Extension councils

University of Missouri Extension State Council Bylaws

Contents:

· Purpose

· Office and Records

· State Council Membership

· Terms of Office

· Meetings

· Board Election and Term of Office

· Duties of Officers

· Committees

· Fiscal Year

· Amendments

Purpose

The purpose of the University of Missouri Extension State Council is to promote the common interest of Missouri Extension County Councils by engaging in the following:

Support for research and extension programs of the University of Missouri and Lincoln University at all levels of government
Dissemination of information about the need for and advantage of research and extension.

Article I: Office and Records

State Council, shall meet at the University of Missouri-Columbia unless otherwise designated by the chairman or majority vote of those present at a regular or special meeting.
The State Council shall keep accurate and current records and minutes of all meeting procedures and activities of any of the Council’s committees.
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Article II: State Council Membership

The State Council shall consist of one (1) representative from each of the extension administrative regions or Regional Councils. In addition, the county councils of Greene, Jackson and St. Louis counties shall have one representative to the State Council. Each State Council member shall be elected by the regional extension council in their respective regions, except that regional extension council representatives from Greene, Jackson and St. Louis counties shall not participate in the selection of the regional council representatives. Each State Council member shall be elected at a scheduled meeting of the regional extension council so that members may take charge of State Council duties no later than April-01 of any given year following election. The county councils of Greene, Jackson and St. Louis counties shall select their representatives in the same time frame.
One State Council alternate member may be elected by each regional extension council and by the county councils of Greene, Jackson and St. Louis counties, and those members may serve in the absence of the regular State Council member from their respective jurisdiction.
In the even calendar year, five (5) State Council members, as well as alternates if the selecting bodies choose, shall be elected in the West Central, Southeast and Northeast regions and from Greene and St. Louis counties and start serving their term according to Art. II sect.1. In the odd calendar year, six (6) State Council members, as well as alternates if the selecting bodies choose, shall be elected in the Northwest, Central, South Central, Southwest and East Central regions, and Jackson County and start serving their term according to Art. II sect. 1
To be eligible for membership as a State Council member, individuals must have served or be serving on a county extension council.
The chair with approval of state council may appoint an at-large member.
The State Council may select additional representatives to ensure all citizens a voice in the decision and advisory capacity to the University of Missouri, University of Missouri Extension and Lincoln University Extension.
There shall be no more than three (3) appointed members to the state council. All appointed members shall be for a two year term in conjunction with the state council member’s terms according/subject to Art. II sect. 1. Every appointed member shall have served or be serving on a county extension council or a 4-H council.
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Article III: Term of Office

State Council members shall not be restricted to the number of terms they may serve on the State Council.

Article IV: Meetings

The date and time of State Council regular or special meetings shall be set by a majority vote of the members assembled at any regular or special meeting.
Notice of any regular or special meeting shall be received no less than five (5) working days prior to the date of the meeting.
Special meetings of the State Council may be called by the chairman, vice chairman in the absence of the chairman, or by a majority vote of the State Council via written matter, phone, fax or other selected communication, with the request being received no less than five (5) working days prior to the call date of the meeting.
Any action to be taken at a regular or special meeting of the State Council may be taken in lieu of face-to-face meeting via phone, fax or other acceptable means of communication by receiving notice of the meeting and agenda within the required time frame.
Each State Council member shall be entitled to one vote on each matter submitted to a vote. A Quorum shall be fifty percent of the currently filled positions.
State Council, the University of Missouri and Lincoln University shall sponsor a statewide annual county extension council meeting to be held in Columbia, Missouri, unless otherwise specified, to enhance the advancement and dissemination of extension issues of key importance to Missouri’s county councils.
A quorum, except as otherwise provided by law, shall be constituted by State Council members present at any regular or special meeting called under the guidelines of these bylaws.
The chairman of the State Council shall cause to be mailed, faxed or e-mailed to each county council chairman a report of the State Council proceedings.

Article V: Board Election and Term of Office

State Council members and alternates shall be those persons selected according to the provisions of these bylaws.
A State Council member’s term of office, and the alternate’s term in those cases where an alternate is selected, shall be two (2) years. However, a member may remain until a replacement is selected.
Regionally selected State Council members shall be elected by a majority vote of the regional extension council with a quorum present. A quorum shall be defined as one more than half of the members of the regional extension council being present. Members selected by the extension councils of Greene, Jackson and St. Louis counties shall be selected by a majority vote, quorum present, of those councils. A quorum shall be defined as one more than half of the members of the county councils being present. The Regional and County state council members shall attend regional council meetings so they can report back the issues and concerns taken up by the State Council
A State Council seat shall not be vacant, either due to term expiration, ineligibility or resignation, for more than sixty (60) days. If a seat remains vacant for more than sixty (60) days, the State Council shall poll the proper regional extension council or county council (whichever is the selecting body for the seat) for nominees and ask them to elect a current or former county council member from that region or county to fill the seat. The State Council at the next regular or special meeting of the State Council called in accordance with these bylaws shall address the vacancy if that region or county council fails to respond.
A State Council member’s seat shall be considered vacant in cases where that member is no longer a resident of the region or county he or she represents, or in cases where the State Council member has missed three or more consecutive regular or special meetings called (except when a request for a leave of absent or sickness and the Alternate will fulfill the duties) in accordance with these bylaws. These vacancies may be filled in accordance with Article V, Section 4.

Article VI: Duties of Officers

The officers of the State Council shall be chairman, vice chairman and secretary. The term of each officer shall be one year, with terms beginning May 1 each year. The election of officers shall occur at the regular April meeting of the State Council or at the first regular or special meeting called thereafter.
Any officer may be removed by majority vote of the State Council at any regular or special meeting following a written notice to the officer in question fifteen (15) days prior to the meeting. Response by the officer in question must be received ten (10) days from the date of the removal notice. The officer in question shall be entitled to one (1) State Council hearing if requested in writing on or before the tenth day prior to the regular or special meeting where the removal is to be addressed.
Should the office of chairman become vacant due to death, resignation, incapacity, ineligibility or removal, the vice chairman shall complete the unexpired term of office with all the same privileges and responsibilities as the chairman.
Any other officer vacancy shall be filled by a majority vote of the State Council members present at the next regular or special meeting.
The chairman shall have the authority to assign individual State Council member responsibilities, appoint committees or appoint State Council members to perform such other reasonable tasks as he or she deems necessary to fulfill the purposes and responsibilities of the State Council.
The vice chairman in the absence of the chairman shall perform the duties and hold the powers of the chairman.
The secretary shall record or cause to be recorded all votes taken and the minutes of all State Council activities and store in a location designated by the State Council. The secretary shall also be responsible for distributing all recordings of State Council proceedings as specified by the State Council.

Article VII: Committees

The chairman may from time to time appoint temporary or standing committees or may appoint individual State Council members to other bodies as required to fulfill the purposes of the State Council. The term of all committee members shall expire with the term of the chairman unless a shorter term is specified by the chairman.

Article VIII: Fiscal Year

The fiscal year of the State Council shall begin July 1 and end June 30.

Article IX: Amendments

The bylaws of the State Council may be amended or repealed by a majority vote of the State Council members at any regular or special meeting called in accordance with these bylaws.

Updated 01-2010

Contact:
Tony DeLong
County Council Coordinator
E-mail: DeLongT@missouri.edu
Phone: 417-272-8707