Minnesota 4 H Youth Development Chisago County 4 H Leaders Council MN Constitution and By laws

Transcription

1 MN 4 H CONSTITUTION AND BY LAWS FOR FEDERATIONS AND COUNCILS Chisago County 4 H Federation MN Constitution and Bylaws To be completed and used by all Minnesota 4 H County Federations and Council s Introduction Minnesota 4 H federations/councils are educational organizations under the Regents of the University of Minnesota. This model constitution and by laws state the required provisions of all Minnesota 4 H federations/councils. The only sections of this document that can be changed are those that are printed in Italics. In these sections counties can use the example language that is provided or a county can choose to use their own wording. If Federations/councils have additional rules, guidelines and best practices that align with this model and with Minnesota 4 H policies this should be included in a separate document and MUST be turned in with the constitution/by laws. Attach a copy of the adopted constitution and by laws, along with any additional rules, guidelines and best practices to the annual 4 H Federation/Council charter by November 30, If any changes are made to these documents throughout a 4 H year, the documents with the new changes MUST be turned in with the annual charter. Minnesota 4 H Youth Development Chisago County 4 H Leaders Council MN Constitution and By laws Constitution (fundamental principles which govern operation) Article I Name Section 1. The name of this organization shall be the Chisago County 4 H Leaders Council. Article II Purpose Section 1. The exclusive purpose of this 4 H organization shall be to cooperate with the University of Minnesota Extension 4 H program staff in unifying and strengthening the 4 H Youth Development program. Notwithstanding any other provisions of these articles, this organization shall not, except to an insubstantial degree, engage in any

2 activities or exercise any powers that are not in furtherance of the purposes of this organization. Article III Membership Section 1. Membership in this 4 H organization is offered to youth and adults volunteering with 4 H in this county in accordance with the University of Minnesota equal opportunity policies and as defined in Section 2 and 3. Section 2. Membership shall include: All enrolled 4 H members 3rd grade and above and adult volunteers. Section 3. Adult volunteers will meet the current requirements of the University of Minnesota Extension for adult volunteer leadership and other conditions as described in the bylaws before being a member of this group. Se ction 4. Voting rights at the annual meeting are granted to enrolled members 3rd grade and above and adult volunteers. Voting rights at monthly meetings are granted to the elected officers and elected adult and youth advisors. Article IV Leadership/Officers Section 1. The youth officers of this 4 H organization shall include the president, vice president, secretary and treasurer. Two additional youth representatives will be elected to serve as youth advisers. Section 2. One adult volunteer will be elected as an advisor to the youth treasurer with the responsibility to guide and assist the youth treasurer in financial duties of this 4 H organization. One adult advisor will be elected as an advisor to the President and the secretary. Four additional adult volunteers will be elected to serve as adult advisers.. Section 3. Eligibility for each office and term of office is described in the bylaws. Section 4. Officers shall complete the regular duties of the office, as described in their position descriptions listed in the supporting documents.. Article V Boards/Committees Section 1. The Executive Board of this 4 H organization will include the officers and adult advisers. In Chisago County the Executive Board is referred to as the Management Board in this document". Section 2. Guidelines for standing and special committees will be designated in the bylaws.

3 Article VI Meeting and Quorum Section 1. This 4 H organization shall meet at least one time yearly with frequency of meeting clarified in the bylaws and specific dates approved by the group at each annual meeting. Section 2. All meetings shall be conducted according to Robert s Rules of Order. Section 3. A quorum for the purpose of official business decisions of the 4 H organization at the annual meeting shall be 1/3 of all clubs. A quorum for the purpose of official business at monthly meetings shall be at least fifty percent (50%) of the elected members. Article VII Umbrella Organizations Section 1. 4 H clubs are the youth development outreach from the Land Grant Universities, Cooperative Extension Services, and the United States Department of Agriculture. 4 H councils/federations bring youth and adult volunteers of each club together for the purpose outlined in Article II. Section 2. Minnesota 4 H organizations qualify as educational organizations under Internal Revenue Code section 501(c)(3) and are tax exempt pursuant to the group exemption (GEN5929) granted to Regents of the University of Minnesota. To use the 4 H name and emblem and be recognized as a 4 H organization in Minnesota, the organization must meet the requirements of the 4 H charter with the renewal application submitted annually and approval granted by the State 4 H Program Director or designee. Section 3. This 4 H organization and their officers and members will be under the general direction of the University of Minnesota Extension, 4 H Youth Development staff providing oversight in the county, region and state. Article VIII Amendments Section 1. Adoption of a proposed amendment to this constitution shall require a two thirds vote of members present at the second meeting at which the amendment is presented. Section 2. Provisions of the constitution and bylaws required for inclusion under GEN5929 must be used without alteration and updated when the change is directed by the University of Minnesota s State 4 H Program Director or designee. Article IX Dissolution Clause Section 1. This 4 H organization will be dissolved if it fails to reapply to use the 4 H name and emblem through the annual Minnesota 4 H chartering process or if staff

