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constitution & by-laws

Constitution and Bylaws
of The
North Carolina Public School Maintenance Association
(Revised September 2024)


      ARTICLE I

Name

The name of this organization shall be the North Carolina Public School Maintenance Association. This organization is a professional organization and is not to be misconstrued as a labor union in any sense of the word.

ARTICLE II

Purposes

The purposes of this association shall be:
 
          a) To bring together at intervals those who are interested in the betterment of North Carolina public school and
               community college maintenance.
          b) To incorporate higher standards in the operation and maintenance of the school buildings and grounds.
          c) To aid in securing and maintaining professional improvements for the betterment of its members.
          d) To cooperate with educational and civic bodies that have educational objectives to assist in conveying to the public
               the requirements, problems, functions, and progress of public-school maintenance. 
 
ARTICLE III

Membership

SECTION 1

All regular maintenance employees and retired maintenance employees, who were members at the time of their retirement, of the various city, county, and state public schools, and institutions of the community college system interested in the betterment of public-school maintenance and paying the dues for active members are provided in the bylaws, are eligible for active membership in this organization.
 
SECTION 2

Interested citizens, upon payment of dues herein provided, may become associate members of the organization. They shall have the privilege of attending meetings and classes but not participate in discussions or have the privilege of voting.
 
SECTION 3

Lifetime membership will be awarded to a person/member of NCPSMA approved by a 2/3 majority vote of members during the regular meeting of the Advisory Council before the Eastern Conference. Life memberships will have no annual renewal dues for life and full voting rights with any and all eligibility of an active member.

Life members will be nominated/eligible under the following restrictions: 
 
           a) Past NCPSMA State President and retired from employment in the various city, county, and state public school LEA or
                institutions of the community college system.
           b) The Maintenance Director is the recipient of the prestigious award of Maintenance Director of the Year given during
                the banquet of our Eastern NCPSMA Conference. 
           c) The Maintenance Employee is the recipient of the prestigious award of Maintenance Employee of the Year given
               during the banquet of our Eastern NCPSMA Conference. 
           d) An active NCPSMA member in good standing nominated by the NCPSMA President for their willingness to:
                         1) Bring together those interested in the betterment of public-school maintenance in North Carolina
                         2) Incorporate high standards in the operation/maintenance of school buildings and grounds
                         3) Aid in securing and maintaining professional improvements for the betterment of its members 
                        4) Cooperate with any and all groups, educational and civic, having educational objectives and to aid with public
                             needs, problems, functions, and progress of public-school maintenance and 
                        5) Have given many years of dedicated service
                        6) The NCPSMA State President will be limited to only one nominee per year, realizing that there may not be a
                            deserving dedicated nominee each year. The NCPSMA President shall use this privilege with much discretion
                            for this prestigious honor. This lifetime membership will only be awarded if the person/member of NCPSMA
                            nominated by the State President is also approved by a 2/3 majority vote of members during the regular
                            meeting of the Advisory Council before the Eastern Conference Meeting.
 
ARTICLE IV

Districts of NCPSMA

SECTION 1

The NCPSMA shall be comprised of eight (8) districts as determined by the state officers and Advisory Council to ensure the continued growth of the organization.

SECTION 2
 
          a) The General Officers of each district shall be a President, a Vice-President, a Secretary/Treasurer, a News Coordinator,
              and two Advisory Council Representatives.
          b) All districts shall elect officers at the first meeting following the NCPSMA Eastern Conference Meeting.
          c) Each district shall meet two times a year, not in May or September:
                         1)    The first meeting is to occur between January and April
                         2)    The second Meeting is to occur between August and November.
           d) All districts must communicate their meeting schedule with the Executive Director before the announcement.
           e) Terms of officers: All officers shall take office immediately after elections and shall serve until their successors have
               been elected. In case of a vacancy, the President shall appoint a successor until the next election meeting month.
               If the office of the President becomes vacant, then the Vice-President assumes the responsibilities and duties of the
               president, and a new Vice-President will be appointed.
           f) No officer will serve more than three consecutive elected terms.
 
SECTION 3

Duties of District Officers 
 
          a) President:
               1) Set a date in the proper month for meetings or call all special meetings.
               2) Presides at all meetings of the district.
               3) Recommends needs and improvements and promotes the implementation of the decisions of the district.
               4) Assumes responsibility for coordination of each district meeting (date, time, place, program) with the
                    Executive Director and the NCPSMA President.
               5) Appoints working committees in their district as the need may arise and serves as a member of each committee.
               6) Whenever possible, the President should represent their district at the Eastern and Western Conferences of
                    the NCPSMA.
 
          b) Vice-President:
               1) Assumes all duties of the President in case of absence or resignation of the President.
               2) Assumes all duties of Membership Chairman for their district.
               3) Serve on the Executive Board of the Jay Palmer Scholarship Fund (JPSF) and carry out duties there in
                   the JPSF Bylaws. 
 
