(Revised October 1998)
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 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;
- Serve as chairperson of the Site Selection Committee.
- 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: Agencies, Budget and
Finance; Diversity Issues, Legislative Advisory, Membership,
Professional Advancement, Professional Recognition, Program,
Publicity and Publications, Site Selection, and State High
School Relations.
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 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 and Secretary of the Association shall be
elected for a term of two(2) years. The Treasurer shall
take office July 1 of even numbered years and the Secretary
shall take office July 1 of odd numbered years. Election
of the Treasurer 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. Any vacancies
occurring in the office of Vice President, the President
shall fill 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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