed by the Association and/or
Executive Board;
- Prepare and distribute to the membership all proposed resolutions
and amendments to the Constitution or Bylaws.
- Section 5. The Treasurer shall be
the Finance Director of the Association and shall:
- Be responsible for receiving and disbursing all monies of the
Association and following the Association's financial policy as
approved by the Executive Board;
- Keep adequate, accurate, and appropriate records of financial
transactions as they relate to the operations of the Association;
- In conjunction with the Budget and Finance Committee submit an
estimated budget to the Executive Board prior to the annual
business meeting;
- Submit the Associations records to an annual audit by an Audit
Committee composed of voting Association members within sixty (60)
days following the close of the fiscal year;
- Turn over to his/her successor not later than ninety (90) days
from the completion of the term all financial records of the
Association;
- Be bonded at the expense of the Association prior to taking office;
- Submit a report to the Association prior to each meeting and
submit to the Executive Board at each meeting a current
Treasurer's report showing the status of all financial accounts
held in the name of the Association.
- Report to the membership, not later than ninety (90) days after
the fiscal year, a financial accounting of the affairs of the
Association for previous fiscal years.
- Section 6. The Past President
shall:
- Serve as the NCASFAA representative to the SASFAA Nominations
Committee;
- Serve as chairperson of the Professional Recognition Committee;
- Be responsible for archiving NCASFAA records for the year the
Past President served as President.
- Serve as chairperson of the Nominations Committee, without vote.
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Article X - COMMITTEES
Section 1. The Executive Board shall
include the elected officers, the immediate past president, members
at large and the chairpersons of the following standing committees:
Budget and Finance, Diversity Issues, Exhibitors, Legislative
Advisory, Membership, Nominations and Elections, Professional
Advancement, Professional Recognition, Program, Publicity and
Publications, Site Selection, State and High School Relations and
Technology.
Section 2. Duties of the ad hoc
committees shall be directed and defined by the President with the
approval of the Executive Board. Prescribed duties of each committee
shall be a part of the Procedures Manual of the Association.
Chairpersons for these committees may be asked to serve on the
Executive Board, but such service is not mandatory.
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Article XI - INDEMNIFICATION
The Corporation shall indemnify any officer, director or member
against expenses actually incurred in connection with the defense of
any action, suit, or proceeding in which he is made a party by
reason of his being or having been an officer, director or member of
the Corporation.
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Article XII - RESOLUTIONS
From time to time it may be desirable to bind the Association's action
through written resolution. Such resolutions may be adopted by a
two-thirds vote of the Association (a quorum of voting members being
present). The Secretary of the Association shall maintain a list of
operation resolutions in the form of a procedure manual.
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Article XIII - ELECTION PROCEDURES/VACANCIES IN OFFICE
Section 1. Officers of the
Association shall be elected from a slate of candidates proposed by a
Nominating Committee, which shall be elected by the voting membership.
The Committee shall propose in writing a slate of officers to the
membership sixty (60) days prior to the annual meeting.
Section 2. The Nominating Committee
shall consist of a member representative of each recognized
institutional type in the Association. Members of the Nominating
Committee shall serve for a two- (2) year term on a rotating basis.
Representatives from the four (4) year public institutions, independent
institutions and agencies shall be elected in odd years.
Representatives from the two- (2) year public institutions and the
proprietary institutions shall be elected in even years.
The Nominating Committee shall present to the membership at the annual
meeting a recommendation for Nominating Committee members. They shall be
elected by the voting membership at the annual meeting.
The Chairperson of the Nominating Committee shall be the immediate
Past-President of the Association. The Chairperson shall be an added
member to the five sector representatives and shall not have a vote.
Nominating Committee vacancies shall be filled by the President by
appointing a representative from the same institutional type as that
represented by the individual vacating the position.
Section 3. The election of officers
shall be by secret ballot. Absentee ballots shall be provided by the
Nominating Committee Chairperson upon request of voting members in good
standing. In the event there is only one individual nominated for the
office, the membership may elect that person by acclamation.
Section 4. The President-Elect and Vice
President of the Association shall be elected at the annual meeting and
shall serve in such capacity for a term of one (1) year or until their
successors take office. They shall take office July 1 following their
election to such office. The President-Elect shall automatically succeed
to the office of President upon expiration of the term of the office of
the President and the term of the President-Elect. The Treasurer-Elect of
the Association shall be elected for a term of one (1) year. The
Secretary of the Association shall be elected for a term of two (2) years.
The Treasurer-Elect shall automatically succeed to the office of Treasurer
for a two (2) year term upon expiration of the term of the office of the
Treasurer and the term of the Treasurer-Elect. Election of the
Treasurer-Elect and Secretary shall take place at the annual meeting prior
to the date they are to enter office. The President-Elect and the Vice
President shall be elected from the membership of the Association and
shall not be eligible for re-election to a successive term in the same
office. The Secretary and Treasurer of the Association shall be eligible
for re-election to two (2) terms of office not in succession.
Section 5. The President shall fill any
vacancies occurring in the positions of Vice President, President-Elect,
Secretary and Treasurer between annual meetings of the Association for
remainder of such term, by appointment with confirmation by majority vote
of the Executive Board membership. Appointment to a vacancy in the office
of President-Elect shall require confirmation by a majority vote of the
membership at the next meeting following such appointment and prior to
succession to the office of President.
Section 6. In the event a candidate does
not receive more than fifty (50) percent of the votes cast, there will be
a run-off election for the position involving the two candidates.
Balloting shall be conducted using printed ballots, and balloting shall
take place at the beginning of the last business session of the annual
meeting.
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Article XIV - DISSOLUTION OR FINAL LIQUIDATION
Dissolution or final liquidation of the Association shall take place and
the distribution of assets shall proceed as provided in Article IX of the
Association's Article of Incorporation.
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Article XV - SHARES OF STOCKS, DIVIDENDS, AND CERTAIN LOANS PROHIBITED
The Association shall not authorize or issue shares of stock, obtain any
dividends, nor make any loans to its member organizations, members of the
Executive Board, officers, agents, or employees.
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Article XVI - LIMITATION ON ACTIVITIES
The Association shall not be operated for profit (except that the
Association shall be authorized and empowered to pay reasonable
compensation for services rendered and to make payments and distribution
in furtherance of its purpose as set forth in Article III, hereof). The
Association shall not directly or indirectly participate in, or intervene
in (including the publishing or distribution of statements), any political
campaign on behalf of or in opposition to any candidate for public office.
Notwithstanding any provisions in these Bylaws or in the Association's
Articles of Incorporation, the Association shall not carry on any activities
not permitted to be carried on by an organization exempt from federal income
taxation under Section 501(a) of the Internal Revenue Code of 1954 (or the
corresponding provision of any future United States internal revenue law)
apply with respect to such activities.
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Article XVII - PARLIAMENTARY AUTHORITY
The rules contained in the current edition of Robert's Rules of Order
Newly Revised shall govern the Association in all cases in which they are
applicable of Incorporation and any special rules of order the Association
may adopt.
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ARTICLE XVIII - AMENDMENTS
The Bylaws of the Association may be amended or revised by resolution
after such resolution shall have been considered and voted upon a quorum
of Executive Board members present, with a quorum being defined as a
majority of the executive board members. The Executive Board shall report
its recommendation to the membership as to the adoption or rejection of any
such proposed amendment or revision. A proposed amendment or revision may
then be voted upon by voting membership such resolution in the event of a
negative recommendation from the Executive Board. Any such resolution may
be adopted by majority vote of the voting members present and voting at the
business meeting in which such resolution shall be considered.
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