Thurston County 4-H Council Constitution and Bylaws

Article I: Name and Scope

Section 1:

The name of this organization shall be the Thurston County 4-H Council (4-H Council).

Section 2:

There shall be only one such organization in the county, responsible for overseeing the countywide Thurston County 4-H Program and inclusive of all 4-H clubs, advisory committees, and project specific groups.

Section 3:

This organization serves the population of Thurston County, Washington through the Washington State University (WSU) Thurston County Extension Office. The Thurston County 4-H Council may also serve members who may reside outside of Thurston County when circumstances make it necessary and the residing county’s 4-H Extension representative and/or State 4-H Director has agreed to the arrangement.

Section 4:

The 4-H Council will accept supervision and work collaboratively with the State 4-H Program as well as the staff of the WSU Thurston County Extension Office.

Article II: Mission Statement

The Thurston County 4-H Council, a volunteer advisory group, supports, promotes, and provides guidance to the county 4-H program in partnership with WSU Extension.

Thurston County 4-H Mission – Thurston County 4-H assists youth in acquiring knowledge, building character, and developing life skills through a learn-by-doing approach that will enable them to become self-directing, productive members of society.

Article III: Purpose

Section 1:

The purpose of the 4-H Council is to organize, support, advise, and help improve the 4-H Youth Development Program in Thurston County in compliance with the policies established by WSU Extension which is authorized under federal and state statutes for organizing and administering the 4-H Youth Development Program in the State of Washington.

The 4-H Council operates using an inclusive, group leadership process to encourage Thurston County 4-H leaders and members to get involved in county-wide decision-making and goal setting.  The 4-H Council strives to be vigilant in listening to and making programs improvements based upon stakeholder feedback.  The 4-H Council develops, conducts, and evaluates the 4-H program in collaboration with 4-H Extension Staff/Faculty to ensure that the program is based on the needs of the youth and families of Thurston County.  The 4-H Council works closely with and shares the responsibility for the Thurston County 4-H Program with 4-H Extension Staff/Faculty.

Section 2:

The 4-H Council shall operate as a nonprofit, nonpolitical, educational organization, working with WSU Extension to further 4-H and youth development in Thurston County.

Section 3:

The broad purpose for which this 4-H Council is organized shall be:

• Provide overall county-wide program direction;
• Help provide education and training to volunteers (i.e. through scholarships and hosting/sponsoring educational events);
• Recommend policy and regularly review policy for the county 4-H Program;
• Develop and manage funds to support the planned program;
• Set goals, develop strategic plans, and evaluate the county 4-H Program;
• Provide leadership in planning and conducting county 4-H activities and events;
• Recruit volunteers to carry out 4-H Council activities and programs;
• Promote the 4-H Youth Development program, help with recruitment efforts, and encourage a sense of belonging among Thurston County 4-H participants;
• Sponsor county recognition for 4-H members and leaders;
• Appoint and organize committees to assist with Thurston County 4-H decision-making.

Article IV: Membership

Section 1:

Membership shall be active, ex-officio, or honorary, and is open to all youth and adults regardless of race; sex; gender; sexual orientation; gender identity; gender expression; religion; age; color; creed; national or ethnic origin; citizenship; physical, mental, or sensory ability; genetic information; and/or status as an honorably discharged veteran or member of the military.

Section 2:

Active Membership:  Active members are adult volunteers and teen leaders (4-H age intermediate and senior) officially enrolled in the 4-H Online membership database.

Section 3:

Ex-Officio Membership:  4-H Extension Staff/Faculty serving Thurston County.  Extension staff shall interpret local program needs, University and Extension policies, and statewide programs and schedules.  4-H Extension Staff/Faculty may impose decisions to the 4-H Council as the need arises, thus over-ruling the vote of the 4-H Council.  This is meant to be a safeguard to ensure that decisions do not put the program at risk either in terms of legal consequences or inappropriate leadership.

Section 4:

Honorary Membership:  Any person who is not an active or ex-officio member, and who contributes to the 4-H Program.

Section 5:

Ex-officio and honorary members of the 4-H Council shall have the right to express opinions on any matters under discussion but shall not be entitled to vote.

Article V: Officers

Section 1:

The Executive Board is composed of the four (4) elected adult and two (2) teen representatives, the immediate past President, and the 4-H Extension Staff/Faculty as an ex-officio member.  It shall be chaired by the 4-H Council President, or in his/her absence, the 4-H Council Vice-President.  

