Revised by Travis Standley March 2013

Approved by Livestock Committee March 25, 2013

Revised by Jane Wolery November 2019

Approved by Livestock Committee November 9, 2021

 

Mission:

The Teton County Livestock Committee will ethically guide 4-H members to be successful in their animal projects and will conduct the Teton County 4-H show and sale in the same manner. We will be true, honest, and forthright in all dealings in our community. We will set a positive example and encourage camaraderie among all those involved in the Teton County 4-H program.

Purpose:

The purpose of this committee shall be:

  1. To teach a greater understanding of meat animal evaluation, livestock husbandry, and ethical showmanship.
  2. To provide incentive and to encourage greater participation in livestock projects.
  3. To provide leadership opportunities for youth within the committee structure.
  4. To recognize members who do quality work in selecting, feeding, and showing livestock projects.
  5. To provide 4-H members an opportunity to have their market livestock projects evaluated.
  6. To establish rules and enforce compliance of regulations for participation in the Teton County Fair.
  7. To examine and act upon issues and concerns expressed by the membership.
  8. To create opportunities for youth to grow and to do their best, both individually and collectively in their livestock projects.
  9. To provide opportunity for positive intergenerational learning and service to our community

 

Authority:

The authority of the Teton County 4-H Livestock Committee is to administer the livestock portion of the county 4-H program, to follow guidelines for the appropriate use of the 4-H name and emblem as authorized by the United State Department of Agriculture, the land-grant university system and Montana State University Extension. 

4-H is a youth education program of the Montana State University Extension, cooperating with the USDA and local county governments. The U.S. Department of Agriculture (USDA), Montana State University and the Montana State University Extension Service prohibit discrimination in all their programs and activities on the basis of race, color, national origin, gender, religion, age, disability, political beliefs, sexual orientation, and marital and family status.

The MSU Extension Agents in the county have the responsibility for the leadership of the 4-H program.  The county extension agents have authority in matters of conduct, discipline, health, and safety in connection with the 4-H members and leaders enrolled in the county. 

CONSTITUTION:

Article I – Election of Officers

It is recommended that each officer holds term for two years with yearly elections for bi­annual positions. As an example, president and vice-president will be elected in odd years and secretary and treasurer in even years. Officers will hold office for 2 years and can succeed themselves. However, attempts should be made to allow for changes in leadership to keep a dynamic committee. The specifics of which offices, which year, should not override the importance of the continuity of the program.

Article II – Duties of Officers

  1. President shall always preside at all meetings of the committee and have in mind the best interest of 4-H members. The president may call special meetings by coordinating with MSU Extension Teton County Office.
  2. Vice President shall perform the duties of the president when the president is absent.
  3. Secretary shall keep a record of all proceedings of the committee, shall act as correspondent in matters pertaining to the business of the committee, shall keep a meeting attendance record and shall submit such records and minutes to MSU Extension Teton County in a timely manner.
  4. Treasurer shall receive and care for all money belonging to the committee and shall pay bills when due or when directed to by the president or the committee. The treasurer shall keep an accurate record of all receipts and expenditures. The treasurer shall submit a proposed budget for review by the committee at the first meeting following October 1 of each year and shall submit books, ledgers, and accounts to MSU Extension Teton County for review in the fall of each year.

Article III - Committees

Committees standing and special will be appointed by the president as needed.

Article IV - Meetings

The meetings of the committee will be scheduled on an "as-needed" basis. Meeting times and locations should be established with a goal of meeting time and location that is best time for the majority of active members.   Special meetings may be called by the president or MSU Extension Teton County.

Article V - Voting

Voting memberships are limited to one (1) vote per family/household of same address regardless of the number of members or volunteers/leaders represented.

Article VI - Elections

A majority vote of those voting members in attendance shall constitute an election.

Article VII – Parliamentary Authority

The Committee shall be governed by “Roberts’ Rules of Order” on all points not covered by these By-Laws.

Article VIII - Quorum

A quorum will consist of a majority of the voting membership present at a clearly publicized meeting.

Article IX – Order of Business

The order of business at regular meetings shall include Call to order, roll call, reading and approval of minutes, reading and approval of treasurer’s report, reading of communication, reports of officers/committees, unfinished business, new business, announcements, adjournment.

Article X - Amendments

Amendments and changes to the constitution/by-laws shall be read at two (2) consecutive meetings and pass with a majority vote of the voting members present on the second reading.

By-Laws:

Article I - Name

Teton County 4-H Livestock Committee shall be the name of this organization.

Article II - Object

The object of this committee is to aid in the development of 4-H members taking livestock/animal projects and market livestock projects.

