JAMAICA 4-H CLUBS

THE JAMAICA 4-H CLUBS ACT

REGULATIONS
(under section 5)

(Made by the Jamaica 4-H Clubs Board of Management with the
approval of the Minister on the 25th day of May, 1972) L.N. 112172

[Ist June, 1972.1

1. These Regulations may be cited as the Jamaica 4-H Clubs
Regulations, 1972.

Area Advisory Councils
2. There shall be established, in relation to each Land Authority

established under the Land Authorities Act, an Area Advisory Council
for 4-H Clubs.

3. The functions of an Area Advisory Council shall be-

(a) to give the 4-H Clubs in that area such help and guidance as
may be necessary to enable such Clubs to achieve the
educational, social and economic development of their
members;

(6) to promote the formation of additional 4-H Clubs in the area
wherever the need and the possibility exist;

(c) to stimulate interest in, and support for, the objectives of the
4-H Club movement, and to secure from whatever sources
@ay be available within the area assistance in respect of
leadership, finance or any matter for the benefit of the 4-H
Club movement;

(d) to advise and assist the 4-H Club organizer in the work of the
4-H Clubs within the area;

(e) to administer the funds received by way of grant or subsidy
from the Board, or funds raised in the area on behalf of the
4-H Club movement, or funds accruing to the 4-H Clubs
within the area from any other source;

V) to promote competitions, displays, and such other activities as
may appear to it to be necessary or desirable to publicize the
work of the 4-H Club movement;

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THE JAMAICA 4-H CLUBS REGULATIONS, 1972

(g) to take action approved by the Board for the benefit of the
4-H Club movement and the enhancement of its objectives.

4. The membership of an Area Advisory Council shall consist of-

(a) three representatives, one being an adult leader, elected at the
annual general meeting (of each affiliated Club in the area);

(b) the SecretaryJManager of the Board, or his representative.
who shall be an ex-officio member;

(c) such persons, not exceeding in number twenty per centum
of the total number of representatives from the 4-H Clubs,
as the Executive Committee may accept;

( 4 subscribing members accepted by the Executive Committee
from each of the following :

(i) life members who subscribe not less than ten dollars
to the Council, or

(ii) annual subscribing members who subscribe not less than
two dollars annually to the Council;

(e) advisory members, being-
(i) one representative of the branch associations of the

Jamaica Agricultural Society in each area;

(ii) the Branch Organizer of the Jamaica Agricultural
Society;

(iii) the Parish Supervisor of the Social Development Com-
mission;

(iv) one representative of the Sugar Industry Labour Welfare
Board;

(v) an officer of the Ministry of Education;
(vi) the Executive Agricultural Officer of the Ministry of

Agriculture;
(vii) one representative of the agricultural commodity

associations in the area.

5.-41) The officers of the Council shall be-
(a) the chairman;

(6) the vice-chairman;
(c) the treasurer;

( 4 the secretary, who shall be the 4-H Club organizer.

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THE JAMAICA 4-H CLUBS REClULATIOA'S, 1972

(2) Tbe chairman, tho vice-chairman and the treasuier shall be
elected from their number by the members of the Council at the annual
general meeting of the Council.

6. There shall be established, in relation to each Area Advisory
Council, an Executive Committee which shall, subject to any directions
given to such Committee by the Council, at a general meeting,
administer the aeaits, carrjZ cmt he objects, and summon the general
meetings, of the C o m i l .

7 - 4 1 ) The membership of the Executive Committee shall b e
(a) the officers of the Council specified in regulation 5;
(b) five members to be elected at each annual general meeting;
(c) three members. to be co-opted at the first annual general

meeting.

(2) The Executive Committee may appoint from its members
any sub-committee for any purpose which, in the opinion of the
Committee, is necessary or expedient.

(3) The Executive Committee may meet at such times and in
such places as may be HeceSsaYy or expedierrt for Ehe transaction of its
business, and, in any d V W , shdI rned I& less &an foQi f&s in- each
year.

(4) The quorum of the Executive Committee for the transaction
of business &dl be five members.

(5) The Executive Committee may at any time call a special
general meeting within ten (10) days of the receipt of a written request
for that purpose addressed to the Committee by not less than nine
voting members of the Council, or at the request of the Bbard.

(6) The decisions of the Executive Committee shall be by a
majority of votes and, in addition. tw an 06ginaP vote, the chajlrhm or
other member presiding at the meeting shall have a casting vote in any
case where the votidg is equal.

