2017 LEADERSHIP DIRECTORY

Transcription

1 2017 LEADERSHIP DIRECTORY 1

2 NYSACCE4-HE Goals for 2017 Attain a membership of at least 140 members (includes state only, national and life members) Review and update bylaws Support the increase of communication within and among committees Model active communication between committee chairs and board through submission of written reports Promote the plan for District Professional development using funds allocated from the Association staff professional development fund Assign mentors to all 1st year educators Network with North East Region for our State Conference to offer them additional professional development opportunities. 2

3 NYSACCE4-HE Calendar ** News & Views will be published the second Friday of every month** FEBRUARY 8-9 Joint Council of Extension Professionals Regional Leadership Workshop 22 NYSACCE4-HE Board Meeting Virtually via Zoom APRIL 2-5 Public Issues Leadership Development Conference in Washington MAY Capital Days TBD NYSACCE4-HE Board Meeting Cornell University (tentative) JULY Budget Request due to Treasurer SEPTEMBER 15 Annual Report Information due to News and Views Editor 13 NYSACCE4-HE Board Meeting CCE of Broome County 30 Districts hold elections and make recommendations for committee representatives to the President-elect. 30 Committee Chair-Elects names and submit to President-elect OCTOBER NYSACCE4-HE Conference Ellicottville, NY NYSACCE4-HE Annual Meeting 31 Officer term ends NOVEMBER 1 Start of New Offices (State and District) and Committee Chairs 29 NYSACCE4-HE Officers meet in Syracuse for Orientation 30 NYSACCE4-HE Board Meeting New York State Fairgrounds (subject to change with calendar shift) NAE4-HA Conference Indianapolis, IN 3

4 NYSACCE4-HE BOARD OF DIRECTORS Officers: President Kelly Adams CCE Broome County 840 Upper Front St Binghamton, NY Vice President Melanie Forstrom CCE Ulster County 232 Plaza Road Kingston, NY Treasurer Robert Batt CCE Orleans County Route 31 Albion, NY Secretary Kandis Freer CCE Renssealaer County 61 State Street Troy, NY Past President Tanya Nickerson CCE Wyoming County 401 North Main St. Warsaw, N.Y District Board Representatives: Western Robert Batt CCE Orleans County Route 31 Albion, NY Finger Lakes Melissa Watkins CCE Cayuga County 248 Grant Ave Auburn, NY North Central Jen Collins CCE Herkimer County 5657 State Route 5 Herkimer, NY North Country Stephanie Graf CCE Jefferson County 203 North Hamilton Street Watertown, New York (607) Fax: kea32@cornell.edu (845) maf357@cornell.edu (585) Fax: rpb23@cornell.edu (518) Fax: kmf83@cornell.edu (585) Fax: tkn6@cornell.edu (585) Fax: rpb23@cornell.edu (315) mew235@cornell.edu (315) jlr34@cornell.edu (315) Fax: sag58@cornell.edu South Central Rebecca Ireland- Perry CCE Cortland County 60 Central Ave, Room 105 Cortland, NY (607) Fax: rli3@cornell.edu South East Marika Gatta CCE Orange County 18 Seward Ave., Suite 300 Middletown, NY Capital Greg Stevens CCE Saratoga County 50 West High Street Ballston Spa, N.Y (845) Fax: mrr28@cornell.edu (518) x210 Fax: grs9@cornell.edu 4

5 Appointments: Historian Chrys Nestle CCE Washington Co. 415 Lower Main St. Hudson Falls, NY News and Views Editor Vicki Flemming CCE Suffolk County 423 Griffing Ave. Suite 100 Riverhead, NY Liaisons: NYS 4-H Office Andy Turner NYS 4-H Youth Dev. CCE Administration 202 Beebe Hall Cornell University Ithaca, NY Fax (631) Fax: (607) Fax: DISTRICT OFFICERS Western South Central Chair Tami Kron Chair Rebecca Ireland- Perry Vice Chair Sarah Carlson Vice Chair Emily Roach Secretary Sara Jablonski Secretary Janet Pfromm Board Rep Robert Batt Board Rep Rebecca Ireland- Perry Finger Lakes Capital Chair Jennifer Clancy Chair Leland Bunting Vice Chair Amy Pyra Vice Chair Maggie Smith Secretary Renee Hopkins Secretary John Bowe Board Rep Melissa Watkins Board Rep Greg Stevens North South East Central Chair Linda Brosch Chair Melanie Forstrom Vice Chair NONE Vice Chair Nancy Caswell Secretary Floating Secretary Vicki Fleming Board Rep Linda Brosch Treasurer Dena Altavilla Jen Collins Board Rep Marika Gatta North Country Chair Cassondra Caswell Secretary Paulina Renggli Vice Chair Nicki Hamilton- Honey Board Rep Stephanie Graf 5

