Article I: Name and Objectives
The name of this organization shall be the Bonham 4-H Club.
This shall be a non-profit organization for the purpose of promoting education through 4-H club work.
The objective of this organization shall be
- To provide learning situations for the development of leadership, responsibility and effective citizenship
- To provide educational and challenging experience that will enable young people to become knowledgeable and skilled in their selected project area
- To provide information and training in other 4-H activities as members’ interests dictate
- To help each member experience personal growth and achievement, as well as be of service to other
This club is organized exclusively for charitable, 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 the corresponding section of any future federal tax code.
No part of the net earnings of this club shall inure to the benefit of, or be distributed to its members, trustees, officers or other private person, except that this club shall be empowered to pay reasonable compensation for services rendered and to make payment and distributions in furtherance of the purposes set forth in this constitution.
No substantial part of this club’s activities shall be the carrying on of propaganda, or otherwise attempting to influence legislation, and this club shall not participate in, or intervene in (including the publishing or distribution of statements) any political campaign on behalf of or in opposition to any candidate for public office.
Notwithstanding any other provisions of this constitution, this club shall not carry on any other activities not permitted to be carried on (a) by a corporation exempt from federal income tax under section 501 (c)(3) of the Internal Revenue Code, or the corresponding section of any future federal tax code, of (b) by a corporation, contributions, to which are deductible under section 170 (c)(2) of the Internal Revenue Code, or the corresponding section of any future federal tax code
Article II: Membership
Membership in this organization shall be open to all youth who have entered the third grade and are at least 8 years of age and have not reached their 19 h birthday before September 1of the current 4-H year and who reside in Fannin County regardless of socioeconomic level, race, color, sex, national origin or handicap. All ages referred to in the bylaws are considered to be 4-H age as of September 1of the current 4-Hyear and not physical age.
Prospective new members must submit enrollment to Fannin AgriLife Extension Service through the internet at Texas 4-H Connect and approved before being accepted into membership of the club. All members must re-enroll annually via Texas 4-H Connect. The enrollment period is from August to October 31, with a late fee after October 31.
Enrollment fees, late fees, 4-H event/contest fees (as well as enrollment periods for events and contests) for youth and adults are set by Texas 4-H and are posted on Texas 4-H Connect. It is the 4-H member/family responsibility to enroll for 4-H membership, events, and contests through Texas 4-H Connect and arrange payment in a timely manner. Most events and contest have firm closing dates for enrollment as defined by Texas 4-H Connect.
Members are not required to pay separate club dues other than Texas 4-H Connect fees, but will be expected to participate in fundraising activities of the club.
Any adult working with or transporting 4-H youth that is not under their legal care must be registered through Texas 4-H Connect for that 4-H year and have an approved background check on file at the county Extension office, no exceptions. All adults are highly encouraged to enroll annually in 4-H through Texas 4-H Connect. Although there is no fee for adult registration, adults registering into the Fannin 4-H program (Bonham 4-H Club included) are required to have a background check before working with or transporting youth. The Fannin AgriLife Service does require a small fee for background checks. Enrollment of adults is held as “pending” until the background checks are completed. Background checks are renewed on a periodic basis on all adults enrolling into the 4-H program.
All members should participate in at least one project, and are encouraged to then complete and turn in a project record book.
Article Ill: Officers and Elections
The elective officers of the club shall be the president, first vice-president, second vice-president, third vice-president, secretary, treasurer, and reporter. The outgoing president shall automatically be the club parliamentarian. The positions of first vice president, second vice-president, third vice-president, and reporter may be left open if club membership is too low to support such positions. As the membership grows, the president and executive committee may fill the open positions by appointment.
Officers shall be elected annually. Officers shall serve for a term of one year beginning whenever installation is held (June, July, August, or September), and may hold the office for two consecutive years. Any person appointed to fill an unexpired term may be eligible for the same office the following two years. Nominations for officers should be presented to the club at the April club meeting. Elections for officers will be held at the May club meeting and will be open or closed ballot. Installation of the new officers will be held at the beginning of the new 4-H year.
