University of California East Hills 4-H Club Bylaws
Article I – Election of Officers
The Officers shall be elected by the first meeting of the unit year.
Article I – Age Requirements of Officers
- The President, Vice-President, Secretary and Treasurer should be Intermediate or Senior members (at least 11 years of age) if possible.
- Other elected offices may be held by Junior, Intermediate and Senior members.
- Offices filled by an election or other competitive process may not be held by Primary members. Primary members may serve in appointed positions.
Article II – Duties of Officers
- The President shall preside at all meetings and have in mind at all times the best interests of the 4 H members. The president may call special meetings with the consent of the organization volunteer(s).
- The Vice-President shall perform the duties of the president in the absence of the president. The vice president shall serve as chairperson of the yearly program committee and the membership committee.
- The Secretary shall keep the minutes of all 4-H meetings, act as the group’s correspondent, and keep a correct roll of 4-H members. At the end of the 4-H year, the secretary and organization volunteer(s) will submit a final report to the County Extension office.
- The Treasurer shall receive and keep all money belonging to the unit and shall pay it out only upon order of the President, after the 4-H members approve. The Treasurer shall keep an accurate record of all money received and paid out and keep a report up to date in the 4 H Treasurer’s manual. The Treasurer and the organization volunteer(s) will compile and submit required reports at the end of the program year.
- Other offices may be established as needs of the unit dictate.
- The President may appoint committees for special purposes at any time.
Article V – Meetings
The regular meetings of the unit shall take place on the second Monday of each month. With a minimum of 7 days notice, the president, with consent of the organization volunteer, may call special meetings.
Article VI – Voting Members
Voting members of the 4-H club include all current members of the club, including Junior, Intermediate and Senior members as listed in Article IV of the Constitution. If there are not sufficient voting members in the 4-H club the organizational unit volunteer will work with the UCCE 4-H YDP staff in establishing procedures.
Article VII – Quorum
A quorum to do business shall consist of 51% of unit members meeting membership criteria listed in Article IV of the Constitution.
Article VIII – Program of Work
A program of work for the year shall be written and adopted not later than the third meeting of the program year.
Article IX – Rules of Order
Robert’s Rules of Order shall govern the meetings of this unit.
Article X – Amending Bylaws
These bylaws may be amended by two-thirds vote of the members present at any regular meeting.
Article XI – Dissolution of Unit
- Upon consideration of the dissolution of the 4-H unit, the officers will inform the County 4-H YDP staff and County VMO as to their desire and conformance to the following procedure:
- The East Hills 4-H Club shall be terminated and dissolved upon majority vote of the membership in favor of dissolution of the 4-H unit. Upon dissolution of the 4-H unit for any reason, the officers shall take full account of the East Hills 4-H unit assets and liabilities, and shall liquidate the assets as promptly as is consistent with obtaining the fair value thereof, and shall apply and distribute the proceeds therefrom in the following order:
a. Payment of the debts and liabilities of the East Hills 4-H club.
b. Closure of all bank accounts held by the East Hills 4-H club and setting up of any reserves which the officers may deem necessary for any contingent or unforeseen liabilities or obligations of the East Hills 4 H unit; such reserves shall be paid over by the Treasurer to the County 4-H VMO. The County 4-H VMO will hold the funds in an escrow account for three (3) years for the purpose of contingent or unforeseen liabilities or upon re establishment of the East Hills 4-H unit. At the expiration of the three-year period, the balance shall be distributed to the County 4-H VMO. The balance remaining shall be distributed to the County VMO for the purpose of program development directly relating to the enrichment of the quality of life of 4 H youth and volunteers.
c. The East Hills 4-H club treasurer, treasurer advisor and additional club members will complete Form 6.3 financial report, Form 6.2 inventory report, Form 8.5 year end club peer review report and Form 8.6 peer review checklist. All forms are to be submitted to the county office within one month of unit vote approving dissolution.
Each of the members shall be furnished with a statement prepared by the East Hills 4-H unit setting forth the assets, liabilities, and distribution upon complete liquidation. Upon compliance with the foregoing terms and manner of distribution, the 4-H unit shall cease.
Article XII – Agreed Upon Procedures
No additional procedures listed at this time.
Article changed Amendment made Date of change
2 Added a new Article as suggested by template to outline age requirements for officers. 12November2017
6 Added a new article to delineate who can vote in a club (no primary member may vote). 12November2017
6 Club members voted “No” on the change to Article 6 on 13Nov2017, so Article 6 was changed back to include primaries being allowed to vote. 11December2017
Changed names of the volunteers and president for signatures. 12November2017
Various Renumbered some articles to reflect State template. 12November2017
6 Changed Article 6 back to no primary member may vote, due to this being required by the State 4-H Policy. 2April2018