College Station FFA. Executive Committee Handbook

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1 College Station FFA Executive Committee Handbook

2 Running for CSHS Chapter Office & Committee Chairs Component Date Percentage Important Information Application April 10 th Considered with Interview Test April 18 th 20% Student FFA knowledge & Parliamentary Procedure (GH FFA Quiz level) Interview April 18 th 40% Wear official dress, check out a jacket if needed Speech/Vote April 11 th 40% 1 minute max, popular vote from members in attendance Available on CSHS FFA website, must be typed and signed **All Candidates must be in Official FFA Dress for the election process when giving their speech and for testing and interview The CSHS Chapter Executive Committee will be announced at the annual Banquet on May 4 th. The candidates with the ten (10) highest scores overall, will make up the CSHS FFA officer team and two committee chair positions. The top two highest scoring candidates will become President and Vice President. The remaining officer positions and committee chair positions will be matched with candidates based on their natural talents and expressed preferences. CSHS FFA Officers and Committee Chairs will participate in the Demerit System see page 5. Chapter Officers & Committee Chairs are expected to attend all of the following events: 1. Officer Installation at Banquet (May 4, 2017) 2. Chapter Leadership Camp (June 12-16) (2 days TBD during this week 3. Executive Board Meeting (June 20, 2017, 2-4 pm) 4. Sponsorship Recruitment (June 21, 2017 ( time to be determined at Chapter Camp) 3. District 1 Camp (June 22, 2017) 4. State FFA Convention (July 9-14, 2017) 5. Executive Board Meetings (August 8 & 9, from 1 to 4 pm) 6. District 1 Meeting (September 2017) 7. District 1 LDE (November 2017) 8. Chapter Officer/Committee Meetings (TBA) 9. Chapter FFA Banquet (TBA 2018) 10. Monthly Chapter FFA Meetings (TBA) Chapter Offices & Committee Chairs: o Student Development Committee Chair o Community Development Committee Chair o President o Vice President o Secretary o Treasurer o Reporter o Sentinel o Student Advisor o Historian 2

3 Expectations, Rules, & Requirements The executive committee serves a vital function in operating our chapter. By taking a major leadership role, you will grow from the experience and benefit the chapter. It should be your goal to lead by example and encourage other members to participate in chapter activities. The following are general duties expected of all executive committee members: A genuine desire to be a part of a leadership team. A willingness to accept responsibility. A sincere desire to work with all chapter members in meeting their leadership, personal and chapter goals. A commitment to lead by example. The FFA makes a positive difference in the lives of students by developing their potential for premiere leadership, personal growth, and career success through agriculture education. As an officer or committee chair: I was elected by a group of my peers and hold a position of leadership in this Chapter. I know what is expected of me and agree to fulfill the duties of my office. I will do my best to uphold the ideals of the National FFA Organization. I will make my duties as an officer a priority and will fulfill my commitments. I will take my position seriously and serve the chapter well. I will provide the proper notification in the case of my absence. I will strive to put trust in my team members and their abilities. I will communicate with my team members and advisors when I feel there is a problem. As an officer or committee chair, the FFA Chapter and Agricultural Science Instructors/FFA Advisors expect you to be dedicated, diligent and thorough in your duties. The following is a list of activities and policies that govern the College Station FFA Executive committee that must be met for the duration of your year of service. 1. Participate in all phases of the election process as outlined by the Constitution and By-Laws. 2. Be enrolled in at least one Agriculture Science course of during the school year, and be a paid FFA member during this time. 3. Must meet requirements for eligibility, NO PASS NO PLAY. If an officer or committee chair becomes ineligible, they are still to attend meetings and take care of their responsibilities, but they will not be eligible to compete on teams. 4. Attend Chapter sponsored activities and be on time as assigned. Chapter leaders are expected to be active participants for the entire duration of events. Be on team, participate, and leave after the event ends. Lead by example! If you need to arrive late or leave early, see Rule 5 and notify your advisor. 5. Excused absences are defined as, death in the family or life threatening issues, approved in advance excused absences are: school related events, church related activity, and/or community service which has been presented to the officer team during the officer/committee meeting prior to the event or the advisor (Mrs. Clinkscales) in advance for approval. Attendance of chapter-sponsored activities is critical to the development of the program; excused absences are limited to two per semester. Prior approval for 3

