Revised April 22, 2022
 

Article 1

Name, Purposes, and Contact Information

Section I - Name

The name of this association shall be "The Kentucky Association of State Extension Professionals”

Section II - Purpose

The purpose of this organization/association shall be to form a nonprofit organization to:

1.      Encourage, foster, and promote professional improvement of its members.

2.      Represent the interests of members in the development of effective programs and administrative policies designed to meet the needs of Agriculture, Family and Consumer Science, 4-H Youth Development, and Community and Economic Development within the state of Kentucky.

4.      The association shall not be used for political purposes.

Section III – Contact Information

The principal office of this association shall be listed as the mailing address of the acting treasurer. All bills and payments for the organization should be directed to this address. Written correspondence should be directed via email to the acting president of the organization. Contact information will be updated and maintain on the organization’s website.

Article II
Membership

Section I - Identification of Members

The membership of this association shall include persons who are regularly employed as Extension specialists, associates, college administrators or professionals in positions with Extension appointments/assignments at Kentucky State University and the University of Kentucky . Membership will be open to all without regard to race, color, age, sex, religion, disability, or national origin.

Section II - Membership Dues

There are no association membership dues and all current employees as described in Section I shall be considered members of KASEP.

Section III - Voting Rights and Privileges

      All members present at organization meetings shall have a right to vote in all matters concerning the association. Should voting be necessary without a formal meeting being held, all members shall have the right to vote. During all instances of voting, each member will be allowed one vote. No proxy voting will be permitted.

Section IV - Membership Liability

      The property rights of the members of this association shall be exempt from any and all liability and debts of the association and no individual member shall be held responsible for any debts, liabilities or obligations of this association.

Article III

Association Meetings for Members

Section I - Meetings

      Regular meetings of this association shall be held at a minimum of twice a year, with one meeting during the fall (September – November) and one during the spring (March – May). These meetings are open to all members as defined in Article II, Section I. The date, time, and location (within the state of Kentucky) for each meeting will be determined by the Board of Directors. Regular member meetings may be held in person or virtually. A registration fee may be charged for each meeting to offset meeting costs and to secure sufficient funds for the organization to meet its annual financial obligations.

      Educational opportunities (meetings or events that provide professional or personal development for members) may be held during the year at the discretion of the Board of Directors. These events are open to all members as defined in Article II, Section I. The date, time, and location of these meetings will be determined by the Board of Directors. Educational opportunities may be held in person or virtually. A registration fee may be charged in order to offset costs.

Section II - Notice of Meetings

      An announcement of regular meetings shall be prepared and distributed electronically by the Secretary to association members at least four (4) weeks prior to the meeting.

      Notice for educational opportunities shall be provided electronically by the Secretary to association members at least two (2) weeks prior to the event.

      Information about any meetings or other activities of the organization as detailed previously shall be posted on the organization’s website at least two (2) weeks prior to the date of the event.

Section III - Quorum

A quorum shall consist of those members present. If five (5) or less eligible voting members are in attendance, no business may be conducted.

Section IV - Voting Procedures

All decisions requiring a vote, shall be decided by a simple majority vote of the members present; unless a different majority is required as stated in these Bylaws.

Section V - Order of Business at Regular Member Meetings

1. Call to order
2. Reading and approval of minutes from previous meetings
3. Report from treasurer of checking and saving account balances
4. Reports of officers and committees
5. Approval of annual budget if necessary
6. Election of officers and directors if necessary
7. Old business
8. New business
9. Adjournment

Article IV

Special Meetings

Section I – Definition of Special Meetings

Special meetings are defined as any meeting other than a regular member meeting or educational activity that requires a gathering of the organization’s membership in order to conduct business that requires action either immediately or before the next regular member meeting.

Section II - Special Meetings

All special meetings of this association shall be open to all members as defined in Article II, Section I. The date, time, and location (within the state of Kentucky) for each meeting will be determined by the Board of Directors. Special meetings may be held in person or virtually. Any and all matters may come before the membership/board in any special meeting.

Section III - Power to Call Meetings

Special meetings may be called by:

1.      The President

2.      A majority of the Board of Directors

3.      A written petition signed by a minimum of fifty (50) association members

Section IV - Notice of Special Meetings

Notices of special meetings shall be electronically distributed to the membership  at least five (5) days prior to the meeting by the Secretary.

Section V - Quorum at Special Meetings

A quorum shall consist of those members present.

Section VI - Voting Procedures at Special Meetings

All decisions requiring a vote, shall be decided by a simple majority vote of the members present; unless a different majority is required as stated in these Bylaws.

