OHIO STATE UNIVERSITY EXTENSION COSHOCTON COUNTY ADVISORY COMMITTEE
CONSTITUTION AND BY-LAWS

I.    NAME
a.    The name of this organization shall be OSU Extension Coshocton County Advisory Committee

II.    PURPOSE
    a.    The purpose of the advisory committee is to help Extension professionals and Extension administration:
        i.    Assess needs
        ii.    Evaluate the overall Extension program
        iii.    Publicize program effectiveness
    b.    The OSU Extension Coshocton County Advisory Committee serves in an advisory capacity only, has no legal powers to put recommendations into action, and assumes no liability from actions taken by OSU extension.  Its effectiveness and influence is the counsel it provides rather than through legal authority.

III.    MEMBERSHIP
    a.    The membership of this committee shall consist of 15 members who are a reflection of the community and a representation of present and potential areas of program emphasis.
        i.    Each of the program areas shall have one designated member on the committee
        ii.    Additional advisory committee members shall be key opinion leaders from the broader community.
    b.    Ex officio members:
        i.    Coshocton County commissioners
        ii.    Coshocton County Extension personnel
        iii.    Shall have no voting rights
    c.    Terms of committee members shall be three (3) years.  Each member of the committee may serve two (2) complete terms in succession.  After completing two (2) full terms, the member must wait at least one (1) year before re-appointment.
    d.    Each new committee member is required to participate in an orientation to Extension and advisory committee responsibilities.
    e.    Attendance is important to committee membership. Members having two (2) consecutive unexcused absences shall be removed from the committee.
    f.    The Advisory Committee has the option to fill vacancies as they occur or wait until the next nominating cycle.

 
IV.    RESPONSIBLITIES

    a.    Advisory Committee members assist Extension with overall program determination. 
        i.    Specific responsibilities will follow State guidelines but may be modified at the local level with the consent of the committee and extension personnel.
        ii.    A copy of the responsibilities will be provided each new committee member
    b.    OSU Extension personnel have a responsibility to educate, understand, and support the Advisory Committee members in their work with extension.
        i.    Specific responsibilities will follow State guidelines but may be modified at the local level with the consent of the committee and extension personnel.
        ii.    A copy of the responsibilities will be provided each new committee member
 
V. ORGANIZATION
    a.    The Advisory Committee shall meet quarterly.
        i.    Calendar to be established by the Officers.
        ii.    At least one meeting shall be held before developing the county plan of work (POW).
        iii.    Special meetings may be called by the president or by four members of the committee.  Committee members must receive notification of a special meeting at least 24 hours prior to the meeting.
    b.   A quorum will consist of eight (8) advisory committee voting members
    c.   The officers shall consist of chairman, vice-chairman and secretary.  Officers shall serve a single two (2) year term. 
    d. The nominating committee:
        iv.    Shall be appointed by the Officers.
        v.    The vice president of the Advisory Committee shall serve as the chair of the nominating committee.
        vi.    Shall recruit potential advisory committee members
        vii.    Shall present at the last meeting of the year a slate of nominees for election to:
                1.    the advisory committee,
                2. officers, and
                3. District representatives
    e.    Sub-committees may be established as required in order for the committee to carry out its work.
        i.    Sub-committee members may come from beyond the advisory committee membership although the chair of any sub-committee must be a voting member of the advisory committee.
        ii.    The support committee is a standing sub-committee.
            a. Shall consist of 6 to 15 members
            b. Specific guidelines and responsibilities for the support sub-committee will follow State guidelines but may be modified at the local level with the consent of the committee and extension personnel.
            c.  A copy of the responsibilities will be provided each new committee member
    f.     These by-laws may be amended by 2/3’s of the advisory committee's voting members at any regular meeting of the committee provided the by-law change has been included in the agenda when the meeting was announced.

VI. Diversity Statement
    a.  All educational programs and activities conducted by OSU Extension, including the work of this Advisory Committee, are open to all potential clientele and candidates on a non-discriminatory basis without regard to race, color, creed, religion, sexual orientation, national origin, gender, age, handicap or Vietnam Era veteran status.

These by-laws replace those dated, 1958 and revised in 1980, 1989, and 2003.

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OSU Extension Coshocton County SUPPORT SUB-COMMITTEE

PURPOSE:    To keep county commissioners, area legislators, and key opinion leaders informed of the scope and breadth of OSU Extension Coshocton County’s programs in an effort to maintain sufficient resources for Extension’s work in Coshocton County.

