Strafford County PDF Print E-mail
Written by Administrator   
Thursday, 27 September 2007






Below shows proposed changes to the Bylaws:

Note that additions are in green and words to be deleted are crossed out






Article III – County Networks

Section 1: Purpose

County farmer to farmer networks, are the core of the Organization and can be established and supported in each county, where there are members. Members in counties without an active network may partner or join with another active county. . County Networks are created to facilitate interaction, dialog and activities between members and others.

Section 2: Meetings

County Networks will meet as determined necessary and appropriate by the members of that County Network.

Section 3: Purpose of the County Network is to:

  • Develop a plan of activities with a budget for each year that is presented to the State Council by the County representative(s) to the State Council and the State Finance Committee 3rd quarter meeting of the State Council.

  • Select 2 members to serve as that county’s representatives to the State Council. The names of those representatives shall be given to the State Council by the State Council’s 4th quarter meeting.

  • Select a Treasurer to maintain records on all County finances

  • Prepare an annual report of all county based activities and finances for the State S&BF of NH Treasurer.

  • Create a bank account in the name of the County Network

  • Communicate County based activities through media used to keep the total membership informed

Section 2: The duties of the County Network are to:

Hold County meetings as deemed necessary by the members

  1. Develop a plan of activities with a budget for each year that is presented to the State Council by the County representative(s) to the State Council and the State Finance Committee at the 3rd quarter meeting of the State Council.

  2. Communicate County based activities through media used to keep the total membership informed

  3. Create a bank account in the name of the County Network and select a Treasurer to maintain records on all County finances

  4. Keep a brief record of all meetings that include financial decisions.

  5. Select 2 members to serve as that county’s representatives to the State Council. The names of those representatives shall be given to the State Council by the State Council’s 4th quarter meeting.

  6. Prepare a written annual report of all county based activities and finances to be presented to the State Council & Administrative board in the beginning of the 1st quarter of the fiscal year for the previous fiscal year prior to the annual meeting.

Section 3: Terms of service

Section 4: Terms of Service

County Network Leaders shall serve a term of two years or until their successors are elected. Terms shall not end in the same year so that annually one County Network leader is chosen. The County Treasurer and Livestock Committee will also serve two years.

 

Article IV- State Council

Section 1: Purpose

The purpose of the State Council is to: facilitate dialog between County Networks, to the membership and the public; to seek funding that supports the organization; to manage State organization resources; to develop and implement statewide policies, and to hire and manage staff or contractors that support the State organization.

Section 2: Composition of the State Council

The State Council is composed of two (2) members from each County Network. State Council representatives are elected by the membership for two (2) year terms with one member being elected each year. State Council representatives will serve a two- (2) year term from the Annual meeting to the Annual meeting of the following year or until their successors are elected. State Council representatives from the same county will have terms ending in the alternate years so as not to terminate their positions in the same year.

Section 3: Duties of the State Council

The State Council acts upon all important issues brought before the Council by the Administrative Board, County Networks, and the membership. Duties of the State Council include:

  1. Develop and present a budget for statewide organizational activities and programs that is acted on by the membership.

  2. Accept and act on budget requests from County Networks to be included in the organizational budget.

  3. Insure that the Bylaws of the Organization are followed.

  4. Conduct fund raising for Statewide organizational needs.

  5. Hire and manage staff or contractors who work on behalf of the organization.

  6. Report and document to all funders and supporters of Statewide programs and activities

  7. Maintain the Organization’s legal structure and filings with the State and federal authorities.

  8. Prepare and present an annual report to the membership

  9. Form and dissolve committees as required by the bylaws.

Section 4: Administrative Board

The State Council will select an Administrative Board from the slate of candidates presented to them by the Nominating Committee. (See section 18: Duties of Standing Committees; Nominating Committee). The selection of the Administrative Board for the next year will be made at the 4th Quarter meeting of the State Council in the preceding year. The selection of the Administrative Board for that year will be made prior to the Annual meeting. The Administrative Board will have the following positions: Leader, Co-leader, Secretary and Treasurer. Members of the Administrative Board must be members in good standing of the organization. The Administrative Board will conduct the day to day operation of the S&BF of NH, and oversee the operation of the organization according to the Bylaws.

