Oklahoma State 4-H Leadership Council. Ratified Bylaws. Revised 2/2011 1

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1 Oklahoma State 4-H Leadership Council Ratified Bylaws Revised 2/2011 1

2 Preface This document is meant to serve as the guiding principles and policies for the Oklahoma State 4-H Leadership Council. It is not designed to be the governing document of the Oklahoma 4-H Program. The primary source of general policy regarding the Oklahoma 4-H Program can be found in the Oklahoma 4-H Policy Guide (Lit # 5) available annually on line at BYLAWS ARTICLE I NAME The name of this organization shall be Oklahoma State 4-H Leadership Council or it is sometimes referred to in these bylaws as the Council. ARTICLE II - OBJECT The objective for a state 4-H leadership council: Serve as a role model for youth and representative and spokesperson for the 4-H Youth Development program at the two Land-Grant Universities. Uphold the high ideals, values and moral standards of the Oklahoma 4-H program. Actively travel within the district and state to fulfill responsibilities. Serve as a Youth Advisory committee to the State/District 4-H Program. Conduct educational programming at the county, district and state levels. Serve as an active and contributing member of state/district Activity and Event committees. Plan, conduct and evaluate council lead state and district events. Seek opportunities to expand and diversify audiences and programs of the Oklahoma 4-H Youth Development Program. ARTICLE III COUNCIL MEMBERS SECTION 1: - Membership (9/2008) A. Membership Categories consist of President of the Council, District Representatives, 1890 Langston 4-H Youth Representatives, Administrative Positions and Advisors. All members of the Council, except advisors have the right to vote and be elected to administrative positions as defined in Article IV. B. Council President Elected for a one year term beginning August the year elected through July the following year. C. District Representatives There will be no-more than 24 district representatives six in NE, SE SW, and NW. There will be cluster representatives and at-large representatives. The term of office will be November the year elected, through October the year term ends. Clusters are to be determined by the district. Every four years (i.e. 2012, 2016, 2020 ) the district is to revisit the defined county clusters to accommodate demographic shifts. 1) Four Cluster Representatives from each district are elected for a two year term and resides within the cluster of counties elected to represent. Cluster Representatives will be elected in alternating years - half rotating off each year. (See table below). 2) Two At-Large Representatives from each district will be elected for a one year term and shall reside within a county which lies within one of the two clusters elected to represent. At-large representatives may be elected to a second term if they meet the qualifications as defined in Section 2. Revised 2/2011 2

3 D. Langston 4-H Youth Development Representatives Two youth representing the 1890 s 4-H youth development program. SW 20 counties NW 17 counties SE 19 counties NE 21 counties 1890 Representatives Langston University Odd Years Cluster 1 - Canadian, Oklahoma, Cleveland, McClain, Grady Cluster 3 Comanche, Cotton, Jefferson, Stephens and Garvin Clusters 1 & 4 At-Large Representative Clusters 2 & 3 At-Large Representative Cluster 1 Grant, Garfield, Kay and Noble Cluster 3 Woods, Alfalfa, Woodward Major Clusters 1 & 4 At-Large Representative Clusters 2 & 3 At-Large Representative Cluster 1 Pittsburg, Haskell, Latimer, LeFlore Cluster 3 Pottawatomie, Seminole, Hughes, Pontotoc, Coal Clusters 1 & 4 At-Large Representative Clusters 2 & 3 At-Large Representative Cluster 1 McIntosh, Muskogee, Sequoyah, Adair, Cherokee, Wagoner Cluster 3 Okmulgee, Okfuskee, Creek, Lincoln, Payne Clusters 1 & 4 At-Large Representative Clusters 2 & 3 At-Large Representative Langston Representative Even Years Cluster 2 Greer, Harmon, Jackson, Tillman, Kiowa Cluster 4 Roger Mills, Beckham, Custer, Washita and Caddo Clusters 1 & 4 At-Large Representative Clusters 2 & 3 At-Large Representative Cluster 2 Harper, Ellis, Beaver, Texas, Cimarron Cluster 4 Dewey, Blaine, Kingfisher, Logan Clusters 1 & 4 At-Large Representative Clusters 2 & 3 At-Large Representative Cluster 2 Love, Carter, Marshall, Johnston, Murray Cluster 4 McCurtain, Pushmataha, Choctaw, Bryan, Atoka Clusters 1 & 4 At-Large Representative Clusters 2 & 3 At-Large Representative Cluster 2 Osage, Pawnee, Tulsa, Washington Cluster 4 Nowata, Rogers, Mayes, Craig, Ottawa, Delaware Clusters 1 & 4 At-Large Representative Clusters 2 & 3 At-Large Representative Langston Representative E. Advisors An advisor(s) role will be to: serve as an mentor and educator assist the team in obtaining the training/education necessary to carry out their responsibilities challenge individual team members to master the practice of Self-responsibility, Organization, Time Management and Communication work in partnership with the team as they take responsibility for setting goals, program development and implementation and committee work encourage healthy partnerships with county staff, Parent-Volunteer Associations, County Officers/Teen Leaders, 4-H clubs, district 4-H program specialists, district officer teams, Ambassadors and state staff State Staff Support - The team will be coordinated by a person(s) selected by the Assistant Director of 4-H Youth Development. District Support District Program Specialist will keep District Representatives actively engaged in business and committee meetings, as well as programming at the district level. District Advisor There shall be one advisor for each district. The advisor may be an adult 4-H volunteer or county educator appointed by the Assistant Director of 4-H Youth Development. The advisor position will be a two year appointment, with two alternating on/off each year - odd years: SW and NE; even years: NW and SE. It is strongly advised that the advisor have no children or relatives serving on the team. Youth Advisor A collegiate 4-H member/past council member/former ambassador will be appointed to work with the team. Youth advisors would be recruited, interviewed and selected for the position by the State 4-H Office. 3

