January 04, 2017 MEMORANDUM. TO: District 12 4 H Coordinators. FROM: District 12 4 H Election Convention Committee

Transcription

1 4-H and Youth Development January 04, 2017 MEMORANDUM TO: District 12 4 H Coordinators FROM: District 12 4 H Election Convention Committee Marcel Valdez Chair Oscar Galindo PC Jocelin Villarreal SC Richie Griffin PC Barbie Wymore SC Kimberly Guillen PC Yolanda Morado SC Monica Aguirre SC CeliaGonzalez SC SUBJECT: 2017 DISTRICT 12 4 H ELECTION CONVENTION The 2017 District 12 4 H Election Convention will be held on Friday, June 23, 2017 at the St. Thomas Aquinas Newman Center 1457 Retama, Kingsville, Texas. We have enclosed the Election Code (Revised 11/2008) and the Standing Rules (Revised (2/04/2013) adopted by the District Council. Please forward this information to your candidates and voting delegates and have them review these thoroughly. Candidacy filing opens immediately through the deadline of Tuesday, April 18, Here is a list of important dates related to this event: April 18, 2017 Deadline for Candidacy Filing to run for office (D12 4 H website) May 25, 2017 Deadline for Voter Registration to serve as a voting delegate (D12 4 H website) May 31, 2017 Deadline for Election Judge Applications (D12 4 H website) June 13, 2017 Deadline to RSVP for all attending youth, adults, and agents (4 H Connect) Please Note: There will be no Late Deadlines. There will be a registration fee of $20.00 for all attending youth and adults through 4 H Connect. The fee will cover the cost of meals for all in attendance. There are three different ways that a 4 H member can be involved in this year s Election Convention. They can be a Candidate, Voting/Alternate Delegate, or serve as an Election Judge. Candidates: Each candidate must submit to the District Office their filing information as requested below by the filing deadline of Tuesday, April 18, All candidacy filing will be done online at h event/election convention. South District East Highway 83 Weslaco, Texas Tel Fax l-saldana@tamu.edu Educational programs of the Texas A&M AgriLife Extension Service are open to all people without regard to race, color, sex, disability, religion, age, or national origin. The Texas A&M University System, U.S. Department of Agriculture, and the County Commissioners Courts of Texas Cooperating

2 2017 District 12 4 H Election Convention Page 2 of 3 Every candidate must complete the Candidacy Filing Online Form which includes three sections: a) Candidate Information relevant personal information b) Candidacy Information office of candidacy, statement of candidacy, upload one page resume (pdf), upload photo (jpg) c) Candidacy Verification & Certification verify eligibility requirements, age, and 4 H Member ID# (from 4 H Connect), and parent information. The Statement of Candidacy is limited to 250 words (+/ 3,000 characters) and should explain in the candidate s own words why they are running for office and why they feel they should be elected. A single page resume must be uploaded as part of the filing process. It must be in PDF format before being uploaded. An example has been provided. In addition, a photo must be uploaded in JPG format. It should be a head/shoulder shot such as a school photo. No candid photos or snapshots please. The photo should be a good quality image that is hi res and printable. Please keep in mind that the candidates: a) Must be eligible to run for office based on the Election Code and Standing Rules. b) May campaign at upcoming district events provided they submit a request via e mail to the District Office and comply with the Election Code. c) Must set up a leadership exhibit at the Election Convention focusing on their current year s leadership and community service. Only a standard sized "science board" (tri fold) can be used to display all candidate information using only one side of the display. Candidates must dedicate panel space (3 panels) as follows: i) 1 panel Personal Information ii) 1 panel Leadership through 4 H iii) 1 panel Community Service through 4 H iv) All information must be attached to the board. The exhibit should be placed on the designated table, no other form of displays will be permitted and nothing will be allowed on tables except the boards. No candies, gum or other Gimme s will be permitted. Candidates may provide a printed handout, business card, or other form of printed materials with prior approval. The Election Convention Committee will monitor compliance. All candidates and county staff present will be responsible for removing their exhibit after the election. Candidates should dress for success at the Election Convention. Gentlemen should wear slacks, shirts, a tie and dress shoes. Ladies should wear a dress, skirt or slacks with an appropriate blouse/shirt and dress shoes. Denim, tennis shoes, dirty boots/shoes, or flip flops are not appropriate. All dress should be clean and neatly pressed. d) 4 H ers interested in running for office become eligible by attending one District 4 H Council Meeting.

