NoCASCOE

 

 

POLICY HANDBOOK

 

 

 

 

 

 

 

 

 

 

 

 

AFFILIATE OF

 

 

 


 

 

 

 

This Policy Handbook has been amended on April 1, 2006 under letter E of Awards and under letter E of Scholarships.

This Policy Handbook has been amended on March 23, 2007 and inserted between letter D and E of Scholarships.

This Policy Handbook has been amended on November 13, 2008 under 2D of Membership.

TABLE OF CONTENTS

 

                                                                                                                                                Page

 

I.                    POLICY HANDBOOK                                                                                              4

 

1.      Statement of Purpose                                                                                              4

2.      Maintenance and Review                                                                                        4

3.      Distribution                                                                                                             4

4.      Amendments                                                                                                          4

 

II.                 MEMBERSHIP                                                                                                           4

 

1.      Dues                                                                                                                      4

2.      Honorary Membership                                                                                            5

 

III.               REIMBURSEMENT OF COST                                                                                  5

 

1.      State Directors/Committee Meetings                                                                       5

2.      State Convention                                                                                                    5

3.      National Convention                                                                                               5

4.      Legislative Conference and Other National Meetings                                               6

5.      Documentation of Cost Incurred                                                                             6

6.      Travel Advance for NASCOE Meeting                                                                   6

7.      NAFEC Meetings                                                                                                  6

 

IV.              COMMITTEE RESPONSIBILITIES                                                                          6

 

1.      General Responsibilities of Committee Chairpersons                                                6

2.      Membership                                                                                                           6

3.      Publicity                                                                                                                 7

4.      Awards                                                                                                                  7

5.      Legislative                                                                                                              7

6.      Benefits                                                                                                                  7

7.      Emblems                                                                                                                8

8.      Scholarship                                                                                                             8

 

FUNDS MANAGEMENT                                                                                                      8

 

1.      Policy                                                                                                                     8

2.      Investment of Funds                                                                                                8

3.      Financial Records                                                                                                   8

4.      Audit of Treasurer Records                                                                                     9

5.      State Convention Report                                                                                         9

6.      Insufficient Funds                                                                                                    9

 

V.                 SUGGESTIONS FOR STATE CONVENTION                                                         9

 

NoCASCOE POLICY HANDBOOK

 

1.      STATEMENT OF PURPOSE – This handbook in its first edition was adopted by the NoCASCOE Board of Directors on October 25, 2005 for the clarification of the NoCASCOE Constitution and By-Laws.  This Handbook does not supersede the Constitution and By-Laws. 

 

2.      MAINTENANCE AND REVIEW – Responsibility for publication and all Handbook pages will be dated to insure proper administrative control.  All page amendments to the First Edition as adopted by the NoCASCOE Board of Directors will be annotated where changed and the page re-dated according to the change date.  The Secretary-Treasurer will be responsible for maintaining an updated copy.

 

3.      DISTRIBUTION – Copies of the NoCASCOE Policy Handbook will be furnished to each county office, NoCASCOE Officer, and NoCASCOE Board of Director.  The Secretary-Treasurer is responsible for distribution of this handbook and amendment changes thereto.

 

4.      AMENDMENTS to this handbook may be made by motion at a regular Board of Directors meeting.  The motion shall be voted upon at a succeeding meeting.

 

 

NoCASCOE MEMBERSHIP

 

1.      DUES

 

A.     Regular Membership – Dues are assessed for all regular appointments, full or part-time, at .0030 of the annual gross salary as of July 1 (rounded to the nearest dollar).  Dues are determined by the members at the Annual Membership Meeting for the succeeding year.  Dues for regular part-time employees should be calculated based upon the adjusted gross annual salary.

 

B.     Associate Dues – Dues are $25.00 per year.  This type of membership is open to all persons who are or who have been associated with FSA/ASCS.