6 NYSACCE4-HE Standing Committees Capital Days: (Requires 5 or more members) Rebecca Ireland-Perry Cortland South Central (Chairperson) Jodi Tatich Tioga South Central Marylin Jones Sullivan South East Tammi Kron Erie Western Jessie Nickerson Wyoming Western Rachael Williams Seneca Finger Lakes North Central Leland Bunting (Co-Chairperson) Rensselaer Capital North Country Eileen DePaula Albany Capital Mackenzie Egelston Fulton/Montgomery Capital Jamila Walida Simon Cornell Campus Amanda Benson Saratoga Capital Fund Development: (Requires at least 1 member from each district and 1 Cornell staff) Tanya Nickerson (Co-chairperson) Wyoming Western Alana Brandon Rensselaer Capital Amy Pyra Wayne Finger Lakes Marika Gatta (Co-chairperson) Orange South East Megan Tifft Tompkins South Central Nigel Gannon Cornell Campus Katie Ewer Chautauqua Western Amy Sands St. Lawrence North Country Marketing & Information: (Requires at least 1 member from each district and 1 Cornell staff) Susan Coyle Seneca Finger Lakes Chrys Nestle Washington Capital Debbie Holliday Oswego North Central Matthew Helffrich Ulster South East Bernadette Rauper Chemung South Central Celeste Carmichael (Chairperson) Cornell Campus Sarah Carlson Wyoming Western Andrew Carpino St. Lawrence North Country Member Recognition & Awards: (Requires 1 member from each district, 1 Cornell staff, and 1 member who has received DSA) Mary Fairley (Chairperson) Saratoga Capital Melissa Watkins Cayuga Finger Lakes Jen Sweet Schuyler South Central South East 6

7 Shawn Tiede Wyoming Western Adams Davis Cornell Campus Paulina Renggli Lewis North Country North Central Nominating: (Requires 1 member from each district and past President is Chair) Tanya Nickerson (chair) Wyoming Past President Chip Malone Genesee Finger Lakes Jennifer Collins Herkimer North Central Shawn Tiede Wyoming Western Abby Langdon Franklin North Country Bernadette Raupers Chemung South Central Barbara Floeser Rensselaer Capital Vicki Fleming Suffolk South East Alexa Maille Cornell Campus Professional Development: (Requires at least 1 member from each district and 1 Cornell staff) Nancy Caswell (Co-chairperson) Westchester South East Ingrid Hill (Co-chairperson) Orange South East Chrys Nestle Washington Capital Robert Batt Orleans Western North Central Mark Wittmeyer Livingston Finger Lakes Andy Turner Cornell Campus Mel Schroeder Schuyler South Central Emily Roach Delaware South Central Linda Gillilland Essex North Country Linda Brosch Oswego North Central Holly Harwood (Conf. Plan. Rep) Wyoming Western Emily Reynolds Chautauqua Western Mentoring: (Requires at least 1 member from each district) Tessa Matuszak (Chairperson) Erie Western Jen Clancy Yates Finger Lakes Tara Defendorf-Kuba Monroe Finger Lakes Pat Banker Franklin North Country Brenda Carpenter Tompkins South Central Kim Nowakowski Madison North Central Kathy Bowers Niagara Western Abigail Luzier Cattaraugus Western Linda Tripp Columbia Capital Melanie Forstrom Ulster South East Nigel Gannon Cornell Campus 7

8 The below committees do not have voting rights, but still serve the association: Audit: (Requires at least 3 members) Tim Davis (chair) Ontario Finger Lakes Dorothy Slegle Cayuga Finger Lakes Tammi Kron Erie Western History: (Historian is appointed by the president and acts as chair of this committee; a minimum of 2 members and a chair are required.) Chrys Nestle (chair) Washington Capital Ellen Elliot 8

