ARTICLE 1 - MEMBERSHIP
1.1 Membership shall be categorized as active, ex-officio, and honorary, and is open to all persons without regard to race, color, national origin, religion or economic status. The Santa Clara County 4-H Club Council will actively pursue participation of all ethnic groups within the County.
1.2 ACTIVE MEMBERSHIP
1.2.1 All volunteer men and women who are actively serving as enrolled, certified leaders in the promotion and operation of the 4-H program shall be current members of the Council.
1.2.2 4-H members who are fourteen (14) years of age or older shall be active members of the Council.
1.2.3 Active members of the Council, except 4-H members, shall be regarded as agents of the University of California, and, as such, shall be entitled to protection under the University's general personal injury and property damage liability policy as long as their appointment as leaders remains in force and as long as they conform to and comply with the policies of Cooperative Extension.
1.3 EX-OFFICIO MEMBERSHIP (Membership as a result of office or position in another organization)
1.3.1 The UC Regional Director, County Director, 4-H Youth Advisor(s), Extension Assistants and Staff Assistants, serving Santa Clara County shall be ex-officio members of the Council.
1.4 HONORARY MEMBERSHIP
1.4.1 Any person who is not an active or ex-officio member, and has made an outstanding contribution to the 4-H Youth Program may be an honorary member at the discretion of the Council. Honorary membership shall be designated by the issuance of a certificate by the Council. Such individuals will be welcome to attend all 4-H club meetings and activities.
ARTICLE 2 - VOTING
2.1 Each club shall be entitled to a total of four votes at Council meetings. Two adult leaders and two 4-H members, 14 years or older, shall be appointed by each club to act as the Club Representatives.
2.2 Members of the Executive Board and All-Stars (as long as they are enrolled as 4-H members) shall have voting privileges at Council meetings individually or as a (member of their club's delegation) Club Representative, but not both.
2.3 Ex-officio and honorary members of the Council shall have the right to express opinions on any matters under discussion, but shall not be entitled to a vote.
ARTICLE 3 - COUNCIL MEETINGS
3.1 All meetings of the Council shall be public.
3.2 REGULAR MEETINGS
Regular meetings shall be held on the second Tuesday of September, November, January, March, May, and July .
3.3 SPECIAL MEETINGS
Special meetings may be called by the President or by the Executive Board provided notice is given to all Council members a minimum of five days prior to the special meeting.
3.4 NOTICE OF MEETINGS
Notice of all Council meetings shall be sent to all members of the Council by the UC Cooperative Extension. The publication of time, date and location of Council meetings in the "Timely Topics" shall constitute notice.
3.5 AGENDA
The agenda for each regular or special meeting of the Council shall be prepared by the President with input from the UC 4-H Youth Advisor(s).
3.6 QUORUM
3.6.1 A quorum shall be obtained when 20% of the 4-H clubs in the county are represented by a Club Representative(s).
3.6.2 In the absence of a quorum at a regular Council meeting, the Executive Board shall be authorized to transact any required business of the Council, with the exception of the election of Officers and Positions.
ARTICLE 4 - ORGANIZATION
4.1 ELECTED OFFICERS AND PROJECT AREA COORDINATORS
Elected Council Officers and Project Area Coordinators shall participate in Council and Executive Board meetings.
4.1.1 OFFICERS
4.1.1.1 PRESIDENT
4.1.1.1.1 It shall be the duty of the President to preside over all Council and Executive Board meetings and serve as ex-officio member of all committees of the Council.
4.1.1.1.2 The President shall appoint one (or two) leader(s) as chair(co-chair) of the non-project area committees named in these bylaws. In addition to the committees defined in these bylaws, the President may create special committees as needed.
4.1.1.1.3 The President shall appoint the Review Board and the Nominating Committee.
4.1.1.1.4 The President shall be the public liaison for the Council.
4.1.1.2 VICE PRESIDENT
4.1.1.2.1 In the absence of the President, the Vice President shall preside at all meetings and shall succeed to the office of President if that office should become vacant between elections.
4.1.1.2.2 The Vice President shall be the Chair of the Program Planning Committee, and shall plan programs for the regular Council meetings.
4.1.1.3 RECORDING SECRETARY
The Recording Secretary shall take the minutes of all Council meetings and Executive Board meetings. These minutes shall be kept on permanent file in two copies: one for the Youth Advisor's office and the other for Council. The Council minutes shall be available to all members as soon as possible after the meeting. Copies shall be distributed to all Executive Board members.
