ByLaws
ByLaws
The ByLaws outline the governing rules, procedures, and policies for the Board of Trustees. It typically includes provisions defining the board's legal status, composition, officer duties, committee structures, meeting protocols, and the specific powers and responsibilities entrusted to the board.
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PREAMBLE
North Carolina Security Association (NCSA)
Article I - NAME
The name of the association shall be North Carolina Security Association. The abbreviated version of the association name shall be NCSA.
Article II - PURPOSE
The purpose of this Association is to promote security professionalism and uphold ethical standards within the private security services industry, while advancing the principles and policies outlined in the preamble of these Bylaws.
Article III – LOCATION, EMBLEM, SEAL
Section 1. This Association shall be incorporated as a non-profit entity in the State of North Carolina.
Section 2. The location of the principal office shall be the address of the Registered Agent of the Association.
Section 3. The official LOGO/emblem of the Association shall consist of a badge NC Security Association
Section 4. The official logo and emblem of the Association shall be used exclusively for official Association business. Members are prohibited from using the logo, emblem, or Association name in personal advertising, business cards, or stationery in a manner that implies endorsement or sanction, unless they have received prior written authorization from the Board. However, members may indicate their membership in the Association
Section 5. The corporate seal of the North CArolina Security Association shall be in such form and design as the Board may select and shall bear the name of the association and the year and state of its incorporation. The corporate seal of the Association shall be maintained by and held in the custody of the Association President.
Year and state of incorporation: 2025- North Carolina
Article IV – MEMBERSHIPS
Section 1. Full membership is open to all security individuals who are owners or operators of security organizations that meet the eligibility requirements set forth by the appropriate arm of any state, federal, foreign or other jurisdiction, to perform private security services. Membership applications are subject to review and recommendation by the membership committee. Applicants are to be voted upon by the members of the Board. A simple majority shall be sufficient to approve an applicant for full membership.
Section 2. Associate membership is open to all persons engaged in a security profession or occupation related to private security services, or who exhibit and express an interest in furthering the standards and objectives in the preamble and Article II of these Bylaws. Associate members shall be eligible to serve by appointment of the President to committees but shall not be eligible to hold office nor to vote. Applicants are to be voted upon by the members of the Board. A simple majority shall be sufficient to approve an applicant for Associate membership.
Section 3. Affiliate Membership is open to all security persons engaged in a business providing equipment, support services, or other services to the Private Security community. Applicants are to be voted upon by the members of the Board. A simple majority shall be sufficient to approve an applicant for Affiliate membership.
Section 4. All full members in good standing of the North Carolina Security Association shall be equal with respect to voting privileges and eligibility to hold office.
Section 5. Application for membership shall be made on an application form approved by the Association, accompanied by the appropriate remittance.
Section 6. The membership year begins on the date the membership payment is received and will be renewed annually on that same date each year.
Section 7. Continued membership in the Association shall be granted after membership dues have been paid in full for the new membership year.
Article V – DUES
Section 1. Membership Dues and Categories
All Membership eligibility requires possession of a valid, North Carolina license
Memberships begin on the date you join and renew annually on that same date
The annual dues for all membership levels shall be determined and approved by a majority vote of the Board. Dues may be adjusted as needed to reflect operational costs or changes in Association services.
- Agency Member: ($250 yr) Business owners or company level. Post jobs, share hiring, research guard database with firings or quitting. Properly licensed business entity that provides contract uniformed security services within the State of North Carolina. Through its appropriate designated representative, an Agency Member shall be eligible to serve on the Board, hold office, vote and participate on the members’ discussion board on the NCSA website. Appropriate designated representatives shall be regional supervisors, executives or owners of the agency. This membership will have the ability to advertise services or products on the NCSA website for an extra membership fee established by the Board.
- Affiliate/Associate Members: ($150 pr) Businesses that are not guard companies that want to support the industry. Must be a member of this to advertise on the site as well. Advertisement levels will be established with sizes and prices.
Shall not be eligible to serve on the Board, hold office, vote or participate on the members’ discussion board on the NCSA website unless such licensee is representing an Agency Member in a voting capacity. This membership may participate in any committee created by the NCSA Board. - Guard Members: ($20 yr) shall not be eligible to serve on the Board, hold office, vote or participate on the members’ discussion board on the NCSA website. They can take advantage of the continued education trainings posted, resume building, and self-growth education posted on the site.
