Club Bylaws

4H Club Bylaws

Waller County 4H Horse Club

Affective March 2012

Article I: Name and Objectives

  1. The name of the club is Waller County 4H Horse Club
  2. This is a nonprofit organization with the purpose of providing assistance and education to youth in horse management, care, and horsemanship by means of Waller County 4H Horse Club, Regional, District and State projects, workshops and competitions.
  3. The objectives of the organization are:

                        (a) To provide a safe learning environment for youth and horses.

                        (b) To teach leadership and sportsmanship

                        (c) To help each member to grow and to achieve their personal goals, while being of service to others and their community.

 

Article II: Membership

  1. Membership in the Waller County 4H Horse Club is open to any young person 8 years old and has entered the third grade, but has not reached their 19th birthday before September 1 of the current 4H calendar year, with no regard to race, color, sex, disability or nation origin.
  2. Clover kid membership is open to any child 6 years old and has entered Kindergarten, but has not reached their 9th birthday before September 1st of the current 4H calendar year, with no regard to race, color, sex, disability or nation origin.
  3. Prospective new members must sign up online at www.4Honline.com to become eligible to join the club. Members must re-enroll each 4H year.
  4. Beginning the 2011-2012 4H year, members are required to pay dues to the Waller County Extension Office. The dues are $20 if the membership is completed before September 30, 2011 and $25 thereafter. Members are expected to participate in fundraising activities.

 

 

  1. All members should perform at least one project, complete and submit a Member Achievement Plan (M.A.P.) or a 4H Project Record in May, but no later than the June business meeting. A Record Book will meet the requirements of the M.A.P. or the Horse Project Record. Record books must be submitted to the club manager for review and forwarding to the Extension Office. Due dates for record books are set by the Extension Office annually. Club mangers should not review his/her child/ren’s record book(s).
  2. If a member misses three (3) consecutive club meeting and/or fundraising activities during the current 4H year, the member will not be considered in good standing and will not be eligible to participate in judging, shows, year-end awards, elections, or other 4H activities. To be reinstated as a member in good standing, the member must justify their absence and begin participating as above-mentioned. Collegiate members may retain membership by attending three (3) business meetings a year. Member transfers and/ or circumstances affective membership status will be evaluated on an individual basis by recommendation of the Executive Committee to the Club Managers and extension agent.

 

            Each member is expected to participate in the Major Annual Fundraiser that will be held each year. The amount of time required to work will be determined closer to the time of the event. In addition, one parent from each family, is required to work a minimum of 2 hours at the fundraiser as well. If these requirements are not fulfilled, the member will not be considered in good standing. The member will be able to participate in activities and clinics throughout the next year, but will be required to pay an out of pocket fee to do so. Exceptions may be considered by the Executive Committee and the Adult Leaders on an individual basis. Options to consider may include volunteer time by another family member, adult, or 4H member to equal the amount required. The family work requirement may also be “bought out” by an donation of $100.00 to the WC4HHC. Participation in smaller fundraisers (such as the garage sale) may be considered in lieu of the $100.00 to be determined by the Executive committee and the Adult Leaders as an exception.

  1. A sign in sheet will be available at all the club functions. It is the member’s responsibility to record his/her attendance to ensure accurate member participation. If the club member fails to record their presence, he/she will not be recognized as being in attendance.
  2. Active participation at club meetings is for 4H members only. Motions and voting are limited to club members only.
  3. Parents may participate in motions open to discussion.
  4. Each family in the club is asked to bring a minimum of $50 in donation of money or supplies to support the Major Fundraiser.