4.1.1.4 TREASURER
4.1.1.4.1 The Treasurer shall receive, deposit, disburse, and keep a complete and accurate accounting of all moneys of the Council and its committees.
4.1.1.4.2 The Treasurer shall present an up-to-date financial report at each meeting of the Council or its Executive Board.
4.1.1.4.3 The Treasurer shall secure authorization from the Council or the Executive Board at regular or special meetings for all disbursements from the General Fund of non-budgeted funds in excess of twenty dollars. Any two of the following signatures must appear on all checks issued by the Council: the Treasurer's, the President's, the Recording Secretary's, or the 4-H Youth Advisor
4.1.1.4.4 The Treasurer shall be responsible for compliance with all regulations of the Internal Revenue Service, the State Franchise Tax Board, and the State Compensation Insurance Fund. The Treasurer shall have accounts and records of the County Council ready for audit on September 1st each year.
4.1.1.4.5 At the end of the fiscal year each Club Treasurer shall submit a copy of all final reports, as defined by the Council, after audit or review by the Club, to the Council Treasurer when club enrollment is due.
4.1.1.4.6 The Treasurer shall be the Chair of the Budget Committee.
4.1.1.5 COORESPONDING SECRETARY/HISTORIAN
4.1.1.5.1 The Corresponding Secretary/Historian shall be responsible for any and all correspondence involving the activities of the Council and the Executive Board.
4.1.1.5.2 The Corresponding Secretary/Historian may be directed by the President to handle the correspondence responsibilities of committee activities.
4.1.1.5.3 As Historian, shall keep a complete history of all Council activities, including photographs, news clippings, etc. related to the Council program.
4.1.1.5.4 This office shall have one vote on the Council and Executive Board.
4.1.2 PROJECT AREA COORDINATORS
The following Project Area Coordinators shall be elected by the Council:
1. Large Animal Science Coordinator.
2. Small Animal Science Coordinator.
3. Engineering Science Coordinator.
4. Family & Consumer Science Coordinator.
5. Health & Leisure Coordinator.
6. Plant & Resource Sciences Coordinator.
7. Social Science Coordinator.
4.1.2.1 The Project Area Coordinators shall head the respective 4-H program year, and activities at the County Fair and shall coordinate all fair business with fair personnel through the Fair Liaison.
4.1.2.2 The Project Area Coordinators shall appoint Project Committee Chairs in each State enrollment category with the concurrence of the President.
4.1.2.3 The Project Area Coordinators shall conduct regular meetings with all committee chairs.
4.1.3 ELECTION OF COUNCIL OFFICERS AND PROJECT AREA COORDINATORS
4.1.3.1 The election of Council Officers and Project Area Coordinators shall take place at the July Council Meeting.
4.1.3.2 The following Council Officers and Project Area Coordinators shall be elected in even numbered years:
President, Recording Secretary, Treasurer, Small Animal Science Coordinator, Family & Consumer Science Coordinator, Plant & Resource Sciences Coordinator
The remaining Council Officers and Project Area Coordinators shall be elected in odd numbered years.
4.1.3.3 Nominations for elected Council Officers and Project Area Coordinators shall be made by the Nominating Committee.
4.1.3.4 Additional nominations shall be called for from the floor before voting begins.
4.1.3.5 Unless dispensed with, the election of Council Officers and Project Area Coordinators shall be by written ballot.
4.1.3.6 Voting shall be in accordance with Article 2 - VOTING. The person receiving the majority of the votes cast for each office shall be declared elected.
4.1.3.7 Council Officers and Project Area Coordinators shall be installed at the beginning of the September Council meeting. The ceremony shall be the responsibility of the 4-H All-Stars.
4.1.4 TERM OF OFFICE
4.1.4.1 The Council Officers and Project Area Coordinators shall be elected for a term of two years beginning with the September Council meeting.
4.1.4.2 There is no term limit for Council Officers or Project Area Coordinators.
4.2 APPOINTED POSITIONS
4.2.1 The following Appointed Positions shall be responsible for major non-project activities of the Council.
4.2.2 With the exception of All-Star Advisor, these positions shall be appointed by the President subject to ratification by the Executive Board.
4.2.3 ALL-STAR ADVISOR
4.2.3.1 After the annual All-Star Banquet, the newly selected All-Stars shall meet with either the Council President or the Key Leader to select (an) adult leader(s) as the All-Star Advisor(s). The All-Stars shall submit their choice(s) to the Council President for appointment.