4 SECTION 2 DISTRICT REPRESENTATIVE QUALIFICATIONS A. Individual has demonstrated the life skills of Self-responsibility, Organization, Time Management, and Communication. B. Enrolled in 4-H, held or holding a local and/or county 4-H office, has served as an active and contributing member of committees at the local/county/district level, certified 4-H volunteer and completed a county report form/medal form or record book. C. Must complete State 4-H Leadership Council application, participate in consultation session and attend State and District Candidate Workshop the year running for office. D. Must have residency and be available within the state during the term elected to carry out duties of the position. E. Must be a county delegate and attend district conference and state 4-H Roundup the year seeking office. Exception - school fall break not coinciding with district conference. F. Representatives must reside within the cluster of counties elected to represent. In the event no one who resides within a cluster files for a vacant position, then qualified candidates from counties that border the cluster may file for the vacancy with the understanding of their responsibility to serve counties in that cluster. In the event an individual is appointed/elected to the council to fill a vacancy, that individual may be elected to a full term if they have demonstrated dedication, responsibility and leadership and met or exceeded 80% of the expectations of their Quarterly Progress Reviews. G. Cluster Representatives must be elected during their sophomore or junior year in high school so they will be available and accessible to service the counties during the 2 year term. H. At-Large Cluster Representatives must be in their junior or senior year of high school. If they choose to file for a second term they must have demonstrated dedication, responsibility and leadership during their first term and met or exceeded 80% of the expectations of their Quarterly Progress Reviews. In the event no junior or senior files for a vacancy then a sophomore may file for the position. I. Qualifications for the Administrative Positions of President, Vice-President, Secretary and Reporter are defined in Article IV, Section 1. SECTION 3- DUTIES AND RESPONSIBILITIES OF DISTRICT REPRESENTATIVES Council members are expected to serve as positive role models for their peers. As such, they are expected to strictly adhere to all items listed and inferred by the Oklahoma 4-H Code of Conduct and any other published policies or rules governing 4-H affiliated events and activities. Team members must agree to fulfill and perform duties and responsibilities as outlined for their leadership position; participate in training; attend regular business and committee meetings; follow through with team goals and projects; and participate in state and district events. Added 1/95 A. Duties Defined District Representative s Responsibilities (6/08) 1. Willingly accepts all duties of a district representative for the time elected one or two year term. 2. Practice the life skills of Self-responsibility, Organization, Time Management, and Communication. 3. Serve as liaison to specific counties within a district. Cluster representatives will visit each county twice each year to conduct designated team programming. At-Large representatives will visit each county at least once per year to conduct designated team programming. This does not include county visits or appearances. 4. Communicate on a regular basis with county youth and adult leadership teams to conduct educational programs, encourage participation in 4-H programming, and to collect information for reporting to the At-Large Representatives and district reporters. 5. Cluster Representatives will submit quarterly reports of county activities to the At-Large Representatives. 4

5 6. At-Large Representatives will serve as members of the state newsletter committee and be responsible for submitting district quarterly reports and materials to the reporter for 4-H publications, blogs, website and state e-scrapbook. 7. Serve as an active participant on state and district committees planning, conducting and evaluating events and activities. 8. Attend District Officer meetings as a state liaison. 9. Attend Council meetings conference call, Centra Symposium or on site meetings. 10. Represent Oklahoma 4-H by participating in district and state activities and events. 11. Exemplify Youth-Adult Partnerships in all interactions. 12. Perform duties delegated by the president or advisor. 13. In a timely manner complete all reporting procedures required of team members. 14. On those occasions when the State and District 4-H Program Specialists seek youth representation on programmatic committees, council members will be appointed to represent the State 4-H Leadership Council. 15. Council members will be asked to serve as Ex-officio members of the State Boards/Associations. As an Ex-officio member the individual will participate in meetings as a liaison for the State 4-H Leadership Council. Langston University Representative: Amended (5/2003) 1. Assist in coordination of county and state activities. 2. Encourage 1890 program participants to attend and become involved with county and state 4-H events and activities 3. Attend to duties as are necessary to carry out the Langston 4-H program. 4. Serve as a liaison between the 1860 and 1890 Land Grant University 4-H Youth Development Programs. 5. Serve as an active participant on state and district committees planning, conducting and evaluating events and activities. 6. Attend State Executive Board meetings. B. Responsibilities Defined 1. Annually a Timeline of Responsibilities is published for the State 4-H Leadership Council. The list is not all encompassing, but includes regularly occurring responsibilities which have been assigned priority levels. Level 1 Required all team members required to participate. Level 2 Requested - want team represented and/or participation in the project or program. Level 3 Recommended - important to you as an individual or the team, because of visibility or group spirit. C. Uniform 1. Official Dress shall be Kelly green blazers, white shirts with sleeves, green and white stripe tie, khaki dress slacks for men and khaki dress skirt for women and polished brown shoes. Males will wear socks that match their slacks and ladies will wear natural color nylons. 2. Informal Uniform - Informal Uniform shall consist of Orange polo or button-down with the Osage 4-H shield, green polo with white 4-H emblem and/or another designated shirt worn with Khaki pants, fingertip length shorts/capri/skirt/skort. Shoes should be appropriate for the event and clean and free from visible wear. 3. Casual Uniform Leadership Team T-shirt, nice jeans or jean short/capri/skirt/skort. Shoes should be appropriate - The official dress uniform for the event and clean and free from visible wear. 4. When ever formal and/or casual uniforms are worn, the code of conduct should be upheld. The uniform should never be worn in a location which would bring into question the integrity of the 4-H Youth Development Program. 5. Official Dress should be worn for official 4-H functions or out of respect to 4-H alumni, volunteers, extension/university personnel or local, county or state government officials. 6. At no time should any part of the uniform be worn to promote any cause other than 4-H. 7. Official uniforms for the state Leadership Team (defined as state council and district officer and Ambassadors) shall include a tailored Kelly green blazer, white shirt, designated tie and designated color dress slack/skirt. 5

