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By-Laws

Constitution and By-Laws of the Pennsylvania Association of Extension 4-H Agents.

Article I

Name

The name of this organization shall be the "Pennsylvania Association of Extension 4-H Agents," hereafter referred to as the Association.

Article II

Objectives

The objectives of this Association shall be:

  1. to advance the professional status of Extension personnel involved in 4-H programs;
  2. to encourage and provide for professional improvement of its members;
  3. to increase interest in Extension 4-H programming as a career;
  4. to promote cooperation among Extension personnel and professional organizations;
  5. to strengthen communication with Extension Administration;
  6. to provide a medium for the exchange of ideas, methods and techniques for planning and implementing Extension 4-H programs; and,
  7. to encourage participation in programs of the National Association of Extension 4-H Agents.

Article III

Membership

Section 1

Membership is open to employees of Penn State Extension and Outreach who have any 4-H program responsibilities, as well as other special categories as defined in Section 2.

Section 2

Membership categories include:

  1. Active Member – Active Members will include New Members and Renewal Members. Active membership will include both State and National Associations.
  2. Life Member – Open to previous NAE4-HA members who have retired from Extension. Life membership will include both State and National Associations.
  3. Affiliate Member – Open to adult professionals who are employed in youth development other than Extension; former PAE4-HA members who were Active Members but do not currently qualify for Active or Life membership; NAE4-HA donors and sponsors. Affiliate membership will include both State and National Associations.
  4. Student Member – Open to any full-time student attending a college/university.

Section 3

Only Active and Life Members in good standing shall be able to vote or hold elected or appointed positions in the Association.

Section 4

Dues for each membership category will be set by a vote of the membership. Increase in Active, Life, and Affiliate membership dues will follow the rate set by the National Association.

Section 5

The membership year shall be from the end of one NAE4-HA annual meeting until the end of the next NAE4-HA annual meeting.

Section 6

Membership in the Association shall be available (in accordance to the latest version of Non-Discrimination Statement used by the USDA) without regard to race, color, national origin, age disability and where applicable, sex, marital status, parental status, religion, sexual orientation, political beliefs, genetic information, reprisal, or because all or part of an individual’s income is derived from any public assistance program.

Article IV

Election of Officers

Section 1

The officers of the Association shall be President, President-Elect, Vice-President, Secretary, Treasurer, and Immediate Past-President.

Section 2

The President, President-Elect shall be elected at the annual meeting of this association.  The Secretary shall be elected at the annual meeting in years ending in an even number.  The Vice-President and Treasurer shall be elected at the annual meeting in years ending with an odd number.  Upon completion of the current terms of the office, the President-Elect shall become President and the President shall become Immediate Past-President.

Section 3

The terms of office for President, President-Elect, and Immediate Past President shall be one year. The terms of office for Vice President, Secretary, Treasurer and Directors shall be two years. No officers shall succeed themselves more than once.

Section 4

Vacancies for unexpired terms shall be filled as follows:

Vacant Office:
Filled By:
President President-Elect
President-Elect See below*
Vice President, Secretary and Treasurer
Executive Board
Immediate Past-President
Most recent Immediate Past-President

* If the President resigns, the President-Elect becomes President for the remainder of the unexpired term and the ensuing year. The duties of the unexpired term of the President-Elect will be assumed by the new President with assistance from the current Vice President. If a President-Elect resigns, the Board shall determine the feasibility of a special election for the President-Elect of electing a President at the Association's next annual meeting.

Section 5

The Immediate Past-President shall chair the nominating committee.

Section 6

The nominating committee shall nominate one or more members for each office to be elected. The candidate receiving the most votes shall be elected. Nominations will be accepted from the floor.

Section 7

The Immediate Past-President shall conduct the installation of officers during the association's annual meeting.

Article V

Duties of Officers and Standing Committee Chairs

Section 1

The President shall preside at state meetings of the Association, and at meetings of the Executive Board. The President shall be responsible for administrative functions, such as appointing members to represent the Association at special meetings, advisory boards, and ad hoc committees, etc. The President shall represent the Association on the Pennsylvania Joint Council of Extension Professionals (PAJCEP). The President or his/her appointee shall represent the association at the NAE4-HA conferences.

