NEW RIVER VALLEY BEEKEEPERS’ ASSOCIATION BYLAWS
(as approved 10/8/98, and amended 3/12/99, 2/12/09, 4/8/10/, 10/14/10, 04/11/13, 6/11/15, 10/8/15 –6 pages)
Article I – Name
The name of the Association shall be The New River Valley Beekeepers’ Association, (herein referred to as the Association).
Article II – Purposes
A. Provide education and assistance to all individuals interested in honey bees and/or beekeeping.
B. Hold meetings to inform members and non-members alike of the latest available information on honey bees and beekeeping, as well as provide a forum to discuss their problems and opportunities.
C. Develop and maintain liaison with the general public through the media, school programs, and other appropriate ways.
D. Removal of honey bee swarms from public/private places when requested by proper authority.
E. Work to ensure public trust and support for the honey bee and beekeepers.
Article III – Membership
Section 1. Any person interested in honey bees is eligible for membership in this Association.
Section 2. Any eligible person requesting membership may become a member unless disapproved by a majority of the membership present at a meeting wherein a request is made, upon payment of $10 for an individual yearly membership or $15 for a family membership. Students may apply for a free annual membership. The membership year will be from January 1 through December 31. New members joining after October 1 shall be considered members in good standing for the following (calendar) year.
Section 3. All memberships must be renewed annually. Dues as indicated in Section 2 above become payable on January 1 of each year. In order to vote at the annual meeting (Article IV), a member must be in good standing for the current year. (Family membership = one (1) vote.)
Article IV – Fiscal Year & Meetings
Section 1. The Association shall operate on a calendar year basis; i.e., January 1 through December 31.
Section 2. Unless changed by the Board of Directors, regular meetings of the Association shall be monthly except as provided for in the next section. Meetings will be held on the 2nd Thursday of each month.
Section 3. An Annual Meeting of the Association shall be held each year within three (3) months of the close of the year (Oct-Dec), at a place designated by the Board of Directors, within the area served by the Association.
Section 4. Meeting notice with topics of upcoming meeting will be sent to each member not less than five (5) days prior to the upcoming regular meeting.
Section 5. Special meetings may be called by the president or by written request of any five (5) members of the Association to the Board of Directors.
Section 6. Any 20 members in good standing present at any meeting shall constitute a quorum for the transaction of business. A committee requires a majority of its members to constitute a quorum.
Section 7. Each member in good standing shall be entitled to one (1) vote. A FamilyMembership is entitled to one (1) vote. No vote by proxy permitted.
Section 8. The order of business for all meetings of the Association, unless changed by a majority vote of members present, shall be as follows:
Call to order
Reading of the minutes of the previous meeting
Communications and bills
Report of Officers
Report of Committees
Unfinished (old) business
Presentation and acceptance of new members
(at annual meeting) Election of officers
Section 9. In parliamentary matters, the most recent edition of “Roberts Rules of Order Revised” shall be used in all cases where they are applicable, subject to the by-laws of the club.
Section 10. Payment of all bills shall be made by the Treasurer upon approval of the Board of Directors, or the members at a regular meeting.
Article V – Officers & Board of Directors
Section 1. The officers of the Association shall be a President, Vice President, Recording Secretary, Corresponding Secretary, and a Treasurer. The term of each officer shall be one (1) year–January 1 through December 31. The President may not serve more than three terms in succession. All other officers may continue in office at the discretion of the membership.
Section 2. The Board of Directors of the Association shall consist of up to sixteen (16) members–the current officers (President, Vice President, two (2) Secretaries, and Treasurer), the immediate past president, and up to ten (10) others appointed by the President. The President serves as chair.
Section 3. The Board of Directors shall formulate policies needed for the welfare of the association and make recommendations at the regular meetings. It shall have the responsibility and authority to take actions on behalf of the Association between regular meetings consistent with these by-laws, and if not contrary to previous action or direction by the members as reflected in the minutes.
Section 4. No director, officer or member of the Association shall receive, directly or indirectly, any salary or compensation for services rendered to this organization either as such director or officer or in any other capacity unless authorized by the concurring vote of the quorum of the Association at a scheduled meeting.
Section 5. A majority of the Board of Directors shall constitute a quorum for the transaction of business at any meeting of the Board of Directors.
Article VI – Duties of Officers and Committees
Section 1. The President shall:
A. Preside over all meetings and the Board of Directors.
B. Call special meetings of the Association and Board of Directors.
C. Perform all acts and duties required of an executive and presiding officer including the appointment of various committees that may be required for the proper function of the Association.
Section 2. In the absence of the President, or because of disability or inability to serve, the Vice President shall perform all duties of the office.
