By-Laws North Dakota 4-H Ambassador (revised 4/2009) Article I. Duties of Officers Coordinators

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1 By-Laws North Dakota 4-H Ambassador (revised 4/2009) Article I. Duties of Officers Coordinators Section 1. Overall Coordinators Oversee the entire program and make sure that all relations, communications, and events are running smoothly and positively. Maintain good communications between members of the program and deal with any issues that arise between members. Make sure the program is running smoothly, effectively, efficiently, and is projecting a positive image to the North Dakota 4-H program. Being an overall takes some time commitment. Executive meetings are held every other week and preparation time is needed in planning agendas for each meeting and each retreat. Duties you will have to perform in this position: a. Preside over meetings. b. Ensure that all other officers are fulfilling their duties. c. Plan retreat dates, events at retreat, agendas, and location. d. Plan executive meeting dates and agendas. e. Help program achieve Ambassador goals. f. Functions as an advisor for all other officers. g. Work closely with Executive Committee. h. Design ways to improve areas of program that need help. i. Confer periodically with the Ambassador Advisor concerning plans and activities of the ambassadors. j. Write and edit the newsletter. k. Act as an ex-officio member to all committees. Section 2. Secretary Responsible for keeping up communications among the program in reporting all official actions and meetings that take place at Executive Meetings and retreats. The Secretary is in charge of sending out the mailing to the program which may take some time commitment. Keeps organized folders of outgoing/incoming ambassadors as well as compiling minutes from meetings, proposed amendments/bylaws and updating the constitution when needed. Duties you will have to perform in this position: a. Attend to all necessary items of business (this includes making sure elections are held). b. Create and send out newsletter before and after each retreat. c. Compiling all executive meeting minutes and reporting them to the Executive Committee after each meeting. d. Give minute postings to technology coordinator for the website. 1

2 e. Record, report, and archive the minutes of the meetings. f. Compile information g. Keep a record of the members and requirements. h. Provide a list of outgoing and incoming ambassadors for the advisor work with outgoing chair for Extension Youth Conference Section 3. Treasurer a. Keep financial records. b. Accept and disburse funds. c. Prepare a budget for the ambassador year with Executive Committee. d. Term will be two years. e. Work with the Extension Youth Conference and Program Coordinators to prepare a budget for Extension Youth Conference. f. Give financial reports at all meetings. (If not available, you are responsible for finding someone to give that information in your place.) g. Work with 4-H Foundation secretary. h. Work closely with Program Overalls and secretary as an Executive Officer. Section 4. Extension Youth Conference Coordinators (2) a. Develop theme for Extension Youth Conference with the two Program Coordinators and develop schedule. b. Create and plan budget. c. Work closely with executive committee. d. Work with Campus Conference Coordinators. e. Oversee and coordinate all conference committee work. f. Act as liaison between all committees and Advisor. g. Pre-conference letters to delegates attending Extension Youth Conference work with EYC registration chair. h. Pre-conference packets sent to county staff, delegates and ambassadors work with EYC registration chair. i. Organize delegate and ambassador packets for participants attending Extension Youth Conference. j. Preside over all meetings during Extension Youth Conference. k. Emcee banquet. l. Secure facilities for the conference as designated by each committee. m. Identify guests at banquet with banquet chair. n. Send thank yous. Section 5. EYC Program Coordinators (2) Line up workshops for the youth conference as well as speakers. Must work closely with the Youth Conference coordinators and find speakers/workshops that fit the budget needs and wants of delegates at Conference. Must attend all of EYC. a. Develop theme for Extension Youth Conference with the two EYC Coordinators. b. Organize, develop program for Extension Youth Conference, working closely with Ambassador Advisor. 2

