Western Extension
Committee Bylaws

Article 1. Name of the Committee.

This committee shall be known as the Western Farm Management Extension Committee and will be known in this document hereinafter as the "Committee."

Article 2. Authorization.

The Committee is authorized by the Western Extension Directors.

Article 3. Support.

Support for the Committee will come from individual member states and designated project funds.

Article 4. Objectives and Purpose of the Committee.

The objectives and purposes of the committee are as follows:

4.1 To explore opportunities for projects on which committee members can work together to mutual advantage.

4.2 To foster and encourage cooperative activities that mutually benefit several states and increases the effectiveness of state programs.

4.3 To facilitate the development and publication of regional publications and extension teaching material.

4.4 To facilitate the interchange of information and resource material.

4.5 To improve educational materials related to farm management concepts and methods/techniques, and refine concepts and develop techniques as needed.

4.6 To continually appraise changing conditions in agriculture and to identify new program areas and educational methods for farm management extension emphasis.

4.7 To sponsor or co-sponsor programs and activities and to promote participation with professional organizations that will assist in the professional improvement in farm management and related fields of the Committee membership.

Article 5. Membership and Organization of the Committee.

5.1 The Committee shall consist of members from the western region.

The states in the western region include Alaska, Arizona, California, Colorado, Hawaii, Idaho, Montana, Nevada, New Mexico, Oregon, Utah, Washington, and Wyoming. In addition, there may be representatives from the following groups or organizations: an administrative liaison appointed by the Western Extension Directors, Farm Foundation staff, a program leader from the Cooperative State Research Education and Extension Service / USDA and farm management specialists from the western Canadian provinces.

5.2 Membership of the Committee.

The membership of the Committee shall be composed of extension personnel working in the areas of farm management.

5.3 Definition of Members Their Rights and Duties.

A. Member.

(1) Members can hold office and serve as chair of subcommittees.

(2) Members are responsible for informing their respective extension directors and unit administrators on the activities of the Committee.

(3) Members are responsible for keeping the chair of the Committee informed as to their status.

(4) Members are responsible for the submission of annual state reports on activities, publications and the development of educational resources, including software, to the Committee.

(5) Members will coordinate their report with those of other members from their state.

B. Administrative Liaison.

(1) The Western Extension Directors will designate an administrative liaison to the Committee.

(2) The administrative liaison will keep the directors informed of the activities and plans of the Committee.

(3) The administrative liaison will offer guidance and council to the Committee in setting up programs and objectives.

(4) The administrative liaison will take proposals needing their action, to the directors and will advise the Committee on their actions.

(5) The administrative liaison shall attend all Committee meetings. If he/she cannot attend, he/she will designate a substitute to represent him/her.

D. Farm Foundation Representation.

(1) The Farm Foundation staff will serve as representatives to the Committee.

(2) The Farm Foundation representatives will advise the Committee on programs and objectives and will keep the Committee informed as to the activities of other regional extension committees and other farm management activities that seem pertinent.

E. Cooperative State Research Education and Extension Service, USDA Representation.

(1) The Cooperative State Research Education and Extension Service, (CSREES/USDA) Farm Management Program Leader will serve as a representative to the Committee.

(2) The CSREES/USDA representative(s) will advise the Committee on policies, programs, and objectives of the USDA. He/she will also keep the Committee informed as to programs and activities in other regions.

Article 6. Officers.

6.1 The Committee's officers shall be a chair, a vice-chair, and a secretary. The normal term of office commences July 1 following the election and is for one year.

6.2 Eligibility.

Officers must be members of the Committee.

6.3 The officers will be duly elected by a majority vote of the members of the Committee.

6.4 Duties.

A. Chair.

The chair shall be executive officer of the Committee performing all such duties that pertain to this office. The chair will represent the Committee in any discussions with other Western Extension committees regarding the content and schedule for the annual meeting when the committees meet jointly. The chair is responsible for communication to Committee members in a timely fashion the date and location of the annual meeting and to provide Committee members with an agenda. The chair is responsible for writing a committee activities report. The Chair shall provide a copy of the Committee's minutes to the chairs of the other regional Extension committees. The Chair shall provide orientation to new members and will provide new members with a current copy of the bylaws and an example format for state reports. The Chair shall provide the administrative liaison, Committee members and Committee representatives with an abbreviated report listing the goals, accomplishments and recommendations of the Committee. The Chair shall appoint ad hoc subcommittees as necessary.

