2026 Bylaws Revisions

NCOTA will initiate Phase 6 of our Bylaws review on Saturday, September 19, 2026, from 1:15 – 2:15 pm and the ballot will remain open through Saturday, September 30th at 11:59 pm

Please visit our bylaws page to view the current 2021 bylaws and the proposed revisions for the 2026 bylaws. Revisions will be highlighted in yellow. (Member-only page)

As a member organization, we require a majority vote of the participating eligible members to pass the proposed bylaws changes. Individuals not in attendance will also receive the opportunity to vote. 

Proposed Changes

• Term limits for the president and board members
• Term length for board members and executive board (including president)
• Restructuring and consolidation of special interest sections
• Clarifying language regarding eligibility for student, board, and exec board positions
• Changing the DEI chair from elected to appointed 

Voting Eligibility

• Individuals with an active NCOTA membership
• NCOTA membership must have been active BEFORE the sending of this email on Wednesday, September 9, 2026. (required by NC state law)

Bylaws Review Process

The Association Bylaws shall be reviewed at least once every five years. These Bylaws may be amended, repealed, or altered, in whole or in part, by a majority vote at any duly organized meeting of the Association membership.

Notice of the meeting must be announced to the membership at least 30 days in advance. Additionally, the text of any proposed changes must be sent via mail or email to each member’s last recorded address at least 10 days prior to the scheduled meeting.

NCOTA Bylaws Revision, Review, and Approval Process

Phase 1: Committee Formation & Initial Review

• Timeline: The process begins at least six months prior to sending the final version to the membership for approval.
• Subcommittee Composition:
  • NCOTA President
  • Vice President
  • Bylaws Chair
  • Any interested Board members
• Responsibilities: Review the current Bylaws, draft proposed revisions recorded over the past 5 years, and present them in writing to the full Board. The subcommittee will lead all related discussions during NCOTA Board meetings.

Phase 2: Board Review & Preliminary Approval

• Voting Requirement: Proposed changes must be approved by a majority vote of Board members present (either in person or virtually).
• Next Steps: Once approved by the Board, the Bylaws Chair prepares the review package for the general membership.

Phase 3: Membership Comment Period

• Distribution: The approved package is emailed to all NCOTA members.
• Package Contents:
  • The proposed revised Bylaws document.
  • A comprehensive revisions chart highlighting and explaining the changes for easy readability.
• Comment Window: Members must be provided a feedback window of no less than 4 weeks.
• Feedback Collection: Written feedback must be submitted to the Bylaws Chair. If the position is vacant, an Executive Committee member will be delegated to handle this task.

Phase 4: Dispute Resolution & Consensus

• Review: The Bylaws Chair compiles all member feedback and presents it to the Board for review.
• Mediation: If areas of dispute exist regarding the revisions, the Bylaws Chair will work with key members to negotiate an agreed-upon version.
• Final Board Vote: Once consensus is reached, the Board will finalize the draft via a majority vote of members present.

Phase 5: Membership Notification & Voting Eligibility

• Final Notice: The final draft of the Bylaws document and the updated revisions chart are sent to the full membership.
• Voting Eligibility Requirement: In accordance with North Carolina state law governing non-profit corporations regarding record dates and voting notice, any individual who becomes a member after the final revision packet has been sent out to the membership is ineligible to vote on these bylaws.

Phase 6: Annual Meeting & Voting Procedure

• Voting Venue: The formal vote will take place at the NCOTA Annual Business Meeting (typically held at the fall conference). Scheduled Saturday September 19, 2026 at 1:15PM – 2:15PM
• Parliamentary Authority: The meeting and voting procedures must follow Robert’s Rules of Order.
• Presentation and Discussion: The Bylaws revisions will be presented to the membership (ideally one change at a time), allowing for dedicated floor discussion on each point.
• Voting Execution: A separate vote will be taken on each individual change via google forms.
• Quorum Requirement: A quorum of 50 members present is strictly required to transact business.
• Final Approval: The Bylaws revisions will be officially adopted upon receiving a majority vote of the eligible membership present at the meeting.

If you have any questions, please don’t hesitate to reach out at office@ncota.org