South Carolina Association of Natural Resource Extension Professionals (SCANREP)
Approved June 21, 2019
Article I: Name, Mission, Objectives, Membership, Dues
Section 1: Name
The name of this Association shall be the South Carolina Association of Natural Resource Extension Professionals (SCANREP), hereinafter referred to as the “Association.” This organization is an officially recognized Chapter of the National Association of Natural Resource Extension Professionals, a non-profit organization, hereinafter ANREP, and shall operate in a manner consistent with the ANREP Constitution and Bylaws.
Section 2: Mission Statement
The mission of the South Carolina Association of Natural Resource Extension Professionals is to actively support and advance Natural Resources Extension Education and Outreach in South Carolina.
Section 3: Objectives
The objectives of this Association shall be:
- To advance the professional status, public service, and interdisciplinary collaboration of Land Grant and Sea Grant Extension educators and faculty in South Carolina by encouraging regular sharing of their successes in natural resource education, and encouraging continuing self-improvement in their knowledge, skills, and practices.
- To discuss, develop, sponsor, and promote educational and training programs and activities that will advance the practice of natural resource management and education in South Carolina.
- To bring together Extension and other professionals who work with natural resources to discuss issues, needs and opportunities of mutual interest; and to facilitate information sharing.
- To strengthen communications with and recognition by Extension Administration.
Section 4: Membership
There will be four classes of membership:
- Active
- Life
- Student
- Affiliate
Active members are currently employed or retired and hold or have held an appointment with responsibilities for Extension programming for youth or adults in natural resources and environmental Extension education and research. They may vote, may hold elected or appointed positions, and must annually pay the full current dues amount.
Life members must have retired from appointments associated with Extension natural resources. Life members have all the rights and privileges of Active members. Dues for Life Membership are payable on a one-time basis and are set at an amount equal to five times the current annual rate for dues for Active Members. If a Life Member returns to active employment status, he/she will be required to pay dues as an active member until retirement status is resumed. Life Member status will be reinstated without additional payment when Extension employment returns to retirement status. Those granted Life membership in SCANREP may also become Life members of ANREP upon payment of an additional fee to ANREP, as prescribed by the Bylaws of the National Association.
Student members must be currently enrolled in a college/university with full-time student status. Students will pay one-half of the current Association dues amount. They may not vote or hold office.
Affiliate members include natural resource professionals that are not employed with Extension. Membership dues for Affiliate members are the same as for Active members. They may not vote or hold office.
All members of the Association will also be members of ANREP, as the Association will be responsible for handling and forwarding any membership dues to ANREP.
The Association’s Board of Directors may revoke membership, for cause, provided the member is allowed a hearing with the Board in a regular meeting. Membership in the Association shall be available without regard to race, color, gender, religion, national origin, disability, political beliefs, sexual orientation, gender identity, marital or family status.
Section 5: Dues
The annual membership dues shall be set by the Association Board of Directors for the various classes of membership, with changes approved by a vote of the membership. Payment of dues entitles member to one year (12 months) of good standing, which runs from January 1 through December 31.
Article II: Governing Body, Officers, Directors
Section 1: Governing Body
The Board of Directors shall be the governing body of the Association.
Board of Directors: The officers shall constitute the Board of Directors, which shall have authority to act for the Association.
The Board of Directors will develop policies and procedures for the operations of the Association.
Section 2: Officers
The officers shall be Immediate Past-President, President, President-Elect, Secretary, Treasurer, and 5 District Representatives.
The President-Elect shall automatically move into the office of the President. At the Annual Meeting the following shall be elected: President-Elect, Secretary and Treasurer (if the term is ending). Each shall commence service at the close of the annual business meeting. Officer’s terms are as follows:
- Immediate Past-President: 1 year
- President: 1 year
- President-Elect: 1 year
- Secretary and Treasurer: 3 years
- District Representatives: 2 years
Section 3: Duties of Officers
Unless otherwise directed by resolution by the Board or membership or by the Bylaws, the duties of officers shall be governed by the latest edition of Roberts Rules of Order.
1. Duties of the Immediate Past-President
The Immediate Past-President shall serve as President in the absence of that official and shall become President in the event that official cannot continue as President for any reason.
The Immediate Past-President shall serve the Association board as a supporting role towards the successful and productive continuation of the association from one administration to the next; attend all Board of Directors and General Membership meetings; and, if developed, serve as the Awards Committee Chair.