 

Note:  Persons with “Lifetime” Memberships must pay Associate dues to receive NoCASCOE and NASCOE newsletters.

 

C.     Honorary Life Members – Must pay State Associate dues to receive NoCASCOE (state) and NASCOE (national) newsletters.

 

D.     Payment – Dues may be paid in cash or withholdings from one’s salary per FSA Handbook procedures.  Dues or withholding statements should be mailed to the NoCASCOE Secretary-Treasurer.

 

E.      Dues Year – The NoCASCOE Dues Year runs from July 1 to June 30 of the following year.  EXAMPLE:  The 2003-2004 dues year runs from July 1, 2003 through June 30, 2004.  To be a member in good standing for the purpose of voting, your dues must be paid in full or by withholding authorization by date of the Annual Membership Meeting. 

 

2.      NoCASCOE HONORARY MEMBERSHIP

 

A person is eligible for Honorary Life Membership if the person was a member of the state association since the 2nd year of the formation, or from the first full membership year of employment until retirement and an annuity is earned or will be earned.

 

If a person does not meet this criteria, NoCASCOE may recommend in writing to the NASCOE Membership Committee, who will make a recommendation to the NASCOE Executive Committee for approval of a NASCOE Honorary Life Membership.

 

Honorary Life Members do not have voting rights and are not eligible to hold a State of National Office.  Honorary Life Members must also be a State Associate member to receive the NASCOE newsletter.

 

NoCASCOE/NASCOE REIMBURSEMENT OF COST

 

1.      STATE DIRECTORS/COMMITTEE MEETINGS – Officers, Directors, Committee Chairpersons, and others invited by the President to attend these meetings shall receive the following compensations:

 

A.     Mileage – at the established FSA mileage rate from their home and return.  (The sharing of rides is encouraged.)

 

B.     Lodging – Reimbursement for lodging shall only be available if one-way distance to the meeting exceeds 250 miles.  Reimbursement will be at the single room rate not to exceed the actual cost.  The committee may authorize lodging in case of inclement weather.  Lodging must be approved by the Board of Directors.

 

C.     Food – All food cost will be at the representatives expense.

 

2.      NoCASCOE STATE CONVENTION – Officers, Directors, Alternates, Committee Chairpersons, and members shall attend the State Convention at their own expense.  Travel is authorized for one car per FSA Office in addition to a director car.

 

3.      ATTENDING NATIONAL CONVENTIONS – Three delegates (President, Vice-President & Secretary-Treasurer) as selected by the NoCASCOE Board of Directors shall be reimbursed for travel, lodging, meals, and other documented expenses incurred in fulfillment of their responsibilities.  NoCASCOE will make up the difference when NASCOE reimbursement is furnished and expenses are not covered by the reimbursement.

 

4.      ATTENDTING NATIONAL LEGISLATIVE CONFERENCES AND OTHER NATIONAL MEETINGS – Delegates, as appointed, shall be reimbursed according to NoCASCOE reimbursement policy.

 

5.      DOCUMENTATION OF COST INCURRED FOR NoCASCOE – NoCASCOE members must file a request for reimbursement with the NoCASCOE Secretary-Treasurer to receive compensation for costs incurred.  Requests for reimbursement must be itemized on the NoCASCOE Expense Form.

 

6.      TRAVEL ADVANCE FOR NASCOE MEETINGS – Persons needing an advance of funds for costs to be incurred as a NoCASCOE representative should contact the NoCASCOE Secretary-Treasurer at least 15 days prior to the meeting.  The NoCASCOE Secretary-Treasurer may advance funds according to an estimate of costs to be incurred, after approval by the President.

 

7.      NAFEC MEETINGS – NoCASCOE Board of Directors must approve any reimbursement for a delegated NoCASCOE representative attending NAFEC (National Association of Farmer Elected Committee Persons).