6 SECTION 4- PERFORMANCE A. Absences 1) Excused Only by communicating with the advisor and president in person, by or by telephone (excluding text messaging) can a team member request an excused absence. The request must be at least one week in advance of a quarterly business meeting, mandatory conference call, Centra symposium, training, activity and/or event. No other form of communication will be acceptable. Excused will be defined as a justifiable/reasonable grounds which was unavoidable. A total of four excused absences will be allowed per year (November through October). No more than one of the four can be a Quarterly Business Meeting. 2) Unexcused Unexcused absences will be defined as 1) negligent planning, 2) poor time management on the part of the team member and 3) not requesting an excused absence at least one week in advance of a mandatory meeting/activity/event. Team members who accrue three unexcused absences - which include any combination of quarterly meeting, mandatory conference call, Centra meeting and/or level 1 activities and events in a single year will go before a review board to determine if they should continue their term of office. B. Quarterly Progress Review Tool: A quarterly evaluation of each team member will assist both the member and the team in identifying possible performance issues. By maintaining a system of formal evaluation it will also justify conducting an evaluation of an individual there may be reason to believe, but have no actual documentation, is having or causing a concern for the health and productivity of the team. (1/08) Each council member will do a personal assessment in the form of a quarterly review and submit it to the President and Advisor. The Assessment will be used as an opportunity for the individual to personally review their performance. The Council President and District and State Advisors will use the personal assessment, record of reports submitted, counties visited and activities attended to monitor the individual s performance and provide appropriate feedback during each quarterly review. 1/08) C. Unsatisfactory Performance, Misconduct or Violation of Published Rules/Guidelines/Policies 1. Unsatisfactory performance: Disregarding the responsibility of or the refusal to make county visits and/or present traveling workshops, complete assignments, participate in committee work, attend business meetings and required activities/events. Disregard to accept supervision or cooperate with other members of the council, team advisor/district/state staff, county educator and/or district specialist. Showing lack of leadership, character and/or ethics through inappropriate, discourteous or unsportsmanlike behavior or language. 2. Misconduct: Physical or verbal abuse of youth or other adults, substance abuse, committing a criminal act, misuse of funds, irresponsible handling of animals, vehicles or machinery and any other items spelled out in the 4-H Code of Conduct or any other established rules or guidelines for sanctioned 4-H activities. (1/08) 3. Violation of Published Rules/Guidelines/Policies: Any actions, which conflict with the Oklahoma 4-H Code of Conduct, 4-H Volunteer Behavioral Guidelines or any other established rules/guidelines/policies for sanctioned 4-H activities is grounds for immediate dismissal. In some cases, a 4-H Leadership Council member may be suspended from duty until an investigation is completed. Decision on immediate removal or suspension will be made by the Advisor in consultation with the respective district 4-H Program Specialist and the State 4-H Program Leader until the alleged violation has been given due process. (1/08) D. Resolving Personnel Issues Steps as described in the Formal System for resolving 4-H Leadership Team Personnel Issues (Addendum I, ratified 1/08) will be taken when it first becomes 6