9 Duties of State Association Officers All Officers must be current members. Terms of the Officers are November 1 through October 31. PRESIDENT The President shall assume all the duties normally assigned to the President and: 1. Appoint all committees and chairs. Annually update and/or review committee charges/responsibilities and send to chair of each committee. 2. Arrange for representation of the Association at special functions and conferences (i.e. PILD and JCEP, etc.). 3. Call special meetings. 4. Compile and provide annual leadership directory to membership by February Board of Directors meeting and deliver to the State 4-H Office for posting on the website. 5. Serve as the official representative and state contact for NYSACCE4-HE (NAE4-HA, State 4-H Office, Campus, etc.). 6. Appoint a parliamentarian for annual meeting and special meetings as needed. 7. Send a list of newly elected officers of the Association to NAE4-HA Senior Northeast Director. 8. Annually appoint an editor to publish the official publications and submit a President s column to the official publications (i.e. News and Views and Annual Report). 9. Annually appoint a Historian for the Association, who has the responsibility to keep an up-to-date history. May include publishing a complete revision every five years and annual updating. 10. Pass the gavel to the incoming President at the conclusion of the Annual meeting. 11. Initiate the inclusion of the CCE Director and/or any other leaders in a Board of Director meeting. 12. Assist with Annual officer and leadership orientation. 13. Develop and/or maintain an orientation notebook for the position. VICE PRESIDENT 1. Act in the absence of or on behalf of the President. 2. Recommend committee chair elects to the President for appointment. 3. Collect dues of membership and keep track of records of payment and submit to the Treasurer for deposit. Deposits should be forwarded to the Treasurer monthly or more frequently during reenrollment. 4. As director of membership, will promote membership in the State and National Associations; prepare and maintain a permanent record of all members, including Life Time members, relative to dates of induction, resignation and retirement. Introduce new members at Annual Conference. Create and maintain an electronic data base of members. 5. Hosts the Awards Banquet at the Annual Meeting. 6. Serve as membership liaison with National Association. 7. Coordinate state delegation to National Conference which includes: - Promote the National Conference - Coordinate State Night Out - State or NE Regional Fundraising effort (i.e. regional breakfast) - Coordinate National Committee Representation - Create and distribute roster of attendees prior to the conference - Order flowers for Award Recipients at NAE4-HA annual conference 8. Will organize Board of Director meeting locations, refreshments, and meals. 9. Will coordinate the annual officer and leadership orientation for the NYSACCE4-HE officers. 10. Develop and/or maintain an orientation notebook for the position. 11. Serve on the nominating committee. 12. In conjunction with President maintain communication and contact with the committee chairs. 9

10 TREASURER 1. Responsible for all funds of the Association. If necessary, Assistant Treasurer may be appointed by the Board of Directors. 2. Oversee and with Board of Director approval, manage funds in the name of the Association. 3. Give financial report at annual and Board of Directors meetings and whenever called upon by the President. 4. Deposit funds and pay all bills according to established procedures as determined by the Board of Directors. 5. In concert with Vice President, send national member names and dues to the NAE4-HA Executive Director. 6. See expanded job description housed in the Treasurer s documents and update at conclusion of term for in-coming Treasurer. 7. Assist with annual officer and leadership orientation. 8. Develop and/or maintain an orientation notebook for the position. SECRETARY 1. Record all minutes of the Board of Directors meeting, annual meeting, and executive committee meetings. 2. Responsible to send minutes of board meetings to President for review within 7 days and to Board of Directors within 10 days of the meeting. 3. Send committee and district report forms along with minutes from the previous meeting approximately 1 week before the Board of Directors meeting. 4. Provide copies of approved minutes for annual and other meetings to be posted to the website. 5. Send all correspondence as directed by the Board of Directors. 6. Keep a listing of all policies (ex: bylaws) established by the Board of Directors. 7. Assist with annual officer and leadership orientation. 8. Develop and/or maintain an orientation notebook for the position. 9. Update Annual Leadership Directory PAST PRESIDENT 1. Serve as chairperson of the Nominating Committee. 2. Assist with annual officer and leadership orientation. 3. Induct new state officers and recognize outgoing officers at the annual state meeting. 4. Develop and/or maintain an orientation notebook for the position. Duties of District Officers All officers must be current members of NYSACCE4-HE. Terms of District Officers are November 1 through October 31. All district officers are expected to orient their in-coming officers at the conclusion of their term. CHAIR 1. Establish meeting dates. 2. Prepare meeting agenda. 3. Conduct meetings. 4. In cooperation with the Mentoring Committee Representative, welcome new staff to the profession and encourage membership in the Association. 5. Ensure election of district officers occurs during or before the month of September. 10

11 6. Provide for transfer of duties and materials to the new chair. 7. Provide a list of new officers and committee/taskforce Representative recommendations to the NYSACCE4-HE President-elect by October 1 st. VICE CHAIR 1. Act in place of the Chair when the Chair is unavailable. 2. Plan and secure programs for district meetings. SECRETARY 1. Record minutes of district meetings. 2. Send district NYSACCE4-HE minutes to NYSACCE4-HE members within the district. 3. Send meeting announcements to 4-H Educators within the district. 4. Keep a permanent record of minutes of district meetings and forward them to the succeeding secretary. Duties of District Board Representatives District Representatives are selected by each district group to serve as their representative on the Board of Directors. All representatives must be current members. The term is November 1 through October 31. There is one representative per district. Specific responsibilities include: Keep the Board of Directors informed of district activities. Submit a written report to the Association Secretary prior to scheduled board meetings. Attend Board meetings and report back to the membership to keep members abreast of state and national activities. Ensure that the district responds to issues being addressed by the Board as appropriate and that district activities are in accordance with the NYSACCE4-HE by-laws. Work with district Chair to ensure NYSACCE4-HE representation from the district on the standing committees of the Board. Work closely with the NYSACCE4-H Vice-President to welcome new members into the NYSACCE4-HE and assist with their orientation as new members. Work with the NYSACCE4-HE Vice-President to promote membership in State and National Association. Submit an annual report of district activities for inclusion in the NYSACCE4-HE annual report document. Send district reports to the Association Secretary by noted deadlines. Communicate card worthy news of district members to State Secretary. Duties of Committee Chairs Review the overall charge and previous committee s recommendations. Work with committee members to establish and carry out the goals. Schedule and conduct committee meetings. Keep Board of Directors informed of committee business by attending and participating in Board meetings, submitting one copy of the committee report on the standard report form to the secretary. Keep the Board aware of committee correspondence by ing the Board President. Check with the President and/or Board concerning potential action outside the committee charge or budget allocation. 11

