DAKOTA COUNTY 4-H Federation

Transcription

1 Article 1 Name and Purpose 1.1 The name of the organization shall be Dakota County 4-H Federation. 1.2 The purpose of this organization is to partner with the University of Minnesota Extension to ensure the promotion and practical application of the 4-H Youth Development program within Dakota County. This will occur by: Ensuring a welcoming environment to all youth Provide good program stewardship to assure quality and successful youth outcomes and experiences Leverage resources and funds to deliver the best public value in administering the 4-H program Assisting local 4-H clubs in developing and conducting the 4-H programs in their local communities 1.3 This organization is a Minnesota 4-H Program affiliated 4-H group operating under the annual renewal Charter guidelines in support of the 4-H Youth Development program and within the policies and guidance of the University of Minnesota Extension in Dakota County MN Program year runs from October 1 thru September Charter status enables this organization as part of the Federal 4-H Youth Development program to use the 4-H name and emblem 2) receive non-profit status 3) and utilize a group exemption number (GEN) 2704 from Federal income estate and gift taxes thru the affiliated Minnesota 4-H Foundation This organization maintains an Employer Identification Number (EIN) which is This organization receives a state sales tax exemption on purchases. Certificate No ES dated 7/27/ Its principal office shall be located at the Dakota County Extension and Conservation Center Suite th St W Farmington MN Article 2 Membership 2.1 The members of this organization shall consist of all registered screened adult volunteer leaders and enrolled 4-H youth of all Dakota County 4-H clubs. 2.2 Voting privileges are granted to members of this organization who are registered screened adult volunteer leaders and enrolled 4-H youth in 6 th grade and older of all Dakota County 4-H clubs. 2.3 University of Minnesota Extension staff shall serve in an advisory capacity only. Article 3 Executive Committee Structure and Organization Officers 3.1 The Federation shall have an Executive Committee for operational oversight and policy enforcement. The powers property and affairs of the organization shall be conducted by the Executive Committee with the approval of the Federation Executive Committee shall consist of the four elected Youth officers eight elected youth members four elected screened adult volunteers four appointed screened adult members from the Federation Associate Service Leaders and one screened Adult Volunteer Finance Advisor. And may include up to two additional committee appointed screened adult volunteers. Total available to fill is twenty three if the two appointments are filled H Program Coordinators serve as ex-offico committee members in a nonvoting advisory position Elected Youth Officers are by simple majority ballot vote at the annual meeting in May from those members present and representing a quorum to conduct business Voting results with three or more candidates with no majority are reballoted with the two candidates receiving the two highest vote totals until majority is reached. Page 1 of 6

2 3.1.4 At large voting for the eight youth and four adult volunteers on the Executive Committee is by simple majority vote from members present at the annual May meeting. Executive Committee members are responsible to fill open positions with the assistance of the Associate Service Leaders Candidates need not be present but must accept election within one week H Program Coordinator recommends Associate Service Leaders appointment annually to serve the upcoming Program year Committee action for Associate Service Leader appointment and conformation occurs at October Committee meeting Appointments made to the Executive Committee from the Federation Associate Service Leaders require a backfill appointment The Executive Committee appoints the Adult Volunteer Advisor-Finance annually to serve the upcoming Program year at October Committee meeting The Executive Committee may appoint two additional screened adult volunteers with full voting rights for specific purposes. These specific purposes may include the paid accounting staff or a funding project director or a public relations director. 3.2 Within the Dakota County Executive Committee there is a goal to provide a representation of 4-H members in many project areas and a geographic distribution of 4-H Clubs. 3.3 Youth Officer Positions are elected at large President Presides over all Federation and Executive Committee meetings Vice President Serves as Chair of special committees or may serve as Chair of 4-H Federation subgroups Presides over Federation and Executive Committee meetings when President is not present Secretary Records Federation and Executive Committee meetings Treasurer Reports financial Status of organization and works with the Adult Volunteer Finance Advisor Co chairs Finance Committee Officers may serve two one-year terms in different offices. 3.4 Federation Executive Committee members are elected at large The goal for adult at large elected Executive Committee members shall be two females and two males It is preferred that the adult members shall be from separate 4-H clubs Adult members shall serve a two-year term to be staggered so that two full term members are elected each year at the Annual Meeting It is preferred that no adult member serve more than one full term without a break in service before reelection or reappointment Eight 4-H youth members are elected at large It is preferred that 4-H Youth shall be from separate 4-H clubs H Youth shall serve a one-year term but are encouraged to serve a second term The Federation with the assistance of Executive Committee is responsible to fill any unfinished term vacancy at the next Federation meeting following notice of the vacancy unless the vacancy occurs in March through the May Annual Meeting such vacancy shall be filled by election at the Annual meeting. Notice of intent to fill a vacancy is given (posted) five business days in advance of that meeting date. Page 2 of 6

