Virginia State Beekeepers Association
Virginia State Beekeepers Association
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Constitution & By-Laws

June 2015

VIRGINIA STATE BEEKEEPERS’ ASSOCIATION
CONSTITUTION

ARTICLE I: NAME

Section 1:
This organization shall be known as the Virginia State Beekeepers' Association.

Section 2:
The Virginia State Beekeepers' Association is a nonprofit organization.

ARTICLE II: PURPOSE AND OBJECTIVES

Section 1:
The purpose of the Virginia State Beekeepers' Association shall be to engage in any lawful activity which will increase knowledge of and promote apiculture in the state of Virginia.

Section 2:
The objectives of this organization are to promote and support:
A. an understanding of and solutions to the common apiculture problems of the
Association members;
B. apiculture education and the use of more productive methods of beekeeping within the state;
C. the development of both the scientific and practical aspects of apiculture;
D. such legislation as is necessary to protect and further apiculture;
E. good relations with individuals, businesses and other organizations which share a common interest in apiculture;
F. activities to foster good relations between Virginia beekeepers and the general public;
G. the use of hive products.

ARTICLE III: MEMBERSHIP

Section 1:
Any person interested in or actively engaged in beekeeping or the beekeeping industry is eligible for membership in the Virginia State Beekeepers' Association.

Any individual, or a family, or a firm or corporation may join the Association by paying a single membership fee.

Section 2:
Each single membership fee will entitle that individual, family, firm or corporation to one vote.

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ARTICLE IV: OFFICERS

Section 1:
The officers of the Association shall be a President, First Vice-President, Second Vice-President, Secretary, and Treasurer.

Section 2:
All officers shall be elected annually by a majority vote when a quorum of members is present at a designated meeting. The officers will hold office for one year or until their successors are elected.

Section 3:
The President, First Vice-President, and Second Vice-President may serve no more than two successive terms. The Secretary and the Treasurer may be reelected without limitation, subject to their willingness to serve.

Section 4:
The First Vice-President shall perform all duties of the President in his/her absence or during the remainder of the President's term if there is a vacancy in the position.

Section 5:
The Second Vice-President shall perform all the duties of the First Vice-President in his/her absence or during the remainder of the First Vice-President's term if there is a vacancy in the position.

Section 6:
In the event that a vacancy occurs in the position of First Vice-President, Second Vice-President, Secretary or Treasurer, the President may appoint a member of the Association to serve in the respective office for the remainder of the term.

Section 7:
Only voting members may serve as officers of the Association, as the Association's delegates to other organizations or as chairman of any select committees.

ARTICLE V: COMMITTEES

Section 1:
The Executive Committee shall consist of the elected or appointed officers of the Association (President, First and Second Vice-Presidents, Secretary, Treasurer). In addition, the immediate past President and the Virginia State Apiarist shall be invited to serve as advisors for the Executive Committee. The Executive Committee shall have authority to transact business on behalf of the Association when meetings are not in session.

Section 2:
A Meeting Committee, selected by the President, shall plan, coordinate and make necessary arrangements for meetings and other events of the Association.

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Section 3:
A Nomination Committee consisting of at least three members of the Association shall be appointed annually by the President and shall represent the membership from different areas of the state. Members may serve more than one year. The Nominating Committee shall nominate and present a slate of officers at a designated meeting each year. Other names may be submitted from the membership at the time of the election.

Section 4:
Special committees may be appointed by the President at any time.

ARTICLE VI: MEETINGS

Section 1:
There shall be a minimum of one meeting each year at a time and place designated by the President and Meeting Committee. In addition, special meetings, special events, or workshops may be held at any time at the discretion of the Executive Committee.

Section 2:
The Constitution of VSBA shall be followed in conducting meetings; however in areas that the Constitution does not apply, then the meeting shall be conducted in accordance with Robert's Rules of Order.

Section 3:
Notice of each meeting, special events, or workshops shall be communicated to each paid member of the Association prior to the date of the gathering.