4 deems the 4 H organization is no longer fulfilling its purpose. This 4 H organization may also choose to dissolve; this requires a two thirds vote of members present at the second meeting at which the motion is presented. Section 2. Upon dissolution of the 4 H organization, assets shall first be used to pay any debts of the 4 H organization. Remaining assets shall be distributed to University of Minnesota Extension and used exclusively for the purpose of program development directly related to the enrichment of the 4 H youth development program. If there is no 4 H youth development program, assets shall be distributed only to one or more organizations that are tax exempt under section 501(c)(3) of the Internal Revenue Code, or the corresponding section of any future federal tax code, or shall be distributed to the federal government, or to a state or local government, for a public purpose. Bylaws (specific rules of guidance by which the group is to function) Article A Council/Federation Operations (Related to Constitution Article II) Section 1. The 4 H motto shall be, To Make the Best Better. Section 2. The club emblem shall be the four leaf clover with an H on each leaf. Section 3. The Minnesota 4 H Club pledge: I pledge My Head to clearer thinking, My Heart to greater loyalty, My Hands to larger service, My Health to better living, for my family, my club, my community, my country, and my world. Section 4. Responsibilities of this 4 H organization shall be to work with Extension, 4 H Youth Development staff: Providing education and otherwise supporting youth and adult volunteers in their leadership of the 4 H Youth Development Program. Planning, promoting, implementing, and evaluating 4 H learning and leadership experiences for the benefit of youth. Providing information to youth and adults about 4 H educational opportunities available on the county, regional, state, national, and international levels. Generating and managing funds in support of 4 H educational opportunities. Creating youth development guidelines and practices, in so far as they supplement and augment state and national policies. Supporting evaluation efforts so 4 H can effectively communicate the program s public value, helping to create interest and public support of 4 H.

5 Article B Selection of Leadership (Related to Constitution Article IV) Section 1. The officers of this organization shall be elected by ballot at the designated annual meeting. Section 2. Youth officers shall hold office for one year or until their successors shall have been elected and qualified. Individuals may serve no more than two terms in office. All youth management board members must have completed seventh grade and two years of 4 H membership. To serve as the president, vice president, treasurer or secretary board members must be in ninth grade. The president, vice president, treasurer and secretary will be elected by the management board at their first meeting following the annual meeting. Section 3. Adult volunteers selected as advisers shall hold office for 2 years or until their successors shall have been elected and qualified. Adult advisers may serve no more than two terms in office and no more than four years consecutively. Only one adult advisor shall be selected from the same family/household and no more than two shall be selected from the same club. Section 4. Vacancies of offices shall be appointed by the Management Board. Any member of the Management Board who has missed three meetings with no notice will be replaced according to Section 4. 4 H staff may appoint an interim member to serve in this place until a Management Board appointment can be made.. Section 5. Elections will be decided by a relative majority. (The candidate who receives the most votes on a single ballot will be declared the winner.) Absentee voting will not be allowed. Article C Standing Committees (Related to Constitution Article V) Section 1. Committees shall be responsible for the duties as described in their position descriptions. Standing committees of this 4 H organization shall include: Clothing Committee the clothing committee is responsible for providing leadership to clothing, sewing and textiles events within the county. Membership is open to all 4 H members and adult volunteers. The selection of the chair is voted by members in the Fall. Auction Committee the auction committee is responsible for providing leadership to the County Fair Auction process. Membership is open to all 4 H members and adult volunteers. The selection of the chair is voted by members in the Fall. Horse PDC the horse PDC is responsible for promoting the horse project, helping with events and activities within the horse project, and help with the planning and