3 Members serving out another s unfinished term may serve one regular term of their own. Article 4 Meetings 4.1 The regular Federation shall meet the second Monday of November January March May July with May serving as the Annual Meeting The Annual Meeting of members shall occur the second Monday of May or as soon thereafter as established by the Federation at their last regular meeting prior to May A quorum for the transaction of business at a Federation meeting shall consist of at least thirty-five members from at least 25% of the clubs in good standing. 4.2 The regular Executive Committee shall meet the second Monday of October December February April June The newly elected Executive Committee elected at the Annual Meeting in May will transition at the regular October Executive Committee meeting and begin its new duties A quorum to conduct business shall consist of a majority of the filled member positions on of the Executive Committee. The Executive Committee has a maximum of twenty three available positions to fill. 4.3 Special Meetings of the Federation membership or Executive Committee are any additional meetings during the year and may be called by the President at any time the Executive Committee deems it necessary. 4.4 Notice of all regular and special meetings shall be given at least five business days in advance. 4.5 The Federation President shall preside over all meeting. 4.6 Each member in attendance at any given meeting shall represent one vote for conducting business. 4.7 At each October Executive meeting the Executive Committee will provide the deliverables to recharter for the next program year due November 1. The report will include the financial condition of the organization and the associated documents including a description and or listing of its tangible property the condition of such property and is reasonable expected remaining life. 4.8 The current version of Roberts Rules of Parliamentary Procedure Newly Revised will be the generally accepted standard to conduct meetings. 5 Committees 5.1 Program and Federation work outside of the general body and Executive Committee will be conducted within a committee format. Committees may include Program Development Committees (PDC) Standing Committees and Ad Hoc Committees PDC Committee membership is from the general Federation membership. Standing Committee membership is from the Executive Committee. Ad Hoc Committee membership is from the Executive Committee and may include general Federation membership and members from outside the organization as deemed appropriate Committees should strive to have an even number of youth and adult volunteer leaders serving Members may serve multiple years on these committees Committee leadership shall be one youth chair and one adult volunteer advisor Leadership positions are established as soon after Nov 1 as practical for each committee. The preference is to change youth chair annually but may serve two consecutive years H Program Coordinators are non voting member of all committees. 5.2 Program Development Committees (PDC) conducts specific 4-H program related work. Page 3 of 6

4 5.2.1 PDC s are responsible to provide an annual plan and budget for Executive Committee approval by December 1. The annual plan should include goals planned activities and a budget PDC yearly reports are due October 1 for Executive Committee review. The report describes the status of goals activities budget inventory and any lessons learned and insight to forward to next year s committee Current recognized PDC include but not limited to the following project areas: Dog Beef Dairy Swine Sheep Lama Goat Horse Poultry Rabbit Shooting Sports Expressive and Creative Arts Plant Science Natural Resources Animal Science Personal Growth and Development and Cloverbud. 5.3 Standing Committee s conduct specific 4-H Federation related work in accordance with the Dakota County 4-H Federation Standing Committee Operational Guidelines and Policy Financial Management (Finance) Conduct Federation affairs in accordance with University of Minnesota Extension Roles and Responsibilities of the 4-H Federation Council Financial Management Team and supplemented by the Dakota County 4-H Fund Use Policy Dakota County 4-H Federation utilizes Option 2 with a Youth Treasurer Adult Volunteer Advisor Finance and a U of M Casual Employee Membership and 4-H Program Promotion H Fund Endowment Development By Laws Operational Policy Development and Enforcement including Chartering 5.4 Ad Hoc Committees 6 Amendments 7 Policies 6.1 Amendments to these by-laws may be made by two-thirds vote of the members of the Dakota County 4-H Federation present at any meeting called for the purpose of considering an amendment. Amendments to the by-laws must first come before the Executive Committee with a recommendation to Federation. Amendments to the by-laws or notice of voting on a provision for by-law changes must have a five business day notice to the Federation. 7.1 The 4-H Federation or the Executive Committee may from time to time establish policies to administrate 4-H Federation activities. These policies will be written and attached to the copy of the by-laws on file in the Dakota County Extension Office and the copy of the by-laws kept with the Federation Secretary from this day forward. 7.2 The following policies are currently incorporated by association with MN 4-H and/or Dakota County Current Website General Policies Cloverbud Polices Animal Science Policies Shooting Sports and Wildlife Policies State Fair Policies 1998-BU-7261-S MN 4-H Youth Development Financial Handbook for Leaders Page 4 of 6

