Constitution and By-laws
ARTICLE I – Name
The name of this organization shall be Penobscot County Extension Association. The governing body of this organization shall be known as the Executive Committee.
ARTICLE II – Purpose
The purpose of this Association is to cooperate with and assist the faculty and staff of the Penobscot County Extension Office of the University of Maine Cooperative Extension in planning, promoting, developing, implementing and evaluating and reporting of Extension programs that meet the needs and interests of area residents, and are consistent with UMCE’s mission.
ARTICLE III – Plan of Work
The purpose of the Association shall be effected through the adoption and promotion of the definite plan of work. When a cooperative plan has been approved by the Association and representatives of Extension, it shall become the official plan of work. This plan will cover major activities that may require attention in the county. Special problems may be given attention, although not included in the county plan.
ARTICLE IV – Association Membership
SECTION 1. – Composition
All residents of Penobscot County are members of the Penobscot County Extension Association.
SECTION 2. – Membership Donations/Contributions
The Association or its Executive Committee may recommend a suggested donation or contribution from members, which would indicate support of the organization, its goals and its work. This donation shall in no way entitle these contributors to any preferential treatment.
ARTICLE V – Association Officers
The officers of this Association shall consist of a President, Vice-President, Secretary, and Treasurer. They shall be elected for a period of 1 year by members present at the annual meeting, and shall serve until their successors have been elected and qualified. The officers shall be chosen because of special qualifications to perform the regular duties of their offices and because they are recognized leaders or potential leaders in the county.
ARTICLE VI – Executive Committee Membership
SECTION 1. – Composition
The Board shall consist of local volunteer leaders, both men and women, having an interest in Extension education and representing all geographic and economic groups.
The Executive Committee shall be elected at each annual meeting. This committee shall include the officers of the Association of Penobscot Extension and 4 members at large elected each year for a 3 year term at the annual meeting, and ex officio, the Penobscot County Commissioners.
SECTION 2. – Number
There shall be 16 members comprising the total Executive Committee. Extension Educators shall be nonvoting members who interpret program needs, University policies and state-wide programs and schedule University personnel requested to counsel with the organization.
SECTION 3. – Term
The term of office shall be three years and the date of the annual meeting shall be the date on which such term of office shall begin and expire.
SECTION 4. – Officers
The officers of the Executive Committee shall be those persons serving as officers of the Association.
SECTION 5. – Suspension
The Executive Committee may, by two-thirds vote of the members present, replace any member who continually fails to participate in the activities of the committee.
SECTION 6. – Vacancies
Vacancies in the Executive Committee, including officer vacancies, may be filled by appointment of the Executive Committee at a regular or special meeting. Such appointment shall be valid until the next annual meeting at which time the membership of the Association shall then elect a person to complete the remainder of the unexpired term created by the vacancy should there be a portion of the term remaining to be filled.
ARTICLE VII – Executive Committee Officers
SECTION 1. – President
President shall preside at all meetings of the Association and the Executive Committee and shall perform such duties as usually pertain to the office of President.
- Preside at all meetings.
- Ensure that meetings start on time.
- Sign all documents requiring the President’s signature.
- Arrange to have Vice President fulfill appropriate duties in his/her absence.
- Appoint committees in consultation with Vice President.
- Ensure that meeting agenda are prepared.
- Consult with office liaison to determine if a scheduled meeting shall be canceled.
SECTION 2. – Vice President
Vice President shall perform the duties of the President in the absence or incapacity of the President.
- Oversee committee work to ensure fulfillment of committee charges.
SECTION 3. – Secretary
The secretary shall keep an accurate record of the activities of the Association and Executive Committee. The secretary shall provide the county Extension Office with a copy of all committee records.
- Keep accurate minutes of all meetings and Executive Committee activities.
- Submit Executive Committee Meeting Minutes to the County Office liaison at least 10 days prior to the next meeting date.
- Be responsible for all Executive Committee correspondence.
- Prepare and keep listing of members of all special and standing committees.
- Prepare, in consultation with the president, a tentative monthly meeting agenda.
- Contact the county office liaison to finalize the agenda at least 10 days prior to the meeting date.
- Maintain attendance records at all meetings.
SECTION 4. – Treasurer
Manage all Extension association funds.
- Keep an accurate record of all monies allocated to the Extension association.
- Supervise the disbursement of funds subject to the direction and approval of the Executive Committee.
- Serve as chair of the finance committee.
- Report the financial standing of the organization at the annual meeting, regular meetings, and at such times as the Executive Committee may require.
- Prepare annual financial statement for county commissioners and CES administration.
- Invest funds as directed by the Executive Committee.
- Ensure that financial records are audited on a regular basis.
SECTION 5. – Penobscot County Executive Committee Member
As a member of the Penobscot County Executive Committee, you will help plan, promote, develop, implement, and evaluate extension programs, which meet the needs and interests of area residents.
- Familiarize yourself with and support the staff of the Penobscot County Extension Office.
- Attend regularly scheduled monthly meetings (third Tuesday of the month).
- Actively participate in such sub-committees as nominating, membership/public relations, finance, and in ad hoc committees as appropriate.
- Identify county needs and set priorities for county Extension programs.
- As necessary, make recommendations in selecting staff.
- Prepare budget, and secure funds for the county budget.
- Promote the work of Extension through citizens, county commissioners, legislators and other community leaders.
ARTICLE VIII – Remuneration
All members of the Executive Committee shall serve without remuneration, but may be reimbursed for necessary travel and lodging expense. The amount of reimbursement shall be determined by the Executive Committee.
ARTICLE IX – Meetings and Quorums
SECTION 1. – Annual Meeting
The Annual Meeting of the Penobscot County Extension Association shall be held upon a date selected by the Penobscot County Executive Committee.
SECTION 2. – Regular Meetings
The Executive Committee shall hold regular meetings at a time and place agreed upon by the committee.
SECTION 3. – Special Meetings
Special Meetings of the Executive Committee may be called by the President, the Executive Committee or upon request of any five members.
SECTION 4. – Quorum (Special Meetings)
The members present at the annual or a special meeting of the Association shall constitute a quorum for transaction of business when members have been duly notified.
SECTION 5. – Quorum
Five members of the Executive Committee shall constitute a quorum for the transaction of business.
ARTICLE X – Amendments
The Constitution and By-laws of the Penobscot County Extension Association may be amended by a two-thirds vote of the members present at any regular meeting called for that purpose. Notice, in writing of proposed changes, must be given to all members at least two weeks prior to the meeting.