7 evident that a 4-H Leadership Team Member is not performing up to the expectations and/or standards of behavior listed in the Pledge of Office, Oklahoma 4-H Code of Conduct and/or 4-H Volunteer Behavioral Guidelines. (1/08) SECTION 5 - TERMINATION OF A COUNCIL MEMBER A. Council members who fail to fulfill the duties as described in Article II, Section 3 may be removed from office following procedures described in Article III, Section 4 and Addendum 1. If found to have executed unsatisfactory performance, accrued excessive absences, been involved in misconduct or a violation of published rules/guidelines/policies the council member will forfeit their position. B. If a Plan for Improvement (POI) cannot be reached the team member may choose to resign from the position or they will be suspended from all activities and steps may be taken to terminate the team member through a Review Board. C. If significant effort is not put forth to accomplish defined goals in the established timeline of a Plan of Improvement, as well as maintaining an acceptable level of meeting expectation for the remaining portion of the individuals term, the team member may choose to resign from the position or they will be suspended from all activities and steps may be taken to terminate the team member through a Review Board. D. A council member who allegedly violates the Oklahoma 4-H Code of Conduct and any other published policies or rules governing 4-H affiliated events and activities as a 4-H member, will forfeit their office following the findings of a Review Board. E. Once a vacancy is established, the procedures for filling vacancies Article III, Section 3 will be followed. F. Review Board - Voting members of the Review board for the state council will include: 1 District 4- H Specialist or Advisor not from the respective district, 1 State 4-H Specialist/Assistant State Specialist, State 4-H Program Leader and 2 State 4-H Leadership Council members, all appointed by the State 4-H Program Leader. The Council member s Extension Educator and District Advisor may be present but will not have a vote. 1. In the occurrence of unsatisfactory performance a Review board will only be called after a plan of improvement has been attempted without significant and consistent improvement/success. This being defined as meeting 80% of expectations as outlined in the plan of improvement. 2. In the event three unexcused absences are accrued within a single year, a Review Board will be convened. 3. In the event more than four excused abscenses are accrued within a single year. 4. In the event a member of the Council is found to have been in violation of published rules/guidelines/policies or misconduct a Review Board will be convened. 5. Any combination of F1, F2, F3 and F4. ARTICLE IV Administrative Position SECTION 1. ELIGIBILITY A. Council Representatives interested in filing for the administrative position of President must have fulfilled the responsibilities and expectations as a cluster or at-large representative, accepted and completed leadership assignments with minimal direction, demonstrated their ability to be a team player, met or exceeded 80% of the expectations of their Quarterly Progress Reviews and completed procedures as noted on the filing application, including but not limited to a portfolio and interview. Only members of an outgoing class of District Representatives can declare their intent/interest for President. The intent must be submitted in writing to the State Advisor at the specified time each year. B. Cluster Representatives interested in filing for the Administrative Positions of Vice President, Secretary or Reporter must have exemplified dedication, responsibility and leadership during the 7

8 first year of their term and met or exceeded 80% of the expectations of their Quarterly Progress Reviews. These positions will be elected from the class of representatives elected the previous October at District Conferences. SECTION 2. OFFICES Administrative Positions defined as President, Vice President, Secretary and Reporter. The following list of position responsibilities is not all encompassing. Individuals serving in administrative positions may be asked to perform other duties as necessary to complete council business. The Presidents role will be to govern and coordinate Council business and activities. Individuals elected to the positions of Vice President, Secretary and Reporter will assume the administrative role in addition to their primary responsibilities as a Cluster Representative. President s Responsibilities (6/08) 1. Knowledgeable and accountable for each individual s responsibilities and activities as part of the team. 2. Communicates regularly with the team advisor(s) and team members in an effort to provide the training, tools and materials necessary for representatives to carry out their responsibilities. 3. Works with all members of the team to assemble and provide an agenda one week in advance of the state executive board meetings. Presides at meeting. 4. With the assistance of the state executive board provide a published agenda to council members no later than one week prior to a quarterly business meeting or any other meeting deemed necessary for conducting Council business. Preside at meetings. 5. On a quarterly schedule, address performance and concerns of individual council members and/or the council as a whole. 6. Appoints committees and committee chairs. 7. Coordinates and appoints team members to perform timely duties/assignments or special requests. 8. Ex-officio member of various state boards associated with the Oklahoma Cooperative Extension Service and Oklahoma 4-H Program. 9. Attends to such duties as are necessary for the growth of the Oklahoma 4-H Program. Vice President s Responsibilities (6/08) 1. Serve in the absence of the president. 2. With cooperation of committee chair(s), coordinate the team s committee work and reporting. Keeps President, Advisor, Secretary and Representatives informed of committee progress and needs. 3. Regularly communicates with District Representatives in an effort to provide the training, as well as the tools and materials necessary for them to carry out their responsibilities. 4. Assist president on questions of Parliamentary Procedures. 5. Perform all duties delegated by the president. Secretary s Responsibilities (6/08) 1. Record minutes of all state 4-H executive team meetings. Type and send minutes (electronically or by mail) within 2 weeks of the meeting. 2. Keep written record of all committee reports and actions. 3. Keep extension staff and district 4-H officer teams informed of all business and projects. 4. Compose official correspondence of the organization. 5. Work with reporter in maintaining an electronic history of council s accomplishments and activities, meetings (copies of minutes and agendas) and correspondence. 6. Perform duties delegated by the president. Reporter s Responsibilities (6/08) 1. Work with district representatives and district reporters to collect and communicate the 4- H story by coordinating the submission of information or stories to 4-h.org. 2. Provide articles and information for state newsletters (Focus on Youth and 4-H Foundation Publication) and Oklahoma 4-H web site resulting from committee work and information collected by At-large District Representatives. 8