The Past-President shall perform assist and advise in all duties incident to the Office of the President and President-elect and such other duties that shall, from time to time, be assigned by the Board of Directors. The Past-President will serve as liaison to other associations listed below (Article IV section I).
2. Duties of the President
The President shall serve as the Executive officer of the Association; preside at all Board of Directors and General Membership meetings; and appoint all standing and all select committees unless otherwise directed by the motion creating the committee.
Only the President and the Treasurer shall sign any contract or other instrument that the Board of Directors has authorized to be executed, except in cases where the signing and execution thereof shall be expressly delegated to some other officer or agent of the Board of Directors.
The President shall perform all duties incident to the Office of the President and such other duties that shall, from time to time, be assigned by the Board of Directors. The President will serve as liaison to the South Carolina Joint Council of Extension Professionals (SC JCEP) and other associations listed below (Article IV section I).
3. Duties of the President-Elect
The President-Elect shall assist the President in the performance of the Presidential duties and shall have such other duties and authority as is granted occasionally by resolution of the Board of Directors.
The President-Elect is responsible for scheduling and planning the Annual Meeting, working with the Board of Directors to develop the Annual Meeting program, and notifying the membership of that meeting. The President-Elect will serve as liaison to other associations listed below (Article IV section I).
4. Duties of Secretary
The Secretary shall take, prepare, distribute, and keep records of all meetings of the general membership and Board of Directors of the Association. In the event the Secretary is unable to attend a meeting, he/she shall find a replacement to take minutes.
He/she shall be responsible for distributing minutes of general membership meetings to all Association members after Board approval.
The Secretary shall see that all notices are given in accordance with the provisions of the Bylaws or as required by law, be custodian of the Association records, keep a register of the name and address of each member, and tally election results.
The duties of the Secretary will include completing the processing and distribution of the official business conducted at the Annual Meeting (i.e., resolutions, motions, directives, etc.). All secretarial duties shall be completed before the incoming Secretary assumes total responsibilities. The SCANREP Secretary will maintain the SCANREP membership list. The Secretary will serve as liaison to other associations listed below (Article IV section I).
5. Duties of the Treasurer
The Treasurer shall collect the annual dues, receive other funds accruing to the Association and shall disburse funds as directed by resolution or an order of the Board of Directors. The Treasurer shall prepare a statement for submission at the Annual Meeting showing receipts and disbursements.
The Treasurer shall prepare, for approval of the Executive Committee and distribution to the membership, guidelines for the reimbursement of expenses. All expense payments will be approved by the Treasurer in accordance with these guidelines. Anticipated expenses shall be pre-approved by the Treasurer to ensure sufficient funds. The Treasurer shall have charge and custody for or appoint the President to have charge and custody for receipts for money due and payable to the Association from any source whatsoever and assure deposit of all moneys in the name of the Association, in such bank or other financial institution as shall be selected by the Executive Committee and in general perform all duties incident to the office of Treasurer and such other duties as from time to time may be assigned by the Board of Directors.
The duties of the Treasurer shall be completed upon the submission of all financial accounts, funds and records pertaining to the office to the newly elected Treasurer. The new Treasurer may request a formal audit by the Audit Committee of the financial records of the Association covering the fiscal year ending December 31. The Treasurer will serve as liaison to other associations listed below (Article IV section I).
6. Duties of the District Representatives.
One (1) Representative shall be elected at-large to represent extension agents, associates, and state specialists in each of the districts of Clemson Extension. District Representatives will be members of the district in which their office is located. SCANREP districts shall be congruent with extension administrative districts, currently numbering five (5). Specific duties of the district representatives can be found in the ANREP Policy and Procedure Manual.
The five (5) Representatives shall be elected for a period of two (2) years, with staggered terms, resulting in election of either two (2) or three (3) of the five (5) Representatives each year.
7. Duties of the SC State Representative.
One (1) Representative shall be elected at-large to represent extension agents, associates, and state specialists from SC State Extension. Specific duties of the SC State Representatives are aligned with those of the District Representatives can be found in the ANREP Policy and Procedure Manual.
8. Duties of the SC Sea Grant Representative.
One (1) Representative shall be elected at-large to represent extension agents, associates, and state specialists from SC Sea Grant Extension. Specific duties of the SC Sea Grant Representatives are aligned with those of the District Representatives can be found in the ANREP Policy and Procedure Manual.