12 Facilitate linkages with appropriate NAE4-HA committees and other appropriate committees/organizations. Recommend a chair-elect prior to the September Board Meeting. This recommendation would best be done at the first committee meeting of the year to give the chair-elect the opportunity to become familiar with all aspects of the committee s responsibilities. Submit NYSACCE4-HE vouchers with appropriate documentation for expenses, within the designated budget to the treasurer by December 1 st. Work with chair-elect to prepare committee budget requests for the following year and submit to the Treasurer by August 1. Provide for transfer of duties and materials to the incoming chair. Give significant data to the Historian for consideration of being placed in our archives. Submit an annual report, for the printed report document, by September 15 to the News & Views Editor. This report should include the committee name, members names, charge/purpose, goals, accomplishments, and recommendations for the coming year. Committee Charges CAPITAL DAYS Membership will consist of at least one representative from each district and Cornell. Purpose - To provide teens from each county the opportunity to learn about NYS Government. Responsibilities Organize, implement and evaluate a state-wide conference for teens about New York State government. Determine dates, arrange for lodging, program speakers, educational tours, legislative breakfast and reception with the Governor. Disseminate Capital Days program information to all counties in January, including registration and orientation information. FUND DEVELOPMENT Membership will consist of at least one representative from each district. Purpose In an effort to keep membership fees and costs to a minimum and to supplement Association work this committee will raise funds via any number of methods. Responsibilities Coordinate the auction at the annual meeting Goals - Primary goal would be to make a final profit of at least $1, MARKETING AND INFORMATION Membership will consist of at least one representative from each district and one representative from Cornell Staff. Purpose - To promote the profession of 4-H Educator and the 4-H Youth Development program. To organize the Communicator Awards and maintain alignment with National Awards. Responsibilities Develop materials and methods to promote a contemporary image of 4-H Youth Development through efforts at the local, county and state levels. Solicit, review and select recipients for the State Communicator Awards. Coordinate awards recognition at the state, regional, and national levels. Interface with the NAE4-HA Public Relations and Information Committee to keep abreast of national marketing initiatives. 12

13 Create a marketing tool for the profession that can be used through the recruitment office at local colleges and Universities. Create a marketing tool for NYSACCE4-HE that can be used to recruit new members through new educator welcome kit and orientation. MEMBER RECOGNITION AND AWARDS Membership will consist of seven members with representation from all districts, one of which shall represent the Cornell staff and one of which has been a Distinguished Service Award recipient. Purpose - To provide the mechanism for selection of State and National Award recipients and to provide support and recognition to members of the Association. Maintain alignment with National Awards. Responsibilities Solicit, review and select recipients for all of the following award categories. All award categories receive recognition at the Annual NYSACCE4-HE Conference. Any further recognition is listed under the award. o 25 Year Award- State award of $200 toward expenses of the current year s National Conference is given. National Plaque presented at NAE4-HA Conference. o Meritorious Service Award State award of $200 toward expenses of the current year s National Conference is given. National Plaque presented at NAE4-HA Conference. o Distinguished Service Award (DSA) - State award of $200 toward expenses of the current year s National Conference is given. National - Plaque and pin presented at NAE4-HA Conference. o Achievement in Service Award (ASA) - State award of $200 toward expenses of the current year s National Conference is given. National - Plaques presented at NAE4-HE Conference. o NYS 4-H Innovative Service Award o NYS 4-H Special Service Award (SSA) o Specialty Awards o NYSACCE4-HE Professional Development Scholarship Awards o NYSACCE4-HE Communicator Awards State awards are handled by the Marketing & Information Committee National entries are submitted by the Marketing & Information Committee. Cooperate with Conference Planning Committee and Vice-President (who serves as MC) in making arrangements for the Recognition Ceremony. Recognize Association members and others as follows: o Retirement of an active member after a minimum of 25 years of service in NYS. Present a plaque with the cost not to exceed $70. o Retirement of an active member after a minimum of 15 years or more of service in NYS. Present a plaque with the cost not to exceed $60. o Retirement/Resignations/Reduction in force after 10 or more years of service in NYS. Present a plaque with the cost not to exceed $30. o Retirement/Resignations/Reduction in force under 10 years of service in NYS. Present a Certificate. o Present a NYSACCE4-HE Certificate to any active member leaving 4-H work in NYS. This citation is to be presented to everyone, regardless of whether they get a gift. 13

