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Our By-Laws

BY-LAWS
NORTHERN CALIFORNIA COUNCIL OF ACTIVITY COORDINATORS

ARTICLE I – NAME

The name of this organization shall be Northern California Council of Activity Coordinators, hereinafter referred to as NCCAC.

ARTICLE II – PURPOSE

The object and purpose of this representative organization, established to serve the Northern half of the state of California, shall be the cultivation of excellence in the provision of activity programming for geriatric and /or special populations. To advocate to/for the individuals providing these services, by means of accessing and impacting governmental and public relations, and by providing educational opportunities

ARTICLE III – MEMBERSHIP

SECTION 1. Definition

Membership in NCCAC is defined as an individual interested in active participation in, or a group supportive of active participation in, educational opportunities programming and services for geriatric and/or special populations who live in Retirement, Independent living, Assisted living, Skilled Nursing facility, Adult day service, senior center, Alzheimer’s, or Hospice communities. Members may also be a nationally or state certified Activity Consultant and/or educator in the field of Activities for the elderly. A member is an individual or group whose current dues are paid defined as the status of “in good standing.”

SECTION 2. Classifications: Active, Associate, and Sponsor Memberships

  1. Active - An Active member in good standing shall have full voting privileges, the right to hold office if qualified, and serve on committees. The following person shall qualify:
    1. An individual currently employed to provide activity services to individuals who live in Retirement, Independent living, Assisted living, Skilled Nursing facility, Adult day service, senior center, Alzheimer’s, or Hospice communities.
    2. An individual who is currently employed as a nationally or state certified Activity consultant and/or educator in the field of Activities for the elderly.
    3. The Board of Directors may grant exception to the above criteria by two-thirds (2/3) vote.
  2. Associate - An Associate member is an individual who is not currently employed in the activity profession. It is a non-voting membership category. Associate members may serve on a committee. They are not qualified to serve as a committee chairperson nor as an elected member of the Board of Directors.
  3. A Sponsor member meets the definitions of a member as defined in Section 1, Article III. A Sponsor member is an individual representing an organization, agency, healthcare provider, allied professional group, and/or other group interested in participation in or supportive of participation in educational opportunities for Activity Professionals for the purpose of application in the cultivation of excellence in the provision of activity programming for geriatric and/or special populations. This is a non-voting, non-serving membership category.

SECTION 3. Membership Benefits

The Basic Membership Benefits include the following

  1. Subscription to the organization’s quarterly newsletter
  2. Reduced registration fees at all NCCAC sponsored educational events
  3. Official Membership Card
  4. Copy of the Membership Directory
  5. Opportunity to contribute news, concerns, comments and ideas regarding the organization and its goals
  6. Active Members receive all basic membership benefits plus voting privileges, the right to serve on and chair committees and if qualified and to serve as an elected officer to the Board of Directors
  7. Associate Members receive all basic membership benefits and may serve on a committee, however, they are not qualified to vote, to serve as a committee chairperson, or to hold an office on the Board of Directors.
  8. Sponsor Members receive all basic membership benefits. It is a non-voting, non-serving membership.

SECTION 4. Membership Classification Changes

Will occur at annual renewal dates.

SECTION 5. Good Standing Definition

The status of “in good standing” indicates that the member’s current dues have been paid.

SECTION 6. Termination of Membership

The status of membership shall be terminated from a member upon their failure to renew their membership dues within sixty (60) days of the expiration date of their annual membership. An expired membership will be re-established as a new member upon full payment of dues.

SECTION 7. Dues

The elected members of the Board of Directors shall determine annual dues. Dues shall be due and payable to NCCAC on the member’s anniversary date. Membership shall be forfeited if dues are not paid within a grace period of sixty (60) days after the anniversary date. All membership privileges are forfeited during that sixty (60) day grace period.

