APPENDIX A: BY-LAWS OF THE ASSOCIATION
BY-LAWS OF THE NORTH ATLANTIC REGIONAL ASSOCIATION FOR COUNSELOR EDUCATION AND SUPERVISION
ARTICLE I: NAME AND PURPOSE
Section 1: Name
The name of this Association shall be the North Atlantic Regional Association for Counselor Education and Supervision (NARACES).
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 over NARACES.
Section 3: Purpose
The purpose of the Association, in accordance with the purposes of ACES, shall be:
- to advance counselor education and supervision in order to improve guidance, counseling, and student personnel services in various settings of society;
- to be concerned with matters relevant to the training and supervision of counselors in all settings including schools, agencies, colleges, universities, and government settings;
- to be actively supportive of the accreditation of counselor education programs in an effort to improve the education and credentialing of counselors in the North Atlantic region;
- to be dedicated to the continuing professional development and renewal of its members through a regional conference which includes presentations designed to appeal to a broad spectrum of supervisors, practitioners and counselor educators
ARTICLE II – MEMBERSHIP
Section 1: Types of Membership and Requirements
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.
There are four types of ACES membership, detailed below with requirements for each:
- 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;
- 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.
- Student – Individuals who are enrolled at least half-time in a college or university program;
- Retired – Members who are retired from the counseling profession and have been active ACA / ACES / NARACES members for the past 5 consecutive years.
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
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.
Section 4: Severance of Membership
Severance of membership due to non-payment of dues will be the responsibility of ACES membership processing.
Any member may be expelled by two-thirds vote of the membership present at a regularly scheduled business meeting of the Association for any conduct that tends to injure the Association or adversely affect its reputation, or that is contrary to, or destructive according to the by-laws of this Association. Before such vote can be taken, expulsion must be recommended by the Executive Council after a review of the case by this Council. Review of the case by the Executive Council shall involve giving the person in question an opportunity to appear before the Council to answer the charges against him/her. The foregoing shall not be interpreted as an abridgement of the member’s right to appeal to the general membership at the meeting at which the report of the Executive Council is under consideration.
Section 1: Standing Committees
Standing Committees of the Association shall include, but not be limited to:
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.
2. Budget and Finance
Responsible for assisting the Treasurer with the preparation and presentation of the annual budget. Chaired by the current NARACES Treasurer.
3. By-Laws and Resolutions
Responsible for regular review and update of the NARACES By-Laws and Administrative Handbook.
4. Nominations and Elections
See Article VI
5. Graduate Student
See Section 5 below
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.
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.
Responsible for all the functioning of the NARACES sponsored journal, the Journal of Counselor Preparation and Supervision. Chaired by the Editor of the journal.
9. 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.
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.
11. 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 affiliates board member will present a comprehensive report on ACES affiliates to both NARACES and ACES leadership on an annual basis.
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.
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.
Section 2: Work of the Standing Committees
- Attend all General Business and Executive Council meetings
- Hold meetings or have written communication within the committee at least twice during the year
- Report, orally and in writing, the committee’s progress at the General Business meeting of the Association and to the Executive Council
- Inform the membership of action taken by the committee through the Newsletter
Section 3: Special Committees
Special committees may be authorized by the Association or by the Executive Council. Such committees shall continue for not more than one year. Special committees may be reinstituted by the same procedure.
Section 4: Chairperson of Committee
Chairpersons of all committees shall serve for a period of one year. They may be reappointed to succeed themselves.
Section 5: Graduate Student Committee
The Graduate Student Committee shall be responsible for coordinating all activities of the graduate student members of NARACES. Duties of the committee include: identifying annual goals and objectives; preparing a budget for consideration by the Executive Council and planning special graduate student activities at the NARACES Conventions. The Graduate Student Representative serves as Chair of the Graduate Student Committee. The Graduate Chair and Representative to the Executive Board will serve one term as representative-elect and a one-year term as Graduate Student Representative
ARTICLE IV-EXECUTIVE COUNCIL
Section 1: Functions
The Executive Council shall be the agency through which the general administrative and executive functions of the Association shall be carried out. It shall perform the responsibilities assigned to it by these by-laws, and shall conduct, manage, and control the business of the Association between official meetings of the Association.
The Executive Council shall also be responsible for the budget and finance planning of NARACES.
Section 2: Membership
The Executive Council shall consist of the president, the president-elect, the past president, the secretary, the secretary-elect, all of whom are elected members of NARACES, the treasurer, and chairpersons of all Standing Committees.
Section 3: The Executive Committee
This committee shall consist of the elected officers of NARACES, the president, the president-elect, the past-president, the secretary, and the secretary-elect.
Section 4: Voting Rights
Each member of the Executive Committee and the graduate student representative shall be entitled to one vote.
Section 5: Meetings
The Executive Council shall meet twice each year and in conjunction with the NARACES regional conference, national conferences, and/or at a time agreed upon by the Council.
ARTICLE V: OFFICERS
Section 1: Elected and Appointed Officers
- The elected officers shall be the president, president-elect, secretary, and secretary-elect. All shall be NARACES members.
- The president, president-elect, secretary and secretary-elect shall serve one-year terms which shall begin with the start of the fiscal year.
- The treasurer shall be appointed for a three-year term by the president-elect and with the consent the Executive Council. The term shall begin with the start of the fiscal year.
- The president-elect shall automatically become president one year after the start of the term of office as president-elect; or upon the resignation or death of the president, the president- elect shall complete that term of office in addition to serving the elected term of office.
- In the event of the resignation or death of the president-elect, a special election by the membership will be held at the earliest possible convenience of the Executive Council.