Section 5: Duties and Powers of Administrative Board Positions

Leader:

  1. Presides over all meetings of the State Council.

  2. The leader only votes in case of a tie.

3. Performs all acts and duties usually performed by an executive and presiding officer.

  1. Signs such papers of the Organization as he/she may be authorized or directed to sign by the State Council.

  2. Acts as the point of contact for the Small and Beginner Farmers of NH.

  3. As authorized by the State Council to sign contract, checks and other instruments in writing on behalf of the State Council. All financial instruments (checks, contracts obligating S&BF of NH, etc.) are limited to amounts not exceeding $500.00.

  1. Performs such other duties an may be prescribed by the State Council

CO-Leader:

  1. Performs all duties of the leader, in the absence of the leader.

  2. Shall serve as chairman of the Finance Committee

  3. Performs additional duties as assigned by the State Council.

Treasurer:

  1. Receive all Organization funds; keep them in a book or repository approved by the State Council.

  2. Keep faithful records of all receipts and expenditures and operates under the standard and accepted accounting principles.

  3. Provide the Secretary with written monthly reports.

  4. Disburse the organization funds.

  5. Prepare financial reports for the State Council and as required by State and Federal statute and/or funders such as Heifer.

  6. As authorized by the State Council to sign checks and other instruments in writing on behalf of the State Council.

  7. Shall be a member of the Finance Standing Committee.

Secretary:

  1. Take minutes at all State Council meetings.

  2. Distribute minutes to the State Council.

  3. Maintain the official records file of the Organization which include: minutes of all State Council meetings, County Networks, standing committees, workshops, and any other organized function of Small & Beginner Farmers of NH, to include attendance of meetings. These records shall be an accurate and official record of all business transacted.

  4. Maintain current memberships of Small & Beginner Farmers of NH. Keep an accurate roster showing names, addresses, and positions held in the organization of each active member and shall publish them annually to the entire membership by the end of the 1st Quarter of the fiscal year.

  5. Send out notices to the State Council and Administrative Board of upcoming meetings.

  6. Shall be the Chairman of the Communication committee. See Article IV, section 15, number 4.

Section 6: Financial Constraints

  1. Eligible signatories are the Leader, Co-Leader and Treasurer.

  2. Spending authority for amounts exceeding $1000.00 requires documented authorization from the State Council.

Section 7: Duties of Members of the State Council

  1. Be a point of contact and promote Small & Beginner Farmers in their county.

  2. Attend State Council meetings.

  3. Represent the interests of their county membership at State Council meetings.

  4. Process and distribute requests for assistance from their County to the State Council for approval if appropriate.

  5. Assist the State Council perform its duties.

  6. Serve on at least one State Council Committee

Section 8: Terms of Service

  1. State Council Members will serve two years and must be re-nominated by county members to serve successive years. Three successive terms maximum.

  2. Administrative Board positions will serve two year terms or until their successors are selected. Their term shall begin the day after being selected by the State Council. No Administrative Board member can serve more than 3 successive terms.

Section 9: Vacancies in State Council

  1. Vacancies can be filled at any time by the membership of the County having the vacancy.

  2. Members from a County without an active Network or State Council representative may represent their County at the State Council.

Section 10: Alternates

County Networks can choose alternates to serve on State Council in the absence of regular county leaders. Alternates must be a member.

Section 11: Regular Meetings of the State Council

  1. The State Council will meet no less than four (4) times per year, preferably once per quarter, and be open to all members, associates, interested parties and the public. Meetings may be held by phone, provided that the conference call is conducted in such a way that all members participating can hear each other at the same time. Conference calls will either be arranged ahead of time in the same way as a face-to-face meeting, or may be used when a meeting is inadvisable due to bad weather.

  2. Notice and agenda of regular meetings will be made no less than 21 days prior to the meeting. The Secretary shall mail publish notification of meetings.

  3. Members of Small & Beginner Farmers of NH may request time on the agenda to address the State Council at meetings, through their county's representatives to State Council or to the Administrative Board.

Section 12: Regular State Council Meeting Agenda

Business at all regular meetings of the State Council shall include at least the following:

  1. Meeting called to order by the Leader or Chairman.

  2. Roll Call by the Secretary.

  3. Ascertain if a quorum is present by the Secretary

  4. Presentation of the minutes of the previous meeting by the Secretary for acceptance or revision.

  5. Treasurer’s Report

  6. Committee Reports

  7. Reading of Communications

  8. Old Business

  9. Meeting

  10. New Business

  11. Adjournment

Section 13: Special Meetings of the State Council

  1. Any member of the State Council can call for a Special Meeting.

  2. A simple majority of State Council seats filled can approve the calling of a Special Meeting.

  3. Telephone polls can be utilized to authorize the calling of a Special Meeting

  4. Fourteen (14) days notice is required prior to a Special Meeting.

Section 14: Quorum

The quorum needed to conduct State Council meetings will be all State Council members present and in good standing, with a minimum of 4 members present.

