Indiana University Collegiate 4-H Club Constitution and Bylaws
Also available as a PDF file.
Ratified December 7, 2006
Constitution of Indiana University Collegiate 4-H Club
Article I – Name
Section 1: The name of this organization shall be known as “Indiana University Collegiate 4-H Club.”
Article II – Affiliations
Section 1: Indiana University Collegiate 4-H Club is affiliated with:
- National Collegiate 4-H organization
- North Central Region of Collegiate 4-H
- Monroe County 4-H Youth Development
- Indiana 4-H Youth Development
- Indiana University Bloomington
Section 2: This organization shall comply will all Indiana University regulations, and local, state and federal laws.
Article III – Purpose
Section 1: The purpose of this organization is to:
- Provide members with ways to meet new people on campus
- Serve the local community through volunteer work
- Become an asset to the local 4-H program
- Provide service to the local 4-H extension office and clubs
- Mentor 4-H youth
- Provide opportunities for leadership development
- Support 4-H involvement in youth through all that we do, and provide positive role models for youth in the community
Article IV – Membership
Section 1: Participation in the proposed organization must be without regard to arbitrary consideration of such characteristics as age, color, disability, ethnicity, gender, marital status, national origin, race, religion, sexual orientation, or veteran status.
Section 2: Any student or staff member at Indiana University is eligible for membership. Anyone else attending a post-secondary institution is also eligible for membership.
Section 3: The majority of members must be currently enrolled at Indiana University Bloomington.
Section 4: In order to become a voting member one must:
- Pay any program fees set by the club
- Attend one-third of the meetings per semester
- Participate in at least two activities per semester
Section 5: Once one obtains voting membership status, one can remain at this level as long as he/she continues participation in meetings and activities in the following semesters.
Section 6: Hazing is strictly prohibited. Hazing shall be defined as any conduct which subjects another person, whether physically, mentally, emotionally, or psychologically, to anything that may endanger, abuse, degrade, or intimidate the person as a condition of association with a group or organization, regardless of the person’s consent or lack of consent.
Article V – Officers
Section 1: The elected offices of the club shall be:
- President
- Vice-President
- Secretary
- Treasurer
Section 2: All elected officers will compose the Executive Board. The Executive Board shall be under the leadership of the vice-president. They shall meet in order to make decisions on matters that cannot wait until the next scheduled meeting.
Section 3: All elected officers must be currently enrolled at Indiana University Bloomington.
Section 4: The club has the power to add or remove office positions as they see fit at the time of elections. This must be approved by two-thirds of the voting members present at the election meeting.
Article VI – Advisors
Section 1: In order to utilize University funds and resources, the organization must have an Indiana University advisor.
Section 2: The organization must have an advisor appointed by the 4-H extension office.
Section 3: The organization’s advisors shall not be able to vote in elections.
Article VII – Committees
Section 1: Committees shall be formed as needed throughout each semester. Committees may be appointed by the president.
Section 2: In order to be a chair of a committee, one must be a member.
Article VIII – Finances
Section 1: The elected treasurer shall be in charge of the club’s bank account and budget.
Section 2: All members shall pay dues bi-yearly, the amount shall be agreed upon by the Executive Board at the end of the previous semester.
Section 3: Financial aid will only be considered for voting members who will be using the money for Collegiate 4-H related activities. Any such aid shall be approved by a two-thirds majority vote or the organization present at the meeting.
Section 4: In the event that our club dissolves, our savings shall be held for a period of three years by our account. If the club reforms in this period, they shall receive this money. If the club has not reformed in the three year period, then the money shall be donated to Monroe County Youth Development.
Article IX – Meetings
Section 1: Parliamentary Procedure shall be derived from Robert’s Rules of Order, Newly Revised.
Section 2: The organization shall have at least three meetings each semester. A regular meeting shall be announced by e-mail at least 7 days prior to the meeting.
Section 3: All committee meetings shall count toward the total number of meetings needed to be attended to become a voting member.
Section 4: The organization must have quorum in order to vote.
Article X – By-laws and Procedures
Section 1: The organization shall operate according to by-laws
Section 2: The by-laws shall not be amended without a majority vote of all voting members.
Article XII – Amending the Constitution
Section 1: In order to amend the Constitution of Indiana University Collegiate 4-H, there must a two-thirds majority vote of all voting members.
Section 2: All amendments shall follow Parliamentary procedures as defined in Article IX, Section 1.
Section 3: All amendments to the constitution must be presented at the meeting prior to the amendment being voted on. Written notice shall be given to all voting members prior to voting.
Section 4: Voting members not present, may vote using absentee ballots through e-mail to the secretary.
Article XIII
Section 1: This constitution shall be ratified by a two-thirds vote of the founding members.
By-Laws of Indiana University Collegiate 4-H Club
Article I- Electing Officers and Chairpersons
Section 1: Officer and chairperson nominations will occur two meetings before the end of the fall semester. Officers will be elected during the last meeting of the fall semester for the year-long term beginning in January. This election will be conducted by secret ballot with the winner receiving a plurality of votes. The practice of slide nominations will occur with runner-up nominees able to run for other offices.
Section 2: Officers must attend all but two meetings per semester. Prior notification of
absence is required of all officers. After more than two absences, the executive board may appoint a replacement or conduct a non-standard election for replacement.
Section 3: Committee chairs elected each semester by committee member. Committees are responsible for electing chairpersons.