14 o Present a certificate or gift to everyone, whom the Association wishes to specially recognize, such as a retiring Extension Director, State Program Leader, or Faculty Member. Cost not to exceed $70.00 o Make honorary and/or life member recognition to the Board for any retiring active member. Make a $20.00 contribution to the New York State 4-H Foundation in the event of the death of an active or life member. Notes and or cards sent to members for engagement, marriages, births, illness, accidents, deaths in the family, etc Committee members are responsible for appropriate recognition in their districts. Notify and assist the Chair with additional recognition events, as needed. Make arrangements for a gift or plaque, not to exceed $60.00, to be presented to the out-going President at the Annual Meeting. When preparing following year s budget, take into consideration pending retirements, and 25 year awards. Prepare an annual committee report for the annual Association report document. Engage Retirees as appropriate when planning annual recognition event. NOMINATING Membership will consist of at least one member from each District. Immediate Past-President will serve as Chair. Purpose - To nominate and carry out the election of the officers of the NYSACCE4-HE. Responsibilities - Committee will nominate individuals for NYSACCE4-HE offices in accordance with the by-laws. Prepare bios on each candidate to be circulated prior to the Annual Meeting. Conduct the election in accordance with the NYSACCE4-HE By-laws. Provide a report for the annual association report. PROFESSIONAL DEVELOPMENT Membership will consist of at least one representative from each district, one representative from Cornell, and one liaison from the conference planning committee. Purpose Plan and implement professional development of the NYSACCE4-HE including that of the annual conference. Responsibilities Coordinate annual state conference activities with the Board of Directors, and other standing committees as appropriate. Plan, conduct and evaluate professional development component related to 4-H Youth Development at state-wide CCE conferences as appropriate. Receive and approve requests for Professional Development funding Encourage NY Educators to submit seminar and poster session application for the National Conference as well as encourage attendance by our membership. Engage retirees and post-secondary students when appropriate Maintain contact with the NAE4-HA Professional Development Committee when appropriate. Cooperate with the CCE state 4-H Youth Development Office as well as Conference Planning Committee. Goals Promote the plan for District Professional development using funds allocated from the Association staff professional development fund 14

15 MENTORING Membership will consist of at least one member from each district and one representative from Cornell staff. Purpose To provide general and specific mentoring for colleagues. Responsibilities District representatives would identify general and specific mentoring needs in the district as well as staff who have the needed skill and are willing to work with those needing assistance. Chairperson of this committee will coordinate and organize the district reps regarding surveying and opportunities offered. Provide materials for orientation of new 4-H Educators in the New York system and work to promote and support the professional status of 4-H Youth Development Educators to prospective future youth development professionals. Goals Develop a state wide skills inventory list Assign mentors to all 1 st year educators CONFERENCE PLANNING COMMITTEE Membership will consist of a majority from the hosting district, a district rotation will be followed. Purpose To organize logistics of Annual Conference. Responsibilities- Coordinate annual conference including site selection, registration, and management of the conference. Schedule for the business of the NYSACCE4-HE. Will cooperate with the following committees: Professional Development, Member Recognition and Awards, Marketing and Information, and Fund Development. Conference Rotation 2018 North Central 2019 Capital 2020 North Country 2021 South East 2022 South Central 2023 Finger Lakes 2024 Western Appointments AUDIT Membership will consist of at least three members. Purpose - To ensure that the Association follows correct financial procedures. Responsibility - Officially review and audit all financial transactions and records of the NYSACCE4-HE, including Capital Days, and submit written report to the Board of Directors. Prepare a report for the annual NYSACCE4-HE report. NYSACCE4-HE audit will be completed by May 1. 15