4 excused absences must be requested 5 days prior to the event being missed. Request must be submitted in writing to Mrs. Clinkscales for approval. *When planning absences realize the chapter members are looking to you as an example and your choice of priorities. 6. Fulfill the specific duties for your office or committee chair and tasks as assigned by the Chapter Constitution and By-Laws and the Executive Committee. 7. Own and wear official dress, as stated by the Official FFA Manual, to all activities unless otherwise stated by advisors. 8. Responsible for knowing and obeying the FFA Code of Ethics, found in both the Official FFA Manual and the Texas FFA Constitution. 9. Must be able to perform Parliamentary Law, to include reciting opening and closing ceremonies, serve on the one LDE Team. Chapter leaders need to try out for a CDE team also. 10. Serve as a role model for the members of the FFA Organization. Officers must respectfully represent the FFA at all times and serve the organization in a manner that is acceptable. Disrespect shown by officers to others will not be tolerated; this includes adults and fellow students. 11. Maintain your personal appearance and hygiene in a semi- professional manner. Please consider hair color and piercings during contest seasons. Judges may see these as unprofessional and we would not want to jeopardize being competitive. 12. Officers will be prohibited from wearing articles of clothing that advertise alcohol, tobacco, drug use or sexual connotations. 13. If you are exhibiting more than one entry at BCYLS, at least on entry must be entered through the College Station FFA. 14. Will refrain from using vulgar, profane or inappropriate language at school or school functions. 15. Comply with the College Station High School Student Handbook. 16. Comply with Travel Rules for the College Station FFA & CSISD. 17. Any officer receiving more than three demerits during their term may be removed from office, and/or disciplinary action from the executive board and advisors. 18. Officers will need to have an active SAE and maintain a current record book in The AET. 19. Must meet deadlines as assigned by the executive committee and advisors. 20. Social Media (Facebook, Instagram, Twitter etc.)- No post, comments or images depicting advertisements of tobacco, alcohol, drug use, or inappropriate material of a sexual nature, or post, comments or images depicting your participation in any of the above. Fundraising 1. Participate in Officer Fundraising Projects and Summer Event Fundraising for Sell a minimum of 30 items combined in all Chapter Fundraising activities (separate from summer event fundraiser). Required Summer Events June (tentative) June pm June 22 July 9-14 August 9&10?? ( 2 days)leadership Training Conference Executive Board Meeting District 1 FFA Camp State FFA Convention Dallas, Texas Executive Board Meeting (1:00 to 4:00 pm) 4

5 The Demerit System Demerits will be issued for failure to comply with the College Station FFA Executive Expectations, Rules, and Requirements as well as travel rules, with the exception to violations that require immediate removal. See below for those infractions that require immediate removal. If you cannot attend the MANDATORY events, you will be removed from office. If an officer misses more than two officer meetings (per semester) for reasons other than illness or FFA competitive activities, you will be removed from office. If a committee chair misses more than two committee meetings (per semester) for reasons other than illness or FFA competitive activities, you will be removed from office. If an evaluation of my performance during the term of office by the chapter advisors does not meet expectations, I, along with a parent/guardian, will meet with the advisors and discuss how to improve the situation. If after a given period of time, the situation has not improved, I may be removed from office. An officer or committee chair receiving more than three demerits during their term may be terminated from office, and/or disciplinary action from the executive board and advisors. Infractions that may require immediate removal from office: Not be enrolled in at least one course in the fall or spring semesters of Agriculture Science course during the school year, and be a paid FFA member during term Failure of any two six weeks (academic eligibility) Failure to attend Officer Retreat or State Convention Suspension from school (OSS) or Assigned to DAEP or JJAEP Proof or Documentation of a MIP or Criminal offenses provided by an official, to the Advisors Inappropriate use of Social Media (degree of punishment will he determined by level of severity) Other extenuating circumstances Unexcused absence from an Officer Meeting Unexcused absence from an FFA Meeting No fundraiser involvement Less than 30 fundraiser items (combined) No LDE involvement No CDE involvement (Speaking/Science Fair are CDEs) Not wearing complete official dress Not participating in an FFA dress up day Late to any chapter activity/leave Early (Unexcused) Failure to Complete Officer Responsibilities Inappropriate use of Social Media (degree of punishment will he determined by level of severity) 5