 

 

Article III: Officers and Elections

  1. The elective officer of the club shall be a President , 1st Vice President, 2d Vice President, Council Delegate, Treasurer, Secretary, Reporter and Historian.
  2. Officers shall be elected annually. Officers shall serve a term of one year beginning at installation. Officer shall not serve in the same office the following year. However, any person appointed to fill an unexpired term shall be eligible for election to the same office the following year.
  3. The officers of the club shall constitute the Executive Committee.
  4. The Executive Committee shall fill any officer position that becomes vacant with a club member in good standing.
  5. The President must have previously held an officer’s position in the club.
  6. An individual shall have been a Waller County 4H Horse Club member in good standing for the previous 4H year to be eligible for nomination to office. Previous 4H club membership will be considered. Current officers will review nominees and establish the ballot.
  7. Non-attendance by an officer at three consecutive meetings or club activities shall be grounds for removing an individual from office. Recommendation for such action must be documented and shall made by Executive Committee to the Club Managers and extension agent.

 

Article IV: Duties of Officers

  1. Duties of the President shall be:

                        (a) To preside at all meetings of the club, enforce the bylaws and exercise management over the affairs of the club.

                        (b) To appoint standing and special committee (Christmas Party, Parade, Nominating)etc

                        (c) To serve as an ex officio member of each committee, except the nominating   Committee.

                        (d) To perform duties of Council Delegate if the office is absent.

                        (e) To contact each person who has a part during the meeting or on the program and encourage them to be prepared.

                        (f) To arrive at least 30 minutes before the meeting to set up the room suitable for        meeting and leaders regarding any last minute additions to the agenda. To remain after the meeting to return the room to its original condition.

 

  1. Duties of the Vice President(s) shall be:

                        (a) To assist the president

                        (b) To perform the duties of the president if that officer is absent.

                        (c) To serve as chairman of the Program Committee.

                        (d) To help plan all club education programs 1year in advance.

                        (e) To host any club speaker before and after the meeting.

                        (f) to contact members who have missed two (2) meetings in a row and encourage them to attend the next meeting.

                        (g) To arrive at least 30 minutes before the meeting to set up the room suitable for       meeting, program and to remain after the meeting to return the room to its original condition.

  1. Duties of Council Delegate shall be:

                        (a) To serve as delegate to the county 4H Council

                        (b) To keep the club informed of the county 4H activities and help coordinate local and county activities.

                        (c) To encourage all 4H members to become involved in county activities.

                        (d) To arrive at least 30 minutes before the meeting to set up the room suitable for meeting, program and to remain after the meeting to return the room to its original condition.

                        (e) To be the club Parliamentarian and advise the presiding officer on parliamentary procedure.

                        (f) To inform members in correct parliamentary procedures.

  1. Duties of the Secretary shall be:

                        (a) To keep a full and accurate record of all proceedings of the club meeting.

                        (b) To have charge of club correspondence.

                        (c) To keep the attendance record and read the minutes at each meeting.

                        (d) To serve as chairman of the Community Service Committee.

                        (e) To keep on file all sign-in sheets and current record of participation for all members.          This should be available to club manger upon request.

                        (f) To read letters of information or any other correspondence to the group.

                        (g) To write all letters for the club, thank you notes, announcements, etc.

                        (h) To arrive at least 30 minutes before the meeting to set up the room suitable for      meeting, program and to remain after the meeting to return the room to its original condition.

  1. Duties of the Treasurer shall be:

                        (a)To help prepare a budget for approval by the club.

                        (b) To receive, hold and pay out all monies of the club as designated by the adopted budget. All expenditures not included in the budget must be approved by the Executive Committee.

                        (c) To keep an accurate record of the receipt and expenditures of all funds.

                        (d) To present a financial statement of the club as requested

                        (e) To serve as chairman of the finance Committee.

                        (f) To arrive at least 30 minutes before the meeting to set up the room suitable for        meeting, program and to remain after the meeting to return the room to its original condition.

  1. Duties of the Historian shall be:

                        (a) To serve as chairman of the Membership Committee.

                        (b) Makes sure pictures are taken at all club meeting, group activities, and special functions and maintain scrapbook.

                        (c) Request and obtain pictures from any member willing to donate and add to the scrapbook.

                        (d) Brings scrapbook to all club meetings to share with the members.

                        (e) To arrive at least 30 minutes before the meeting to set up the room suitable for       meeting, program and to remain after the meeting to return the room to its original condition.

