Brazos 4-H Archery Club Bylaws

Adopted May 25, 2017

  • ARTICLE I: Name and Objectives
    • Section 1. The name of this organization shall be the Brazos 4-H Archery Club.
    • Section 2. This shall be a nonprofit organization for the purpose of promoting education through 4-H club work.
    • Section 3. The objectives of this organization shall be
      • i. to provide learning situations for the development of leadership, responsibility and effective citizenship.
      • ii. to provide educational and challenging experiences that will enable young people to become knowledgeable and skilled in their selected project areas.
      • iii. to provide information and training in other 4-H activities as members’ interests dictate.
      • iv. to help each member experience personal growth and achievement, as well as be of service to others.
    • Section 4. The club is organized exclusively for charitable, educational, and scientific purposes including, for such purposes, the making of distribution to organizations that qualify as exempt organizations under section 501 (c)(3) of the Internal Revenue Code, or the corresponding section of any future federal tax code.
    • Section 5. No part of the net earnings of this club shall inure to the benefit of, or be distributable to its members, trustees, officers or other private person, except that this club shall be empowered to pay reasonable compensation for services rendered and to make payment and distributions in furtherance of the purposes set forth in this constitution.
    • Section 6. No substantial part of this club’s activities shall be the carrying on of propaganda, or otherwise attempting to influence legislation, and this club shall not participate in, or intervene in (including the publishing or distribution of statements) any political campaign on behalf of or in opposition to any candidate for public office.
    • Section 7. Notwithstanding any other provisions of this constitution, this club shall not carry on any other activities not permitted to be carried on (a) by a corporation exempt from federal income tax under section 501 (c)(3) of the Internal Revenue Code, or the corresponding section of any future federal tax code, of (b) by a corporation, contributions, to which are deductible under section 170 (c)(2) of the Internal Revenue Code, or the corresponding section of any future federal tax code.
  • ARTICLE II: Membership
    • Section 1. Membership in this organization shall be open to all youth who have reached 8 years of age and have entered the third grade and have not reached a maximum age of 18 and are still in the 12th grade as of September 1 of the current 4-H year. Members must also reside in country without regard to race, color, sex, religion, national origin, age, disability, genetic information, veteran status, sexual orientation or gender identity.

      Special education youth who are older than 19 and have not graduated from high school may participate in 4-H Youth Development programs as members, with approval by the county Extension agent. Participation is limited to the club or county level. County Extension staff have the option, on a case-by-case basis, to allow Special Education youth older than 19 to participate in competitive events at the club or county level.

      Youth between the ages of five (5) and in kindergarten to eight (8) and in second grade can participate as non-competitives members through Clover Kids (if offered in club).