9 3. Work with the State 4-H Marketing Coordinator, Oklahoma State University Agricultural Communications Services and other media outlets. 4. Work with secretary in maintaining an annual electronic history of the team s accomplishments and activities. Providing a quarterly, report and update to the advisor and team. 5. The reporters term will not end until the fourth quarter newsletter is published on September The outgoing reporter will mentor the incoming reporter in the preparation and publication of the fourth quarter newsletter. SECTION 3. TERMS OF OFFICE The Administrative positions are a one year term; beginning at the close of Roundup each year. ARTICLE V ELECTIONS SECTION 1 FILING All candidates agree to accept and abide by the duties outlined, both expressed and implied when seeking election to the State 4-H Leadership Council. Individuals understand the sacrifice of personal time and finances required to SERVE their constituents and the Oklahoma 4-H program. The candidates for state administrative positions will be posted on the Oklahoma 4-H web site prior to the election. A. DISTRICT REPRESENTATIVE - In the event no one files for a vacant position who resides within a cluster then qualified candidates from counties that border the cluster may file for the vacancy with the understanding of their responsibility to serve counties in that cluster. Cluster Representative may not file for a second term or as an At-Large representative. If they choose to continue service it will be as Council President. At-large representatives may be elected to a second term if they meet the qualifications as defined in Article III Section 2. CONSULTATION SESSION - The purpose of the consultation session is to be sure the applicant is making an informed decision about serving on the State 4-H Leadership Council for both their personal benefit and the benefit of those they are being elected to serve. CONSULTATION COMMITTEE - The consultation committee will be composed of the two outgoing representatives from the respective district, district team advisor and an Extension Educator or 4-H Volunteer. DISTRICT REPRESENTATIVES meet qualifications as described in Article III, Section 2. Complete application packet by the designated date. B. LANGSTON REPRESENTATIVES - Two delegates will be selected by the 1890 land-grant to serve as representatives to the State 4-H Leadership Council. Those youth will serve in roles comparable to district representatives however they will be selected using whatever criteria is deemed appropriate by the leadership at Langston University to assure participation. C. ADMINISTRATIVE POSITIONS - President, Vice President, Secretary and Reporter Outgoing District Representatives interested in the administrative position of President must meet qualifications as described in Article IV, Section 1. They may run for the office of president only once either as a senior in high school or freshman in college. Those declaring intent will go through an interview prior to being placed on the ballot. Representatives interested in the administrative positions of Vice President, Secretary or Reporter must meet qualifications as described in Article IV, Section 1. Those declaring intent will go through a consultation session prior to being placed on the ballot. 9

10 In the event no one files by the deadline for one of the administrative positions, candidates who have filed will be given an opportunity to re-file for the open position. SECTION 2 - CAMPAIGN AND ELECTION RULES A. BEHAVIOR OF CANDIDATES Candidates are expected to serve as positive role models for their peers. As such, they are expected to strictly adhere to all items listed and inferred by the Oklahoma 4-H Code of Conduct and any other published policies or rules governing 4-H affiliated events and activities. Candidates who allegedly violate the Oklahoma 4-H Code of Conduct and any other published policies or rules governing 4-H affiliated events and activities will appear before a review board. The Review board is defined in Article III, Section 5. If the review board finds the individual in violation they will automatically be withdrawn from consideration for office. Amended. B. SPEECHES AND CAMPAIGNING 1) Speeches a) Candidate will be required to present his/her own speech at District Conference and/or Roundup. A speech is to be no longer than 3 minutes. b) Candidates for administrative positions will participate in a Town Hall meeting at Roundup and answer questions posed by voting delegates. c) Props - Candidates may or may not choose to wear a costume. (Costume being defined as the style of dress typical of a certain country, period, profession, character, etc.) Pieces or parts of a costume can not be used as a prop. No props of any kind may be used or carried on to the stage. Candidates may carry their speech on stage as either an 8.5 x 11 piece of paper or as smaller note cards. Candidates may use no more than five Power Point slides with their speech. A template of five PPT slides is available to candidates. d) Candidates for Administrative positions will be required to submit his/her campaign speech (in writing) and PowerPoint Presentation to the State 4-H office one month prior to the date of the election. 2) Campaigning Campaign materials and literature will not be permitted at any state/district 4-H events prior to District Conference/State 4-H Roundup. No campaigning or campaign material is to be displayed inside an election area. 3) Campaign Literature/Materials a) Any electronic form of campaigning - Facebook, MySpace, text messaging, blogging, YouTube, etc. is permitted by the candidate as long as there is no negative campaigning or defamation of character reported. Any inappropriate messages are grounds for removing the candidate from the ballot. The candidate is also responsible for the actions or messages of friend/colleague/associate campaigning on their behalf. b) Campaign materials such as buttons, stickers, clothing, business card, candy, trinkets, etc. are not permitted. c) District Representatives will be governed by district rules and guidelines. d) Administrative Positions - Campaign materials will be limited to 10 posters NOT TO EXCEED 22" X 28" which may be posted in the residence hall being used to house Roundup delegations. NO TEAR OFF MATERIALS, FLYERS OR GIFTS MAY BE ATTACHED TO THE POSTERS(S). e) Posters are subject to being checked by the committee and will be removed if they violate election guidelines. B. ELECTION OF STATE COUNCIL POSITIONS 1) District Representative positions to the State 4-H Leadership Council will be elected at the fall district Leadership Conferences. 10

