Maryland 4-H Volunteers' Association
Constitution and By-laws
Article I Name
The name of the association shall be the Maryland 4-H Volunteers' Association.
Article II Purpose
The purpose of this organization shall be to develop and support volunteers to serve the needs of
4-H volunteers and members throughout the state. In keeping with this purpose, it is the
intention of the organization:
1. To support the delivery of information, service, and human and economic resources
available to volunteers as provided by the 4-H program.
2. Provide means for Maryland 4-H volunteers to exchange mutually beneficial 4-H
experiences and ideas.
3. Assist in providing training opportunities for Maryland 4-H volunteers.
4. Serve as mentors to new 4-H volunteers and/or new clubs.
Article III Membership
1.
2.
3.
The membership shall consist of active, enrolled University of Maryland Extension
(UME) 4-H adult volunteers without regard to race, age, sex, color, sexual orientation,
physical or mental disability, religion, ancestry, national origin, marital status, genetic
information, political affiliation, and gender identity or expression.
The State 4-H Youth Development Specialist for Youth and Adult Leadership will serve
as coordinator between this organization and the State 4-H Office.
The voting procedures for officer elections shall be: At the annual meeting the UME 4-H
volunteers will be asked to sit together by county. Two designated persons, preferably not
voting eligible, shall be appointed tellers. Each county will be given two ballots (one
ballot if only one county UME 4-H volunteer is present). Each county delegation will
vote among themselves and tally their votes. The votes will be split if there is a tie. If the
majority votes for one person, both votes will go to that individual. The ballot(s) will be
given to the tellers. The tellers will count all eligible ballots and give report to the
President. After voting, all ballots will be destroyed. The same procedure may be used for
other issues needing to be decided by a vote.
Article IV Officers
1.
2.
3.
The elective officers of the Maryland 4-H Volunteers' Association shall be president, vice
president, secretary, and treasurer.
Candidates for office in the State 4-H Volunteers' Association must currently be enrolled
and active as a UME 4-H volunteer in Maryland for at least three (3) consecutive years.
Elected officers and representatives shall serve for a term of two (2) years. All officers
and representatives are eligible to succeed themselves in the same position, not to exceed
two consecutive terms (refer to Article VIII, 1).
Article V Executive Committee
1.
The Executive Committee shall be composed of the elected officers, Financial Advisor,
two Young Alumni Liaisons, the immediate Past President and the State 4-H Youth
Development Specialist for Youth and Adult Leadership.
Article VI Meetings
1.
2.
3.
4.
Three (3) meetings shall be held annually. Special meetings may be called by the State
4-H Youth Development Specialist for Youth and Adult Leadership or the Association
President.
An annual meeting of the Association will be held in the fourth quarter of each year.
Meetings are open to anyone interested in supporting and promoting Maryland 4-H
programs.
Meetings of the Association may be rotated throughout Maryland.
Article VII Parliamentary Procedures
1.
Robert's Rules of Order will be followed in the conduct of meetings.
Article VIII Election
1.
2.
3.
Elections will be held annually for two offices, President and Vice President (odd years)
and Secretary and Treasurer (even years). The term of office will begin at the annual
meeting.
A nominating committee chaired by the immediate Past President will present a slate of
nominees for the offices to be filled. Additional nominations may be made from the
floor. All nominees must give prior consent to serve, if elected. Counties are encouraged
to present the names of potential candidates to the committee.
Biographical information on each candidate shall be presented to those in attendance.
Article IX Quorum
1.
A quorum for the annual 4-H Volunteers' Association meeting shall consist of no less
than ten (10) voting members and the President or Vice President.
Article X Amendments
1.
2.
This constitution may be amended by a two-thirds (2/3) vote of the members present at
the annual meeting.
The text of all proposed amendments must be provided in writing to all Association
members at least two (2) months prior to voting.
Article XI Termination and Dissolution
1.
Upon termination or dissolution of the Maryland 4-H Volunteers' Association for any
reason, the Executive Committee shall be responsible for liquidating all assets, payments
of all outstanding debts, establishing any reserves for unforeseen obligations and
distributing any balance of proceeds to the Maryland 4-H Foundation.