          c) Secretary-Treasurer:
               1) Keeps records and minutes of all meetings and attends to all correspondence within the district.
               2) Must, within 30 days of each meeting, email a copy of the minutes and treasurer's report to the Executive Director.
               3) Must, within 30 days, email to the Executive Director and State Secretary, a full list of names, addresses, and
                    phone numbers of newly elected officers. 
 
          d) News Coordinator:
               1) Is responsible for gathering and sending to the Executive Director news and pictures with names from each
                    LEA in their district regularly. (At least one time per month)
 
          e) Two Advisory Council representatives for each of the eight districts.
               1) One representative shall have an overlapping term of one year so that one member will have one year's
                    experience with a two-year newly elected member.
                            i) Example: After a one-year term and a two-year term have been elected, the next year, only one
                                two-year term representative will be elected because the previous two-year elected representative
                                still has one year left to serve. Only in the event of two vacancies in a certain year should two
                                representatives ever be elected to a district in the election month.
                2) The Active District President should not serve as an Advisory Council member.  
 
 ARTICLE V

General Officers, Advisory Council, and District Officers

SECTION 1 

The General Officers of the Association shall be a President, a Vice-President, a Secretary, and a Liaison Officer. Their terms of office shall be for one year. The officers shall be elected by a majority vote of those present at the Association's Eastern Conference Meeting.

SECTION 2

The Advisory Council of the Association shall be composed of:
 
          a) All General Officers of the Association (four), Presidents of each district (eight), two district representatives from
              each district (sixteen), Immediate Past President (one), and four Manufacturers’ Representatives, for a total of
              33 voting members.
          b) District members (in addition to the president of each district) of the Advisory Council shall be elected per
              Article IV, Section 3e. Four Manufacturers’ Representatives having voting privileges for Advisory Council
              meetings only must be associate members in good standing appointed by the President for a term of one year.
 
SECTION 3

If the President of a particular district is unable to attend an Advisory Council meeting, then and only then will the Vice-President or Secretary-Treasurer, in that order, assume the single voting right of that particular District President.

ARTICLE VI

Duties of General Officers and Advisory Council

SECTION 1
 
          a) All officers shall take office immediately after the election and shall serve until their successors have been elected.
               In case of a vacancy, the Advisory Council shall appoint a member to fill the unexpired term, except for the office
               of President. In the event the presidency is vacated, the Vice-President will assume the responsibilities and duties
               of the presidency and a new Vice-President will be appointed by the Advisory Council. No officer except the
               Liaison Officer may serve more than three consecutive terms.
 
           b) The President shall set a date for, or call, all meetings of the Advisory Council. He shall preside at all meetings
                of the Advisory Council and the Association. He shall recommend needs and improvements and shall promote
                the implementation of the decisions of the Council and/or Association. The President shall serve as an
                 ex-officio member of all committees.
 
           c) The Vice-President shall assume all duties of the President in case of absence or resignation of the President.
               He shall also be Membership Chairman and promote membership in the Association.
 
           d) The Secretary shall keep a record (minutes) of all meetings of the advisory council and the association and
                attend to all correspondence. A copy of all minutes (Advisory Council and/or Association) shall be emailed
                by the Secretary to each member of the Advisory Council no later than 30 days following such meeting.
 
           e) The Liaison Officer shall promote goodwill, and secure cooperation between the Association, the State
               departments and officials, and the superintendents of the school units in the best interests of the Association. 
 
           f) The General Officers shall serve as directors of the corporation.

SECTION 2
 
           a) The Advisory Council shall have the authority to conduct all business which shall arise between regular meetings
                and shall make recommendations to be acted upon by the members and to fill vacancies as provided in Section 1. 
 
           b) No member of the Council may be elected as a district delegate to more than five consecutive terms.

SECTION 3

The President and Vice-President shall approve travel expense forms or a committee appointed by the President. No one approves their forms. Receipts shall accompany expense forms. 
 
ARTICLE VII

Appointed Officers and Their Duties

SECTION 1

North Carolina Public School Maintenance Association Executive Director 
Duties of Executive Director
 
