By-Laws

By-Laws

Our By-Laws are what define the type of organization we are.


Adopted: November 1, 2005

ARTICLE I:

Name and Objective

Section 1. This group shall be known as the Snowy Butte 4-H Archery Club (SBAC).

Section 2. This shall be a non-profit organization for the purpose of promoting education through 4-H club work.

Section 3. The objectives of this organization shall be:

  1. To provide learning situations for the development of leadership, responsibility, and effective citizenship.
  2. To provide educational and challenging experiences that will enable young people to become knowledgeable and skilled in their selected project areas.
  3. To provide information and direction in other 4-H activities as members’ interests dictate.
  4. To help each member experience personal growth and achievement, as well as be a service to others.

ARTICLE II:

Membership

Section 1. Membership in this organization shall be open to:

  1. All youth who have reached nine (9) years of age and have entered the fourth grade and have not reached their 19th birthday before September 1 of the current 4-H year and who resides in Jackson County.
  2. Adults who have completed the necessary training and filed the required paperwork for the current year with the Jackson County Extension Office, subject to the approval of the Jackson County Extension Office.

Section 2. New members must complete a 4-H Enrollment Form and sign the club Code of Conduct Agreement before being accepted into membership of the club. All members must re-enroll using a 4-H Enrollment Form each 4-H year.

Section 3. Members are not required to pay dues, but will be expected to participate in fundraising and community service activities of the club.

Section 4. Participation in 4-H is a privilege and participants are expected to show respect and cooperation to 4-H leaders and other participants. Each member is asked to sign and abide by the Snowy Butte 4-Archery Member Code of Conduct established by this club. Participants may be removed from 4-H programs or activities for misconduct.

ARTICLE III:

Officers and Elections

Section 1. The officers of the club shall be a president, vice-president, secretary, treasurer, historian, webmaster, sergeant at arms, and callers.

Section 2. Officers shall be elected annually. Officers shall serve for a term of one (1) year beginning at the time of installation and shall not be eligible for the same office the following year. Any person appointed to fill an unexpired term may be eligible to hold the same office the following year.

Section 3. All active members are eligible to run for an office.

Section 4. Each 4-H member and leader is entitled to one vote each.

Section 5. Elections shall be by written ballot.

Section 6. The officers of the club shall constitute an executive committee.

Section 7. Any officer position that becomes vacant shall be filled by someone appointed by the executive committee.

ARTICLE IV:

Duties of Officers

Section 1. Duties of the President:

  1. To preside at all meetings of the club, assisting with the development of the agenda, and maintaining order.
  2. To enforce the club bylaws and code of conduct.
  3. To keep the meeting moving forward at a reasonable pace.
  4. To see that all members have a part in each meeting, making sure everyone at the meeting has a chance to express his/her opinion.
  5. To cast the deciding vote in case of a tie.
  6. To exercise supervision over the affairs of the club.
  7. To appoint members to committees.
  8. To serve as delegate of the club, as needed.

Section 2. Duties of the Vice-President:

  1. To assist the president as needed.
  2. To perform the duties of the president in the absence of that officer.
  3. To be alert to activities and program ideas that will benefit the club and club members.
  4. To assume other duties and responsibilities when asked, such as helping with the achievement programs, and helping prepare club exhibits.

Section 3. Duties of the Secretary:

  1. To keep a full and correct record (minutes) of all proceedings of the club.
  2. To have charge of club correspondence, assisting with the writing of letters for the club, requests for information, etc.
  3. To keep a list of all members, call the roll, and record attendance at each meeting.

Section 4. Duties of the Treasurer:

  1. To receive and pay out all monies of the club as designated by the executive committee.
  2. To keep an accurate record of the receipt and expenditures of all funds.
  3. To present a financial statement when requested to do so.

Section 5. Duties of the Historian:

  1. To write articles and report newsworthy activities of the club to local news media.
  2. To keep the club book up-to-date with newspaper clippings, articles and pictures.
  3. To report activities to the Jackson County Extension agent and/or in the County 4 H newsletter.
  4. To provide information and pictures to the club webmaster for the club webpage.