    • Section 2. New members must be enrolled annually through 4-H CONNECT and be approved as an active member. All members must re-enroll annually. Youth must be a registered member before participating in club practice sessions and activities. Visitors/guests are welcome to meetings and practice sessions, but may only participate for up to three ends of one practice session. Visitors/guests must have a coach present while using club equipment.
    • Section 3. All members are required to pay the minimum state-level participation fees of $20.00 on or before October 31st, or pay $25.00 on or after November 1st. Voluntary dues may be collected at the discretion of the club managers and as funds are needed.  Members will also be expected to participate in fundraising activities of the club.
    • Section 4. All members should conduct at least one project, and then complete and turn in a project record form or appropriate paperwork.
    • Section 5. All members and their parent/guardian, before participating in practices, must read, agree, and sign the Brazos 4-H Archery Club Rules and Regulations to ensure a safe environment. Any member not abiding by them may be asked to leave.
  • ARTICLE III: Officers and Elections
    • Section 1. The officers of the club shall be a president, first vice-president, council delegates, secretary, and treasurer. On the basis of more members wishing to run for office, the officers of the club will also include second vice president, third vice president, alternate council delegate, and parliamentarian.
    • Section 2. Officers shall be elected annually in April. Officers shall serve for a term of one year beginning in May when installation is held.
    • Section 3. The officers of the club shall constitute an executive committee.
    • Section 4. Any officer position that becomes vacant shall be filled by someone appointed by the executive committee.
    • Section 5. The president, with the approval of the executive committee, may appoint up to four members to official leadership roles as the need arises. Those appointed become members of the executive committee.
    • Section 6. A club member may only hold one office in the club at any given time.
    • Section 7. Any person wishing to be an officer needs to be an active member for the current year– having no more than two unexcused absences from club meetings–and must submit a record book or member achievement plan (M.A.P.) for the current 4-H year. Excused absences must be approved by the president in advance.
    • Section 8. Seniors, followed by Intermediates, have priority to all positions.
    • Section 9. Duties of optional positions that are not filled are to be divided amongst required positions. (See article 3 section 1 for clarification of required and optional positions.)
    • Section 10. Junior officers will be elected to assist the required officer positions at the regular officer elections.
  • ARTICLE IV: Duties of Officers
    • Section 1. Duties of the president shall be
      • i.  to preside at all meetings of the club, enforce the bylaws and exercise supervision over the affairs of the club.
      • ii.  to appoint standing and special committees.
      • iii. to serve as an ex-officio member of each committee, except the nominating committee.
      • iv. to serve as delegate of the club to the County 4-H Council.
      • v. to serve as voting delegate for County 4-H Council officer elections.
    • Section 2. Duties of the first vice-president shall be
      • i. to assist the president.
      • ii. to perform the duties of the president in the absence of that officer.
      • iii. to serve as chairman of the program committee.
      • iv. to help plan all club educational programs one year in advance.
    • Section 3. Duties of the second vice-president shall be
      • i. to assist the president.
      • ii. to perform the duties of the president in the absence of the president and first vice president.
      • iii. to serve as chairman of the recreational and refreshment committee.
      • iv. to report to the club about upcoming archery tournaments and results.
    • Section 4. Duties of the third vice-president shall be
      • i. to assist the president.
      • ii. to perform the duties of the president in the absence of that officer, the first vice president, and the second vice-president.
      • iii. to serve as chairman of the membership and community service committees.
      • iv. to help enroll members into the club and be in charge of promotion and recruitment of new members.
    • Section 5. Duties of council delegate shall be
      • i. to serve as delegate to the County 4-H Council.
      • ii. to keep the club informed of county 4-H activities and assist in the coordination of local and county activities.
      • iii. to encourage all 4-H members to become involved in county 4-H activities.
      • iv. to serve as voting delegate for County 4-H Council officer elections.
    • Section 6. Duties of the secretary shall be
      • i. to keep a full and correct record of all proceedings of the club.
      • ii. to have charge of club correspondence.
      • iii. to keep the roll and read the minutes at each meeting.
      • iv. to report activities of the club to local news media and the club web page.
      • v. to report activities to the county Extension agent and/or in the county 4-H newsletter.
    • Section 7. Duties of the treasurer shall be
      • i. to help prepare a budget for approval by the club.
      • ii. to receive, hold and pay out all monies of the club as designated by the adopted budget. Any expenditures not included in the budget must be approved by the executive committee.
      • iii. to keep an accurate record of the receipt and expenditures of all funds.
      • iv. to present a financial statement when requested to do so.
      • v. to serve as chairman of the finance committee.
    • Section 8. Duties of alternate council delegate shall be
      • i. to serve as delegate to the County 4-H Council.
      • ii. to keep the club informed of county 4-H activities and assist in the coordination of local and county activities in conjunction with the council delegate.
      • iii. to encourage all 4-H members to become involved in county 4-H activities.
    • Section 9. Duties of the parliamentarian shall be
      • i. to provide advice to the presiding officer on parliamentary procedure.
      • ii. to instruct members in correct parliamentary procedure.
  • ARTICLE V: Leaders and Duties
    • Section 1. Adult leaders of the club shall be
      • i. the club manager and the assistant club manager recruited by a special committee, or nominated by the nominating committee during April or May of each year. Subject to the approval of the county Extension agent and the 4-H & Youth Development Committee.
