4-H CLUB BYLAWS

Dayton 4-H Club

ARTICLE I:  Name and Objectives

Section 1.        The name of this organization shall be the Dayton 4-H Club.

Section 2.        This shall be a nonprofit organization for the purpose of promoting education through 4-H Club work.

Section 3.        The objectives of the organization shall be:

(a)              to provide learning situations for the development of leadership, responsibility and effective citizenship.

(b)             to provide educational and challenging experiences that will enable young people to become knowledgeable and skilled in their selected project areas. 

(c)              to provide information and training in other 4-H activities as members’ interests dictate.

(d)             to help each member experience personal growth and achievement, as well as be of service to others.

ACTICLE II:  Membership

Section 1.        Membership in this organization shall be open to all youth who have reached 8 years old and have entered the third grade and have not reached their 19^th birthday before September 1 of the current 4-H year and who reside in Liberty County, regardless of socioeconomic level, race, color, sex, national origin, or disability.

                        NOTE:  Youth may purchase and enter 4-H livestock projects before reaching the minimum 4-H age, but must meet the 4-H age requirements and be enrolled in order to be eligible to show their livestock project in livestock shows.

Section 2.        New members must enroll at www.texas4-h.tamu.edu (click on Join 4-H/Event Registration) in order to be accepted into state membership. Returning members must also re-enroll each year.

Section 3.        Prospective members must attend a regular Dayton 4-H meeting to join the organization. Once they complete registration online, pay membership dues and join the state 4-H organization, they will be considered active Dayton 4-H members.

Section 4.        Members are required to pay dues and must participate in fundraising activities of the club.

Section 5.        All members should conduct at least one project and complete appropriate paperwork.

ARTICLE III:  Attendance

Section 1.        Active members are eligible to participate in all 4-H Activities.  However, members must join Dayton 4-H prior to tagging in an animal/project for any contest/show show for which they plan to show under Dayton 4-H. 

Exception: Members may tag in an animal/project in the spring or summer before joining Dayton 4-H, but must join Dayton 4-H (by attending a meeting and completing the registration process) before they show/compete under the Dayton 4-H Club designation.

Section 2.        The Dayton 4-H Club meets monthly, September through May.  Meetings are generally held on the first Monday of the month, but meeting dates are subject to change when school holidays or other conflicts occur.

Section 3.        In order to be considered an active member in good standing, one must:

(a)              Attend at least 50% of the Dayton 4-H Club’s meetings.

(b)             Participate in the club’s fundraisers and service projects.

Section 4.        If a member feels that he or she has a justifiable reason to be absent from a Dayton 4-H Club meeting he or she should contact the Club Manager on or before the date of the meeting.  (This does not mean the member will automatically be excused.)

Section 5.        If a member feels that they have a hardship case, the member or parent must bring the situation to the attention of the County Extension Office no later than one week before the activity to be entered.  All hardship cases will then be determined by the County 4-H Hardship Committee.

Section 6.        A 4-H member who is absent from a Dayton 4-H meeting due to required participation in a school activity will be excused.  The member must notify the   4-H Club Leader of the absence within 24 hours of the meeting, and must submit written notice of the conflict, signed by a coach, teacher or sponsor.

ARTICLE IV:  Officers and Elections

Section 1:        The officers of the club shall be a President, First Vice-President, Second  Vice-President, Third Vice-President, Council Delegates, Secretary, Treasurer, Reporter, and Parliamentarian.

Section 2:        Officers shall be elected annually.  Officers shall serve for a term of 1 year beginning whenever installation is held (June, July, August, or September), and shall not be eligible for the same office the following year.  Any person appointed to fill an unexpired term may be eligible to hold the same office the next year.

Section 3.        The officers of the club shall constitute an executive committee.

Section 4.        Any officer position that becomes vacant shall be filled by someone appointed by the executive committee.

Section  5.       The President, with the approval of the executive committee, may appoint up to four members to official leadership roles as the need arises.  Those appointed become members of the executive committee.

Section 6.        The officer nomination and election procedures will be determined by the nomination committee.

ARTICLE V:  Duties of Officers

Section 1.        Duties of the President:

(a)              To preside at all meetings of the club, enforce the bylaws and supervise the affairs of the club.

(b)             To appoint standing and special committees.

(c)              To serve as an ex-officio member of each committee, except the nominating committee.

(d)             To serve as delegate of the club to the County 4-H Council.

Section 2.        Duties of the First Vice-President:

(a)              To assist the President.

(b)             To perform the duties of the President if that officer is absent.

(c)              To serve as chairman of the program committee.

(d)             To help plan all club educational programs 1 year in advance.

(e)              To serve as delegate of the club to the County 4-H Council.

Section 3.        Duties of the Second Vice-President:

(a)              To assist the President.

(b)             To perform the duties of the President when the President and First Vice-President are absent.

(c)              To serve as chairman of the recreation/social committee.

(d)             To help plan recreation for each club meeting and plan special social events of the club.

Section 4.        Duties of the Third Vice-President:

(a)              To assist the President.

(b)             To perform the duties of the President if that officer, the First Vice-President and the Second Vice-President are absent.

(c)              To serve as chairman of the membership committee.

(d)             To help enroll members into the club and be in charge of promotion and recruitment of new members.

Section 5.        Duties of Council Delegates:

(a)              To serve as delegate to the County 4-H Council.

(b)             To keep the club informed of county 4-H activities and help coordinate local and county activities.

