ASSOCIATION OF RETIRED SCS EMPLOYEES CHARTER & GUIDELINES

NAME:
Association of Retired Soil Conservation Service Employees (ARSCSE). A Non-Profit Organization.

PURPOSE:
The purpose of the Association is to help its members keep in touch with each other and with Soil Conservation Service [Now Natural Resource Conservation Service(NRCS)] and it's activities.   To view conservation problems and programs from a Non-Governmental point of view so that the members may be better able to assist the conservation effort.

OBJECTIVES:
To continue to support the concept of technically sound, multi-disciplinary approach through democratic processes for the conservation and use of all soil, water and related resources.
••To provide items of interest to and about members as may be available, including the exchange of ideas, activities and needs of SCS retirees.
••To supply information whereby members, both individually and collectively, may encourage in appropriate ways soundly conceived and properly activated soil and water conservation programs at the Local, State, and National levels.
••To provide systematic communications through Newsletters and other media to keep members informed on present and potential soil and water conservation activities as carried out by the Soil Conservation Service[NRCS].
••To suggest opportunities for members to take part in activities that will facilitate technically sound soil and water conservation for all land uses.
••To share experiences and opportunities among the members through encouraging participation in helping organizations such as SWCS, Conservation Districts, and Retiree Organizations in sharing complimentary objectives.
••To recognize that, as a result of information received, the members individually and collectively, may support or oppose existing or proposed programs that affect the soil and water conservation interests of the Nation.

MEMBERSHIP:
Members shall consist of ACTIVE(Voting), AFFILIATE(Non-voting), LIFE(Voting One time paid up fee.) and HONORARY(Voting. Over 90 years of age.) Former SCS [NRCS] employees who retired from the Federal Government are eligible for ACTIVE, LIFE or HONORARY membership.   AFFILIATE membership is open to present employees, former employees of SCS [NRCS] who are not yet retired from the Federal Government and to others interested in the purpose and objectives of ARSCSE.   The membership year is the calendar year (January 1 - Decmember 31).

GOVERNING BOARD:
The Governing Board shall consist of a PRESIDENT, PRESIDENT-ELECT, SECRETARY-TREASURER(or SECRETARY and TREASURER), a VICE-PRESIDENT from each of the four ARSCSE Regions, and the immediate PAST PRESIDENT.

Much of the ARSCSE business will be conducted by phone and mail.   However, at least one ARSCSE Business Meeting will be held annually.   This is to provide the Board Members a chance to offer motions and discussions on the major issues that require approval by the Board.   Minor changes to this Charter may be made by the Board, however, major changes must have the approval of a majority of members voting in a regular election, or in a special election, if called by the Board.

The Board Members shall serve a term of two years and take office immediately after the Annual Meeting.

ELECTIONS:
In odd numbered years the President will appoint a Nominating Committee to develop a slate of candidates for election of all Board Members except the President, Secretary-Treasurer (or Secretary and Treasurer), and Past President.   If a Board position becomes vacant a person to serve the remainder of the term shall be named by the President, with consensus of the Board.   It may be necessary to name someone as Acting to serve until the Board can give approval.   The procedure for handling the elections will be described in the ARSCSE CURRENT OPERATING POLICES.

DUTIES:
- The PRESIDENT will communicate with members of the Board and will provide leadership for ARSCSE activities.
- The PRESIDENT-ELECT will serve in the absence of the President and will work with the Membership Chairman in membership recruitment.
- The SECRETARY-TREASURER(or Secretary and Treasurer) will maintain the Official Records of membership and finances, plus other records as may be directed by the Board.   This Board Member will receive and disburse Membership Dues and payments and manage any interest accounts of the Association.
- The VICE-PRESIDENTS for the four ARSCSE Regions will be responsible for ARSCSE activities with in the states in their Region.(See list below.)   The Vice-President will help designate and work with State Representatives in the Region.   The Vice-President, working with the State Representative, will encourage ARSCSE members to hold local, area and State meetings and gatherings to promote opportunities for retiree fellowship and discussions of matters of interest.
- The PAST-PRESIDENT will provide advice and recommendations based upon the experiences gained while serving as President.

