Constitution

Name

Cascade County 4-H Shooting Sports Leaders Committee shall be the name of this organization

Mission

The mission of this committee is to promote, advance, and encourage safe and responsible use of firearms and archery equipment among 4-H members enrolled in 4-H shooting sports.

Membership

Any Cascade County 4-H adult leader that is active in the Current 4-H year is eligible for membership irrespective of race, color, creed, age, religion, national origin, sex, marital status, disability, public assistance status, veteran status, sexual orientation, marital status, or parental status.

Officers

The officers of the committee shall be President, Vice President, Secretary, and Treasurer.

Meetings

The committee shall meet a minimum of eight times per year, optimally twelve times per year.

Amendments

It shall require discussion at one meeting and a two-thirds vote of enrolled active voting members present at the next meeting to amend this constitution.

Bylaws

Article I: Objectives

  • Promote the highest standards of safety, sportsmanship, and ethical behavior by increasing our certified instructor roster 10% annually and providing safe, updated equipment to instruct with and learn from.
  • Develop integrity, sportsmanship, cooperation, decision-making skills, and public speaking skills in youth through participation in structured, informal learning experiences, including demonstrations, visual presentations, tours, competitive shooting events, community service activities, and exhibits thereby increasing shooting sports member enrollment by 10% annually.
  • Teach concepts that lead to the safe and responsible use of firearms and archery equipment, including sound decision-making skills, self-discipline, and concentration by maintaining a 90% rate of member successful project and record book completion.
  • Complement and enhance the impact of existing safety, shooting, and hunter education programs using experiential educational methods and progressive development of skills and abilities by offering one or more multi-agency education/safety event annually.

Article II: Membership and Member Duties

Any Cascade County 4-H adult leader that is active in the current 4-H year is eligible for membership irrespective of race, color, creed, age, religion, national origin, sex, disability, public assistance status, veteran status, sexual orientation, marital status, or parental status.

  • The duties of members of the Cascade County Shooting Sports Leaders Committee shall be to attend meetings and take an active part in the program.
  • Voting members shall be enrolled active Cascade County 4-H Leaders in good standing that possess a current Montana State 4-H Certified Shooting Sports Instructor certificate- or have committed to attend a state shooting sports instructor training in the next six months and help teach their discipline.

Article III: Election of Executive Officers and Representatives

The Executive Officers and Representatives shall be elected by ballot at the September meeting and installed as officers as the October meeting each year and shall assume office through the following September meeting. The terms of office shall be two years. Officers may hold any one office for not more than three terms in succession.

  • President, Vice President, Secretary, and Treasurer must be an enrolled active Cascade County 4-H Leader for a minimum of one year who attended at least half of the previous years' committee meetings and possesses a current Montana State 4-H Certified Shooting Sports Instructor certificate.
  • Voting members will vote for President, Vice President, Secretary, Treasurer, Leaders Council Representative, and Cascade 4-H Foundation Representative. Ballots will be counted by the Cascade County Extension 4-H Agent.
  • If an officer is no longer able to hold an office, elected officers will appoint a replacement to finish the 4-H year. This position then becomes eligible for election at the September meeting.
  • Officer election rotation shall be President and Secretary elected in even years, Vice President and Treasurer elected in odd years

Article IV: Duties of the Officers

Executive Officers

  • President will preside at all meetings of the committee and have in mind at all times the best interests of the committee and its mission. The President, with the approval of the Executive Officers, may call special meetings as necessary. The President will also chair the Planning Committee for the yearly program plan.
  • Vice President will perform the duties of the President when the President is absent. The Vice President will also chair the Fundraising Committee.
  • Secretary will keep a record (minutes) of all proceedings of the committee, shall act as committee correspondent in matters pertaining to the business of the committee, and shall keep a correct enrollment of all members. The Secretary will submit committee minutes to the President and the Extension Office no later than two weeks after meetings. The Secretary will assist the President in setting meetings agendas and will send out, via email, the upcoming meeting agenda and previous meeting minutes at least one week prior to regularly scheduled meetings.
  • Treasurer will work in conjunction with the Cascade County 4-H bookkeeper to maintain financial records and shall provide a current profit and loss statement at all regular meetings, deposit monies prepared by the 4-H bookkeeper, and return the receipt to the Extension office in a timely manner. The Treasurer shall maintain a list of sponsors and donors to be recognized annually, and submit a current list of bank account signers to the Extension Office. Signers must be three of the Current Executive Officers and must be available to sign checks in a timely manner. The Treasurer will chair the Budget Committee.