 

NoCASCOE COMMITTEE RESPONSIBILITIES

 

1.      GENERAL RESPONSIBILITIES OF NoCASCOE COMMITTEE CHAIRPERSONS

 

A.     Obtain records from past Chairpersons.

B.     File written reports of committee activities at each Board of Director’s Meetings.

C.     Establish and maintain contact with the Southeast and National Committee Chairpersons.

D.     Keep the State Newsletter editor informed of committee activities.  Provide an article for each edition.

E.      Select committee members if additional people are needed to carry out committee responsibilities.

F.      Committee Chairpersons shall provide a written report to the NoCASCOE Secretary-Treasurer at the NoCASCOE Annual Convention.  This report should summarize the work and activities of the Committee over the past year.

 

2.      MEMBERSHIP

 

A.     Strive for 100% Membership.

B.     Send letters to non-members urging them to join.

C.     Work closely with the Secretary-Treasurer regarding membership dues and records.

D.     Conduct an annual membership drive.  A membership drive will be run each year from May 1 – April 30 and new members joining will have their names placed in a drawing for a $100 savings bond.

E.      File written reports on membership with the Board of Directors.

F.      Work with District Directors to increase membership.

G.     Contact Associate Members, urging their continued support.

 

3.      PUBLICITY

 

A.     Publish at least four (4) state newsletters per year.

B.     Incorporate photos in the state newsletter.

C.     Solicit information/news for the state newsletter.

D.     Maintain contact with District Directors and Committee Chairpersons.

E.      Supply information for the national newsletter.

 

4.      AWARDS

 

A.     Inform membership to make nominations by announced deadline each year.

B.     Solicit nominations by working with District Directors.

C.     Work with the nominator on the final write-up.

D.     Obtain a list each year from the STO of those members who have been authorized for training.

E.      Before any winner is notified, the Awards chairperson must submit copies of all applications and score sheets to the NoCASCOE President.  The NoCASCOE President will check scores for accuracy and will verify the eligibility of all applicants.  The Awards Chairperson will then notify the winner.

F.      Encourage the membership to take advantage of outside training.

G.     Award $75 Cash Award to each Distinguished Service Award Recipient.

H.     If NoCASCOE Award Recipient is Southeast or National winner, NoCASCOE will pay $400 toward travel expenses to SE Area Rally or National Convention.

 

5.      LEGISLATIVE

 

A.     Maintain a network by which legislative contacts can be made.

B.     Establish and maintain a working relationship with Congressional Representatives.

C.     Attend National Legislative Meeting and coordinate congressional contacts.

D.     Provide guidance and encourage NoCASCOE members to write/talk to their Congressional Representatives.

E.      Review and publish amendments as proposed for the Association Constitution/By-Laws.

 

6.      BENEFITS

 

A.     Work to protect employee benefits.

B.     Coordinate efforts with the Legislative Committee Chairperson on common items.

C.     Develop a team of reference people in the following areas:

a)      Retirement

b)      Health insurance

c)      Change of station

d)      Other areas as needed

D.     Work with the Secretary-Treasurer to recognize employees who have accrued sick leave according to increment recognized by NASCOE Policy (1000 hours, 1500 hours, etc.)

E.      Work on behalf of NoCASCOE members to acquire new employee benefits.

 

7.      EMBLEMS

 

A.     Promote the sale of NASCOE and NoCASCOE items.

B.     Insure the outgoing NoCASCOE President is presented with a Past President’s pin.

C.     Provide a display of NASCOE/NoCASCOE items at the Annual State Convention, and any other meeting such as a display would be appropriate.

 

8.      SCHOLARSHIP

 

A.     Publicize and distribute applications for National Scholarship Awards.

B.     Distribute copies of applications to District Directors for contest judging.

C.     Conflict of Interest – Scholarship applicant from county where District Director is judging shall be sent back to the State Scholarship Committee Chairperson.  State Scholarship Committee Chairperson will appoint another person to judge. 

D.     Review and forward scholarship applications to the Southeast Area Scholarship Chairperson according to established deadlines.