B. Vice-Chair.

In the absence of the chair, the vice-chair shall become acting chair temporarily assuming the functions and duties of said officer. Such temporary service as acting chair shall not disqualify any vice-chair from being duly elected chair for the ensuing term. He/she will carry out such other duties as directed by the chair.

C. Secretary.

The secretary shall be responsible for keeping accurate records of all activities of the Committee. It shall be his/her duty to see that the minutes are reproduced and distributed to Committee members in a timely manner. He/she shall carry out other duties as the chair may direct. In the absence of both the chair and vice-chair the secretary shall become acting chair, temporarily assuming the functions and duties of said officers. In such a case, he/she shall appoint a temporary secretary to serve in that post during his/her own duty as acting chair. Temporary service as acting chair shall not disqualify any secretary from being duly elected as chairman or vice-chairman for a regular term.

Article 7. Meetings.

7.1 The Committee would normally meet once each year at a time, place, and for a length of time designated by the Committee at the previous meeting.

7.2 An agenda for the annual meeting will be developed by the Committee officers after contacting Committee members for their input. Consideration will also be given to Farm Foundation, the administrative liaison and CSREES/USDA representatives.

7.3 To facilitate cooperation, the Committee will meet in joint session with other regional extension committees as appropriate.

Article 8. Subcommittees.

8.1 The Committee shall use both standing and ad hoc subcommittees to assist in working on specific projects or problems. Both standing and ad hoc subcommittees will report annually to the Committee.

8.2 The subcommittees consist of Committee members but can also include non-members who are especially qualified to work on specific problems.

8.3 The chair of all subcommittees must be a member of the Committee.

8.4 The overall Committee will guide subcommittee activities.

8.5 Standing subcommittees are specified in the Committee's bylaws and can only be established by amending the bylaws.

8.6 Ad hoc subcommittees can be established by either a majority vote of the Committee or can be appointed by the Chair.

8.7 All ad hoc subcommittees terminate at the end of one year and must be re-authorized by a majority vote of the Committee or are re-appointed by the Chair for continued existence.

8.8 Standing Subcommittees.

A. Nominating and Planning Subcommittee.

This shall be a standing subcommittee to plan the work of the Committee including nomination of candidates for office, recommendation for subcommittee membership and will advise the chair on Committee activities. It will be composed of the past chair, the chair and the vice chair. The past Committee chair shall be the chair of this subcommittee. In the event of a vacancy on this subcommittee, the Committee chair shall appoint the committee secretary to serve the un-expired term of the vacant seat.

(1) Nomination Procedure.

The Chair would normally be the past year's vice-chair, the vice-chair would be the past year's secretary. The secretary would be nominated on the basis of Committee tenure and by rotation among participating states. A state may voluntarily cede their slot in the rotation. All candidates must be members of the Committee. (Article 6.2).

B. Farm Tax Subcommittee.

This shall be a standing subcommittee with the following objectives:

(1) To represent the Committee at the national meeting of farm management specialists and the IRS to review Publication 225, Farmerís Tax Guide.

(2) To solicit from Committee members prior to the national meeting their comments and suggestions regarding Publication 225.

Article 9. Parliamentary Authority.

The rules contained in Robert's Rules of Order latest edition, shall govern the Western Farm Management Extension Committee in all cases to which they are applicable, and in which they are not inconsistent with the Bylaws or any special rules of the Committee.

Article 10. Amendment Procedure.

10.1 These Bylaws may be amended at any time as follows:

A. Introduction of a proposed amendment at a regular meeting of the Committee.

B. A vote on the amendment at a regular meeting.

C. Approval of the proposed amendment by a two-thirds (2/3) vote of the total membership of the Committee.

D. Approved changes in and amendments to those parts of the Bylaws shall become part of the Bylaws.

Bylaws as amended January 2003