ADVISORY BOARD MEMBERS:
The Board will designate an EDITOR, HISTORIAN, AND MEMBERSHIP CHAIRMAN.   Their duties are outlined in the ARSCSE CURRENT OPERATING POLICIES. In addition, they will serve as advisors to the Board and will receive compensation as determined by the Board.

DUES:
Dues will be established by the Board to provide for communication, management, and incidental expenses of the Association.   The ARSCSE CURRENT OPERATING POLICIES will provide information on dues and honorarium.

ARSCSE REGIONS:
EAST:
Connecticut; Delaware; District of Columbia; Maine; Maryland; Massachusetts; New Hampshire;
New Jersey; New York; Pennsylvania; Rhode Island; Vermont; Virginia; West Virginia
SOUTH:
Alabama; Arkansas; Florida; Georgia; Kentucky; Louisiana; Mississippi; North Carolina;
Oklahoma; Puerto Rico; South Carolina; Tennessee; Texas
MIDWEST:
Illinois; Indiana; Iowa; Kansas; Michigan; Minnesota; Missouri; Nebraska; North Dakota;
Ohio; South Dakota; Wisconsin
WEST:
Alaska; Arizona; California; Colorado; Hawaii; Idaho; Montana; Nevada; New Mexico;
Oregon; Utah; Washington; Wyoming

GUIDELINES
Dues:
Dues are to be paid on a calendar year basis(Jan.-Dec.). The annual dues will be $12 for a full year. For those joining after the end of the first quarter, the dues will be computed at the rate of $3 per remaining quarter.

Starting Jan. 1, 2003 new retirees from NRCS will be eligible for a one-year free membership. All that is required is that they submit a completed Application Blank.

Lifetime Membership dues will be $125.

Grants to States and Sections:
ARSCSE State and Sections may be granted funds up to $1 for each paying Member to help offset their costs.[Retirees that maintain winter addresses may be counted in both of their states when calculating grants.] Costs incurred for meetings, newsletters, and/or special recruitment activities qualify for a grant. The ARSCSE Representative must submit a request for these funds to the Secretary-Treasurer. In addition some evidence of the intended use of these funds must be provided. A copy of meeting notice, newsletter, etc. will suffice.

Upon submission of a request, with support, the Secretary-Treasurer will then send the funds to the ARSCSE Representative.

Senior Conservationist:
Any retiree who served in SCS or NRCS who meets these criteria will be named a Senior Conservationist:
      - Must have served in SCS or NRCS and be 83 years of age.
      - Complete and submit the ARSCSE Questionnaire.
          Note-Retirees do not have to be a member of ARSCSE to qualify.

Honorary Members:
SCS or NRCS retirees who meet these criteria will be named an Honorary Member of ARSCSE. No dues required after being named an Honorary Member.
      - Must be a Member of ARSCSE.
      - Must be 91 years of age at the beginning of new dues year (Jan. 1).

Elections:
The election of the Governing Board members will be held in the second year(odd numbered year) of the term of service. The ballot for election of officers developed by the Nominating Committee will be included in the March Newsletter. The President will count the ballots. Election results will appear in the July Newsletter.

The ballot is to show the ARSCSE Regions, a cut-off date(June 15), and provide for the signature of the voter. Email ballots are acceptable but must include the voter’s full name in order to be counted.

The Past-President will serve as the Nominating Committee Chairperson. The President and Past-President will jointly select others for the Committee.

Support Activities
Board will designate those to serve in the positions of Secretary-Treasurer, Editor, Historian, Chronicler, and Membership Chairman. Those designated serve at the pleasure of the Board.

- Secretary-Treasurer---Receives dues, maintains financial and membership records, keeps minutes at Board Meeting, and other related duties.

- Editor---Receives news and items of information, prepares and arranges for the publication of the Newsletter in January, March, May, July, September, and November. Information, to be used, must reach the Editor by the 25th of the month proceeding the month of issue.

- Web Page Manager---The Web Page Manager is responsible for the content of the Web Page and for seeing that it is current and correct.

- Chronicler---The Chronicler prepares the Senior Conservationist articles for the Newsletter and maintains the file on the Senior Conservationists.

