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:

A) to advance the professional status of Extension personnel involved in 4-H programs;

B) to encourage and provide for professional improvement of its members;

C) to increase interest in Extension 4-H programming as a career;

D) to promote cooperation among Extension personnel and professional organizations;

E) to strengthen communication with Extension Administration;

F) to provide a medium for the exchange of ideas, methods and techniques for planning and implementing Extension 4-H programs; and,

G) to encourage participation in programs of the National Association of Extension 4-H Agents.

Article III
Members

Section 1 Membership is open to employees in Penn State Cooperative Extension and Outreach who have any 4-H program responsibilities. Membership will include both State and National Associations.

Section 2 Life membership is open to previous NAE4-HA members who have retired from Extension. Life members have voting rights but are not eligible to hold office or directorship.

Section 3 Associate membership is open to individuals who are not employees of the Penn State Cooperative Extension. Associate members will receive state mailings, News and Views, and may participate in meetings and on committees in the Association, but shall not be eligible to vote or hold office.

Section 4 Dues for each type of membership will be set by a vote of the membership.

Section 5 The membership year shall be from the end of one NAE4-HA annual meeting until the end of the next national annual meeting.

Section 6 Membership in the Association shall be available without regard to race, color, sex, religion, national origin, handicap or age as provided by law.

Revised 9/1999

Article IV
Election of Officers and Directors

Section 1 The officers of the Association shall be President, President-Elect, Vice-President, Secretary, Treasurer, Immediate Past-President and two Directors representing the Capital, Central (including University Park based staff), Northeast, Southeast, and West Regions.

Section 2 The President, President-Elect and Vice-President 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 treasurer shall be elected at the Annual Meeting in years ending with an odd number. Directors shall be elected by association members within their area. Members in each association region (Capital, Central (including University Park based staff), Northeast, Southeast, and West) shall each elect one Director to serve a two-year term prior to the Annual Meeting. Junior Directors will be in the first year of their term and Senior Directors will be in the second year of their term. 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, Vice-President and Immediate Past President shall be one year. The terms of office for Secretary, Treasurer and Director 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 Board of Directors
Directors Election Within Area
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. The junior directors shall serve as the nominating committee each year.

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. Officers and directors will assume their new duties on November 1.

Article V
Duties of Officers and Directors

Section 1 The President shall preside at state meetings of the Association, at Board of Directors meetings and at meetings of the Executive Committee. 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).

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.

Section 3 The Vice-President shall be responsible for the organization of membership meetings, shall chair the membership committee and assume other duties as agreed to with the President.

Section 4 The Secretary shall keep records of the proceedings of all meetings and send copies of the minutes of membership, Executive Committee and 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 Directors shall preside at area meetings, be responsible for Association programs in the area, and present matters from the Association for information and action by the members. The Directors shall serve as members of the Membership Committee under the chairmanship of the Vice-President. The Senior Director ( in the second year of their term) shall provide leadership and orientation for the Junior Director (in first year of their term)

Section 7 The Immediate Past-President serves as chairperson of the nominating committee and represents the Association on PAJCEP.

Article VI
Boards and Committees

Section 1 The officers shall constitute the Board of Directors. The 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. Appointed officials, such as committee chairpersons, parliamentarian, newsletter coordinator, etc. shall, at the discretion of the President, attend board meetings, may discuss issues, but are not eligible to vote or make motions.

Section 2 The Executive Committee shall consist of the President, Vice-President, President-Elect, Secretary, Treasurer, and Immediate Past-President. The Executive Committee will function in the interest of the Association and only on those matters which can not be brought before the Board of Directors 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, Membership, Program, and Diversity.

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, etc.

Article VII
Meetings

Section I 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 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 Committee shall meet upon the call of the President or two Board members requesting a meeting in writing to the President. Three members of the committee shall constitute a quorum.

Section 4 The membership of the Association shall be mailed 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 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: May 1997