Section 2:

Duties of the officers shall be:

• President – To preside at all regular and special meetings of the 4-H Council.  Works with 4-H Extension Staff/Faculty and Executive Board to plan the agenda and set goals for the 4-H year.  Calls Executive Board meetings as needed and presides at them.  The President casts the deciding vote if there is a tie.
• Vice President – To preside at all meetings in the absence of the President and to succeed to the office of the President if that office should become vacant between elections.
• Secretary – To record the full and complete minutes of the 4-H Council, to provide a set of all minutes to the WSU Thurston County Extension Office, and to carry on such correspondence as the 4-H Council and 4-H Council President shall direct.  The secretary will provide minutes to the 4-H Extension Office and 4-H Council officers a week prior to the next council meeting.
• Treasurer – To receive, promptly deposit, disburse, and keep a complete and accurate account of all monies received by the 4-H Council. Be prepared to present an up-to-date financial report at each 4-H Council meeting. Secure authorization by the 4-H Council for all disbursement of funds. Comply with all regulations of WSU Extension and the Internal Revenue Service. Have accounts and records ready for audit at the end of the calendar year, or at any time deemed necessary by the 4-H Council, and submit a complete financial report of the 4-H Council receipts and expenditures to the WSU Thurston County Extension Office and the 4-H Council President.
• Teen Representatives – Work in partnership with the WSU Thurston County Extension Office to promote the 4-H Program and encourage 4-H Clubs/Leaders/Members to participate in local, county, cluster, and state 4-H events. Attend 4-H Council and 4-H Council Executive Board meetings.
• Committee Chairs – The 4-H Council Officers are each asked to Chair or Co-Chair at least one 4-H Council Standing Committee as committee work becomes necessary.

Article VI: Meeting and Voting

Section 1:

There shall be a minimum of four regular 4-H Council meetings during the 4-H year.

Section 2:

The 4-H Council Executive Board shall meet when called by the 4-H Council President and/or 4-H Extension Staff/Faculty.

Section 3:

Project committees (Horse, Petersen Barn, Dog, Shooting Sports, etc.) shall meet as needed to develop and carry out educational programs and activities.

Section 4:

Special meetings may be called by the 4-H Council President and/or 4-H Extension Staff/Faculty as the need arises.  The time, place, and purpose of the special meeting shall be relayed to active members of the 4-H Council who have attended a 4-H Council meeting over the previous three months by e-mail or telephone.  A minimum two of weeks advance notice is recommended.

Section 5:

Notices of scheduled 4-H Council meetings will be announced on the Thurston County 4-H Website and through the Thurston County 4-H Online membership list by email.

Section 6:

The agenda of each regular 4-H Council meeting will be prepared jointly by the  4-H Council President or presiding chairperson with input from 4-H Council Officers and 4-H Extension Staff/Faculty.

Section 7:

All 4-H Council and committee meetings shall be open, in compliance with Washington RCW Law. Minutes from 4-H Council meetings will be kept and minutes and/or highlights published in the 4-H Newsletter. Committee reports will be presented at 4-H Council meetings.

Section 8:

A quorum at regular and special 4-H Council meetings shall consist of a minimum of two voting members of the Executive Board and a minimum of two enrolled 4-H volunteers/teens attending the meeting, provided that meeting has been properly called. If a quorum is not met, the presence of four members of the Executive Board also constitutes a quorum.

Section 9:

The regular meetings of the 4-H Council shall be conducted to carry-out the following functions:

• To approve, reject, amend, or refer back for further study proposals, ideas, activities, and projects presented to the 4-H Council.
• To allow the 4-H Council President to appoint committees which will report back to the 4-H Council.
• To evaluate reports of completed activities, projects or programs and make suggestions for improvement of future plans for these events.
• To provide 4-H Council members information concerning the county, state, and national 4-H programs helpful to them in their work with youth.
• Approve and disburse money in support of programs supported by the 4-H Council.

Article VII: Elections

Section 1:

Officers shall be elected at the start of the 4-H Year (preferably in October) from a slate of candidates to be generated from the Nomination and Interest Form found on the Thurston County 4-H Youth Development website.  All nominees must accept their nomination and be approved by the 4-H Extension Staff/Faculty.  Nominations cannot be made from the floor.

Section 2:

When multiple candidates are nominated for an officer position voting must be done by ballot.  A majority of all ballots cast shall be required to elect an officer.  When a single individual is nominated for a position a simple majority vote (i.e., raise of hands) is all that is required to elect an officer.

Section 3:

Newly elected officers shall take office as soon as elected. They shall serve a two-year term and attend all 4-H Council Executive Board meetings after being elected. President and Secretary shall be elected on even years. Vice President and Treasurer shall be elected on odd years. Teen representatives shall serve a one-year term.

Section 4:

Officers may not hold office for more than two consecutive terms. An exception can be made if a vote is taken by the 4-H Council and passed by two-thirds vote of the active membership present.

Section 5:

In electing the President, the 4-H Council shall consider the importance of the candidate’s past 4-H Council leadership experience.

