Adopted Nov. 2012
Revised February 2013
Revised June 2015
Revised August 2018
Revised November 2022
BY-LAWS
of
Northeast Counties Association of Psychologists
Article I – Organization
Section 1. The name of this organization shall be the Northeast Counties Association of Psychologists (NCAP), known formerly as the Bergen County Psychological ssociation.
Section 2. The organization shall have a seal which will remain in the custody of the Executive Board.
Section 3. The organization may, at its pleasure, change its name by a majority vote of the membership.
Section 4. The Northeast Counties Association of Psychologists is recognized by the New Jersey Psychological Association as a local affiliate. A representative to the NJPA
Executive Board is appointed by the President or two Co-presidents of NCAP.
Article II – Purposes
The following are the purposes for which this organization has been organized:
Section 1. To serve as an affiliate of the New Jersey Psychological Association; to establish liaison with other professions for increasing the effectiveness of mental health services in Bergen, Passaic and Hudson Counties; to coordinate the services of the Association to its members, and; to sponsor the exchange of scientific and professional information in the field of psychology.
Section 2. To develop, promote, and help enforce high standards of training, experience, and ethical practice in psychology in order to provide maximum service for the public.
Section 3. To further amiable relations between psychology and members of other professions.
Section 4. To serve as a source of information to the public on psychological topics and issues.
Article III – Membership
Section 1. Membership in this organization shall be open to all who have:
a. a doctorate in psychology or training deemed equivalent as determined by the Executive Board, or;
b. State of New Jersey licensure, licensure in another State, or eligibility for licensure or application for licensure in the State of New Jersey (or another state).
Section 2. Associate Members shall be in possession of a Master’s degree in psychology (or a closely allied field) as conferred by an accredited institution and residence or employment in New Jersey. They may serve as members of committees but they may not hold office or chair a committee of the Association.
Section 3. Graduate Student membership is open to those who are graduate students in psychology or an allied field at accredited institutions and who can demonstrate proof of their student status. Graduate students may not vote, hold office, or chair a committee, with the exception of a psychology graduate student who may be appointed to a one-year term on the Executive Board as a student representative. Undergraduate Student membership is open to those who are undergraduate students in psychology or an allied field at accredited institutions and who can demonstrate proof of their student status. Undergraduate students may not vote, hold office, or chair a committee.
Section 4. Any member may be dismissed from membership in the Association for conduct which injures or adversely affects its reputation or which is contrary to or destructive of its purposes. Charges against a member shall be presented in writing to the Executive Board which shall determine whether reasonable grounds exist for the charges. The American Psychological Association Code of Ethics shall be a guide in such matters, wherever applicable. No member shall be dismissed without reasonable notice of the hearing and an opportunity to be heard in person or by representative.
Such member shall have access to all evidence possessed by the Board. A vote of the Executive Board shall be required for dismissal and a member shall be dismissed upon receipt of a two-thirds majority of the Board.
Section 5. The Annual Dues for membership or student membership in the Association shall be an amount as determined by the Executive Board. Non-payment of dues for two (2) successive years shall effect the dismissal of the delinquent member without the necessity for further action on behalf of the Board.
Section 6. Special assignments may be levied upon the membership upon approval of twothirds of the Executive Board, followed by approval of a simple majority of those attending the next regular meeting of the Association. The Executive Board may, instead, determine the approval of the membership by mail ballot.
Article IV – Meetings
Section 1. The Annual Meeting of this organization shall be held once a year. The Secretary shall cause to be mailed (or otherwise communicated) to every member a notice telling the time and place of such Annual Meeting.
Section 2. Regular meetings of this organization shall be held at a location convenient to members on a schedule determined by the Executive Board.
Section 3. The presence of not less than ten (10) members shall constitute a quorum and shall be necessary to conduct business at the Annual Meeting of this organization.
