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Illinois State University Collegiate 4-H

Constitution

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Illinois State University
Collegiate 4-H Constitution

Current as of 1/25/05

Article I- Organization and Purpose

Section 1:

This organization shall be known as "The Collegiate 4-H Club at Illinois State University." It is a member of the National Collegiate 4-H organization and the North Central Region of Collegiate 4-H.

Section 2:

The purpose of this organization shall be to:

Maintain and increase interest in 4-H

Develop leadership

Provide an opportunity for wholesome recreation

Provide an opportunity to make friends with other college students

Encourage participation in community activities

Article 2- Membership

Section 1:

Membership in the club shall be open to students, faculty, staffm and any other interested persons.

Section 2:

Voting membership requirements include being currently enrolled post-secretary students, paying club dues, and participating in at least 3 club activities in one quarter. Once completing these requirements, one is a member for the remainder of the academic school year. The Secretary shall track the activities in whatever way he/she deems appropriate.

Section 3:

This process will need to be completed at the beginning of every academic school year to renew membership. For the first two meetings of the academic school year, currently enrolled students who had voting membership the previous year, will retain voting privileges.

Section 4:

Club activities include any activity which is open to general membership. This may include regular meetings, or special events/activities. Special activities such as participating on an intramural sports team, count as one club activity regardless of the number of games/practices held. Questions pertaining to this issue should be directed to the Executive Committee.

Section 5:

The Executive Committee reserves the right to waive the three activities requirement based on the contribution of the person to the club in the past who has circumstances which cannot be altered to attend three club activities. (work, school, family)

Section 6:

There shall be a minimum of one faculty advisor selected from the University by the Executive Committee or a committee appointed by the Executive Committee.

Section 7:

Dues shall be proposed by the Executive Committee and approved by a simple majority of members in attendance. Changes are not to be retroactive.

Section 8:

The Secretary is responsible for the recognizing those who have completed membership requirements.

Article III- Rules and Regulations

Section 1:

This organization shall comply with the rules and regulations as stated by Illinois State University.

Section 2:

This organization shall strive to conform to the rules and regulations of the National Collegiate 4-H organization.

Section 3:

Any officer, representative, or committee chairperson who is unable to fulfill his or her position shall notify the Executive Committee one meeting before becoming unable if at all possible.

Section 4:

This constitution may be amended by a 2/3-majority vote of voting members in attendance at a regularly scheduled club meeting.

Section 5:

An amendment must be presented in writing at the preceding meeting before being voted upon by the club members.

Article IV- Officer Requirements

Section1:

All officers must be voting members of the club and enrolled at Illinois State University.

Section 2:

All officers must be enrolled in at least 6 credit hours during their terms of office.

Section 3:

All elected and appointed officers will strive to maintain good academic standing with university standards.

Article V- Elected Officers and Duties

Section 1: President

    1. Shall preside at all meetings of the club when feasible.
    2. Shall select special committees and appointed officers, if needed.
    3. Shall remain in contact with all club officers.
    4. Shall call special meetings of the club when deemed necessary.
    5. Shall select a member to take minutes in the absence of the secretary.
    6. Shall be in charge of the President’s gavel.
    7. Shall register the club with Student Organization Services.
    8. Shall plan club social activities on a regular basis.
    9. Report members’ viewpoints to the Executive Committee by way of a yearly survey and through other facets of communication.
    10. Greet and introduce all new guests at every meeting.
    11. Responsible for coordinating refreshments (optional).
    12. Responsible for bringing the American Flag and 4-H Flag to meetings.

Section 2: Vice President

    1. Shall preside as chairman of the Executive Committee.
    2. Shall preside in the absence of the president.
    3. Shall keep in contact with all committees and their progress.
    4. Shall set the given day/time that all reports are due.
    5. Shall prepare an agenda for all appropriate meetings.

Section 3: Secretary

    1. Shall be responsible for recording the proceedings and reading the minutes of all the club meetings.
    2. Shall keep an accurate attendance record at meetings and activities.
    3. Shall be responsible for all general correspondence under the club’s name.
    4. Shall keep an accurate record of members with voting privileges.

Section 4: Treasurer

    1. Shall be responsible for collecting dues and recording the names of dues paying members.
    2. Shall pay the bills of the club.
    3. Keep an updated ledger of club financial transactions.
    4. Shall settle the finances with the Student Organization Services.
    5. Shall be responsible for applying for all University funds as early as possible.

Section 5: Community Service Coordinator

    1. Responsible for organizing community service events.
    2. Shall work with the Executive Committee to develop new community service programs.

Section 6: Member at Large

    1. Responsible for the facility arrangement of the room.
    2. Responsible for coordinating Regional and National Conferences.
    3. Report members’ viewpoints to Executive Committee by way of a yearly survey and through other facets of communication.

Article VI- Appointed Officers and Duties

The Executive Committee holds all responsibility for appointing officers at its discretion as needed.

Article VII- Committee and Responsibilities

Section 1: Executive Committee

    1. Shall be chaired and presided over by the Vice President.
    2. Voting members shall consist of all elected and appointed officers and faculty advisor(s).
    3. Executive Committee meetings shall be open to all interested parties.
    4. Shall submit a regular report to the Vice President by a given day and time.
    5. Each elected and appointed officers shall submit a Standard Operating Procedures (SOP) outline at the end of his/her term in a particular office.

