Constitution & By-Laws

CONSTITUTION AND BY-LAWS

MISSISSIPPI 4-H VOLUNTEER LEADERS’ ASSOCIATION

ARTICLE I – NAME

This organization shall be known as The Mississippi 4-H Volunteer Leaders’ Association

ARTICLE II – PURPOSE AND OBJECTIVES

Section 1.     
The primary purpose of the association shall be:

(a) To promote the 4-H program and encourage community support so that all youth of eligible age, regardless of race, color, religion, national origin, sex, sexual orientation or group affiliation, age, disability, or veteran status, shall have the opportunity to benefit from the 4-H program.

(b) To help further the mission and objectives of the 4-H program.

(c) To serve as a supporting body for the State 4-H program.

Section 2.     
The objectives of this organization shall be:

(a) To promote and improve the status of its members.

(b) To encourage educational improvement through all opportunities.

(c) To provide for exchange of ideas, methods and techniques with other 4-H volunteers and volunteer associations.

(d) To motivate and increase interest in being a 4-H volunteer.

ARTICLE III – MEMBERSHIP

Section 1.     
Any adult who is serving in Mississippi as a 4-H volunteer leader and Extension employee regardless of race, color, religion, national origin, sex, sexual orientation or group affiliation, age, disability, or veteran status and who is recognized as such by the Mississippi State University Extension Service is eligible to join the Association.  A 4-H volunteer is someone who provides service to 4-H without pay.

Section 2.     
Adult 4-H volunteer leaders may join the Association by attending and taking an active role in the Association meetings and by submitting their dues to the Association officer.  Extension employees may join the Association by attending and taking an active role in the Association meetings and by submitting their dues to the Association officer.

Section 3.     
Membership in the Association may be terminated by written resignation; membership shall be terminated automatically when the member fails to meet the eligibility requirements.

Section 4.     
The current officers of the Mississippi 4-H Volunteer Leaders’ Association will set membership dues annually.

Section 5.     
The State will be divided into four (4) Mississippi State University Extension Service districts for purposes of selection of Outstanding Volunteers.  Coordinators will be selected from official MSU-ES 4-H Extension Districts.  The names of the districts, MVLA areas and the counties included will be known as the following:

NORTHEAST EXT. DISTRICT	NORTHWEST EXT. DISTRICT	SOUTHWEST EXT. DISTRICT	SOUTHEAST EXT. DISTRICT
Alcorn	Attala	Adams	Clarke
Benton	Bolivar	Amite	Covington
Calhoun	Carroll	Claiborne	Forrest
Chickasaw	Coahoma	Copiah	George
Choctaw	DeSoto	Franklin	Greene
Clay	Grenada	Hinds	Hancock
Itawamba	Holmes	Jefferson	Harrison
Lafayette	Humphreys	Lawrence	Jackson
Lee	Issaquena	Leake	Jasper
Lowndes	Leflore	Lincoln	Jefferson Davis
Marshall	Montgomery	Madison	Jones
Monroe	Panola	Pike	Kemper
Noxubee	Quitman	Rankin	Lamar
Oktibbeha	Sharkey	Scott	Lauderdale
Pontotoc	Sunflower	Simpson	Marion
Prentiss	Tallahatchie	Smith	MBCI / Neshoba
Tippah	Tate	Walthall	Newton
Tishomingo	Tunica	Warren	Pearl River
Union	Washington	Wilkinson	Perry
Webster	Yalobusha	Yazoo	Stone
Winston			Wayne

ARTICLE IV – OFFICERS

Section 1.     
The officers of this Association shall be:  President, President-Elect, Vice-President, Parliamentarian, Secretary, Treasurer, Reporter, Historian, Past-Presidents, MVLA Choir Director, Photographer, Public Relations Liasion, MVLA Store Manager, Graphic Designer and 3 representatives from each of the four districts established by the Mississippi State University Extension Service. These representatives – District Coordinator, District Coordinator-Elect, and Assistant District Coordinator are described as designated in Article IV: Section 2. (Amended 3/2024).

