Dog 

Projected Calendar

Dog project meetings occur on the third Wednesday of the month at 7PM, location TBD each meeting.

1. August Meeting- Rule Changes are submitted and discussed/ tabled for next month to vote, Committee Reporter will send proposed rule changes to all 4-H members for input. 

2. September Meeting- Only Rule Changes submitted at the August meeting are discussed, voted on, and passed (Only voting members may vote). 

3. October Meeting- General business is conducted 

4. November Meeting- General business is conducted 

5. December Meeting- No meeting 

6. January Meeting- General business is conducted 

7. February Meeting- General business is conducted 

8. March Meeting- General business is conducted 

9. April Meeting- No meeting, Pima County Fair 

10. May Meeting- Fair critique and Committee Officer Election 

11. June Meeting- Optional 

12. July Meeting- Optional

Membership and Attendance

Committee Membership: 

• Max number of members: varies by clubs offering project 

• Minimum number of members: varies by clubs offering project 

• Percentage of youth membership on the committee: 50% 

• Percentage of adult membership on the committee: 50% 

Committee members come from: 

• One youth from each club that has the project that the committee represents (i.e.: Dog Committee – clubs that have the dog project will have 1(one) youth on the Dog Committee to represent that club) 

• One adult certified volunteer from each club that has the project that the committee represents (i.e.: Dog Committee – clubs that have the dog project will have 1(one) adult certified volunteer on the Dog Committee to represent that club) 

• Two additional adults or youth may be added to the committee at the approval of the full committee. 

• The club that the committee’s Project Coordinator oversees may have one additional adult member as the Project Coordinator is a non-voting member except in tie-breakers.

• Established Clubs will submit their members to PCCE 4-H staff once a year by September 30th on committee representation form (Appendix ??). 

• New Clubs will submit their members to PCCE 4-H staff by December 1 of the current 4-H year on committee representation form (Appendix ??). 

• If a 4-H Club is not going to be represented on a committee in which they have a project, they must explain their reasoning on the committee representation form (Appendix ??). 

At-large attendees: 

• Anyone may attend a committee meeting for the purpose of sharing information or concerns and asking questions. At-large attendees will be asked to speak for these purposes at a specific time during the committee meeting. 

• At-large attendees may not vote.

Extension Staff: 

• Will serve as advisors to the committee and the extension office will ensure that all County, State, and National policies are adhered to, which may result in a committee decision being overturned.

Meeting Attendance: 

• It is expected that committee members will attend at least eighty-percent of committee meetings. 

• If a committee member does not attend eighty-percent of committee meetings, the committee may contact the Community Club Leader of that club and encourage them to communicate with that representative. 

Committee Tenure: 

• Each member will be appointed to the committee each year by their 4-H club as designated on the committee representation form. 

Committee Officer Team and Elections

Each committee will have the following officers: 

• Project Coordinator: one adult certified volunteer 

• Marketing Chair: one youth member and/or adult certified leader 

• Youth Reporter: one youth member 

Committee Elections:

• Election of officers will be held by ballot once a year at the May meeting.

• There must be a quorum of fifty-one percent of the membership in order to conduct officer elections. 

• The entire committee will vote for the officer positions. 

• A committee member can only hold a specific officer role once per year. 

• Potential officers may be nominated (but must agree to run), or may volunteer themselves the meeting prior to elections. 

• Only committee members appointed by their club may vote in the election in a ballot-style election.

Officer roles/responsibilities include: 

• It is encouraged that an Officer Team communicate prior to the regularly scheduled committee meetings in order to be better prepared for the meeting. 

• If an Officer Team meets outside of the regularly scheduled committee meetings to prepare for the meeting, they may not make decisions on behalf of the committee. 

Project Coordinator: 

• The Project Coordinator is a non-voting member unless a tie-breaker is needed. 

• Guide committee through the process of developing and facilitating committee goals and objectives and events for the 4-H year.

• Create a meeting agenda with time frames for each meeting agenda item and submit to staff for input at least seven days before the meeting. 

• Send approved meeting agenda and meeting reminder at least four days before the meeting to all members and staff. 

• Facilitate the meeting following the meeting agenda and time frames on agenda items. 

• Communicate with the committee and staff as necessary between meetings regarding committee business/events. 

• Serve as liaison with the Pima County 4-H Executive Council. 