By-laws
I. Order of Business
The order of conducting a business meeting shall be:
1.
2.
3.
4.
5.
6.
7.
8.
Call to order
Roll Call (optional)
Reading of the minutes
Reports: Officers and Committees
Unfinished Business
New Business
Announcements
Adjournment
II. Dues
The members of the Association may, by majority vote at the annual meeting, elect to levy
membership dues.
III. Committees
Standing committees shall be appointed by the President and chairs elected by the committee.
The standing committees are:
1.
Program
- (President, ex-officio with 3 or more people)
2.
Publicity
- (Vice President, ex-officio with 3 or more people)
3.
Membership - (Secretary, ex-officio with 3 or more people)
4.
Finance
- (Treasurer, ex-officio with 3 or more people)
5.
Nominating - (Past President, ex-officio with 3 or more people)
6.
Young Alumni- (Young Alumni Liaisons, ex-officio with 3 or more people)
IV. Duties of Officers, Representatives, and Standing Committees
1.
2.
3.
4.
President: shall preside at all meetings of the Association, and at Executive Committee
meetings. The President shall also be responsible for all administrative functions of the
organization during the tenure of office. This officer will serve as an ex-officio on the
Program Committee.
Vice President: shall perform the duties of the President in case of absence and shall
assume any other duty that may be assigned by the President. This officer will serve as
an ex-officio on the Publicity Committee.
Secretary: shall keep records of the proceedings of all meetings and send copies of the
minutes to members of the Association. The Secretary shall also receive and file
communications, shall communicate notice of called meetings, and shall correspond as
directed by the President. The Secretary shall serve as an ex-officio on the Membership
Committee.
Treasurer: shall assume those duties normally associated with the office and specifically
shall keep the financial records of the Association and shall be responsible for the
collection of any dues and for payment of any bills incurred by the Association. The
Treasurer shall serve as an ex-officio on the Finance Committee. The Treasurer will
prepare a financial statement for each Executive Committee and annual meeting.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
Young Alumni Liaisons (2): shall serve as appointed members of the Executive
Committee and chairpersons of the Young Alumni Committee. The Young Alumni
Liaisons (one appointed every odd year and one appointed every even year) will be
chosen through an application and interview process to serve a two-year term. He/She
will be tasked with welcoming new volunteers ages 18-25 and helping to ease the
transition from that of 4-H member to volunteer.
Financial Advisor: shall serve as an appointed member of the Executive Committee and
an ex-officio of the Financial Committee. He/she will be responsible for serving as a
liaison between the Association and the Maryland 4-H Foundation.
Immediate Past President: shall serve as an advisor to the Executive Committee and to
the President. They also will serve as an ex-officio on the Nominating Committee.
Program Committee: will carry out the objectives set by the Executive Committee for the
educational programs of the Association.
Publicity Committee: will promote this organization and the training programs which it
co-sponsors to the 4-H volunteers throughout Maryland.
Membership Committee: will ensure attendance is taken at each meeting and will carry
out methods to promote membership to UME 4-H volunteers.
Finance Committee: will advise the Executive Committee on the means by which
revenue can be raised when needed and prepare a budget.
Nominating Committee: see Article VIII, 3.
Young Alumni Committee: will update and maintain an accurate alumni roster of all 4-H
members transiting into a volunteer role as of January 1 each year and will develop and
sustain volunteer opportunities for young alumni throughout the Maryland 4-H program
including, but not limited to, training opportunities, networking opportunities, and
fundraisers.
Committee chairs will be elected by the committee members or appointed by the
Association President.
V. Amendment to By-laws
By-laws may be amended in accordance with Article X of the Constitution.
The University of Maryland Extension programs are open to any person and will not discriminate against anyone because of race, age, sex, color,
sexual orientation, physical or mental disability, religion, ancestry, national origin, marital status, genetic information, political
affiliation, and gender identity or expression.
Original 6-16-99
Revised 11-16-02
Revised 11-23-14
Revised 11-22-15