Section VII - Order of Business at Special Meetings

The order of business shall follow that as set forth in the order of business for regular meetings as outlined in Article III, Section V. 

Article V

Organization Leadership

Section I – Board of Directors

The business affairs of this association shall be managed by a Board of Directors, which consists of not less than thirteen (13) members. The Board of Directors shall be composed of the President, President Elect/Vice-President, Secretary, Treasurer, Past President, and eight (8) University Representatives (four (4) from Kentucky State University and four (4) from the University of Kentucky). The organization’s webmaster will be included as a non-voting member of the Board of Directors.

Section II – Board of Directors Meetings

Board of Directors meetings will serve as a time for the leadership of the organization to plan meetings/activities and conduct business that does not require the input of the organizations membership. Meetings will be held on a schedule determined by the President of the organization. The date, time and location (within the state of Kentucky) for each meeting will be determined by the President. Board of Directors meetings may be held in person or virtually. All Board of Directors meetings are open to the membership.   

Section III – Board of Directors Meeting Quorum

A minimum of seven(7) members of the Board of Directors shall constitute a quorum at any Board of Directors meeting.

Section IV – Board of Directors Meeting Voting Procedures

All decisions requiring a vote, shall be decided by a simple majority vote of the Board of Directors present; unless a different majority is required as stated in these Bylaws. Article VI

Election of Leadership

Section I – Election of Leadership

            Officers and University Representatives will be elected during the spring regular member meeting each year. A President-Elect/Vice-President and two (2) University Representatives from both Kentucky State University and the University of Kentucky will be elected each year (total of four (4) representatives elected each year). A Secretary will be elected in even-numbered years and a Treasurer will be elected in odd-numbered years. A President does not need to be elected as the current President-Elect/Vice-President, will automatically become President at the conclusion of the meeting. The current President will automatically become Past President at the end of the meeting. The Webmaster of the organization is an appointed position, which does not require election by the membership.

Section II – Election Procedures

Individuals may be self-nominated or nominated by another member. Members who are employed in college-level administrative positions are not eligible to hold elected office in this association. The nominations committee (see Article VIII, Section II, Point 3) will collect all names prior to the meeting or during the meeting and gain consent from each individual for their name to appear on the ballot for the office of which they have been nominated. The nominations committee will distribute ballots (paper or electronic) amongst member present at the spring regular member meeting. All votes will be counted and the individual with the highest number of votes will be declared the winner and will assume that elected role. For the election of University Representatives, the two (2) individuals from Kentucky State and the two (2) individuals from the University of Kentucky with the highest number of votes will be declared the winners and will assume these elected roles.    

Article VII

Board of Directors

Section I – Leadership

      The Board of Directors of this association shall manage the affairs of this organization in such a way as to achieve the objectives and purposes for which it was formed.

Section II – Leadership Terms

The term of each member of the Board of Directors shall begin at the conclusion of the spring regular membership meeting and continue for the time specified for each position as detailed below. No individual shall be elected to the same office for more than two (2) consecutive terms.

1. President – 1 year
2. President-Elect/Vice-President – 1 year
3. Past President – 1 year
4. Secretary – 2 years
5. Treasurer – 2 years
6. Kentucky State University Representatives (total of 4 individuals) – 2 years
7. University of Kentucky Representatives (total of 4 individuals) – 2 years
8. Webmaster – Non-elected position, Indefinite term

Section III - Duties of Officers

1. President - The President shall preside at all meetings, render appropriate reports to the membership, sign all necessary documents, and perform all other duties usually performed by the President. The President will act as a non-voting member and will only cast a vote in the event of a tie. The President will also serve as a representative for the organization on the Joint Council of Extension Professionals from January 1 through December 31 of the year that they become President.
2. President-Elect/Vice-President - The President-Elect/Vice-President shall act in the absence of the President and carry out all other duties as may be assigned to them and usually performed by the President-Elect/Vice-President. The President-Elect/Vice-President will also serve as a representative for the organization on the Joint Council of Extension Professionals from January 1 through December 31 of the year that they become President-Elect/Vice-President.
3. Past President - The Past President shall serve as the chair of the nominations committee for the election of individuals to the Board of Directors. The Past President will represent KASEP on the Joint Council of Extension Professionals (JCEP) as either a representative of the organization or as an officer of JCEP (as determined by the JCEP rotation of officers) from January 1 through December 31 of the year in which they will assume the role of Past President.
4. Secretary - The Secretary shall issue all notices of meetings, keep all records and minutes of all meetings and perform all other duties usually required by the Office of Secretary, as directed by the President. The Secretary will also serve as a representative for the organization on the Joint Council of Extension Professionals from January 1 through December 31 of the years that they serve as Secretary.
5. Treasurer - The Treasurer shall keep all financial records, give a financial report at each board and membership meeting, prepare financial records for the annual audit, and perform all other duties usually required by the Office of Treasurer as directed by the President.
6. Kentucky State University Representatives – The Board of Directors will include four (4) representatives from Kentucky State University. These individuals will be responsible for representing the viewpoints, goals, and members of Kentucky State University.
7. University of Kentucky Representatives – The Board of Directors will include four (4) representatives from the University of Kentucky. These individuals will be responsible for representing the viewpoints, goals, and members of the University of Kentucky.
8. Webmaster – The Webmaster is an appointed, non-voting member of the Board of Directors. The Webmaster will maintain and update the organization’s website as directed by the President. The individual in this position must possess knowledge of website design and maintenance. The term for the Webmaster is indefinite and a new individual will be appointed only in the case where the current Webmaster chooses to vacate the position, or is no longer associated with the Kentucky Co-Operative Extension Service.   

