Jamul Chaparros By-Laws
Election of Officers
shall be nominated at the April unit meeting each year.
Officers shall be elected by ballot at the May unit meeting each year.
Newly elected officers shall be installed at the June unit meeting.
All officers are expected to attend all unit meetings.
Executive officers (President, Vice-President, Recording Secretary,
Correspondence Secretary and Treasurer) are also expected to attend all board
meetings. Three absences by an
officer may result in removal from office.
Duties of Officers
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
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 committee and membership committee.
Recording Secretary shall keep minutes of all 4-H meetings, and keep a correct
roll of 4-H members. The At the end
of the 4-H year, the Recording Secretary will submit the Secretary Book to the
Community Club Leader for inclusion with the Treasurer’s Record Book.
These will be turned into the County 4-H Extension Office.
The Correspondence Secretary shall be responsible for the
group’s correspondence. Responsibilities
include sending thank-you notes to guest speakers and people who make donations
to the club.
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 and the Community Club Leader will submit the Treasurer
Book with the required reports to the County 4-H Extension Office by the county
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.
Recreation Leader shall be responsible for the recreation period at 4-H meetings
Supply Officer shall order, store, and distribute club supplies.
The Supply Officer shall keep an inventory of the club apparel and be
responsible for collecting money from the sale of item.
The Supply Officer shall also keep donated white shirts and pants.
Historian shall collect and record all club’s events and happening during the
year. The Historian will submit the
Historian Scrapbook to the County 4-H extension Office by the required county
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.
Healthy Living Officer shall be responsible for providing leadership for all
health-related activities and will help inform and educate club members on easy
ways to incorporate physical activities and healthy eating habits into their
President may appoint committees for special purposes at any time. All
committees must have a chairperson, member(s), communicate, and report findings
at least one time with an Adult Volunteer to be official. Chairperson and
member(s) must actively participate in order to get credit in their record book
for the meeting.
regular meeting of the group shall take place on the second Tuesday of each
month unless the meeting hall is unavailable due to a school holiday, or other
school event. In that situation
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.
A quorum shall consist of
the 4-H members present at the 4-H meetings.
Program of Work
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.
Rules of Order
Rules of Order shall govern the meetings of this unit.
by-laws may be amended by a two-thirds vote of the members present at any
Dissolution of Unit
consideration the dissolution of the 4-H unit, the officers will inform the
County 4-H YDP staff and County Council as to their desire and conformance to
the following procedure:
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
of the debts and liabilities of the Jamul Chaparros 4-H club.
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 Council.
The County Council 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 Council for the purpose of program development directly relating to
the enrichment of the quality of life of 4-H members and adult volunteers.
of the members shall be furnished with a statement prepared by the Jamul
Chaparros 4-H club setting forth the assets, liabilities, and distribution upon
complete liquidation. Upon
compliance with the foregoing terms and manner of distribution, the 4-H unit
Agreed Upon Procedures
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
FUNDS/RETURNED CHECKS: In the event
that a check is returned to the club for non-sufficient funds, the parent or
legal guardian will be responsible for reimbursing the club not only for the
original amount of the check, but also for any fees incurred by the club due to
the NSF check. The parent or
guardian will be required to make all future payments to the club by one of the
following: Cash, cashier’s check,
or money order. The Community Club
Leader will make a “reasonable effort” to work with the parents or legal
guardians so NSF checks will not occur.
In the event that an office is vacant, the President shall hold an
election at the next unit meeting.
The Jamul Chaparros incentives program is meant to encourage the members
to attend club unit meetings and their project meetings.
The program will be determined by the board no later than the second
meeting of the year.
Club Leaders: ________________________________________
4-H YDP Staff: ________________________________________________________________
By-Laws were amended and adopted at the Club Unit Meeting on October 18,