The officers of the club shall constitute an executive committee.
Someone appointed by the executive committee shall fill any officer position that becomes vacant. Any officer with two unexcused absences from the monthly club and officer meetings will be automatically withdrawn from office. Any absence without prior notice to a member of the executive committee or a club manager will be considered unexcused.
The president, with approval of the executive committee, may appoint up to four members to official leadership roles as the need arises. Those appointed become members of the executive committee.
Any member running for office must attend 80% of club meetings the prior year.
Article IV: Duties of Officers
Section 1: The president.
The president shall be at least an intermediate 4-H member and active in a 4-H club for at least 1year. Duties of the president shall be
- To preside at all meetings of the club, enforce the bylaws and exercise supervision over the affairs of the
- To appoint standing and special committees.
- To serve as an ex officious member of each committee, except the nominating committee.
- To be sure, the appropriate paperwork is turned in to the Extension office after each club meeting: sign-in sheet, club meeting report, treasurer’s report, and secretary’s minutes
Section 2: The first vice-president. May be appointed, see Article III, Section 1.
Duties of the first vice-president shall be
- To assist the
- To perform the duties of the president in the absence of that
- To serve as chairman of the planning (d) To plan all club educational programs.
- To fill out the club meeting report for each club meeting/activity and return it to the Extension office each month.
Section 3: The second vice-president. May be appointed, see Article III, Section 1.
Duties of the second vice-president shall be
- To assist the
- To perform the duties of the president in the absence of the president and first vice-
- To serve as chairman of the recreation/social
- To plan recreation and refreshments for each club meeting and plan special social events of the club.
Section 4: The third vice-president. May be appointed, see Article III, Section 1.
Duties of the third vice-president shall be
- To assist the
- To perform the duties of the president in the absence of that officer, the first vice-president and the second vice
- To serve as chairpersons of the membership
- To be in charge of the sign in sheet at each club meeting/activity and be in charge of promotion and recruitment of new
- To return the sign in sheet for each club meeting/activity to the Extension office each
Section 5: The secretary.
The secretary shall be a 4-H member who is at least 11years old. Duties of the secretary shall be
- Able to keep a full and correct record of all proceedings of the club.
- To have charge of club correspondence.
- To keep the roll and read the minutes at each
- To turn in a copy of the minutes to the county Extension office.
Section 6: The treasurer.
The treasurer shall be a 4-H member who is at least 11years old. Duties of the treasurer shall be
- To prepare a budget for approval by the club.
- To keep an accurate record of the deposits and expenditures of all funds.
- To present a financial statement when requested to do
- To serve as chairman of the finance
- To co-sign club checks with a club
Section 7: The reporter. May be appointed, see Article III, Section 1.
The reporter shall be a 4-H member who has been a member for at least one year. Duties of the reporter shall be
- To report activities of the club to local news media.
- To report activities to the county Extension agent and/or in the county 4-H newsletter.
- To report activities of the club in the club newsletter
- To call a committee to assemble activity reports and/or a club newsletter
- To work with the secretary in compiling the club
- To perform the duties of the secretary in the absence of that
Section 8: The parliamentarian. This position is filled by the past club president.
The parliamentarian shall be a 4-H member. Duties of the parliamentarian shall be
- To provide advice to the presiding officer on parliamentary procedure.
- To instruct members in correct parliamentary procedure.
If needed, from the May election to installation of new officers, the outgoing officers will also function as a leadership training team for the incoming officers. The outgoing officers will still function in their roles as club officers and as the club’s executive committee. The incoming officers will function as trainees under their respected officer.
Article V: Leaders and Duties
Adult leaders of the club shall be
- The club managers and assistant club managers recruited by a special committee, or nominated by the nominating committee during April or May of each Subject to the approval of the county Extension agent and the 4-H & Youth Development Committee.
- Leaders in specific project or activity areas such as judging ng, clothing, swine, poultry, demonstrations, records, , who shall be approved by the county Extension office and may be appointed by the club managers and/or the executive committee.