3 c. Work with Extension Youth Conference committees to develop the Extension Youth Conference program and schedule. d. Work closely with Extension Youth Conference coordinators. e. Plan workshops and follow-up evaluation with workshop teachers to analyze effectiveness. f. Assist with conference evaluation. g. Find and hire speakers with permission of EYC Coordinators and Advisor. Section 6. Election Overalls (2) - Responsible for organizing the process in which Ambassadors choose the new Ambassadors at Extension Youth Conference. These events determined prior to the event. Lead other Ambassadors in recruitment efforts and line up judges for applications and for the conference itself. This job takes time commitment in the spring, but only lasts for that part of the year. a. Send out letters and applications to counties and perspective candidates. b. Coordinate activities for candidates. c. Organize judged events (volunteers, judges, etc.). d. Work with Banquet committee to organize the tapping ceremony. e. Provide flowers and pins for banquet. f. Criteria for application Judges: Made up of at least a 4 member committee consisting of: 1. No more than 2 State Staff Employees 2. No more than 1 Ambassador Alumnus 3. No more than 2 Administrators for Extension 4. No more than 2 Foundation Members 5. No more than 1 Selections/Elections Overall 6. No more than 1 Ambassador Overall Section 7. Selection Overalls (2) - Responsible for organizing the process in which Ambassadors choose the new Ambassadors during winter retreat. These events are determined prior to the event. Lead other Ambassadors in recruitment efforts and line up judges for applications and the event itself. The job takes some commitment in the fall, but only lasts for that part of the year. a. Send out letters and applications to counties and perspective candidates. b. Coordinate activities for candidates. c. Organize judged events (application judges, volunteers, other judges, etc.). d. Mail acceptance/rejection letters one week after event ends. e. Secure location for selections. f. Send out new names and addresses to welcoming chair immediately after event. g. Criteria for application Judges: Made up of at least a 4 member committee consisting of: 1. No more than 2 State Staff Employees 2. No more than 1 Ambassador Alumnus 3. No more than 2 Administrators for Extension 4. No more than 2 Foundation Members 5. No more than 1 Selections/Elections Overall 6. No more than 1 Ambassador Overall 3

4 Section 8. State Fair Coordinator (1) - The State Fair Coordinator serves as the liaison between the Ambassador program and the Center for 4-H staff involved with State Fair and the State Fair Board. This position involves being at the State Fair to direct Ambassador duties as requested by Center for 4-H staff and State Fair Board. Make sure those relations between the Ambassador program and the State Fair Board are positive and that we are projecting a positive image to North Dakota at the State Fair. a. Be present at State Fair as much as possible, if problems arise with this, discuss with executive committee and advisors. b. Work closely with Center for 4-H staff and State Fair personnel. c. Organize and schedule volunteers (ambassadors) for each event. d. Work with State Fair committee members. Section 9. North Dakota 4-H Foundation Representatives (2) There are two Foundation Representatives, each serving two year positions on alternative terms. They are the direct contact between the program and the ND 4-H Foundation which is the financial backing behind our program. It is important for them to keep clear and positive communications between the Ambassador Program and the Foundation Board. At least one Foundation representative must attend every meeting. a. Act as liaison between ambassadors and the 4-H Foundation. b. Attend 4-H Foundation meetings. c. Present 4-H Foundation report at all meetings. d. Promote 4-H Foundation programs. e. Serve as a voice for the North Dakota 4-H youth. f. Work with the North Dakota 4-H Foundation director on fund raising(key contact for golf tournament). Section 10. Ride Coordinators (2) a. Organize rides for all events, at least two weeks in advance of each event. b. Work with 4-H office secretary when reserving state fleet vehicles. Section 11. Uniform Coordinator b. Distribute and inform new ambassadors about uniforms. c. Solicit information and ideas on new uniforms. Section 12. Welcoming Coordinator a. Plan new ambassador orientation. b. Welcome new ambassadors. c. Update birthday list. d. Update and maintain family trees. e. Update list of incoming ambassadors. 4

5 Section 13. Alumni Relations (1-2) - Develop and improve relations between the Ambassador Program and our alumni. Organize and develop ideas that can improve these relations (ie: mailings, newsletters, events, get together, invitations). Alumni of the Ambassadors program serve as great contacts in promoting ourselves and our organization. a. Organize and update alumni directory annually with Center for 4-H Youth Development secretary. b. Provide a column for the newsletter. c. Organize an alumni event every fifth year. First event was held in d. Serve on an Advisory Committee that counsels the ambassador program Section 14. Technology Coordinator a. Organize and update the Center for 4-H Youth Development Webmaster, the Ambassador web page. b. Post all minutes and announcements from Secretary, Advisor, or Executive Committee. d. Work with Liaison Committee to develop a promotional CD to be sent to counties each year. Section 15. Liaison Coordinator - Direct contact between the North Dakota 4-H Ambassador Program and North Dakota Extension staff. The person in this position is responsible for contacting county leaders, agents, and youth to regularly volunteer, promote the 4-H program, and maintain a positive image around the state. Besides the events that agents contact the program about directly, the Liaison Coordinator will be in charge of actively finding events for Ambassadors to help out at. a. Contact county agents and youth leaders to arrange opportunities for Ambassadors to assist in. b. Find Ambassadors to help with Extension events. c. Promote Ambassador program to counties. Section 16. Out of State Coordinator - Responsible for creating contacts between the North Dakota 4-H State Ambassador program and any other state programs. The person in this position is responsible for inviting other state Ambassadors to our conference as well as sending our Ambassadors to other conferences. a. Contact out of State Conferences and Ambassador programs of other states to invite them to EYC conference. b. Develop application to attend out of State Conference and arrange means to get to those events. Article II. Duties of Committees Section 1. Extension Youth Conference Committees Extension Youth Conference committees shall consist of a suggested number as stated: a. Recreation Committee (2) (optional) 5

