Washington County Extension Association Bylaws
Revised April 2021
Table of Contents
Article I: Name
Article II: Purpose
Article III: Membership
Article IV: Officers
Article V: Duties of Officers
Article VI: Executive Committee
Article VII: Other Committees
Article VIII: Duties of Committees
Article IX: Remuneration
Article X: Meetings
Article XI: Quorums
Article XII: Order of Business
Article XIII: Approval of Expenditure
Article XIV: Amendments
The name of this organization shall be Washington County Extension Association (WCEA).
The purpose of the WCEA shall be to operate on a non-profit basis exclusively for education purposes. The WCEA is the official body in the County for conducting Extension work in cooperation with the faculty and staff of the University of Maine Cooperative Extension. This Association will encourage and promote all interests that have for their purpose the advancement of individual, home and community life; the study and demonstration of improved practices in agriculture, family living, natural resources and community development; support for the development of youth and young adults through 4-H clubs and other youth activities; maintain an organization serving all areas of the County so that educational information may be quickly disseminated to residents of the County.
The membership of the WCEA shall be composed of those residents in the County interested in supporting the purpose of the Association. Any business requiring action by the Association shall be voted on at the Annual Meeting by the members attending.
WCEA association membership and program participation is open to all residents of Washington County and does not discriminate on the grounds of race, color, religion, sex, sexual orientation, transgender status, gender expression, national origin, citizenship status, age, disability, genetic information or veteran’s status in employment, education, and all other programs and activities.
The officers of this Association shall consist of a President, Vice President, Secretary and Treasurer. They shall be elected for a period of one year by members present at the Annual Meeting and shall serve no more than three consecutive years in any one office. The officers shall be chosen because of their qualifications to perform the duties of their office.
Section 1. President: The President shall perform the duties as usually pertain to the office of the President. The President shall preside at all meetings of the Association and Executive Committee and shall have the following responsibilities:
- Sign all documents requiring the President’s signature.
- Arrange to have the Vice President fulfill all appropriate duties in his/her absence.
- Appoint committees in consultation with the Executive Committee.
- Ensure all meeting agenda are prepared in cooperation with the Executive Committee Staff Liaison at least one week prior to the date of the meeting.
- Consult with the Executive Committee Staff Liaison to determine if a scheduled meeting needs to be canceled.
- Serve ex officio on all committees except the nominating committee.
- Special meetings may be called by the president and may be called when requested in writing by no less than four members of the Association.
Section 2. Vice President: The Vice President shall perform the duties of the President in the absence, or incapacity, of the President. The Vice President shall have the following duties.
- Oversee committee work to ensure fulfillment of committee charges.
- Chair the Nominating Committee.
Section 3. Secretary: The Secretary shall perform such duties as pertains to the office Secretary. The Secretary shall have the following duties.
- Keep accurate minutes of all meetings.
- Be responsible for all Executive Committee correspondence and the distribution of meeting minutes.
- Prepare and keep a listing of members of all standing and ad hoc committees.
- Maintain attendance records at all meetings.
- Notify the President if unable to attend a scheduled meeting.
Section 4. Treasurer: The Treasurer shall have charge of all funds of this Association; shall deposit them or arrange their deposit in such bank as the Executive Committee shall direct; shall approve all vouchers and sign all checks for disbursement of funds of the Association. The Treasurer shall be bonded. The Treasurer shall have the following responsibilities:
- Keep an accurate record of all monies allocated to the Executive Committee and the Association.
- Supervise the disbursement of funds subject to the direction and approval of the Executive Committee.
- Serve as Chair on the Finance/Budget 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 an annual financial statement for the County Commissioners and the UMaine Cooperative Extension administration.
- Update signatories on accounts as needed (for example, as a new President or Treasurer are elected.)
- Invest funds as directed by the Executive Committee.