3 2017 District 12 4 H Election Convention Page 3 of 3 Voting Delegates & Alternate Delegates: Each county must submit online on the District 4 H website the Voter Registration Application form for each delegate by the deadline of May 25, 2017 to include two delegates and two alternates. We are requiring a photo be uploaded of delegates as well. They will also need to enter their 4 H Member ID#, so have that available before completing the online forms. Delegates must meet membership and age requirements as stated in the Standing Rules (12 to 19 on or before August 31, 2016). All delegates will receive a voter registration card which they must present at the Convention along with any picture ID. Election Judges: As part of the District 12 4 H Election Code, which governs the conduct of the election process, there is a stipulation that allows for the appointment of an Election Judge. The incumbent Council officers may appoint an election judge(s). Council Officers agreed to extend this role in a more formal setting than onsite appointments. To be considered for any of these roles during the Election Convention, 4 H members must complete and submit the online application by May 31 st. The appointed positions and duties are as follows: Ombudsman Oversees the election process to include canvassing the votes Observer Oversees and monitors the ballot boxes, voting booths, and/or collection of ballots Registrar Confirms registered voters and distributes the ballots to each registered voter Judges must meet requirements stipulated in Section 2.0 and 3.0 of the District 12 4 H Council Election Code to be considered. Sincerely, Luis H. Saldana Ruben J. Saldana, Ed.D Extension Program Specialist District Extension Administrator 4 H Youth Development District 12 District 12 LHS:mc cc: Todd Swift Luisa Colin

4 South District 12 4-H Council COUNCIL OFFICER ELECTION CODE Amended 11/15/ General Provisions (1) This code governs the election process for the twenty counties in South District 12 to include: Atascosa, Brooks, Cameron, Dimmit, Duval, Frio, Hidalgo, Jim Hogg, Jim Wells, Kenedy, Kleberg, La Salle, Live Oak, Maverick, McMullen, Starr, Webb, Willacy, Zapata, and Zavala. (2) This code is governed by the South District 12 4-H Council Standing Rules. Any changes to the Standing Rules will be effective immediately and this code can be revised to reflect those changes. (3) The Standing Rules will supercede this code in the case of conflicting guidelines. 2.0 Voter Qualifications and Registration (1) Each county council in South District 12 is allowed two voting delegates with no more than two delegates per county. (2) Voting delegates must be 12 years of age as of the August 31 preceding the election. (3) Voters must be registered prior to the election by their county agent. (4) Voters must present proof of registration in order to receive a ballot. (5) Substitution of voters must be approved by the agent and Election Officers. (6) Voters cannot serve as candidates as per Section (9) of the Standing Rules. 3.0 Election Officers and Observers (1) Two county Extension agents, the District Administrator, a regional 4-H Specialist or Director, and the current District Council President will serve as election officers. (a) The duties of the Election Officers are to insure that both Election Code and Standing (b) Rules are upheld in connection with the election of district officers. This Election Convention Committee shares in responsibility for insuring that both the Election Code and Standing Rules are upheld in connection with the election of district officers. (2) One designated adult leader will serve as an observer and may assist with the election. (3) An election judge may be appointed by the incumbent Council. The election judge may not serve as a voting delegate or candidate in the election but must meet the same qualifications as voters specified by Section 2.0 of this Election Code. 4.0 Time and Place of Elections (1) An election will take place annually in July. (2) Election of officers will take place as part of the District Election Convention. (3) The location of the Convention is to be determined by the Election Convention Committee of agents as assigned by the District Administrator and 4-H Specialist or Regional Program Director. 5.0 Election Supplies - All supplies to conduct the election will be provided by the Election Convention committee to include filing documents, notices, ballots, tally sheets, and any other supplies needed to conduct the election. 6.0 Conduct of Elections (1) Each candidate will be afforded equal time at the podium during the convention to present their platform. (2) Presentations must be done in person. No videos or in absentia speeches will be permitted, except as noted in Section 6.3 of the Election Code. (3) Only in the case of illness or immediate family emergency may someone speak on a candidates behalf. Any absence by a candidate must be verified by a parent, county Extension agent, and 4-H Specialist/Director before a speech may be given in absentia. (4) Voters will vote for one candidate in each race by ballot. (5) Incumbent officers will canvas the votes and the election. (6) Newly elected officers will be installed and begin office immediately after the installation ceremony.

5 7.0 Early/Absentee Voting - There will be no provisions made for early or absentee voting. Only those votes cast at and during the annual election event will be considered as valid for election purposes. 8.0 Voting Systems - Use of paper ballots, voting machines, electronic voting systems, or any other voting system are acceptable for the election if they preserve the secrecy of the ballot and they provide accuracy and reliability. 9.0 Candidates (1) Any 4-H member wishing to run for office must file prior to the filing deadline determined by the Election Convention committee. (2) Candidates must meet eligibility requirements as per Sections (6) (c) and (6) (d) of the Standing Rules. (3) A candidate s name can appear only once on the ballot as per Section (6) (f) of the Standing Rules. (4) A candidate cannot serve as a voting delegate and cannot vote in the election as per Section (9) of the Standing Rules Filing Procedures (1) Filing includes completion and submission of the Letter of Intent and a resume. (2) Submission of filing documents must be received by the district office prior to the filing deadline. (3) Acceptable forms of submission include hard copy, fax, or Majority Vote (1) A candidate must earn a majority (>50%) of the votes cast to win the election. (2) In the event of a tie for majority, the incumbent president will cast the deciding vote. (3) If no candidate earns a majority as defined in Section 11.1 of the Election Code, then a runoff election will be held between the two candidates with the highest number of earned votes. (4) All races requiring a runoff election will be held simultaneously and immediately after the general election Recounts (1) Only the candidate for the office in question may request a recount of votes for the respective race. (2) Only the Election Officers, Observer, Election Judge, and candidate may be present for the recount. (3) Only one recount will be held per race Election Contests (1) Any contest to the election process must be filed in the district office in writing within 30 days of the election. (2) The Election Officers will evaluate the contest on its merits and determine the outcome, which will be final Political Campaigns (1) Candidates will be allowed to exhibit a display that illustrates their leadership and community service activities. (2) Written permission from voting delegates must be on file before respective names and addresses can be shared with candidates. (3) Any political propaganda and paraphernalia distributed by candidates must also be sent to the district office. This includes flyers, letters, or any item sent to solicit votes on behalf of any candidate Revisions to Election Code - Revisions to this election code fall under the direction of the Election Convention Committee of county Extension agents under the recommendations and suggestions of the District Council.

