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  

ARTICLE I

MEMBERSHIP AND DUES

Section 1.

Membership in the North Dakota Association of Extension 4-H and Youth Workers (NDAE4-HYW) shall be based on the calendar year. Annual dues for membership shall be determined at the Annual Meeting. These dues will included 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 of the regular annual rate for that 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.

Section 2.

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

Section 3.

Staff employed for less than 50% time may join the NDAE4-HYW but may choose not to join NAE4-HA. Dues will be the portion of the annual dues kept by the state Association.

ARTICLE II

GOVERNING BOARD

Section 1.

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.

The duties of the Board shall be:

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. The Board shall meet a minimum of two times a year. Meetings shall be called by the President. Other meetings may be called at the discretion of the President.

Section 4.

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

ARTICLE III

EXECUTIVE COMMITTEE

Section 1.

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

Section 2.

The duties of the Executive Committee shall be:

A. To maintain a close liaison with the NDSU Extension Service Administration.

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

C. To coordinate regular business activities.

D. To appoint necessary committees.

E. To serve as the budget committee.

Section 3.

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

ARTICLE IV

DISTRICT REPRESENTATIVES

Section 1.

The District Representatives shall be elected on the following basis:

A. The Association is divided into districts which correspond to the NDSU Extension Service Districts plus one district representing the NDSU Extension Service campus based staff.

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

C. The odd number districts elect representatives in the odd years, the even numbered districts and the campus based staff elect representatives in the even years. The districts shall be numbers as follows: 

District 1 – Central 
District 2 - West
District 3 - Campus
District 4 - East

District Map
 

 The term of office for district representative shall be two years. Each term, one-half of the districts shall elect directors. The odd numbered districts elect directors in the odd years. The even numbered districts and the campus based staff elect directors in the even years.

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

Section 2.

Duties of the District Representatives are to:

A. Assist in determine 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 V

DUTIES OF OFFICERS

Section 1.

President. The duties of the president are to:

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 chairmen 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. The duties of the president-elect are to:

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. The duties of the vice president are to:

A. Be those normally associated with the office.

B. 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.

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

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

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

Section 4.

Secretary. The duties of the secretary are to:

A. Record minutes of all meetings.

B. Distribute copies of Association meetings at the next meeting of the Association.

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.
 

Section 5.

Treasurer. The duties of treasurer are to:

A. Be those normally associated with the office.

B. 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.

C. Be responsible for the collection of dues.

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

E. Serve as chairmen of the Membership Committee.

F. Be responsible for membership promotion.

G. Work on membership card and sending dues and a membership list to the NAE4-HA.

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

Section 6.

Immediate Past President. The duties of the immediate past president are to:

A. Chair the NDAE4-HYW Nominating Committee.

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

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

ARTICLE VI

COMMITTEES  

Section 1.

Standing Committees. There shall be the following Standing Committees of the Association:

A. Professional Improvement

B. Policy and Resolution

C. Programs

D. Public Relations and Information and News and Views

E. Member Awards and Recognition

F. Audit

G. Membership

H. Nominating

I. Diversity
 

Each committee has a specific function as outlined later in Section 5.  

Ad Hoc committees shall be appointed by the Board as is deemed necessary.  

Section 2.

Committee membership. The Standing Committee memberships shall be appointed each year prior to the Annual Meeting. The committee members will begin service on the committee following the annual meeting and serve through the next annual meeting.  

All members shall be assigned to one Standing Committee.  

Each Association district shall be assigned responsibilities for one of the following Standing Committee as assigned by the President:

A. Professional Improvement

B. Policy and Resolution

C. Programs

D. Public Relations, Information and "News and Views"

E. Diversity  

Membership for the Standing Committee shall be named by the president according to established membership guidelines:

A. Audit, named by the president

B. Membership, vice-president, treasurer and district representatives

C. Nominating, immediate past president and two members appointed by the president.  

Section 3.  

Committee Officers. Each Standing Committee shall have a chair and vice chair. The vice chair shall be appointed by the committee chair.  

CHAIRS

A. District Representatives shall serve as chairs of the committee assigned to their district.

B. The Treasurer shall serve as chair of the Membership Committee.

C. The immediate Past President shall serve as chair of the Nominating Committee.

D. The President shall appoint a chair for the Audit Committee.

E. The Vice-President shall serve as chair of Awards and Recognition Committee.
 

Duties of Standing Committee Chairs are to:

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

D. Call committee meeting before the 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.  

Duties of Standing Committee vice chairs are to:

A. Be the recorder for committee meetings.  

Section 4.

Committee meetings

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.  

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.  

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.  

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 5.

A. Professional Improvement committee. The Professional Improvement Committee is charged with the responsibility of:

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

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

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

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

5. Administration at the state level of the NAE4-HA scholarship program.

a. Distribute information about NAE4-HA scholarships to members.

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

a. Enroll in special college courses and/or work towards 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.

B. Policy and Resolutions Committee. The Policy and Resolutions Committee shall call on the expertise of past presidents as deemed necessary. The immediate past president shall serve on this committee. The duties of the Policy and Resolutions Committee shall be:

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

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

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

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

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

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

7. 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.