16 HISTORY The Historian will be appointed annually by the President plus a minimum of two additional members. Following is a list of items to keep in archival form in order to keep the history of the NYSACCE4-HE upto-date and in order: Yearly Committee Summaries All Association Minutes All Board of Directors Meetings Financial Yearly Report District Annual Report Keep 5 year membership list until a Highlights that applies to those years in completed. Highlights filed together by year News & Views filed together by year All Annual Awards Banquet Programs and special anniversary programs Keep record of retirement status until it is included in the most recent Highlights Any photos Association related should be mounted, dated, and saved General History tidbits like National Conferences that NYS has hosted or helped host One of each type of old insignia, signs, banners, etc. Purpose - Keep an up-to-date history of 4-H in New York State including publishing a complete revision every five years of the NYSACCE4-HE Highlights Responsibilities - Collect and maintain the official records of the Association for the current year to include Bylaws, annual Leadership Directory, Board minutes, budgets and year end financial statements, membership list, annual reports, annual and special conference brochures, promotional materials, New & Views issues. These items are to be added to the State 4-H Archives maintained at Cornell. Identify and maintain a list of 4-H Program highlights and Association highlights for each current year. This information will be for publication in the five year Highlights update. Compare membership records including tenure and award recipient information. Prepare an annual committee report for the association annual report document. Provide tidbits monthly to the News & Views Editor. NEWS & VIEWS The editor of News & Views will be appointed by the President annually and work with the Board officers to determine content and focus. Purpose - To keep the membership informed about NYSACCE4-HE events, issues and best youth development practices. Promote NYS News and Views as a professional development resource and tool for strengthening relationships within our membership. Responsibilities - Edit, publish, and distribute issues of News & Views annually. Coordinate mailing list information with the NYSACCE4-HE Vice-President. Goals Compile the annual report document of the Board for distribution at the annual meeting. Support the creation of the 4-H Educator s Association website. Archives of current information to be housed with the Historian Investment Committee Purpose - Three member committee that will evaluate the current investment practices, procedures, methods and results for NYSACCE4-HE long term assets. 16

17 Responsibilities Meet at least annually Review all investments at different locations Provide annually recommendations to the board of directors at the September board meeting 17

18 NEW YORK STATE ASSOCIATION OF CORNELL COOPERATIVE EXTENSION 4-H EDUCATORS BY-LAWS I. The NAME of the organization shall be the New York State Association of Cornell Cooperative Extension 4-H Educators, hereinafter called the Association. II. The PURPOSE of the Association shall be to promote, strengthen, enhance and advocate for the 4-H youth development professional in partnership with the National Association of Extension 4-H Agents (NAE4-HA). The OBJECTIVES are: 1. To advance the professional status of Cornell Cooperative Extension personnel engaged in youth development. 2. To encourage staff development that meets the present and emerging needs of the youth profession. 3. To encourage and facilitate research in the area of youth development. 4. To increase interest in Extension 4-H youth work as a career. 5. To provide for the exchange of ideas, methods and techniques. 6. To strengthen communications and to promote cooperation among all Cornell Cooperative Extension personnel. Should this organization be dissolved, the last official Board of Directors shall transfer all uncommitted funds to the New York State 4-H Foundation to be used for professional development, or, should this group not be active, and in existence, the funds shall be transferred to NAE4HA. If that organization is no longer in existence, the transfer of uncommitted funds will be left to the discretion of the board of directors. III. MEMBERS ACTIVE Currently employed by Cornell Cooperative Extension with assigned responsibilities for 4-H, youth and volunteer development programming or professional interest in promoting and supporting same. Each paid member may vote and hold elected or appointed positions. Active members may be either National and State combined or, State only. Active members who retire may complete the membership year as active members. HONORARY Any individual voted in by the Board of Directors. Honorary members have no voting privilege. LIFE Any retired member may receive Life membership status upon payment of NAE4-HA Life dues. National Life membership includes all the rights and privileges of an active State and National member. If a Life member returns to active professional employment status, he/she will be required to pay dues as an active member. Life member status would be reinstated without additional payment when Extension employment returns to retirement status. There is also a State Life membership only 18

19 opportunity. Payment of State Life member dues only includes the rights and privileges of active State membership. Membership in the Association shall be available without regard to race, color, religion, political beliefs, national or ethnic origin, gender, sexual orientation, age, marital or family status, veteran status, or disability. Professional development benefit Active and Life members may take advantage of professional development sponsored by the state association and/or districts. Nonmembers may participate in association sponsored professional development for a nonmember fee. IV. OFFICERS shall be President, Vice President, Secretary, Treasurer and Immediate Past President. PRESIDENT 1. All officers must be active or Life members of the Association. 2. President, Vice President and Secretary shall be elected annually. The Treasurer shall be elected for a two-year term. Terms of office shall be November 1 to October Officers shall serve until their successors are elected. 4. The officers shall comprise the Executive Committee. 5. No officer can succeed themselves in office. Elections shall take place in the Fall of the year or at a time approved by the Board of Directors. Elections will be held in a manner approved by the Board of Directors. DUTIES OF THE OFFICERS The President shall assume all the duties normally assigned to the President and: 1. Appoint all committees and chairs taking into account recommendations from Association membership and those in current leadership positions on committees. Annually update and/or review committee charges/responsibilities and send to chair of each committee. 2. Arrange for representation of the Association at special functions. 3. Call special meetings. 4. Compile and provide annual directory to membership by Spring Board of Directors meeting. 5. Serve as the official representative and state contact with NAE4-HA. 6. Appoint a parliamentarian for annual meeting and special meetings as needed. 7. Send a list of all newly elected officers of the Association to NAE4-HA Senior Northeast Director. 8. Annually appoint an Editor to publish the official publication. 19

