Appendix 6: Sample Guidelines
left85090Appendix 6: Sample Guidelines [This is a sample. Your Extension Council Guidelines should reflect the needs of your community.]Guidelines of the OSU EXTENSION COUNCIL - _________ COUNTY ARTICLE I. NameThe name of this organization shall be OSU Extension Council - _________ County.ARTICLE II. PurposeThe broad purpose of the OSU Extension _________ County Extension Council is to ensure that research-based educational information is provided to the public by providing community input into and support for the _________ County Extension Program.The Extension Council will be advisory to the County Extension Director of the OSU Extension Service in _________ County. The Extension Service operates under various federal, state, Oklahoma State University and _________ County Laws, statutes, ordinances, administrative regulations and policy guidelines. The ultimate responsibility for all phases of the local Extension program rests with the County Extension Director. A good deal of programmatic flexibility and discretion exists at the local level. The Extension Council will function in this broad and flexible programmatic area.Some of the specific areas in which the Extension Council will provide advice and/or assistance include the following:Act as spokespersons and goodwill ambassador for Extension with County Commissioners and other local organizations and agencies. The Extension Council should develop direct lines of communication with county commissioners, city and county managers, and local politicians, and local community leaders. The Extension Council should have effective lines of communication with all media within the county (newspaper, radio, television). Advise on new program areas that need to be added, and program areas that need to be phased out because they are no longer deemed to be relevant.Advise on program balance or needs to shift the program portfolio. For example, the growth of the landscape industry in a county and the reduction of the cattle related industry might require a shift in effort and programming.Advise on locating resources, both human and material, needed to carry out programs.Identify targeted audiences and how best to reach them. Identify problems and issues for program areas and communicate needs to Extension educators. Assist in identifying and recruiting new Extension Council members.Identify targeted audiences and how best to reach them. Assist in identifying and recruiting new Extension Council members.ARTICLE III. MembershipThe Extension Council shall consist of members, each with a single vote.The member’s term will be for three years beginning at Fall meeting of the year appointed. These terms shall be staggered.Candidates for membership shall come from the following categories:One elected representative of each County Extension Program Advisory CommitteeUp to three (3) members from the agricultural communityUp to three (3) from health, human services and/or family focused groupsUp to three (3) from the business communityUp to three (3) from local governmentUp to three (3) members from community organizations or groupsUp to three (3) members from education and youth programmingThe Extension Council representatives shall be selected by their committee for membership, prior to the Extension Council Nominating Committee meeting. Potential members from the general population of _________ County shall have demonstrated a special interest or involvement in some phase of the Extension Program. This interest or involvement may be by virtue of work, profession, or personal interest. Members should be selected to maintain geographic and subject matter interest on the Extension Council, to include Family, Youth and Consumer Sciences; Rural Development; 4-H Youth Development, and agricultural production in _________ County.The Extension Council Chair shall appoint a three-person membership committee to be ratified by the Council each summer to recommend members to be appointed to replace those whose terms expire that year. This committee will present the list of potential members to the Extension Council for selection two weeks prior to the Summer meeting. However, if there is an occasion where it is necessary to expedite new member approval, votes may be taken electronically.Recognizing that a functioning committee must have input from all its members, a member absent without reason or excused absence from two consecutive meetings will be advised by the Extension Council and have the option of attending the next meeting or be removed from membership. The Chair, Vice Chair and Secretary of the Extension Council will have the responsibility of filling any vacant positions caused by resignation, lack of attendance, death, or member moving from the county or any other reason. ARTICLE IV. OfficersThe officers of the Extension Council shall include a Chair, Vice Chair, and Secretary. Officers may serve consecutive one-year terms in any office. Officers shall be regular Extension Council Members at all times during their service as officers. If an officer for any reason is unable to complete his or her term, the Extension Council members may appoint an interim replacement.The Nominations Committee, if needed, shall be named at the meeting prior to annual elections. Annual elections shall be held at the Summer meeting. Written nominations or nominations from the floor will also be accepted at the Summer meeting. Officers will take office at the Fall meeting and serve one-year terms.The duty of the Chair will be to preside at the regular meeting of the Extension Council, give overall leadership to the organization, appoint committees, and carry out other duties assigned by the Bylaws. The duty of the Vice Chair will be to preside at the regular meetings of the Extension Council in the absence of the Chair and to assist the Chair as may be appropriate.The Secretary is the recording and corresponding officer and the custodian of the records of the organization.ARTICLE V. Meetings and YearThe Extension Council shall decide on a meeting schedule (recommended four (4) times a year). Special meetings may be called by the Chair or upon the recommendation of the majority of the members.The Extension Council year shall begin on January 1st of each year and end on December 31st.ARTICLE VI. CommitteesIt shall be the responsibility of the Chair to appoint committee chairpersons and members on an as needed basis. The number of individuals to be appointed to each committee is left to the discretion of the Chair. Committee members will be chosen from Extension Council membership and OSU Extension volunteer corps. Each committee must include a Council member to serve as a liaison to the Extension Council. The Chair may also appoint special committees during the course of the year. These committees will automatically terminate at the end of each Extension Council year unless they are reappointed by the subsequent Chair. Committee members will be chosen from Extension Council membership. .Each committee must include a Council member to serve as a liaison to the Extension Council. ARTICLE VII. FinancesThere will be no dues for Extension Council members.ARTICLE VIII. QuorumA quorum for regular or special meetings of the Extension Council will be 50%.ARTICLE IX. Amendments to BylawsAmendments to these Bylaws may be made at any regular meeting of the Extension Council by two-thirds vote of the Extension Council (a quorum being present) after 15 days written notice as been sent to all Extension Council members.ARTICLE X. Parliamentary AuthorityThe latest edition of the Roberts Rules of Order will be designated parliamentary authority of the Extension Council.DATE Bylaws adopted and/or amended ................
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