4.2.3.2 The All-Star Advisor(s) shall work with the All-Star team through the following year's All-Star Banquet.
4.2.3.3 Though there may be more than one advisor, this office will have only one vote on Executive Board.
4.2.4 AWARDS CHAIR
The Awards chair heads the Awards Committee.
4.2.5 FUND RAISING CHAIR
The Fund Raising Chair heads the Fund Raising Committee.
4.2.6 KEY LEADER
The Key Leader shall assist in the coordination and implementation of the county 4-H Youth Program at the club level. The Key Leader shall be the chair of the Key Leader Committee.
4.2.7 PARLIAMENTARIAN
4.2.7.1 The Parliamentarian shall be responsible for monitoring all meetings of the Council and its Executive Board to ensure that all rules and regulations are properly adhered to.
4.2.7.2 The Parliamentarian shall be the Chair of the Bylaws and Standing Rules Committee.
4.2.7.3 The Parliamentarian shall convene the Nominating Committee and instruct them in their work.
4.2.8 REGIONAL COUNCIL REPRESENTATIVE
The Regional Council Representative shall attend all meetings of the Regional Council as the official representative of the Council. This position shall report to both the Council and Executive Board on regional activities.
4.2.9 REVIEW BOARD
The Chair and four member Review Board shall investigate, report on, and determine action regarding alleged infractions of the 4-H Code of Conduct or event rules. One member of the Review Board must be a youth 16 years of age or older.
4.2.10 MEMBERSHIP CHAIR
The Membership Chair shall head the Membership Committee.
4.2.11 FAIR LIAISON
The Fair Liaison shall be the representative of the Council for fair activities. All communications with the fair or fair personnel shall be coordinated through this position. When deemed appropriate the President may select additional or alternative Council members to fill or augment this position.
4.2.12 PUBLIC RELATIONS CHAIR
The Public Relations Chair shall head the Public Relations Committee.
4.2.13 CAMP DIRECTOR
The Camp Director shall be responsible for planning and supervising Santa Clara County 4-H Summer Camp. This includes:
1. Planning the dates and reserving the camp site.
2. Managing the camp budget.
3. Receiving and reviewing applications for camp staff and youth directors. Choosing youth directors.
4. Supervising the youth staff in planning camp.
5. Recruiting and training camp adult volunteers (co-director, chaperones, cooks, and nurse).
6. Overall supervision of activities at camp.
4.2.14 NOMINATING COMMITTEE
4.2.14.1 The 5 person Nominating Committee shall make nominations for elected Council positions.
4.2.14.2 The Nominating Committee shall select a Chair from the Nominating Committee members.
4.3 RESIGNATION OF OFFICERS, COORDINATORS OR THOSE IN APPOINTED POSITIONS
4.3.1 Resignations shall be made in writing addressed to Council.
4.3.2 Should the President resign or be removed from office, the Vice President shall succeed to the office of President. A new Vice President shall be elected at a special election at the next regular Council meeting.
4.3.3 Should other Council Officers or Project Area Coordinators resign or be removed from office, the President may appoint a member to fill the position until the vacancy can be filled by a special election held at the next regular Council meeting. A special election shall be held in accordance with section 4.1.3 of these Bylaws.
4.3.4 Should someone holding an appointed position resign, the President shall appoint a replacement in accordance with Section 4.2.2. of these Bylaws.
4.4 REMOVAL OF OFFICERS, COORDINATORS OR THOSE IN APPOINTED POSITIONS.
Failure of Council Officers, Coordinators or those in Appointed Positions to carry out their duties shall be grounds for removal in accordance with the procedures in Sturgis' Standard Code of Parliamentary Procedure.
4.5 COMMITTEES
4.5.1 Committee membership and participation shall be available to all members and leaders. The membership and the number of members (except the Review Board, Awards Committee, and Nominating Committee) is left to the discretion of the Project Area Coordinator or Chair of each committee.
4.5.2 Any committee which desires changes in their specified area shall present their recommendation(s) to the Chair, Project Area Coordinator or Officer to whom the committee reports. If the Chair, Project Area Coordinator or Officer is in agreement, the recommendation(s) shall be presented in writing to the Executive Board which may then recommend the changes to the Council for approval.
4.5.3 PROJECT AREA COMMITTEES
4.5.3.1 Project Area Committees shall plan and implement 4-H project area educational events and activities.
4.5.3.2 The Chairs of the Project Area Committees shall report on the activities of their committees to the Council and shall be responsible to their Project Area Coordinator.
4.5.3.3 These committees shall serve as a resource to local 4-H clubs, provide necessary leader training and assist in coordination of County events (including the County Fair).
