James L. Jordan
Extension Agent - 4-H Youth Development, Butler County
The foundation of any successful organization, club, or government is a workable constitution and by-laws. The constitution is designed to be the base foundation and is usually not amended. Information in it should be general, yet firm enough to establish strength for the group. The by-laws are designed to be easily amended and are the working document for the club.
Everyone in the club gets the opportunity to participate in the creation of these documents. Member involvement in creating these documents is an excellent way to develop interest, leadership, writing skills, and decision making skills. A constitution and by-laws that are well developed, have the principle of providing courtesy and justice to all, partiality to none, willingness of the membership to support the club, and the right for the minority to be heard at meetings.
The design committee shall consist of 4-H club members, junior/teen leaders, adult volunteers, and community adults (4-H alumni, parents, or community leaders). Adults should only serve as advisors to the team of youth who will be the creators and designers. Develop each document on separate evenings keeping the group focused on just one task.
After each document is drafted, the drafted form should be distributed to the entire 4-H club membership for input and changes that are desired. A final vote shall be taken at a 4-H club meeting for the purpose of ratification of these documents only. Conduct no other business so the group will remain focused on the importance of these documents.
The constitution shall be designed to be a long standing document with concrete information. The constitution should include the following important articles in this order:
Article I- Name of 4-H Club; Article II-Purpose of 4-H Club; Article III-Membership of 4-H Club; Article IV-Officers, Duties, and Terms; Article V-Meetings of 4-H Club; and Article VI-Amendments.
The by-laws shall be designed to be flexible and easy for revisions based on changes in the 4-H club. The by-laws should include the following important articles in this order:
Article I-Name and Principal Location of the 4-H Club;
Article II-Membership of the 4-H Club;
Article III-Meetings of the 4-H Club;
Article IV-Officers of the 4-H Club;
Article V-Committees of the 4-H Club;
Article VI-Agenda of the 4-H Club Meetings;
and Article VII-Amendments.
Each new item listed under each article shall be a new section with a number in both documents. This is for easy reference, for clarification, and to make changes.
The work on the blueprints for the constitution and by-laws foundation should take place in a room where there are no distractions. The adult volunteer and committee chair should have several sheets of flip chart paper attached to the walls of the room with the title of the article already written at the top of each sheet. The committee should sit in a circle facing each other so interaction can take place. All suggestions should be recorded on the flip chart. The maximum time for the meeting should be one hour. Create the constitution, then the by-laws.
Once the documents have been accepted by the standing committee, the created documents are to be mailed to every family prior to the meeting for them to review at home. At the specially called meeting, the committee chair will read aloud each article one at a time and ask for discussion. The chair should limit debate to a set time for each article so meeting doesn't drag on or get bogged down. Adoption will be voted on at the next regularly called meeting. By doing this everyone can think about suggested changes before voting, so nothing is rushed. At the final vote, the chair asks for a motion to accept each article individually with a second and a vote preferably by ballot, roll call, or hand. After the last article is past, the group votes to accept the whole constitution, then the by-laws.
All educational programs conducted by Ohio State University Extension are available to clientele on a nondiscriminatory basis without regard to race, color, creed, religion, sexual orientation, national origin, gender, age, disability or Vietnam-era veteran status.
Keith L. Smith, Associate Vice President for Ag. Adm. and Director, OSU Extension.
TDD No. 800-589-8292 (Ohio only) or 614-292-1868