            a) Be available to assist the Association President and all district presidents in establishing and conducting
                Association or district meetings.
            b) Attend all meetings and be ready at any time to give impromptu but accurate reports of the existing status
                of the activities relative to the Association and the monthly publication.
            c) Perform all work necessary for the gathering of news items, selling of advertising space in the monthly
                publication, contacting superintendents and others for their ideas, keeping up-to-date and accurate records
                of all subscriptions and advertisements, informing Association members of duties expected of them and
                performing any and all other duties necessary to produce a good publication.
            d) Maintain a morgue containing all pictures or new items of the North Carolina Public School
                Maintenance Association with cross-reference labels for future use (which should be kept to date).
             e) Maintain records of all transactions, subscriptions, advertisements, memberships, potential advertiser
                  lists, disbursements, and other records necessary to all postings up-to-date and see that all proper bills are
                  paid on time; answer all required correspondence promptly.
             f) Inform the Executive Committee or other appropriate committees of any irregularities, that cannot be
                 completely dealt with at this level or of any incident, of which these committees should be informed.
             g) Shall collect and record all Association membership dues and/or other funds.
             h) Disburse all such funds upon the authority of the Advisory Council.
             i) Be continuously bonded in a minimum amount of $50,000, the cost of such bond is to be paid from the
                 Association treasury.
             j) Provide quarterly reports to the Finance Committee before the regularly scheduled Advisory Council meeting.
             k) Build and/or maintain the best possible reputation for the North Carolina Public School Maintenance Association 
             l) The President has complete authority over the Executive Director. The Executive Director will be required to
                  work harmoniously with any committee, which the President or Advisory Council may see fit to appoint. 
            m) All salaries paid shall be set up on a bank draft status: all expenses paid shall be reviewed by a committee
                   appointed by the President; all receipts shall accompany expense reports.
             n) The North Carolina Public School Maintenance Association's fiscal year will run from July 1 to June 30; a
                  CPA audit or any other method of reviewing financial records as determined by the President will be
                  done after each fiscal year with a summary of findings to be presented at the general assembly at
                  the Eastern Conference Meeting. 
             o) Relative to advertisers in the monthly publication, the Executive Director shall send one notice to
                  advertisers 30 days before the ad renewal is due; one reminder will be sent at the renewal date; at that
                  time when payment is 30 days past due ad shall be dropped: this will allow 60 days from the first notice
                   until an account is dropped.
              p) The Executive Director shall serve as the registered agent of the corporation and shall notify the Secretary
                   of State of any required changes.
 
SECTION 2

Appointed officers will be appointed by the majority vote of the Advisory Council. These appointments shall be made at any scheduled meeting and shall be for an indefinite period. Termination of appointments may be made by resignation or by the majority vote of the Advisory Council. 

ARTICLE VIII

Standing Committees

SECTION 1
 
          a) The Finance Committee will consist of a Chairman and two other members with all members being appointed
               by the President of NCPSMA. Terms of office will be for one year. Members may be appointed for additional terms.
           b) The Finance Committee will be responsible to the Advisory Council for keeping an up-to-date account of the
               status of the financial condition of the NCPSMA. A quarterly financial statement will be prepared on all activities
               of the NCPSMA.
 
SECTION 2
 
          a) The Executive Committee will consist of a chairman and four other members, with all members being appointed
               by the President of the NCPSMA. The Chairman of the Executive Committee will be the Immediate Past President.
               If the immediate Past President cannot fulfill this responsibility, the State President can appoint any past 
               State President willing to serve. Terms of office will be for one year. Members may be appointed for additional terms.
           b) The Executive Committee will be responsible to the Advisory Council for the management of all its
                assigned activities. 
 
SECTION 3 
 
The Finance and Executive Committees shall have a Recording Secretary. The recording Secretary will be a member of the committee. The Recording Secretary will record all events of each meeting. These minutes will be maintained digitally for future meetings. The Recording Secretary will also email copies of each meeting minutes to the State President, State Secretary, and Executive Director, these minutes will be recorded with the Advisory Council and General Assembly Minutes for record and future reference.

ARTICLE IX

Committees

The Committees of the Association shall be those recommended by the Advisory Council and those deemed necessary by the President. All committees shall be appointed by the President, subject to the approval of the Advisory Council. 

Members of all committees shall enter upon their duties immediately upon their appointments.

Any and all committees of the NCPSMA shall have a Recording Secretary. The Recording Secretary will be a member of the committee. The Recording Secretary will record all events of each meeting. These minutes will be maintained digitally for future meetings. The Recording Secretary will also send copies of each meeting minutes to the State President and State Secretary, and these minutes will be recorded with the Advisory Council and General Assembly Minutes for record and future reference.

ARTICLE X

Jay Palmer Scholarship Fund (JPSF)

The NCPSMA is to support and work hand in hand with the JPSF to help with the educational scholarship of NCPSMA members and families as stated in the JPSF Constitution and the Bylaws by the approval of the Advisory Council.

ARTICLE XI

Dues

The amount of the dues is to be determined by the Advisory Council and approved by a majority vote of the Association. All dues are due on or before July 1 of each year. If dues are not received within 30 days thereafter, the name of the member shall be removed from the active member list, and all abilities granted to an active member within NCPSMA.

ARTICLE XII

Quorum

SECTION 1

Regular Meetings

A quorum for all regular and district meetings of the Association shall constitute all those members present.

SECTION 2

Special Meetings

If the Advisory Council certifies that sufficient notice has been given to all members about a special meeting, then a 2/3 majority vote of membership present constitutes a quorum.

ARTICLE XIII

Amendments

Any amendment to these Bylaws shall be proposed in writing to the Association Secretary, approved by a 2/3 majority vote of the Advisory Council, and adopted by a 2/3 majority vote of those present at a regular Association meeting.
 
 

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