ND Association of Extension 4-H Youth Workers

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By-laws

By-laws of the North Dakota Association of Extension 4-H Youth Workers

Adopted: March 3, 1975; Amended: November 6, 1977; October 1983; April 1984; March 1985; September 17, 1991; October 22, 1996, July 30, 1998; October 14, 2009; November 4, 2012; October 2016; October 26, 2017, October 23, 2019   

ARTICLE 1 

MEMBERSHIP AND DUES

Section 1. Membership

Membership in the North Dakota Association of Extension 4-H and Youth Workers (NDAE4-HYW) shall be based on the calendar year. 

Only those members recorded as having paid current dues shall be eligible for voting privileges, scholarships, committee appointments, remuneration as official delegates, or award recipients.

Staff employed for less than 50% time may join the NDAE4-HYW but may choose not to join NAE4-HA.

Section 2. Dues

Annual dues for membership shall be determined at the Annual Meeting. These dues will include the membership in the National Association of Extension 4-H Agents (NAE4-HA).

Dues for first time members joining the Association shall be one-half the regular annual rate for that year.

Dues for employees that are less than 50% time that want to be a member of NDAE4-HYW but NOT NAE4-HA will be the portion of the annual dues kept by the state association.

Section 3.  Life Membership

Life membership in the NAE4-HA is available to former members upon retirement by payment of a one-time fee established by NAE4-HA.

Dues of association life members in NAE4-HA shall be paid at the discretion of the retiree.

Dues are not required in the NDAE4-HYW for Associate Life Member.

ARTICLE 2 

GOVERNING BOARD

Section 1. Governing Board Makeup

The governing Board of this Association (herein after referred to as the Board) shall be composed of the six members of the Executive Committee and the District Representatives.

Section 2. Duties of the Board

A. To be responsible for activities and business of the Association.

B. To appoint a member to fill any unexpired term on the Executive Committee.

C. To appoint a member to fill unexpired term on the Board.

Section 3. Board Meetings

A. The Board shall meet a minimum of two times a year.

B.  Meetings shall be called by the President.

C.  Other meetings may be called at the discretion of the President.

Section 4. Term of Board Members

A. The term of office of the Board members shall begin immediately following the Annual Meeting and run through
     the next Annual Meeting.

ARTICLE 3 

EXECUTIVE COMMITTEE

Section 1. Executive Committee Makeup

The Executive committee shall consist of the president, president-elect, vice president, secretary, treasurer and the immediate past president. 

Section 2. Duties of the Executive Committee 

 A. When it is not feasible to convene the entire Board, the Executive Committee shall have and may exercise the              powers of the Board in management of the business and affairs of the Association.  

B. To maintain a close liaison with NDSU Extension Administration.

C. To transact business between regularly scheduled meetings as designated by or subject to the approval of
     the Board.

D. To coordinate regular business activities.

E. To appoint necessary committees.

F. To serve as the budget committee.

Section 3. Term of Executive Committee Members

A. The term of the Executive Committee members shall begin immediately following the Annual meeting and run                through the next Annual Meeting.

ARTICLE 4 

DISTRICT REPRESENTATIVES

Section 1. District Representatives Elected

A. The Association is divided into districts which correspond to NDSU Extension Districts (as outlined by the map              below) plus one district representing NDSU Extension campus based staff.

NDSU Extension District Map 2019

B. No district may have more than one representative at any time.

C. The Central and Campus Districts will elect representatives in the odd years, the East and West Districts will elect        representatives in the even years.

D. Unexpired terms of district representatives shall be filled from the membership of the respective districts.

Section 2. Duties of District Representatives

A. Assist in determining Association policy.

B. Undertake responsibilities assigned by the president.

C. Serve on the membership committee.

D. Act as a liaison between the district membership and the Board or other appropriate committees.

E. Solicit membership from members in their district.

F. Be responsible for coordinating and directing the Association activities for their respective district.

G. Notify the Secretary of an occurrence where the Commiseration Policy should be used.

H. Assist with the orderly transfer of duties and materials to successor. 

ARTICLE 5 

DUTIES OF OFFICERS

Section 1. President

A. Preside at all general membership, Board and Executive Committee meetings.

B. Act as official spokesman for the Association.

C. Make appointments as deemed necessary. Such appointments shall be subject to the approval of          the Board. Appointments shall included membership on ad hoc committees and other                   assignments as necessary for the Association.