Corporate Sponsor Member I: ($500 yr) This membership will have the ability to advertise services or products on the NCSA website for fees set by the board and depending on size, duration, location, and relevance. Some companies may want to register all of their employees as a added benefit to the employee to help with self-development. If the company registers their guard force, the fee would be $10 per guard. This is a one-time opportunity. Once you use it for your company, it is no longer available in the future. (So register all of your team now).
Guards wanting to join after the initial group session will be billed at $20 per guard. Employers are still encouraged to add as many guards as possible.
Corporate Sponsor Member II: ($500 yr) This membership will have the ability to advertise services or products on the NCSA website for fees set by the board and depending on size, duration, location, and relevance. CS members cannot be guard services. This membership is for Insurance Companies, Equipment vendors, Uniform Sales, Etc.
Section 1.
All dues amounts, and any changes thereto will be publicly announced following approval by the Board of Directors.
Section 2.
Annual dues must be paid in full to the Treasurer on or before the member’s enrollment date. Members or sponsors whose dues remain unpaid for more than seven (7) days after the auto-renewal date will be considered delinquent. As a result, all rights and privileges of membership will be suspended, including removal from the Association’s email and mailing lists. Membership will be automatically revoked, and reapplication may be required.
Section 3.
Any former member whose membership was revoked due to nonpayment may be reinstated upon full payment of all past and current dues, subject to the recommendation of the Membership Committee.
Section 4.
Dues for newly approved members will be set to auto-renew annually on the anniversary of their original payment date.
Article VI – Elections, Officers’ Duties, and Responsibilities
Section 1 – Eligibility for Office
Any full member in good standing is eligible to hold elective office within the Association.
Section 2 – Elected Officers
The elected officers of the Association shall include:
- President
- Vice President for Legislative Affairs
- Vice President for Training
- Secretary
- Treasurer
No officer may serve more than two (2) consecutive terms in the same position without approval by a majority vote of the Board.
Section 3 – Election Process
Officers shall be elected by secret ballot at the December general business meeting for a two-year term. Votes may be cast:
- In person at the meeting
- Electronically
- Via fax or postal mail
Non-attending votes must be received no later than the day prior to the election and must include the voter’s full name to verify membership. Newly elected officers will assume their roles at the January statewide general meeting. Officers may be re-elected in accordance with these Bylaws.
Section 4 – President
The President serves as the chief executive and administrative officer, providing general oversight of the Association’s affairs. The President shall:
- Appoint all standing and special committee chairs
- Serve as an ex officio member of all committees
- Represent the Association at official functions
The President shall serve without compensation.
Section 5 – Vice President for Legislative Affairs
This officer monitors all state and federal legislation impacting the private security industry and reports relevant updates to the Board. Responsibilities include:
• Tracking actions of the NC Private Protective Services Board
• Presiding in the absence of the President
• Performing duties as delegated by the President
This officer shall serve without compensation.
Section 6 – Vice President for Training
Responsible for developing and presenting training modules in response to evolving industry requirements. Additional duties include:
• Collaborating with the Vice President for Legislative Affairs on training-related legislation
• Presiding in the absence of the President and VP for Legislative Affairs
This officer shall serve without compensation.
Section 7 – Secretary
The Secretary shall:
• Record and maintain minutes of all meetings
• Handle official correspondence
• Manage membership applications and forward them to the Membership Committee Chair
This officer shall serve without compensation.
Section 8 – Treasurer
The Treasurer shall:
• Maintain accurate financial records and issue receipts
• Deposit funds in a federally insured depository under the Association’s name
• Conduct a financial audit 30 days before fiscal year-end
• Present financial reports at each business meeting
• Transfer all records and funds to their successor within 30 days
The Treasurer shall be bonded for no less than $5,000 at Association expense and serve without compensation.
Article VII – Board of Directors
Section 1 – Composition
The Board of Directors shall consist of:
- President
- Vice President for Legislative Affairs
- Vice President for Training
- Secretary
- Treasurer
- Immediate Past President
- Two (2) At-Large Members
Section 2 – Authority
The Board serves as the governing body of the Association and operates in accordance with these Bylaws.
Section 3 – Presiding Officers
The President presides over Board meetings. In their absence, succession shall follow:
- Vice President for Legislative Affairs
- Vice President for Training
- At-Large Member
- Secretary
- Treasurer
- Immediate Past President
Section 4 – Executive Function
The Board may act on urgent matters between regular meetings and vote on issues requiring immediate attention.
Section 5 – Voting Power
Decisions are binding with a majority vote of participating Board members.