  1. Duties of the Reporter shall be:

                        (a) To report activities of the club to local news media.

                        (b) To report activities to the County Extension Agent and/or in the county newsletter.

                        (c) To arrive at least 30 minutes before the meeting to set up the room suitable for       meeting, program and to remain after the meeting to return the room to its original condition.

 

 

Article V: Leaders and Duties

  1. Adult Leader of the club are:

                        (a) The club manger(s) and the assistant club manger, who are recruited by a special committee, or nominated by the nominating Committee by or before June of the each year, subject to the approval of the county extension agent and the 4H & youth Development Committee.

                        (b) Leaders in specific project or activity areas such as Judging, Horses Bowl, Arena Demonstrations, Record Keeping etc., who shall be appointed by the club mangers and the Executive Committee.

                        (c) Committee advisors or leaders shall be appointed by the Executive Committee and club manager.

  1. Duties of Club Managers:

                        (a) To be responsible for all the overall year’s program of the club.

                        (b) 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 programs and activities are well planned and executed.

                        (c) To work closely with the county extension agents and other adult volunteers to coordinate local and county activities.

                        (d) To keep the best interests of each member foremost in the plans of the club.

  1. Duties of Projects and Activity Leaders:

                        (a) To be responsible for planning and directing activities and programs in their specific area.

                        (b) To work closely with Club Managers to coordinate their projects with other club activities.

                        (c) To use junior leaders to assist them in their areas.

  1. Junior Leaders of the club are members 10-12years old who have been members for at least 1 year. Their duties are:

                        (a)To assist adult leaders in all phases of the 4H programs.

                        (b) To provide leadership, knowledge, skills and enthusiasm to the club and county 4H activities as the opportunities and needs arise.

                        (c) To help individual club members.

  1. Teen Leaders of the club are members 13 years old and older who have 1 year of project experience. Their Duties include:

                        (a)To assist adult leaders in all phases of the 4H programs.

                        (b) To provide leadership, knowledge, skills and enthusiasm to the club and county 4H activities as the opportunities and needs arise.

                        (c) To help individual club members.

                                                                  

 

Article VI: Committees and Duties

  1. The standing committees of the organization shall be Finance, Membership, Program, Social and Community Service. The Executive Committee, Club Manger(s) and Assistant Club Manger shall appoint the committee members at the beginning of the year for a 1year term.
  2. Duties of the standing committees:

                        (a) Finance – Chaired by the Treasurer – the finance committee is responsible for proposing a 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 fundraising projects during the year.

                        (b) Membership – Chaired by the Historian – The membership committee is responsible for securing and enrolling new members for the club, welcoming visitors and prospective         members at the club meetings and providing new members with the 4H club information.

                        (c) Program – Chaired by the Vice-President(s) – The program committee is responsible for all the programs at the regular meetings. This includes planning the year’s program at the beginning of the club year and being responsible for each program during the year.

                        (d) Social – The Social Committee shall be responsible for providing recreation at each club meeting, or all special social activities during the year, and for appointing families to           provide refreshments and be hosts and hostesses for each regular meeting.

                        (e) Community Service – chaired by the Secretary – the community service committee is responsible for planning community service activities to involve all members of the club. Those activities should help all members develop personally as well as benefit the community.

                        (f) Scholarship – Chaired by the Council Delegate –

                        (g) Nominating Committee – A nominating committee shall be formed when the club’s membership exceeds 15 members. The president appoints the nominating Committee at least        30 days before the election of officers. It shall consist of three to seven members and one to two            adult advisors. The committee will obtain each potential nominee’s consent before placing his or her on the proposed slate of officers.

 

 

 

 

Waller County 4-H horse club scholarship requirements

 

 

  1. Applicant must have been a member in good standing for the 2 year prior the application deadline.

 

  1. Applicant must be scheduled to graduate during the year applying.

 

  1. Applicant must provide a copy of the entire high school transcript.

 

  1. Applicant must provide his/her score from taking the SAT/ACT test.

 

  1. Applicant must complete and pass all necessary standardized test(s) for high school graduation and admittance to the college or university declared in the scholarship application.