If a lesser number is present, the meeting shall be considered an informal meeting of the organization and the Secretary shall be notified of same. The Secretary will then advise the Executive Board who shall determine an appropriate time for the re-scheduling of the original meeting. The Secretary shall cause a notice to be sent to the membership advising them of this action and of the time for the rescheduled meeting.
Section 4. Special meetings of this organization shall be called by the President or two Co-presidents when it is the best interest of the organization. The Secretary shall cause notices of such special meetings to be mailed to the membership at least five (5) but no more than fifteen (15) days before the scheduled date of a special meeting. Such notice shall state the reason that such a meeting has been called and shall include the business to be transacted. No other business but that specified in the notice may be transacted at such special meetings without the unanimous consent of all present at such a meeting.
Section 5. At the request of a majority of the Executive Board, the President or two Co-presidents shall cause a special meeting to be called and said meeting calls shall conform to Section 4 of Article IV.
Article V – Voting Procedures
Section 1. At all general and special meetings, all votes hall be by viva voce. A majority of the members present shall determine the vote. If necessary, a fast-action vote can be taken between meetings by e-mailing the membership. However, in general, issues coming before this organization shall first be considered by the Executive Board for recommendation to the membership. Issues are then voted on by the general membership by majority vote unless otherwise stipulated by these By-Laws.
Section 2. For election of members of the Executive Board, ballots shall be provided to all members and there shall not appear any place on such ballot anything that might indicate the person who cast such ballot. The Election Committee shall recommend to the Executive Board, after first obtaining the consent of the person to be recommended, the names of potential candidates for the positions of officers and members-at-large. The Election Committee shall insure that an opportunity has been provided to the membership as a whole to offer recommendations of candidates for election and the Election Committee shall advise the Executive Board of their efforts in this regard.
Article VI – Order of Business
The Order of Business of the organization shall be as follows:
1. – Roll Call or such other attendance procedure as shall be determined by the Executive Board.
2. – Reading of minutes from preceding meeting.
3. – Reports of Committees.
4. – Reports of Officers.
5. – Old Business.
6. – New Business.
7. – Good and Welfare.
8. – Adjournment.
Article VII – Executive Board
Section 1. The business of this organization shall be managed by an Executive Board consisting of 11 members (or 12 members if a student representative is appointed), including four (4) officers, six (6) members-at-large (or seven (7) members-at-large if a student representative is appointed), and the Past-President(s). NJPA membership is required in order to serve on the NCAP Executive Board.
A psychology graduate student may be appointed by the Board to serve on the Executive Board as a student representative and Board Member-at-Large for a one year term. Each member of the Executive Board shall be an active member of the Association during the term of their office.
Section 2. The members of the Executive Board shall serve for a two (2) year term of office (with the exception of the office of president) and shall be elected by ballot of the entire membership (with exception of the student member of the Board, who may be appointed by the Board and who will serve a one-year term). The election shall be organized by the current Executive Board in such a way as to insure that the newly elected members take office in January. The Executive Board shall make every effort to encourage candidates for office so as to provide representation from all constituent counties of the Association.
The term of office shall run from January 1 until December 31 of the following year.
Section 3. In order to insure continuity of leadership, times of election shall be staggered as follows: President or two Co-presidents, Secretary and 3 members-at-large shall be elected so as to take office every two (2) years years; Vice-President, Treasurer and 3 members-atlarge so as to take office during the following year. The Past-President(s) shall serve until a new President or two Co-presidents is/are elected. Whenever it may be required, the Executive Board has the authority to alter the sequence of elections and/or terms of office to insure conformity with the “staggered term” process. The President or two Co-presidents, with the consent of the Executive Board, has/have the authority to appoint members to fill any office left vacant for any reason prior to the annual election.
Section 4. The Executive Board shall control and manage the affairs and business of the organization. This Board shall only act on behalf of the Association after it has been called to order by the President or two Co-presidents (or her/his designee) following due notice to all Board members about such meeting.
