By-Laws

Orange County, California

Orange County 4-H Council

  1. Article 1 Membership

    Section 1 - Introduction

    Membership in this Orange County 4-H Council (hereafter referred to as "4-H Council") shall be active, ex-officio and honorary, and open to all persons without regard to race, color, national origin, religion, sex or economic status.

    Section 2 - Categories, Qualifications and Designations

    1. Active Membership
      1. All 4-H volunteers who are certified and actively serving in administrative, assistant, project or activity capacities in the promotion and operation of the  4-H youth program shall be active members of the 4-H Council.
      2. Senior 4-H members (age 14 & above) shall be eligible to be active members of  the 4-H Council. Four senior 4-H members shall be elected annually to serve as 4-H Council Youth Representatives; the 4-H Council shall have the authority to accept as many additionally eligible youth as it deems appropriate. All 4-H members who are elected and/or accepted as Youth Representatives shall  participate as 4-H Council members with full voting rights, but shall not serve as adult 4-H volunteers or agents of the University of California.
    2. Ex-Officio Membership
      1. The Regional Director, County Director and 4-H Youth Development Advisor or 4-H Program Representative serving the county shall be ex-officio members of the 4-H Council. No designation shall be necessary.
    3. Honorary Membership
      1. Any person who is not an active or ex-officio member, and who has made an outstanding contribution to the 4-H Youth Development Program (hereafter referred to as "YDP") may be an honorary member at the discretion of the 4-H Council. Honorary membership shall be designated by the issuance of a certificate by the County 4-H Council and County Director.

    Section 3 - Limitations, Privileges and Responsibilities of Volunteers

    1. Adults, 18 years of age or older, who have completed the University of California Cooperative Extension 4-H screening and orientation process, may become 4-H volunteers. Appointment as a 4-H volunteer shall be designated by issuance of an appointment card by the University of California Cooperative Extension County Director. Such appointments shall continue with annual renewal or until terminated by the volunteer or by the Cooperated Extension County Director.
    2. Active members of the 4-H Council, except 4-H members, shall be regarded as agents of the University of California. As such, active members shall be entitled to protection for actions relating to official 4-H activities and duties under the University’s general personal injury and property damage liability policy. This protection is in force as long as the volunteer’s appointment is current, and they conform to and comply with the policies of the University of California 4-H YDP when engaging in 4-H Council activities.
    3. Ex-officio and honorary members of the 4-H Council shall have the right to express opinions on any matters under discussion, but shall not be entitled to a vote.

  2. Article II Officers

    Section 1 - Members

    1. The officers of the County 4-H Council shall consist of a President, Vice-President, Secretary, Corresponding Secretary, Treasurer, and such others, as the 4-H Council deems necessary. These officers will make up the Executive Committee.
    2. Other officers, either elected or appointed, such as immediate past president, reporter, historian, and policy secretary, may become members of the Executive Committee at the Council’s discretion.

    Section 2 - Eligibility and Term of Office

    1. Only active adult volunteers of the County 4-H Council shall be eligible to hold office. The term of elected office will be from September 1 to August 31 of the following year. An office shall not be held by the same person for more than two consecutive years. elections should be held near the end of the 4-H, or soon after the beginning of the new 4-H year.

    Section 3 - Vacancies

    1. Any vacancy occurring on the Council Executive Committee shall be filled by appointment by the Council President, subject to ratification by a majority of active Council members present at the next scheduled Council meeting.

    Section 4 - Duties of Officers

    1. A. President

      It shall be the duty of the President to:

      1. Preside over all regular and special meetings of the county 4-H Council.
      2. Serve as ex-officio member of all committees of the Council and appoint the members of such committees.
      3. Call special meetings when necessary and in concurrence with the county 4-H YDP staff.
      4. Prepare Executive Committee and county Council meeting agendas in consultation with the county 4-H YDP staff.
      5. Have signature authority on the 4-H Council checking and savings accounts.
      6. Have voting rights when a motion is on the floor and results in a tie vote.
    2. B. Vice-President

      It shall be the duty of the Vice President to:

      1. Preside at all meetings in the absence of the President.
      2. To succeed to the office of President if that office should become vacant between elections.
      3. Have signature authority on the 4-H Council checking and savings accounts.
    3. C. Secretary

      It shall be the duty of the Secretary to:

