By-Laws
Utah Association of Extension 4-H Workers

(Approved November 2019)

Article I. Name

The name of this organization shall be the “Utah Association of Extension 4-H Workers.” Name hereafter referred to as 4-H Association.

Article II. Rules of Order

The rules contained in “Robert’s Rules of Order” latest edition shall govern the business meetings of the 4-H Association in all cases in which they are applicable.

Article III. Order of Business

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

  1. Call to order
  2. Reading and approval of minutes
  3. Financial Report
  4. Communication and announcements
  5. Reports from Officers and Committee Chairs
  6. Unfinished business
  7. New business
  8. Adjournment

Article IV. Dues

Section 1:

Annual association membership dues shall be assessed. The Executive Committee shall have the authority to recommend a change in the dues as deemed necessary. This action must be approved by a majority vote of the membership before the change will be in effect.

Section 2:

Dues will be paid on an annual basis on or before December 1. These dues will be in effect for the upcoming calendar year beginning January 1.

Article V. Executive Committee Membership

Section 1:

Membership of the Executive Committee of the 4-H Association will include the following officers: President, Vice President, and Secretary/Treasurer.

Section 2:

Standing committees will coincide with NAE4-HA, namely: Member Recognition, Membership, Policy and Resolution, and Professional Development.

Section 3:

Each standing committee shall have a chairman and chairman-elect except the nomination committee and the membership committee. Chairman elect shall be appointed by the new president-elect within 30 days following the election. Chairman-elect will normally succeed to the committee chairmanship the following year upon appointment by the newly elected president. These appointments shall be made during or after the annual meeting.

Section 4:

The President shall appoint special committees as needed to perform special tasks and these committees shall be dissolved when tasks are completed.

Section 5:

Chairman of the Policy and Resolution, Professional Development, Public Relations, Membership, and Member Recognition committees shall serve as state contact of the corresponding national committees. They shall be responsible for attending or being represented at the national meeting.

Section 6:

The Secretary/Treasurer shall serve as Chairman of the membership committee. There shall not be a chairman-elect for the membership committee.

Article VI. Nominations and Elections

Section 1:

The President shall serve as chairman of the nomination committee.

Section 2:

The Nominating Committee shall present at least two names for Vice President at a designated business meeting. The Vice President will be elected to a two-year term and automatically advance to President and will serve an additional two-year term.

The Nominating Committee shall present at least two names for Secretary/Treasurer at a designated business meeting. The Secretary/Treasurer will be elected to a two- year term.

If any of these candidates have terminated employment or are unable to accept the nomination, nominations will be accepted from the floor.

If eligible candidates are available, the nominating committee shall encourage one or more candidates to run for National Association Offices.

Section 3:

All officers shall be elected and installed at a regular business meeting.

Section 4:

In the case that any of the elected officers of the association cannot accept or complete their elected office, the following will apply: ALL ELECTED OFFICES: The Executive Committee will meet and appoint a 4-H Association member to fill the remaining time.

Article VII. Duties of Officers and Executive Committee

Section 1:

PRESIDENT - The President shall preside at state meetings of the 4-H Association and at meetings of the Executive Committee. The president shall also be responsible for all the administrative functions of the organization during the tenure of their office. The president shall make appointments of committee chairmen, secure nominations for committee members and publish a total listing of committees and members.

Section 2:

VICE PRESIDENT - The Vice President shall serve as an ex-officio member of all standing committees. Shall make appointments of the chairman-elect of each standing committee. Shall perform all the duties of the President when the President is unable to carry out their responsibility. Vice President will serve a two-year term and automatically advance to President and serve a two-year term as President.

Section 3:

SECRETARY/ TREASURER - The Secretary/Treasurer shall keep records of the proceedings of all meetings and send copies of the minutes to members. Shall also receive and file communications and correspondence as directed by the president.

The Secretary/Treasurer shall assume those duties normally associated with the office and specifically shall keep the financial records of the 4-H Association. Shall be responsible for the collection of dues and payment of all bills incurred by the 4-H Association. Prepare an annual financial report and serve as a membership committee chairman.

Secretary/Treasurer will serve a three-year term.

Section 4:

POWERS OF THE EXECUTIVE COMMITTEE - To facilitate the the business of the 4-H Association, the Executive Committee shall have the power to act on all items of business except those items covered in ARTICLE IV AND IX of the Bylaws. At the discretion of the Executive Committee or upon request of the membership, any item of business may be placed on the agenda of the annual or special meeting for action by the entire membership. Within the guidelines of the previous statements, the Executive Committee will have the authority to act on behalf of the total membership on all matters of interest to the 4-H Association, including the authority to appoint officers to a position which becomes vacant before the annual meeting.

Article VIII. Delegates to National Meetings

Section 1:

Members attending national meetings shall include, in so far as is practical, a cross-section of membership regarding age, sex, race, and program responsibilities. Representatives to receive financial assistance shall be determined by the Executive Committee.

Section 2:

All members are encouraged to attend national meetings for professional improvement.

Section 3:

The Vice President will be the delegate receiving financial assistance to the National Convention immediately preceding or at the beginning of their term as president. The Executive Committee will delegate an active member if the Vice President cannot attend.

The President will be the delegate receiving financial assistance to attend the Public Issues Leadership Development (PILD) conference held in Washington DC. The Executive Committee will delegate an active member if the President cannot attend.

Section 4:

The persons who are to receive the Distinguished Service Award (DSA) and the Achievement in Service Award (ASA) will be assisted in cash or otherwise that will be a significant amount to help them attend the National Meetings where the Awards will be presented.

Article IX. Adoption or Change of Policy

Section 1:

Any member can present any policy addition or change in writing to the chairman of the 4-H Association Policy and Resolutions Committee thirty (30) days before a recognized 4-H Association meeting. If such a policy involves a change in the Bylaws, the written request will be presented to the committee chairman fifty (50) days before the recognized 4-H Association meeting.

Section 2:

The proposed policy addition or change will be reviewed by the committee and approved or rejected for presentation at a recognized 4-H Association meeting by a majority vote of the committee.

Section 3:

Changes in policy or bylaws approved by the committee for presentation at a 4-H Association meeting will be placed on the meeting agenda.

Section 4:

A two-thirds vote of the members present is required for the adoption of changes in policy and/or bylaws.