Sample Constitution and Bylaws

A 4-H club can use the following sample templates to design its constitution and bylaws. Some sections are required without revision, other sections are required with revisions allowed, some sections are highly recommended, and others are optional. Example statements are provided to illustrate possible wording.

4-H Club Constitution and Bylaws

Article 1 – Name (Required but revisions allowed)

Example: This club shall be known as the (name of club) 4-H Club of (name of school and address),

Article 2 – Purposes (Required but revisions allowed)

Example: The overall purpose of this Club shall be to provide experiential learning enrichment for youth and their families while meeting these objectives:

·         Stimulating member’s personal growth and development

·         Having fun while learning practical life skills

·         Developing effective leadership in youth and adults

·         Helping youth develop responsible citizenship

·         Helping youth and adults better understand the world

·         Learning about and executing community service

The development of club members will occur through 4-H project work, club meetings, field trips, demonstrations, community service, club, district, regional, national and international 4-H events and other activities.

Article 3 – Membership

Section 1 – Non-discrimination (Required without revision.)

Club membership is open to all, regardless of race, colour, national origin, sex, religion, age, disability, political beliefs, sexual orientation, or marital or family status.

Section 2 – Age (Required with revisions allowed. A determination of the permitted age groups for this club needs to be made, i.e. will it include all ages, be limited to seniors, etc.)

Example 1: Membership is open to all junior, intermediate, and senior 4-H members.

Example 2: Membership is limited to junior 4-H members.

Article 4 – Officers (Required with revisions allowed. At a minimum, a 4-H club should have a president, vice president, secretary, and treasurer. All of the other officers in the list below do not need to be included; however, 4-H club participation is designed to provide youth with leadership skill practice. Use as many officers as possible.)

Example: The officers of this club shall be president, vice president, recording secretary, corresponding secretary, treasurer, reporter, junior leader, historian, parliamentarian, song leader, community relations leader, documentarian, and recreation leader.

Article 5 – Committees (Highly recommended. Including a committee structure in the club provides greater opportunities for member leadership development.)

Example: The following committees shall be appointed to serve for the club year: (a) program, (b) recreation, (c) membership, and (d) audit. Standing or special committees may be created as needed. Members are expected to volunteer for committee assignments. The president has the authority to appoint committee chairs and members.

Article 6 – Meetings (Required but revisions allowed.)

Example: There shall be a minimum of two meetings a month and a maximum of one meeting a week for each year. 85% attendance and participation to all club meetings and events is required for members to be eligible to participate in IMonti 4-H events. Meeting attendance and participation can be promoted through incentive and recognition programs.

Article 7 – Finances (This statement is required without revisions. Additional information may be included.)

The club will follow all IMonti 4-H fiscal policies as well as government laws and regulations regarding the usage and distribution of the club’s finances. One volunteer club leader will be assigned as the mentor to the elected treasurer.

Article 8 – Volunteer Leaders (A section describing the responsibilities of volunteer leaders is required without revision. Additional information may be included.)

The volunteer leadership of this club shall consist of a minimum of two (2) adults. A 4-H club volunteer is anyone beyond the 4-H member age who is enrolled, of his/her own free will, without compensation or expectation of compensation beyond possible reimbursement of out-of-pocket expenses, and performs a task at the direction of and on behalf of the IMonti 4-H PYDC program. All 4-H club leaders are expected to abide by the codes of conduct of the IMonti 4-H PYDC Volunteers and will have received IMonti 4-H PYDC volunteer orientation and training prior to leading a 4-H club.

Article 9 – Parents (A section describing the responsibilities of parents is highly recommended.)

Example: Parents/guardians are expected to abide by the IMonti 4-H PYDC Parents Codes of Conduct.

Article 10 – IMonti 4-H PYDC Staff (Required without revision.)

The organization, program, and activities of this club shall be under the general direction of the IMonti 4-H PYDC staff.

Article 11 – Dissolution (A section describing the club dissolution procedures is required with revisions allowed.)