6 1. Plan, organize and conduct recreational parts of Extension Youth Conference under guidance of conference coordinators. 2. Request recreational facilities on the NDSU campus. 3. Obtain all supplies needed for recreation. 4. Responsible for finding mixers and teaching ambassadors how to lead those mixers. b. Group Coordinators (2) 1. Plan and organize small group leader packets and activities for Extension Youth Conference 2. Instruct small group leaders. 3. Develop group names (if applicable). c. Song/Skit Committee (1 chair, 5 members) 1. Brainstorm and plan skits before Extension Youth Conference 2. Ask EYC program and EYC overalls for direction to plan skits. 3. Let ambassadors know what they need to do and what props are needed. 4. Order any needed supplies from magazines before April. d. Talent Show Committee (2) 1. Coordinate the talent show. 2. Inform delegates, arrange auditions, select judges, arrange for the equipment and staging, emcee the talent show. 3. Banquet coordinator must know the winner(s) of the talent show for the evening s banquet. e. Assembly Coordinators (2) (Optional) 1. Plan and organize all the general assemblies. 2. Work with program committee to see what is needed at various assemblies. f. Honorary/Outgoing Committee (1) Responsible for Tapping, Honorary Ambassador and Outgoing Ambassadors. 1. Solicit names of candidates for Honorary Ambassador. 2. Work with Center for 4-H secretary on gifts for Honorary and Outgoing Ambassadors. 3. Organize tapping ceremony of new ambassadors for the banquet work with Election Overalls Coordinators. 4. Gather information about outgoing ambassadors. 5. Make a slide presentation at banquet for outgoing ambassadors, working with tech committee. 6. Reserve laptop and projector from 4-H Office. g. Banquet Committee (5) 1. Secure a place to hold the banquet. Making appropriate plans with the facility (date, time, menu, table setup and equipment needed, setup for the dance following banquet). 2. Hire music for the evening dance. 3. Plan the decorations for the banquet. Organize a group of people to help decorate prior to the banquet. 4. Organize speakers for the banquet with talent, Communication Arts, Elections and Honorary committees. 6

7 5. Work with the 4-H Foundation Director to plan for the Hall of Fame induction presentation. 6. Determine a seating arrangement. Who will be at the head table? Where will the Hall of Fame inductees, former Hall of Fame inductees, Communication Arts delegates, staff, sponsors, alumni be seated? 7. Arrange for a registration table for the non-delegates to pick up their banquet tickets and receive information about the banquet. 8. Arrange for beverages at the dance. 9. Work with the reactor board to usher. 10. Prepare banquet programs. 11. Work with Center and Foundation secretaries on invitations and tickets. h. Newsletter Committee (2) (optional) 1. Organize daily reporters to help write newsletter(s). 2. Edit all material for newsletter(s). 3. Print and distribute the newsletter(s) during Extension Youth Conference. 4. Inform EYC overalls of any supplies that are needed. i. PR/Shirts/Momentos Committee (2) 1. Develop a design for background (flats, back-drops, etc.) in conjunction with the Extension Youth Conference theme. 2. Promote Extension Youth Conference across the state prior to Extension Youth Conference. An article in 4-H Connection, reminders to county staff in Shop Talk, write news releases for weekly extension news packets. 3. Publicize Extension Youth Conference during conference. Work with Extension Ag Communication to get media attention during the week. 4. Responsible to schools and community. 5. Design and develop mementos in conjunction with theme. Examples: t-shirts, caps, key chains, etc. 6. Distribute mementos to all delegates and Extension Youth Conference attendees. j. Housing Committee (4 /2 females, 2 males) 1. Organize rooms with Residence Hall staff. Also, arrange rooms for Extension Youth Conference delegates, bus drivers, ambassadors and chaperones. 2. Enforce dorm rules during Extension Youth Conference. 3. Distribute and collect dorm keys and keep deposit. 4. Notify extension staff and resident hall director if an emergency or serious situation occurs. 5. Work closely with EYC coordinators. k. Thoughts Committee (1) 1. Organize Thoughts at Extension Youth Conference. 2. Lead an up-beat attitude for the delegates. l. Picture Committee (2) 1. Coordinate pictures with the photographer. 2. Take all picture order for ambassadors and delegates. 3. Record all names and addresses of people ordering pictures. 7

