NAE4-HYDP Bylaws

BY-LAWS and OPERATING PROCEDURES

Originally adopted November 20, 1985

Revision adopted November 2004

Revision adopted October 13, 2010

Revision adopted November 14, 2013

Most recent revisions adopted October 30, 2020

I. Name

A. This association shall be known as 4-H Section. Along with this document, 4-H Section operates under the Constitution and By-laws of the Nebraska Cooperative Extension Association, Inc.

(Note: 4-H Section does not have a separate constitution, only these bylaws.)

II. Purpose, Mission, and Objectives

A. The mission of 4-H Section is to promote, strengthen, enhance, and advocate the 4-H youth development profession.

B. In addition to the objectives of NCEA, 4-H Section shall foster the following objectives as they relate to the youth development profession:

1. Advance the professional status of the membership.

2. Increase interest in 4-H youth work as a career.

3. Encourage professional improvement.

4. Exchange ideas, methods, and techniques.

5. Promote cooperation among all Extension personnel.

6. Strengthen communications with Extension administration.

III. Membership

A. Membership shall be available to all eligible Cooperative Extension workers with an interest in 4-H/Youth development regardless of race, color. religion, sex, age, national origin or condition of handicap.

B. Upon payment of NCEA, 4-H Section, and NAE4-HYDP dues, Extension workers shall become members of the National Association of Extension 4-H Youth Development Professionals (NAE4-HYDP).

C. Because Extension Administrators are not eligible for membership in NCEA, they are not technically members of 4-H Section. However, their membership in NAE4-HYDP counts toward Nebraska's award quotas and their involvement in the 4-H Section is encouraged.

D. 4-H Affiliate(s) is/are available to other youth development professionals, former NAE4-HYDP dues paying members who were Active members but do not currently qualify for Active or life membership , and NAE4-HYDP donors and sponsors that are not eligible for NCEA membership because they are not Extension employees. Involvement does not include voting privileges or serving as an officer nor membership in NCEA. Dues will be the same as Active members of the 4-H Section. Dues of affiliates will be paid directly to the 4-H Section Treasurer.

E. Student Members: An individual who is currently attending a college/university with full-time student status is eligible for membership and will pay one-half current dues of a 4-H Section active member. Student members may attend both state and national meetings and related association activities. Involvement does not include voting privileges or serving as an officer nor membership in NCEA. Dues of student members will be paid directly to the 4-H Section Treasurer.

IV. Officers and Board of Directors

A. The officers of 4-H Section include the President, President-Elect, Vice-President, Secretary, Treasurer and Historian. These officers together with the Junior and Senior Directors and the immediate past president shall serve as an executive committee.

B. The Board of Directors of 4-H Section shall consist of the Executive committee plus committee chairs.

C. Elections and Term of Office

1. The nominating committee shall develop a list of nominees for the offices of president elect, vice president, secretary, treasurer and historian. Two persons shall be nominated for each office except president. Nominees for the president elect position are required to have prior service as a 4-H Section officer or standing committee chair. Nominations may be accepted from the floor and the election will be held at the annual meeting.

2. The slate will include-. president (automatic progression from President-Elect – only one name on ballot), president-elect, vice president. secretary (odd numbered year), treasurer and historian (even numbered year), and director (one elected each year).

3. The term of office shall be two years for directors (one year as junior director and following year as senior director), secretary, treasurer, historian and Chair of the Membership/Public Relations and Information Committee: and one year each for president, president-elect. and vice president. Any officer who has served a term of six months or more is considered to have served a full term in that office. The term of office for the Treasurer and Chair of Membership/Public Relations and Information Committee shall end in alternate years.

D. Vacancy in Office

1. A vacancy in the office of president shall be filled by the vice president.

2. In the event of a vacancy in the office of president-elect, the Board shall appoint the vice president as acting president-elect for the unexpired term. The acting president elect shall assume the duties and powers of the office of president-elect and shall automatically succeed to the office of president for the following term.

3. Any vacancy, other than president or president-elect, created in any office, shall be filled by appointment by the 4-H Section Board.


V. 4-H Section Duties of Officers

A. President

      • Shall call and preside over all regular and special 4-H Section meetings.
      • Shall assume all responsibilities that are naturally a part of office of President for the 4-H Section.
      • Shall be official spokesperson of 4-H Section and is a member of the NCEA Board of Directors.
      • Shall be official spokesperson of 4-H Section to NAE4-HYDP and the University system and serve as the conduit of ideas, needs and concerns. Shall attend the regional officers’ workshop and NAE4-HYDP national meeting as state liaison.
      • Shall appoint ad hoc committees or vacated posts with advice and approval of the Board of Directors.
      • Shall support the work of 4-H Section officers and committee chairs.
      • Shall attend to all official correspondence and forward to Secretary for filing.
      • Shall appoint coordinator for Nebraska delegation to NAE4-HYDP Annual Meeting.
      • Shall serve on the Audit & Budget Committee.
      • Shall maintain ongoing dialogue of program issues to State Program Leader.

B. President-Elect

      • Shall assume duties as assigned by the president, and shall serve in such capacity as the president may deem necessary throughout the year in order that the president-elect may become thoroughly familiar with the entire 4-H Section program and activities.
      • Shall serve as chairperson of Committee on Committees for 4-H Section and shall work with the committee chairs to get committee goals established for the year.
      • Shall serve as editor of 4-H Section Connection publication.

C. Vice President

      • Shall preside at all meetings of the 4-H Section and Board of Directors in the absence of the president and shall perform other duties as the President may direct.
      • Shall serve as the designated officer to work with the NCEA technology committee to maintain the 4-H Section information on the NCEA web site and update social media as needed.

