SCAE4-HA Bylaws

The rules contained in "Robert's Rules of Order" shall govern the business meetings of the Association in all cases to which they are applicable.

Article II: Order of Business

The Order of Business at all meetings shall be as follows:

1. Call to order
2. Reading of minutes
3. Financial statement
4. Bills and accounts
5. Communications and announcements
6. Reports of officers and committees
7. Unfinished business
8. New business
9. Adjournment

Article III: Dues

Section 1: The amount of the annual membership dues shall be recommended by the Finance Committee and the Board of Directors, and approved by majority vote of active members of the annual meeting.

Section 2: The fiscal year of this organization shall be from annual meeting to annual meeting. Dues shall be paid at least thirty (30) days before National dues are due. (amended 09/96)

Article IV: Committees

Section 1: Standing Committees shall be as follows:

Membership, Professional Improvement, Public Relations and Information, Recognition, Finance, Nominating, Programs, Policy and Resolutions, Newsletter, Diversity, and any other that are deemed necessary to carry on the business of the Association. (amended 09/96)

Section 2: District Directors shall recommend one or more members for each standing committee to the President for official appointment.

Section 3: The President shall appoint the chairman of each standing committee. Additional committee members shall be appointed in a manner to be determined by the Board of Directors.

Section 4: The President shall appoint special committees as needed to perform special tasks. The scope of any special committee shall be limited to carrying out the objectives of the Association. These committees shall be dissolved when tasks are completed.

Section 5: The President shall announce committee chairpersons at the annual meeting prior to assuming office.

Section 6: Chairman of the Professional Improvement, Policy and Resolution, Programs, Public Relations and Information, and Happenings in SCAE4-HA (newsletter) committees shall serve as state contact for the corresponding national committees. They shall be responsible for attending, or be represented, at their respective committee meeting(s) at the National Conference.

Section 7: Duties of committee chairman are as follows:

a. Professional Improvement - This committee should be aware of the numerous opportunities which are available to enhance the professionalism of the membership. They should disseminate this information, together with available scholarships, as appropriate throughout the year.

b. Policy and Resolution - This committee should develop and review policies as recommended by the Board of Directors.

c. Public Relations and Information - All aspects of public relations should be performed by this committee. This includes publicity, exhibits, promotion, etc.

d. Programs - This committee should submit proposals for needed programs which could be undertaken on a state basis. Present national subcommittees included.

e. Recognition - This committee should determine appropriate candidates for recognition in both state and national award programs. The preparation of proper credentials is also performed by this committee, when necessary.

f. Membership - This committee is responsible for acquainting new staff members with the objectives of the organization and extending an invitation to join. Existing members should be encouraged to retain membership in both State and National organizations.

g. Nominating - This committee should review the credentials of each member and seek the most qualified names in nomination for the various offices at each election. This committee will also function to nominate individuals for NAE4-HA offices and committee chairmen-elect according to the criteria set forth in these Bylaws for National Office Candidates.

h. Finance - This committee shall audit the financial records of the Treasurer each year or when deemed necessary. Set up a yearly budget and suggest means of balancing said budget.

i. Newsletter - The purpose of the newsletter, Happenings in SCAE4-H Agents, is to support and facilitate the purpose and objectives of SCAE4-HA through communications. This committee will support the National publication, News & Views, by obtaining suitable articles for publication. (amended 09/96)

j. Diversity - This committee will increase awareness of diversity relative to all people. (amended 09/96)

k. General Duties of all Committee Chairmen:

1. Dissemination of information from Regional Contact to membership and vice versa where applicable.

2. Correspond with Regional Contacts as necessary regarding state needs and program concerns, where applicable.

3. Encourage state membership to participate in State Association meetings, state committee meetings, NAE4-HA Annual conference and NAE4-HA Committee Meetings at Conference.

4. Provide orderly transfer of committee materials to successor.

5. Present update to State Association.

6. Correspond with Regional Contact, where applicable, 30 days prior to NAE4-HA Annual Conference, if State Association has a major concern or interest they would like to present to committee at Annual conference. All resolutions must be submitted to National by August1st. (see NAE4-HA policy handbook, Section III, pages 14 & 15.)