- Committee advisors or leaders who shall be appointed by the executive committee and club
- Currently enrolled in the club as a leader according to the conditions set down in Article II, Section
- Aware that two adults should be present at all times when working directly with 4-H One of the adults may be a parent or the county Extension agent. If two adults cannot be present, then the “Rule of Four” should be used. The “Rule of Four” is four or more youth present with one adult.
- All adults involved with overnight 4-H activities, contests or workshops requiring overnight stays, 4-H camps, and any other overnight situation involving 4-H youth must be enrolled according to Article II, Section 28, completed 4-H youth protection training, and have prior approval from the county Extension offi It is to the discretion of the county Extension office for parental permission forms, health waivers, and any other waivers to be on file with them prior to the overnight event.
Duties of the club managers shall be
- To be responsible for the overall year’s program of the
- To work as close advisors and leaders along with the executive committee, other committees and adult and junior leaders to see that, the club’s program and activities are well planned and
- To work closely with county Extension agents and other adult volunteers to coordinate local and county
- To keep the best interest of each member foremost in the plans of the
- To be responsible for the club’s checking account under the Texas Cooperative Extension Financial Resource Management plan and to conduct any necessary correspondence with the financial institute where the funds are deposited.
- To act as leaders for specific club
- One club manager will be foremost responsible for working with the executive
- A second club manager will be foremost responsible for working with club members on fundraising activities and club special
- A third club manager will be foremost responsible for working with training new parents and leaders, for matching leadership to projects, and encouraging new project areas. This club manager will also be the program advisor for the executive board and the project record book leader for the
Duties of the project and activity leaders shall be
- To be responsible for planning and directing activities and programs in their specific area.
- To work closely with club managers to coordinate their projects with other club
- To use junior and teen leaders to assist them in their
Duties of the committee advisors or leaders shall be
- To provide leadership and guidance to individual
- To help committee members assume as much responsibility as they are capable of and have successful experiences in carrying out responsibilities.
A media committee advisor will be appointed each 4-H year to monitor all web and social networking of the club. This advisor may need to complete addition forms or training as directed by the county Extension office.
Junior leaders of the club shall be members who are 10-13 who have been members for at least one year. Their duties shall include
- Assisting adult leaders in all phases of the 4-H program.
- Providing leadership, knowledge, skills and enthusiasm to club and county 4-H activities as the opportunity and need
- Helping individual club members.
Teen leaders of the club shall be 4-H members who are 14 years of age or older who have been members for at least 1year.
Their duties shall include
- Assisting adult leaders in all phases of the 4-H program.
- To lead a project of their choice under the adult project leader’s supervision.
- Providing leadership, knowledge, skills and enthusiasm to club and county 4-H activities as the opportunity and need arises.
- Helping individual club members.
Article VI: Committees and Duties
The standing committees of the organization shall be finance, membership, planning, social and community service. The executive committee and club managers shall appoint these committees at the beginning of the year for a one-year term. Section 2.
Duties of the standing committees shall be
- Finance- The finance committee shall have the responsibility of presenting a proposed budget to the club and arranging for an audit of the books when necessary. The committee shall also review the financial status of the club and make recommendations for fund-raising projects during the year. The committee will also take responsibility that the appropriate forms and paperwork are filed with the county Extension office and the IRS.
- Membership- The membership committee shall encourage every eligible youth in the neighborhood or community to become 4-H members. The committee will also be responsible for securing and enrolling new members for the club, welcoming visitors and prospective members at club meetings, and providing new members with 4-H club information.
- Planning- The planning committee shall be responsible for planning the entire 4-H year for the club, such as programs, club events, etc. This includes planning the year’s programs at the beginning of the club year and being responsible for each program during the year. The planning committee will also work with the social committee for special social activities.
- Social- The social committee shall be responsible for providing recreation at each club meeting, for all special social activities during the year, and for appointing families to provide refreshments and be hosts and hostesses for each regular club meeting.
