Bylaws of the Idaho Association of Extension 4-H Agents
Approved by membership April, 2005

Preamble
The current version of the Idaho Association of Extension 4-H Agents' bylaws were adopted in April 2005

CONTENTS
Article I.          Name and Purpose
Article II.        Membership and Dues
Article III.       Meetings
Article IV.       Officers
Article V.        Elections
Article VI.       Committees
Article VII.     Amendments

Article I – Name and Purpose
Section 1. Name:  This Association shall be known as the “Idaho Association of Extension 4-H Agents" (IAE4-HA), and it is sometimes referred to in these bylaws as the Association.

Section 2. Purpose: The purpose of this Association shall be to:
¨      advance the professional status of the Extension 4-H/Youth personnel
¨      encourage professional improvement of all Extension 4-H/Youth  personnel
¨      increase interest in Extension 4-H/Youth work as a career
¨      provide exchange of  ideas, methods, and techniques
¨      strengthen communications with Extension Administration
¨      promote cooperation among all Extension personnel

Article II - Membership and Dues
Section 1. Membership.  There shall be two classes of membership in the Association: (1) Active, (2) Life.

Active Members - two categories:
a.       State and National members. State and National due paid members may vote, hold elected or appointed positions, and apply for scholarships at both levels.  They also receive News & Views.
b. State-Only Members. State-Only membership in the Association is available without joining the national (NAE4-HA) organization.  While eligible to participate fully within the State Association, these members are not eligible to serve as a state officer, hold national elected or appointed positions, apply for national scholarships and awards, or vote at the national level

Life Members - two categories:
a.  Life -A life member must meet all requirements for NAE4-HA Life membership.  Life members are eligible to participate fully within the State and National Association.
     i.  If a retired individual has been an active member for at least 5 years, the membership may choose
         to pay all or part of the NAE4-HA Lifetime Membership fee on behalf of the individual.
b. NAE4-HA Presidents’ Life Membership - Upon completion of term of office will be awarded an active membership into the State and National Association for as long as they are employed by Extension, upon leaving, will receive a Life Membership.

Section 2. Eligibility.
a. Membership is open to all individuals currently employed by the Extension System in professional status with an assigned responsibility for 4-H/Youth development, or professional interest in promoting and supporting same. (For the purpose of the Association, this shall include Extension administrators, specialists, educators, and state or county-funded coordinators and assistants.)
b. Membership in the Association shall be available without regard to race, color, national origin, gender, religion, age, disability, political beliefs, sexual orientation, and marital or family status.

Section 3. Dues: The Association shall conduct an annual enrollment of members.  The membership year shall run from November 1^st to October 31^st.  Persons may be admitted to membership at any time during the membership year.  The right of a member to vote and all rights, title and interest in or to the Association shall cease on the termination of membership.

Section 4. Rights of Members. Annual dues of this Association shall be as set forth by the membership.  Dues for the current year shall be submitted to the Association treasurer by December 1^st.

Article III –Meetings
Section 1. Annual Meetings. The time and place of Association Annual meetings shall be determined by the Executive Committee, or upon request of at least fifty percent (50%) of the membership.

Section 2. Conduct and Order of Business. The rules contained in Roberts’ Rules of Order, newly revised latest edition, shall govern all meetings of the members in all cases to which they are applicable.

Section 3 Notice of Annual Meeting. All Association members shall be notified, either personally or by mail, not less than 10 days before the meeting as to the time, place and purpose(s) of said meeting.

Section 4 Quorum. A quorum for general membership meetings shall consist of at least fifty percent (50%) of the membership.

Article IV - Officers
Section 1. Elected State Officers.  The officers of this Association shall be the President, President-Elect, Vice-President, Secretary, and Treasurer.

Section 2. Qualifications and Term of Offices. These individuals must also be members of NAE4-HA.  A Vice-President shall be elected annually.  The Vice-President shall assume the President-Elect position upon recommendation and approval of the Nominating Committee.  The President-Elect automatically shall assume the President position under normal conditions. The secretary shall be elected for a two-year term in even-numbered years and the treasurer shall be elected for a two-year term in odd-numbered years.  No officer shall serve consecutive terms in the same office. Terms shall run from November 1^st through October 31^st.

Section 3. District Elected Offices.  District Contacts shall be elected for a two-year term from the four Idaho Extension Districts, by the membership within that District. District Contacts from Districts 1 and 3 shall be elected on odd-numbered years and District Contacts from Districts 2 and 4 on even-numbered years.

 

 

 

 

Section 4. Executive Committee Membership The Executive Committee shall consist of the President, President-Elect, Vice-President, Secretary, Treasurer, District Contacts and the immediate Past-President
a. The quorum for Executive Committee shall be two-thirds (2/3) of the committee.
b. The Executive Committee may have additional meetings other than those held in connection with the regular annual meeting, but shall meet at least once per year.

Section 4. Duties. The duties shall be those normally associated with the respective office, plus any additional duties as may be assigned by the President.

Section 5. National Delegate.  The President, or a member selected by the Executive Committee, shall serve as the official Association delegate to National meetings.