Past-Presidents shall be considered Honorary Members of MVLA and the MVLA Executive Board and shall have all the rights of elected officers provided they participate regularly in meetings - defined as attending 50% of board meetings annually. (Amended 3/2024)

Section 2.     
All Elected officers will be voted on during the Annual Business Meeting held at the Annual 4-H Volunteer Leaders’ Conference according to the following schedule: the Vice-President and Parliamentarian will be elected annually. The President-Elect and Secretary will serve two year terms and will be elected on even years. The Treasurer will serve a two year term and will be elected on odd years. The offices of Reporter, Historian, MVLA Choir Director, Photographer, Public Relations Liasion, MVLA Store Manager, and Graphic Designer shall be appointed by the President annually and may serve more than one term. (Amended 3/2024)

Four (4) Assistant District Coordinators will be elected by MVLA members from their specific Extension District at the Annual Business Meeting. Assistant District Coordinators must live in their respective District and must be a member of MVLA.  This position is a three (3) year term in which  they will serve their first year as Assistant District Coordinator, their second year as the District Coordinator-Elect, and their third year as the District Coordinator. If one of the Coordinator positions is vacated pre-maturely, it will be filled by the Coordinator next in line.  (Amended 3/2024)

Four (4) District Coordinators will be elected at their respective District Leader Forums for a three (3) year-term.  They will serve their first year as Assistant Coordinator, their second year they will become the Coordinator-Elect, and their third year they will become Coordinator (Amended 2/98).

All officers except President, President-Elect, Past-President, Secretary, and Treasurer shall serve only one consecutive term in any one office, or until their successors are duly elected and qualified.  Any officer appointed or elected to fill an unexpired term will be eligible to be elected to a regular term in that office (Amended 2/09).

President, President-Elect, Secretary, and Treasurer shall serve two consecutive years (Amended 11/2023).

The Coordinator serves for a total of 3 years and may be elected for more than one term with the successive term starting as an Assistant District Coordinator. (Amended 3/2024)

Section 3.     
No person shall be elected as a State Officer if he or she is not present at the Annual Business Meeting. (Amended 3/2024)

Section 4.     
Nominations for elected statewide officers will be made on a prepared application and submitted to the Mississippi 4-H Volunteer Leaders’ Association Advisor and President as indicated on the nomination forms and submitted by the appropriate date and time as indicated on the nomination form and communicated to the membership. (Amended 3/2024)

If no nomination for a specific State Office is received by the date indicated on the nomination form and communicated to the membership, nominations may be taken from the floor at the Annual Business Meeting. Nominees must be a member of the Mississippi Volunteer Leaders’ Association and must be present during the vote.  Any Coordinator positions can only be voted on by MVLA members from that specific district. (Amended 3/2024)

Section 5.     
Past-Presidents shall be considered Honorary Members of MVLA and the MVLA Executive Board and shall have all the rights of elected officers provided they participate regularly in meetings - defined as attending 50% of board meetings annually. (Amended 3/2024)

Section 6.     
The MSU-ES State 4-H Leader will be requested to name Extension Liaison personnel for the State Volunteer Leaders’ Association and for each of the four (4) Extension Districts.

ARTICLE V – MEETINGS

Section 1.     

This association shall have at least one Annual Business Meeting.

District Leader Forums shall be recognized as the Business meeting for that area only.  The signing of State Association membership of Adult Volunteer Leaders shall be continued at said District Leaders Forums in order to serve all volunteers.

Section 2.     
The Officers and District Coordinators shall meet annually or more often in special meetings as called by the President, as an Executive Committee to make plans and recommendation.

Section 3.     
Officer training sessions will be conducted at a time determined appropriate by the State Advisor and MVLA President. (Amended 3/2024)

ARTICLE VI – QUORUMS

Section 1.     
Those members present at any annual or special meeting of the Association shall be considered a quorum.

Section 2.     
A quorum of the Executive Committee’s current officers shall consist of not less than three state officers.

ARTICLE VII – VOTING RIGHTS

Section 1.     
A member in good standing is one who has met the criteria under membership.

Section 2.     
Only members in good standing and in attendance shall hold voting rights.

Section 3.     
Only members in good standing and in attendance at the State Annual Business Meeting shall vote for state officers.

Section 4.     
Only members in good standing and in attendance at the Annual Business Meeting shall vote for the Coordinator position from his/her designated district. (Amended 3/2024)

ARTICLE VIII – COMMITTEES

Section 1.     
The President, after consulting with other officers, shall appoint committees that are deemed necessary.