- Community Service- The community service committee shall be responsible for planning different ways each year to help better the lives of others in the local community, to involve all members in community service activities, and to provide activities that help members develop personally as well as benefiting the community and county.
The president shalt appoint the nominating committee at least 30 days before election of officers. It shall consist of at least three members and one advisor. This committee shall secure consent of each nominee before placing his or her name on the proposed slate of officers.
Other committees may be named as the need for them arises.
Article VII: Meetings
Regular meetings of this organization shall be held on the second Monday of each month at 6:00 pm at the designated meeting place, unless previously announced otherwise.
Special meetings may be called by the president.
Article VIII: Procedure
Robert’s Rules of Order, Revised shall be the accepted authority in all matters pertaining to parliamentary procedure that are not specifically covered in the club’s bylaws.
The order of business for regular meetings is:
- Call to Order
- US and Texas Pledges of Allegiance
- 4-H Motto and Pledge
- Roll Call
- Reception of new members and recognition of guests
- Reading and approval of minutes
- Reports- officers, committees, project groups, special activities, leaders
- Old business
- New business
This order of business may be altered for the convenience of a speaker giving the program.
Article IX: Club Disbandment
Upon the disbandment of the club, all real property, including money, equipment and land, shall become the property of the County 4-H Program for care and disposition and authorizes the Texas A&M AgriLife Extension Service and county Extension
Agent full rights to access bank records, bank funds, and all other banking authority. This also applies to all inventory and assets acquired by, and/or, owed by this organization.
The last official duty of the club’s manager shall be to affect the transfer of club property and to turn over club records to the county Extension agent.
Article X: Amendments
These bylaws may be amended at any regular meeting of the club by a two-thirds vote of the members present, provided that the proposed amendments have been presented to the club in writing and/or electronically and filed with the secretary at the previous meeting of the club. Amendments must not conflict with basic 4-H philosophy.
The standing rules are unique to each president and executive committee and may be altered without prior notice to the club.
The standing rules are separate from the bylaws and serve as a guideline to assist the president, the executive committee and the club as a whole in making specific decisions.
The standing rules should be reviewed by each new president and may be eliminated or added to by the new president and the new executive committee.
The standing rules must be approved by a two-thirds vote of the club at the beginning of the club year.
In case of illness, injury, or death of a club member or an immediate family member of a club member, the club president or secretary will send a card and/or flowers to the previously mentioned club member or family member. The cost of the card and/or flowers may be up to, but not exceeding, $100.00. This, of course, will depend on the notification of such event to the club president and/or secretary, as well as notification to a club manager. The same will apply for employees of the Extension office.
Any project, within the club and solely for the club, needing additional funds may request up to $100 from the club after presenting a budget and appropriate receipts. The request for project funds will be honored only as funds are available from the club’s accounts. Requests for funds to cover individual competitions shall be considered.
A club manager and the president may approve club expenses not exceeding $50.00. These expenses may come from petty cash or from the club account.
In order to be eligible to receive a club scholarship, a member must meet the following guidelines:
- Be a graduating
- Be a member of the Bonham 4-H Club for the past two
- Attend two-thirds of the club meetings.
- Complete at least two
- Complete a record book on the past two
- Serve as an active teen leader and/or as a club
All monies collected by the club or projects should be deposited in the general club fund and reported by the treasurer in each monthly treasurer’s report.
In order to receive a club T-shirt at half price, a 4-H member must participate in at least one project in the current 4-H year.
Any returning 4-H family that needs financial help with the fee required by Texas 4–H Connect might request assistance from the club through a club manager. The assistance may or may not be paid back to the club according to the family’s means and will be kept confidential. The requirements for such assistance are
- The family has at least one 4-H member who was an active Bonham 4-H member the prior
- The registering 4-H member or members so assisted must be active in the club through the current
- The registering 4-H member or members so assisted must be active in at least one project through the current year.
- The registering 4-H member or members so assisted must complete a project record form or a project record book for the current
- Funds for such assistance are available in the club’s
Variations to these conditions will be considered on an individual basis and providing that funds are available.