4-H Council > Bylaws

These files are in Adobe PDF format.  If you are unable to open PDF files, you can download Acrobat Reader for free from Adobe's website:  www.adobe.com

Download a copy of the Constitution and Bylaws (revised October 1, 2008)

Article I: Name

The name of this Corporation will be Missoula County 4-H, Inc.

Article II: Object

The object of this Corporation will be:

1.       To plan for and coordinate countywide 4-H activities.

2.       To give leaders a channel for offering suggestions and helping develop a countywide program.

3.       To enable leaders to undertake projects or activities on a countywide basis, and to offer suggestions for the State 4-H program.

4.       To provide a channel of communication and exchange of ideas for leaders and Extension personnel.

5.       To provide closer association and exchange of ideas for leaders and other youth organizations.

6.       To provide opportunities for leader training and development.

7.       To be responsible for fund-raising in conjunction with the 4-H Agent.

8.       To work with and through the County 4-H Foundation.

Article III: Membership

1.       All currently enrolled Missoula County 4-H adult leaders and junior leaders, regardless of race, color, national origin, gender, religion, age, disability, political beliefs, sexual orientation, and marital and family status are members of the Corporation. These leaders will be collectively known as the Missoula County 4-H Council.

2.       All 4-H adult volunteer leaders are eligible to be elected to the 4-H Board of Directors.

3.       Junior leaders are experienced 4-H members, usually over the age of 12, who assist adult volunteer leaders with projects, activities, or organizational matters.

Article IV: Board of Directors

1.       The Board of Directors will be made up of eleven (11) adult members elected by the members of the Council, by ballot, no later than the first Wednesday of September, and two (2) youth members appointed by the 4-H Agent and approved by the Board of Directors in September. In the event that there is no competition for Board of Director positions (i.e. three or fewer candidates for three positions), a ballot vote of the entire Council will not be held.  Instead, each candidate will be voted on individually at the September meeting of the 4-H Council Board of Directors. All directors will begin their terms in October. The term of office will be three (3) years for each adult member, and one (1) year for the youth members. The term of office of the Board members will be staggered so that at least three members will be elected each year. Any adult member of the 4-H Council as defined in Article III, may nominate themselves. There will be notification of the call for nominations in the newsletter and posted in the Extension office. No later than August 15th, nominees are required to declare their intent to run by providing a brief written summary of their qualifications and explaining why they want to be on the Board of Directors. All members of the 4-H Board of Directors is authorized to vote, except as noted in Article IV, paragraph 3.

2.       The Board will be responsible for attending meetings, as agreed too in Attachment A: “County 4-H Council Pledge”. Board members are to be active on committees and countywide events, promote the purpose of the Corporation, and vote on all matters that come before the Board of Directors. If a Board member feels they cannot carry out the duties prescribed, they acknowledge in Attachment A to resign their position as a Council member/officer.

3.       The officers of this Corporation are: President, Vice President, Secretary, and Treasurer and will be of legal age. The Board of Directors will nominate officers in September. The nominees are to be selected from the Board of Directors and will be elected in September and take office at the October meeting. The 4-H Agent will be an ex officio member of the Board of Directors. The President, or his/her designee from the Board of Directors, will be an ex-officio member of all sub-committees.

Article V: Duties of Officers

1.       The President will preside at all meetings, and is permitted to vote to break a tie. The President may appoint and serve on special committees with the advice and assistance of the Board of Directors, and perform such duties that may be prescribed by the Corporation. The President will also prepare a meeting agenda in conjunction with the secretary/agent.

2.       The duties of the Vice President will be to act for the President whenever the latter is unable to attend to his/her duties. The Vice President will also oversee committees.

3.       The duties of the Secretary will be to keep a record of the minutes, call roll, and provide copies of the minutes to the Extension Service, prepare an agenda in conjunction with the President, and post the agendas and meeting times, places, etc. (at least 48 hours in advance). Agenda and minutes of each meeting will be available through the Extension office by postings and requests.

4.       The duties of the Treasurer will be to care for all money that may come into the Corporation, and make the report of the same at each meeting. Money will be deposited in a financial institution approved by 2/3 majority vote of the Board of Directors. Checks are to be written by the Treasurer or by the President in the absence of the Treasurer. The Treasurer has the authority to pay all approved bills. He or she will make an annual report at the close of the 4-H year. The Treasurer will submit all financial records to the Financial Review Committee at the close of the 4-H year.

Article VI: Meetings

1.       The Board of Directors will meet monthly to conduct the business of the Corporation, except for the months of January and February. Meetings will be held at 7:00 pm the first Wednesday of the month. Notice of the meetings and agendas of the Board of Directors/Council will be posted in the Extension Office at least 48 hours prior to the scheduled meeting, and meetings will be open to the public.

2.       Special meetings may be called by the President, with the consent of the officers.

Article VII: Special Situations

1.       In the event a term of the member of the Board of Directors becomes vacant before the term of that office expires, a special election will be held at the next regular meeting of the 4-H Council. Notice advertising the vacancy will be announced in the newsletter or by postcard and posted in the Extension Office. The members of the 4-H Council present at the meeting, providing there is a quorum, will vote to fill the vacant term. The term of office will be until the next regular election in September. In the event an officer steps down, but still remains on the Board of Directors, the Board may solicit nominations and vote to fill the office at the next meeting.

2.       Any member of the Board of Directors, who misses three (3) consecutive 4-H Council meetings, or five (5) or more in a 12-month period, without sufficient cause or unexcused absences, will be notified in writing by the Secretary and will be replaced by holding a special election at the next 4-H Board of Directors meeting. The special election will not take place until the Council has solicited for interested parties.

Article VIII: Committees

1.       Committees may be formed at any time as needed.

2.       Scholarship Committee

This committee will consist of two (2) members of the Board of Directors plus

up to two (2) Council members; all members of this committee must be from

different clubs.

3.       Financial Review Committee

The duties of the Financial Review Committee will be to review the records of

the Treasurer at the end of each 4-H year and submit a written report to the

Corporation. Members of this committee are to be active throughout the year.

Article IX: Parliamentary Authority

The works of reference for the Missoula County 4-H will be Roberts Rules of Order, Newly Revised, or Parliamentary Practice for 4-H.

Article X: Amendments

The bylaws may be amended at any regular meeting of the 4-H Council provided the amendment has been submitted and read at the previous meeting or has been distributed to each member in writing at least two weeks prior to the meeting. It shall require a 2/3 majority of the Board of Directors to amend the bylaws. After approval, the amendment(s) shall be included in the book of current bylaws and amendments. The book is to be present at each meeting and kept by the secretary.

Article XI: Quorum

A quorum shall consist of at least half of the current members of the 4-H Board of Directors, who must be present.

Article XII: Bylaws

These bylaws are to be read annually, at the October meeting, by the Secretary.