Section 2.     
Only members of the Association are qualified to serve on committees.

Section 3.     
The President and the Mississippi 4-H Volunteer Leaders’ Association Advisor shall be members of all committees.

ARTICLE IX - FISCAL YEAR

The fiscal year of the Association shall be from Annual Business Meeting to Annual Business Meeting.

ARTICLE X – PARLIAMENTARY AUTHORITY

The rules contained in the current edition of Robert’s Rules of Order shall govern the association in all cases, where they are applicable and in which they are not inconsistent with the law, or this Constitution and By Laws.

ARTICLE XI – AMENDMENTS

The By Laws may be altered, amended or repealed and new By Laws and Constitution approved in the following manner:

(a) By a vote of two-thirds of the members present at the Annual Business Meeting.

MISSISSIPPI 4-H VOLUNTEER LEADERS’ ASSOCIATION BY LAWS

DUTIES OF OFFICERS

• The President shall preside at all business meetings of the association and of the executive committee and shall perform other duties customary to the position of president.
• The President-Elect shall serve as ex-officio member of all standing committees and shall perform other duties assigned by the president.
• The Vice-President shall preside at meetings and perform other duties of the president in the absence of the president.
• The Secretary shall keep an accurate record of the business of the Association.  This includes keeping accurate minutes of each meeting.
• The Treasurer shall receive, disburse and keep an accurate record of all funds of the Association.  Funds may be paid out by the Treasurer upon direction of the Executive Committee of the Association.
• The Parliamentarian shall interpret the Constitution and By Laws and shall advise the organization in matters of parliamentary law.
• The Immediate Past-President shall preside over the officer installation ceremony and if not running for another office, shall assist with the officer nomination and election process. (Amended 3/2024)
• The District Coordinators shall preside at all District Leader Meetings and shall perform other duties customary to the position of District Coordinators such as the following:
  • Appoint a committee to plan and conduct Spring/Fall Leader Forums in their district.  The Committee should consist of at least one 4-H agent serving in an advisory role, three (3) Coordinators (Coordinator, Coordinator-Elect, and Assistant Coordinator) and three (3) or more other volunteers (Amended 2/98).
  • Serve as Chairman of the 4-H District Leader Forum Committee.  Lead planning and implementing of the District Spring/Fall 4-H Volunteer Leader Forum.
• Preside at the District 4-H Leader Forum (Amended 3/2024)
• All three (3) Coordinators (Coordinator, Coordinator-Elect and Assistant Coordinator) should represent their district in the State 4-H Volunteer Leaders’ Association Meeting and other meetings and leader training planned throughout the year (Amended 2/98).
• The responsibilities of the Coordinator-Elect and the Assistant Coordinator will be to serve on the Forum Planning Committee.  To assist the Coordinator in whatever ways possible, to preside or lead in the absence of the Coordinator, and to learn the duties of the Coordinator so as to ensure an orderly transition of office (Amended 2/98).
• With assistance from the Extension District Liaison the three (3) Coordinators should work together to evaluate the District 4-H Leader Forum.
  • Complete a written report to be presented to the District Program Director and President of the MVLA.  This report should state goals of District Leader Forum, improvement and changes to be made to the program for the following year as well as a report on the workshops conducted at the District 4-H Leader Forum.
  • Present a copy of the completed report of the District Leader Forum to the secretary of the State 4-H Volunteer Leaders’ Association.
• The Reporter shall communicate Association activities and upcoming events through available media. (Amended 3/2024)
• The MVLA Choir Director shall be in charge of the MVLA choir and work with the Choir membership to set rehearsals and performances. (Amended 3/2024)
• The Photographer shall take photos at MVLA events and share with the Reporter for posting through available media. (Amended 3/2024)
• The Public Relations Liasion shall work with MSU Extension resources and other outlets to promote MVLA to the MVLA membership and the public. (Amended 3/2024)
• The MVLA Store Manager shall manage the MVLA Store at various 4-H events and will purchase 4-H and MVLA promotional sale items utilizing the budget provided during the budget planning process. (Amended 3/2024)
• The Graphic Designer will work with the MSU Extension Liasion to develop MVLA artwork to be used during MVLA activities. (Amended 3/2024)