SECTION 8. Membership Meetings

  1. Members shall meet once a year during the annual educational conference with no concurrent sessions held. The Board of Directors Officers will determine the date and place for the meeting.
  2. The purpose of the annual meeting is for the transaction of business, including but not limited to:
    1. Reports from the elected and appointed members of the Board of Directors Officers
    2. Reports from each standing and special committee.
  3. Special meetings may be called by the officers of the Board of Directors
  4. Special meetings may be called by a minimum quorum of two-third (2/3) of active members.
  5. Purpose of Special meetings may include
    1. Removal of an elected officer on the Board of Directors and the election of their replacements.
    2. Any purpose deemed necessary by the Board of Directors and/or membership.
  6. Notice of the time, place and purpose of the meeting shall be mailed to the members at least thirty (30) days prior to the meeting.
  7. In the event of any emergency, the Officers of the Board of Directors by a two-third (2/3) vote in a session, by mail or telephone, may postpone or cancel an annual meeting of members All members shall be notified of the postponement or cancellation.

ARTICLE IV – EDUCATIONAL EVENTS

SECTION 1. Educational Events

  1. At least one educational conference shall be held each year at a date and place determined by the Board of Directors.
  2. The Board of Directors shall determine the dates of all NCCAC sponsored educational events that will not be defined as membership meetings unless so stated.
  3. In the event of an emergency, the Board of Directors by a two-thirds (2/3) vote in a session, by mail or by telephone may postpone or cancel an educational event. All members shall e notified of the postponement or cancellation within 48 hours of the decision.

ARTICLE V – THE BOARD OF DIRECTORS

SECTION 1. Purpose of the Board of Directors

The function of upholding the purpose of NCCAC shall be conducted by qualified, elected and appointed members in good standing of NCCAC. This group of elected and appointed members shall be called the Board of Directors.

SECTION 2. Composition of the Board of Directors

The Composition of the Board of Directors shall include seven (7) elected positions, appointed positions, and committee chairpersons.

  1. The elected positions include: President, President-Elect, Director of Finance, Director of Communication, Director of Membership, Director of Education and Director of Special Events.
  2. Appointed positions may include but are not limited to Members at Large.
  3. Committees chairpersons include those individuals serving on all standing committees and all special committee

SECTION 3. Duties of the Board of Directors

The duties of the Board of Directors shall include:

  1. Perform their individual and collective duties as described in the bylaws and outlined in their job descriptions.
  2. Be guided at all times by these by-laws, the policies and procedures they develop and by the direct input of their co-members.
  3. Attend board meetings a minimum of every six to eight ( 6 to 8) weeks or as deemed necessary to do the work of the board.
  4. Present a reports and information, dialogue and give input that will allow the Board of Directors to make the best decisions based upon these forms of communication that further the purpose of NCCAC.
  5. In the event that one is not able to attend meetings, it is the duty of Board members to inform the President at least twenty four (24) hours in advance and to submit information and reports to be shared at the meeting.
  6. Assist in the creation and maintenance of the annual budget.
  7. Report periodically to the membership through the official publication of the NCCAC newsletter.
  8. Submit annual reports to be presented to the membership at the annual educational conference and the newsletter immediately preceding the annual educational conference.

ARTICLE VI – THE BOARD OF DIRECTORS – ELECTED OFFICERS

SECTION 1. Definition of Elected Officers

Elected officers are those qualified NCCAC members who have successfully been voted into office by their co-members or the Board of Directors through a Nomination process.

SECTION 2. Composition of the Elected Board of Directors

The Composition of the Elected Members on the Board of Directors shall include seven (7) positions. These positions include: President, President-Elect, Director of Finance, Director of Communication, Director of Membership, Director of Education and Director of Special Events.

SECTION 3. Common Duties of the Elected Officers of the Board of Directors

The Common duties of the elected officers of the Board of Directors shall include:

  1. Attend all Board of Director meetings presenting a report based upon activity within their position(s).
  2. If an elected member is absent from a meeting without prior notification to the President, a letter of reminder shall be sent from the president. Should a second meeting be missed under the same conditions within twelve (12) months, it would be considered a self-resignation from the position. The elected members of the Board of Directors shall make an appointment to fill the vacancy.
  3. Create an annual report to be presented at the annual membership meeting.
  4. Create, approve, and adopt an annual budget.
  5. Appoint Special Committees.
  6. Honor the right of any NCCAC member to attend any Board of Director’s meeting however they do not have the privilege of voting or making motions.
  7. Observe the rule of a quorum as established in these by-laws. Two thirds (2/3) of the elected members of the Board of Directors constitutes a quorum.
  8. Act in the process of the removal of any elected officer of the Board by a majority vote of the Board of Directors.
  9. Tender a resignation at any time by giving written notice to the President or the other elected officers of the board of Directors.