Section 3. The Recording Secretary shall:
A. Keep a complete record of all meetings of the Association and its Board of Directors.
B. Perform such other duties as may be required by the Board of Directors.
Section 4. The Corresponding Secretary shall:
A. Write letters as directed by the President and/or Board of Directors.
B. Notify the officers and all members of committees of their appointment.
C. Serve all notices required by law and these by-laws.
D. Perform such other duties as may be required by the Board of Directors.
E. Maintain a complete record of all physical property and equipment owned by the Association and the location of same.
Section 5. The Treasurer shall:
A. Sign as Treasurer all checks in payment of bills and other obligations of the Association.
B. Receive and disburse all funds, and be custodian of all the securities of the Association.
C. Keep a full and accurate account of all financial transactions of the Association in books belonging to the Association, and deliver such books to each successor in office; and to the Audit Committee where required by the Board.
D. Shall make a brief financial report at each regular meeting, a full report of all matters and business pertaining to this office to the members at the annual meeting, and to the Board of Directors as requested.
E. Deposit all moneys of the Association in the name and to the credit of the Association in such depositories as may be designated from time to time by the Board of Directors.
F. The Treasurer may maintain a petty cash fund not to exceed $100.
G. Perform such other duties as may be required by the Board of Directors.
Section 6. The Membership Committee shall:
A. Keep a complete list of members and their resident and email (when applicable) addresses, and telephone numbers.
B. Turn over to the Treasurer the money received from new memberships.
C. Give new members any materials available which may be helpful to them in beekeeping.
D. Perform such other duties as may be required by the Board of Directors.
Section 7. The Nominating Committee shall consist of three (3) members of the association, one of whom shall be appointed by the President, and two (2) elected by the body at the regular meeting prior to the annual meeting. The Committee’s recommendations for officers shall be submitted at the annual meeting. Nominations may also be made from the floor. Consent should be obtained from all nominees before submitting their names to the membership.
Section 8. The Audit Committee, shall consist of three (3) members, one (1) of whom is to be a member of the Board of Directors and act as Chair; shall audit the books of the Treasurer annually and make their report at the annual meeting.
Section 9. The Education and Outreach Committee shall:
A. Determine honey bee-related education needs and desires of the Association membership.
B. Evaluate feasibility of various education options, addressing cost, logistics, instructors, training materials, location, etc., and make recommendations to the Association on which options to pursue.
C. With concurrence of Association members, make all necessary arrangements for conduct and completion of training.
D. Following each training event, evaluate success of the training (content, method of conduct, cost vs. benefit, etc.) and make recommendations for modification of future similar training.
E. Arrange volunteers for various public and private events at which NRVBA representation has been requested.
Section 10. The Entertainment Committee shall:
A. Provide light snacks and drinks for all regular monthly meetings. This committee has the option to use up to $30.00 of Association funds (submit receipts to Treasurer for reimbursement) per meeting or to solicit membership donations of food and drink as it sees fit.
B. Bring appropriate refreshment equipment/supplies (coffee pot, coffee, creamer, sugar, air pots, napkins, etc.) to monthly meetings, purchase additional replacement supplies as required (submit receipts to Treasurer for reimbursement), and store equipment/supplies between meetings.
C. Evaluate the feasibility and options for the annual picnic and make recommendations to the Association membership.
D. If an annual picnic is to occur, the Entertainment Committee shall be responsible for its arrangements including, but not limited to, location, entertainment (as required), advertising, equipment (borrow or rent as necessary tents, tables/chairs, portable toilet, etc.), catering and/or other food options, and set up, tear down, and cleanup actions, as it deems necessary.
Section 11. The Program Committee shall:
A. Poll Association membership as necessary for topics/ideas for meeting speakers/programs.
B. In addition to using member suggestions, provide the Association membership with additional options/ideas for meeting speakers/programs.
C. Determine the feasibility of arranging such speakers/programs including logistics and costs to the Association.
D. Arrange for speakers/programs for all regular monthly meetings except the annual business meeting.
Article VII – Religion & Politics
This Association shall be nonsectarian and nonpartisan, and shall take no action endorsing or condemning any religion or any candidate for public office.
Article VIII – Amendments
Section 1. These by-laws may be amended by a two-thirds majority vote of (paid) members at any meeting of the Association, wherein the members shall have been given at least eight (8) days advance notice to the proposed change(s), and the proposed amendment(s) shall have been included in the call for said meeting.
Approved unanimously 10/8/98 by the 26 persons present and as amended 3/12/99 (by the 38 persons present) to include Family Memberships, and as amended 2/12/09 (by the 45 persons present) and as amended 4/8/10 (by the 41 members present), and as amended 10/14/10 (by the 30 members present), and as amended 04/11/13 (by the 53 members present) and as amended 6/11/2015 (by the ~35 members present) and as amended 10/8/2015 (by the 32 members present) SH