IMPERIAL COUNTY 4-H COUNCIL BYLAWS Amendment 00-03 I Membership Section 1 - Cateqories: Membership shall be active, ex-officio and honorary membershi and is open to all persons without regard to age, race, color, national origin, religion, or economic status. Section 2 - Limitations: Active and Honorary membership shall be limited to residents 0 the lmperial County. Section 3 - Qualifications and Designation: Active Membership: All volunteer persons and 4-H members who are actively serving in administrative, assistant, project 01' activity capacities as leaders or members in the promotion and operation of the 4-H program, shall be eligible to be an active member of the Imperial County 4-H Council. Active membership in the Council shall be designated by the issuance to each person; a 4-H volunteer appointment card issued b) the Cooperative Extension. Rule of One Club: Each recognized club shall, by election or appointment, elect or appoint one (1) of their members and one (1) alternate member to be their authorizec voting member for conducting all business before the Imperial County 4-H Council; one (1) club equals one (1) vote on the Council. Term of Active Membership: An active membership on the Council shall continue in force until terminated by the club, or the Cooperative Extension. Ex-officio Membership: The Regional Assistant Director, County Director, 4-H Youth Advisor, Extension Assistant, and Staff Assistants, serving the Imperial County 4- H program shall be ex-officio members of the Council. No designation shall be necessary. An Ex-officio member shall not be elicible to vote. but may participate in discussions during Council meetings. Honorary Membership: Any person who is not an active or ex-officio member and who has made an outstanding contribution to 4-H, in the judgement of the Council, may be an Honorary Member at the discretion of the Council. Honorary member shall not be eligible to vote, but may participate in discussions during Council meetings Seciion 4 - Privileges and Responsibilities: Active members of the Council, except 4-H members shall be regarded as members of the University of California and in this capacity, shall be entitled to protection under the University's general personal injury and property damage liability policy for the period of their appointment as members to the Imperial County 4-H Council and as long as they comply with the policies of the Cooperative Extension, Arucndmeru 00-03 Adopted November 2. 2000
imperial County 4-/1 Council _Jaws Page 2 II Section 1 - Members: The Officers of the Imperial County 4-H Council shall consist of a President, Vice President, Secretary, Treasurer and any other appointments to the Council as the 4-H Council members deem necessary to conduct business. eligible Eligibility: Only active members of the Imperial County 4-H Council shall be to hold office on the Council. Section 2 - Duties: President: It shall be the duty of the President to preside at all regular and special meetings of the Imperial County 4-H Council, serve as ex-officio member of all committees of the Council, and may appoint all members of such committees. Vice President: It shall be the duty of the Vice President to preside at all regular and special meetings in the absence of the President and to succeed to the office of the President should the office become vacant between elections. The Vice President may serve as Chairperson of the Program Committee and other important committees. Secretary: It shall be the duty of the Secretary to record the full and complete minutes of all regular and special meetings of the Council, to read such minutes to the Council during regular meetings of the Council, and to carryon such other duties and correspondence as the Council and the President shall direct. It shall be the duty of the Secretary to provide the minutes of the Council meetings to the Cooperative Extension Office, if requested. Treasurer: It shall be the duty of the Treasurer to receive, timely deposits, disburse all funds and keep a complete and accurate account of all funds received and disbursed by the Council. The Treasurer shall be prepared to present an up-to-date financial report at each regular meeting of the Council. The Treasurer shall secure authorization from the Council at a regular or special meeting for all disbursements of funds. The Treasurer shall be responsible for compliance with all regulations of the California Cooperative Extension, the IRS, the State Franchise Tax Board, the State Compensation Insurance Fund, and any other Federal, State, County or local governmental bodies as applicable. The Treasurer shall have his accounts and records ready for audit at the close of the 4-H Program year, showing all disbursements, receipts, and expenditures as required by the Imperial County 4-H Council. The Treasurer's signature shall appear on all checks and disbursements approved by the Council together with the signature of the President or 4-J:l-Aflvis9, Vice President. Note: The offices of Secretary and Treasurer may be combined into one office at the discretion of the Executive Board. Executive Board: It shall be the duty of the Executive Board to perform such duties and functions as delegated to it by the Council. The Executive Board shall comprise of the President, Vice President, Secretary, Treasurer, the 4-H Youth Advisor and four additional members to the Board as elected by the Council. If an installation Amendment 00-03 Adopted November 2, 2000