E.  Any application that is submitted by a dependent of a NoCASCOE member must            

meet requirements of legal dependent by IRS.  The IRS requires a child/step child to pass all six tests which are:  Relationship, Residence, Age, Support, Nationality and Marital Status.

F.  Before any winner is notified, the Scholarship Chairperson must submit copies of all applications and score sheets to the NoCASCOE President.  The NoCASCOE President will check the scores for accuracy and will verify the eligibility of all applicants.  The Scholarship Chairperson will then notify scholarship award winners.

G.  Publicize State Award winners.

      H. Any applicant may apply more than once for scholarship; however, applicants may receive scholarship award only once.

      I.   Scholarship Committee is to determine the number and value of each scholarship awarded; scholarships will be approved by Board of Directors as subject to

funding.

      J.  Scholarship award recipient will receive one night’s lodging and maximum of three (3) banquet tickets.  Banquet tickets for recipient and parents/guardians.

      K. If NoCASCOE recipient is Southeast Area or National winner, NoCASCOE will pay $400 towards travel expenses to attend SE Area Rally or NASCOE

Convention.

 

NoCASCOE FUNDS MANAGEMENT

 

1.      POLICY – The NoCASCOE Secretary-Treasurer shall invest NoCASCOE funds according to the direction of the Board of Directors.  Sufficient funds will be kept available out of investment to provide capital for the day-to-day operation of the Association.  The Secretary-Treasurer shall maintain a checking account in the name of the Association for this purpose.

 

2.      INVESTMENT OF NoCASCOE FUNDS – The Secretary-Treasurer will report at each Board of Director’s Meeting the amount of funds invested, the name of the investment fund, and the earning rate.  This information will be recorded as part of the minutes of the meeting.

 

3.      FINANCIAL RECORDS – The NoCASCOE Secretary-Treasurer shall maintain the financial records of the state association for the statutory limits to comply with Internal Revenue Service regulations.  The annual submission of the IRS forms as requested for the Association shall be the responsibility of the Secretary-Treasurer.

 

4.      AUDIT OF TREASURER RECORDS – President will appoint every three (3) years, or when the Secretary-Treasurer changes, an Audit Committee for the purpose of verifying the proper maintenance of Association funds.   A written report of this audit shall be furnished to the Executive Committee and the NoCASCOE membership.  The Association Secretary-Treasurer will cooperate with this audit by furnishing all Association financial records.

 

5.      STATE CONVENTION REPORT – The Secretary-Treasurer will provide a detailed record of all income and expenses of the NoCASCOE State Convention at the next scheduled Board of Director’s Meeting.

 

6.      INSUFFICIENT FUNDS – When a check is returned due to insufficient funds, NoCASCOE shall charge the person any penalty that has been incurred by the Association plus a $5.00 administrative fee.

 

SUGGESTIONS FOR NoCASCOE STATE CONVENTION

 

1.      NoCASCOE By-laws state that an Annual Meeting is to be held for its members.  Suggested Guidelines are as follows:

A.     Meeting to be held before the NASCOE National Convention.

B.     Attendance to be encouraged by:

a)      Resort which encourage families and a weekend away

b)      Reasonable rates

c)      Making it possible for members to just attend the meeting.

C.     Banquet to be held.

D.     Awards presented at the banquet.

E.      Speakers to be selected by the President.

F.      Encourage Retirees, former employees and Associate Members to attend meeting and recognize at the Banquet.

G.     Provide sufficient lead-time for members to fit the State Convention into their schedules.

H.     Use local tours, farm and other places of interest.

 

 

 

 

 

 

 

 

This Policy Handbook was amended 4/1/06 for Awards letter E and Scholarship letter E.

This Policy Handbook was amended 3/23/07 and inserted between letter D and E of Scholarships.      This Policy Handbook was amended 11/13/08 under 2 D of Membership.