Constitution & By Laws

The PAE4-HA shall abide by the current Constitution & By Laws revised and adopted May 1997. In the event of revisions and/or amendments to said By Laws, a copy should be included in the current Policy Handbook.

Policy Statements

As recorded from PAE4-HA meeting minutes.

ANNUAL MEETING

The Officers and Directors are ultimately responsible for conducting the State Association's Annual Meeting and should delegate "program" matters to the Professional Improvement or Program Committee or any other Committee of the Association the Board of Directors feel most applicable. (1/20/79)

POLICY DECISIONS

The Board of Directors and/or officers need not refer all policy matters or decisions to the Policy and Resolutions Committee. The Board of Directors will direct specific policy matters to the committee as they are needed or occur. (3/16/79)

NATIONAL CONFERENCE EXPENSES

PAE4-HA shall provide expense money for the President of PAE4-HA while attending the NAE4-HA Annual Conference, as provided in the annual budget. (5/1/85)

PAE4-HA NEWSLETTER

The President shall appoint a member to serve as Editor of the PAE4-HA Newsletter. The Editor will serve as an ex-officio member of the Board of Directors and will be responsible for four issues per year and for distributing newsletters to all paid members. (3/15/80)

EPSILON SIGMA PHI EXTENSION SCHOLARSHIP FUND

PAE4-HA contributes $100 annually to the Epsilon Sigma Phi Extension Scholarship Fund, as do the other professional extension associations. The contribution is considered part of the annual association budget. (6/4/80)

COMMITTEE NOTEBOOK

Committee chairpersons are responsible for a three ring notebook to keep important committee actions on permanent record. The notebook will be passed on to the next committee chairperson. (5/13/82)

MEMBERSHIP - NAME TAGS & DSA QUOTA

Name Tags-Name tags will be provided to all new Association members. If a name
tag is lost or someone wants additional tags, the individual will be charged accordingly for replacement. (11/18/82)

Quotas for Distinguished Service Awards-The number of DSAs that our state is eligible for is determined by the number of members sent to NAE4-HA by January 1st of the current year. The following quotas apply:

1-50 members 1 DSA
51-100 members 2 DSAs
101 -150 members 3 DSAs

DUES

The formal PAE4-HA membership campaign ends annually on November 1 of the current year. Staff who wish to join the Association in the middle of the membership year have an option regarding membership. People who wish to become involved nationally and receive national correspondence may wish to pay their dues during the middle of the current membership year, making that person a current member but also requiring payment of dues again at the beginning of the next membership year. People who wish to join late in the membership year, such as new arrivals to extension, may have their dues held over to the next year. If an individual does wish to vote at the National Association annual meeting, dues must be credited to the current year. It is the duty of regional directors and the membership chair to explain these options to prospective new members.

First time members to PAE4-HA will not be required to pay state dues but will be required to pay national dues. (10/19/88)

NORTHEAST WORKSHOP FEE

The State Association will pay the minimum fee for the President and President Elect to attend the yearly Northeast Workshop. (2/16/83)

REIMBURSEMENT

Any officer of the PAE4-HA or member appointed by the President or the Board to represent the PAE4-HA at a meeting of an Extension related organization may request reimbursement (i.e.. travel expenses), providing no other reimbursement is available. Reimbursement will be approved by the board. (2/28/83)

RETIRING ASSOCIATION MEMBERS

A well designed and nicely framed certificate recognizing appreciation of years of service will be presented to retirees at the PAE4-HA annual meeting or an appropriate local function.(2/28/83)

PENNSYLVANIA COUNCIL OF COOPERATIVE EXTENSION ASSOCIATIONS (PCCEA)

The Association representative to the PCCEA should be appointed by the President before the Annual Meeting for a one year term with appointees eligible to serve two consecutive terms. If the position becomes vacant before the end of the term, then the President shall make an appointment for the remainder of the term. (9/23/83) The Central Region Director will assist in selecting a PCCEA representative, due to geographic proximity of this region to the location of most PCCEA meetings. (3/2/93)

PENNSYLVANIA JOINT COUNCIL OF EXTENSION PROFESSIONALS (PAJCEP)

PAE4-HA shall have three representatives appointed to PAJCEP. These will be the current officers of Past President, President, and President-Elect. These delegates are responsible to attend the PAJCEP meetings (held approximately 4 times/year), represent PAE4-HA in group discussion, and report back to the Board the activities of PAJCEP.

COMMITTEE CHAIRS

Chair-Chairs of the various committees serve for a one year term. They are expected to attend all Board meetings. The chair will also submit an annual meeting report for his/her committee. Copies of all correspondence will be sent to the President. A notebook with all pertinent committee information must be maintained and passed on to the next chair. The chair should inform and consult with the vice chair on all business items.

Vice Chair-The vice chair is to work in direct contact with the chair and will assume the duties of committee chair when the current chair's term expires. Vice chair will conduct committee meetings and/or attend board meetings in the absence of the chair. Vice chair is selected in consultation with the current chair and the President Elect.

COMMITTEE BUDGETS

Committees have a yearly budgeted allowance. Expenses in excess of this amount must be approved by the Board.

POLICY HANDBOOK UPDATE

It will be the duty of the Vice President and the Policy and Resolution Committee to present an update of the Policy Handbook to the Board of Directors annually. The Vice President will distribute the handbook.

SURVEYS

If an Association committee or any other group wants to conduct a survey of the general membership, the survey must be approved by the PAE4-HA Board of Directors.

MEMORIAL DONATIONS

In the event of the death of an Association member or individual with the rank of regional director or above, PAE4-HA will make a memorial donation of one half of the current year's membership dues to PAE4-HA's Endowment Fund in memory of that person. (1994)

INSUFFICIENT FUNDS CHECKS

Bank charges will be assessed to the person writing the check. The bad check will be returned to the committee chair or officer responsible for the transaction, who will them complete the follow-up to clear the account. (1/14/92)

CHECK SIGNATURES/ACCOUNT

The treasurer and the director from the same region/unit whose term coincides with the treasurer will be authorized to sign for all association financial accounts. (3/6/90) The association regional director who does not have signature approval from the treasurer's region will reconcile treasury records or appoint a designate to do so. (5/31/91)