Section 6. Resignation and Vacancies: 
a. Resignation. Any member of the Executive Committee may resign at any time by giving written notice of such resignation to the Association President or President-Elect.
b. Vacancies. An Active member appointed by the Executive Committee may fill any Vacancy in the Executive Committee occurring during the year for the un-expired portion of the term.

Article V – Elections
Section 1. Nominating Committee.  The District Contacts and the immediate Past President shall constitute the nominating committee; the immediate past president shall chair the committee.  The nominating committee shall present a slate at the annual meeting of at least one candidate for each office.  Further nominations can be made from the floor.

Section 2. Elections.  Elections shall be held at the time of the annual meeting, if a quorum is present. If an Annual meeting is not held, or a quorum is not present, the nominating committee report will be sent to membership in the form of a ballot, with space for write-in candidates.  Ballots are to be returned by to the Association secretary for tabulation.  The secretary will notify the membership of the election results.

Section 4. Vote.  Officers of the Association shall be elected by a majority vote of those members in good standing present at the annual meeting (or by ballot as outlined above).  District Contacts shall be elected by a majority vote of those members within that respective District present at the annual meeting (or by ballot as outlined above).

Article VI- Committees

Section 1. Appointed Committees.  There shall be the following appointed committees within the Association. (The President may appoint other ad hoc committees as needed):
     Audit & Budget
     Membership
     Professional Development Conference

Section 2: Audit & Budget.  The Association shall audit financial records of the Treasurer annually.  The President shall appoint this committee, to include the immediate Past-President, the current Treasurer, and at least one additional non-officer member.  This committee shall prepare an audit report and proposed budget for consideration at the Annual meeting.

Section 3: Membership. This committee shall be comprised of the Association Treasurer and the District Contacts, with the Treasurer serving as the chair.  This committee shall see that a National Association of Extension 4-H Agents brochure, a copy of the Association Bylaws, and a letter of invitation to join the Association is sent to every new Extension System employee who has any 4-H/Youth responsibility.

Section 4. Professional Development Conference.  This is charged with making program arrangements (speakers, facilities, etc.) for the professional development conference of the Association.  The Professional Development contact shall chair this committee.

Section 5. Standing Committees.  The President shall appoint Active-State and National Members as Association Contacts for the following Standing Committees, consistent with NAE4-HA committees. These contacts shall serve as a liaison between NAE4-HA and the Association membership, carrying out the function of and chairing these respective committees:
     Diversity
     News and Views
     Member Recognition
     Policy and Resolutions
     Professional Development
     Programs
     Public Relations and Information

Section 6. Diversity.  Work to insure that diversity and inclusiveness is incorporated in all aspects of the Association.  Inform membership of diversity resources and multi-cultural materials for staff, volunteers and youth.

Section 7. News & Views.  Encourage the professional improvement and advance the professional status of Extension 4-H/Youth personnel through the exchange of ideas, methods and techniques; strengthen communication within the Association and with Extension Administration; recruit/solicit members to submit articles for publication in News & Views.

Section 8. Member Recognition.
a.       This committee shall be comprised of three members to select/nominate current NAE4-HA members within the Association for the Distinguished Service Award, 25-Year Service Award, Achievement in Service Award, and any other recognition programs as deemed appropriate by the Association. 
b. The immediate past recipient of the Distinguished Service Award shall serve as the chair for this committee; the two other committee members as appointed by the President shall be ineligible to receive these awards for the current year.

Section 9. Policy & Resolutions.  As designated by the President, review all major policy recommendations; study and recommend policies and long-range objectives; solicit and review resolutions from the membership; prepare any resolutions from the Association for submission to the appropriate organization.

Section 10. Professional Development.  Encourage membership to subscribe to, submit and utilize information from the Journal of Extension. Keep members informed and encourage them to participate in scholarships, grants, professional development opportunities (study tours, summer school, winter school, exchange programs, etc.); encourage higher learning institutions to develop courses, study tours, etc. that increase competency of Extension 4-H/Youth professionals.

Section 11. Programs. Responsible for advocating, supporting, partnering and communicating the use of up-to-date methodologies, techniques and educational materials to members within the Association.

 

 

 

Section 12. Public Relations and Information.  Conduct activities that inform others of the roles of 4-H professionals and the accomplishments of the 4-H Program locally and statewide, that promote a positive image.  Create publicity materials and maintain positive relationships with the various publics.

Article VII – Amendments
Section 1. Amendments.  Amendments to the Bylaws may be made at any regular meeting with the approval of a two-thirds vote of members present, provided a quorum is present. Notice of the proposed amendments must be submitted by the Executive Committee to the membership at least thirty (30) days prior to the annual meeting or a special meeting called for that purpose.

Section 2. Emergency Amendments.  In an emergency (as determined by Executive Committee) the Bylaws may be amended if approved by two-thirds of the membership who return a ballot by mail.  Notice of the proposed amendment must be printed and submitted with the ballot at least thirty (30) days prior to the due date for the ballots to be returned.