Section 6. Duties of the Webmaster:

  1. To up-date and maintain club webpage.
  2. To work with other officers and club members to obtain information for the club website.

Section 7. Duties of the Sergeant at Arms:

  1. To see that the meeting room is set up and comfortable.
  2. To greet guests and see that they and members are comfortable.
  3. To assist President in maintaining order during the meeting.
  4. To assist with refreshments, as needed.
  5. To direct clean up after the meeting.

Section 8. Duties of Callers:

  1. To notify club members by phone, personal contact or e-mail of upcoming club meetings.
  2. To inform club members when they are required to bring items to meetings.

ARTICLE V:

Duties of Leaders

Section 1. Duties of Club Leaders:

  1. To provide leadership and guidance to the executive committee.
  2. To be responsible for the overall year’s program of the club.
  3. To work as close advisors and leaders along with the executive committee and other committees to see that the club’s program and activities are well-planned and executed.
  4. To work closely with the Extension agents and other adult volunteers to coordinate local, county and state activities.
  5. To keep the best interest of each member foremost in the plans of the club.

Section 2. Junior Leaders:

  1. Appointments shall be at the discretion of the Club Leaders.
  2. Junior Leaders shall be club members who are at least 10 years old and have been members of the club for at least one (1) year.
  3. Junior Leader duties shall include assisting club leaders in all phases of the 4-H program,
  4. Provide leadership, knowledge, skills and enthusiasm to club and county 4-H activities as the opportunities and needs arise, and
  5. Help individual club members.

Section 3. Teen Leaders:

  1. Appointments shall be at the discretion of the Club Leaders.
  2. Teen Leaders shall be club members who are at least 13 years old and have at least one (1) year of project experience.
  3. Teen Leader duties shall include leading a club or project group with and adult present,
  4. Provide leadership, knowledge, skills and enthusiasm to club and county 4-H activities as the opportunities and needs arise, and
  5. Help individual club members.

ARTICLE VI:

Meetings

Section 1. Regular meetings of this organization shall be take place at the Medford Gun Club (East Vilas Road) or the Jackson County Extension Office (Hanley Road). Meetings shall be held according to a schedule set by the Club Leader. The Secretary will provide each member with a tentative schedule of meeting dates at the beginning of the 4-H year.

Section 2. Special meetings may be called by the executive committee.

Section 3. A 4-H member should attend all monthly meetings starting in September. A 4-H member with three unexcused absences is not in good standing and will forfeit the right to participate at the Jackson County Archery Fair.

ARTICLE VII:

Procedure

Section 1. Robert’s Rules of Order, Revised shall be the accepted authority in all matters pertaining to parliamentary procedure that are not specifically covered in the club’s bylaws.

Section 2. The order of business for regular meetings is:

  • Call to order
  • Pledge of Allegiance and the 4-H Pledge
  • Roll Call
  • Reception of new members and recognition of guests
  • Reports of officers, committees, project groups, special activities, leaders
  • Unfinished business
  • New business/Announcements
  • Program
  • Adjournment
  • Recreation

The order of business may be altered at the discretion of an Club Leader (ie: for the convenience of a speaker giving a presentation).

ARTICLE VIII:

Fiscal Operations

Section 1. The club is authorized to use the 4-H Leaders Association identification number for tax-exempt organizations in order to purchase items in support of 4-H activities.

Section 2. An audit of the club financial records will be conducted and the club leader will see that the audit and records are turned into the Extension Office at the end of each 4-H year.

ARTICLE IX:

Dissolution

Upon the dissolutionment of the Snowy Butte 4-H Archery Club, all real property, including money, equipment and land, becomes the property of the Jackson County 4-H Program for care and disposition. The last official duty of the club leader shall be to transfer the club property and turn over club records to the Jackson County Extension agent.

ARTICLE X:

Amendment of Bylaws

Section 1. Any member or leader may suggest an amendment to these bylaws at a regular meeting.

Section 2. These bylaws may be amended at any regular meeting of the club by a two-thirds vote of the members present, provided 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 4-H philosophy.