Article III: Meetings
Section 1: Annual Meeting
There shall be an annual business meeting of the Association, held at a time and place selected by the Board of Directors, and upon at least thirty (30) days written or electronic notice to all members of record.
The purpose of the annual meeting shall be to provide opportunities for professional development of the membership, award recognition and to conduct association business.
Attendance at annual meetings shall be limited to the following: (1) Active, Life, Student and Affiliate members of the Association; (2) Such persons engaged in natural resource work in employment of land and sea grant universities, governmental agencies, or other natural resources management organizations, or professionals as the Association’s members may invite; and (3) such other persons as may be invited by the President. The business meeting is that part of the Annual Meeting held to conduct the Association’s business. It is an opportunity to review activities and affairs of the Association making decisions for the future. The Directors shall prepare and distribute an agenda to the membership no less than seven days prior to the meeting indicating the topics and issues they plan to discuss.
Section 2: Special Meetings
Special meetings of the general membership, other than the annual business meeting, may be held at the call of the Board of Directors for purposes designated by the Board of Directors, or at the call of the President with the request of five members.
Special meetings shall be held at a time and place as determined by the Board of Directors. The Secretary shall notify the membership of any special meeting of the Association at least fifteen (15) and preferably thirty (30) days prior to the meeting. Notice shall include an agenda of the meeting.
Conducting special meetings via internet, conference call or other telecommunications is acceptable when feasible and applicable.
Section 3: Meetings of the Board of Directors
The Board of Directors shall meet at least twice during the year, at the call of the President. Conducting such meetings via telecommunications is acceptable when feasible and applicable.
Section 4: Meeting Minutes
The Secretary shall record and keep minutes of all Annual Meetings, Special Meetings, and Meetings of the Board of Directors. The Secretary shall forward a copy of the minutes of the annual meeting to the membership within thirty (30) days after the meeting.
Section 5: Quorum
One-fourth of the voting membership shall constitute a quorum at any Association Annual, Special, Business or Web-based meeting.
A quorum for meetings of the Board of Directors shall consist of a majority of the members of the Board.
A majority of the members of any standing or select committee shall constitute a quorum at that committee meeting.
Section 6: Voting
Voting privileges shall be granted to Active and Life members of the Association in good standing (current dues paid). Proxy or absentee votes will not be recognized.
Any question or issue other than an amendment to the Bylaws shall be determined by a simple majority vote of the quorum present.
The Board of Directors may elect to submit any question by mail or electronic means to the membership.
Except for amendments to the Bylaws (Article VIII) or policy statements (Article VII), votes on such questions shall be returned within thirty (30) days of the submission of the question to the entire membership.
Section 7. Order of Business
The order of this Association’s annual Business Meeting shall be:
- Call to Order by Presiding Officer
- Reading and Disposal of Minutes of Previous Meeting
- Reports of Officers and Committees
- Unfinished Business
- New Business
- Program
- Adjournment
Section 8: Member Awards and Recognition
The Association shall establish awards programs and grant recognition for outstanding Extension programs, and shall offer professional development opportunities. The President shall delegate responsibility for selection of members for recognition and professional improvement. For more information regarding SCANREP Awards and Recognition please visit the ANREP Policy and Procedures Manual.
Article IV: Liaison With Other Associations
Section 1: Liaisons to SC JCEP & Other Associations
The Association shall designate representatives to SC JCEP and standing committees.
Additionally, when feasible, Board members will serve as liaisons of SCANREP at functions of related organizations, such as South Carolina Chapters of: Association of County Agricultural Agents, the Wildlife Society, Fisheries Association/Fisheries Society, SC Wildlife Federation, Forestry Association, Trees SC, Natural Resources Council, Clean Water Partnership, Environmental Education Association of South Carolina, South Carolina Marine Educator’s Association, South Carolina Native Plant Society, etc.
Article V: Elections
Section 1: Nomination Procedure for Officers
The Past President, along with the five district representatives will make up the Nominating Committee, and will be tasked with identifying and recruiting potential candidates to fill vacancies.
The Nominating Committee shall provide at least one candidate for each office to be filled, after soliciting nominations from the membership. Persons nominated for election must be members of the Association in good standing.
Self-nominations are permitted. The Nominating Committee Chair shall certify that all nominees on the slate are willing to accept the office if elected.
The Nominating Committee Chair shall report to the Secretary a slate of candidates at least sixty (60) days and no more than ninety (90) days prior to the annual business meeting. The Secretary shall certify that all nominees on the slate of candidates are qualified to stand for election.