 

  1. Applicant must have made a formal application to attend a college, university, or technical school.

 

  1. Applicant may show participation in 4H show activities such as the

       following:

                        (a)   District 4H horse show

 

                       (b)   State 4H horse show

 

                       (c)   Waller County Fair

 

                        (d)   Horse/livestock judging

 

                       (f)   Competition at any livestock show

 

  1. Applicant may show any other youth activities, 4H leadership, and any

     community service involvement.

 

 

  1. Applicant must provide an essay on the topic chosen by the scholarship

       committee.  

      

  1. Applicant must provide 2 completed record books from 2 different years,

       with one having been judged at the state 4H district level.

 

  1. Completed applications shall be turned into the club manager by

         March 15th of the year applying.

 

By-law changes

 

  1. March 15th of each calendar year, the club manager(s) shall review all applications for scholarship with the Waller County 4H horse club to determine if they meet the club requirements. Only those that meet the club requirements will be forwarded to the scholarship committee.

 

  1. The club manager(s) shall delete any applicant names from each application before submitting them to the scholarship committee. The club manager(s) will retain the applicant record books.

 

  1. At the January club business meeting each year, nominations will be accepted for 3 scholarship committee positions. Nominees can not a have a family member in the Waller County 4H horse club, however a nominee can have some affiliation with the club such as a club sponsor or county extension agent. Elected nominees will serve a 1 year term.

 

  1. At the February club business meeting, a vote will be held with all club members electing 3 individuals to serve on the scholarship committee.

 

  1. The executive committee shall determine by vote what amount of the scholarship fund will be allocated each year for scholarships. This amount cannot exceed 33% of the scholarship fund.
  2. The executive committee shall, based on the amount allocated, make a recommendation on each scholarship value to be awarded.

 

  1. The executive committee shall nominate an adult leader, who does not have a child applicant, to act as a liaison to the scholarship committee.

 

  1. The scholarship committee will be instructed to evaluate each applicant based on academic achievement, leadership, awards, community involvement, character, and 4H competition achievement.

 

  1. Scholarship winner(s) will be announced at the May club business meeting.   The scholarship award will be paid directly to the financial aid office of the college, university, or technical school the scholar is enrolled in. Under no circumstances will payment be made directly to the scholar.                      

  

 

Article VII: Meetings

  1. Regular meeting of this organization shall be held on the 2nd Tuesday of each Month at the place and time determined by the Executive Committee and Club Mangers.
  2. Special meetings may be called by the President , Executive Committee or Club Mangers.

 

 

 

 

Article VIII: Procedure

  1. Robert’s Rules of Order, Revised shall be the accepted authority in all matters pertaining to parliamentary procedures not specifically covered in the club’s bylaws.
  2. The order of business for regular meetings is:

            Call to order

            Recite Motto, 4H Pledge, and Pledge of Allegiance

            Reading and approval of the minutes

            Reports of officers, committees, project groups, special activities, leader

            unfinished business

            program

            Adjournment

            Recreation

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

 

Article IX: Awards

The County 4H Awards Banquet allows all 4h Members to be recognized for the prior year’s 4H participation. It is also a way to promote the variety of opportunities in 4H and to recognize more 4H members. These are the Awards:

                       

                        Rookie Award (any age, 1st year 4H’er)

                        Bronze Star Award ( Juniors)

                        Silver Star Award (Intermediates)

                        Gold Star Award (Seniors)

                        Danforth “I Dare You” Award (Seniors)

Forms are in the Waller County 4H Handbook under section : Awards and Recognition Applications. Forms are available online at

www.texas4-H.tamu.edu

 

Articles X: Club Disbandment

If the club disbands, all real property, including money, equipment and land, becomes property of the Waller County 4H Program for care and disposition. The last official duty of the club’s manger shall be to transfer the club property and turn over club records to the county Extension Agent.

 

Article XI: Amendments

These bylaws may be amended at any regular meeting of the club by a two-thirds vote of the members present, providing 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 4H philosophy.