4-H Council constitution and bylaws

Constitution

Article I

Name: This organization shall be known as the Scotland County 4-H Council.

Article II

Purpose: The purpose of this organization shall be:

  1. To give guidance to county program planning by interpreting needs.
  2. To establish needed policy.
  3. To plan and coordinate county needs.
  4. Plan and cooperate with County Extension Personnel in 4-H leader training.
  5. To suggest areas and potential leadership for expanding and carrying on 4-H club work.
  6. To plan for raising funds to "support the county 4-H program."

Article III

Membership and voting

Race, color, creed or national origin shall not restrict membership on this council.

The voting membership shall consist of the following:

  1. Two adult leaders from each club, preferably the club leader and the assistant leader.
  2. Three 4-H members from each club. The club president is automatically one of these members.
  3. Ex-officio members shall consist of:
    • The area extension personnel members of the area extension or 4-H committee
    • Others who might benefit the 4-H program
  4. The officers and advisors of the 4-H Council.

Article IV

Officers and executive committee

  • The elected officers of the council shall be:
    President, vice president, secretary, reporter and 2 adult advisors
  • The executive committee shall be composed of the 5 elected officers and 2 adult advisors. An extension staff member shall be an ex-officio member of the executive committee.

 

Bylaws

  1. The president shall preside at all meetings of the county 4-H Council.
  2. The vice president shall perform the duties of the president in the even of his or her absence.
  3. The duties of the secretary shall be to:
    • Keep accurate minutes of each 4-H Council meeting and read the same at the next meeting of the council.
    • Provide the county University Extension Center with a copy of the minutes of each 4-H Council meeting.
    • Take care of necessary 4-H Council correspondence.
  4. The duties of the treasurer shall be:
    • Keep an accurate account of any money that may be the property of the 4-H Council.
    • Make a report at each council meeting of the account.
    • Make a complete financial report to present to the 4-H Council at the end of the Council year.
  5. The duty of the reporter shall be:
    • Write a newspaper release of the council meeting and submit to the papers of the county, radio and TV stations.
  6. The 4-H Council shall hold 6 meetings as follows:
    • January
    • March
    • May
    • July
    • September
    • November
  7. Ten voting members shall constitute a quorum of the county 4-H Council and three members shall constitute a quorum of the executive committee.
  8. The officers shall serve no longer than two consecutive years. The adult advisors shall be elected for two-year terms with one advisor elected every other year.
  9. The election of officers shall be held at the regular meeting in September.
  10. The nominating committee shall be the executive committee. They shall present a slate of perspective officers at the September meeting.
  11. Any officer failing to attend three consecutive meetings without reasonable excuse, shall be automatically out and the executive committee shall fill the office.
  12. The executive committee shall plan the program for the ensuing year. Standing committees shall consist of achievement, art hall, National 4-H Week, finance, recognition event and awards, royalty, constitution and bylaws, and dress review. The members will be appointed for a one-year term and authorized by the council.
  13. All council members unable to attend the meeting shall have the right to vote by proxy through a representative of their club.
  14. The Scotland County 4-H Council has specific requirements for individual 4-H club members.
    • Each member is required to attend 6 (six) local 4-H Club meetings before the fair to be eligible to show. The council may make rules for alternative ways for members to meet their meeting requirements. Hardship cases may come before the 4-H Council for decision of eligibility. The local club leader is responsible for checking that members have attended the required number of meetings.
    • Each member is required to attend 6 (six) local club meetings or the equivalent to complete the club year. A member joining a club with 5 or 6 meetings left will need to attend all meetings or the equivalent before September.
  15. These by-laws may be amended at any meeting of the Scotland County 4-H Council by a two-thirds vote of the members present, providing the proposed amendment has been discussed at a previous meeting or a notice of such an amendment has been sent to council members at least 10 days prior to the meeting.
  16. This constitution and by-Laws shall be checked and revised every two years if needed.
  17. Alternative ways for members to meet the 6 (six) meeting requirement:   (member can use one each)
    • One meeting will be excused for school sponsored event the 4-H member is required to attend.
    • 4-H member can attend 2 (two) council meetings which will count for one local 4-H club meeting.
    • 4-H member can attend another 4-H club's meeting. Get a signed visitor form from that club leader and report back to his or her local club on the other club's meeting.