5 1998-BU-0033-S MN 4-H Youth Development Treasurer s Handbook 2002-Dakota County 4-H Federation Budget Guidelines 2003-MN 4-H Club Management Guide Dakota County Volunteer and Screening Guideline (Need to vote to rescind) 2009 January University of Minnesota Extension Stewardship Section 1 Public Organizations pgs June University of Minnesota Extension Stewardship Section 4 Roles and Responsibilities of the 4-H Federation/Council Financial Management Team pgs 1-6 Financial Planning & Accountability pgs (Nov 2011) Income Generation pgs (Nov 2011) 7.3 The following policies established by Board and/or Federation action Motion approved for Dakota County to serve as depository of Federation funds and provide financial services and reporting to the Federation. Executed Agreement 1/27/05. The Federation continues to maintain an account at Anchor Bank-Farmington for the purposes of handling fundraising startup cash during Dakota County Fair. Repeal Motion: Recommend the Finance Director executes on behalf of the Dakota County 4-H Federation the establishment of the Dakota County 4-H Foundation Endowment a quasi endowment with the Minnesota 4-H Foundation for the benefit of the Dakota County 4-H Youth Development Program of the Minnesota Extension Service University of Minnesota on or about December Executed Motion: Recommend initial funding for the Dakota County 4-H Foundation Endowment. Approved: 1) Transfer 12/29/06 4-H Separated Account balances identified as account centers [Approx $19k] 2) Transfer General Fund (account center ) funds that are greater than the carryover amount less 1.5 times the budget year supplement. [Example-$80k (1.5 x $50k) = $5k. Transfer $5k to Endowment Carryover in General Fund $75k] 3) Separated Accounts will continue to fund program in accordance with donor wishes from General Fund until the program consumes the transferred value amount to Endowment; or donor agrees to allow the memorial to become part of the Endowment principle Motion: Recommend continuing funding for the Dakota County Quasi - Endowment. Approved 1) Establish ongoing solicitation program for donations under the supervision of the Finance Director. Page 5 of 6

6 a. Individuals i. Direct contribution to utilize 501(3)(c) status of Minnesota 4-H Foundation ii. United Way contributions directed to Minnesota 4-H Foundation on behalf of Dakota County 4-H Federation. iii. Estate and Will Contributions to Minnesota 4-H Foundation on behalf of Dakota County 4-H Federation b. Business/Corporate Sponsors 2) Transfer General Fund (account center ) funds that are greater than the carryover amount less 1.5 times the budget year supplement. 3) Deposit 20% of annual fair livestock auction revenue (account center ) to Endowment Motion: Recommend the withdrawing of Endowment funds (principle and/or interest) require Executive Board action. Approved Motion: Dakota County Fair Grievance Policy. Approved _.0_01 Motion: Request for reimbursement for money spent on behalf of the 4-H program or a 4-H related program or PDC project is subject to the following time requirements. Request for reimbursement shall be received in the office within forty-five (45) days of the expense or forty-five (45) days of the event for which the funds were expended. The exception to this will be expenses in the month of September when all requests shall be received by the last business day of October of that year _.0_-0_Major revisions and update approved at the Executive Board at October Federation Approval July Federation Meeting. Approved Page 6 of 6