8 4. Collect the money for the pictures when order is placed. 5. Mail out pictures to ambassadors after they have arrived. m. Reactor Board (2) 1. Solicit delegates to become members of the Reactor Board. 2. Conduct interviews to select members. 3. Coordinate all activities of Reactor Board. 4. Act as judicial board for all delegate activities. 5. The Ambassador Advisor should always be informed on what the Reactor Board is doing. 6. Work in conjunction with banquet committee. 7. Arrive early at banquet to serve as hosts and ushers. n. Fitness Committee (2-3) 1. Organize early morning activities for delegates at Extension Youth Conference. 2. Provide recognition to all fitness. 3. Line up ambassador volunteers. 4. Inform EYC overalls of supplies that are needed. o. Registration Committee (3) 1. Coordinate pre-registration and registration with Extension Youth Conference overalls. 2. Help to set up for registration of county delegates. 3. Assist Center for 4-H Youth Development secretary during registration collect health forms, give out county packets, answer questions. 4. Help to take down and pack up when registration is concluded. 5. Work closely with other committees. p. Communication Arts Committee (2) 1. Contact winners before Extension Youth Conference with details of communication arts tour, usually done during service learning. 2. Arrange luncheon including menu planning, guest speaker, equipment, invitations and room. 3. Recognize Communication Arts winners at the banquet. 4. Select banquet speaker from non-theme public speakers. 5. Give list of all Communication Arts delegates to the Center for 4-H Youth Development secretary, assist in the making of the certificates that are distributed at the banquet. q. Connections Committee (Technology) (3) 1. Have delegates join to take pictures. 2. Create slide shows for conference. 3. Use pictures for newsletter on last day. r. Service Learning Committee (3) 1. Contacts and arranges for Community Service Event at EYC. 8

9 Article III. Election of Officers Section 1. Election. Nominations shall be held at the annual Spring Retreat, , and/or by mail. Elections are held at post EYC meeting, nominated and voted on prior. Exceptions: Electing Election overalls at Selections or Winter Retreat and State Fair Overall and committee at Spring Retreat. Section 2. Slate Voting. Slate for voting by e- mail will be prepared and sent to all Ambassadors. Section 3. Term for Officers. The term of office for officers shall begin at the end of the Extension Youth Conference and run through the Extension Youth Conference of the following year, with the exception of Treasurer, which is a two-year term. Exceptions: EYC Election Overalls will be voted on prior to Selections/Winter Retreat. State Fair Overall and committee will be voted on prior to Spring Retreat. Section 4. Term for 4-H Foundation Representatives. The representatives to the ND 4-H Foundation shall be a two-year term. One new 4-H Foundation representative shall be elected every year. Section 5. Office Limitations. No ambassador shall hold more than two offices. Of the two offices, only one shall be an executive office. The executive offices shall consist of Overall Coordinators, Secretary, Treasurer, Extension Youth Conference Coordinators, and Program Coordinators. Article IV. Criteria of Officers Section 1. Residence of Extension Youth Conference Officers. It is recommended that Extension Youth Conference officers should reside in or near the Fargo area. Section 2. Residence of Ride Coordinators. One of the ride coordinators shall reside in or near the Fargo area. Section 3. Officer Missing Meetings. Any officer missing more than two meetings, without prior approval, may be grounds for removal from that office. If this is the case, a re-election will be held. 9

10 Article V. Parliamentary Authority Section 1. Robert s Rules of Orders Robert s Rules of Orders shall govern in all matters not covered by this Constitution and By-Laws. Article VI. Liability of Members Section 1. Bills or Obligations No officer or member shall be personally liable for any bills or obligations of the organization, past or present, except for the payment of his/her own bills to the organization. Section 2. Disbursement of Funds No officer, member or employee of the organization shall disburse any funds or moneys in his/her keeping and belonging to the organization without authorization of the presiding officer, Treasurer and Advisor. Section 3. Other No person shall use the name, mailing list or official insignia of the organization for other than strictly organization purposes without authorization of the Executive Council and/or the Advisor. Section 4. Mileage Reimbursement Any North Dakota 4-H Ambassador attending a 4-H sponsored event may receive a reimbursement for mileage with amount per mile determined by the 4-H Foundation. Requests for reimbursement for mileage must be made within 30 days of attending that event. Exceptions to this include: Ambassadors choosing to drive themselves to an event on their own, without consent of the advisor or ambassador overall, if there was another means necessary to get there, such as a state fleet vehicle or car pooling, will receive onehalf mileage payment. Article VII. Amendments Section 1. Current By-Laws These By-Laws may be amended by a two-thirds vote of the membership role at any regular business meeting or by a two-thirds ballot by mail or vote of the membership role. No amendment shall be voted upon at any regular business meeting without a one-month notice in writing, to the membership role. Section 2. New By-Laws New By-Laws may be adopted by a two-thirds vote of the membership role at any regular business meeting or by a two-thirds mail or ballot vote of the membership role. A new constitution shall not be voted upon at any regular business meeting without being presented at the previous regular business meeting.= 10