      • ii. leaders in specific project or activity areas such as judging, clothing, swine, poultry, demonstrations, records, etc., who shall be appointed by the club managers and the executive committee.
      • iii. committee advisers or leaders who shall be appointed by the executive committee and club managers.
    • Section 2. Duties of the club managers shall be
      • i. to be responsible for the overall year’s program of the club.
      • ii. to work as close advisers and leaders along with the executive committee, other committees and adult and junior leaders to see that the club’s program and activities are well-planned and executed.
      • iii. to work closely with county Extension agents and other adult volunteers to coordinate local and county activities.
      • iv. to keep the best interests of each member foremost in the plans of the club.
    • Section 3. Duties of the project and activity leaders shall be
      • i. to be responsible for planning and directing activities and programs in their specific area.
      • ii. to work closely with club managers to coordinate their projects with other club activities.
      • iii. to use junior leaders to assist them in their areas.
    • Section 4. Duties of the committee advisors or leaders shall be
      • i. to provide leadership and guidance to individual committees.
      • ii. to help committee members assume as much responsibility as they are capable of and to have successful experiences in carrying out responsibilities.
    • Section 5. Junior Leaders of the club shall be members who are 10 years of age or older who have been members for at least one year. Their duties shall include
      • i. assisting adult leaders in all phases of the 4-H program.
      • ii. providing leadership, knowledge, skills and enthusiasm to club and county 4-H activities as the opportunities and needs arise.
      • iii. helping individual club members.
    • Section 6. Teen Leaders of the club shall be members who are at least 13 years of age with 1 year of project experience. Their duties shall include.
      • i. lead a club or a project group with an adult present.
      • ii. providing leadership, knowledge, skills and enthusiasm to club and county 4-H activities as the opportunities and needs arise.
      • iii. helping individual club members.
  • ARTICLE VI: Committees and Duties
    • Section 1. The standing committees of the organization shall be finance, membership, program social and community service. These committees shall be appointed by the executive committee, club manager and assistant club manager at the beginning of the year for a one-year term.
    • Section 2. Duties of the standing committees shall be
      • i. Finance – the finance committee shall have the responsibility of presenting a proposed budget to the club and arranging for an audit of the books when necessary. The committee shall also review the financial status of the club and make recommendations for fund-raising projects during the year.
      • ii. Membership – The membership committee shall encourage every eligible boy or girl in the neighborhood or community to become a 4-H member. The committee will also be responsible for securing and enrolling new members for the club, welcoming visitors and prospective members at club meetings, and providing new members with 4-H club information.
      • iii. Program – The program committee shall be responsible for all of the programs at the regular meetings. This includes planning the year’s programs at the beginning of the club year and being responsible for each program during the year.
      • iv. Social – The social committee shall be responsible for providing recreation at each club meeting and practices, for all special social activities during the year, and for appointing families to provide refreshments, recreation, and be hosts and hostesses for each regular meeting.
      • v. Community Service – The community service committee shall be responsible for planning community service activities to involve all members of the club. Those activities should help the members develop personally as well as benefiting the community and county.
    • Section 3. The nominating committee shall be appointed by the president at least 30 days before the election of officers. It shall consist of three to seven members and one to two advisers. This committee shall secure the consent of each nominee before placing his or her name on the proposed slate of officers.
    • Section 4. Other committees may be named as the need arises.
  • ARTICLES VII: Meetings
    • Section 1. Regular meetings of this organization shall be held on the 4th Thursday of each month with the exception of November, December, and March.
    • Section 2. Special meetings may be called by the president.
  • ARTICLE VIII: 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
      • Reception of new members and recognition of guests
      • Reading and approval of minutes
      • Reports – officers, committees, project groups, special activities, leaders
      • Unfinished business
      • New business
      • Program
      • Adjournment
    • This order of business may be altered for the convenience of a speaker giving the program.
  • ARTICLE IX: FISCAL ACCOUNTABILITY
    • Section 1. The 4-H club/group shall adhere to all guidelines related to financial accountability as outlined in the Texas 4-H Youth Development 4-H Club Financial Management Rules and Guidelines.
  • ARTICLE X: Club Disbandment
    • Upon the disbandment of the club, all real property, including money, equipment and land, shall become the property of the County 4-H Program for care and disposition and authorizes the Texas A&M Agrilife Extension Service and county extension agent(s) full rights to access bank records, bank funds, and all other banking authority. This also applies to all inventory and assets acquired by and/or owned by this organization. 

      The last official duty of the club’s manager shall be to effect the transfer of club property and to turn over club records to the county Extension agent.

  • ARTICLE XI: Amendments
    • Section 1. 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 at least two weeks prior to the meeting of the club. Amendments must not conflict with the basic 4-H philosophy. These amendments are effective upon the affirmative vote of the members present.
  • ARTICLE XII: Quorum
    • There must be a minimum of twenty percent of the club’s membership present at any particular monthly meeting in order to have a quorum and vote on matters that arise in the club.

President’s signature: Logan Lauer Date:5/25/2017

Adult Leader’s Signature: Rebecca Dominy Date:5/25/2017