D. Call special meetings of the Association with approval of the Board, upon giving due notice to                  members and specifying the purpose of the special meeting.

E. Outline the program and prepare a written agenda for the Annual Association Meeting.

F. Be a contact person for members and/or committee chairperson on issues and concerns.

G. Coordinate the preparation of the NDAE4-HYW newsletter.

H. Disseminate information received from NAE4-HA.

I. Work with other NDAE4-HYW to prepare the North Dakota delegation participation in the NAE4-HA         Annual Meeting.

J. Be in charge of committees to ensure that they are functioning and that approved recommendations       of all committees will be followed through.

K. Coordinate reports from committee chairs and report progress of committee work at Board Meetings.

L. Attend the National Leadership Seminar and the North Central Regional NAE4-HA workshop during       first year in office.

M. Appoint members to represent NDAE4-HYW on District Dialogue Teams of to any other group of            Extension professional organizations with assistance of the Executive committee.

N. Appoints a NDAE4-HYW representative to serve a three year term on the ND 4-H Foundation Board      of Directors.

O. Assist with orderly transfer of duties and materials to successor.

Section 2. President-Elect

A. To learn the functions and duties of the office of president and assume duties which may be                    assigned by the president.

B. Preside at NDAE4-HYW meetings and assume all duties of the office to president when requested to do so in the absence of the president and vice president.  

Section 3. Vice-President

A. Preside at NDAE4-HYW meetings and assume all duties of the office of president in the absence of       the president or when requested to do so by the president.

B. Assume the office of president if the president is unable to complete the term of office.

C. Serve as chairman of the Awards and Recognition Committee.

D. Assist with the orderly transfer of duties and materials to successor.

Section 4. Secretary

A. Record minutes of all meetings.

B. Distribute copies of the previous Association meeting minutes at the next meeting.

C. Maintain an up to date record of the Association minutes.

D. Keep all correspondence on file.

E. Maintain a list of members and committees

F. Handle commiseration correspondence.

G. Assist with the orderly transfer of duties and materials to successor.

H. Maintain and update the association website. 

Section 5. Treasurer

A. Keep accurate financial records of the association to insure no debts shall be contracted or liabilities incurred by the Association in excess of current assets.

B. Be responsible for the collection of dues.

C. Be responsible for payment of all bills incurred by the Association.

D. Serve as chairmen of the Membership Committee.

E. Be responsible for membership promotion.

F. Send dues and a membership list to the NAE4-HA.

G. Assist with the orderly transfer of duties and materials to successor.

Section 6. Immediate Past President

A. Serve on the Executive Committee and Board as an ex officio member and liaison person for the            Association Policy and Resolution Committee for two years following her or his term of office.

B.  Serve as chairperson of the NDAE4-HYW Nominating Committee.

C. Assist with the orderly transfer of duties and materials to successor.

ARTICLE 6 

COMMITTEES  

Section 1. Nominating Committee

A. Chaired by Immediate Past President

B. Present a slate of candidates as outlined in the Constitution.

C. Contact nominees for their acceptance of the nomination.

D. Prepare an official ballot.

E. Assist in the election process by:

a. Certifying voters as being members of NDAE4-HYW.

b. Distributing official ballots.

c. Serving as tellers to collect and count ballots.

d. Certifying the election process.  

Section 2. Member Awards and Recognition Committee 

A. Chaired by the Vice-President.

B. Establish guidelines and forms for selecting award winners when appropriate.

C. Annually nominate individuals for ASA, DSA, and MSA for NAE4-HA following the election procedure as outlined by the National Association.

D. Nominate NDAE4-HYW members who have completed 25 years or more of service in Extension 4-H youth work during the current year for the 25 years of service citation, following procedures outlined by the National Association. Time spent in the military service does not apply towards this award.