ARTICLE VII – ELECTED OFFICERS SPECIFIC DUTIES, QUALIFICATIONS, TERMS OF OFFICE

SECTION 1.

Elected officers of the NCCAC Board of Directors shall be President, President-Elect, Director of Education, Director of Finance, Director of Communication, Director of Membership, and Director of Special Events. All Officers shall perform the duties in this section and such other duties as are prescribed for the position in these by--laws, shall be expected to attend all board meetings and to fulfill such other duties as maybe assigned by the association, the President or other elected members of the Board. They shall be guided at all times by the by-laws and the policies of NCCAC.

  1. The President. To be eligible to serve as President, an individual shall have been an active member in good standing for at least two (2) years prior to running for the position. In service, the President shall:
    1. Perform all Common duties as listed in Article VI- Section 3
    2. Preside at all NCCAC meetings
    3. Be Chairperson for the Board of Directors elected members
    4. Be ex-officio member of all committees except Nomination Committee
    5. Subject to approvals required in the bylaws, appoint chairpersons of all Standing and Special committees.
    6. Co-sign contracts as required
    7. Be an authorized signature of checks and financial contracts.
    8. Appoint parliamentary authority as needed.
    9. Appoint liaisons to related organizations as needed
    10. Temporarily fill any elected board member vacancies
    11. Serve a term of two (2) years not to exceed two (2) terms in the same office.
    12. Train the President-Elect in the content of their duties
  2. The President-Elect. To be eligible to serve as President-Elect, an individual shall have been an active member in good standing for at least two (2) years prior to running for the position. In service, the President-elect shall:
    1. Perform all Common duties as listed in Article VI- Section 3
    2. Fill the un-expired term of the position of President and then complete their elected term.
    3. Perform the duties of President in the absence of the President.
    4. With the President, sign contracts as required.
    5. Chair the Nominations and Elections Committees
    6. Serve as Site Search Coordinator for Educational events
    7. Fill temporary Board vacancies
    8. Serve a term of two (2) years not to exceed two (2) terms in the same office
  3. The Director of Communication. To be eligible to serve as Director of Communication, an individual shall have been an active member in good standing for at least one (1) year prior to running for the position. In service, the Director of Communication shall:
    1. Perform all Common duties as listed in Article VI- Section 3
    2. Keep the minutes of all NCCAC meetings and retain copies in permanent archive.
    3. Maintain an archive of all minutes for the life of the organization.
    4. Furnish a copy of the meetings to each Board member and to other such persons as may be directed by the President and any other elected board members within ten (10) days following the meeting.
    5. Maintain a permanent file of the current bylaws, job descriptions of all Board of Directors, all policies and procedures for all of the elected members of the Board of Directors
    6. Maintain a permanent file of all NCCAC newsletter issues
    7. Serve as the newsletter editor Coordinating the creation and publication of the NCCAC newsletter as newsletter editor
    8. In the event that the duties of the newsletter editor are delegated, that delegate shall receive the same benefits as an appointed member of the Board of Directors during the board meetings.
    9. Serve on the Awards Committee
  4. The Director of Finance. To be eligible to serve as Director of Finance, an individual shall have been an active member in good standing for at least one (1) year prior to running for the position. In service, the Director of Finance shall:
    1. Perform all Common duties as listed in Article VI- Section 3
    2. Be the agent for NCCAC during the fiscal year starting November 1st and ending October 31st.
    3. Keep and maintain up to date records of the financial transactions of the association.
    4. Work in conjunction with the Director of Education and the Director of Special Events to facilitate and coordinate all NCCAC sponsored events
    5. Process all educational event registration applications
    6. Prepare and submit an annual Federal I.R.S. and a California state tax forms
  5. The Director of Membership. To be eligible to serve as the Director of Membership, an individual shall have been an active member in good standing for at least one (1) year prior to running for the position. In service, the Director of Membership shall:
    1. Perform all Common duties as listed in Article VI- Section 3
    2. Maintain accurate membership records and process membership applications
    3. Promote NCCAC membership and recruit new members
    4. Distribute appropriate materials to the NCCAC membership
    5. Be the liaison between the NCCAC Board of Directors and the Northern California Activity Professional Associations
    6. Chair the bylaws Committee
  6. Director of Education. To be eligible to serve as the Director of Education, an individual shall have been an active member in good standing for at least one (1) year prior to running for the position. In service, the Director of Education shall:
    1. Perform all Common duties as listed in Article VI- Section 3
    2. Arrange for speakers and coordinate contracts with Director of Finance for all NCCAC educational events.
    3. Create and distribute the registration brochures and publicity for all educational events
    4. Facilitate educational sessions by coordinating equipment, room assignments and monitors.
    5. Work in conjunction with the Director of Special Events and the Director of Finance to facilitate and coordinate all NCCAC sponsored events.
    6. Provide maintenance and storage for all NCCAC Audio / visual equipment.
    7. Serve as state contact for National Association of Activity Professionals (NAAP) and for National Certification Council for Activity Professionals (NCCAP)
    8. Serve as the Chairperson for the Education Committee
  7. Director of Special Events. To be eligible to serve as the Director of Special Events, an individual shall have been an active member in good standing for at least one (1) year prior to running for the position. In service, the Director of Special Events shall:
    1. Perform all Common duties as listed in Article VI- Section 3
    2. Plan, coordinate and host function activities at NCCAC educational events.
    3. Plan, coordinate and host Ways and Means activities at NCCAC educational events.
    4. Coordinate the raising and collecting of funds received at all NCCAC educational events
    5. Plan and coordinate all exhibitor/vendor processing and presentations at all NCCAC educational events.
    6. Work in conjunction with the Director of Education and the Director of Finance to facilitate and coordinate all NCCAC sponsored events.
    7. Provide maintenance and storage for all NCCAC fundraising items.
    8. Serve as the chairperson for the Awards Committee.