6 Roles & Responsibilities of Officers & Committee Chairs President Write officer meeting agenda with vice president 3 days prior to officer meeting Write chapter meeting agenda with vice president 3 weeks prior to chapter meeting Set out officer sign in binder and officer meeting agendas at the beginning of every officer meeting Facilitate officer meetings and keep the team on task so that we can have efficient meetings that respects the time of all in attendance Vice President Write officer meeting agenda with president 3 days prior to officer meeting Write chapter meeting agenda with president 3 weeks prior to chapter meeting Correspond with members about upcoming events through Remind 101 Create Chapter FFA meeting PPT 1 week before chapter meeting All duties of president at officer meeting or chapter meeting in their absence Secretary Take attendance at all FFA meetings and events Record minutes of officer meetings and chapter meetings Send thank you notes or letters on an as needed basis Publicize opportunities to the members of the chapter through signs/posters/board announcements Treasurer Write receipts during all fundraiser activities Prepare budget report 1 week before chapter meeting Check POA budgets in AET monthly Check POA budgets in AET monthly Assist and coordinate fundraiser orders and deliveries 6

7 Reporter Write and submit announcements to Clinks (FFA meetings/events, awards/results) Take photos during any and all FFA events Send photos and stories to newspaper, school news, etc Act as the liaison between the FFA chapter and the yearbook staff Complete year-end slide show Work closely with the Historian Monthly newsletter Historian Upload pictures into AET for each POA event within 2 weeks of event Assist in taking pictures at all and any FFA event Maintain a presence on social media Assist and organize the display of banners and awards Work closely with the Reporter Sentinel Set up meeting room prior to chapter meetings and events Organize materials needed before leaving on trips, LDE contests, and CDE contests Send Birthday cards to chapter members Organize and inventory FFA jackets, ties, and scarves Student Advisor Update AET calendar and make changes to dates and times as needed Check AETs monthly (General, Goals, and Plan) Check AETs monthly (Results) Correspond with potential guest speakers for FFA meetings Organize AET work times for members working on their SAEs 7

8 Duties of Committee Chairs Student Activities: This Committee Chairperson is responsible for working to develop a committee of FFA members to assist in developing group activities that promote personal and group activities that prepare members for success. This will be done by developing Major projects that help to implement the Chapter Program Of Activities Community Development: This Committee Chairperson is responsible working to develop a committee of FFA members to assist in developing group activities that improves the way of life for members of our local community. This will be done by developing Major projects that help to implement the Chapter Program Of Activities Update AET calendar and make changes to dates and times as needed Check AETs monthly (General, Goals, and Plan) Check AETs monthly (Results) Have Reports ready to be read and filed at monthly FFA meetings Duties of all Officers/Committee Chairs Spread a positive attitude and strong work ethic through the team and chapter at all times Attend all officer and/or committee meetings as scheduled Make every effort to attend all Chapter FFA events Update AETs for each POA at least 3 weeks before the event (General, Goals, Plan, and Budget) Update AETs for each POA within week of event (Budget & Results) Promote and share information about upcoming events and invite chapter members to participate in all aspects of FFA Write out your reports 1 week before each Chapter FFA meeting Communicate with your officer team and advisors Officers are expected to memorize their opening ceremonies part 8