      1. Record the full and complete minutes of all meetings of the Council. Motions made during the meeting and the results thereof should be accurately recorded.
      2. Provide a set of all Council minutes to the county University of California Cooperative Extension Office within 14 days of each Council meeting. These minutes will be available to the membership at large with no exceptions.
      3. Keep a record of those present at the Council meeting (units and other individuals).
      4. Have signature authority on the 4-H Council checking and savings accounts.
    4. D. Corresponding Secretary - It shall be the duty of the Corresponding Secretary to:
      1. Provide external communications with media and other parties.
      2. Other duties as directed by the Executive Committee and Council President.
    5. E. Treasurer - It shall be the duty of the Treasurer to:
      1. Keep accurate financial records, copies of invoices, bills, etc. relating to the funds and property of the 4-H Council, accounting fully for all receipts and expenditures.
      2. Receive, record and deposit all funds in a regulated bank or similar financial institution to the account established for the 4-H Council.
      3. Pay bills and make other authorized expenditures provided for in the budget or otherwise approved by the Council.
      4. Secure authorization by the Council for disbursements of all funds not previously approved by Council.
      5. Comply with all University of California financial policies and procedures as outlined in the 4-H Handbook.
      6. Furnish financial reports annually at year-end and at such times as required by the Council and the County Director. Financial reports should include a Statement of financial Position (balance sheet), a Statement of Revenues and Expenses (income statement), and a list of tax identification numbers used in the County Council system/program.
      7. Act as custodian of all funds and personal property of the council, and keep a current list of all such property.
      8. Prepare all financial records for an annual audit or peer review in accordance with University of California procedures.
      9. Prepare and file all reports required by federal, state and local governmental agencies, including the Internal Revenue Service, California State Franchise Tax Board, State Attorney General, and the State Board of Equalization, where and when applicable.
      10. Serve as chairman of the annual Budget Committee, and present the budget to the Council for approval by the October meeting of each year.
      11. Forward annual financial reports to the County Director or designee at the close of the 4-H program year and no later than September 30.
      12. Have signature authority on the 4-H Council checking and savings accounts.

    Section 5 - Executive Committee

    1. A. Duties of the Executive Committee

      It shall be the duties of the Executive Committee to:

      1. Consider and recommend to the county Council policies related to state policies and other policies governing the county and local 4-H programs. After policies are approved by the Council, they should be entered in a policy book.
      2. The Executive Committee may be authorized to act for the Council in making decisions when immediate action relating to the local 4-H program is necessary. Any major action of the Executive Committee should be subject to the approval of the council at its next regular meeting.
      3. The Executive committee may assist the president in arranging the agenda for the council meetings, the appointment of committees, and such other matters as may facilitate the orderly and efficient operation of the county Council and the county 4-H program.
    2. B. Executive Committee Quorum

      A quorum is three (3) elected members of the Executive Committee.

  3. Article III Elections

    Section 1 - Nominations

    A nominating committee shall nominate officers, youth representatives, and sectional representatives of the 4-H Council. Additional nominations shall be called for from the floor before balloting begins.

    Section 2 - Balloting

    Elections shall take place by written ballot unless the 4-H Council, by majority vote of those present, specifies otherwise. Balloting shall be limited to active members and senior 4-H members age 14 and above. The person receiving a plurality of the votes cast for each office shall be declared elected.

  4. Article IV Meetings

    Section 1 - Regular Meetings

    There shall be at least six (6) regular meetings of the 4-H council each program year.

    Section 2 - Special Meetings

    The President, acting in concurrence with the 4-H YDP staff, may call special meetings at any time.

    Section 3 - Training Meetings

    No 4-H Council business shall be transacted at training meetings unless the Council so directs.

    Section 4 - Meeting Notices

    Notices of all meetings of the Council shall be posted on the County 4-H website at www.oc4h.org and published in the Council newsletter. No meetings or Council business shall be transacted without a majority of the Council or a majority of the Executive Committee being present.

    Section 5 - Agenda

    The agenda of each regular or special Council meeting shall be prepared jointly by the President and the 4-H YDP staff.

    Section 6 - Attendance

    No meetings of the 4-H Council or its committees shall be secret. Honorary members, parents, 4-H members who are not active members of the Council as defined in Article I, Section 2, and other visitors, may attend Council meetings and may express opinions, but shall not be entitled to a vote.