- The secretary-elect shall automatically become secretary one year after the commencement of the term of office as secretary-elect; or upon the resignation or death of the secretary, the secretary-elect shall complete that term of office in addition to serving the elected term of office.
- In the event of the resignation or death of the treasurer, the president, with the consent of the Executive Council, shall appoint a person from among the Regular membership to fill out the remainder of the term of the office.
- No member shall hold more than one elected office in NARACES at any one time.
Section 2: Duties
- The past president shall serve as parliamentarian, Chairperson of the Nomination and Election Committee, and serve on the Executive Council and Executive Committee of the Association
- The president shall be the chief executive officer of the Association and the chairperson of its Executive Council. The president shall appoint chairpersons and members of all committees, unless otherwise specifically provided for in these by-laws or by the motion establishing such committees and shall hold ex-officio membership on all committees. The president shall call all regular and special meetings of the Association when necessary and shall report annually to the Association upon action of the Executive Council and other items of concern to the members. The president shall oversee the annual fall conference. The address of the president shall be used as the official mailing address of NARACES. The president shall receive and act upon all correspondence relating to the Association. The president shall represent NARACES on the ACES Executive Council
- The president-elect shall act as president at all Association and Executive Council meetings in the absence of the president and shall succeed to the presidency at the expiration of the term president-elect. The president-elect shall serve as Program Coordinator for the annual fall conference
- The secretary shall keep the records of the Association and the Executive Council, work in cooperation with the president in handling NARACES [minutes], and shall perform such other duties assigned by the president and/or the Executive Council
- The secretary-elect shall act as secretary at all Association and Executive Council meetings in the absence of the secretary and shall succeed to the office of secretary at the expiration of the term as secretary-elect
- The treasurer shall:
- 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.
- Prepare Treasurer’s Reports for all Board and Business Meetings
- collaborate with ACES Treasurer and regional Executive Council to develop an annual operational budget for fiscal year beginning July 1
- 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
- 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
- collect all invoices for regional expenses and forward them to the ACES treasurer on a timely basis
- 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
ARTICLE VI – NOMINATIONS AND ELECTIONS
Section 1: Purpose
The Nominations and Elections Committee shall supervise the nominations and election procedures for filling the elective offices of the Association.
Section 2: Elective Officials
The elective officials shall be a president, a president-elect, a secretary, and a secretary-elect.
Section 3: Forms and Schedules
The forms to be used and the schedules to be followed in carrying out the provisions of Section I shall be consistent with those prescribed by the “Manual of Instructions for Nominations and Elections Chairperson of the American Association for Counseling and Development” and by Section 4 of this Article.
Section 4: Procedures
The Nominations and Elections Committee, chaired by the past-president, shall solicit by either electronic or regular mail the individual members of the Association, for nominations to the elective of offices of the Association. Guided thereby, they shall prepare a slate containing at least one name and one space for a write-in nomination for each office, and no more than three names for each office. For each office, the Committee shall place on the ballot the name of the individual receiving the highest number of nominating votes, if that person is eligible and willing to serve. In selecting the other nominees for each office, the Committee shall take into consideration: qualifications for the office, number of nominating votes received, geographical location, field of interest and consent of the proposed nominee. The ballot shall then be mailed via electronic or regular mail to all active regular and student members eligible to vote, with the results being available at the spring Executive Council meeting.
Section 5: Vacancies in Unexpired Terms
The president-elect shall succeed the president for say unexpired term and continue as president for the term which elected. In the case of a vacancy in any other elected office, the Executive Council shall have the power fill the same until the next election.
Section 6: Re-election
No elected officer of the Association may succeed self in office except as provided in Section 5 of this article. This provision does not abridge a member’s right to be elected
to any office at a later time.
Section 7: Term of Office
New officers shall take office on July of each year.
ARTICLE VII – BUSINESS AFFAIRS
Section 1: Dues
The ACES Governing Council will establish the dues for ACES members, which includes membership in the region
Section 2: Quorums
A quorum for conducting business at meetings of the Association shall be the members present except as provided in Section 2.a. of Article IX.
A quorum for conducting business of the Executive Council shall be a majority of the authorized membership.
A quorum for conducting business by the Executive Committee of the Executive Council shall be three members.
Section 3: Reports
Members of the Executive Council and the chairperson of each committee shall submit a report, written and oral, concerning their activities at the annual business meeting of the Association and at such other times as the president may direct.
Section 4: The Fiscal Year
The fiscal year of the Association shall coincide with the fiscal year of ACES.
Section 5: Rules of Order
The business of the Association shall be conducted according to Robert’s Rule of Order except when otherwise specified in these by-laws or by the by-laws of ACES.
ARTICLE VII- AMENDMENTS
Section 1: Proposing Amendments
Amendments to the by-laws may be proposed from time to time as follows:
- The Executive Council may propose amendments for approval by the Association
- Proposed amendments may be submitted to the Executive Council. Such amendments must be presented under the signature of at least ten (10) voting members of the Association. Such proposals shall be submitted at least forty-five (45) days prior to the annual meeting of the Association at which time proposed amendments are to be discussed
- At least thirty (30) days prior to Association action the proposed amendment shall be made available, by mail, to all members of the Association
Section 2: Ratifying Amendments
Proposed amendments recommended by the Executive Council shall be acted upon by the Association by either of the following two methods:
- By the affirmative vote of at least two-thirds of the members present at the scheduled meeting of the Association provided that there shall be at least 20% of the Regular membership present and voting at such meeting
- By the affirmative vote of at least two-thirds of the members voting in a mail ballot, provided that the proposed amendment shall have been discussed at an Association meeting unless the Council declares that emergency action is required and provided that at least 20% of the Regular membership responds