Section 15: Decision Making

All State Council business will be conducted under Roberts Rules of Order. A simple majority of those members present and voting is necessary to pass a motion unless another percentage is called for in the Bylaws. Roberts Rules may be suspended, by a majority vote, for the purpose of conducting business that is better suited to other processes.

Section 16: Record of Decisions/Minutes

Minutes of the State Council will be recorded by the Secretary and available to anyone by visiting the website or contacting the secretary within 14 days of the meeting at which the record was taken. Minutes can be electronically recorded. Minutes will be distributed via land mail; email may be used as well but not as a substitute, to the State Council within 30 days of the last meeting of the State Council. Minutes will be considered “draft” and subject to change until accepted by the State Council at the next regular meeting. Accepted minutes will be posted on the website within 14 days of acceptance.

Section 17: Committees

  1. Standing Committees – There shall be four (4) Standing committees that shall consist of the Nominating committee, the Finance committee, the Livestock committee, and the Communications committee. Committees must provide notice of meetings to the committee members by written notice (does this include email?)within 14 days of a meeting, to the general membership by posting meetings on the website, in the Bulletin and on the list serve within 14 days of the meeting and keep a record of all actions.

  2. Standing Committees – There shall be five(5) Standing committees that shall consist of the Nominating committee, the Finance committee, the Livestock committee, the Equipment and Articles committee, and the Communications committee. Committees must provide notice of meetings to the committee members by written notice within 14 days of a meeting, to the general membership by posting meetings on the website, in the Bulletin and on the list serve within 14 days of the meeting and keep a record of all actions.

  3. Special Committees - The State Council can form any special committee necessary to conduct business. Special Committees must provide notice of meetings to the committee members by written notice within 14 days of a meeting, to the general membership by posting meetings on the website, in the Bulletin and on the list serve within 14 days of the meeting and keep a record of all actions.

Section 18: Duties of Standing Committees

  1. Nominating Committee shall consist of a Chairman, appointed by the State Council at the Annual Meeting and at least two (2) members appointed by the State Council. The committee will meet on call of the Chairman and will be constantly on the alert for potential State Council or Administrative Board material within the membership. At least 6 weeks prior to the Annual Meeting the committee shall submit for their slate of candidates to the Secretary. The presentation of this slate does not preclude nominations from the membership.

  2. Finance Committee shall consist of a Chairman, who shall be the Co-Leader of the organization and two (2) members appointed by the Chairman, and a fourth member who shall be the Treasurer of the Small & Beginner Farmers of NH organization. The Finance committee shall prepare and present an annual budget for the next fiscal year to the State Council and the Administrative Board by the 4th Quarter meeting. The Finance committee will arrange for appropriate financial reviews annually.

  3. Livestock Committee shall consist of a Chairman who is a member in good standing chosen by the State Council and at least two (2) other members chosen by the Chairman. Manage all livestock funds and payback funds. Process requests for livestock purchase from members. Prepare a Livestock budget for submission to the Finance Committee by the 3rd Quarter meeting of the State Council. Report to the State Council on all activities by the 4th Quarter Meeting of the State Council. Oversee all livestock aspects of the Heifer Grant.

  4. Communications Committee shall consist of a Chairman who is the Secretary and at least two (2) additional members chosen by the Chairman. The Communications Committee is responsible for the development and maintenance of the website, monthly Bulletin and list serve. The Communications committee will publish the Annual Report of the S & BF of NH.

  5. Equipment and Articles Committee shall consist of at least 2 members chosen by the Council. The purpose of the Equipment and Articles Committee is to develop and recommend policies and procedures for the acquisition, use, management and liquidation of equipment and other articles that are owned by the organization and exist for the benefit of and use by the membership. The Equipment and Articles Committee will administer agreements with member “caretakers” of equipment and articles; maintain an inventory of equipment and other articles and monitor the use and status of all equipment and other articles owned by the organization.



Last Updated ( Friday, 21 May 2010 )
 
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