Guidelines for Chapters and Affiliated Societies

Chapters

A chapter is a local organization of NCAS members. In order for such an organization to be formally recognized by the NCAS as a chapter, it must:

1. adopt a set of bylaws (this can be patterned after the NCAS Bylaws);
2. elect officers (minimally a president, vice-president, and secretary-treasurer);
3. establish a chapter name, mailing address, and checking account;
4. name a professional archaeologist who is willing to serve as an advisor (to help organize and supervise chapter activities); and
5. petition the NCAS Board of Directors (in writing) for recognition as a chapter.

Chapters are encouraged to organize and schedule their own meetings, publish a newsletter, and undertake projects that are consistent with the purposes of the NCAS. Chapters also are invited to host statewide NCAS meetings and contribute news to the NCAS Newsletter.

Once a chapter has been formally recognized by the NCAS Board of Directors, it will become eligible for financial support from the NCAS for chapter activities. A proportion of the dues paid by each chapter member to the NCAS shall be returned to his/her chapter. The proportion will be determined by the NCAS Board of Directors and may vary on a yearly basis. Chapter members will be responsible for notifying the NCAS (on their annual dues notice) of their chapter affiliation. Chapters also are free to raise additional money from their members as the need arises. Each chapter shall submit an annual financial statement to the NCAS Treasurer. In the event that a chapter dissolves, all of its assets shall revert to the NCAS.

Affiliated Societies

In order for an independent archaeological society to be formally recognized by the NCAS as an affiliated society, it must:

1. profess, through its bylaws and actions, the ideals, goals, and purposes of the NCAS as outlined in Section 3 (a-f) of the Articles of Incorporation of the North Carolina Archaeological Society, Inc.; and
2. petition the NCAS Board of Directors (in writing) for recognition as an affiliated society.

The petition for recognition should include the society's bylaws and other supporting documents, such as newsletters, that illustrate the organization's goals and activities. Affiliate status will be conferred following the affirmative vote of a two-thirds majority of the Directors at any regular or special meeting of the Board of Directors at which a quorum is present. Likewise, the revocation of a society's affiliate status also will require a two-thirds majority vote of the Directors at any regular or special meeting of the Board of Directors at which a quorum is present, and following 30-days written notification to the society in question of the pending action.

Members of an affiliated society will receive all NCAS Newsletters (to be mailed to the affiliated society office for subsequent distribution by the affiliated society) and will be invited to attend NCAS annual meetings. Affiliated society members will not be eligible to receive North Carolina Archaeology.

Affiliated societies will be assessed a nominal annual fee (to be determined by the NCAS Board of Directors), based on the actual cost of printing and mailing copies of the NCAS Newsletter. Since the intent of having affiliated societies is to broaden NCAS's communication with other similar organizations throughout the state, every effort will be made to keep this fee as low as possible.