Representatives

  • Leaders council Representative will attend the regular Leaders Council meetings to report and update the Council on the current activities of the Shooting Sports Leaders Committee. The Leaders Council Representative will then report and update the Shooting Sports Leaders Committee on current activities of the Leaders Council. The Leaders Council Representative will be rational, if needed, and will be decided upon prior to each Leaders Council meeting.
  • Cascade 4-H Foundation Representative will attend the regular and annual Cascade 4-H Foundation meeting to report and update the Foundation on the current activities of the Shooting Sports Leaders Committee. The Cascade 4-H Foundation Representative will then report and update the Shooting Sports Leaders Committee on current activities of the Foundation. The Foundation Representative will be rotational, if needed, and will be decided upon prior to each Foundation meeting.

Extension Agent

The Extension Agent acts as the facilitator to the Shooting Sports Leaders and provides all necessary resources. Acts as an Ex-officio member of the rules committee. Responsible for receiving complaints or policy exceptions from members and referring to the proper committee, following up on ruling and referring back to members in a timely manner. Provides a current list of enrolled active voting members and maintains a current list of certified shooting sports instructors.

4-H Bookkeeping Services

Bookkeeping services will be provided by a Contract for Services bookkeeper. The bookkeeper will perform general bookkeeping duties and provide quarterly invoices of services to the Shooting Sports Leaders Committee. The bookkeeper will efficiently and responsibly utilize QuickBooks software. This is a contract with the Cascade 4-H Foundation and the scope of the contract includes the Cascade 4-H Foundation, Cascade County 4-H Leaders Council, Cascade County 4-H Horse Leaders, and Cascade County 4-H Livestock Leaders. Wages are prorated between each entity for time worked on each entity's account.

Article V: Sub-Committees

Sub-Committees standing and special will be appointed by the President as needed. The President will appoint the chairman and fill any vacancies. Sub-Committee chairmen must be enrolled active Cascade County 4-H leaders. Standing and special committees may research, investigate, organize, and establish proposals to be reported to the general committee. Any proposals must be voted upon by the Shooting Sports Leaders Committee before taking action.

  • The Secretary lets members know of their appointment to a committee and gives the Sub-Committee Chairman the proper documents so that the Sub-Committee can accomplish its assigned work. If a motion is referred to a Sub-Committee, the Secretary needs to give the Chairman a copy of the motion and the instructions that go with it.
  • The Sub-Committee Chairman should preserve all documents given to him or her and return them to the Secretary in the same condition in which they were received. In Standing Committees, the Committee should keep a record of its activities and place them in a file. This file becomes a continuous record of the activities of the Sub-Committee and is given to the new Sub-Committee chairman at the end of the term.
  • Standing Committees shall be:
    • Planning Committee, chaired by the President, will set the yearly calendar to be included in the current Shooting Sports Rulebook to be distributed and posted on the Extension website no later than September 1st annually.
    • Budget Committee, chaired by the Treasurer, will prepare the annual Committee budget to be presented to the Cascade County 4-H Leaders Council meeting in November.
    • Fundraising Committee, chaired by the Vice President, will maintain a list of current and potential sponsors. Research and recommend fundraising opportunities.
  • Special committees shall be, but not limited to:
    • Committee Bylaws Review Committee shall review the bylaws every two years. This special committee shall be formed in May and consist of at least three current, active shooting sports leaders. The special committee presents the final draft of the policy for approval at the July meeting. If necessary, bylaws may be amended at any regular Shooting Sports Leaders Committee meeting provided the amendment has been submitted and read at the previous meeting. A quorum must be present. A majority vote is required to amend the bylaws.

Article VI: Meetings

Regular meetings shall take place on the first Thursday of each month unless ordered otherwise by the Executive Officers. Each month, in the meeting notification email and on the agenda, the location of the next meeting will be announced. Regular meetings or discussion and voting on urgent club business may be held in person, via conference call, video call, email, or other electronic means. Notification and a reasonable deadline will be announced for urgent matters so that all members have an opportunity to respond. The President, with the approval of the Executive Officers, may call special meetings as necessary. Notice of meetings shall be emailed to voting members at least one week prior.

Article VII: Quorum

A quorum is needed to hold an official business meeting. A quorum consisting of a minimum of four members must be in attendance whether in-person, by conference call, video call, electronic, or other means.

  • If a quorum is not present, and there is business to be voted upon that cannot wait until the next scheduled meeting, the President will wait 10 minutes before calling the meeting to order. During these 10 minutes, attending members may attempt to call missing members and conference in the missing members by phone or video.
  • If a quorum is not present and there is no urgent business, the President will call the meeting to order, state there is no quorum, and ask for reports. No business which requires voting will take place without a quorum.

Article VIII: Voting

A motion will pass with a majority vote. A majority vote is 50% of the Committee's voting members in attendance. All voting shall be done by voting members in a usual vote taking method, i.e. viva voice (by voice), a show of hands, raising the right hand, rising, ballot, roll call, "ayes and nays", general consent, mail, email, phone, or electronic means.