7. Keep State President and / or Regional Contact updated as to address changes.

8. Identify and establish a working committee which formulates yearly goals and actions to be taken.

9. Convene and preside at all sessions of respective SCAE4-HA committee meetings.

10. Provide committee reports and progress of work for distribution. This includes SCAE4-HA Board and members at the Annual Meeting and otherwise when requested by the President, and place necessary records on file.

11. Attend all SCAE4-HA Board of Directors meetings as a voting member. (amended 09/92)

Section 8: SCAE4-HA Members have a responsibility to be aware of what is happening in SCAE4-HA committee work and to direct their ideas,needs and concerns to the appropriate state committee chairman for deliberation and / or action by the committee.

Article V: Nominations, Elections and Vacancies

Section 1: The President shall appoint a nominating committee, consisting of one representative from each district. The immediate past president shall serve as chairman of this committee.

Section 2: The nominating committee shall present one candidate for President, who shall be the current President-Elect, and two candidates for each of the other offices. The proposed slate of candidates shall be presented to the Board of Directors at the spring board meeting by the chairman of the nominating committee. The slate of candidates shall be officially presented at the first business session of the Annual Meeting. Additional nominations may be made from the floor by any member. Each district shall elect from its membership a Junior and Senior director. The Junior Director will serve a one year term, after which he or she shall become a Senior Director. Terms shall begin upon conclusion of the NAE4-HA Annual Conference following elections, and shall end upon the conclusion of the appropriate NAE4-HA Annual Conference. (amended 09/90)

Section 3: Any candidate to be nominated from the floor at the first business session of the Annual Meeting must have been presented, along with proper credentials in writing, to the nominating committee by the beginning of the Board of Directors meeting immediately preceding the Annual Meeting for the purpose of eligibility for that office the candidate is seeking. (amended 09/90)

Section 4: The officer shall be elected at the last business session of the Annual Meeting by a single majority vote of the active members present. All officers shall serve for two years, beginning upon the conclusion of the NAE4-HA Annual Conference following election, and shall end upon the conclusion of the appropriate NAE4-HA Annual Conference.

Section 5: In the event a vacancy occurs in the office of president, the president-elect shall fill the unexpired term of president, in addition to the office for which he was elected. In case of a vacancy of any other Board member, the post may be filled by appointment of the president, with the approval of the Board or the Executive Committee.

Section 6: The President, Secretary, and Treasurer shall assume office in odd years. The President-elect and Vice president shall assume office in even years.

Article VI: Guidelines for Nomination

Nominees must be a member in good standing of NAE4-HA and SCAE4-HA. Nominees must be present at the annual meeting. Special circumstances which would prohibit attendance should be brought to the attention of the nominating committee chairman for a decision by the committee on eligibility for election.

Section 1: The President-elect: shall be a member of NAE4-HA and SCAE4-HA for three or more years; has attended two or more SCAE4-HA annual meetings; has served as an officer, director or committee chairman in SCAE4-HA; plays a vital role in the Association; demonstrates strong leadership, organizational and program planning skills; available to represent the Association on numerous occasions during the next three years; will commit to attending the annual meeting of NAE4-HA during the term of office. (amended 09/96)

Section 2: The Vice-President: shall be a member of NAE4-HA and SCAE4-HA for two or more years; has attended one or more annual meetings of SCAE4-HA; has served as officer, director or committee chairman of SCAE4-HA and plays a vital role in the Association; demonstrates strong leadership, organizational, and program skills; available to represent the association on numerous occasions during the next two - four years. (amended 09/96)

Section 3: The Treasurer: shall be a member of NAE4-HA and SCAE4-HA for two or more years; has attended one or more annual meetings of SCAE4-HA; would be helpful to have served as chairman of one of the standing committees or director; has played a vital role in the State Association; has working knowledge of fiscal management and adequate local resources for carrying out the duties of this office.

Section 4: The Director: shall be a member of NAE4-HA and SCAE4-HA for two or more years; has attended one or more annual meetings of SCAE4-HA; would be helpful to have served as chairman of a committee of SCAE4-HA; plays a vital role in the State Association; demonstrates strong leadership abilities; able to communicate effectively with members in the district.

Section 5: National Office Candidates

A.      The nominating committee shall nominate candidates for office in NAE4-HA (NAE4-HA President, President-elect, Vice President, Secretary, Treasurer and Regional Director).