E. Select state communicator awards and submit entries to NAE4-HA.

F. Attend to the details of forwarding on time the award nominations to the National Awards Committee.

G. Prepare a news release on each of the award recipients and submit to local or area news media and the Extension Communication Department.

H. Recognize selected award recipients at the Extension conference recognition event.

I. Keep up to date list and year of citation of all members who have received citations for ASA, DSA,           MSA, and 25 Years of Service, Communicator awards and other award recognitions. 

J. This committee may recommend additional recognition for outstanding work in Extension youth                programs. 

 Section 3. Public Relations, Information and "News and Views" Committee 

A. Chaired by Secretary

B.  Public Relations

a. Request state Extension office to print pertinent information in Extension house publications.

b. Serve as public relations liaison between this Association and all other groups with whom we work with such as farm organizations, civic groups, business organizations, press, radio, TV etc.

C. Information

a. Acquaint Association members with effective educational techniques.

b. Encourage Association members to utilize fully all mass media available.

c. Serve as liaison between this Association and NDSU Extension Communication Department. Work closely in publicizing Extension events, staff attending special educational programs, 4-H club work and other Extension activities and awards

d. Serve as clearing house to insure that adequate publicity is given all members of this Association who receive state and national awards or other recognition, with the exception of Achievement in Service (ASA), Distinguished Service Award (DSA), and 25 Years of Service Award.

D. News and Views

a. Serve as liaison with the official publication of the NAE4-HA.

b. Keep the editors informed of newsworthy happenings from NDAE4-HYW. 

 Section 4. Membership Committee 

A. Chaired by Treasurer

B. Actively solicit membership from all Extension staff who have responsibilities for Extension youth programs.

C. Assign responsibilities to committee members to contact new Extension employees to apprise them of the objectives, purpose, and workings of the NDAE4-HYW and explain the benefits of belonging to the same.

D. Extol the virtue of NDAE4-HYW.

E. Contact by letter of welcome all new eligible staff who join NDSU Extension. Furnish each new staff with a copy of the Association Constitution and By-laws. This public relations activity should be accomplished within 30 days of the new staff joining NDSU Extension. Chair should request information from Extension District Director (administrative staff). 

 Section 5. Diversity Committee 

A. Chaired by West District Representative.

 Section 6. Professional Development Committee 

A. Chaired by Central District Representative.

B.  Development of programs and activities which will enhance the professionalism of NDAE4-HYW members.

C.  Develop a liaison relationship with all Professional Improvement Committees of affiliate state organizations.

D.  Keep membership advised of professional improvement opportunities available, including study tours, summer school, winter school, exchange programs etc.

E.  Submit recommendations to Extension conference planning committees and for future in-service training offerings.

F.  Administration at the state level of the NAE4-HA scholarship to members.

H.  Encourage members to improve themselves as individuals through one or more of the following:

a. Enroll in special college courses and/or work toward an advanced degree.

b. Attend special Extension sessions, summer or winter school.

c. Attend Annual meetings of the NAE4-HA.

d. Other enrichment programs.

e. Interstate exchange.

Section 7. Policy and Resolution Committee 

A.  Chaired by East District Representative.

B.  Undertake specific responsibilities as designated by the President and/or Board.

C.  To evaluate programs of this Association and safeguard the intent of the Constitution and By-Laws.

D.  Study proposals presented by the Board and Standing Committee to review same and assure that the basic intent of the Constitution and By-Laws are not being violated.

E.  Serve as study and research committee to the Board on all major policy decisions and trusts of the Association.

F.  Discuss and prepare recommendations on long-range objectives and proposals for action of the Board.

G.  Solicit, receive and review resolutions from the membership and develop and present resolutions to the Board for further action.

H.  Review committee reports, proposed resolutions and proposed amendments to the Constitution and By-Laws before they are presented to the membership for consideration at a general meeting.

 Section 8. Program Committee 

A. Chaired by Campus Representative.

B.  Review annually or as the need arises 4-H/Youth development educations programs conducted by NDSU Extension.

C.  Advise NDSU Extension 4-H/Youth Development Staff and/or Program Action Council (PAC) or the appropriate 4-H Curriculum Committee of the need for new educational programs and the elimination of existing programs upon approval of the Association membership.