Nominations shall be called for and accepted from the floor following the report of the Nominating Committee. Following the close of nominations, the Committee shall certify that all nominations received from the floor are valid, and that all nominees are willing to accept the office if elected. A nominee may be placed on the ballot for only one office. If nominated for more than one office, the nominee will be allowed to select the office for which he/she will stand for election.
Section 2: Elections
Elections of Officers shall be by vote of the entire voting membership with voting ballots distributed by the Nominating Committee via mail, electronic means or by hand at an annual meeting.
Each voting member shall be privileged to cast one vote for each open elective office position.
The terms of all the Association officers shall be as described above (Article III, Section 2). The Secretary and Treasurer terms shall run for three years to facilitate continuity and stability of the Association. In the initial year, a President, President-Elect, and Treasurer will be voted upon for two-year terms. Thereafter, the President-Elect, Treasurer, and Secretary will be voted upon every three years, the current President- Elect will assume the Presidency at the end of the current President’s term, and the current President will assume the Immediate Past-Presidency at the end of the current Immediate Past-President’s term. The six (6) District Representatives shall be elected for a period of two (2) years, with staggered terms, resulting in election of three (3) of the six (6) Representatives each year. The initial slate of District Representatives shall draw straws to establish which two will serve a one-year term to initiate the staggered election cycle. In the event that a district representative position is unfilled, it can remain vacant until a suitable candidate is identified.
Section 3: Installation
Newly-elected officers shall be installed in office at the close of the annual business meeting.
Section 4: Vacancies
The Immediate-Past President shall serve in the absence or disability of the President.
In the event of a vacancy in the office of President, the Immediate Past-President shall assume the duties of the President and the office of the President-Elect shall be filled by special election by the membership conducted by the Board of Directors. Both shall hold their respective offices until installation of officers at the next election.
Vacancies in any other office or position shall be filled by appointment of the Board of Directors. Such appointees shall hold office until expiration of the current term of office.
The appointed replacement shall be eligible to run for a full term in that office or position at the time of the next regular election.
Section 5: Terms
Terms of office shall begin at the close of the annual business meeting, and shall continue until the close of the annual business meeting of the following year.
Terms of district representatives shall begin at the close of the annual business meeting and continue until the close of the second annual business meeting following their election.
Article VI: Committees
Section 1: Standing Committees
The President, with the approval of the Board of Directors, shall appoint such standing committees as may be deemed necessary to carry on the work of the Association.
The following standing committees shall be appointed:
- Program Committee
- Publications/Communications Committee
- Membership Committee
- Finance Committee
- Awards and Recognition Committee
- Professional Development Committee
- Legislative Committee
- Nominating Committee (for the purpose of nominating officers as specified in Article V)
Committees may include, but not be limited to, these and such other persons as are appointed by the President.
Committees shall consist of a minimum of three (3) members and will include one representative from each administrative district.
The President shall designate the Committee Chair and may, but is not required to, assign specific duties and tasks to committee members.
Section 2: Select Committees
The President, with the approval of the Board of Directors, may appoint select committees to carry out specific tasks or programs deemed necessary by the President or the Board.
Such committees shall be appointed for a specific duration and shall cease to exist when their assigned tasks are completed, or at the discretion of the President or the Board.
Section 3: Committee Membership
Committee members shall be appointed by the President, subject to approval of the Board of Directors.
Members of all committees shall serve at the pleasure of the President.
The Board of Directors shall fill vacancies in committee membership as necessary.
Article VII: Policies and Procedures
The Association shall develop policies and procedures as necessary to conduct the business and activities of the Association, subject to the approval of the Board of Directors and the membership. These policies and procedures shall be maintained by the Secretary and made available to the membership upon request.
Article VIII: Amendments
These Bylaws may be amended by a majority vote of the members present at the annual business meeting or a special meeting of the membership called for that purpose.
Amendments to the Bylaws may be proposed by the Board of Directors or by a petition signed by at least twenty (20) voting members of the Association in good standing. Proposals for amendments shall be submitted to the Secretary in writing at least sixty (60) days prior to the annual business meeting or special meeting called for that purpose.
The Secretary shall submit proposed amendments to the voting membership no later than thirty (30) days prior to the annual business meeting or special meeting called for that purpose.
Amendments shall be effective immediately upon adoption unless otherwise stated in the amendment.