Page 3 ceremony is used. it shall be directed by the retirino Council President or the 4-H Youth Advisor. Regional Representatives: One adult and one youth county representative to the Regional Council meeting shall be elected by the Executive Board. Said election shall be concurrent with the Executive Board. The current President of the Imperial County Leader's Council shall hold one position. Two additional adult representatives shall be appointed by the 4-H Co-operative Extension Office. The preceding Representatives make up the five authorized voting Representatives. The travel expense to be divided by two vehicles per meeting containing authorized representatives. III Elections SeGtlon 1 - Nominations: Officers of the Council and members of the Executive Board, shall be nominated by the nominating committee. The nominating committee shall be appointed at a regular meeting immediately preceding the regular meeting set aside for elections. This committee shall make its report to the Council. Nominations shall be opened to the floor prior to balloting. Section 2 - Balloting: Elections shall take place by a ballot vote. Voting shall be limited to those Council members present, with active membership status and shall be the club's authorized voting member or alternate voting member as outlined in Article I. Section, 5 "Rule of One Club." Timely Elections: Elections shall be held annually with alternating years between the Officers and the Executive Board. Should a vacancy occur, the President and the Executive Board shall appoint an active member of the Imperial County 4-H to fill the vacancy for the remainder of the current year or term, whichever is lesser. Officers shall be elected in even years; Executive Board members shall be elected in odd years. IV Meetings Section 1 - Reoular Meetings: There will be a minimum of four (4) regular meetings of the 4-H Council during the 4-H Youth Program Year. Each meeting shall take place on the first Thursday of each month. The President, or in the absence of the President, the Vice-president shall determine the aciual hour of the meeting. Should the Executive Board 01' President change the calendar date of the regulal- meeting, the President shall report to the Council of any changes in date and/or place of the regular rneetinq and will notify the Council at least seven (7) days prior to the new meeting date, time or place Special Council Meetings: Special Council meetings may be called at any time by the President or in the absence of the President, the Vice President, or the Executive Board and will notify the Council at least 48 hours prior to such special meeting. Amendment 00-03 Adopted November 2. 20()(J
Imperial County 4+1 Council _ ~ Jaws Page 4 Training Meetings: No Council business shall be transacted at training meetings unless the Council so directs and is approved prior to such special meeting, Special Approval for Transacting of Business: The President or in the absence of the President, the Vice-president or 4-H Youth Advisor, may telephone each member of the Executive Board to discuss and receive approval by a simple majority of the Executive Board's membership, approval of such items as disbursement of funds, or such other business that might come up, where in the opinion or the President OJ' Vicepresident, it is necessary to receive the Board's approval because further delay to await the regular meeting of either' the Councilor Executive Board, would cause unnecessary difficulty. Agenda: The agenda of each regular or special Council meeting shall be prepared jointly by the President and the Imperial County 4-H Youth Advisor, Attendance: No meeting of the Councilor its operating committees shall be secrete. Quorum: A quorum shall consist of those authorized voting members as defined in Article I, Section 5, "Rule of One Club." In the absence of the club authorized voting member, the club alternate voting member shall vote. A quorum shall be 50% plus one (1). V Council Funds Section 1: The Council shall deposit its funds in a timely manner in a commercial checking and/or savings account as designated by the Executive Board. All withdrawals, disbursements and expenditures shall be authorized by the Council prior to the withdrawal, disbursement or expenditure and shall require the signatures as defined in Article II, Section 2, "Duties." Section 2 - Money-raising Activities: All fund-raising activities of the 4-H Council, Advisory Committees and individual 4-H Clubs, shall be in compliance with the policy of the California Cooperative Extension, Federal, State, County and local laws and repulaticns. Particular care shall be exercised in the use of the 4-H name and emblem. Use of the 4-H name and emblem on articles sold for profit and in solicitations for commercial enterprises in the name of the 4-H Youth Program, must be approved by the Cooperative Extension Office, prior to its use or display. Said approval shall be in writing prior to display or use. Lotteries and raffles shall not be used unless authorized by the Council prior to being used as a fund-raiser and said function is not illegal within the State of California. Local Club Funds: If a local 4-H Club disbands, or otherwise ceases to function as a recognized club by the Council, the monies and equipment of such club shall be held in escrow at the discretion of the Council, for a period of not more than three (3) years. Funds and Equipment collected in this manner shall be distributed at the discretion of the Council. Active clubs must submit a current bank statement, financial and inventory statement to the Council by July 15th of each year with ending statements to include June 30 th Amendment 00-03 Adopted November 2,2000