ARTICLE VII – THE BOARD OF DIRECTORS – APPOINTED MEMBERS

SECTION 1. Definition of Appointed members

The function of upholding the purpose of NCCAC shall be conducted by qualified, elected and appointed members in good standing of NCCAC. Appointees are voluntary NCCAC members commissioned by the elected members of the Board of Directors to serve with them on the Board.

SECTION 2. Qualifications for Appointed members

  1. All Appointed members shall be Active members in good standing
  2. No Appointed member shall serve in more than one capacity.

SECTION 3. Composition of the Appointed Members

The composition of the Appointed Members shall include Chairpersons for all of the standing committees including, Awards, Nominations, Elections, Education, Education site, and Bylaws. It will also include all Members-at-Large and the Chairperson of any Special committee currently in existence.

SECTION 4. Duties of the Appointed Members shall:

  1. Perform all duties listed in Article V – Section 3 – A – H
  2. As Committee appointees perform all duties listed in Article IX – Section 4, A – E
  3. As Member-At-Large appointees perform all duties listed in
  4. Report directly to the elected officer for which that committee was formed.

ARTICLE VIII – BOARD OF DIRECTORS – COMMITTEES AND APPOINTEES

SECTION 1. Purpose of Committees

Committees are created for the purpose of information gathering and processing to assist a Board of Director member to complete a task.

SECTION 2. Definition and Types of Committees

There are two types of committees in NCCAC.

  1. Standing Committees – Standing Committees are always in existence to serve the needs of the Board of Directors to accomplish their tasks and duties.
  2. Special Committees – Special Committees are formed only to accomplish a special task. The Board of Directors shall create and appoint special committees only when needed.