6 coordination of the State 4 H Horse Show. Members are to attend the two Regional PDC meetings that are held during the year as well as any State meetings Shooting Sports the shooting sports committee is responsible for providing leadership to the Shooting Sports program. Membership is open to all eligible shooting sports members who meet the requirements set forth by Minnesota 4 H. Section 2. Special committees will be created as needed to conduct business. The president, with the guidance of 4 H Youth Development staff, has the authority to ask for volunteers and/or to appoint committee chairs and members. Article D Meeting Schedule (Related to Constitution Article VI) Section 1. The annual meeting will be held in June. A calendar of regular meetings for the 4 H organization and Management Board will be developed by the Management board and University of Minnesota Extension staff and distributed for approval of the members at each annual meeting. When major conflicts are known in advance of a scheduled meeting, alternate dates may be recommended and approved by the group at a previous meeting or by an electronic vote. Meeting dates will be publicized on the web. Section 2. Special meetings of this 4 H organization or the Executive Board of this organization may be called by the organization s Executive Board or by an 4 H Youth Development staff member with one week s notice. Section 3. The yearly 4 H organization program plan will include a combination of education, recreation and business. At meetings where business is transacted, the following order of business will guide: 1. Meeting called to order. 2. Pledge of allegiance and the 4 H pledge. 3. Roll call. 4. Minutes of last meeting. 5. Treasurer s report. 6. Reports from other officers and/or committees 7. Unfinished business (if any). 8. New business (if any). 9. Announcements (if any). 10. Adjournment. Article E Member, Parent and Volunteer Expectations (Related to Constitution Article VII) Section 1. Each member is encouraged to participate regularly in the 4 H organizations meetings and activities. Participants and their parents/guardians as well as individuals

7 serving in adult volunteer roles are expected to show respect and cooperation to each other. Each member, parent and volunteer is expected to conduct themselves in accordance with the code of conduct and policies established by University of Minnesota Extension, 4 H Youth Development program. Article F Fiscal Operations (Related to Constitution Article VII) Section 1. This 4 H organization s fiscal year will coincide with the Minnesota 4 H Youth Development program year of October 1 through September 30. This 4 H organization will follow all University of Minnesota fiscal policies as well as state and federal regulations. This 4 H organization must maintain a copy of their Employer Identification Number (EIN). This 4 H organization is exempt from federal income tax pursuant to the group exemption number (GEN5929) granted to Regents of the University of Minnesota. This 4 H organization is exempt from Minnesota sales and use tax as a nonprofit organization (tax ID number ) for purposes of purchasing items in support of 4 H activities. Section 2. Program expenses will be projected in the annual budget, approved at the annual meeting. Approval from federation/leader s council will not be required for normal program supplies and expenses, so long as it is part of a line item in the budget and proper documentation has been submitted. Section 3. Members and volunteers may be reimbursed for expenses incurred in participating in 4 H learning and leadership opportunities in accordance with the guidelines provided by Minnesota 4 H. The names of the events, amounts that may be fully or partially reimbursed, and conditions for reimbursement are described in the supporting documents. Date accepted and/or amended by the 4 H organization: Date received by the University of Minnesota Extension:

8 Chisago County 4 H Federation/Council MN Standing Rules/ Operating Procedures 1. Scholarships and Reimbursements Scholarship and reimbursements will be distributed according to the guidelines provided in the scholarship summary included. 2. County Fair Fundraising Guidelines 4 H clubs selling items must follow the fairboard policy that says to sell or solicit at the fair, booth space must be purchased. Council food stand is exempt. 3. Enrollment Policy May 15: Last day for members to be (re) enrolled for State Fair or State Trip eligibility (see the 4 H Competitive Events: Deadlines, Consequences and Exemption document) New families may enroll at any time and be eligible for scholarship money Transfer members may be accepted at any time but will still be under the conditions set in the 4 H Competitive Events: Deadlines, Consequences and Exemption document 4. State Fair Premiums State Fair Premiums: 4 Hers participating in the state fair will receive a premium in accordance with the State Fair disbursements. 5. State Fair Housing State Fair Housing: Chisago County will offer to 4 Hers all trips available to the state fair. Those youth listed first in the state fair line up will have first choice as to if they wish to stay in the 4 H dorm or some other housing. Those choosing not to stay in the dorm must find their own housing with parents responsible for chaperoning. Parents must sign the housing waiver at the time of the state fair registration. 6. Cloverbuds Cloverbuds: Receive participation ribbons at all 4 H events including fair. Certificates will be given for record completion. Records do not go on to the County contest. Cloverbuds are Kindergarten through 2 nd grade [J1]. 7. County Dues County dues shall be $25 per member with a maximum amount payable of $50 for a family. Dues must be payable by May 15 to receive funds from our scholarship program.