Section 4: Committee Chairpersons, both elected and appointed, must be present at all committee meetings. Committee Chairs are in charge of coordinating their specific agendas for committee meetings as scheduled by the Vice President.
Section 5: Officer and chairperson removal for any reason, including change in voting member status or abuse of duties. Quorum is required to vote for the removal of officers or chairpersons. The executive board may appoint a replacement or conduct a non-standard election for replacement, following the standard election procedures as listed in Article II of the By-Laws.
Article II- Election Procedures
Section 1: Quorum is required for elections. Quorum may be defined as two-thirds of voting members
Section 2: The election will be conducted by sequential secret ballots. If a member is not voted to one office, he or she may run for another office/committee chair
Section 3: Secretary, unless running for said office, shall be in charge of counting the ballots. If they are running, then the treasurer shall be in charge of counting the ballots.
Section 4: Newly elected officers in December will begin their term in January
Article 3: Officer, Standing Committees, and Advisor Duties
Section 1: Officer Duties
President Responsibilities:
- To preside over all club meetings
- Chair of 4-H Youth Development Programming committee
- Official representative of Indiana University Collegiate 4-H to other clubs and organizations
- Can create special committees as the need arises
- In charge of registering Indiana University Collegiate 4-H as a student organization every year.
- In charge of relationship with Student Activities Office
- Develop agenda for club meetings
Vice President Responsibilities:
- Preside over meetings when President is absent
- Leader of executive board
- Supervisor and coordinator of committees and committee meetings. Will prepare a report of the committee meetings in order to communicate between meetings.
- In charge of setting time, date, and place of meetings.
Secretary Responsibilities:
- Takes minutes of all meetings and keeps records of what happened in past meetings
- Keeping attendance records
- Keeping up a current member list
- In charge of sending mass- e-mails to members of club, as well as correspondence with other organizations
- Assisting in officer and committee elections, unless running for office, in which case another officer will count votes
- Updating and archiving documents
Treasurer Responsibilities
- Creating and managing budget
- Chair of Fundraising Committee
- Maintaining an accurate record of paid dues
- Fulfill the financial obligations with Indiana University and within club in order to maintain status as a student organization
Section 2: Standing Committees’ Duties
4-H Youth Development Programming Committee:
- Chaired by President of Indiana University Collegiate 4-H Club
- In charge of planning all activities involving local 4-H clubs. This will most likely require cooperation with the education and publicity committees.
- These activities should involve most of the active members of the club
Service Committee:
- Headed by elected chairperson
- Coordinate all service projects
- Compile and distribute list of members interested in judging at various county fairs
Fundraising Committee:
- Chaired by elected Treasurer of club
- Coordinates fundraisers that will assist in financially supporting the club’s activities.
- The money raised at the fundraisers will go towards the general budget unless the fundraiser is for a specific stated activity, in which case the money will go towards the budget for this activity.
- In charge of applying for grants and other funding opportunities
Social Committee:
- Headed by elected chairperson
- Coordinate social activities for IU Collegiate 4-H Club inside and outside of meetings
- Make an effort to involve members of club in other on-campus activities
- Network with other Indiana University clubs and organizations
- Coordinate activities with other Collegiate 4-H clubs
Publicity and Promotions Committee:
- Headed by elected chairperson
- Responsible for attracting new members at the beginning of each semester by advertising mass meetings
- Work with County Extension Office to promote events that the club will be hosting
- Create a display to promote club at Student Opportunity Fair and other publicity opportunities
Regional Communications Committee:
- Headed by elected chairperson
- Keep club informed of all regional and national Collegiate 4-H Club news and events
- Turn in a summary of club news and activities to Regional Secretary/Newsletter Editor on a regular basis
- In charge of coordinating all application information for Regional and National Conferences, and coordinating transportation and accommodations for those members who wish to attend
- Work with fundraising committee to secure funds needed for conferences costs
History and Website Committee:
- Headed by elected chairperson
- Must maintain and update club website with current announcements, minutes, events, club history, and any additional information
- Website should be kept in an attractive, professional format
- Responsible for creating a scrapbook detailing past events of club, which can be submitted to National Collegiate 4-H Conference for judging
Section 3: Indiana University Advisor Responsibilities
- Provide ideas and advice for fundraising activities
- Provides a link to accessing Indiana University Student Organization funds
- Sign off on all club expenditures and audit club accounts at the end of each semester
- Guides Executive Board in making important decisions
- Attend first agenda-oriented meeting of each semester, and making an effort to attend other meetings when requested
Section 4: Monroe County- Purdue Extension Advisor Responsibilities:
- Provides a link between Indiana University Collegiate 4-H Club and Local 4-H clubs and activities
- Provides fundraising and grant opportunities for Indiana University Collegiate 4-H Club
- Act as an official advisor for the 4-H Youth Development Committee
- Work to actively promote Indiana University Collegiate 4-H Club
- Attend first agenda-oriented meeting of each semester, and making an effort to attend other meetings when requested
Article 4: Dues
Section 1: At the end of each semester, prior to elections, the Executive Board will determine the amount to be paid by members for the next two semesters
Section 2: All voting members must pay dues in order to maintain voting member status
Article 5: Budget
Section 1: The treasurer, in collaboration with the President if necessary, shall create and propose a yearly budget. This proposal needs to be presented by the newly elected Treasurer by the second meeting of the spring semester.
Section 2: At the end of each semester, the Indiana University Advisor will audit all accounts and review expenditures