Fannin 4-H'er
Fannin 4-H'erMaking the Best Better

Texas Star 4-H Club Bylaws

Texas Star 4-H Club By-Laws

Article I: Name and Objectives

Section 1. The name of this organization shall be the Texas Star 4-H Club, an officially chartered 4-H Club through the Texas 4-H and youth Development Program and listed in the 4-H CONNECT on-line management system.

Section 2. This shall be a non-profit organization for the purpose of promoting education through 4-H club work.

Section 3. The objectives of this organization shall be to

  • provide learning situations for the development of leadership, responsibility, and effective citizenship.
  • provide educational and challenging experiences that will enable young people to become knowledgeable and skilled in their selected project areas.
  • provide information and training in other 4-H activities as members’ interests dictate.
  • help each member experience personal growth and achievement and to be of service to others.
  • serve as an outstanding role model for the community.

Section 4. 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.

Section 5. No part of the net earnings of this club shall inure to the benefit of, or be distributed to its member, 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.

Section 6. 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.

Section 7. Notwithstanding any other provisions of this constitution, this club shall not carry on any other activities not permitted to be carried on

  • 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
  • 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

Section 1. Membership in this organization shall be open to

  • youth from September 1st of grade three through August 31st following completion of grade twelve, with these age restrictions: Minimum age – eight (in addition to being in the third grade) Maximum age – eighteen (as of August 31, 2016).
  • youth residing in Fannin County (any exception to county residence must meet county requirements).
  • special education youth age nineteen and older, who have not graduated from high school may participate in 4-H Youth Development programs as members, with approval by the Extension county agent. Participation is limited to the club or county level. Extension county staff have the option, on a case-by-case basis, to allow special education youth nineteen and older to participate in competitive events at the club or county level.
  • all youth without regard to race, color, sex, religion, national origin, age, disability, genetic information, or veteran status.

Section 2. New members must be enrolled annually through 4-H CONNECT and be approved as an active member. All members must re-enroll annually.

Section 3. All members are required to pay the minimum state-level participation fees of $20.00 on or before October 31st, or pay $25.00 on or after November 1st.

Section 4. All members should participate in at least one project per 4-H year.
Section 5. Members will be expected to participate in fundraising activities of the club.

Article III: Officers and Election Criteria

Section 1. The elected officers of the club shall be President, 1st Vice-President, 2nd Vice-President, 3rd Vice-President, Secretary, Treasurer, Public Relations Officer and Health and Safety Officer-in-training.
Section 2. All officers must be at least thirteen years of age by September 1st, of the installation year to hold office except the Officer-in-training who must be at least in sixth grade.

Section 3. Officer candidates must have been active in the club the previous year and be an active participant in at least one project the year they hold office.

Section 4. Members not meeting the above criteria may be considered eligible to run for office with the approval of the Executive Council.
Section 5. Officers will serve a term of one year and elections will be held between the months of May and August at the clubs’ discretion.
Section 6. The officers of the club shall constitute an Executive Council.
Section 7. Club delegates representing Fannin County 4-H at District meetings shall be the President and 1st Vice-President. In the case that the Texas Star President or 1st Vice-President is on the District Council, an additional delegate will be appointed. An alternate District delegate may be appointed in the event that the President or 1st Vice are absent. Duties of the club delegates shall be to

  • represent Fannin County 4-H at all District meetings.
  • vote at all District meetings.
  • give a report on County activities at District meetings.
  • report District information and events to the club at monthly club meetings.

Section 8. Any officer position that becomes vacant shall be filled by a member appointed by the Executive Council or a two-thirds majority club vote.

Section 9. Presidential and 1st Vice Presidential candidates must have previously served on the Executive Council.

Section 10. Small Membership Provision – When the club membership falls to ten or fewer active members, the following provisions may take effect after a two-thirds majority vote:

  • the officers for that year will be President, Vice President, Secretary, and Treasurer.
  • age and experience requirements may be waived.
  • as membership grows, officer positions will be added as the executive council deems necessary, either by appointment from the executive board or a two-thirds majority club vote during the year.
  • the additional positions may be combined or shared by two members to allow younger members or first-time officers to gain experience.