C. Program Committee. The duties of the Program Committee shall be:

1. Review annually or as the need arises 4-H/Youth development educational programs conducted by the NDSU Extension Service.

2. Advise the NDSU Extension Service 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.

3. 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.

4. 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.

D. Public Relations, Information and "News and Views" Committee. The duties of the Public Relations, Information and "News and Views" Committee shall be:

1. 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.

2. 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 Service 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 Distinguished Service Award (DSA), Achievement in Service (ASA) and 25 Years of Service Award.

3. 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.

E. Members Awards and Recognition Committee. The duties of the Members Awards and Recognition Committee shall be:

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

2. Annually nominate a minimum of one person or two percent of the membership for the DSA and the ASA for NAE4-HA following the procedure on selection outlined by the National Association.

3. 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 procedure on selection outlined by National Association. Time spent in the military service does not apply towards this award.

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

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

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

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

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

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

F. Audit Committee. The Audit Committee shall complete an official audit of the Treasurers financial records prior to the Annual Meeting.

G. Membership Committee. The duties of the Membership Committee shall be:

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

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

3. Extol the virtue of NDAE4-HYW.

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

H. Nominating Committee. The duties of the Nominating Committee shall be:

1. Present a slate of candidates as outlined in the Constitution including:

a. One candidate for president-elect in odd numbered years.

b. At least two candidates for each of the other executive offices up for election.

c. At least two candidates for each district representative position up for election.

2. Contact nominees for their acceptance of the nomination.

3. Prepare an official ballot.

4. 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.  

ARTICLE VII

MEETING  

Section 1.

A quorum shall be necessary to transact business of the Association at any meeting including district meetings held during the year. A quorum shall consists of 51 percent of the total Association members. At any meetings where business shall be transacted a roll of members shall be taken.

A quorum of the Executive Committee and the Board shall be a majority.  

Section 2.

Annual meeting. The Annual Meeting shall be held during the NDSU Extension Service annual conference. Other meetings may be called as deemed necessary by the Board. The Executive Committee shall make arrangements for the date and place for these meetings.  

Section 3.

Meetings other than those specified in Section 2 may be held during the year on a district basis. The district representatives shall make the arrangements for such meetings at a time and place convenient to district members.  

Section 4.

Rules of Order. 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. 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. The 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.

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 VIII

NOMINATIONS, ELECTIONS, VACANCIES  

Section 1.

Nominations. The Nominating Committee shall present a slate of:

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

B. At least two candidates for each of the other executive offices.

C. At least two candidates for representatives in each district.

Additional nominations may be made from the floor.  

Section 2.

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

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

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

Section 3.

Vacancies. In the event 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. (The order of ascendancy shall be vice president, secretary, treasurer). 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.  

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

ARTICLE IX

AMENDMENTS  

These By-Laws may be amended or revised by two-thirds vote of the members present at nay 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 X

DISSOLUTION  

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 XI

ORGANIZATION PURPOSE

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.

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.

NDAE4-HYW POLICY

A. Expense of Delegates Attending Nation Meetings (REIMBURSEMENT FOR ALL EXPENSES IS DEPENDENT ON MONEY AVAILABLE FOR USE BY THE ASSOCIATION)

Assuming that the NDSU Extension Service 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:

1. That the President, DSA, ASA and 25 Year Service Award Recipients share the meal and lodging expense at the maximum state rate.

2. That the President, DSA, ASA and 25 Year Service Award Recipients receive reimbursement of travel in the amount provided by the NDSU Extension Service (one air fare). It recommends that a NDSU Extension Service vehicle be used in lieu of the air fare (as deemed feasible by the Executive Committee).

3. That all delegates attending including president, DSA, ASA and 25 Year Service Award Recipients pay the required registration fees prior to the National Meeting.

4. That nay additional support funds be shared among other members attending the National Meeting.

5. If the president is unable to attend the National Meeting, the president-elect expenses would be cover in the same way as the presidents.

6. If the DSA, ASA or 25 Year Service Award Recipients do not attend the National Meeting, then the reimbursement expense normally available for them shall be shared equally among other delegated attending the National Meeting.

**Reimbursement for NDAE4-HYW delegates attending other national and regional meetings with concerns directly related to NDAE4-HYW**

7. National Leadership Seminar, the NDAE4-HYW President during the first year in office, president-elect or the person leadership position who would benefit the most (determined by the Executive Committee) shall be the authorized delegate to attend this seminar. Reimbursement for expenses incurred by the delegate which are not cover from other sources shall be paid from the NDAE4-HYW Treasury (if sufficient funds are available).

8. North Central Regional NAE4-HA workshop, the NDAE4-HYW President-elect during their second year in office and during the first year in office as President shall be authorized to attend this workshop.  If another person in leadership would benefit most from attending this workshop (determined by Executive Committee) shall be then authorized to attend this workshop.  Registration fee will be reimbursed by the National or State Association as available.  (Total state reimbursement for this workshop not to exceed $100).

B. Commiseration Policy

The District Representatives shall notify the Secretary of an occurrence where this policy should be used.

Condolence as it regards bereavement by death:

1. 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.

2. Death of members of an Association members family:

a. Deceased husband, wife, daughter or son.

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

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

Condolence as it regards hospitalization:

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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