Example 1: Upon dissolution, the members of the ___________________ 4-H Club agree to the following procedure:

The ___________________ 4-H Club shall be terminated and dissolved by a majority vote of the membership in favour of dissolution and termination of the 4-H club. The members shall also vote on how to disburse club resources to a project or activity or contribution to the betterment of the community or IMonti 4-H PYDC program. If this 4-H club dissolves or fails to reorganize without a vote of the members, the resources become the property of IMonti 4-H PYDC or the community 4-H club after a waiting period of one year. During the one-year waiting period, a volunteer representative of the IMonti 4-H PYDC program will maintain the account.

Example 2: Upon the dissolution and termination of the ___________________ 4-H Club for any reason, the officers shall take full account of the ___________________ 4-H Club assets and liabilities, and shall liquidate the assets and shall apply and distribute the proceeds there from in the following order:

A. To the payment of the debts and liabilities of the ___________________ 4-H Club.

B. To the setting up of any reserves that the officers may deem reasonable for the purpose of paying any unforeseen liabilities or obligations of the club.

C. The remaining balance shall be distributed to the IMonti 4-H PYDC for the purpose of program development directly related to the enrichment of the IMonti 4-H youth program. Each of the members shall be provided a statement prepared by the ___________________ 4-H Club outlining the assets, liabilities, and the distribution upon complete liquidation. Upon compliance with these terms and the distribution of the funds, the 4-H club shall cease to exist.

Article 12 – Amendments (A decision on how the constitution will be amended is required with revisions allowed.)

Example: Providing notice has been given at the previous meeting, this constitution may be amended at any regular meeting by a two-thirds vote cast by those in attendance.

SIGNATURES:

__________________________                          ____________________________

Club President                                                        Club Recording Secretary

__________________________                          _____________________________

School Principal                                                    SGB Chairperson

__________________________                          _____________________________

Volunteer Leader                                                  Volunteer Leader

__________________________                          _____________________________

IMonti PYDC Staff                                                 IMonti PYDC Leader

__________________________

Date Adopted

SAMPLE 4-H CLUB BYLAWS

Article 1 – Election of Officers

Section 1 – Eligibility (Required but revisions allowed.)

Example 1: All club members are eligible to serve as officers.

Example 2: Only club members with one full year of enrolment are eligible to serve as officers.

Section 2 - Election Procedures (It is required that the club determine when and how elections will take place. Revisions allowed.)

Example: The officers of this club shall be elected at the __________ (month) meeting each year. A nominating committee consisting of a chair and three (3) members will make its officer nominations report to the club one month before the election. Officers shall hold office for one year. Voting for officers is by majority rule and by secret ballot.

Article 2 – Duties of Officers (Required but revisions allowed. At a minimum, the 4-H club should have the following officers: president, vice president, secretary, and treasurer.)

Example: President shall preside at all meetings of the club and have in mind at all times the best interests of the club.

Vice President shall perform the duties of the president in his or her absence. He or she shall serve as chair of the yearly program committee.

Recording Secretary shall keep a record of all proceedings of the club and shall keep an accurate roll of all members. The secretary shall submit a completed club secretary book that includes an up-to-date club constitution and bylaws to IMonti 4-H PYDC office by ______ deadline.

Corresponding Secretary shall act as correspondent in matters pertaining to the business of the club.

Treasurer shall receive and take care of all money belonging to the club and shall pay it out upon the order of the president. The treasurer shall also be the chair of the Budget and Finance Committee. The treasurer will submit a completed club treasurer’s book to the IMonti 4-H PYDC office by the _______ deadline.

Historian shall keep an accurate record book of all local club news and events, as well as club and IMonti 4-H PYDC events.

Parliamentarian will help the presiding officer conduct the 4-H club meetings smoothly by being well informed of parliamentary procedure.

Reporter shall write news reports of all meetings and activities and send them to the local newspapers.

Song Leader shall be prepared to lead the members in community singing at club meetings and social events.

Recreation Leader shall be responsible for the recreation period at club meetings and special events.

Article 3 – Membership

Section 1 – Responsibilities (It is highly recommended that the club determine what the responsibilities are for its members.)