(c)              To encourage all 4-H members to become involved in county 4-H activities.

Section 6.        Duties of the Secretary:

(a)              To keep a full and correct record of all proceedings of the club.

(b)             To have charge of club correspondence.

(c)              To keep the roll and read the minutes at each meeting.

Section 7.        Duties of the Treasurer:

(a)              To help prepare a budget for the approval by the club.

(b)             To receive, hold, and pay out all monies of the club as designated by the adopted  budget.  Any expenditures not included in the budget must be approved by the executive committee.

(c)              To keep an accurate record of the receipt and expenditures of all funds.

(d)             To present a financial statement when requested to do so.

(e)              To serve as chairman of the finance committee.

Section 8.        Duties of the Reporter:

(a)              To report activities of the club to local news media.

(b)             To report activities to the county Extension agent and/or in the county 4-H newsletter.

Section 9.        Duties of the Parliamentarian:

(a)              To advise the presiding officer on parliamentary procedure.

(b)             To instruct members in correct parliamentary procedure.

ARTICLE VI:  Leaders and Duties

Section 1.        Adult leaders of the club are:

(a)              The club manager and the assistant club manager, who are selected by a special committee, or nominated by the nominating committee during April or May of each year.  The club must then vote on the nominee for club manager and assistant manager for the next 4-H year.  Subject to the approval of the County Extension agent and the 4-H Youth Development Committee.

(b)             Leaders in specific project or activity areas such as judging, clothing, swine, poultry, demonstrations, records, etc., who shall be appointed by the club managers and the County Extension Agents.

(c)              Committee advisors or leaders who shall be appointed by the executive committee and club managers.

Section 2.        Duties of Club Managers:

(a)              To be responsible for the overall year’s program of the club.

(b)             To work as close advisors and leaders along with the executive committee, other committees and adult and junior leaders to see that the club’s program and activities are well planned and executed.

(c)              To work closely with county Extension agents and other adult volunteers to coordinate local and county activities.

(d)             To keep the best interest of each member foremost in the plans of the club.  

Section 3.        Duties of project and activity leaders:

(a)              To be responsible for planning and directing activities and programs in their specific area.

(b)             To work closely with club managers to coordinate their projects with other club activities.

(c)              To use junior leaders to assist them in their areas.

Section 4.        Duties of committee advisor or leaders:

(a)              To lead and guide individual committees.

(b)             To help committee members assume as much responsibility as they can and to be successful in carrying out responsibilities.

Section 5.        Junior leaders of the club are members who are 10 years old or older who have been members for at least 1 year.  Their duties:

(a)              To assist adult leader in all phases of the 4-H program.

(b)             To provide leadership, knowledge, skills, and enthusiasm to club and county 4-H activities as the opportunities and needs arise.

(c)              To help individual club members.

Section 6.        Teen leaders of the club shall be members who are at least 13 years old with 1 year of project experience.  Their duties include:

(a)              Leading a club or project group with an adult present.

(b)             Providing leadership, knowledge, skills, and enthusiasm to club and county 4-H activities as the opportunities and needs arise.

(c)              Helping individual club members.

ARTICLE VII:  Committees and Duties

Section 1.        The standing committees of the organization shall be finance, membership, program, social and community service.  These committees shall be appointed by the executive committee, club manager and assistant club manager at the beginning of the year for a 1-year term.

Section 2.        Duties of the standing committee:

(a)              Finance – The finance committee is responsible for proposing a budget to the club and arranging for an audit of the books when necessary.  The committee shall also review the financial status of the club and make recommendations for fund-raising projects during the year.

(b)             Membership – The membership committee shall encourage every eligible boy or girl in the neighborhood or community to become a 4-H member and be responsible for securing and enrolling new members at club meetings, and providing the members with 4-H Club information.   

(c)              Program – The program committee is responsible for all of the programs at the regular meetings.  This includes planning the year’s programs at the beginning of the club year and being responsible for each program during the year.

(d)             Social – The social committee is responsible for providing recreation at each club meeting and for all special social activities during the year.

(e)              Community Service – The community service committee is responsible for planning community service activities to involve all members of the club.  Those activities should help the members develop personally as well as benefit the community and county.

Section 3.        The nominating committee is appointed by the President at least 30 days before the election of officers.  It shall consist of three to seven members and one to two advisors.  This committee will get each nominee’s consent before placing his or her name on the proposed slate of officers.

Section 4.        Other committees may be named as the need arises.

ARTICLE VIII:  Meetings

Section 1.        Regular meetings of this organization shall be held on the first Monday of each month.

Section 2.        Special meetings maybe call by the President.

ARTICLE IX:  Procedure

Section 1.        Robert’s Rules of Order, Revised shall be the accepted authority in all matters pertaining to parliamentary procedure that are not specifically covered in the club’s bylaws.

Section 2.        The order of business for regular meetings is:

·         Call to order

·         Inspiration

·         Roll call

·         Reception of new members and recognition of guests

·         Reading and approval of minutes

·         Reports from officers, committees, project groups, special activities, leaders

·         Unfinished business

·         New business

·         Program

·         Adjournment

·         Recreation

This order of business may be altered for the convenience of a speaker giving the program.

ARTICLE X:  Club Disbandment

If the club disbands, all real property, including money, equipment and land, becomes the property of the County 4-H Program for care and disposition.  The last official duty of the club’s manger shall be to transfer the club property and turn over club records to the County Extension Agent.

ARTICLE XI:  Amendments