Section 2: Publicity Committee

    1. Shall be chaired and presided over by the appointed chair(s).
    2. Shall consist of interested members. All members must make a diligent effort to attend committee meetings.
    3. Shall propose and undertake programs and activities designed to publicize the meetings and activities of the club and recruit new members.
    4. Shall meet when deemed necessary by the chair(s).
    5. Shall submit Collegiate 4-H articles and advertisements to different publications. (Vidette. etc)
    6. Shall develop a quarterly newsletter.
    7. Shall promote Collegiate 4-H at all student involvement fairs.

Section 3: Technology Committee

    1. Shall be chaired and presided over by the appointed chair(s).
    2. Shall consist of interested members. All members must make a diligent effort to attend committee meetings.
    3. Oversee the web page including repairing, updating and improving.
    4. Work with the other committees to update the web page with new club information.
    5. Shall be an owner of the listservs and see that it is updated when needed.
    6. Shall read and review the secretary’s minutes before adding them to the web site.

Section 4: Fall Activities Committee

    1. Shall be presided over by the appointed chair(s).
    2. Shall consist of interested members. All members must make a diligent effort to attend committee meetings.
    3. Shall coordinate the club’s participation in Festival ISU, most notably 4-H week and Homecoming Week activities and any other events they choose to enroll the club in.

Section 5: Fundraising Committee

    1. Shall be presided over by the appointed chair(s).
    2. Shall consist of interested members. All members must make a diligent effort to attend committee meetings.
    3. Shall work with the Executive Committee to generate new fundraisers that will assist in financially supporting club activities.

Section 10: Alumni Committee

    1. Shall be presided over by the appointed chair(s).
    2. Shall consist of interested members. All members must make a diligent effort to attend committee meetings.
    3. Shall make all necessary arrangements to carry out Alumni events, keep in contact with current Collegiate 4-H Alumni and strive to locate such alumni who are out of touch with the club.
    4. Shall compile names for the alumni listserv and update as members graduate.
    5. Shall produce and send a quarterly correspondence to alumni.

Section 11: Special Committees

    1. Shall be presided over by the appointed chair.
    2. Shall consist of interested members. All members must make a diligent effort to attend committee meetings.
    3. Shall be governed as outlined by the president.

Article VIII- Officer Nominations

Section 1: Nomination Procedures

    1. The club will open the floor for officer nominations at the second general meeting of the winter semester and will remain open for nominations up until the club votes on the sought position.
    2. Nominees and nominators may be any voting member of the club.

Article IX- Officer Elections

Section 1:

Shall be held during the fourth general meeting of winter semester each year.

Section 2:

Only members who have fulfilled their membership’s requirements prior to the commencement of elections are eligible to run for office or vote.

Section 3: Ballots

    1. Voting shall be done by way of secret ballot.
    2. An advisor and/or non-running club member appointed by the president and vice president will count the ballots.

Section 4: Election Procedures

    1. Each nominee will be given a chance to deliver a short speech and answer questions. If a nominee cannot attend elections, another member may speak on his or her behalf.
    2. While a nominee is speaking or answering questions, all other nominees for the office must be outside the room.
    3. After a ballot winner is revealed, defeated nominees may be nominated to subsequent ballots.
    4. A plurality needs to be elected to each position.
    5. In the event of a tie, a run-off ballot between the two persons with the greatest plurality shall be held.
    6. In the event of another tie, the president shall cast the deciding vote.
    7. Absentee ballots will be accepted for all offices up to the commencement of officer elections at the fourth meeting of the winter semester.

Article X- Officer Replacement and Removal

Section 1: Replacement

    1. Any officer, representative, or committee chairperson who is unable to fulfill his or her position of office is subject to replacement.
    2. The Executive Committee shall appoint a member who meets the qualifications to fill the position.

Section 2: Removal

    1. If an officer consistently fails to fulfill his or her responsibilities the may be removed from office by a 2/3-majority vote at a regularly scheduled meeting.
    2. Intent to remove an officer must be announced at least one meeting before the vote at which time the reasons for removal must be stated.
    3. The officer to be removed must be given the option to speak without questioning immediately before the vote.
    4. The officer to be removed must first be given the option to resign from office before the intent to remove the officer is announced to the club.

Article XI- Installation of Officers

Section 1:

Shall be held at the last meeting of winter semester.

Section 2:

Arrangements for installation are to be made by the outgoing Executive Committee.

Article XII- Meetings

Section 1:

Regular meetings shall be held on alternating Wednesdays at a place designated by the Member at Large.

Section 2:

The order of business shall be:

    1. Call to order
    2. Pledge of Allegiance
    3. 4-H Pledge
    4. Introduction of guests and welcome new members
    5. Attendance
    6. Reading of the minutes
    7. Treasurer’s report
    8. Other officer reports
    9. Committee reports
    10. Old business
    11. New business
    12. Advisor Comments
    13. Announcements
    14. Adjournment

Revisions:

 

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