11 Only youth within the defined county cluster(s) will cast votes for their representative. 2) District Elections - The balloting for district representatives will be conducted under the supervision of a district Election Board/Committee. District Election Board/Committees must follow the State 4-H Leadership Council By-laws regarding the election of District Representatives. Districts shall govern their own campaigning rules and guidelines. 3) State 4-H Leadership Council administrative positions shall be elected at State 4-H Roundup by a county electorate system. 4) State Elections The balloting for state administrative positions will be conducted under the supervision of a state election board consisting of: (a) One State 4-H Council member (must not be seeking an office); (b) State staff person with Roundup election responsibilities; (c) District 4-H Educator or designate (one from each district); Majority Vote - When there are more than two candidates for an office, if one candidate does not receive a majority of the votes cast, a runoff election shall be conducted between the two candidates that receive the most votes. Tie Vote - In the event of a tie vote, the following procedures will be followed: (a) A re-count will be conducted to confirm the tie. (b) If a tie is confirmed the tie will be broken by re-balloting. Write-in Candidates - No Write-in candidates will be considered. 5) County Electorate System at State 4-H Roundup (a) Voting Delegates - Each county will have a minimum of two votes. The county s Roundup delegation will determine their voting delegates. The delegates name will be filed at the time Roundup registration is completed by the county extension office. (b) Additional Voting Delegates for every 10 additional delegates over twenty-nine (29) the county will receive an additional vote delegates delegates delegates delegates (c) Responsibilities of Voting Delegate (1) With the assistance of the county delegation, prepare questions for the candidates at the Town Hall meeting. (2) Attend Town Hall meeting. (3) Without bias, report results of the Town Hall meeting to county delegation. (4) Facilitate the county delegations discussion of candidates taking into consideration speeches heard during the Political Rally and the information gleaned from the Town Hall meeting. Following discussion, all county delegates will cast their vote by secret ballot for the candidate of choice. The votes will be tallied by the Voting Delegates. The Voting Delegates shall mark the County s ballot in front of the county delegation based on the votes counted, seal the ballot in an envelope and returned it to the state ballot box. A county s votes can be split between candidates if agreed upon by the delegation. For example: County has two voting delegates and a total of 15 delegates attending Roundup. There are three candidates for the office of reporter. At the county meeting one candidate receives 7 votes and another receives 6 and one receives 2. The county could cast two votes for the first candidate or agree to split their vote for the two most popular candidates. (5) There should be minimal adult influence or presence in the delegations determination of candidates. This means adults may attend but are not to participate in discussion but 11

12 may help to facilitate questions to assure that voting delegates remain unbiased in their report from Town Hall meeting. SECTION 3 - VACANCIES The State 4-H Leadership Council shall be responsible for declaring a vacancy, with the approval of the state/district specialists. All vacancies shall be filled by a vote of the Council. District Representatives - The Council shall first work from the list of unsuccessful candidates for that position during the previous election, provided the individuals still meet with qualifications. The individual selected to fill the unexpired term will have an option to run for a full term if they meet the qualifications. In the event there is not a pool of unsuccessful candidates, A) The At-Large District Representative will serve the vacated cluster until the vacancy can be filled during the next fall election or B) The district representatives may agree to redistribute counties within the cluster for the duration of the vacancy. In the event a district representative moves within their district during their term: A) If the individual moves a great distance from their cluster, they will serve as an At-large representative and will help with the cluster in which they have moved. B) If the council member is geographically close to their cluster they will complete the term and continue to service the cluster. In the event a district representative moves outside of their district they will be an At-Large representative and will help within their new cluster/district. Administrative Positions In the event the position of President is vacated the Vice President shall become the President for the remainder of the term. In the event of a vacancy for all other administrative positions the vacancy will be filled by electing a current member of the council to complete the remainder of the term. An individual selected to fill the unexpired term will have an option to run for a full term if they meet the qualifications. ARTICLE VI MEETINGS SECTION 1 - Quarterly Meetings The Council will hold quarterly meeting on site to conduct business and training. A quorum shall consist of 16. SECTION2 - Special Meetings Special meeting may be called by the President, Executive Committee, Advisor or three members of the Council. The purpose of the meeting shall be stated in the call/agenda. Meetings can be conducted by phone, other electronic means or on site. Membership shall be provided at least 14 business days notice. A quorum shall consist of simple majority. (50%, plus 1) ARTICLE VII EXECUTIVE BOARD The executive committee is defined as the President, Vice President, Secretary and Reporter. This committee shall meet to prepare the Quarterly Agenda and training, review committee work and make necessary reassignments or appointments, receive and review correspondence for presentation to the Council and provide an appropriate response to the party. The agenda for Quarterly meeting will be made available to council members provided one week prior to the state council meeting. ARTICLE VIII COMMITTEES SECTION 1 Standing Committee Membership A. Membership assignments shall change in November B. Membership will have the opportunity to select the committee of their choice by completing a form. C. The president assigns members based on the forms returned by the designated date. D. The Chair and Chair-elect of each committee will be appointed by the president. 12