Section IV - Compensation

There shall be no compensation paid to any member of the Board of Directors of this association, unless specifically allowed by membership approval.

Section V – Board of Director Position Vacancies

Members of the Board of Directors shall have the responsibility of filling any unexpired terms of officers or representatives until the next regular election, excluding the office of President. Should the office of President become vacant, the President-Elect/Vice-President will assume of the duties of President for the remainder of the term. A special election to fill the vacant position of President-Elect/Vice-President will be held. In the case of a special election, no new President-Elect/Vice-President will be elected at the next spring regular member meeting.

Article VIII

Committees

Section I – Committees

It shall be the duty of the President of this association to appoint various committees composed of members of this association for the purpose of carrying out the objectives of this association. Such committees shall convene and terminate at the discretion of the President. 

Section II – Standing Committees

A standing committee will be a committee with members appointed by the President. Appointment of these committees will be completed on an annual basis. There is no limit on the number of occasions that an individual may serve on a committee. Standing committees include:

1. Audit Committee – The audit committee will be composed of two (2) members representing Kentucky State University, two (2) members representing the University of Kentucky and the Treasurer. The committee will appoint a chair, which must be a member other than the Treasurer. The chair will call a meeting(s) to review the financial documents of the organization. The goal of this committee will be to review the books and accounts of the association, which are kept by the Treasurer for accuracy and transparancy. The Treasurer will prepare all documentation as requested by other members of the committee or as directed by the President. At the conclusion of the audit, the chair will provide a report to the President and the organization’s membership at the next general membership meeting.  
2. Awards Committee – The awards committee will be chaired by the previous year’s winner of the M. D. Whiteker for Excellence in Extension Award. The Awards Committee will be comprised of the previous year’s award winners, with one (1) representative from each of the winning Project and Program awards, identified by the President. In addition, one (1) representative from Kentucky State University and one (1) representative from the University of Kentucky each appointed by the President, will serve on the awards committee. The granddaughter of M.D. Whiteker, Katie Keith, will also be a Lifetime Reviewer for the M.D. Whiteker for Excellence in Extension Award. The goal of this committee will be to review all award nominations and select winners in each category based on the criteria outlined in the Awards Nomination Instructions.
3. Nomination Committee – The nomination committee will be chaired by the acting Past President and consist of one (1) Kentucky State University Representative from the Board of Directors and one (1) University of Kentucky Representative from the Board of Directors, which must not be running for an office or re-election. The goal of this committee will be to gather the names of individuals with an interest/intent to serve in the leadership of the organization. The committee will verify each individual’s consent for their name to appear on the ballot. The committee will develop the ballot for distribution and count all votes to identify the winner of each race at the spring general member meeting.  

Section III – Ad Hoc Committees

Ad hoc committees will be composed of between four (4) and six (6) members appointed by the President. All Ad Hoc committees should include equal representation from Kentucky State University and the University of Kentucky. Individuals serving as members of the Board of Directors may also serve on committees. There is no limit on the number of occasions that an individual may serve on a committee. For all ad hoc committees, a pair of co-chairs will be appointed by the members of the committee with one (1) representing Kentucky State University and one (1) representing the University of Kentucky. One co-chair will be responsible for communicating with the President about the progress of the committee and provide updates to the Board of Directors as requested. Termination of an ad hoc committee will occur either as directed by the President or when the goal of the committee is complete.

Article IX

Financial Management

Section I - Fiscal Year

The fiscal year of this association shall begin on the first day of July of each year and end on the last day of June of the following year. 

