Budget and Fundraising Committee

Article 1: GENERAL

• Section 1: This committee shall be known as the Spokane County 4-H Budget and Fund Raising (BFR) Committee (aka the 4-H Members Association).
• Section 2: Meetings will be held at 222 N Havana (the 4-H Extension Office). If a scheduled meeting cannot be held at this location, it will be postponed until the next regular meeting, unless a majority agrees to a special meeting time and date.
• Section 3: Regular business meetings must be held at least six (6) times annually. Meetings will be held the first Monday of each month, or as agreed upon by the committee.
• Section 4: Special meetings may be called by the committee chairperson or the County 4-H Educator with a two-day notice.
• Section 5: Internal (ad hoc and sub-) committee meetings will be subject to the discretion of those committee members.
• Section 6: A quorum will be not less than seven (7) members of the committee including at least three “at large appointees”(See Article III, Committees).

Article 2: PURPOSE / MISSION

• Section 1: The BFR will serve as one of the primary fund-raising entities within Spokane County 4-H to seek opportunities for and raise additional revenue to support the central mission of the committee described above.
• Section 2: The BFR monitors, manages, and distributes existing funds for use by 4-H youth and volunteers of the Spokane County 4-H. The BFR is also responsible for oversight, management, and appropriate distribution of all new funds raised in the name of 4-H by the BFR.  The BFR has no responsibilities for club level funds or other Spokane County 4-H Project Committee funds unless requested by a club or standing committee and approved by a quorum.
• Section 3: The committee is obligated to disperse the funds equitably among the youth and volunteers of the Spokane County 4-H organization, regardless of club or county program affiliation. Said funds are for use by 4-H youth and volunteers for 4-H events and activities. These 4-H events and activities may be county, state, regional, national, or international.
• Section 4: The BFR will manage funds from unique sources as requested by Spokane County 4-H volunteers/ leaders/funding solicitors for a fee agreed upon by the parties involved. (*Note not to be confused with fees associated with gaming activities conducted under the auspices of the Spokane County BFR Committee — described elsewhere).
• Section 5: Any proposed changes to the general purpose of the BFR will require a 2/3 majority vote by the BFR members present (Quorum of 7 or more) and the approval of the WSU-Extension Spokane County Chairperson (Director).

Article III: COMMITTEE COMPOSITION / ELECTION / APPOINTMENT

• Section 1: The committee will be composed of at least 10% the number of individuals who are approved/enrolled in 4-H online plus one (Spokane County Youth Educator) and up to two WSU (Washington State University) Extension staff.
  • including 4-H volunteers and members  appointed by the various standing committees including Large Animal, Small Animal, Equine, General Projects, Shooting Sports, & Teen Advisory; and
  • seven at-large members appointed from the general 4-H population approved by a quorum at a regular or special BFR meeting.
• Section 2: The appointment of members will be completed as follows:
  • seven at-large members appointed from the general 4-H population approved by a quorum at a regular or special BFR meeting
  • those elected as committee appointed members are nominated/approved by the various standing committees named above in Art. III, Section 1.
• Section 4: Each member is elected/serves for up to three years with the option to extend per approval by a majority vote by a quorum of BFR members.
• Section 6: Though each member of the committee is appointed for a three-year term, should vacancies remain at the beginning of the new 4-H year, a member may be reappointed/re-elected using the standard approval processes described above.
• Section 7: New committee members should assume their responsibilities no later than the first Monday of October (the beginning of the new 4-H year). Out of cycle elections, are allowed as necessary should the committee not have a full contingent of members for some reason (resignation, extended illness, etc.).

Article IV: COMMITTEE DUTIES & RESPONSIBILITIES

The BFR Committee will:

• Section 1: Managing existing funds and any funds still coming in addressed to the “leaders council” or the “members association” and tasks are the responsibility of the BFR (as defined in the minutes of the organizational meeting held in July 2006). Those tasks related to budget oversight and disbursement of Spokane County 4-H funds managed by the committee for support of youth and volunteers to participate in:
  • Conferences
  • Special events
  • Special projects
  • Scholarships – maintain a minimum of $2,100 in the general fund for scholarships for 4-H members graduating from high school and/or in continuing post-secondary programs in any given 4-H fiscal year (Oct 1 – Sept 30). The fund balance shall be reviewed and approved by January 31, of the given 4-H year. It will be replenished as needed to meet the minimum from general BFR funds/earnings not later than December 31 of each year.
• Section 2: Identify strategies in cooperation with the county level 4-H faculty/staff in fund raising events.
• Section 3: Continually explore and support ways and means to raise funds, earn interest in secure accounts, and manage BFR funds.
• Section 4: Continuously seek and promote equal access to funds and opportunities for growth and development for all Spokane County 4-H youth and volunteers, regardless of club or county program affiliations.
• Section 5: Advise county level 4-H faculty/staff on matters related to management of funds and needs related specifically to the BFR mission and task.
• Section 6: Advocate for and promote Spokane County 4-H in the private, business, and not-for-profit sectors of Spokane County and surrounding areas.
• Section 7: Develop an annual program of work & draft budget with a goal of completion by the end of the regular November meeting.