D.  Encourage Extension staff to serve as liaison between local people and PAC, 4-H Curriculum Committees, and Extension Administration in suggesting projects and programs requiring updating, revision, elimination or the addition of new projects and programs.

E.  Survey counties or other states for innovative programs, techniques, and concepts that may enhance Extension youth programs and prepare a summary of ideas to be presented at the Annual Meeting.

 Section 9. Audit Committee 

A. Chaired by President appointment

B. Shall complete an official audit of the Treasurers financial records prior to the Annual Meeting.

Section 10. Committee Officers  

A. Each standing committee shall have a chair as designated under each standing committee.

B. A vice-chair may be appointed by the committee chair. 

Section 11. Duties of Standing Committee Chairs 

A. Prepare committee progress reports on the call of the President. 

B. Cooperate fully with corresponding national committee chairs, following procedures and making reports as requested.

C. Report on committee at the Annual Meeting to insure all members of the Association at the meeting are adequately informed on activities of that committee.

D. Call committee meeting before Annual Meeting and when necessary to conduct committee business.

E. Submit a typed report at the Association Annual Meeting and for inclusion in the Secretary's report.

F. Attend all Board meetings.

G. Assist in orderly transfer of duties and materials to successor.

Section 12. Duties of Standing Committee Vice Chairs 

A. Be the recorder for committee meetings.

Section 13. Committee Meetings 

A. The standing and ad hoc committee shall meet at the Annual Extension Conference prior to the Annual meeting of the Association according to a schedule arranged jointly by the Executive Committee and the respective committee chairs.

B. It is suggested that not more than two or three committees meet at the same time to make it possible for members to attend as many committee meetings as possible.

C. Association members are urged to attend any committee meeting of interest to them to present suggestions for discussion. Attendance is encouraged to help eliminate lengthy discussions on committee reports during the Annual Meeting of the Association.

D. Other meetings of the standing or ad hoc committees may be held during the year when necessary at the call of the committee chair.

Section 14. Committee Membership 

A. The general membership shall select at least one committee to serve on during the year. 

ARTICLE 7 

MEETING  

Section 1. Quarom

A.  A quorum shall be necessary to transact business of the Association at any meeting including district meetings held during the year.

B. A quorum shall consists of 51 percent of the total Association members.

C. A roll of members shall be taken at any meetings where business shall be transacted.

Section 2. Annual Meeting

A. The Annual Meeting shall be held during NDSU Extension Conference.

Section 3. Other Meetings

A. Other meetings may be called as deemed necessary by the Board. T

B. The Executive Committee shall make arrangements for the date and place for these meetings.  

C. District meetings may also be held throughout the year. Arrangements for district meetings will be the responsibility of the District Representative. 

Section 4. Rules of Order

A. The rules contained in "Roberts' Rules of Order" latest revised edition, shall govern the business meeting of the Association in all cases to which they are applicable.  

Section 5. Order of Business

A. The order of business at all meetings shall be as follows:

A. Call to order

B. Business agenda

C. Attendance report

D. Reading minutes

E. Financial statement

F. Communications and announcements

G. Reports of officers and committees

H. Unfinished business

I. New Business

J. Adjournment

Section 6. Voting

A. Members present and registered at the Association Annual Meeting shall conduct all general business and elections of the Association by a majority vote.

Section 7.
Meeting Notification

A. All members shall be notified of the annual meeting of the Association in writing at least thirty (30) days in advance of the meeting.

ARTICLE 8 

NOMINATIONS, ELECTIONS, VACANCIES  

Section 1. Nominations

A. The Nominating Committee shall present a slate of nominations to the general membership at the Annual Meeting to consist of:

A. One candidate for president-elect in odd number years.

B. At least one candidates for each of the executive offices up for election.

C. At least one candidates for each district representatives up for election.

B. The Nominating Committee shall open nominations to the general membership at the annual meeting for additional nominations to be made from the floor.  

Section 2. Elections

A. President-elect upon approval of the membership as part of the election process shall advance to the position of president at the next election.  