Section II – Deposit of Funds

All funds of this association shall be deposited to the credit of the association in any bank or banks as designated by the Board of Directors. The Treasurer will be responsible for depositing any incoming funds into bank accounts with thirty (30) days of receipt. A record of all transactions will be maintained by the treasurer.

Section III - Contributions

The association may receive, at the discretion of the Board of Directors, gifts and other contributions in the support of its work or its activities.

Section IV – Payment of Debts

The Treasurer of the organization is authorized to issue all payments for debts of the organization within thirty (30) days from the date of invoice. Payments will be issued via check from the organizations accounts.

Section V – Reimbursements

The Treasurer of the organization is authorized to issue reimbursement to any Board of Directors member or organization member who has purchased any items or services for the benefit of the organization. The individuals seeking reimbursement must provide itemized receipts for the item(s) or service(s) to the Treasurer within thirty (30) days from the date purchased. The Treasurer will issue payments via check from the organizations accounts within thirty (30) days of receiving receipts.                                                   

Section VI - Audits

The books and accounts of this association shall be audited annually at the conclusion of the fiscal year. The annual audit shall be conducted by the Audit Committee (see Article VIII, Section II, Point 1) who will verify the books and bank accounts kept by the Treasurer. Reports will be provided to the Board of Directors and to the membership of the organization at the next regular membership meeting.

Article X

Awards

Section I - Awards

The organization will provide awards to recognize the outstanding achievements of members. Awards will be presented at the spring regular membership meeting. Individuals from both Kentucky State University and the University of Kentucky are eligible for all awards as listed below.

1. M.D. Whiteker Award for Excellence in Extension -- The outstanding Associate or Full Extension Professor will be recognized with one award (plaque and $500 check). This award is presented to a deserving Extension faculty member who is a member of KASEP and has five or more years of service in the Cooperative Extension Service as an Extension faculty member in Kentucky. Individuals are eligible for this award one (1) time.
2. Outstanding New Extension Faculty Award -- Two awards (plaque and $75.00 check for both KSU and UK winner) will be presented to a deserving Assistant Extension Professor who has less than five years of service in Cooperative Extension, including all service as an Extension faculty member in Kentucky and any other state.
3. Outstanding Extension Specialist Award -- Two awards (plaque and $75.00 check for both KSU and UK winner) will be presented to a deserving non-faculty Extension Specialist or Senior Extension Specialist.
4. Outstanding Extension Associate Award -- Two awards (plaque and $75.00 check for both KSU and UK winner) will be presented to a deserving Extension Associate or Senior Extension Associate.
5. Outstanding Project Award – Two outstanding current Extension projects of a special and timely nature which has been in existence for less than three years will be recognized with a certificate of achievement. The projects may involve one or more specialists and may be departmental, interdepartmental, or interuniversity. All persons involved in the projects should be identified and awards will be presented to each from both KSU and UK.
6. Outstanding Program Award -- Two outstanding current Extension programs developed and implemented for a period exceeding three years will be recognized with a certificate of achievement. The programs may involve one or more specialists and may be departmental, interdepartmental, or interuniversity. All persons involved in the programs should be identified and awards will be presented to each from both KSU and UK.

Section II – Awards Nomination Process

An awards nomination form will be generated each year and distributed to the membership of the organization no less than three(3) weeks prior to the deadline for submission of nominations. The nomination form will provide instructions on preparing the nomination packet for each type of award. Nominators will submit nomination packets directly to the chair of the Nominating committee (see Article VIII, Section II, Point 2).

Article XI

Amendments

Section I - Bylaws

The Bylaws of the organization may be amended, repealed, or altered in whole or in part through any of the following methods.

1. At a regular or special meeting of the Board of Directors, at which there is a quorum and prior notice and rationalization of amendment to the Bylaws have been given. All proper steps to call a special meeting must be followed as stated in the Bylaws. Changes to the Bylaws are approved through a majority affirmative vote.
2. At a regular membership meeting or special meeting of the general membership, at which prior notice and rationalization of amendments have been given. All proper steps to call a special meeting must be followed as stated in the Bylaws. Changes to the Bylaws are approved through a majority affirmative vote of the members present and voting. 

Article XII

Dissolution of the Organization

Section V - Dissolution

The association, at any regular membership meeting or at any special meeting of the membership, by vote of the majority of the membership present, may discontinue its operation and settle its affairs. All proper steps to call a regular or special meeting of the membership must be followed as stated in the Bylaws.

Upon dissolution of the organization/association, any net assets of the association after payment of all debts shall become the property of Kentucky Cooperative Extension Service.