Section 6 – Tie-Breaking Vote
Each Board member has one vote. In the event of a tie, the President may cast a second, deciding vote.
Section 7 – Annual Report
The President shall present a report at the Association’s annual meeting.
Section 8 – Board Duties
The Board is responsible for fulfilling all duties outlined in these Bylaws.
Section 9 – Governance Procedures
The Board has the authority to set and modify its operating procedures.
Section 10 – Quorum
Three (3) Board members in good standing constitute a quorum for Board meetings.
Section 11 – Officer Removal
The Board may remove any officer or member who fails to fulfill their duties.
Article VIII – Appointments, Committees, and Duties
Section 1 – Committee Leadership
The President shall appoint a Chair and Co-Chair for each standing committee for the duration of their term.
Section 2 – Publication of Appointments
Committee appointments shall be published in the Association newsletter or other official communication.
Section 3 – Standing Committees
The following standing committees shall be established:
- Bylaws
- Education and Training
- Legislative
- Membership
- Publications
- Ways and Means
Section 4 – Special Committees
The President may establish additional committees and appoint members as needed.
Section 5 – Bylaws Committee
Chaired by the Secretary, this committee reviews and recommends amendments or revisions to the Association’s Bylaws.
Section 6 – Education and Training Committee
Chaired by the Vice President for Training, this committee organizes speakers, seminars, and educational content.
Section 7 – Legislative Committee
Chaired by the Vice President for Legislative Affairs, this committee:
- Drafts and reviews legislation affecting the industry
- Coordinates with governmental agencies
- Notifies members of legislative developments
Section 8 – Membership Committee
The Chair is elected by the committee members. Responsibilities include:
- Recruiting and reviewing prospective members
- Maintaining participation records
- Recommending revocation or denial of membership for just cause
Section 9 – Publications Committee
The Chair is elected by committee members. This committee:
- Oversees all official publications and communications
- Publishes membership notices and newsletters
- Appoints the Editor of the newsletter as Chair or Co-Chair
Section 10 – Ways and Means Committee
Chaired by the Treasurer, this committee identifies revenue opportunities to support Association programs.
Article IX – Quorum
Section 1
A quorum for regular or special meetings shall consist of twelve (12) members in good standing, including at least two (2) Board members.
Section 2
Only members in good standing may participate in Association meetings.
Article X – Meetings
Section 1 – Regular Meetings
The Board shall meet quarterly, with the statewide meetings in March and September serving as Board meetings.
Section 2 – Special Meetings
The President may call special meetings, with timely notification provided to all members stating the date, time, location, and purpose.
Section 3 – Member-Initiated Meetings
A special meeting must be called upon written request from at least 20% of members in good standing, including meeting details.
Article XI – Amendments or Revisions
Section 1
These Bylaws may be amended or revised by a two-thirds (2/3) majority of votes cast by members in good standing. Voting methods include in-person, electronic, fax, or postal mail, with all remote votes due by the day before the meeting and including the voter’s full name for verification. Proposed changes must be sent to members at least 15 days prior to the meeting.
Section 2
Approved amendments or revisions take effect immediately upon a successful vote.
Article XII – Parliamentary Authority
All Association proceedings shall follow Robert’s Rules of Order unless otherwise specified in these Bylaws.
Robert’s Rules of Order is a widely used guide for conducting meetings and making group decisions efficiently and fairly. Originally developed by U.S. Army officer Henry Martyn Robert in 1876, the rules provide a structured format that helps organizations—such as boards, committees, and associations—maintain order and ensure every member has a voice.
Key Features of Robert’s Rules:
- Agenda Structure: Outlines the order of business (e.g., call to order, approval of minutes, reports, old business, new business).
- Motions: Members make motions (formal proposals) to bring business before the group. Each motion must be seconded, debated, and voted on.
- Debate: Ensures orderly discussion, allowing members to speak for or against motions.
- Voting Procedures: Details how to vote (voice, show of hands, ballot) and what constitutes a majority.
- Roles and Responsibilities: Clarifies duties of officers like the chairperson, secretary, and treasurer.
- Quorum: Defines the minimum number of members needed to conduct business.
Why It’s Used:
- Promotes fairness and equality.
- Prevents confusion or dominance by a few members.
- Provides a clear method to resolve disputes or disagreements.
Many nonprofit organizations, civic groups, and associations—including the North Carolina Security Association—use Robert’s Rules as their official parliamentary procedure.