13 SECTION 2. General Standing Committee Responsibilities A. Planning will take personal time and paying attention to detail. It will require deadlines and working with the schedules of other people/groups. As a committee member you must be informed, willing to listen, capable of working within the constraints defined by the project, patient, cooperative, and have respect for your fellow committee members. B. Conducting the event requires staying focused on the facilities, the needs of the event/activity and the people being served. Conducting an event requires staying one step ahead of what needs to be done and getting it done in a timely manner. Responsibilities will include hard work (lots of thought and physical labor), some dirty work (cleaning), and making pleasant and unpleasant decisions, being a role model and leader, and some glamour. C. Evaluation of an event will include compiling written evaluation forms and conducting a follow-up meeting to make recommendations for the next year. It will require submitting in writing: recommendations, suggested timeline for future planning committees, writing thank you notes, and a summarization of expenses and materials used. SECTION 3. Standing Committee Descriptions and Roles Other standing committees may be established as deemed necessary to carry on the work of the Council. Committees will be established by the Executive Committee. The Standing Committees and their general description and responsibilities shall consist of: A. Service Projects - Select, plan, promote, support, conduct, and evaluate project. B. Leadership Council Bylaw Review - As necessary - review and revise State Bylaws regarding structure of leadership council and its roles and responsibilities. C. Septemberfest - Plan and conduct fun educational demonstrations which encourage the enrollment of urban youth 4-12 years of age. D. OSU at OYE - Plan and conduct fun educational demonstrations for youth 9-15 years of age E. Discovery Unlimited - Plan, conduct and evaluate the event. All Council members serve as counselors and role models. F. Leadership Team Retreat - Plan, conduct, attend and evaluate the retreat. G. Traveling Workshops Based on the Councils annual goals, the committee will develop lesson plans for the presentation during the fall and spring semesters. They will train council members on the implementation of the lesson plan. H. New Council Orientation Plan and conduct orientation for new members at the first quarterly meeting each year. I. Council Display - Plan and prepare display which will promote council projects, speaker s bureau, traveling workshops and goals at Oklahoma Youth Expo, Fairs, etc. J. Council Speakers Bureau Brochure - Prepare speakers bureau brochure. Brochure is designed to promote workshops and key note speeches. It is to be available for Roundup, State Fairs, State and District Volunteer Conferences, Focus on Youth and posted on the state 4-H website. K. State Newsletter The At-Large Representatives for each district will serve the committee, assisting the state reporter in the researching and writing of educational content, identifying, interviewing and writing news stories, taking photographs and editing the final copy. These duties will be in addition to those Article III, Section 3-A6. L. Roundup Speakers and Spirit Contest Research speakers and provide written information on suggested speakers to the state activities and events coordinator. Develop the criteria for the spirit contest. Communicate information to district teams no later than Leadership Team Retreat each year. Post materials on the state web site M. Roundup Theme, Artwork and Decorations Responsible for developing a multiple packages for consideration each year. The package will include a theme, coordinating art and possible decorations. Decorations will have to be approved by the University Safety Department. N. Roundup First Timer Orientation and Reflections Plan and conduct orientation. Communicate plans and needs with the state activities and events coordinator for printing in the Roundup schedule. Plan and conduct reflections each evening at the final event. O. Roundup Opening Assembly and Video Working with the theme and purpose of Roundup an opening assembly event/edutainment will be planned and rehearsed. Again working with the theme and purpose the committee will work with Ag Communications and state advisor to plan and write a script/story board for the opening video. The video is to be an overview of general rules and the 13

14 purpose for Roundup. Committee will provide the script to the council members in a timely manner and schedule the filming date and location. P. Roundup Closing Assembly: Video and Installation - Working with the theme, a closing video of out going council members will be planned and filmed. Committee will set the date for submitting closing remarks and will schedule the filming date and location. In keeping with the theme an installation will be planned and conducted. They are to work within budge and submit a list of supplies at the specified time. Q. Roundup Town Hall Meeting and Candidate Workshop Plan and conduct the town hall meeting and candidate workshop. Make appropriate assignments and prepare team members for the assignments. SECTION 4. Special Committees Other committees shall be appointed by the President as the Council or Executive Committee deem necessary to carry on the work of the Council. Responsibilities will be defined as well as include those noted in Article VIII, Section 2. SECTION 5. The Vice President shall be an ex-officio member of all committees. ARTICLE IX PARLIAMENTARY AUTHORITY The rules contained in the current edition of Robert s Rules of Order Newly Revised shall govern this organization in all cases to which they are applicable and in which they are not inconsistent with the Bylaws and any special rules of order this organization may adopt. ARTICLE X AMENDMENTS A. These bylaws may be amended by a two-thirds vote at any quarterly or special meeting of the council, with the support of the State and District staff, providing that said amendment(s) shall have been presented in writing to all members and advisors at least thirty days prior to its presentation to the council for adoption. B. Proposed amendments may be made by the State 4-H Leadership Council bringing proposed amendments to the State and District 4-H Program Specialists or by the Program Specialists bringing proposed changes to the State 4-H Leadership Council. C. A current version of the State 4-H Leadership Council Bylaws will be posted on the state 4-H website. 14