SECTION 3. Composition of Committees and Qualifications For Committee members

  1. The Board of Directors shall appoint all Standing committee Chairpersons unless otherwise provided in these by-laws.
  2. Standing Committees shall include: Awards, Nominations Elections, Ways and Means, Education, Site Search, and Bylaws
  3. Each committee consists of a Chairperson and at least 3 NCCAC members. All Chairpersons and at least a majority of committee members must be members in Good Standing in NCCAC.
  4. No committee member shall serve as a chairperson on more than one (1) committee
  5. All committee chairpersons shall select their committee members unless other wise provided in these by-laws.
  6. The President shall be an ex-officio member of all committees except the Nominating Committee
  7. The Chairperson of each Standing Committee shall be an ex-officio member of all committees within their responsibility.
  8. Qualifications, composition, and duties will be addressed in this Article.

SECTION 4. Standing Committee Titles and Duties

  1. Awards Committee
    1. Oversee the selection of NCCAC award recipients and presentation of awards at the annual educational conference.
    2. Arrange for submitting names of award recipients to associations or agencies for further recognition.
  2. By-laws Committee
    1. Review the by-laws at least annually or as needed.
    2. Interpret and recommend revisions of the by-laws to the Board of Directors
    3. Submit revisions to the membership for ratification.
  3. Education Committee
    1. Select and recommend speakers and topics for educational events.
    2. Coordinate speaker communications and session preparations.
    3. Coordinate and host at educational events.
  4. Educational Site Committee
    1. Research possible sites for educational events.
    2. Report findings to the President-Elect.
    3. Assist the President-Elect to facilitate and coordinate activities during the educational events as necessary.
  5. Nominations Committee
    1. Recruit Potential candidates for office.
    2. Present a slate of candidates to the membership prior to the election deadline
    3. Count Ballots
    4. Announce election results to the membership.

ARTICLE IX – BOARD OF DIRECTORS – MEMBER AT LARGE APPOINTEES

SECTION 1. Purpose of Member at Large Appointees

The position of Member-At-Large was created to be a direct contact liaison of intercommunication between the Board of Directors and the Activity Professionals living in a specific region of Northern California including other NCCAC members, Activity professionals affiliated and not affiliated with NCCAC and the Local and regional groups and associations of Activity Professionals.

SECTION 2. Definition of a Member at Large

A Member At Large is an individual who is approved and appointed by the Board of Directors after a process of approval that begins with a letter of Intention to the President.

SECTION 3. Duties of the Member – At – Large Appointee

The Member-at-Large Appointee shall:

  1. Perform all duties listed in Article V – Section 3 – A – H for Appointed Board of Directors
  2. Report directly to the President of NCCAC
  3. Establish and maintain contact with all fellow NCCAC members, all fellow regional group members and all Activity Professionals in one’s regional area unaffiliated with either NCCAC or the regional group.
  4. Attend a minimum of 4 our or 12 Board meetings yearly.
  5. Promote NCCAC membership.
  6. Inform the Board of Directors of regionally generated needs, suggestions, and activities.
  7. Serve on Committees as desired
  8. Assist in NCCAC events as able
  9. Build rapport with other Members-at-Large and with all other regional associations
  10. Collect and report information on Activity Leader Courses
  11. Submit a quarterly report of work including contacts made, other professionally related meetings/workshops attended. Submit suggestions on how or what NCCAC can do to help Activity Professionals in their region. Submit suggestions on workshop topics and speakers requested by the contacts they have made.
  12. Distribute NCCAC sponsored materials as requested

ARTICLE X – ELECTIONS

SECTION 1. Elected Positions.

Elections are held every year to choose members who Iare willing to serve in a capacity on the Board of Directors. The elected positions shall be President, President- Elect, Director of Communication, Director of Finance, Director of Communication, Director of Membership and Director of Special Events.

SECTION 2. Election Voting

  1. Only the Active Members in Good Standing may vote in NCCAC.
  2. Candidates for office shall win their office with a simple vote of the majority of qualified voters.

SECTION 3. Qualifications

Qualifications vary between positions and are as follows:

  1. To be eligible to run for the position of President and President-Elect, an individual shall been an active member in good standing prior to running for the office for at least two (2) years.
  2. To be eligible to run for any other elected member position, an individual shall have been an active member in good standing prior to running for the office for at least one (1) year.
  3. The elected members of the Board of Directors may grant exception to these qualifications at a meeting with a quorum vote.

