About NEACAA

Why were we formed?

The North East Association of County Agricultural Agents (NEACAA) was formed in 2009 to meet the educational needs of its members, the members of the National Association of County Agricultural Agents (NACAA), NACAA affiliated-state assocations, and others as indicated in the purpose statement in our Articles of Incorporation. To that end, the National Association of County Agricultural Agents (NACAA) members in the northeast region have collaborated to host NACAA's Annual Meeting and Professional Improvement Conference (AMPIC) in 2005 and 2013.

Efforts were undertaken to gain 501(c)(3) status, which was granted by the IRS effective April 2009. This status allowed the transfer of funds from the previous hosted AMPICs currently managed by the Agricultural Agents Association of New Jersey [a 501(c)(3) organization] to this new organization. This action was approved by vote of the northeast region's NACAA members at the 2007 AMPIC.

What have been our efforts to date?

We have formed an organization called the North East Association of County Agricultural Agents or NEACAA. NEACAA was incorporated in the state of Pennsylvania in April 2009. As required by state law and our bylaws, we:

Who is a member of NEACAA?

Individuals from the North East region who are “members in good standing” with NACAA membership rules are considered members of NEACAA. Members belong to a membership class, based on the state in which they are currently employed if they are active members, and if life members, based on the state in which they were employed as an agent at the time of their retirement.

All members are considered voting members. Members vote as a class on issues raised for a vote of the entire membership. Each class vote is relayed by their respective Director, who represents the class at meetings of the Board of Directors including the corporation's Annual Meeting.

What is a membership class?

As indicated above, each state in the region is considered to be a "class", with each class comprised of the members from that state. The corporation has nine classes, each representing the 9 states with a NACAA state-affiliated association:

Class A = Delaware

Class B = Maine

Class C = Maryland

Class D = New Hampshire

Class E = New Jersey

Class F = New York

Class G = Pennsylvania

Class H = Vermont

Class I = West Virginia

Because some of the individual state organizations were not incorporated, we were not able to make the NACAA state-affiliated associations the members of the corporation. In essence, the individual state organizations do not exist in the eyes of NEACAA. Rather individuals from a state (in which they are an NACAA member) are a member of NEACAA through their class listed above.

Each class is represented by an elected Director who serves on NEACAA's Board of Directors. Class members discuss issues of concern or any business of the association at their class meetings. The class members vote to direct their Director who represents their interests at the Board of Directors meetings and at the NEACAA Annual Meeting.

What is the role of a director?

Each class is represented on the Board of Directors by one director that they have elected. Directors serve for a 3 year term. These directors serve as the single vote for the class during board meetings and the Annual Meeting of the corporation.

The Director should chair their class meetings, work with their class to announce such meetings, set meeting agendas, and other functions as discussed below under class and annual meetings.

What is a class meeting?

Each class should meet at least once each year. These meetings may be held in concert with the state’s NACAA-affiliated association meeting, but this is not necessary. A class meeting should not occur during a state association’s business meeting - rather the NEACAA class meeting should be opened separately in order to conduct NEACAA business.

The class may wish to meet before the corporation's Annual Meeting. This will afford an opportunity to discuss any business that will be forthcoming, to decide how the class members want to vote on a particular issue, or to give the director ideas to bring forward on the class’s behalf. All members have voting rights at these meeting. The director then goes to the annual meeting and places that class’s vote.

All members must receive notice of their class meeting no more than 90 days and no less than 30 days prior. The announcement must be by US mail since email announcements are not allowed under the incorporation rules of the state of Pennsylvania.

Members must return a written proxy if they won’t be present. This is essential as a quorum (51% of all members in the class) is needed to conduct business at a class meeting. The proxy could be the Director of the class. Quorum numbers will be determined by the official membership list of NEACAA; this list will mirror the official national membership list obtained from NACAA.

Directors will work with their class and the NEACAA Secretary to announce class meetings (by US mail), solicit proxies, establish quorum, set an agenda, etc.

What is the annual meeting?

The Annual Meeting of the corporation is where Directors conduct the business of the corporation. The elected Director acts as the proxy at the Annual Meeting and votes on behalf of the class they represent. The Annual Meeting will be held during the National Association of County Agricultural Agents' AMPIC, or other venue or method if necessary.

NEACAA's bylaws indicate that all members must get notice of the annual meeting no more than 90 days and no less than 30 days prior. Members are invited to attend, but no formal action is taken by members at the annual meeting. They can make comment during the open public comment period at this meeting.

At the Annual Meeting a quorum of Directors (at least 5 of the 9 or 51%) must attend. A quorum is required for the passage of any vote at the annual meeting and any other meeting throughout the year.