Article III - Membership

All currently enrolled 4-H members and certified volunteers/leaders may self-select to join the Teton County 4-H Livestock Committee. This may be done through enrollment forms and committee selection each year. Voting members may join at any time during the regular 4-H enrollment process and until December 1st of the current    4-H year.

Article IV - Officers

The officers of this committee shall be president, vice president, secretary, and treasurer.

Article V - Leaders

Adults serving on the Teton County 4-H Livestock Committee shall be enrolled and certified

4-H volunteers in the county and shall follow the 4-H Code of Conduct when present at 4-H events.

Article VI - Meetings

There shall be at least four and no more than twelve meetings of the committee each year.

Article Vll - Amendments

Amendments and changes to the by-laws shall be read at two (2) consecutive meetings and pass with a majority vote of the voting members present on the second reading.

Article VIII – Compensation and Conflicts of Interest

All persons associated with this chartered group are volunteers or youth members.

No adult or youth will use their position with 4-H, or the knowledge gained from their position in 4-H for personal financial benefit. 

Article IX – Whistleblowers Protection

To maintain the highest standards of conduct and ethics, the Teton County 4-H program will investigate any suspected fraudulent or dishonest use or misuse of resources. Any allegations of dishonesty will be handled with sensitivity, discretion and confidentiality to the extent allowed for by law. The 4-H organization will use its best efforts to protect whistleblowers against retaliation.

Article X – Document Retention and Destruction

The following procedures for the retention and destruction of Records will be followed.

Charter                                                                               permanent

By-Laws                                                                              permanent

EIN Paperwork                                                                  permanent

990 tax returns                                                                 7 years

Annual Financial Review and Audits                             7 years

Bank Records                                                                    3 years

Donor Records and Acknowledgement Letters          3 years

Grant paperwork                                                              3 years after completion

Minutes                                                                               3 years

Correspondence                                                                3 years

Yearly Program Plans                                                        3 years

Copies of all permanent records will be kept on file at the local Extension office. The Extension offices in collaboration with the committee leadership will identify records that have met their required retention time and will oversee the destruction. All destruction will be by shredding.

Article XI: Organization: 

This club is organized exclusively for educational and charitable purposes, including, for such purposes, the making of distributions to organizations that qualify as exempt organizations under section 501(c)(3) of the lnternal Revenue Code, or the corresponding section of any future federal tax code

Article XII: Use of Earnings: 

No part of the net earnings of this club shall inure to the benefit of, or be distributable to its members, trustees, officers, or other private persons, except that this club shall be empowered to pay reasonable compensation for services rendered and to make payments and distributions in furtherance of the purposes set forth in this constitution.

Article XIII: Limited Activities: 

No substantial part of this club's activities shall be the carrying on of propaganda, or otherwise attempting to influence legislation, and this club shall not participate in, or intervene in (including the publishing or distribution of statements) any political campaign on behalf of or in opposition to any candidate for public office.

Article XIV: Other Activities: 

Notwithstanding any other provisions of this constitution, this club shall not carry on any other activities not permitted to be carried on (a) by a corporation exempt from federal income tax under section 501(c)(3) of the lnternal Revenue Code, or the corresponding section of any future federal tax code, or (b) by a corporation, contributions to which are deductible under section 170(c)(2) of the lnternal Revenue Code, or the corresponding section of any future federal tax code.

Article XV: Dissolution:

Upon dissolution, this clubs' assets shall be distributed to [insert name of county] extension or Montana 4-H Foundation or its successor, provided that this entity is recognized under § 501(c)(3) of the lnternal Revenue Code, or the corresponding section of any future federal tax code. lf this entity is not so recognized, this club's assets shall be distributed for one or more exempt purposes within the meaning of section 501(c)(3) of the lnternal Revenue Code, or the corresponding section of any future federal tax code, or shall be distributed to the federal government, or to a state Montana 4-H Foundation, lnc. or local government, for a public purpose. Any such asset not so disposed of shall be disposed of by a Court of Competent Jurisdiction of the country in which the principal office of the club is then located, exclusively for such purposes or to such organization or organizations, as said Court shall determine, which are organized and operated exclusively for such purposes.

 

Adopted:  _____November 9, 2021_____________

 

Revised:  ______March 2019__________________

 

President:  __________________________________________             Date:  _______________________

 

Vice President:  ______________________________________           Date:  _______________________

 

Secretary:  __________________________________________             Date:  _______________________

 

Treasurer:  __________________________________________             Date:  _______________________

 

Organizational Leader:  __________N/A___________________      Date:  _______________________