SECTION 4. Terms of Office

  1. Each term of office shall begin immediately following the close of the annual educational conference.
  2. President and President-Elect shall serve one (1) term of two (2) years. They may not serve more than two (2) consecutive terms in the same office.
  3. Elected officers members other than the President and President-Elect shall serve one (1) term of two (2) years. They may not serve more than two (2) consecutive terms in the same office
  4. Officers shall be elected on alternate years.
    1. On even numbered years, the following members shall be elected
      1. Director of Education
      2. Director of Finance
      3. Director of Communication
    2. On the odd numbered years, the following members shall be elected
      1. President-Elect
      2. Director of Membership
      3. Director of Special Events

SECTION 5. Vacancy In Office

  1. Board Members shall fill any vacancy in any elected office other than President and President-Elect.
  2. In the event that the Office of President shall be vacated, the President-Elect shall succeed to the office of President and fill the un-expired term of the President and the term to which they were elected. In the event that the office of President-Elect is vacated, a special election will be held within sixty (60) days.
  3. A member appointed to fill a vacant office is eligible to be elected to two (2) more complete terms in that office.

ARTICLE XI – EXECUTION OF INSTRUMENTS

SECTION 1. Authorized Representation

The elected members of the Board of Directors shall authorize any officer or agent of the association to enter into any contract on behalf of the association. Unless so authorized, no officer or agent shall have any authority to bind the association by any contract or engagement or pledge its credit or to render it liable monetarily for any purpose or any amount.

SECTION 2. Checks and Notes

Except as otherwise specifically determined by resolution of the elected members of the Board of Directors, or as other wise required by law, checks, drafts, promissory notes and, orders for payment of money and other evidence of indebtedness or of the association shall be co-signed by the President, the Director of Finance, or the Director of Communication of the association.

SECTION 3. Deposits

All funds of the association shall be deposited to the credit of the association in such banks, trust companies, or other depositories as the Board of Directors Officers may select.

SECTION 4. Gifts

The Board of Directors Officers may accept on behalf of the association, any contribution, gift, bequest, or device for the charitable or public purpose of the association.

ARTICLE XI – FISCAL YEAR

The Fiscal year of the association shall begin on the first day of November and end on the last day of October.

ARTICLE XII – PARLIAMENTARY AUTHORITY

The rules contained in the current edition of Robert’s Rules of Order shall govern the proceedings of NCCAC in all cases to which they are not inconsistent with these by-laws and any other rules of order that NCCAC may adopt.

ARTICLE XIII – AMENDMENT OF BY-LAWS

SECTION 1. Proposed Amendments.

Any Active Member in Good Standing may present amendments to the Board of Directors Officers. Proposed amendments must be submitted type written.

SECTION 2. Voting on Amendments

Upon majority approval by the Board of Director Officers at a duly called meeting, proposed amendments to the by-laws shall be submitted to the Active members in good standing of NCCAC through a mail ballot. Members have thirty (30) days to return Ballots.

SECTION 3. Adoption of Amendments

A simple majority of votes returned within the thirty (30) day notice period will determine the action to be taken by the Board of Directors Officers.

AMENDMENT I

Passage of these by-laws shall include the provision for the currently elected officers to change as follows:

  1. The offices of Ways and Means and Treasurer to become Director of Finance
  2. The offices of Secretary and Public Relations to become Director of Communication
  3. The offices of Vice President of Membership and Local Associations to become Director of Membership.
AMENDMENT II

In accordance with these by-laws, the currently held office of Vice President of Education will become Director of Education. The newly created office of Director of Special Events will be filled by appointment.

AMENDMENT III

Providing for changes in these by-laws, the office of Director of Finance will be re-elected in 2002.

AMENDMENT IV

This amendment will provide for the duties of the Director of Special Events, as stated in these by-laws to be redistributed to and including the duties of the President-Elect. The duties of the Director of Events shall be redefined as:

  1. Act as chairperson of the Award Committee
  2. Coordinate/Plan/host special events at association functions
  3. Work in conjunction with the Director of Education and Director of Finance to facilitate and coordinate all NCCAC sponsored events.