Section 2

The President- Elect is responsible for appointing chairpersons, vice-chairpersons and members of standing committees in consultation with the President. The President-Elect shall be an ex-official member of standing committees, preside at meetings in the absence of the President and represent the Association on PAJCEP. The President-Elect shall be responsible for the organization of membership meetings.

Section 3

The Vice-President shall manage Association membership and assume other duties as agreed to with the President. The Vice-President shall be responsible for maintaining membership lists and list serves.

Section 4

The Secretary shall keep records of the proceedings of all meetings and send copies of the minutes of membership, and Executive Board meetings to all members. The Secretary shall receive and file communications and correspondence as directed by the President.

Section 5

The Treasurer shall assume those duties normally associated with the office and specifically shall maintain and report the financial records of the Association, collect dues and pay bills incurred by the association.

Section 6

The Standing Committee Chairs shall preside at standing committee meetings, be responsible for Association programs in the committee area, and present matters from the Association for information and action by the members.

Section 7

The Immediate Past-President serves as chairperson of the nominating committee and represents the Association on PAJCEP.

Article VI

Executive Board and Committees

Section 1

The officers and committee chairs shall constitute the Executive Board.  The Executive Board shall review and act on committee reports, propose a budget and annual dues to the membership, propose candidates for national leadership positions and conduct business pertaining to the Association.

Section 2

The Executive Board shall consist of the President, Vice-President, President-Elect, Secretary, Treasurer, Immediate Past-President and Standing Committee Chairs.  The Executive Board will function in the interest of the Association and only on those matters which can not be brought before the total membership because of the limitations.

Section 3

The standing committees of the Association shall be Professional Improvement, Awards and Recognition, Policy and Resolution, Public Relations & Information, Program, and Diversity. The term of the Standing Committee Chair shall be two years. Standing Committee Chairs cannot succeed themselves more than twice.

Section 4

The President shall appoint special committees or persons as needed. The committees or positions shall be dissolved when the tasks are completed or no longer needed. Examples of special committees are historical, finance, audit, nominating, etc.

Section 5

The Executive Board shall appoint an Audit Committee to audit the financial records of the Association. Audits shall be conducted prior to turning over the Association accounts to the new treasurer. The fiscal year of the Association shall be from January 1st to December 31st. All audits shall be reported at the next meeting of the Executive Board.

Article VII

Meetings

Section 1

The Association shall have at least one annual meeting for the purpose of furthering the objectives of this Association, receiving reports of officers and committees, electing and installing officers, and transacting any other business that may arise. An additional meeting may also be held for professional improvement, committee meetings, and any other business that may arise. Other meetings of the membership maybe called by the President or twenty percent of the members so stating in writing or email to the President. The members present at a duly notified meeting shall constitute a quorum.

Section 2

The Board of Directors shall meet upon the call of the President or three Board members requesting a meeting in writing to the President. A majority of the Board members shall constitute a quorum.

Section 3

The Executive Board shall meet upon the call of the President or three Executive Board members requesting a meeting in writing or email to the President. A majority of the Board members shall constitute a quorum.

Section 4

The membership of the Association shall be mailed or sent electronic notification of Association meetings at least 30 calendar days prior to the meeting.

Article VIII

Amendment

This Constitution and By-Laws can be amended at any meeting of the Association by a two-thirds vote of the members voting, provided that the full membership has been mailed or sent electronically proposed changes at least thirty calendar days prior to the meeting.

Article IX

The rules contained in the current edition of Robert's Rules of Order Newly Revised shall govern the Association in all cases to which they are applicable and in which they are not inconsistent with this Constitution and By-Laws and any special rules of order the Association may adopt.

Revised 9/20/12 per NAE4-HA (USDA Non Discrimination Policy)

 

This version of the PAE4-HA By-Laws was last revised November 2014.