ORGANIZATION AND MEMBERSHIP:

1.    The county chair takes the leadership, in working with the OSU Extension Coshocton County Advisory Committee and other Extension professionals, to organization and maintain an Extension Support Subcommittee.
2.    The committee shall meet a minimum of two times per year and be on call pertaining to county budget needs and state and federal funding support.
3.    The sub-committee and the Advisory Committee shall share reports and minutes.

RESPONSIBILITIES OF SUPPORT SUBCOMMITTEE MEMBERS

o    Acquaint, on a continuing basis, appropriate elected county, state, and federal officials, as well as key opinion leaders, about the nature and importance of Extension educational programs.
o    Develop a system to contact elected officials, and opinion leaders, regarding Extension’s educational programs and budget needs.
o    Help secure resources to conduct Extension programs.
o    Make direct contact with elected officials and opinion leaders, as needed.
o    Provide feedback to Extension about concerns, expectations, and opportunities expressed by elected officials.

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RESPONSIBILITIES OF ADVISORY COMMITTEE MEMBERS OSU Extension Coshocton County

Advisory Committee members assist Extension with overall program determination.  Responsibilities include:

o    Understand Extension and all phases of its educational programs
o    Understand that Extension’s programs are based on the needs of local citizens and communities, current research and technical information, statewide needs and priorities, and national initiatives.
o    Advise Extension in the development and revision of long-range programs plans.
o    Advise Extension in selecting phases of the long-range program to emphasize in the annual program.
o    Advise Extension in setting priorities among new and existing program areas of emphasis for adults and youth, as well as encouraging interdisciplinary efforts.
o    Help Extension put programs into action.
o    Review the evaluation results of Extension’s educational efforts and provide advice that will help determine changes in program emphasis.
o    Help Extension market its mission and vision, purpose, organization, educational programs, operation procedures, and needs.
o    Advise Extension in the development of budget requests and help present these requests to appropriate officials.
o    Help Extension establish and maintain appropriate offices, equipment, and other facilities.
o    Help conduct where appropriate, a program review to determine program priorities for which Extension determines the qualifications for new personnel.  Have at least one representative on all interviewing committees for agent positions.
o    Support new personnel in the community.
o    Provide two-way communication between the advisory committee and program committees.
o    Encourage and consider ways of assuring communication between the county, district, and the State Extension Advisory Committees.
o    Help integrate and coordinate all Extension programs into a single unified Extension program.
o    Help build and maintain cooperation and involvement of appropriate agencies, organizations, groups, and individuals with Extension.
o    Review local facts, research area census data, public policy, and other information to ensure the mission and vision of Extension and the interests and needs of clientele are represented in Extension programs on a non-discriminatory basis.

Dated July 2003

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ORIENTATION OF NEW MEMBERS OSU Extension Coshocton County Advisory Committee

All new members to the OSU Extension Coshocton County Advisory Committee are required to participate in an orientation prior to the first meeting.

The orientation will consist of:

• A tour of the Extension Offices
• Introduction to Extension personnel
• Overview of the purpose and mission of OSU Extension: statewide as well as locally
• A visit to the County Commissioners
• Receipt of an Advisory Committee Notebook.  Each notebook will contain:
• Advisory Committee by-laws
• Responsibilities of an Advisory Committee member
• Responsibilities of OSU Extension personnel
• List of Advisory Committee Members
•  List of Extension personnel
• List of Program Committee members
• List and summary of Extension program areas
• Operations flow-chart
• Current goals of Coshocton County OSU Extension
• Minutes from previous two meetings
• OSU Extension annual report as well as local reports
• An individual meeting with an officer, agent, or tenured Extension Advisory Committee member. 
  

Group Orientation
    To assist in developing positive group dynamics and understanding, all members will participate in orientation by way of self-introduction at each meeting of the Advisory Committee.  This introduction should include not only the member’s name but also his/her area of interest in relationship to Extension. 

Initiation of Orientation Process
    Coshocton County OSU Extension personnel are responsible for the orientation of Advisory Committee members as noted in the outline of Responsibilities of Extension Personnel.

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RESPONSIBILITIES OF EXTENSION PERSONNEL  OSU Extension Coshocton County Advisory Committee

OSU Extension personnel have a responsibility to educate, understand, and support the Advisory Committee members in their work with extension.  Specific responsibilities include:

o    Understand the structure and function of Extension and the policies of the organization.
o    Help educate each individual on the advisory committee in understanding the purpose of the committee, how the group functions, and the role of committee members.
o    Provide data to identify the problems of the local area as indicated by research findings and the economic, social, and cultural situations.
o    Help the Chair of the advisory committee develop all meeting agendas
o    Report results of educational efforts
o    Give leadership to ad hoc committees to develop action programs as recommended by the advisory committee.
o    Provide a written summary of each meeting to each advisory committee member.

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