4.5.4 PROGRAM PLANNING COMMITTEE
4.5.4.1 This committee, chaired by the Vice President and including project area coordinators, shall plan, coordinate, and evaluate annual county-wide 4-H events. This committee shall set tentative dates for all county-wide activities from September 1 to August 31. This committee shall supervise the implementation of these events.
4.5.4.2 A tentative Calendar of Events shall be submitted to the Council by the September Council meeting.
4.5.5 AWARDS COMMITTEE
4.5.5.1 The Awards Committee shall have a minimum of 5 members chosen by the Awards Chair and approved by the Council President.
4.5.5.2 The Awards Committee shall coordinate and review the All-Star, Diamond Star, and Emerald Star selection, the National Awards and Incentives Program, County Fair awards, the Scholarship Program, the IFYE Program Scholarships, record book judging, and the Alternative Medalist Program.
4.5.5.3 The Awards Committee shall review the methods of scoring and the selection methods of all Awards and Incentives programs. The Awards Chair may, subject to the approval of the President, appoint sub-committee chairmen to fulfill the responsibilities of these activities.
4.5.6 FUND RAISING COMMITTEE
The Fund Raising Committee shall be responsible for the planning, preparation, and execution of annual fund raising events for the Council's General Fund.
4.5.7 KEY LEADER COMMITTEE
The Key Leader Committee shall serve as a leader resource to local 4-H clubs, provide adult leader training, and assistance in the promotion of County events. The Key Leader Committee shall be responsible for preparation of the monthly "Timely Topics" newspaper.
4.5.8 BYLAWS AND STANDING RULES COMMITTEE
4.5.8.1 This committee, chaired by the Parliamentarian, shall report any recommendations for changes and/or corrections to the Council Bylaws or Standing Rules to the Executive Board.
4.5.8.2 This committee shall be responsible for the preparation of required review text and all presentations to both the Executive Board and Council.
4.5.9 REVIEW BOARD
4.5.9.1 The Review Board shall investigate any alleged infractions of the 4-H Code of Conduct or event rules, decide upon any disciplinary action, and submit a confidential report of the Board's findings and decisions to the Executive Board and the UC 4-H Youth Advisor(s).
4.5.9.2 Whenever an incident is under review by the Board, the Youth Chair of the area or event involved shall sit on the Review Board as a pro tempore and voting member.
4.5.9.3 The Council Secretary shall keep confidential permanent records of the actions of the Board.
4.5.10 MEMBERSHIP COMMITTEE
The Membership Committee shall supervise the continuing annual recruitment activities seeking new members through the Club structure.
4.5.11 NOMINATING COMMITTEE
4.5.11.1 The Nominating Committee shall meet prior to the June Council meeting to make nominations for the Council offices and positions to be elected that year.
4.5.11.2 The Parliamentarian will convene the Nominating Committee and instruct them in their work in accordance with Section 4.2.5.3. of these Bylaws.
4.5.11.3 The Nominating Committee's nominations for elected positions shall be published in the July "Timely Topics".
4.5.11.4 The Nominating Committee shall provide written ballots for the election of Council Officers and Project Area Coordinators.
4.5.12 BUDGET COMMITTEE
4.5.12.1 After the July Council meeting, the Treasurer-elect shall, with the concurrence of the President, select members for a Budget Committee.
4.5.12.2 The Budget Committee shall plan the annual budget for the coming year and recommend it to the Council for approval at the September meeting.
4.5.12.3 This committee shall recommend any assessment fee needed to provide funds for the 4-H annual budget.
4.5.13 PUBLIC RELATIONS COMMITTEE
4.5.13.1 The Public Relations Committee shall be responsible for notifying the community about 4-H events and accomplishments.
4.5.13.2 The Public Relations Committee shall maintain a list of media contacts and coordinate the distribution of 4-H information to the media.
ARTICLE 5 - COUNCIL EXECUTIVE BOARD
5.1 ORGANIZATION
5.1.1 Only active members of the Council shall be eligible to hold office in the Council Executive Board.
5.1.2 The Council Executive Board membership shall include:
1. All Elected Officers
2. All Elected Project Area Coordinators
3. Appointed Positions identified in Section 4.3 of these Bylaws as follows:
1. All Star Advisor
2. Awards Chair
3. Key Leader
4. Regional Council Representative
5. County Fund Raising Chair
6. Parliamentarian
7. Membership Chair
8. Fair Liaison
9. Public Relations Chair
4. Immediate Past President
5. The 4-H Youth Advisor(s) are ex-officio members of the Executive Board.
5.1.3 Only persons elected or appointed to the Executive Board shall be accorded full voting rights at Executive Board meetings.