Article IV: Officer Duties

Section 1. Duties of the President shall be to

  • serve as chairman of the Executive Council.
  • preside at all club meetings and enforce the by-laws and exercise supervision over the affairs of the club.
  • work with club managers and officers to prepare agendas for each club meeting.
  • arrive early to club meetings and activities.
  • learn and use basic parliamentary procedure to conduct effective, orderly meetings.
  • coordinate the activities of officers, leaders, and committees by informing the club members of upcoming dates at club, county, district and state levels.
  • appoint standing and special committees.
  • to serve as an ex-officious member of each committee, except the nominating committee.

Section 2. Duties of the 1st Vice-President shall be to

  • serve on the Executive Council; attend monthly Executive Council meetings to plan club budget, programs and activities prior to the monthly club meeting.
  • preside at meetings in the absence of the President and assume the office if vacated.
  • make arrangements for the meeting place of regular club meetings or special club events; is responsible to inform the club, through email or phone chain of location changes of meetings and activities.
  • serve as program leader for the club and work with the Executive Council to plan and secure educational and interesting programs and speakers for the club as needed
  • provide gifts for program speakers when appropriate and inform the secretary of thank-you notes that need to be written.
  • arrive early to club meetings and activities to set up the room, which includes setting up flags and banners.

Section 3. Duties of the 2nd Vice-President shall be to

  • serve on the Executive Council and attend monthly Executive Council meetings to plan the club budget, programs, and activities prior to the monthly club meetings.
  • perform the duties of the President in the absence of the President and 1st Vice- President.
  • serve as recreation leader for the club and see that recreation is planned and led at each club meeting.
  • attempt to keep sportsmanship, fairness, and safety foremost in all recreational activities.
  • appoint or sign-up club families to serve and provide refreshments at club meetings and activities.

Section 4. Duties of the 3rd Vice-President shall be to

  • serve on the Executive Council and attend monthly Executive Council meetings to plan the club budget, programs, and activities prior to the monthly meetings.
  • perform the duties of the President in the absence of the President, 1st Vice-President, and 2nd Vice-President.
  • keep an accurate roll of the club and the attendance of the members at each meeting and give a report to the secretary.
  • recruit, enroll, and orient new members of the club on a monthly basis.
  • greet and welcome new members and guests at each meeting.
  • prepare new member packets and give them to new members who join.
  • provide the Fannin County Extension Office with monthly meeting attendance.

Section 5. Duties of the Secretary shall be to

  • serve on the Executive Council and attend monthly Executive Council meetings to plan the club budget, programs, and activities prior to the monthly meeting.
  • record complete and accurate minutes and present them at the next scheduled club meeting.
  • work with the 3rd Vice-President to maintain accurate membership records.
  • record complete and accurate minutes of all Executive Council meetings.
  • handle incoming and outgoing correspondence for the club by communicating regularly with the President, Club Managers and officers.

Section 6. Duties of the Treasurer shall be to

  • serve on the Executive Council and attend monthly Executive Council meetings to plan the club budget, programs, and activities prior to the monthly meetings.
  • work to prepare a club budget with the help of the Executive Council and Club Managers, which is presented to the club at the September meeting for approval.
  • keep accurate, up-to-date records of all receipts and expenditures of the club.
  • present a Treasurer’s report at all regular club meetings and executive council meetings or upon request.
  • give written monthly Treasurer’s report to the club secretary.
  • submit any expenditure over $75.00, not included in the budget, for approval by the Executive Council.
  • be responsible for club T-shirt orders.
  • serve as chairman of any fundraising committees.

Section 7. Duties of the Public Relations Officer shall be to

  • serve on the Executive Council and attend monthly Executive Council meetings to plan the club budget, programs, and activities prior to the monthly meeting.
  • be responsible for the club camera, external hard drive, and for purchasing photography supplies.
  • take pictures of club activities for the club photo CD, record books and recognition.
  • keep pictures in an orderly fashion.
  • serve as chairman of the slideshow committee.
  • provide photographs and reports activities and projects of the club when needed to the local media after County Extension Office approval.
  • produce a monthly newsletter to inform the members of club activities.
  • work with the Third Vice-President to keep an up-to-date email list and to obtain names and addresses of guests and prospects.
  • update social media sites.