Section 5. Six (6) members of the Executive Board shall constitute a quorum. Meetings shall be held on a schedule to be determined annually by the Executive Board.
Each member of the Executive Board shall have one vote and voting shall not be performed by proxy. The Executive Board shall make such rules and regulations as it shall determine necessary. In the event of absence from Executive Board meetings, members of the Executive Board shall make every effort to provide reports to the Executive Board in writing prior to meetings or orally by proxy at the time of meetings.
Section 6. An Executive Board member may be removed from office by majority vote of the Board when due circumstances exists for such removal. Such member shall not be deprived of any due process rights and the Executive Board may adopt any rules and regulations as it deems necessary in the best interest of the Association.
Section 7. Without limiting the general powers of the Executive Board to govern and administer the affairs of the Association, it shall be especially empowered to admit members to the Association in accordance with these By-Laws.
Section 8. The Executive Board shall be empowered to fix the time and place for regular meetings of the Board as well as the general membership, and shall in each case give fair notice of these meetings.
Article VIII – Duties of Officers
The duly elected members of the Executive Board shall serve for a term of two (2) years with the exception of the office of president or two Co-presidents. The term of the President or Co-presidents shall be a one year term of office.
It is expected that these Officers shall attend all meetings of the Executive Board.
Section 1 – Offices of the President and Past-President
The President or two Co-presidents shall preside at all membership meetings.
The President or two Co-presidents shall, by virtue of office, be the Chairperson of the Executive Board.
The President or two Co-presidents shall, with the advice and consent of the Executive Board, appoint all committees. The President or two Co-presidents shall appoint a replacement when an Executive Board member has been removed from office or is otherwise unable to serve out their term.
The President or two Co-presidents shall have other such powers as may be reasonably construed as belonging to the chief executive of any organization.
The President or two Co-presidents shall represent the Association, or shall appoint a Board member to represent the Association, on the NJPA Executive Board.
The President or two Co-presidents shall represent the Association on the Affiliate Caucus of the New Jersey State Psychological Association and shall appoint one other Board Member of the Association as a second representative on the Affiliate Caucus.
Following the election of a new President or two Co-presidents, the current President or two Co-presidents will assume the office of Past-President(s). The Past-President(s) is a voting member of the Executive Board, will advise the President or two Co-presidents and members of the Executive Board, and carry out additional duties as assigned by the President or two Co-presidents.
Section 2 – Office of the Vice-President
The Vice-President shall become Acting President, with all the rights, privileges, and powers, in the event the President or two Co-presidents is/are absent or unable to serve in her/his capacity.
The Vice-President shall assist the President or two Co-presidents to the performance of her/his duties and shall accept (or assist in the delegation of) other tasks, as assigned by the President or two Co-presidents, which need to be performed on behalf of the Association.
Section 3 – Office of the Secretary
The Secretary shall become Acting President, with all the rights, privileges, and powers, in the event the President or two Co-presidents and Vice-President are absent or unable to serve in their capacity.
The Secretary shall keep the minutes and records of the Association in appropriate books.
The Secretary shall file any certificate required by statute, federal or state. He/she shall be the official custodian of the records and seal of the Association.
The Secretary shall give and serve all notices to the membership and to the Executive Board.
The Secretary shall submit to the Executive Board any communications which shall be addressed to her/him and Secretary of this Association and shall present to the membership at meetings any appropriate communication which she/he has received as Secretary.
The Secretary shall attend to all correspondence of the Association and shall exercise all other such duties as assigned by the President or two Co-presidents and/or which may be incident to the office of Secretary.
Section 4 – Office of the Treasurer
The Treasurer shall become Acting President, with all the rights, privileges, and powers, in the event the President or tw0 Co-presidents, Vice-President and Secretary are absent or unable to serve in their capacity.
The Treasurer shall have the care and custody of all monies belonging to the Association.
He/she shall cause these monies to be deposited in a regular business bank or trust company.
The Treasurer must be one of the officers who shall sign checks or drafts for Association.