-------- ----- Page 5 Section 3 - Taxes: The Council shall comply with all Federal, State, Couniy and iocal laws relative to property and income taxes and shall require the Advisorv Committees and individual 4-H Club to follow similar- compliance procedures. Employment: The Council and its subsidiary agencies, such as summer camp board of directors, if applicable, shall comply with all Federal, State, County and local laws and regulations regarding the employment of persons and employment procedures VI Committees Section 1: The Council or President may establish standing committees such as, Finance, Fair, Junior Leader, or any such other committees as the Councilor President deems necessary to conduct business. Section 2: The President may appoint members of the committees and may name the Chairperson of each committee. The appointments to the standing committees do not need the approval of the Council. VII Amendments Section 1 - Procedure: Amendments to the Bylaws may be made by the Council without approval of the Cooperative Extension Office or 4-H Youth Advisor, provided any amendments do not depart from the intent of the Bylaws as herein stated. Amendments shall be read at a regular meeting of the Council, thirty (30) days after the reading and during a regular or special meeting of the Council. should there be no Objections to the amendments, the majority of the voting members, as defined in Article I, Section 5, "Rule of One Club" present shall vote to pass or reject the amendments in part or in whole. Written notice to active members of the Council will not be required. VIII Adoption Section 1: The adoption of these Bylaws shall not require the concurrence adoption of the Constitution of the Council. The effective date shall be November 2, 2000 /#-\,/{I).' 1/ J II ~ I I k I" I ' \ f/jj}j,,"/'.j---i-//~~ iljesident o(th~ Council I / i//..':' k ->. ;;t,~;~ie~ai~y;\fh'i Council \; -, Amendment 00-03 Adopted November ::, :2000
Page 6 Amendment 00-01 - June 19, 2000 Sections Revised: Article 1, Section 2, Limitations Article 1, Section 3, Rule of One Club, Term of Active Membership and Honorary Membership Article 2, Section 2, Duties, Vice President, Treasurer and Executive Board Article 3, Section 2, Balloting and Timely Elections Article 4, Section 1, Regular Meetings, Special Meetings, Special Approval, Meeting Notices, Attendance and Quorum Article 5, Section 1 Article 5, Section 2, Money-raising Activities and Local Club Funds Article 5, Section 3, Taxes Article 6, Section 1 Article 7, Section 1, Procedure M - Carol George that we adopt the bylaws as they were read at the previous Bylaw meeting S - Linda Hamby MfC. Articles tabled: Article 2, Section 5 and Article 5, Section 2 STATE OF CALIFORNIA) COUNTY OF IMPERIAL IMPERIAL COUNTY 4-H COUNCIL) Introduction and 1 st Reading State of California, DO HEREBY CERTIFY that the foregoing Amendment No. 00-01 was approved for 1st reading by the County Council of the 4-H Leader's Council at a regular meeting held on the 4th day of May, 2000. Adoption State of California, DO HEREBY CERTIFY that the foregoing Amendment No. 00-01 was approved for adoption by the County Council of the 4-H Leader's Council at a regular meeting held on the ~day of June. 2000, and that it was so adopted by the following vote: Ayes: 12 Nays: o Absent: 6 DATE ENTERED IN THE OFFICIAL BOOK OF RECORD: July 1,2000. A mendrnent 00-03 Adopted November 2,2000
lniperial Cnllf1l~ ~-1 1l. ci! ByiHwS --_.._------------- Amendment 00-02 - October 5, 2000 Sections Revised: Article 2, Section 2, Duties Jv1- Anna Brinkerhoff moved to approve the bylaw change as read by council secretary S - Gita Berry Jv1!C Article 5, Section 2, Local Club Funds Jv1- Shawna Bishop moved to approve the bylaw chanqe as read by council secretary - Lisa Pendley Jv1/C STATE OF CALIFORNIA) COUNTY OF IMPERIAL IMPERIAL COUNTY 4-H COUNCIL) Introduction and is! Reading State of California, DO HEREBY CERTIFY that the foregoing Amendment No. 00-02 was approved for is: reading by the County Council of the 4-H Leader's Council at a regular meeting held on the 7th day of September 2000. Adoption State of California, DO HEREBY CERTIFY that the foregoing Amendment No. 00-02 was approved for adoption by the County Council of the 4-H Leader's Council at a regular meeting held on the ~day of October 2000, and that it was so adopted by the following vote: Ayes: 14 Nays: o Absent: 6 DATE ENTERED IN THE OFFICIAL BOOK OF RECORD: October 10, 2000, IImendment (10-0, Adopted November 2,2000
Imperial County 4-H Counci. laws Page 8 Amendment 00-03 - November 2, 2000 Section Revised: Article 2, Section 2, Duties (Treasurer) replacing 4-H Advisor as a signature person with the Vice President. M - Mickey Monte moved that council accept this change S - Becky Montiel M/C STATE OF CALIFORNIA) COUNTY OF IMPERIAL IMPERIAL COUNTY 4 H COUNCIL) Introduction and 1 5l Reading State of California, DO HEREBY CERTIFY that the foregoing Amendment No. 00-03 was approved for 1 51 reading by the County Council of the 4-H Leader's Council at a regular meeting held on the.2b.day of October 2000. Adoption State of California, DO HEREBY CERTIFY that the foregoing Amendment No. 00-03 was approved for adoption by the County Council of the 4-H Leader's Council at a regular meeting held on the 2 nd day of November 2000, and that it was so adopted by the following vote: Ayes: 19 Nays: o Absent: DATE ENTERED IN THE OFFICIAL BOOK OF RECORD: November 8,2000. Amendment 00-03 Adopted November 2, 2000