Section 8. Duties of the Health and Safety Officer-in-training shall be to

  • serve on the Executive Council and attend monthly Executive Council meetings to plan the club budget, programs, and activities prior to the monthly club meeting.
  • provide health and safety information at club meetings.
  • be in charge of the club’s First Aid kit.

Section 10. Duties of the entire Executive Council shall be to

  • exhibit good leadership qualities and serve as a role model for all members of the club.
  • assist with preparation and running of monthly club meetings and activities.
  • recruit new club members on a monthly basis.
  • greet and welcome new guests at each meeting.
  • arrive early to club meetings and activities.

Article V: Leaders and Duties

Section 1. Adult Leaders of the club shall be

  • the Club Manager(s) and Assistant Club Manager(s), and will be recruited by the Executive Council or nominated by a nominating committee each year prior to officer elections and is subject to the county Extension Agent’s approval.
  • leaders in specific project or activity areas, and shall be appointed by Club Managers and the Executive Council.
  • committee advisors or leaders, and shall be appointed by Club Manager(s) and Executive Council as needed.

Section 2. Duties of Club Managers and Assistant Managers shall be

  • to be responsible for the overall year’s program for the club.
  • to work as advisors for the Executive Council and all committees, adult, teen and junior leaders to see that the club’s programs and activities are well planned and executed.
  • to work with County Extension agents and other adult leaders to coordinate local and county activities.
  • to keep the best interests of each member foremost in the plans of the club.
  • to serve the club no longer than a maximum of two consecutive terms with a term consisting of one 4-H year.

Section 3. Duties of the Project Leaders and Activity Leaders shall be

  • to be responsible for planning and directing activities and programs in their specific area.
  • to work with the project members and help them to assume as much responsibility as they are capable of.
  • to work closely with Club Managers to coordinate their projects with other club activities.
  • to use teen and junior leaders to assist them in their areas.

Section 4. Duties of the Committee Advisors or Leaders shall be

  • to provide leadership and guidance to committee chairs and members.
  • to work with the committee chairs and members in order to help them to assume as much responsibility as they are capable of and to have successful experiences in carrying out responsibilities.

Section 5. Duties of Teen Leaders (A 4-H member between the ages of thirteen to nineteen with one or more years of project experience) shall be to

  • accept leadership responsibilities for a club or project group.
  • work with the guidance and advice of an adult advisor or project leader to carry out his or her responsibilities.
  • provide good, positive 4-H experiences for the members of the club or project.
  • demonstrate excellent leadership qualities and serve as a role model for other 4-H members.

Section 6. Duties of Junior Leaders (A 4-H member who has done a good job in his or her project and exhibits leadership) shall be to

  • provide motivation, enthusiasm and help to other 4-H members.
  • assist adult and teen leaders with specific tasks and responsibilities of the 4-H club and their project groups.
  • demonstrate excellent leadership qualities and serve as a role model for other 4-H members.

Article VI: Meetings

Section 1. Regular meetings of the Texas Star 4-H Club shall be held on the third Tuesday of each month at 6:00 p.m, unless voted on differently at the previous month’s meeting. Special meetings may be called by the president or executive council when needed.

Article VII: Procedures

Section 1. 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 by-laws.

Section 2. The order of business for regular meetings is:

  • Call to order
  • Pledges
  • Inspirational
  • Prizes
  • Roll call
  • Birthdays
  • Reception of new members and recognition of guests
  • Reading and approval of minutes
  • Reports – officers, committees, project groups, special activities, leaders
  • Unfinished business
  • New business
  • Announcements
  • Adjournment
  • Program
  • Recreation

This order of business may be altered for the convenience of a speaker giving the program.

ARTICLE VIII: Club Disbandment

Section 1. 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 owned by this organization. The last official duty of the club’s manager shall be to effect the transfer of club property and to turn over club records to the county Extension agent.

Article IX. Amendments:

Section 1. 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 filed with the secretary at the previous meeting of the club. Amendments must not conflict with the basic 4-H philosophy.