By-Laws Changes

Dear NARACES Members:

The NARACES By-Laws stipulate that amendments to the By-Laws must be put before the entire NARACES Membership 30 days before a vote is taken to enact proposed changes. This message is to alert you to proposed By-Laws changes. Please review them and be prepared to vote in person at the NARACES meeting at the ACA Conference or via electronic ballot before 3/28/19. The ballot will remain open for 30 days. Thank you for attending to these important matters in our organization.

Sincerely,

Stephen V. Flynn, Ph.D. President, NARACES

 

Article I Section 2: Affiliation

This Association is organized and governed in accordance with the by-laws of the Association for Counselor Education and Supervision (ACES). ACES has fiduciary responsibility for NARACES.

Rationale: This statement is reflective of the changes made in 2016, wherein ACES now has fiduciary responsibility for the regional associations. 

Article II Section 1: Membership

All ACES members who reside in NARACES’s geographic region will automatically become a member of NARACES. ACES members residing outside the region may also join by paying the established regional dues.

Rationale: This was added from the ACES regional by-laws suggested revisions document. It clarifies the membership for NARACES members within and outside the region.

Article II Section 1: Membership

There are four types of ACES membership, detailed below with requirements for each:

  1. Professional – Individuals who hold a master’s degree or higher in counseling or a closely related field from a college or university accredited by the Council for Higher Education Accreditation;
  2. New Professional – A New Professional is someone who has graduated with a masters or a doctorate within the past 12 months. Status is good for one year.
  3. Student – Individuals who are enrolled at least half-time in a college or university program;
  4. Retired – Members who are retired from the counseling profession and have been active ACA / ACES / NARACES members for the past 5 consecutive years.

Rationale: the ACES regional by-laws suggested revisions document states that membership types should be: professional, new professional, student, retired.

Article II Section 2: Privileges of Membership

All members shall have all the rights and privileges normally accorded members of a professional association including the right to vote and hold elective office

Rationale: This statement is reflective of the changes made in 2016, wherein ACES now manages the NARACES membership. 

Article II Section 3: Membership Procedure

The ACES Executive Council shall prescribe the necessary form for application to membership. It shall also prescribe the procedure for processing and approving an application for membership.

Rationale: This statement is reflective of the changes made in 2016, wherein ACES now manages the NARACES membership. 

Article II Section 4: Severance of Membership

Severance of membership due to non-payment of dues will be the responsibility of ACES membership processing.

Rationale: This statement is reflective of the changes made in 2016, wherein ACES now manages the NARACES membership. 

Article III Section 1: Standing Committees     

     1. Awards

Responsible for the solicitation of nominations for the yearly NARACES awards, selection of winners, and presentation of awards at either the NARACES or ACES conference business meeting.

  1. Budget and Finance

Responsible for assisting the Treasurer with the preparation and presentation of the annual budget. Chaired by the current NARACES Treasurer.

  1. By-Laws and Resolutions

Responsible for regular review and update of the NARACES By-Laws and Administrative Handbook.

  1. Nominations and Elections

See Article VI

  1. Graduate Student

See Section 5 below

  1. Technology

Responsible for all technological functioning of NARACES, including but not limited to the association website, email distribution lists and mass mailings, videoconferencing and webinar platforms, conference registration, and other technological requests by committees.

  1. Membership

Responsible for outreach to generate new memberships, particularly among the region’s supervisors, and to conduct regular needs assessments to determine how NARACES can better meet the needs of members.

  1. Journal

Responsible for all the functioning of the NARACES sponsored journal, the Journal of Counselor Preparation and Supervision. Chaired by the Editor of the journal.

  1. Research Grants

Responsible for the development and maintenance of an application project for NARACES research grants, solicitation of applications, selection of winners, presentation of winners at either the NARACES or ACES conference business meeting, and any needed follow-up.

  1. Communications

Responsible for the dissemination of scholarly information on counselor education and supervision, keeping members informed about upcoming events, creating and disseminating newsletters, participation in executive board decisions on behalf of the NARACES region, and acting as a liaison between NARACES members and the executive board.

