Constitution and Bylaws of Tidewater Beekeepers Association
ARTICLE I: NAME
Section I: This organization shall be known as the Tidewater Beekeepers Association
ARTICLE II: OBJECTIVES
Section I: The objectives of this not for profit organization shall be:
To provide a forum for the exchange of information, ideas, and views of mutual interest to beekeepers;
To provide education on the practical aspects of beekeeping and to encourage the use of better and more productive methods;
To foster cooperation between members of the Association;
To promote understanding and cooperation between the Association and the community with regard to beekeeping;
To promote the interests of the Association membership which relate to bees and beekeeping;
To promote the use of hive products.
ARTICLE III: Membership
Section I: Anyone interested in beekeeping and in the beekeeping industry may join the Association upon payment of the regular annual dues.
Section II: Unless already a member of the Virginia State Beekeepers Association (VBSA), Tidewater Beekeeper Association membership will include membership in the VBSA.
Section III: Members agree to be bound by and conduct themselves in accordance with the Constitution & Bylaws and rules of the Tidewater Beekeepers Association that are posted on the website. In areas that the Constitution & Bylaws and rules do not apply, then Robert's Rules of Order will be followed.
Section IV: Members who are believed to be acting in conflict with the rules, or the Constitution & Bylaws of the association will be notified in writing to attend a due process hearing. Such hearing will be held no sooner than thirty days from the date of notice, unless agreed to by all parties. The notice will include the violation. A due process committee will be assembled of three board members, one general body member, nominated by the Executive Committee, and one general body member, nominated by the member under review. The due process hearing will be convened in a confidential session with all parties present. If found to be in violation, the member will be advised of the routes they may take to either resolve the conduct or relinquish their membership in the association.
ARTICLE IV: OFFICERS AND COORDINATORS
Section I: The elected officers of the Association shall consist of a President, Vice President, Secretary, and Treasurer and will constitute the Board of Directors (Referred to as the Board). The officers shall be elected by majority vote when a quorum (See Article XI) of members is present at the May meeting, and shall serve in that capacity for the next 12 months.
Section II: The executive committee consists of the board and appointed coordinators.
Section III: The President may serve no more than two successive terms; however, may be elected again after an interval of at least two years. The Vice President, Secretary and Treasurer may be re-elected without limitation, subject to their willingness to serve, and to the satisfaction of the Association.
Section IV: The Vice President shall perform all duties of the President in his/her absence or during the remainder of the term if there is a vacancy in the position.
Section V: In case of a vacancy in the position of Vice President, Secretary, or Treasurer, the President shall appoint a member to serve during the remainder of the term.
Section VI: Only paid members may serve as officers of the Association or as a delegate, chairman, or member of select committees.
Section: VII: When a quorum of members is present, any officer may be removed from office at any time, by a two-thirds vote of the members present at any regularly scheduled meeting within the association, whenever, in its judgment, the best interest of the association will be served by the action.
Section VIII: Coordinators operate under the direction and guidelines established by the Board.
Section: IX: Coordinators can appoint assistants that are current members of the association to delegate responsibilities with board approval.
ARTICLE V: DUTIES OF OFFICERS
Section I: The President has the prime responsibility for the Association and the direction of its activities. The President shall preside at all meetings of the Association using regular parliamentary procedure and Robert's Rules of Order. The President shall appoint all special committees, fill vacancies of any office and shall perform such other duties as the Association may direct. The President shall be authorized to make deposits and disburse all monies, should the Treasurer be unable to perform these duties. The President is expected to continue to serve as a member of the Executive Committee for one year after his/her term expires.
Section II: The Vice President shall perform the duties of the President in his/her absence or upon the President's request. The Vice President shall act as chairman of the Program Committee.
Section III: The Secretary shall record the minutes, and proceedings of the Association at each meeting and event, file and preserve the documents related to the position on the cloud (Google Drive) for publication by the Webmaster, and attend other duties that naturally pertain to the office.
Section IV: The Webmaster will maintain all aspects of the TBA website, social media and technology related accounts. The webmaster will keep all documentation in electronic format in an accessible document cloud server (Google Drive), preserve all documents and attend to all correspondence of the Association unless directed otherwise by the President, notify the members and general public of regular meetings and other activities and attend other duties that naturally pertain to technology and public media.
Section IV: The Treasurer shall receive and disburse all monies of the Association and shall keep a complete and accurate record showing the receipts and disbursements. Disbursements other than routine in nature must be approved by both the President and Vice President. Expenditures in excess of $300.00 must be approved by the general membership, with the exception of funds raised by the TBA Fundraising Committee. The Treasurer shall keep a record of current membership and make the information available at each business meeting and inform the President, Vice President, and Secretary; and attend to those duties that naturally pertain to the office. The Treasurer shall send each member's name and address along with appropriate membership fees to the Treasurer of the Virginia State Beekeepers Association.
ARTICLE VI: COMMITTEES
Section I: A Nominating Committee consisting of three members of the Association shall be appointed by the President. The committee shall nominate and present a slate of officers to the members at the April meeting of the year. Other names may be nominated from the floor at that time.
Section II: Special committees will be appointed by the President as needed.