Article V: MEMBERS RESIGNATION / DISMISSAL PROCEDURES

• Section 1: If a committee member becomes and continues to be delinquent, not attending meetings or exhibiting continual dissatisfaction; or cannot for some reason meet their committee obligations and duties actions taken may include:
  • Voluntary resignation, or
  • discussion with a three-person subcommittee and the County Educator regarding concerns and issues.
• Ultimate action if the individual does not choose to resign:
  • The committee may choose to seek further resolution of issue(s) and the member continue to serve, or
  • recommendation by the subcommittee and approval by a 2/3 majority of the full BFR committee (quorum of seven or more) to encourage the individual to resign.
• The County Director will be consulted as necessary and may serve as a mediator/binding arbitrator in the event of an impasse. In such an instance, the County Director’s decision will be final.

Article VI: OFFICERS & BY-LAWS

• Section 1: The length of term for the chairperson and treasurer will be one (1) year. The chairperson and/or the treasurer – if they and all other members agree – may be reappointed without a formal election for an additional year. The 4-H Educator or their representative will serve as the permanent recorder/secretary (unless another BFR member volunteers to serve for an annual term).
• Section 2: The By-Laws will be reviewed annually at the December meeting. They may be changed or amended as needed. The vote for approval or rejection of changes and amendments will occur at the regularly scheduled January  meeting by simple majority vote.
• Section 3: The By-Laws may be changed outside of the standard cycle as needed for the betterment of the committee’s work with a 2/3 majority vote of the quorum, and a 30-day posting prior to the final vote for revisions, changes, etc.

Article VII: DUTIES OF COMMITTEE MEMBERS

• Section 1: The elected officers including a chairperson, recorder (secretary), and treasurer will post all (draft and final) minutes on the web and will assist the staff in maintaining a web presence related to BFR Committee work, activities, and various forms of support for the youth and adult 4-H members.
• Section 2: The chairperson will preside over the meetings. In the absence of the elected chair, the group will appoint a temporary facilitator.
• Section 3: The recorder (secretary) will keep an accurate record of the meetings, a draft of which will be posted on the Spokane County 4-H website as soon as possible.
• Section 4: The treasurer, together with County Youth Educator and the County Director will be custodian(s) of all committee funds and will maintain a bank account in the name of the BFR committee. The treasurer will keep all receipts and expenditures and report these at each committee meeting and report on the committee treasury’s condition.
• Section 5: Two (2) signatures will be required on all checks issued on behalf of the committee. Authorized signers shall consist of the treasurer, two committee members, the County Youth Educator, County Director, and the Committee Chairperson. At least one signer on each outgoing check will be a volunteer member.

Article VIII: DISSOLUTION

• Section 1: Should the Budget and Fund Raising Committee be dissolved or disbanded, the existing members of the committee may vote to specify the transfer of funds/supplies/materials to another program or programs of the WSU-Extension Spokane County 4-H organization. The final approval for transfer of funds/supplies/materials shall be guided by the [Washington State] 4-H Policy and Procedure Handbook (revised edition 10/2016).
• Section 2: If for some reason, before dissolution, the existing members of the committee do not vote to transfer the funds/supplies/materials to a specific group or groups of the WSU-Extension Spokane County 4-H organization, then the Spokane County 4-H Educator and County Director will be responsible for carrying out the process guided by the [Washington State] 4-H Policy and Procedure Handbook (revised edition 10/2016)  as noted in Article V, Section 1 of these bylaws.

BFR: 6/10/18

Reviewed 12/5/2022, 1/9/23

Approved and revised 7:07pm, 1/9/23

Date Adopted: 12/30/11

Date Revised: 3/13/12

Article I: Name

The name of this organization shall be the Spokane Co_4-H Budget and Fund
Raising Committee, a Spokane County WSU-Extension standing committee, hereafter referred to as 4-H BFR Standing Committee. The principle location of the 4-H BFR Standing Committee is 222 N Havana, Spokane WA 99202.

