Jamul Chaparros By-Laws
Article
I
Election
of Officers
Officers
shall be nominated in at the April unit meeting each year.
Officers shall be elected by ballot at the May meeting each year.
All officers are expected to attend all unit meetings.
Executive officers (President, Vice-President, Recording Secretary, and
Treasurer) are also expected to attend all board meetings.
Three absences by an officer may result in removal from office.
Article
II
Duties
of Officers
The
President shall preside at all unit meetings and have in mind at all times the
best interest of the 4-H members. The President may call special meetings with the consent of
the organization volunteer(s).
The
Vice-President shall perform the duties of the president in the absence of the
President. The Vice-President shall
serve as the director of the program at the Unit Meetings.
The 2nd Vice-President is in charge of fundraising if the position if
filled.
The
Recording Secretary shall keep minutes of all 4-H meetings, and keep a correct
roll of 4-H members. At the end of
the 4-H year, the Recording Secretary will submit the Secretary Book to the
County 4-H Extension Office.
The
Corresponding Secretary is in charge of the group’s correspondence.
The
Treasurer shall receive and keep all money belonging to the group and shall pay
it out only after the 4-H members approve and upon order of the President. The Treasurer shall keep an accurate record of all money
received and paid out, and keep a report up to date in the 4-H Treasurer’s
Book. The Treasurer will submit the
Treasurer Book to the County 4-H Extension Office.
The
Reporter shall write news reports of 4-H meetings and events for the local
newspaper. The reporter shall
encourage all 4-H members to write and submit articles also for local newspapers
and club newsletters.
The
Song Leaders shall be in charge of songs at 4-H meetings and events.
The
Recreation Leaders shall be responsible for the recreation period at 4-H
meetings and events.
The
Supply Officer shall order, store, and distribute club supplies.
The Supply Officer shall also keep an inventory of donated white shirts
and pants.
The
Historian shall collect and record all club’s events and happening during the
year. The Historian will submit the
Historian Book to the County 4-H extension Office.
Sergeant-at-Arms
shall be responsible for enforcing Robert’s Rules of Order at all Jamul
Chaparros 4-H meeting. Sergeant-at-Arms
shall also welcome guests and make sure members sign-in at all meetings.
Article
III
Committees
The
President may appoint committees for special purposes at any time. All
committees must have a chairperson, member(s), and meet at least one time with
an Adult Volunteer to be official. Chairperson and member(s) must attend the
entire meeting to get credit in their record book for the meeting.
Article
IV
Meetings
The
regular meeting of the group shall take place on the First Tuesday of each month
unless the meeting hall is unavailable due to a school holiday.
In that event another date will be set.
With a minimum of 7 days notice, the president, with the consent of the
organizational volunteer, may call special meetings.
Article
V
Quorum
A quorum shall
consist of the 4-H members present at the 4-H meetings.
Article VI
Program
of Work
A
program of work for the year shall be written and adopted not later than the
third meeting of the program year. The
program of work will be a tentative calendar for the program year.
Article VII
Rules
of Order
Robert’s
Rules of Order shall govern the meetings of this unit.
Article
VIII
Amending
By-Laws
These
by-laws may be amended by a two-thirds vote of the members present at any
regular meeting.
Article
IX
Dissolution
of Unit
Upon
consideration the dissolution of the 4-H unit, the officers will inform the
County 4-H YDP staff and County VMO as to their desire and conformance to the
following procedure:
The
Jamul Chaparros 4-H Club shall be terminated and dissolved upon majority vote of
the membership in favor dissolution of the 4-H unit.
Upon dissolution the of the 4-H unit for any reason, the officers shall
take full account of the Jamul Chaparros 4-H unit assets and liabilities, and
shall liquidate the assets as promptly as is consistent with obtaining the fair
value thereof, and shall apply and distribute the proceeds there from in the
following order:
Payment
of the debts and liabilities of the Jamul Chaparros 4-H club.
Setting
up of any reserves which the officers may deem necessary of any contingent or
unforeseen liabilities or obligations of the Jamul Chaparros 4-H unit; such
reserves shall be paid over by the Treasurer to the County 4-H VMO.
The County 4-H VMO will hold the funds in an escrow account for three (3)
years for the purpose of contingent or unforeseen liabilities or upon
re-establishment of the Jamul Chaparros 4-H unit.
At the expiration the 3-year period, the balance shall be distributed to
the County VMO for the purpose of program development directly relating to the
enrichment of the quality of life of 4-H youth and volunteers.
Each of the members shall be furnished with a statement prepared by the Jamul Chaparros 4-H unit setting forth the assets, liabilities, and distribution upon complete liquidation. Upon compliance with the foregoing terms and manner of distribution, the 4-H unit shall cease.
Article X
Agreed Upon Procedures
BUDGET:
The board members will need to prepare a budget and must approve in
advance how the funds will be spent by the membership.
Any projects that are in need of funds must be approved in advance by the
membership.
VACANT OFFICES:
In the event that an office is vacant, the President shall hold an
election at the next unit meeting.
PARENT ORIENTATION:
The Jamul Chaparros 4-H Unit shall hold a parent orientation and safety
meeting for all parents no later than the second month of the program year.
Approvals:
Unit President: __Melissa Holland_
Community
Unit Leader: ___Virginia Wadhams_
4-H
YDP Staff: ________________________
These By-Laws were adopted at the Club Unit Meeting on December 7, 2004