Insignia
Board of Direction
Officers
Committees
Finances
Elections
Order of Business
Amendments
The insignia of the Chapter shall be the same as that of the National Society but superimposed on the outline of the State of North Carolina.
Section II -Board of Direction
A. In the discharge of its duties, the Board of Direction may appoint committees, Boards of Review, and other Assistants; but any action taken by these Committees, Boards or Assistants, shall be subject to the approval of the Board of Direction.
B. The Board of Direction shall be the judge of qualifications for the purpose of filling temporary vacancies arising in its number; provided, that the Directors so selected shall serve until the next annual election only, at which time the vacancy shall be filled in the manner herein prescribed as normal election procedures; provided further, that a vacancy occurring in the office of the President shall be filled by the Executive Vice-President with the Vice-President for Programs filling the vacated Executive Vice-President's office, provided further, that should a vacancy occur in both the offices of President and Executive Vice-President, the Vice-President for Programs shall assume the office of President; provided further, that should the offices of President, Executive Vice-President and Vice-President for Programs become simultaneously vacant, the Secretary-Treasurer shall temporarily perform the duties of President and shall immediately call an emergency meeting of the Board of Direction for the purpose of filling the vacancies until the next regular election. In anticipation of the absence of the Secretary-Treasurer or in the event of disability, the Board of Direction shall designate an Officer or a member of the Chapter to serve as Acting Secretary-Treasurer for the period remaining in the unexpired term of the office.
C. The Board of Direction shall have charge of the technical and social interest of the Chapter, and in regard to the business and financial interest of the Chapter, it shall act in an advisory capacity and in the discharge of its duties shall have power within the limitations of the Constitution and these By-Laws, to initiate and execute any measure whatsoever which, in its judgment, seems necessary and expedient to further the interest of the Chapter and to achieve its objectives.
D. The Board of Direction shall meet at least once every six (6) months for the transaction of business and on-half (1/2) of the members thereof shall constitute a quorum. Special meetings of the Board may be called by the President on his own initiative or upon written request by a quorum of the Board of Direction.
E. The Board of Direction shall insure submission at the annual meeting a report concerning the affairs of the Chapter together with any suggestions and/or recommendations it my deem appropriate in respect to past and future activities of the Chapter.
A. The President shall have general supervision of the affairs of the Chapter. He shall preside at all meetings of the Chapter and the Board of Direction, and shall be a member ex-officer of all committees and all sub-committees thereof. In his absence, his duties shall devolve upon the Executive Vice-President, Vice-President for Programs, or Secretary-Treasurer, in that order.
B. The President shall appoint a Chairman of the Nomination Committee on or before the first day of September of the Chapter's prescribed election year for the purpose of nominating candidates.
C. The President, or in his absence the Executive Vice-President, or in the absence of both, the Vice-President for Programs along with the Secretary-Treasurer shall sign all written contracts and similar obligations of the Chapter with the approval of the Board of Directors.
D. The Secretary-Treasurer shall:
1. Give timely notice of all meetings of the Board of Direction. Record the proceedings of the Board meetings and all Chapter meeting and provide a copy of such records to the President and Vice-Presidents (Chapter meetings) and to all members of the Board of Direction (Board meetings).
2. Record and maintain custody of all correspondence originating within the Chapter or received from the Secretary-Treasurer of the National Society or other sources, and disseminate information to the members when appropriate, directing correspondence within the Chapter, or initiating other action as applicable.
3. Cause a Past-President Certificate to be prepared for presentation to the retiring President at the annual meeting. Such certificate shall be signed by the incoming President and Secretary-Treasurer.
4. Be comptroller of the accounts of the Chapter under the supervision of the Board of Direction. Prepare the books for inspection by the Audit Committee, immediately prior to the annual Chapter meeting, and prepare a detailed financial report for presentation at the same meeting.
A. Standing Committees of the Chapter shall consist of: (a) Program; (b) Membership & Dues; (c) Constitution and By-Laws; (d) Publications; (e) Auditing; and (f) Nominating.
B. In addition to the standing committees, the Board of Direction may authorize other special committees with such duties as it may assign. Such committees shall function only as an advisory committee to the Board of Direction.
C. Each standing committee shall consist of not less than three (3) members. The chairman of each committee shall be appointed by the incoming President. The chairman shall staff the committee as necessary to comply with the following responsibilities; each committee shall maintain liaison and cooperate with its counter part at the National level.