Section III: The Executive Committee shall consist of the officers and committee chairmen, and shall include the immediate past President. The Executive Committee shall act on behalf of the membership with respect to administrative decisions, and shall make recommendations to the general membership. The President shall act as chairman of the Executive Committee.
Section IV: An Audit Committee consisting of three members of the Association shall be appointed by the President prior to the members meeting in March. Its function will be to collect the Association's financial records from the Treasurer, the Club Property Chairman records and the Secretary records and report its findings to the Association at the regular meeting in May.
Section V: The Club Property Committee and its chairman shall be appointed by the President to keep accurate records of the quantity, condition and location of all Association property. These records shall be filed in the administrative document cloud (Google Drive) with the Secretary for publication on the TBA website and audited annually by the audit committee.
Section VI: The Fundraising Committee is responsible for raising funds for the club as directed by the Board. Fundraising projects and distribution of these funds will be announced during the business portion of the monthly membership meeting prior to initiation. Membership updates will continue throughout the duration of the project. Any funds raised by the committee will be immediately turned over to the TBA Treasurer no later than the next TBA monthly meeting. If a quorum is present, members may veto a fundraising project and/or utilization of the funds, with two-thirds vote of the members present. The funds raised are not considered part of the club’s general fund which consists of membership dues and will be accounted for separately.
ARTICLE VII: DUES
Section I: Membership dues are collected for the administration and operation of the club. The annual dues are set by the officers of the Association and submitted to the members for approval at the June meeting. Changes will become effective that year on the first day of July.
Section II: The annual dues shall be payable in advance to the Treasurer of the Association and shall be due on July 1 of the year covered. All memberships expire on June 30 of each year. Any member of the Association who becomes delinquent in payment of dues shall be dropped from the roll of membership after the November meeting and shall cease to be a member of the Association. A person who has been dropped from the roll or membership for non-payment of dues may be restored to active membership by paying the current year's dues.
Section III: Convenience fees may be applied based on payment options.
ARTICLE VIII: MEETINGS
Section I: There shall be regular meetings of the Association to be held on the first Thursday of each month. The Executive Committee may change a meeting during the month if circumstances require it. Meetings may be combined with special events such as workshops, dinners, picnics, etc.
Section II: In addition to the regular meetings, special programs may be presented any time during the year.
Section III: Members of the Association shall be notified by appropriate means, of the time and place of each meeting or special program.
Section IV: Membership in the Association is not required for attendance at meetings; however, only paid members may vote on any business conducted at the meeting.
Section V: Meetings shall be conducted in accordance with Robert's Rules of Order.
ARTICLE IX: EVENTS AND FUNCTIONS
Section I: TBA Events Committee handles the coordinating, assembly and presentation of events.
Section II: All fundraising or donations collected during functions are to be added to the TBA Fundraising account. The contributions will be reported and turned over to the Treasurer no later than the next monthly meeting.
Section III: Members are allowed to sell personal products at TBA Events/Functions, unless prohibited otherwise by TBA Officers or the Coordinators of the Event and/or Function.
ARTICLE X: APIARY
Section I: TBA maintains and operates an apiary (Bee yard) for the purpose of educating beekeepers and the non-beekeeping public, as well as fundraising programs.
Section II: Members and Non-members attending Bee Yard functions will be required to sign an annual Rules and Liability Waiver agreement, which is posted on the association website.
Section III: All contributions to the Bee Yard will become the responsibility of the Fundraising Committee.
ARTICLE XI: QUORUM
Section I: Twenty percent of the paid membership shall constitute a quorum for the transaction of any business of the Association.
Section II: Each paid individual or family membership shall be allowed one vote.
ARTICLE XII: AMENDMENTS
Section I: When a quorum of members is present, this Constitution and Bylaws may be amended by a two-thirds vote of the members present at any regularly scheduled meeting. A written notice of the proposed amendment must be sent to each member of the Association no less than 15 days prior to the scheduled meeting, as evidenced by a postmark or email time stamp.
ARTICLE XIII: DISSOLUTION OF THE ASSOCIATION
Section I: In the event that Tidewater Beekeepers Association is dissolved and ceases to exist, all property and monies of the association left after payment of all debts shall be donated to an apicultural program as selected by the Executive Committee of the association.
ARTICLE XIV: AFFILIATIONS
Section I: The Tidewater Beekeepers Association may associate itself with any Beekeepers Association if the following conditions are met:
Conditions of affiliation are reasonable and do not place a burden upon the fiscal structure of the Association and its members.
The objectives of the proposed Association for affiliation are in harmony with those of this Association as listed in Article II of this Constitution and Bylaws.
Written notice of the proposed affiliation has been sent to the members of this association prior to the scheduled meeting at which a vote will be taken.
A quorum of members is present at the scheduled meeting and two-thirds of the members attending vote for the proposed affiliation.
Section II: The Tidewater Beekeepers Association may disassociate itself from affiliation with any Beekeepers Association by a two-thirds vote at any scheduled meeting if a quorum is present and if written notice of the proposal has been sent to members of the Association prior to the meeting.
ADOPTED: March 13, 1995
AMENDED: March 01, 2018
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