8.--(I) An ~~1 general meeting of each Area Advisory Councif
shall be held not later thaw twoi mdnths after the end of the fbsficial
year.

(2) In addition to suck annual' genefa1 meetiag, there shall also
be held, during each financial year, a half-yeafly gweral m'eting.

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THE JAMAICA 4-H CLUBS REGULATIONS, I972

(3) Not less than fourteen days' prior notice in writing of the
date of any general meeting shall be given to each member of the
Council.

(4) The Executive Committee shall approve the agenda for a
general meeting, and shall forward a copy thereof to each member of
the Council not less than seven days prior to such meeting.

(5) A member who proposes to move a resolution at a general
meeting shall forward a copy of such resolution to the secretary of the
Council not less than ten days prior to such meeting.

(6) The quorum for the transaction of business at a general
meeting shall be eleven members.

(7) At each annual general meeting the members shall elect
three of their number, one being a senior member, to represent the
Council on the Island Advisory Council.

(8) No subject on which a decision is taken at a general meeting
shall be discussed at any other general meeting for a period of six
months unless the Executive Committee places such subject on the
agenda for such meeting.

(9) No ex-officio member or advisory member shall have any
right to vote on any matter voted upon by the Council.

9.-41) Each Area Advisory Council shall keep proper accounts and
other records in relation to the business of the Council and shall lodge
all funds of the Council in a bank account in the name of the Council.

(2) The bank account of the Council shall be administered by the
Executive Committee, and all cheques drawn on such account shall
be signed by the treasurer and counter-signed by the chairman or by
such other officer as may be authorized in that behalf.

(3) The Council's accounts shall be audited annually by a person
appointed by the Executive Committee.

(4) The Council shall, as soon as may be practicable after the
end of the financial year and, in any event, not less than one month
prior to the annual general meeting of the Council, transmit to the
SecretarylManager of the Board a copy of the annual statement of
accounts audited in accordance with the provisions of paragraph (3).

(5) In addition to the annual audit specified in paragraph (3), the
Board may, from time to time, audit or cause to be audited the accounts
of any Area Advisory Council.

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THE JAMAICA 4-H CLUBS REGULATIONS, 1972

Island Advisory Council

10. There shall be established a body to be called the Island Advisory
Council of 4-H Clubs, hereinafter referred to as the "Island Advisory
Council".

11. The functions of the Island Advisory Council shall be-

(a) to co-ordinate the work and the activities of the 4-H Clubs
throughout the Island by providing the means whereby the
representatives of the Area Advisory Councils and representa-
tives of other bodies may discuss matters relating to the
welfare of the 4-H Clubs;

(b) to advise the Board on any matter which-

(i) the Board may refer to the Island Advisory Council; or
(ii) the Island Advisory Council, in its discretion, may

consider it necessary to bring to the attention of the
Board;

(c) to co-operate with the Board in any action calculated to attain
or enhance the objectives of the 4-H Club movement, and, in
particular-

(i) to encourage within the 4-H Club movement any work
or activity directly or indirectly relating to matters of
health, cultural improvement. education, recreation.
agriculture, or home-making;

(ii) to encourage the co-operation in furthering the aims of
the 4-H Club movement of the Jamaica Teachers'
Association, the Jamaica Agricultural Society, the Social
Development Commission, the Ministry of Education.
and of any organization engaged in agricultural
extension or in other forms of education;

(iii) to assist the Board in raising funds for the benefit of
the 4-H Club movement, and to make recommendations
for the administration of such funds or of funds
according to the Board from any other source.

12.-(1) The membership of the Island Advisory Council shall consist
of-

(a) three representatives, one being a senior member of each
Advisory Council;

(b) ex-officio members, who shall be-
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THE JAMAICA 4-H CLUBS REGULATIONS, I972

(i) one member of tbe Board of Management of the
Jamaica Agricultural Society;

(ii) the Director of Training in the Ministry of Agriculture,
or his representative;

(iii) one member of the Social Development Commission;
(iv) sne representative f r ~ m each of the agricultural

commodity associations;
(v) the Health Education Officer or her representative;

(vi) one representative from the Jamaica Teachers'
Association;

(vii) the Education Officer of Agricultural Training in the
Ministry of Education;

(viji) the Educatiog Qqjqr of Home Economics Training in
the Ministry of Education;

(i?) the k$cipal of the Jarpaica Scbol of Agriculture, or
his representative;

[x) one representative frqm the Extra Mural Department
sf tbg University of the West bdies;

(c) honorary members, being all the members who have been
elected sp $p serve;

(6) advisory members, being-
(i) the Secretary / Manager and the Assistant Secretary/

Manager of the Board; and

(ii) senior prgpizers and orgapizers of 4-H Clubs.