9 Members will be covered by accident insurance purchased by Chisago County 4 H. An honor system will be used to track payment of dues. 8. State Trip Program Fee Scholarship A scholarship for ½ of the program fee is available for members participating in the State Fair. This includes State Horse, State Dog, and State Shoot. This scholarship will be taken off of the cost members are to pay before going on the trip. Should the member not go, the scholarship is to be returned either by a refund from the University or by the 4 H member if a refund is not possible. If members are sent home due to conduct they must repay the scholarship 9. Fundraising For any of the modes of membership to raise or solicit funds, they must receive final approval by the Program Coordinator following the MN 4 H Financial Policies. 10. Position Descriptions President: It shall be the duty of the president to preside at all meetings of the Advisory Board and see that procedures covered in the by laws are followed. Vice President; It shall be the duty of the vice president to serve with all the powers and duties of the president in the absence of the president at any meetings. Secretary; It shall be the duty of the secretary to keep a written record of all transactions and proceedings of the Advisory Board, record the roll, carry out all official 4 H Correspondence in cooperation with the 4 H Program Coordinator, and perform other duties pertaining to the office of secretary. Treasurer; It shall be the duty of the treasurer to account for all money payable to Chisago County 4 H and to pay all bills of Chisago County 4 H by check following MN 4 H Financial policies. The treasurer shall keep a record of monthly transactions and reports shall be in terms of itemized expenditures, receipts, and balances. The treasure shall give leadership for filing the legal financial reports for Chisago County 4 H. Serve on an audit committee designated annually by the advisory board and assisted by the 4 H Program Coordinator. 11. Voting Results in a Tie The president will only cast their vote in case of a tie. However, when a written ballot is required, the president must cast their vote when the rest of the votes are cast and be held to the side until needed. 12. The 5K Committee will serve as a special committee as needed. the 5K committee is responsible for providing leadership to the annual 5K fundraiser. Membership is open to all 4 H members. Meetings will be determined.

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11 Chisago County 4-H Scholarship Summary Individuals are eligible to receive scholarships if they are an active and enrolled member in Chisago County 4-H, have paid current club and county dues, have worked a shift in the 4-H food stand at last years County Fair and will share their experience as outlined on the scholarship application. The appropriate form must be submitted within 30 days of attending the event. Scholarships are available at the following rates if funds remain in the approved budget. Scholarships are provided on a first-come-first serve basis. Scholorships will be reimbursed to the member or individual named on the scholarship request form. EVENT/ACTIVITY Leadership Trainings (Youth BLU, YELLO, Camp Counselors Training, Others approved by PC) State Fair (includes State Horse, State Dog, and State Shoot) Citizenship Washington Focus Regional 4-H Summer Camp NE 4-H Livestock Show National 4-H Events Volunteer Trainings (Dog Supersession, SS&W Training, Annual Volunteer Training and others approved by PC) *Supported by endowment AMOUNT ½ cost of registration for first time members ¼ cost of registration for subsequent events ½ of the program fee $1,200 divided between delegates without exceeding $600 each. Individuals must pay the full amount to register for the trip. ½ cost of registration for first time members ¼ cost of registration for subsequent events ½ cost of registration for first time members ¼ cost of registration for subsequent events Up to $250 scholarship. Factors determining final amount include location, travel, registration fee, and other costs incurred ½ cost of registration for first time members ¼ cost of registration for subsequent events Volunteer Chaperon 100% of registration fee for each eligible chaperon (1 chaperon is required for every 10 members). Two Mileage Reimbursement chaperons are recommended for each event. Rate will be consistent with the Chisago County Government rate with pre-approval from the Leaders Council or 4-H Staff if costs incurred are above $50.00