- Historian---The Historian maintains the historical record for the Association.

- Membership Chairman---The Membership Chairman promotes membership recruitment, maintains the membership records, provides the addresses for the Newsletter, prepares an annual Directory, and maintains the Retirees Register. Membership lists and mailing labels are also provided States and Sections as requested. [Note-Currently these duties are handled by the Secretary-Treasurer.]


AWARDS:
ARSCSE Distinguished Service Award

Purpose- To publicly recognize ARSCSE Members who have made uniquely outstanding contributions to ARSCSE.

Qualifications-
       -Is an ARSCSE Member or spouse of Member.
       -Demonstrates strong character and high ethical and professional standards.
       -Selection will not be based on his/her achievements while employed by SCS/NRCS.

Criteria for Nomination- Contribution to ARSCSE-Nominees will be those who have contributed in organizing ARSCSE or promoting growth of the national or local ARSCSE association. Additional information documenting the nominees contributions to community service or various clubs and organizations, such as volunteer work, Boy Scouts and Girl Scouts may also support the nomination, SWCD’s, NRCS Earth Team, environmental groups or other units of government or service organizations.

Procedure- The President of ARSCSE will announce the Award Program in the January Newsletter. Another reminder notice will be placed in the March Newsletter, mentioning that May 15^th is the cut-off date. Selections will be completed by June 15^th.

Nominations for the award, and documentation (no more than 2 pages), of the qualification of the nominee will be made by the ARSCSE Representative. Nominee’s names and qualifications will be sent to the Regional Vice President.

The Regional Vice President will select the best-qualified nominee and send it to the President. The President will send no more than four nominations to the Governing Board. The Board Members will select their number one and two winners. Based upon the selections by the Board the President will designate the winner. This information will not be released until the Annual Meeting.

The President will communicate with the winner as to their acceptance of the Award and possible attendance at the upcoming Annual Banquet. ARSCSE will pay for the dinner of the winner and spouse.

The President will be responsible for securing an appropriate plaque. The President Elect will be responsible for providing an appropriate news release for the ARSCSE Banquet and information concerning the Award winner.

ARSCSE President’s Award for Outstanding Community Service

Purpose- To publicly recognize ARSCSE Members who have distinguished themselves in sustained and outstanding contributions in local, state, and regional community service.

Qualifications-
       -Is an ARSCSE Member.
       -Demonstrates strong character and high ethical and professional standards.
       -Selection will not be based upon his/her achievements while employed by SCS/NRCS.

Criteria for Nomination- Nominees will be those individuals who have distinguished themselves by providing sustained high quality service, possibly using their SCS/NRCS area of expertise, to local, state, or regional entities. Recipients of their service may include volunteer work for hospitals, churches, schools, youth organizations such as Boy Scouts and Girl Scouts, SWCD’s, NRCS Earth Teams, environmental groups or other units of government, or service organizations.

Procedure- The President of ARSCSE will announce the Award Program in the January Newsletter. Another reminder notice will be placed in the March Newsletter, mentioning that May 15^th is the cut-off date. Selections will be completed by June 15^th.

Each state may nominate one individual per year. Nominations for the Award and documentation (no more than 2 pages) of qualifications and contributions will be made to the ARSCSE Representative. The nominee’s name and documentation will be sent to the Regional Vice President.

The Regional Vice President will select up to three nominations and send them to the President of ARSCSE. The President (with the help of the Governing Board, if he/or she so chooses, will select the best nomination(s) to receive the Award.

The President will communicate with the winner(s) as to their acceptance of the Award and possible attendance at the ARSCSE Annual Banquet. The Award(s) will be presented at the ARSCSE Annual Banquet or at the annual or similar meeting of the state section in which the recipient resides. The Award will be presented by the President, or other member of the Governing Board, or by the ARSCSE Representative(s). ARSCSE will pay for the dinner for the winner(s) and spouse(s) if they attend the Annual Banquet.

The President will be responsible for obtaining the appropriate plaques and coordinating with the ARSCSE Representative(s). The President Elect will announce the winner(s) at the Annual Banquet and will be responsible for providing an appropriate news release of the Banquet and information concerning the Award winner(s).