20 9. Annually appoint a Historian for the Association, who has the responsibility to keep an up-to-date history. May include publishing a complete revision every five years and annual updating. VICE-PRESIDENT 1. Act in the absence of or on behalf of the President. 2. Recommend committee chair-elects to the President for appointment. 3. Be Director of Membership with responsibilities of promoting membership in the State and National Associations; preparing and maintaining a permanent record of all members relative to dates of appointment, induction, resignation and retirement and be in charge of the induction of new members. 4. Serve as membership liaison with NAE4-HA. SECRETARY 1. Record all minutes of the Board of Directors meetings, annual meeting, executive committee meetings and special meetings. 2. Responsible for sending minutes of Board of Directors, annual and special meetings to all members. 3. Send all correspondence as directed by the Board of Directors. 4. Keep a listing of all policies established by the Board of Directors. TREASURER 1. Responsible for all funds of the Association. If necessary, Assistant Treasurer may be appointed by the Board of Directors. 2. Bank funds in the name of the Association. 3. Give financial report at annual and Board of Directors meetings and whenever called upon by the President. 4. Pay all bills according to established procedures as determined by the Board of Directors. 5. Collect dues of membership and keep track of records of payment. 6. In concert with Vice President, send national membership names and dues to NAE4-HA Executive Services. PAST PRESIDENT 1. Serve as chairperson of the Nominating Committee. 20

21 V. The BOARD OF DIRECTORS shall be composed of the officers of the Association, one active member representing each of the Association Districts and the chairperson of each standing committee. The District Representative will be elected by the District membership. The Board of Directors shall determine the policies and activities of the Association, propose a budget, fill vacancies that may occur among the officers, and conduct other business pertaining to the Association. VI. MEMBERSHIP MEETINGS A. The ANNUAL MEETING of the Association shall be held at a time and place determined by the Board of Directors. B. SPECIAL MEETINGS may be called at any time by the President or at the request of 25% of active membership. C. A majority of active members shall constitute a QUORUM for transaction of business. VII. DUES Eligible individuals may choose to become an active member of the Association in the following categories: - Both New York State and National Associations - New York State Association only Dues for the year November 1 through October 31 are payable and due December 15th. Upon payment of dues, members shall be eligible for all privileges afforded by their choice of affiliations. Membership and dues are not transferable from one individual to another and are non-refundable. VIII. ORGANIZATION COMMUNICATION The official newsletter of the Association is News & Views. The editor shall be appointed by the president. Responsibilities edit, publish and distribute a minimum of four issues of News & Views. Annually, coordinate mailing list information with the Association vice-president, and compile the Association annual report for distribution at the annual meeting. IX. BUDGET An annual proposed budget including annual dues shall be prepared by the Treasurer and reviewed and recommended by the Board of Directors at a regular meeting prior to submitting to the membership at the annual or special meeting. Any revisions in the budget must be approved by the Board of Directors. If the Board recommends any changes exceeding $2500, it shall be approved by the membership. The fiscal year shall be January 1 December 31. X. DISTRICT ORGANIZATIONAL STRUCTURE A. The Association will be organized by districts throughout the state. Each District will provide the opportunity for Active and Life members of the Association to: 21

22 - Participate in District business meetings, - hold District office and leadership roles, - contribute to Association related discussions as a voting member and - participate in Association sponsored professional development opportunities, Business meetings will be conducted as per the recommended Association business meeting template that is outlined in the leadership directory. It is understood that most districts will also have programmatic related activities that they work together on that are not a part of the Association portion of the business meeting and may involve non-members of the State Association. Non-members who participate in District level meetings are not eligible to hold District office or to vote on Association related business. If professional development is offered that is sponsored by the Association a non-member fee can be charged. B. Re-districting is a function of the Board of Directors. Request for re-districting must be made through written communication to the President of the Board. The Board will then refer this to Districts for discussion. Any changes in District county makeup are subject to Board approval. C. District officers will be elected by the District Active membership and will consist of a Chair, Vice Chair, Secretary and Representative to the Board of Directors. Duties of the officers are found in the Association Leadership Handbook. District elections shall take place prior to the annual meeting with terms of the office being November 1 October 31. D. Districts are asked to recommend representatives to the various standing committees of the Association. A person must be an active member to serve on Association committees. XI. STANDING COMMITTEES The President will appoint all committees and members annually. Committee chairperson and members will be active or life members of the Association. Chairpersons will provide written reports for Board of Directors, annual and special meetings and submit a proposed annual budget to the Association Treasurer prior to August 15. Committee membership shall include, if at all possible, one representative per District except as noted below. Committees shall include: A. CAPITAL DAYS Membership should consist of at least one representative from each District and one representative from Cornell staff. Responsibility to organize, implement, and evaluate the 4-H Capital Days Program that provides opportunity for teens to 22