(2) Tbe Island Adviwy Council may, in each year, co-opt as
members such perwns, n ~ t epceeding five in numbgr as they may think
fit:

Provided that no fewer than three of such co-opted members shall
be active fanners.

13. The officers of the Island Advisory Council shall be-
(a) the chairman;

(b) Qe first vice-cbairpqn;
(c) the second vice-chairman;

(4 the treasurer; and
(e) the secretary. who shall be the Gecretary/Manager of the

Board.

THE JAMAICA 4-H CLUBS REGULATIONS, 1972

(2) The officers. other than the Secretary/Manager, shall be
elected from their number by the members of the Island Advisory
Council', and shall be eligible for reelection.

14. There shall be established an Executive Committee of the Island
Advisory Council, and that Executive Committee shall, subject to any
direction given to it by the Island Advisory Council at a general
meeting, administer the affairs, carry out the objects, and summon the
annual general meetings of the Council.

15.-41) The membership of the Executive Committee of the Island
Advisory Council shall be-

(4) the o$cers of the Council specified in regulation 13; and
(6) five members who shall be elected at each amual general

meeting.

(2) The Executive Committee m y , if it thinks fit, co-opt three
additional members from among the members of the Island Advisory
Committee.

(3) The chairman of the Island Advisory Council shall be
chairman of the Executive Committee.

(4) The Executive Committee may appoint from its members
such sub-cowittee as in the opbion of the Committee, may be
necessary.

16.-41) The Executive Committee may meet at such times and in
such places as may be necessary or expedient for the transaction of its
business, and, in any event, shall meet not less than twice in each year.

(2) The quqrum of the Executive Committee for the transaction
of business shall be five voting members.

(3) The decigons of the Executive Committee shall be by a
majority of votes, and, in addition to an original vote, the chairman
or other member presiding at the meeting shall have a casting vote in
any case in which the voting is equal.

(4) The Executive Committee may at any time call a special
general meetipg within ten days of the receipt of a written request for
that purpose addressed to the Committee by not less than nine voting
members of the Council, or at the request of the Board.

(5) Not less than fourteen days' prior notice of the date of a
general meeting and of the business to be transacted at such meeting
shall be given to each member of the Island Advisory Committee.

THE JAMAICA 4-H CLUBS REGULATIONS. 1972

17.-41) The annual general meeting of the Island Advisory Council
shall be held not later than the 31st day of July in each year and all
members specified in paragraphs (1) and (2) of regulation 12 shall be
eligible to attend.

(2) The annual general meeting shall be held at such places as
the Executive Committee may, from time to time, decide.

(3) Not less than fourteen days' prior notice in writing of the
date of any general meeting shall be given to each member.

(4) Any member who proposes to move a resolution at any
general meeting of the Council, or who desires to have any matter put
on the agenda, shall forward to the secretary of the Island Advisory
Council a copy of such resolution or a request for the inclusion of such
matter not less than ten days prior to such meeting.

(5) A copy of the agenda for a general meeting shall be sent to
each member of the Island Advisory Council not less than seven days
prior to each meeting.

(6) The quorum for the transaction of business at a general
meeting of the Council shall be fifteen members, none of whom shall
be an advisory member.

(7) No advisory member shall have any right to vote on any
matter voted upon by the Council.

18.--(I) Any funds raised by or with the assistance of the Island
Advisory Council for the benefit of the 4-H Club movement shall be
lodged to the credit of the Board in a special bank account and shall
be kept separate and apart from any funds provided by way of
Government subvention or otherwise.

(2) The funds specified in paragraph (1) shall be used for
purposes of education, or for organizing services, or for such other
specific purposes as may be recommended by the Island Advisory
Council; but any such recommendation shall be subject to the approval
of the Board.

(3) Notwithstanding the provisions of paragraphs (1) and (2).
the Island Advisory Council may retain and spend annually. for the
purpose of carrying out functions, such sums as the Board may approve.

(4) The Board may from time to time audit or cause to be
audited the accounts of the Island Advisory Council.

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