Article VIII: Executive Board

Section 1:

The Executive Board (i.e. Executive Committee) is composed of the four (4) elected adult officers and two (2) teen representatives and is chaired by the 4-H Council President, or in his/her absence, the 4-H Council Vice-President.  The 4-H Coordinator/Staff will serve as ex-officio member of this committee.

Section 2:

The Executive Board meets when necessary to perform essential 4-H Council activities that must be acted upon between the regularly scheduled 4-H Council meetings. 

Section 3:

The Executive Board shall be empowered to conduct the business of the 4-H Council, in case of emergency, with a minimum of four members of the Executive Board constituting a quorum. 

Article IX: Committees

Section 1:

The Executive Board may establish any standing, project, and ad hoc committees that it considers necessary.  The role and function of these committees is to be determined, documented, and shared in writing at a 4-H Council meeting.  All committees proposing action that would change Thurston County 4-H policy or procedures must make recommendations for approval to the 4-H Council.  All standing and ad hoc committee chairpersons will be appointed by the 4-H Council President.

Section 2:

Definitions of Committees:

• Standing Committees are committees formed to accomplish the implementation of regular and ongoing activities and events of the 4-H Council (not including project committees).  These committees will evaluate and recommend to the 4-H Council plans for regularly occurring events under the direction of the Executive Board.  Changes in policies and procedures of the 4-H Council may be brought forward through the business of such committees.  Examples of standing committees may include:  Achievement and Recognition Committee, Budget and Finance Committee, 4-H Spirit Team Committee (Public Relations), Education Committee (training and workshops), Grievance Committee, and Fair Superintendent Committee.
• Ad Hoc Committees are committees formed to accomplish a specific and time-limited purpose of the 4-H Council.  These committees may meet to review proposals for one-time events, problem solving, policies/procedures, and other assigned topics or issues.
• Project Committees are committees that have been formed under authority of the 4-H Council for the purpose of furthering the activities of a particular   4-H project area.  A project committee may have elected officials, self-directed policies and procedures, and planned activities. Project committees must have policies and procedures that are consistent with the Council’s.  In addition, a representative of the project committee must be in attendance at 4-H Council meetings to provide a project committee report and is expected to report 4-H Council business that may affect the project back to the project committee.  Project Committees may include:  Horse Committee, Dog Committee, and Peterson Barn Committee.

Article X: Decision Making Process

Section 1:

Under normal circumstances, 4-H Council meetings shall be conducted in accordance with a loosely interpreted Robert’s Rules of Order or consensus style decision making. 

“Parliamentary Procedure Made Easier,” WSU Publication EM4875, shall guide the meetings of the 4-H Council when Robert’s Rules of Order are implemented.  When applicable, Robert’s Rules of Order will be rather informally applied in all matters of business.  More formal application of these rules shall be followed in calling for motions or votes of the 4-H Council or when the presiding officer of a meeting feels that the controversial nature or difficulty of an issue would benefit from strictly adhering to the rules.

Article XI: Finances

Section 1:

All money raising activities for the 4-H Council, all project committees, and for individual clubs shall be in compliance with the Washington State 4-H Youth Development Program Policy, federal, state, and local laws and regulations.  The 4-H Treasurer Handbook Leader’s Guide, WSU Publication C1059E, and 4-H Club Resources found on the WSU Extension website will be the policies and procedures used to guide the 4-H Council’s financial decision making.

Section 2:

The 4-H Council funds shall be deposited in a commercial checking and/or savings account.  All withdrawals of funds shall be authorized by the 4-H Council and shall require the signature of the Treasurer and/or other officers that the Thurston County 4-H Council may designate.  Only completed checks shall be signed by authorized signatories.

Section 3:

If a local 4-H club or group disbands, without prior provisions, monies and equipment of such club or group shall be given to the 4-H Council.  The 4-H Council will disperse the money and equipment as it deems appropriate, with advisement from the WSU Thurston County Extension Office.

Section 4:

The 4-H Council shall comply with all federal, state, and local laws relative to property and income taxes, and shall require all project committees and individual clubs to follow similar procedures.

Section 5:

In the event that the 4-H Council shall ever be dissolved, all remaining 4-H Council funds shall be credited to Washington State 4-H.

Article XII: Amendments

Section 1:

Amendments to the Constitution and By-Laws may be made by the 4-H Council if the amendments are read at a regular meeting or special meeting of the 4-H Council one month in advance of final action, or shall be sent in an email to every active member of the 4-H Council at least one week before final action. 

Section 2:

Amendments may be passed by a two-thirds vote of the active members present, providing the above procedure has been followed.

Note: This is a digital version of the original Constitution and By-Laws approved and signed by Justin Wikoff, Thurston County 4-H Council President; and Kris Shackley, Thurston County 4-H Staff, on May 28, 2026.