B. The election of officers and representatives shall be held at the Association's Annual Meeting.  

C Voting shall be by ballot and winning candidates for any position must have the majority (51 percent) of the votes cast.  

Section 3. Vacancies

A. In the event a vacancy occurs in the office of president. the vice president shall fill the unexpired term of the president in addition to the office for which he or she was elected.

B. The order of ascendancy shall be vice president, secretary, treasurer.

C. In the case of a vacancy of any other executive member, the position may be filled by appointment from the president, with the approval of the Board or the Executive Committee. Such person shall serve until the next Annual Meeting of the Association.  

D. Unexpired terms of district representatives shall be filled from the membership of the respective district.  

ARTICLE 9 

AMENDMENTS   

Section 1. Procedure for Amending the By-Laws

A. These By-Laws may be amended or revised by two-thirds vote of the members present at any meeting call for that purpose provided notice of intended changes or additions is sent to each member at least 10 days prior to the said meeting.

ARTICLE 10 

DISSOLUTION  

Section 1. Procedure for dissolution

A. Should the members of this Association wish to dissolve this organization, the dissolution of the organization, assets shall be distributed for one or more exempt purposes within the meaning of section 501(c)(3) of the Internal Revenue Code, or corresponding section of any future federal tax code, or shall be distributed to the federal government, or to a state or local government, for a public purpose.  Any such assets not disposed of shall be disposed of by the Court of Common Pleas of the county in which the principal office of the organization is then located, exclusively for such purposes or to such organization or organizations, as said Court shall determine, which are organized and operated exclusively for such purposes.

ARTICLE 11 

ORGANIZATION PURPOSE

Section 1. Said organization is organized exclusively for charitable, religious, educational, and scientific purposes, including, for such purposes, the making of distributions to organizations that qualify as exempt organizations under section 501(c)(3) of the Internal Revenue Code, or corresponding section of any future federal tax code.

Section 2. No part of the net earnings or the organization shall inure to the benefit or, or be distributable to its members, trustees, officers, or other private persons, except that the organization shall be authorized and empowered to pay reasonable compensation for services rendered and to make payments and distributions in furtherance of the purposes set forth in the purpose clause hereof. No substantial part of the activities of the organization shall be the carrying on of propaganda, or otherwise attempting to influence legislation, and the organization shall not participate in, or intervene in (including the publishing or distribution of statements) any political campaign on behalf of any candidate for public office.  Notwithstanding any other provision of this document, the organization shall not carry on any other activities not permitted to be carried on (a) by an organization exempt from federal income tax under section 501(c)(3) of the Internal Revenue Code, or corresponding section of any future federal tax code, or (b) by an organization, contributions to which are deductible under section 170(c)(2) of the Internal Revenue Code, or corresponding section of any future federal tax code.

ARTICLE 12

 NDAE4-HYW POLICY

Section 1. Expense of Delegates attending National Meetings

A. ASA, DSA, MSA and 25 Year Service Award Recipients will receive $200 stipend payable upon their return from the National Association Meeting. Reimbursement for all expenses is dependent on money available for use by the Association.

 

B. Assuming that NDSU Extension continues to reimburse expenses for three delegates or 10 percent of the membership to the full allowable single out-of-state rate to attend the National Association Meetings, it is recommended the total be divided equally among all delegates attending. 

 

Section 2. Commiseration Policy

A. Condolence as it regards bereavement by death:

a. When death of an Association member or retired Association member occurs, condolence shall be extended by an appropriate expression of sympathy (card, letter, telegram) compiled and delivered to the survivors of the deceased by the Secretary of the Association.

b. Death of members of an Association member's family:

i.. Deceased husband, wife, daughter or son.

ii. If death occurs to any of the above named members of an Association member's family, this Commiseration Policy shall apply as in above.

iii. This Commiseration Policy shall in no way interfere with any private or personal condolence to the survivors of the deceased.

B. Condolence as it regards hospitalization:

a. When an Association member or a retired Association member is hospitalized for and extended stay of seven days or more, condolence shall be extended to that member by an appropriate expression of well wishing compiled and delivered by the Secretary of the Association.

 

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