• Copy the meeting agenda or ask staff for a specific number of copies. 

• Ensure that all meeting/event attendees are treated respectfully and within 4-H behavior guidelines. 

Reporter/Marketing Chairs: 

• Work with Project Coordinator or a show/event coordinator to complete the 4-H office event request form. 

• Create promo flyer for committee events with assistance from event coordinators. 

• Write short articles regarding committee events and submit digitally to office for Greensheets newsletter, other monthly state newsletters, Facebook, etc. This must be submitted by the last Monday of the month to Kalee Hunter for publication in Greensheets. 

• Submit articles to local newspapers and or websites with approval from County Office. 

• Ensure that all meeting/event attendees are treated respectfully and within 4-H behavior guidelines. 

All committee member tasks: 

• Work as a committee to develop goals and objectives and ensure all events/shows meet these goals and objectives. 

• Plan project-related events with staff approval to include:

Clinics/Workshops 

Competitions 

• Develop project area show/exhibit guidelines for youth. o All project area guidelines must be sent to 4-H Staff for final approval. 

• Ensure that all meeting/event attendees are treated respectfully and within 4-H behavior guidelines. 

Staff Roles: 

• Assist with recruitment of committee members. 

• Screen, orient, and train all committee members. 

• Maintain committee member database, tenure, and email list (provide email list to committees). 

• Approve meeting agendas. 

• Attend at least 2/3 of committee meetings. 

• Maintain committee meeting agendas and minutes for five years and committee financial documents for seven years.

• Serve as overall financial account manager and reviewer on all committee accounts, and oversee accounts. 

• Attend/Check-in on several committee events throughout the year. 

• Provide input, support, and guidance to committee. 

• Provide input, support, and guidance in project area guidelines. 

Committee Guidelines and Expectations 

• Committee members/officers will treat one another, staff, 4-H members, parents, and guests with respect. They will not bully or harass anyone they interact with as representatives of the 4-H committee. 

• Committee members and officers are advisory members. They have input opportunities for all committee items. Staff have final authority. 

• Committee members and officers must have staff input and approval on all project guidelines, rules, additions, or deletions. 

• Work cooperatively with youth, other volunteer leaders, families, Cooperative Extension faculty and staff, and others in a courteous, respectful manner demonstrating behaviors appropriate to a positive role model for youth. 

• Communicate honestly and directly with other volunteers, Extension personnel and youth. Volunteers must exhibit the highest ethical standards. Adult and youth volunteers are expected to take actions that ensure that the 4-H program develops in a positive, constructive direction. 

• Keep the best interests of youth and families as a priority. Any type of harassment or hazing will not be tolerated. 

• Obey the local laws as well as the laws of the state and federal government. 

• Comply with equal opportunity and anti-discrimination laws. Make all reasonable effort to assure that 4-H Youth Development programs are accessible to youth without regard to race, color, national origin, sex, religion, sexual orientation or disability. 

• Recognize that verbal and/or physical abuse and/or neglect of youth is unacceptable in 4-H Youth Development programs; physical or verbal abuse is prohibited. Incidents of reported, suspected or observed abuse should be reported immediately to law enforcement or Child Protective Services. 

• Treat animals humanely and teach 4-H youth to provide appropriate animal care. 

• Operate motor vehicles (including machines or equipment) in a safe and reliable manner when working with 4-H youth, and only with a valid operator's license and the legally required insurance coverage. 

• Abide by the same rules as the youth regarding no use of alcohol, tobacco products and illegal drugs/substances at all official 4-H functions, regardless of duration, nor allow youth participants under supervision to do so. At 4-H hosted or sponsored events which last several days, this code of behavior is expected to be observed at all times. 

• No firearms possession is allowed during 4-H events and activities unless it is part of an approved 4-H program which involves firearms. Use, respect and care for all property. Charges will be assessed for any misuse or damage. 

• Know and follow established rules and expected behaviors for all programs and activities in which you participate. 

• Use appropriate language at all times. Abusive or profane language is prohibited. 

• Represent the Arizona 4-H Youth Development program with pride and dignity. 

Voting Rights 

• All appointed committee members may vote on all committee decisions except the Project Coordinator. 

• All rule changes will require a majority vote of the quorum. 

• Committee members may call into a meeting if physical presence is not possible