6 SOUTH DISTRICT 12 4-H COUNCIL STANDING RULES (Amended December 7, 2013) Youth involvement in program development at all levels is an essential aspect of successful 4-H programming. For this reason, the District 12 4-H Council provides for representative 4-H youth years of age: to advise the District Extension staff on programs for 4-H and other youth, to maintain linkage with county 4-H councils, to assist with the development and implementation of District events and activities, to provide 4-H youth the opportunity to learn democratic principles and procedures, and to interpret the 4-H program to the public through effective and satisfying group organization. The following standing rules adopted by the South District 12 4-H Council members serve as guidelines for the group procedure: 1. NAME: The name of this organization shall be the South District 12 4-H Council. 2. PURPOSE: The purpose shall be to act as a sounding board to: a. Identify needs and interests of 4-H and other youth. b. Suggest and explore action programs that will meet the needs and interests of youth. c. Advise in the determination of future 4-H programs. 3. MEMBERSHIP: a. The District 12 4-H Council membership is open to all youth, irrespective of socioeconomic level, race, color, sex, religion, disability or national origin. It consists of two member delegates from each county 4-H Council and the elected District officers. b. Council members must (1) reach their 12 th birthday and (2) must not have reached their 19 th birthday on or before August 31 of the 4-H year. c. District Officers must (1) reach their 14th birthday and (2) must not have reached their 19th birthday on or before August 31 of the 4-H year in which they are installed on the District 4-H Council. d. County councils may select alternates to fulfill responsibilities of regularly elected delegates. This alternate shall meet the requirements for council membership. 4. OFFICERS: The officers shall be elected annually and shall be: President, 1st Vice President, Delegate at Large, 2nd Vice President, Secretary, Treasurer, Public Relations, Parliamentarian, Health &Safety Officer, and Youth Advisor. Officers must fulfill all duties, including: a. Attend all council meetings. If unable to attend, the officer must, in advance, notify the District Council Advisor of his/her absence along with legitimate excuse. b. Attend assigned contests and events. c. Attend council officer retreat. If officer does not attend, a replacement may be appointed to that office by the Executive Committee. 5. TERM OF OFFICE: a. Council members shall serve from the time of installation until installation of the following year. b. Officers shall be elected annually and shall be eligible for only one term in that office.

7 c. No person shall hold more than one office on the District 4-H Council during one term. d. No member shall hold any officer position, elected or appointed, for more than one term. e. Members shall not serve as an officer for more than three terms. 6. ANNUAL MEETING AND ELECTION OF OFFICERS: a. There shall be at least three (3) meetings held each year in the fall, January, and in the spring and/or any meetings deemed necessary by the Executive Committee. b. Officers shall be elected at the Election Convention and will be nominated by application. c. To run for District 12 office, you must attend one district meeting and/or informational session where a quorum is not met. d. Past District 12 officers must run for an office higher than the office they previously held as stated in item 7. e. A majority (>50%) constitutes an election. f. Candidates shall run for one office. If they are not elected they will not be able to be nominated for another office during that term. 7. EXECUTIVE COMMITTEE: The Executive Committee shall be composed of the President, 1st Vice President, Delegate at Large, 2nd Vice President, Secretary, Treasurer, Public Relations, Parliamentarian, Health & Safety Officer, and Youth Advisor in this respective order. The Committee shall appoint members to fill vacancies in offices. 8. COMMITTEES: Committees may be appointed at any time. 9 VOTING BODY: The voting body shall consist of the membership as defined in Rule 3. Current officers and candidates cannot vote. However, in the event of a tie, the current president shall cast the deciding vote. 10. QUORUM: A quorum shall consist of at least 5 counties or 10 voting members. If a quorum is not met, the meeting shall be deemed an informational session. 11. AMENDMENTS: These rules may be amended by a two thirds vote at any regular meeting. ******************************************************************************* 4-H Rules of Conduct will apply at all Events and Activities.