1. The Program Committee, in accordance with basic objectives of the President and Board of Direction, shall plan and provide the programs for all meetings of the North Carolina Chapter, including technical, social, discussion groups, or combinations thereof, and shall make all arrangements for such meetings, including notification to members. The Chairman is the Vice-President for Programs.
2. The Membership and dues Committee shall promote membership in the ASP and maintain an accurate Chapter membership roster. The committee shall also collect dues, and in accord with policies of the President and Board of Direction shall lend support in specific national membership programs and related functions.
3. The Constitution and By-laws Committee shall be prepared to inform the Board of Direction of the requirements of the Constitution and By-Laws in regard to current and/or proposed activities of the North Carolina Chapter, and to prepare all necessary amendments for incorporation therein. The Chairman of this committee shall be the Legal Advisor and Parliamentarian for the North Carolina Chapter.
4. The Publications Committee shall periodically prepare and distribute the Chapter Newsletter (name to be selected at a later date) to disseminate pertinent and current information to the Chapter membership. Copies of the Newsletter shall be provided to the National Office and other recipients as required.
5. The Auditing Committee shall examine the financial records of the Chapter, and attest to their findings. The records shall be examined and a report submitted to the President and Board of Direction immediately prior to the end of the fiscal year and at any other time as directed by the President and Board of Direction.
6. The Nominating Committee shall be composed of five (5) members, tow (2) of whom shall be members of the Board of Direction. This committee shall prepare an initial slate of candidates to fill vacancies in the Offices and Board of Direction of the Chapter and accomplish other functions as established in Article I, Section VI, of these By-Laws.
a. The Teller Sub-committee shall be responsible for preparing and distributing ballots; collecting and verifying ballots; rejecting improperly marked or invalid ballots; counting and tabulating all ballots; and forwarding a written report of the results of the election and voting to the President, all under the supervision of the Nominating Committee.
A. The Fiscal Year of the Chapter shall begin with the installation of officers at the annual meeting.
B. There shall be a regular fee or dues payable annually to the Chapter. For failure to pay local dues, no member of the Chapter shall be refused admission to technical sessions, but can be refused admission to social affairs held separately or subsequent to meeting or technical sessions, when financed by monies from local dues.
C. Finances derived from dues and rebates are to be used solely to meet expenses involved in the normal functioning of the Chapter, such as correspondence and mailing, duplicating and printing, meetings, field trips, awards, etc., as approved by the Board of Direction.
A. The President, Executive Vice-President for Programs, Secretary-Treasurer, and one (1) Director shall be elected by ballot each year to serve for their appointed term or until their successors have been duly elected and qualified; Provided, that a plurality of all votes cast shall be necessary for election.
B. The Nominating Committee shall on or before the first day of October of each year, nominate a slate of officers including sufficient number of Directors which exceeds prevailing vacancies for the ensuing year. The committee shall solicit the membership of the Chapter at large for suggested candidates to be considered for addition to the initial slate to form the ballot; Provided, that five (5) or more signatures of Chapter members in good standing endorsing a candidate will assure the entry of his name on the ballot, within the provision of these By-Laws.
C. Ballots shall be prepared and distributed by the Nominating Committee and shall contain full instructions as to the manner of voting, number of Directors for which to vote, and shall contain statements of proposals requiring determination by vote of the members. Names of nominees shall be entered on the ballot alphabetically for each office. Ballots and biographical sketches of candidates will be distributed or mailed to members in good standing not later than the 10th day of October. The marked ballot, unsigned, shall be returned to the Secretary-Treasurer, sealed in the envelope provided or in a plain envelope on which the voter shall legibly print and sign his full name. The polls shall close at 9:00 a.m. on the first day of November.
D. By appointment, the Secretary-Treasurer shall release all ballot letters unopened to the Teller Committee. The committee shall scrutinize the envelopes and ballots, count the same, and prepare a written report to the President thereon. All votes shall be counted for those candidates for whom the voters have properly indicated their choice, and those candidates receiving the plurality of votes cast shall be declared elected to their respective offices or position; Provided, that all votes shall be rejected when not definitely identified by the names of voters on the mailing envelope when a special ballot envelope is not provided, or when the instructions for marking the ballot are violated.
Robert's Rules of Order shall be the parliamentary guide and govern the proceedings at all business meetings of the Chapter.