23 learn about state government. Regular program and financial reporting to the Board of Directors is required. B. MEMBER RECOGNITION AND AWARDS Membership will consist of Active or Life members of the Association with representation from all districts. At least one member of this committee will be a member who has previously won the Distinguished Service Award (DSA). Responsibilities to provide support and recognition of members and others when appropriate according to procedures established by the Board of Directors; to provide the mechanism for selection of state and national award recipients and to make arrangements for national 25 year service awards and provide for selection of other awards as appropriate. C. MARKETING AND INFORMATION Membership will consist of at least one representative from each district and one representative from Cornell staff. Responsibility to promote/market 4-H youth development programs. This committee provides the mechanism for selection and submission of communicator awards. D. NOMINATING Membership will consist of at least one member from each District. Immediate Past President will serve as Chairperson. Responsibility prepare a slate of officers from active members for the election and to conduct the election in a manner approved by the Board of Directors. Provide for the support of active members for NAE4-HA positions and offices. E. PROFESSIONAL DEVELOPMENT Membership will consist of at least one representative from each district and one representative from Cornell staff. Responsibility plan and implement professional development of the Association including that of the annual conference. Cooperate with Cornell Cooperative Extension State 4-H Youth Development Office as well as conference planning committee. F. CONFERENCE PLANNING Membership will consist of a majority from the hosting district. Responsibility this committee will coordinate the annual conference including site selection, registration and management of the conference. They will also schedule for the business of the Association. A District rotation will be followed. Will cooperate 23

24 with the following committees: Professional Development; Member Recognition and Awards; Marketing and Information and Fund Development. G. FUND DEVELOPMENT Membership will consist of at least one representative from each District with the goal of raising funds to supplement the Association s budget. Responsibilities to select fund raising opportunities, plan, publicize and conduct the activities necessary. H. MENTORING Membership will consist of at least one member from each district and one representative from Cornell staff. Responsibility to provide general and specific mentoring for colleagues. XII. SPECIAL COMMITTEES The President will appoint committees and membership annually. Committee chairs and members will be active or life members. Chairs will provide written reports for Board of Directors, annual and special meetings and submit a proposed budget request to the Association Treasurer prior to date set by the Board of Directors. Committees shall include: A. AUDIT Membership will consist of at least three members. Responsibility is to officially review and audit all financial transactions and records of the Association and submit written report to Board of Directors annually, to be completed by May 1. B. HISTORY Membership will consist of at least three members, one being the appointed Association Historian. Responsibility is to prepare official historical record yearly and the Association Highlights, every five years. XIII. RULES OF ORDER The most recent edition of Roberts Rules of Order shall govern the procedure at all meetings of the Association. XIV. BY-LAW REVISIONS These By-Laws may be amended by a 2/3 vote of the members, in good standing, present at an annual or special meeting, due notice with proposed changes having been given to all members of the Association at least 30 days previous to the meeting. Revised and adopted October 14,

25 NYSACCE4-HE Business: 1. Call to order Generic Agenda for District Educator Meetings 2. Additions to the agenda 3. Minutes of last district educators meeting 4. Correspondence 5. District Treasurer's report- (if applicable) 6. District Representative s Report a) Report on State & District Membership b) Report on Appropriate State Board Business Needing District Attention 7. News and Views Report 8. NYSACCE4-HE committee / taskforce reports a) Capital Days b) Fund Development c) Marketing and Information d) Mentoring e) Nominating f) Professional Development g) Awards and Recognitions 9. Report from liaisons a) NYS 4-H Office b) State Fair c) NYS 4-H Foundation 10. Old Business 11. New Business 12. Other District Business & Planning (events): 13. State-wide Events 14. College Department Business 15. Other 16. Next meeting date(s) 17. Adjournment 25

26 NYSACCE4-HE Districts: Capital Finger Lakes North Central Albany Cayuga Hamilton Columbia Genesee Herkimer Fulton Livingston Madison Greene Monroe Oneida Montgomery Ontario Onondaga Rensselaer Seneca Oswego Saratoga Steuben Schenectady Wayne Schoharie Yates Warren Washington South East South Central Western Dutchess Broome Erie Nassau Chemung Niagara New York City Chenango Chautauqua Orange Cortland Cattaraugus Putnam Delaware Wyoming Rockland Otsego Allegany Suffolk Schuyler Orleans Sullivan Tioga Ulster Tompkins Westchester North Country Jefferson Lewis St. Lawrence Franklin Clinton Essex See map on next page 26

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