D. Secretary

      • Shall keep accurate minutes and reports of all meetings of the 4-H Section and shall share these at the direction of the President.
      • Shall keep properly filed all important documents received from President.

E. Treasurer

      • Shall receive and disburse all funds handled by the 4-H Section.
      • Shall deposit and/or invest funds of the 4-H Section as authorized by the Board of Directors.
      • Shall serve on Audit and Budget committee.
      • Shall advance NAE4-HYDP membership funds as required.

F. Junior and Senior Directors

      • Shall serve as spokesperson on 4-H Section Board of Directors.
      • Shall serve as ex-officio members of membership committee and address new Extension workers at New Extension worker orientation.
      • Shall collect and collate the annual report of proceedings prepared by officers and committee chairs.
      • Shall coordinate The State’s Night Out event at National Conference.

G. Past President

      • Shall be a member of the Board of Directors and shall assist President as requested.
      • Shall chair the nominating committee.
      • Shall serve on the Extension Dean’s Advisory Committee.
      • Shall serve on the Audit & Budget Committee.

H. Historian

      • Shall keep the history of all meetings of the 4-H Section.
      • Shall keep the history of all activities of the 4-H Section.

VI. Committees

A. The role of committees is to give leadership to a specific area. Because actions of all committees affect 4-H Section, all actions planned by committees must be submitted to the Board for approval before implementation. For continuity, it's recommended to have at least one 4-H section committee member be a member of the corresponding NCEA committee.

B. Each committee shall have a chair, chair-elect and secretary. The term of the chair is one year. To provide continuity and experience, the secretary would become chair-elect when the chair-elect becomes chair. Each committee chair will prepare a one-page written report on committee actions for the year. They will also give a short oral report at the annual 4-H Section meeting.

C. Standing Committees of the 4-H Section are: Diversity, Membership/Public Relations and Information, Member Recognition, Policy & Resolution and Professional Development.

1. Diversity Committee

          • Shall work to make diversity and inclusiveness an integral part of all aspects of Cooperative Extension.

2. Membership/Public Relations and Information Committee

          • Shall extend invitation to join 4-H Section to all eligible new Extension workers.
          • Shall carry out the mechanics of membership recruitment.
          • Shall recommend membership policies to 4-H Section Board of Directors for review and possible adoption.
          • Shall work with treasurer to maintain up-to-date membership list of current members and life members for the 4-H Section.
          • Shall support communication with life members
          • Shall enhance the image of NAE4-HYDP, the 4-H Section, and the 4-H program.
          • Shall promote and foster the image of 4-H professionals and 4-H/youth development as a profession.
          • Shall encourage members to inform key decision makers of 4-H activities and accomplishments.
          • Shall initiate ways to creatively recognize members of 4-H Section.
          • Shall publicize the mission statement of NAE4-HYDP to 4-H Section members.
          • Shall update the NAE4-HYDP records at the National level.

3. Member Recognition Committee

          • Shall market and administer awards at the state level from the NAE4-HYDP Member Recognition Committee (such as, Achievement in Service Award (ASA), Distinguished Service Award (DSA), Meritorious Service award (MSA), 25 Years of Service to Extension, Air Force Recruiting Salute Award). Categories at the national level may vary.
          • Shall see that necessary forms and recommendations of Nebraska’s award recipients are sent to the chair of the appropriate committee of NAE4-HYDP.
          • Shall assure the recognition of worthy members by publicizing and encouraging participation in NAE4-HYDP awards program.
          • Shall submit award recipient listing and other pertinent information on to Historian.
          • Shall provide recognition to the outgoing President.

4. Policy & Resolutions Committee

          • Shall review the By-laws and Operating Procedures of NCEA 4-H Section and recommend needed changes.
          • Shall interpret the By-laws of the 4-H Section when there are questions concerning operations of manner of functioning.
          • Shall review and update position description and duties of committees.

5. Professional Development Committee

          • Shall promote professional development among members.
          • Shall keep membership apprised of professional development and scholarship opportunities.
          • Shall analyze and share educational materials, techniques, and methods to assist members in performance as 4-H professionals.

D. Special Committees of the 4-H Section are: Audit & Budget and Nominating.

1. Audit & Budget Committee

          • Shall audit the books of the treasurer prior to the annual meeting.
          • Shall develop budget to be presented to membership at annual meeting.
          • Shall be made up of the current and Past President and current and Past Treasurer.

2. Nominating Committee

          • Shall prepare a slate of candidates to be placed on the ballot. Candidates will be contacted before their names are placed on the ballot.
          • Shall conduct the election at the annual business meeting of the 4-H Section.
          • Shall be responsible for recognition and installation of officers at the annual meeting of the 4-H Section following the election of officers.
          • Shall encourage members to run for regional and national positions.

E. Ad hoc committees may be appointed by the President as needed.


VIII. Meetings of Society

A. The annual meeting of NCEA 4-H Section shall be held at the annual meeting of NCEA. Special meetings may be called by the President.

B. Thirty percent of the membership shall constitute a quorum. A quorum shall be present to conduct official business at any regular or special meeting.


IX. Parliamentary Authority

A. The organization shall be guided by Roberts Rules of Order, Revised.


X. Amendments

A. This By-Laws and Operating Procedure (which functions instead of a constitution) may be amended, revised, or repealed by a two-thirds vote of the members of 4-H Section present at the annual meeting or a special meeting called for that purpose provided a notice of intended changes is sent to each member at least two weeks prior to such meeting.

B. Such amendments shall go into effect as soon as adopted.