Article IX: Order Of Business

The order of business for regular meetings shall be as follows: Call to Order, Pledges, reading and approval of minutes, reading of communications, treasurer's reports, unfinished business, new business, discipline updates, announcements, adjournment of the business meeting.

Article X: Code of Conduct

4-H Code of Conduct for Shooting Sports Leaders will be followed at all committee and shooting sports activities.

Article XI: Amendments

If necessary, bylaws may be amended at any regular meeting of the committee provided the amendment has been read at the previous meeting OR has been distributed to each committee member that is eligible to vote, in writing or electronically, at least two weeks prior to the meeting. A two-thirds vote of current members in required to amend the bylaws. Members will be able to vote and/or offer discussion points in-person, via electronic, or other means. Votes form electronic or other means are due before the regular meeting begins and any votes and discussion points will be reported and presented at the meeting.

Article XII: Compensation and Conflicts of Interest

  • All persons associated with this chartered committee are volunteers.
  • No adult or youth will use thier position with 4-H or the knowledge gained from their position in 4-H for personal financial benefit.

Article XIII: Whistleblowers Protection

To maintain the highest standards of conduct and ethics, the Cascade County 4-H Shooting Sports Leaders Committee 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 by law. The 4-H organization will use its best efforts to protect whistleblowers against retaliation.

Article XIV: Document Retention and Destruction

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

Charter Permanent
Bylaws Permanent
EIN Paperwork Permanent
990 Tax Returns 7 years
Annual and Audits 7 years
Bank Records 3 years
Donor Records and Acknowledgment 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 a the local Extension office. The Extension offices in collaboration with the Committee President are the designated persons to identify the records that have met their required retention time and will oversee the destruction. All destruction will be by shredding.

Article XV: Grievance Procedure

For those who feel aggrieved due to some action in the Cascade County 4-H Shooting Sports Leaders Committee the following steps must be taken:

  1. A written statement of the grievance shall be filed by the party/ies grieving a process or decision. The statement should include the following information:
    1. The date of the incident.
    2. The name(s) of the people filing the grievance.
    3. A complete statement describing the incident including all facts upon which the complaint is based.
    4. Any rules, regulations, policies or procedures that have been violated, if any.
    5. List of the names and addresses (preferable with phone numbers of people who have been involved in the incident and their role as well as a detailed timeline of events.)
    6. Signatures of those submitting the grievance.
  2. The grievance statement should be filed with the MSU Cascade County 4-H Agent, who will then contact the other Grievance Committee members to complete the process.
  3. Grievance committee and thier duties:
    1. The committee shall consist of the MSU Extension Cascade County 4-H Agent who is the appropriate agent for the grievance and the Executive Officers of the Shooting Sports Leaders Committee.
    2. Narrow and define the issues related to the incident.
    3. Gather information related to the incident which may include identifying and obtaining input from people reviewing the documents.
    4. Identify other processes deemed necessary by the committee.
    5. Prepare recommendations for the resolution of the grievance. The recommendations will be non-binding and no testimony used by the grievance process my be used for other purposes.
  4. Grievance documents received by the Grievance Committee are considered confidential information.

Grievance Committee members shall not share the documents without the permission of the author and the consultant of the Montana State 4-H Center. The intent of the grievance may be summarized and shared but sensitive information of information which may cause harm (real or perceived) to individuals, should be protected.

Article XVI: Dissolution Clause

Upon termination of affiliation with Cascade County and MSU Extension and/or upon dissolution of the Cascade County 4-H Shooting Sports Leaders Committee the governing body of the Cascade County 4-H Shooting Sports Committee shall promptly pay or make provisions for the payment of all liabilities of the Committee. The governing body of the Cascade County 4-H Shooting Sports Leaders Committee will then promptly transfer all the remaining assets of the Committee to the Cascade 4-H Foundation, Inc. to be dispersed by it to a qualified entity (including the Cascade 4-H Foundation and any of its affiliates) under Section 501(c)(3) or 509(a)(3) of the Internal Revenue Code (or the corresponding provision of any United States Internal Revenue Law) which is chartered by, affiliated with, or supportive of 4-H programs and activities. Alternatively, the Cascade 4-H Foundation may transfer the remaining funds and assets to the responsible County 4-H Council within the county to be held in a separate account designated for that county and to be disbursed for 4-H programs and activities in that county as determined by the holder of the funds.

Article XVII: Parliamentary Authority

The rules contained in the current edition of Robert's Rules of Order Newly Revised shall govern the Cascade County 4-H Shooting Sports Leaders Committee in all cases to which they are applicable and in which they are not inconsistent with these bylaws and any special rules of order the Committee may adopt.

Adopted 3/1/18         Revised 12/13/18, 11/7/19