    Section 7 - Quorum for Council Regular and Special Meetings

    A quorum at regular and special meetings of the Council shall consist of those active members who attend the meeting, providing the meeting has been properly called and unless otherwise specified in the bylaws.

  5. Article V Finances

    Section 1 - Council Funds

    Use of 4-H Council funds must be in accordance with the University of California policies and 4-H YDP mission and core values as interpreted by the 4-H YDP staff (See 4-H Handbook, Section 700). The county 4-H office will be the legal mailing address for the County Council

    Section 2 - Money-Raising Activities

    All money-raising activities for the Council, for Committees, and for individual 4-H units, shall be in compliance with the policies of the University of California, and federal, state, and local laws and regulations. Particular care shall be exercised in the use of the r-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 program must be approved by the State 4-H YDP Director. Lotteries and raffles shall not be used for fund-raising purposes.

    Section 3 - Taxes

    The Council shall comply with all University of California policies and procedures, as well as all federal, state and local laws relative to property and income taxes, and shall require all committees, and individual 4-H units and groups to follow similar procedures.

    Section 4 - Employment

    The Council and its subsidiary agencies shall comply with federal and state laws and regulations regarding employment.

    Section 5 - Contracts

    The Council may not commit the University to any contractual obligations.

    Section 6 - Assets

    Assets received or raised by the Council must be utilized in the delivery of the county 4-H YDP, and are under the administrative purview of the University of California. Investments must follow University of California policies and procedures.

    Section 7 - Disbanding of Council

    In the event the Orange County 4-H Council is disbanded, all assets (including equipment, property, bank accounts, etc.) remain the property of the University of California, and shall be transferred to the County Director, Regional Director or the 4-H Program Director as appropriate. The administrator will hold the assets in escrow for up to three years before distributing the assets for development of other 4-H programs in the county.

    Section 8 - Disbanding of 4-H Units

    In the event a chartered 4-H units is disbanded, all assets (including equipment, property, bank accounts, etc.) shall be transferred to the county 4-H Council, which will hold the assets in escrow for three years before distributing the assets for development of other 4-H programs in the county.

  6. Article VI Committees

    Section 1

    The Council may establish committees such as Program, finance, Fairs and Shows, Awards, Leadership /developments, and such other committees as it considers necessary.

    Section 2

    The Council President and/or Executive Committee shall appoint all members of the committees and name the chair of each committee, except for the nominating committee, which shall be elected by the Council. All committees should adhere to the mission, core values and policies of the University of California 4-H YDP when planning educational events and activities. When possible, Council Youth Representatives should be appointed.

    Section 3

    Committees must be given clear definite instructions about their duties or assignments, how long they are to take, and to whom, when and what they are to report. In carrying out their assignments, they should accurately interpret their jobs from instructions given in the by-laws, from recorded minutes of meetings, or from suggestions of the Council President and/or 4-H staff.

    Section 4

    Committees should keep the Council informed by giving reports as to their plans, what they are doing, and how they are functioning.

    Section 5

    Committees should coordinate all activities through the 4-H Council and the 4-H YDP staff. County 4-H YDP staff and the County Director have final authority for the administration and operation of the county 4-H program.

  7. Article VII Amendments

    Section 1 - Procedure

    Amendments to the By-Laws may be made by the 4-H council with approval by the 4-H staff and the county Director, providing they do not depart from the intent of the Constitution and By-Laws are herein stated, and provided they do not change any of the required sections. All changes to required sections must be submitted by the County director to the State 4-H Program Director, for legal interpretation by the Office of the General Counsel of the University of California, before final approval of the Council. Amendments shall be read at a regular meeting or special meeting of the Council one month in advance of final action, or shall be sent in a letter to every member at least one week before final action. All revisions must be filed with the county and state 4-H Office.

    Section 2 - Voting

    Amendments to the By-Laws may be passed by a two-thirds (2/3) vote of the active members present, providing the above procedure has been followed.

  8. Article VIII Special Amendments

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  9. Article IX Adoption

    Section 1

    This adoption of these By-Laws shall be concurrent with the adoption of the constitution of the Council. The effective date shall be upon the approval of the 4-H Council and that date shall be stamped on each page of the By-Laws.

 

 

_________________________________ _________________________________

4-H Council President 4-H YDP Staff

 

 

_________________________________ _________________________________

County Director State 4-H YDP Director

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