9 College Station FFA Officer Candidate Contract The executive committee serves a vital function in operating our chapter. By taking a major leadership role, you will grow from the experience and benefit the chapter. It should be your goal to lead by example and encourage other members to participate in chapter activities. The following are general duties expected of all executive committee members: A genuine desire to be a part of a leadership team. A willingness to accept responsibility. A sincere desire to work with all chapter members in meeting their leadership, personal and chapter goals. A commitment to lead by example. The FFA makes a positive difference in the lives of students by developing their potential for premiere leadership, personal growth, and career success through agriculture education. As an officer or committee chair: I was elected by a group of my peers and hold a position of leadership in this Chapter. I know what is expected of me and agree to fulfill the duties of my office. I will do my best to uphold the ideals of the National FFA Organization. I will make my duties as an officer a priority and will fulfill my commitments. I will take my position seriously and serve the chapter well. I will provide the proper notification in the case of my absence. I will strive to put trust in my team members and their abilities. I will communicate with my team members and advisors when I feel there is a problem. Chapter Officers are required to attend and actively participate in all of the following events: Student Initials Parent Initials MANDATORY Events & Dates Officer Installation at Banquet (May 4, 2017) Chapter Officer Camp (2 days between June TBD) Executive Board Meeting (June 20, 2017, 2-4 pm) District 1 Camp (June 22, 2017) State FFA Convention (July 9-14, 2017) Executive Board Meetings (August 8 & 9, from 1 to 4 pm) District 1 Meeting (September 2017) District 1 LDE (November 2017) Chapter Officer/Committee Meetings (TBA) Chapter FFA Banquet (TBA 2018) Monthly Chapter FFA Meetings (TBA) If you cannot attend the MANDATORY events, you will be removed from office. If an officer misses more than two officer meetings (per semester) for reasons other than illness or FFA competitive activities, you will be removed from office. If a committee chair misses more than two committee meetings (per semester) for reasons other than illness or FFA competitive activities, you will be removed from office. 9

10 Student Initials Parent Initials Executive Committee Handbook & Demerit System Acknowledgement I have read the executive committee handbook and I understand that I (my student) will be held to the expectations, rules, and requirements. I have reviewed the demerit system in the executive committee handbook and I understand that I (my student) will participate in this system as an officer/committee chair. If an evaluation of my performance during the term of office by the chapter advisors does not meet expectations, I, along with a parent/guardian, will meet with the advisors and discuss how to improve the situation. If after a given period of time, the situation has not improved, I may be removed from office. An officer or committee chair receiving more than three demerits during their term may be terminated from office, and/or disciplinary action from the executive board and advisors. Students removed from the executive committee will not be eligible to run for executive committee the next school year. Infractions that may require immediate removal from office: Not be enrolled in at least one course in the fall or spring semesters of Agriculture Science course during the school year, and be a paid FFA member during term Failure of any two six weeks (academic eligibility) Failure to attend Officer Retreat or State Convention Suspension from school (OSS) or Assigned to Venture or JJAEP Proof or Documentation of a MIP or Criminal offenses provided by an official, to the Advisors Inappropriate use of Social Media (degree of punishment will he determined by level of severity) Other extenuating circumstances Unexcused absence from an Officer Meeting Unexcused absence from an FFA Meeting No fundraiser involvement Less than 30 fundraiser items (combined) No LDE involvement No CDE involvement (Speaking/Science Fair are CDEs) Not wearing complete official dress Not participating in an FFA dress up day Late to any chapter activity/leave Early (Unexcused) Failure to Complete Officer Responsibilities Inappropriate use of Social Media (degree of punishment will he determined by level of severity) Chapter Officer Candidate Date Parent/Guardian Date Chapter Advisor Date 10

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