15 ADDENDUM 1 (Ratified 1/2008) FORMAL SYSTEM FOR RESOLVING 4-H LEADERSHIP TEAM PERSONNEL ISSUES District and State Officer Teams provided leadership to the development of a process for formally resolving Leadership Team Personnel Issues. Using suggestions provided at the 2007 Leadership team retreat a committee of their peers identified consistent statements and patterns. Using a policy tool developed by Rutgers titled Resolving 4-H Volunteer Personnel Issues, Department of 4-H Youth Development, Rutgers Cooperative Extension, March 1997 Rev. May 2002 they prepared this document. Any actions, which conflict with the Oklahoma 4-H Code of Conduct, 4-H Volunteer Behavioral Guidelines or any other established rules or guidelines for sanctioned 4-H activities is grounds for immediate dismissal. In some cases, a Leadership Team member may be suspended from duty until an investigation is completed. Decision on immediate removal or suspension will be made by the Advisor in consultation with the respective district 4-H Program Specialist, and the State 4-H Program Leader. WHEN TO USE THE SYSTEM This system should be used when it first becomes evident that a 4-H Leadership Team Member is not performing up to the expectations and standards of behavior listed in the Pledge of Office, Oklahoma 4-H Code of Conduct and/or 4-H Volunteer Behavioral Guidelines. Forms of Personnel Issues to be addressed: Unsatisfactory performance: Inability or refusal to complete assignments, participate in committee work, attend business meetings and required activities/events. Refusal to accept supervision or cooperate with other members of the team, team advisor/distinct/state staff, county educator and/or district specialist. Showing lack of leadership, character and/or ethics through inappropriate, discourteous or unsportsmanlike behavior or language. Misconduct: Physical or verbal abuse of youth or other adults, substance abuse, committing a criminal act, misuse of funds, irresponsible handling of animals, vehicles or machinery and any other items spelled out in the 4-H Code of Conduct or any other established rules or guidelines for sanctioned 4-H activities. PREVENTION VIA GOOD MANAGEMENT PRACTICES It is recognized that the most important step in dealing with personnel issues is to prevent them from happening in the first place by communicating expectations via training and printed materials such as the officer s handbook. Applying the following good management practices will help keep this document on the shelf and not in use: Obtain Signed 4-H Leadership Council Agreements: Make sure all 4-H Leadership Council members complete and sign a 4-H Code of Conduct and Pledge of Office prior to assuming their position within the 4-H program. Verbally review the form with each individual to ensure that they have a good understanding of each item. Provide Position Descriptions: Expectations and responsibilities are provided and discussed in the Officer Candidate Workshop, Officer Handbook and Timeline of Responsibilities and other documents provided through Leadership Team Retreat or team training. Conduct Thorough Orientation and Training: Provide a thorough orientation to all candidates and elected/selected officers/council members. 15

16 Evaluate Performance and Provide Feedback: Each council member/officer will do a personal assessment in the form of a quarterly report and submit it to the President and Advisor. The Assessment will be used as an opportunity for the individual to personally review their performance, as well as an opportunity for the President and Advisor to monitor the individual s performance and provide appropriate feedback. Resolve Issues Quickly: The President, Advisor and team member will work to resolve performance issues as soon as the behavior becomes apparent. Provide Adequate Recognition: Demonstrate/communicate an appreciation for the efforts of team members. IDENTIFICATION AND DOCUMENTATION OF ISSUES AND PROBLEMS Methods for Identifying/Determining Issues or Problems Exist Quarterly Progress Review Tool: A quarterly evaluation of each team member will assist both the member and the team in identifying possible performance issues. By maintaining a system of formal evaluation it will also justify conducting an evaluation of an individual there may be reason to believe, but have no actual documentation, is having or causing a concern for the health and productivity of the team. Observation: A team member may have been observed engaging in inappropriate or disruptive behavior. The President and Advisor will privately correct the individual during the "teachable moment" or as soon as possible to keep this behavior from escalating. Third Party Reports: Reports may be received from other 4-H members, staff, or volunteers regarding a team member's behavior. This will not be treated as fact, but will be investigated, documented and addressed with the team member in a quick and timely manner. STEPS FOR RESOLVING THE ISSUE Step 1: Quarterly Progress Review Tool The president and advisor will discuss a quarterly assessment with the individual in regard to performance and provide appropriate feedback. Step 2: Plan for Resolving Issue a. Reference will be made to Pledge of Office, Officer Handbook and Code of Conduct with an explanation as to how the problem/behavior is in conflict with signed documents and how the team member is not meeting expectations as stated. b. Possible solutions will be reviewed and a formal Plan for Improvement will be written. The written plan will include any actions required on the part of the team member, President and Advisors to resolve the issue(s). A timeline will be established for evaluating progress/actions. The actions/behavior must improve and remain consistent for the remainder of the term. A copy of the Plan for Improvement will be copied/ ed to the County Extension Educator, Parents/Guardian and District Program Specialist. In the case of suspension for Misconduct, the team member is considered on probation until the review board is held. c. Progress will be documented by activities and reports generated during the established timeline of the Plan of Improvement. If expectations have been partially met or not met, at the time of the next Quarterly Progress Review the team member, advisor and president will follow Addendum 1 Step 3a in resolving the issue(s). d. If an agreement or Plan for Improvement cannot be reached, inform the team member that they may choose to resign from the position or they will be suspended from all activities, and steps may be taken to terminate the team member through a Review Board. 16