The Extension agent advisors should help Council members to agree on the rules by which they will operate and to use them. Rules should be written in a simple, understandable form. Members and agents should understand that the same set of standing rules applies to the entire Extension Program Council, executive board and all program committees. No part of the Council should write separate standing rules for its group alone.
When first organized or reorganized, the Council may make temporary provision for operating procedures. These should be recorded in the official minutes. It is recommended that the Council operate for a period of time, one or two years, with temporary standing rules. Experience in dealing with relevant situations will enable the Council to arrive at the best rules for its purposes. When rules are finally adopted, consideration is given first to the temporary provisions.
Drafting standing rules is a task that may be assigned to one person or to a small group of members who understand organizational procedures. A consultant, someone familiar with parliamentary process, could be asked to assist the group. Enough time should be allowed for the group to make a thorough study for provisions that are relevant to the county organization. When proposed rules are presented for discussion by the Extension Program Council, provide a copy for each member.
The example on following pages may be helpful to Councils in writing or revising standing rules. Places where local decisions are most pertinent are shown boldface and underlined. Councils are not required to follow these suggestions exactly; instead they are encouraged to choose the most effective option for their situation. Other points may be altered as local need varies from the suggestions.
The number and character of standing rules will vary for each county, but the items listed below are usually included:
1 - NAME
The name of this organization is the _____ (name of county) _____ County Extension Program Council.
2 - PURPOSE
The purpose of the _____ County Extension Program Council is to involve local people in designing educational strategies to address problems that are important to them. Although the Council may concern itself with any program of importance to local people, the Council will not duplicate efforts of other county organizations. It shall be the policy of the Council to cooperate with and assist other organizations where assistance is needed and required.
3 - MEMBERSHIP
Membership of the _____ County Extension Program Council shall consist of the total membership and officers of the executive board and _____ (list names of all program area and issue-based program committees) _____. Membership shall be open to qualified persons and there shall be no discrimination because of race, gender, age, color, religion, disability or national origin.
4 - OFFICERS
Officers of the Council shall be _____ (chairperson, vice-chairperson, secretary and treasurer) _____.
a.Officers shall be elected from current membership of the county Extension Program Council.
b.Officers shall be elected for a _____ (two-year) _____ term and shall take office immediately following election.
c.Officers shall be elected _____ (in alternating years) _____ at the county Extension Program Council's annual meeting; _____ (chair and treasurer) _____ shall be elected in _____ (even-numbered) _____ years and _____ (vice-chair and secretary) _____ shall be elected in _____ (odd-numbered) _____ years.
d.No person shall be elected to the same office for more than two consecutive terms.
e.At a meeting preceding the annual meeting at which officers are to be elected, the executive board shall select a nominating committee of _____ (three) _____ persons. The nominating committee shall nominate _____ (one) _____ person for each of the offices of _____ (chair and treasurer in even numbered years) _____ and the offices of _____ (vice-chair and secretary in odd-numbered years) _____, and _____ (one) ____ person for each additional position on the executive board, except positions that are automatically filled by program committee chairpersons. The nominating committee shall ascertain that those placed in nomination will serve if elected.
At the annual Council meeting at which officers are to be elected, the nominating committee shall submit its nominees for the vote. Additional nominations for each office may be made from the floor.
f.Duties of officers shall be those pertaining to their offices and designated in Standing Rules sections 8 and 9 and other duties assigned them by the executive board.
g.Officers and executive board members shall be elected by the membership by _____ (secret ballot) _____ or _____ (voice vote) _____ . The person receiving a majority of votes cast for a position at the annual meeting, at which quorum is present, shall be elected to that office.
h.When a vacancy in the chairmanship occurs, the vice-chair automatically assumes the position of chair. Other vacancies in office shall be filled by the executive board by appointment from membership of the Extension Program Council.
5 - MEETINGS
The _______________ County Extension Program Council shall meet during _____ (month) _____ of each year and at other times determined by the executive board.
a.The _____ (month) _____ meeting shall be the annual meeting when reports of accomplishments are made.
b.The chair shall designate the place and hour of each meeting.
c.The secretary shall send notice of each meeting to members at least two weeks prior to the meeting.
6 - FINANCES
a.No membership dues shall be required.
b.The treasurer shall receive, hold and disburse all funds belonging to the ___________ County Extension Program Council and make a full report as requested by the chairperson.
c.All disbursements shall be made by checks signed by both the Council chair and treasurer.
d.At the end of the term of office, the treasurer shall turn over to the treasurer-elect all money, books and papers of the county Extension Program Council.
7 - VOTING BODY
The voting body shall consist of members as defined in Rule 3.
8 - EXECUTIVE BOARD
The executive board shall consist of a minimum of 12 members: _____ (four) _____ officers, chairperson or representative of each program area and issue committee and at least _____ (three) _____ additional members.
a.Officers of the Extension Program Council shall serve in the same positions on the executive board.
b.All program committee chairs shall serve as members of the executive board during their tenure.
c.Executive board members who are not officers or program committee chairs shall be elected at the same time and in the same way as officers are elected.
d.The term of office for executive board members who do not also serve as officers or program committee chairs shall be _____ (two) _____ years.
e.The executive board shall hold regular meetings in _____ (February, June and October) _____ every year and at other times determined by the board chair. The secretary shall notify members of meetings.
f.A quorum shall consist of _____ (55) _____ percent of the members. A majority vote of members present at a meeting where a quorum is present shall be the act of the Council.
g.The executive board is empowered to act as authorized in rules 3, 4, 5, 6, 7 and 8. In addition, the executive board shall carry out those functions it deems necessary to its responsibility for coordinating and providing overall leadership for planning, conducting, evaluating and interpreting the county educational program.
9 - PROGRAM AREA and/or ISSUE PROGRAM COMMITTEES
The executive board shall determine the program area and issue-related committees of the ___________ County Extension Program Council. The executive board may dissolve committees and create new ones.
a.The names of these program committees shall be: _____ (actual names) __________________________________________________ .
b.Officers of program area/issue committees shall consist of chairperson and secretary, and others as needed.
c.The chair of each program area/issue committee shall be appointed by the Extension Program Council chair after approval by the executive board. The Council chair shall appoint committee chairs as soon as practical after his/her election. The committee shall select one member as secretary.
d.The chair of the county Extension Program Council shall appoint members of program area/issue committees after consultation with, and recommendations from, committee chairpersons. The committee members also shall be appointed as soon as practical after election.
e.The term of office of chair and other members of program committees shall be the same as that of chair of the Extension Program Council.
f.Each program committee shall meet at such times and places as are determined by its committee chair.
g.Reports of program committee plans shall be made to the executive board at its meetings. Each committee shall make a summary report of its activities to the Extension Program Council at the annual meeting. The committee chairperson shall make the report and submit a copy to the Extension Program Council chair.
h.An officer vacancy in any program committee shall be filled by appointment made by the Extension Program Council chair, subject to approval of the executive board. Other vacancies in the membership of a committee shall be filled by persons appointed by the chair after consultation with the chair of the committee having the vacancy. 10 - QUORUM A quorum shall consist of _____ (55%) _____ of all members of the Extension Program Council, executive board and program area/issue committees. 11 - AMENDMENTS These rules may be amended by a two-thirds majority vote of members present and constituting a quorum at a meeting of the Extension Council at which the proposed amendment is to be acted upon. At least two weeks before the meeting, the secretary shall send a notice of the meeting and include a copy of the proposed amendment.