Example: Members must:

a)    Complete IMonti 4-H PYDC Enrolment, an IMonti 4-H PYDC Code of Conduct, an IMonti 4-H PYDC Health History Form, and IMonti 4-H PYDC Media Release forms and return them to the 4-H club volunteer leader.

b)    Abide by the IMonti 4-H PYDC Code of Conduct. Members may be removed from 4-H programs or activities for violation of the IMonti 4-H PYDC Code of Conduct.

c)    Attend at least 90% of all club meeting and project meetings.

d)    Attend a minimum of 85% of the regular club meetings to be eligible to participate in IMonti 4-H PYDC Fair and other competitive events.

e)    Enrol in one or more projects and keep 4-H project records and portfolio.

f)     Share what they learn in one of their projects through talks, demonstrations, or exhibits. Every member should give at least one talk or demonstration during the year.

g)    Participate in at least one club community service project.

h)   Agree to abide by project or club agreements, where applicable.

i)     Each member will be on the club program at least once during the year.

j)      Each member will have a job and will feel needed.

k)    Recreation will be included in each club meeting.

l)     An achievement program will be held at the end of the club year where parents and guests will be invited and members will exhibit their projects. Both members and volunteers will get recognized for their hard work during the club year.

m)  Assist in extending 4-H membership to others in the community.

n)   Assist in developing greater family participation.

o)    Participate in community functions and events.

p)    Make every member feel important to the club.

q)    Enable every member to receive parent and leader assistance.

r)     Provide a service to the community.

s)    Learn more about a specific project or subject.

t)     Learn subject matter and skills.

u)   Develop positive self-concept and social skills.

v)    Get to know more about each person in the club.

w)   Become better listeners to one another.

Article 4 – Meetings

Section 1 – Dates (It is highly recommended that the club choose a consistent meeting date.)

Example: The regular meetings of the ___________ 4-H Club will take place on the ____________ of ________.

The President with the consent of the club organizational leader can call special meetings of the club with a minimum advance notice to the membership of seven (7) days.

Section 2 – Quorum (A club is required to determine what constitutes a quorum. Revisions allowed.)

Example: The club may transact business when a quorum of 50 percent of club members is present. Voting members must meet membership criteria listed in Article 3 of the constitution.

Section 3 – Order of Business (Highly recommended. The order can be adjusted.)

Example: The following order of business shall be followed at regular club meetings:

1.    Opening Prayer

2.    Call to Order

3.    National Anthem and the 4-H Pledge

4.    Present, Apologies & Attendance Register

5.    Minutes of Last Meeting

6.    Treasurer’s Report

7.    Other Reports (other officers, committees, 4-H leaders)

8.    Unfinished Business

9.    New Business

10. Announcements

11. Adjournment

12. Educational Program/Project Work

13. Team Building (recreation, singing, refreshments, etc.)

14. Meeting Closure

Section 4 – Parliamentary Procedure (The use of parliamentary procedure is highly recommended. This is a key skill for learning leadership and citizenship.)

Example: Robert’s Rules of Order shall govern the meetings of the club.

Article 5 – Fiscal Operations

Section 1 – Dues (Optional)

Example 1: This 4-H club will not assess dues of its members.

Example 2: This 4-H club will assess dues of _______ per month per member for club expenses. The treasurer is responsible for collection and accounting of dues payments.

Section 2 – Club Financial Account (Highly Recommended)

Example: The ___________________ 4-H Club finances will be kept in an account in ___________________ Bank. Four signatures will be required on the account, the 4-H club president, treasurer, secretary and the adult leader assigned as the treasurer’s mentor.

Article 6 – Plan of Work (Required with revisions allowed.)

Example: A committee of the club officers and the adult leaders will write The Club Annual Program Plan. The plan will be presented to the club membership for adoption not later than the second meeting of the year.

Article 7 - Amendments to the Bylaws (A decision on how the bylaws will be amended is required. Revisions allowed.)

Example: These bylaws may be amended by a majority vote of the members present at any regular meeting.

SIGNATURES:

__________________________                          ____________________________

Club President                                                        Club Recording Secretary

__________________________                          _____________________________

School Principal                                                    SGB Chairperson

__________________________                          _____________________________

Volunteer Leader                                                  Volunteer Leader

__________________________                          _____________________________

IMonti PYDC Staff                                                 IMonti PYDC Leader

__________________________

Date Adopted