  1. Regional Affiliates

Responsible for annually collecting and disseminating information from northeast regional ACES affiliates, including (but not limited to): organization annual revenue, bylaws, mission, election process, and leadership. The regional affiliate’s board member will present a comprehensive report on ACES affiliates to both NARACES and ACES leadership on an annual basis.

  1. Historian

Responsible for collecting, organizing, and saving meeting minutes and other salient materials from both executive business meetings, conference planning meetings, and other important NARACES experiences. The historian board member will create an easy and accessible method for board members to access various materials.

  1. Wellness

Responsible for promoting the wellness committee mission, including but not limited to maintaining the wellness committee section of the NARACES website, conducting wellness committee meetings, creating wellness-focused columns for dissemination in the newsletter, and participation in executive board decisions on behalf of the NARACES region.  The wellness committee board member will work with NARACES leadership to organize wellness related activities at association events.

  1. Advocacy

The purpose of the NARACES Advocacy Committee is to explore and suggest ways in which NARACES can become more active in furthering the interests of its members and in representing those interests to the wider professional community.  The committee will attempt to assist NARACES members and the region in attaining greater visibility and recognition of the profession and is responsive to and advocates for social issues most relevant to the profession.

Rationale: This language now reflects the current board positions and provides a concise definition where applicable.

Article IV Section 4: Voting Rights

Each member of the Executive Committee and the graduate student representative shall be entitled to one vote.

Rationale: Clarifies who has voting rights. This setup will make it much easier to achieve a quorum at our monthly board meetings.

Article V Section 6: Duties

6. The treasurer shall:

  1. represent the Association in assuring the receipt and expenditure of funds in accordance with the directives established by the Executive Council and shall be under bond determined by the Executive Council.
  2. Prepare Treasurer’s Reports for all Board and Business Meetings
  3. collaborate with ACES Treasurer and regional Executive Council to develop an annual operational budget for fiscal year beginning July 1
  4. collaborate with ACES Conference Coordinator to develop a regional conference budget. The Region’s Executive Council will review and approve both the operational and conference budgets. After the budgets are approved, the regional Treasurer will submit the FY operational budgets to the ACES Treasurer for review by June 1. The regional treasurer shall submit the approved regional Conference budget to the ACES treasurer by December 1 of the year prior to the conference. Regional revenues distributed by ACES will be dependent upon receipt of the approved regional budgets from the regional treasurer
  5. add the regional budget to the overall ACES budget and will submit the ACES budget to the ACES GC for final approval at ACES summer GC meeting
  6. collect all invoices for regional expenses and forward them to the ACES treasurer on a timely basis
  7. upon receipt of a monthly ledger from the ACES treasurer, review regional revenue and expenses and submit an annual report to the regional Executive Council.

Rationale: Rationale: Clarifies the role of the treasurer now that ACES has fiduciary responsibility for the regional associations.

Article VII Section 1: Dues

The ACES Governing Council will establish the dues for ACES members, which includes membership in the region

Rationale: Clarifies the collection of dues now that ACES manages membership.

Article VII Section 2: Quorums

A quorum for conducting business by the Executive Committee shall be four Executive Committee Members. 

Rationale: Clarifies the appropriate people and number needed to achieve quorum.

Article VIII Section 1 Proposing Amendments

These bylaws may be amended from time to time as follows: The Executive Committee may propose amendments for approval by the Association. Proposed amendments may be submitted to the Executive Committee upon petition signed by at least 25 voting members of the Association.

The Association may, by action at a scheduled meeting, provide that a proposed amendment, not supported by the Executive Committee, be submitted for approval by electronic ballot in accordance with above. At least 30 days prior to the vote, the proposed amendments and Executive Committee’s recommendation shall be communicated to the Association via electronic mail.

Article VIII Section 2: Ratifying Amendments

Proposed amendments recommended by the Executive Committee shall be acted upon by the Association by the following action.

Proposed amendments shall be acted upon by the Association by the affirmative vote of the majority of the members voting by electronic mail or electronic ballot during a scheduled meeting, provided that the proposed amendment shall have been communicated to the Association via electronic mail along with the Executive Committee’s recommendation. 

Rationale: Removes the need to go through the postal system, provides the option of electronic voting and allows for the members who take part in the vote to dictate the decision.

By-laws Changes

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