Section 1. The Executive Committee shall fill vacancies on the committee as needed. New Executive Committee members shall be ratified at the Annual Meeting. This Committee shall consist of not more than eighteen members. Members should adequately represent the diversity of the Extension programmatic areas, population, as well as the geographic regions of the County.
Section 2. Members of the Executive Committee shall serve no more than two consecutive 3-year terms, after which he/she shall be ineligible for one year to serve on the Executive Committee. Terms shall be filled on a rotating basis, with no more than 1/3 of the membership rotating off the board in any one year whenever possible.
Section 3. Voting members of the Executive Committee shall be residents of Washington County and shall not be employees of the Cooperative Extension. Any committee member shall recuse themselves from any votes that could be deemed a conflict of interest.
Section 4. Any Executive Committee member with three consecutive unexplained absences in one year shall be contacted by the secretary to determine that member’s intent in remaining on the committee.
Section 5. Members of the Executive Committee may be removed from the committee for cause by a % majority vote of the Executive Committee.
Standing and ad hoc committees may be formed as necessary to conduct the work of this Association. Standing committees may include, but not be limited to, Nominating and Budget committees. Ad hoc committees may include, but not limited to Bylaw, Orientation, Annual Meeting and Plan of Work.
Section 1. Executive Committee: The duties of the Executive Committee shall be:
- To draw up, in cooperation with the Dean of UMaine Cooperative Extension, all memoranda of agreement concerning Extension work in the County.
- In the case of a vacancy in the County Educator staff, some member(s) of the Executive Committee can participate on the search committee to fill said vacancy.
- To provide guidance and support to County Educators in conducting the current Plan of Work.
- To promote the work of Extension through contact with community members, County Commissioners, county budget committee members, legislators and other community members.
- To present to incoming board members an orientation to Cooperative Extension that include the by-laws, role description of board members, budget sample and explanation, and attendance expectations. To actively participate in carrying out the Extension’s work and in cooperation with the County Educators, evaluate current programs and assess County needs for new or additional programs.
- To perform such functions as may be necessary for conducting the work of the Association.
Section 2. Ad Hoc Committees: Ad hoc committees may be appointed from time to time to meet specific needs of the Association that are not specified by the duties of existing standing committees. Possible Ad Hoc committees are contained in Article VII.
All members of the Executive Committee shall serve without remuneration, but may be reimbursed for necessary and actual travel and hotel expenses. The amount of reimbursement will be determined by the Executive Committee.
Section 1. Annual Meeting: The Annual Meeting of the Washington County Extension Association shall be held on a date decided by the Executive Committee.
Section 2. Special Meetings: Special meetings may be called by the Executive Committee.
Section 3. Executive Committee Meetings: The Executive Committee shall hold regular monthly meetings at the time and place agreed upon by said Committee.
Section 4. Standing and Ad Hoc Committees: The chairperson shall preside at meetings held by his/her respective committee. Each committee shall decide upon time and place when meetings shall be held and notify the President of such time. Minutes shall be taken and presented to the Secretary for addendum to the Executive Committee minutes.
Executive Committee: Thirty percent of the actual membership of the Executive Committee shall constitute a quorum for the transaction of business at all Executive Committee and annual meetings.
The most recent edition of Robert’s Rules of Order (Revised) shall be the parliamentary authority for conducting business sessions. The following order of business is suggested:
- Roll Call
- Acceptance of distributed minutes
- Treasurer’s Report
- Educator reports
- Committee reports
- Unfinished business
- New business
The Executive Committee shall approve any expenses, made from an account the Committee is responsible for, that exceed $500. Approvals may be conducted during regular meetings of the Executive Committee or, in the case that an expense needs approval in a more timely manner, the President and Treasurer, at minimum, may approve an expense.
The Constitution and Bylaws of the Washington County Extension Association may be amended by a two-thirds vote of the members present at any regular or special meeting of the Association. Notice in writing of the changes must be made public to members of the Association at least two weeks prior to the time of the meeting.