5.2 AUTHORITY
5.2.1 The Executive Board will act within the authority delegated by the Council to represent the Council in the administration and implementation of the County 4-H Youth Program as governed by these bylaws.
5.2.2 The Executive Board may act for the Council in authorizing receipts and disbursements of funds in the name of the Council within the framework of the approved budget, and conduct other general Council business between meetings.
5.3 MEETINGS
The Executive Board shall meet on the second Tuesday in October, December, February, April, June, and August.
5.4 SPECIAL MEETINGS
5.4.1 Special meetings may be called by the President or by seven members of the Executive Board.
5.4.2 All Executive Board members shall be notified of the date, time, and place of Special Meetings a minimum of 2 days prior to the Special Meeting.
5.5 QUORUM
Seven members of the Executive Board shall constitute a quorum.
ARTICLE 6 - FINANCES
6.1 COUNCIL FUNDS
The Council shall deposit its funds in commercial checking and savings accounts, or guaranteed Certificates of Deposit in an institution insured by FDIC or SLIC. Funds shall be segregated into four types of control accounts: Transit, Holding, Budget, and General Fund. Transit accounts will be used for the collection and consolidation of funds for those major events where attendance fees are charged to members and/or leaders. Holding accounts will serve as escrow accounts for the working funds of committees. Budget accounts will be used to monitor incurred expenses against pre-authorized annual limits. All other working funds of the Council shall be kept in the General Fund. Disbursements from Transit, Holding, and Budget (up to the established limits) accounts will be on the authority of the cognizant committee chair.
6.2 MONEY-RAISING ACTIVITIES
All money-raising activities for the Council and for individual 4-H clubs shall be in compliance with Federal, State, and local laws and regulations. Particular care shall be exercised in the use of the 4-H name and emblem on articles sold for profit and in solicitations from commercial enterprises in the name of the 4-H Youth Program. Lotteries and raffles shall not be used for fund-raising purposes.
6.3 ASSESSMENT
It shall be the responsibility of the Council to provide means for supporting the financial requirements of the activities of the 4-H Youth Program, as governed by these bylaws, in Santa Clara County. The Council may, by vote of a simple majority, levy an assessment based on per capita membership of each 4-H club for the purpose of supporting the county-wide Council activities. These assessments are due with enrollment. Any pending action involving the establishment of this assessment shall be published for county-wide distribution in "Timely Topics" or other such general circulation 4-H newsletter, and shall be discussed at two Council meetings prior to the vote.
6.4 LOCAL CLUB FUNDS
If a local 4-H club disbands, the money and equipment of such group must be turned in to the Council, as it is considered a donation to the 4-H Youth Development Program. The equipment may be retained by the Council for county level projects and activities, otherwise it’s availability must be advertised to all county clubs. The money will be placed in the Council Grants Account where it will be available for grant awards. If a new club forms within the county they will be automatically given a standard start-up grant from that Account. The amount of such grants shall be periodically set by the Executive Board and the Youth Advisor. The amount should be revised as necessary at least once every 5 years.
6.5 EMPLOYMENT
The Council and all of its subsidiary agencies shall comply with Federal and State laws and regulations relative to employment.
6.6 TAXES
The Council shall comply with all Federal, State and local laws relative to property and income taxes, and shall require individual 4-H Youth groups to follow similar procedures.
ARTICLE 7 - LEGISLATIVE PROCEDURES
7.1 PARLIAMENTARY AUTHORITY
The rules contained in Sturgis' Standard Code of Parliamentary Procedure shall govern this organization in all cases to which they are applicable, and in which they are not inconsistent with these Bylaws.
7.2 STANDING RULES
Standing rules may be adopted, suspended, amended, or rescinded by a majority vote at any Council meeting. The Recording Secretary shall keep a list of Standing Rules.
7.3 AMENDMENTS
Amendments or revisions to these Bylaws shall be read and presented in writing and shall be acted upon at the first regular business meeting of the Council after they have been presented. All Council members shall be notified by written notice of proposed amendments and revisions prior to their adoption. A 2/3 majority of voting members present shall pass an amendment.
7.4 ADOPTION
The adoption of these Bylaws shall be effective March 12, 1996, and shall be in concurrence with the existing Constitution of the Santa Clara County 4-H Club Council.
Revised May 9, 2006 (section 6.4) |