She/he shall cause to be on file at any banks doing business with the Association proper signature instruments for the making of drafts and/or checks.
Under normal circumstances, two (2) signatures should be on file: the President’s and the Treasurer’s.
The Association shall not set aside funds which make it unnecessary for the Treasurer to sign instruments against such funds.
The Treasurer shall render, at stated periods as the Executive Board shall direct but not less than once a year, a written account of the finances of the Association and such report shall be affixed to the minutes of such a meeting.
The Treasurer shall be responsible for the maintenance of proper tax records, for the filing of appropriate tax instruments, and for advising the Executive Board of any tax liabilities or assets.
Section 5 – Members-at-Large
In the event the President or two Co-presidents, Vice-President, Secretary and Treasurer are absent or unable to serve in their capacity, the remaining Members-at-Large shall appoint one from among their elected numbers to serve as Acting President.
Members-at-Large are to assist the Officers in providing services to the membership. These activities would normally include, but not be limited to, membership services, committee work, newsletters to the members,
chairing/arranging of workshops and presentations to members, hosting general membership meetings, and any and all other such services as the Executive Board may deem suitable and desirable to the members.
Likewise, Members-at-Large are responsible for reporting to the Executive Board issues of concern from the membership.
Section 6 – Service of the Executive Board
No officer of this Association shall be entitled to receive any salary or other compensations for the performance of their duties. Nothing herein, however, shall prevent the Association from reimbursing its officers for expenditures made in the performance of duties pertinent to their offices and/or other actions undertaken at the direction of the Executive Board.
Members of the Executive Board who do not provide adequate explanation of their non-attendance as may deemed suitable to the Board shall be removed from office and replaced according to these By-Laws.
Article IX – Committees
Section 1. The chairperson of all committees of the Association shall be appointed by the President or two Co-presidents and shall serve at the pleasure of the President or two Co-presidents. The working membership of these committees shall be volunteers taken from the membership of the Association.
Section 2. The President or two co-presidents shall annually cause to be formed an Election Committee which shall bring to the Executive Board any nominees for election and shall cause ballots to be distributed annually to the entire membership for any election of officers of the Association.
Section 3. The President or two co-presidents may appoint the following committees as necessary: Membership, Public Relations, Program, By-Laws, and/or any other committees as the President or two co-presidents may believe to be necessary for the welfare of the Association.
Section 4. The President or two co-presidents, with the advice and consent of the Executive Board, shall appoint members of this Association to the committees of the New Jersey Psychological Association as necessary.
Article X – Dues
The dues for membership in this Association shall be determined by the Executive Board. In no case shall the Association publish a member’s name in any public document without insuring that such member is a dues-paid member of the ssociation.
Article XI – Amendments to By-Laws
Section 1. These By-Laws may be amended by an affirmative vote of not less than a majority of the members at the next scheduled meeting of the Association.
Section 2. At the discretion of the Executive Board, an amendment may be made by majority vote of the respondents to a mailed (or otherwise communicated) ballot. Any vote by mail shall be valid only if returned within thirty (30) days after the date of posting of such ballot.
Article XII – Mission Statement
The Mission Statement of the Association shall read as follows:
“The Northeast Counties Association of Psychologists is a regional affiliate organization of the New Jersey Psychological Association. Its mission is to advance psychology as a science, a profession, and as a means to promoting health and human welfare. Within this mission, we seek to establish and maintain working relationships with other allied professions. Members benefit through developing professional networks within the community and helping each other by sharing knowledge and training. The Association offers its members continuing education opportunities throughout the year. This helps promote high standards of training, develops professional expertise, and enhances ethical practice to better serve our clients. The members of the Association are sensitive to the diverse needs of the population they serve. Finally, the Association has representation to the NJPA Executive Board and to the NJPA Affiliate Caucus through our members who are our liaison for state and national issues.”
The Executive Board shall determine those times and places in which the display of the Mission Statement may be appropriate.