B.      Nominations of candidates for NAE4-HA office shall be submitted and approved by the Board of Directors at the second Board meeting following the NAE4-HA Annual Conference. (amended 09/91)

C.     To be eligible for nomination, a candidate must:

1.       be serving or have served in a leadership role of SCAE4-HA;

2.       have attended one or more Annual Conferences of NAE4-HA and three or more of SCAE4-HA;

3.     be available and committed to representing SCAE4-HA and NAE4-HA and carrying out the duties of that office.

D.     Other leadership positions in NAE4-HA shall be approved and submitted by the Board of Directors as needed.

Article VII: Duties of Officers, Board of Directors, and Executive Committee

Section 1: The president shall preside at the State meetings of the Association, the Board of Directors meetings, and at meetings of the Executive Committee, and shall be responsible for all the administrative functions of the organization during tenure of office. (amended 09/96)

Section 2: The President-elect shall serve as ex-officio member of all standing committees, and shall serve as the chairman of the Annual Conference Program Committee. The President-elect shall assume any other duty that may be assigned by the President. The President-elect automatically moves up to President.

Section 3: The Vice-president shall perform the duties of the President in case of absence, and shall assume any other duty that may be assigned by the President. The Vice-president shall serve as the chairman of the membership committee. In addition, the Vice-president shall assume the duties of the President-elect when that position is vacant.

Section 4: The Secretary shall keep records of the proceedings of all meetings and send copies of the minutes to members of the Board of Directors. 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 keep the financial records of the Association and shall be responsible for the collection of dues and payment of all bills incurred by the Association.

Section 6: The Senior District Directors shall preside at their respective district meetings, be responsible for presenting matters from the State Association for the information and action of the members and serve as members of the Membership Committee. The Senior Director and Junior Director shall serve as liaison between the district and state association. The Junior Director will be a voting member of the Board of Directors. The Director may delegate parts of his responsibility to other elected or appointed members within the district. The Directors shall recommend members for appointment to state standing committees. (amended 09/92)

Section 7: The Immediate Past President shall be Historian; chairman of the Nominating Committee; Council to the President; Ex-Officio member of the State Annual Conference Program Planning Committee; conduct elections.

Section 8: The Board of Directors shall have the power to act on all items of business with the exception of those items covered in Article III and Article VII of the Constitution. At the discretion of the Board or upon request of the membership, an item of business may be placed on the agenda of the annual or special meeting for action by the entire membership.

Within the guidelines of the previous statements, the Board will have the authority to act in behalf of the total membership on all matters of interest to the Association.

Section 9: The Executive Committee shall have and may exercise the powers of the Board of Directors in the management of the business and affairs of the Association when it is not feasible to convene the entire Board.

Article VIII: Delegates to National Meetings

Section 1: Delegates eligible for administrative reimbursement of expenses to a National meeting, or a portion thereof, include the following in order of precedence:

A.      President

B.      President-elect

C.     Vice-president

D.     National Office Candidate

E.      Distinguished Service Award and Achievement In Service Award Recipients (to be shared)

F.       Secretary

G.     Treasurer

H.      A Standing Committee Chairman based on the following yearly rotation beginning in 1988:

I.        Policy and Resolution - (1988) (1998) (amended 09/96)

J.        Professional Improvement - (1989) (1999)

K.      Recognition - (1990) (2000)

L.       Public Relations & Information - (1991) (2001)

M.     Programs - (1992) (2002)

N.      Membership - (1993) (2003)

O.     Nominating - (1994) (2004)

P.       Finance - (1995) (2005)

Q.     Newsletter - (1996) (2006)

R.      Diversity - (1997) (2007)

I.            In the event that the quota is not met from the above list, remaining delegates will be determined by the Board of Directors.

II.            A delegate cannot be reimbursed for more than three consecutive years, with exception of the President. (amended 09/91)

Section 2: Any active member attending the National meeting will be an official delegate.

Section 3: All members are encouraged to attend National meetings for professional improvement.

Article IX: Termination of Organization

Section 1: In the event the association should terminate its existence, all funds remaining in the association's treasury and any properties owned by the association after all financial obligations are met shall be donated to the Clemson University State 4-H Foundation to be used in furthering the State 4-H Program.