Article II

Section 1: Purpose

The 4-H BFR Standing Committee is a non-profit affiliate of the 4-H Youth Development Education Program of Washington State University Extension. 4-H is the largest youth development organization in the United States and has existed for over 100 years. The purpose of the 4-H BFR Standing Committee will be to provide experiential education for Washington state youth by providing, in cooperation with Extension professionals, informal educational youth in Spokane County Washington without regard to race, color, sex, religion, age, national origin, sexual orientation, or disability.

Section 2: Mission

The mission of the 4-H Youth Development program is to assist youth and volunteer staff, through informal education, to acquire knowledge, and develop life skills and values that enable them to become increasingly self-directing, productive, contributing citizens.

Section 3: Responsibility

The responsibility of the 4-H BFR Standing Committee is to operate as a qualified non-profit entity which does the following:

• A. Teaches and mentors youth in the principles of [the dairy industry/equine care and activities/ fill in the blank- list major club project areas].
• B. Plans, executes, and evaluates a well-balanced educational program for 4-H youth with both short- and term-goals.
• C. Promotes volunteer leadership development and empower adult and teen volunteers in the 4-H program.
• D. Secures and manages sufficient resources to accomplish the purpose and mission of the 4-H BFR Standing Committee Constitution of the 4-H BFR Committee of Spokane County Page 2 of 3
• E. Serves as a link between the 4-H Youth Development Program and the county 4-H professional, Fair Board, youth serving groups, schools, community agencies, and the public.
• F. Develops and maintains a vibrant, active Club membership in cooperation with the Extension professional(s).
• G. Publicizes the objectives and philosophy of the 4-H Youth Development Program and serves as an advocate for youth.
• H. Implements 4-H policy, subject to review and approval by Washington State University Extension 4-H professional
• I. Complies with the Internal Revenue Services and Washington State regulations and policies to maintain its exempt status as a non-profit charitable educational organization.

Article III: Funding & Assets

The 4-H BFR Standing Committee is responsible to raise sufficient funds to support the educational mission of the 4-H BFR Standing Committee. The 4-H BFR Standing Committee is also responsible to manage its available funds by:

• Preparing an annual budget.
• Giving direction to acquiring private funds.
• Approving all expenditures from the 4-H BFR Standing Committee budget.

4-H BFR Standing Committee property and funds will be used only for the activities and programs of the 4-H BFR Standing Committee. None of the funds or property the 4-H BFR Standing Committee will accrue to the benefit of, or be distributable to its Members, Leaders, officers, or other private persons, except those of the 4-H BFR Standing Committee shall be authorized and empowered to pay reasonable compensation for services rendered and to make payments and distributions in furtherance of the purposes provided in this Agreement. No substantial part of the activities of the 4-H BFR Standing Committee shall be the carrying on of propaganda, or otherwise attempting to influence legislation, and the 4-H BFR Standing Committee shall not participate in, or intervene in (including the publishing or distribution of statements) any political campaign on behalf of or in opposition to any candidate for public office. Notwithstanding any other provision of these articles, the 4-H BFR Standing Committee shall not carry on any other activities not permitted to be carried on (a) by a 4-H BFR Standing Committee exempt from federal income tax under section 501(c)(3) of the Internal Revenue Code, or the corresponding section of any future federal tax code, and (b) Notwithstanding any other provision of these articles, this 4-H BFR Standing Committee shall not, except to an insubstantial degree, engage in any activities or exercise any powers that are not in furtherance of the purposes of this 4-H BFR Standing Committee.

Disposition of Assets in Event of Dissolution: Upon the dissolution of the 4-H BFR Standing Committee, assets shall be distributed to an exempt 501(c)(3) 4-H Affiliate organization with a charitable educational purpose. Unless Washington State University Constitution of the 4-H BFR Committee of Spokane County Page 3 of 3 has notified the 4-H BFR Standing Committee otherwise, the 4-H Council for Spokane County, so long as it has active status as an exempt charitable educational organization pursuant to 501(c)(3) will receive the funds. If no such Council exists in Spokane County, to the Washington State 4-H Foundation provided it has active status as an exempt charitable educational organization under 501(c)(3). Any such assets not so disposed of shall be disposed of by a Court of Competent Jurisdiction of the county in which the principal office of the 4-H BFR Standing Committee is then located, exclusively for such purposes or to such organization or organizations, as said Court shall determine, which are organized and operated exclusively for such purposes.

See Budget and Fundraising By-Laws for Additional Details.