Section 4:
Charges to cover meeting expenses, such as speakers, cost of meals, etc., may be levied on all those in attendance.

ARTICLE VII: QUORUM

Section 1:
Five percent of the voting members shall constitute a quorum for the transaction of business at any regular meeting. Four members of the Executive Committee shall constitute a quorum for the transaction of committee business.

ARTICLE VIII: AMENDMENTS

Section 1:
When a quorum of members is present at a meeting, any Article or any Section of any Article of the Constitution may be amended by a two-thirds (2/3) vote of all voting members present. Proposed changes (in writing) must be submitted to the Executive Committee for their action. The Executive Committee will provide written or electronically mailed copy of the proposed amendments to each member of the Association at least 30 days prior to a designated meeting.

ARTICLE IX: BYLAWS

Section 1:
Items not covered in the Constitution shall be provided for in the Bylaws.
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BYLAWS

ARTICLE I: DUTIES OF OFFICERS

Section 1:
The President is the Chief Executive Officer of the Association and shall:
A. preside at all business meetings of the Association and the Executive Committee using regular parliamentary procedure and Robert's Rules of Order;
B. call special meetings of the Association with concurrence of the Executive Committee;
C. call all meetings of the Executive Committee;
D. appoint all standing and special committees as are deemed necessary to carry out the purpose and objectives of the Association unless specifically designated otherwise in the Constitution and Bylaws;
E. be authorized to make deposits and disburse all monies of the Association should the
Treasurer be unable to perform these duties;
F. perform all other duties commonly incident to the office and not contrary to the Constitution and Bylaws.

Section 2:
The First Vice-President shall:
A. perform the duties of the President in his/her absence, or upon the President's request;
B. perform other duties as directed by the President.

Section 3:
The Second Vice-President shall:
A. perform the duties of the First Vice-President in his/her absence;
B. perform other duties as directed by the President.

Section 4:
The Secretary shall:
A. record the minutes and proceedings of the Association at each membership and Executive Committee meeting;
B. distribute minutes to the officers of the Association and to the newsletter editor;
C. assist officers of the Association as necessary in the performance of their duties;
D. preserve the minutes of each meeting, any documents, records, correspondence, transactions, and other appropriate material of the Association.

Section 5:
The Treasurer shall:
A. maintain the financial records of the Association;
B. maintain an up-to-date list of paid memberships which shall be made available to the Executive Committee members and newsletter editor upon request;
C. keep an accurate record of all receipts and disbursements of the Association;
D. receive membership dues and all other funds for the Association and make disbursements as appropriate
E. deposit all funds of the Association in such bank or banks, savings institutions or other financial establishments as appropriate;
F. make necessary arrangements for the President to be authorized to make deposits and disbursements of the Association if the Treasurer is unable to perform those duties;

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G. present an annual Treasurer’s report to the membership at the annual business meeting of the Association;
H. perform all other duties commonly incident to this office;
I. shall not accept any invoice for payment in excess of $50.00 which has not previously been approved by the President.

ARTICLE II: DUES

Section 1:
The annual dues for membership in this Association shall be set by the Executive Committee and submitted to the voting members for approval. Changes will become effective the following fiscal year. A discount rate shall be authorized for all memberships submitted through a local or regional Virginia beekeeping association.

Section 2:
Annual dues are due at the beginning of the fiscal year which is July 1 of a given year through June 30 of the following year.

ARTICLE III. AMENDMENTS

Section 1:
When a quorum of members is present at a meeting, any Article or any Section of the Article of the Bylaws may be amended by a majority vote of the voting members present. Proposed changes (in writing) must be submitted to the Executive Committee for their action. The Executive Committee will provide written or electronically mailed notice and a copy of the proposed amendments to each member of the Association at least 30 days prior to a designated meeting.

ARTICLE IV: DISSOLUTION OF THE ASSOCIATION

Section 1:
In the event that the Virginia State 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 the Virginia Polytechnic Institute and State University, Department of Entomology, for use in the University's apicultural program. If Virginia Polytechnic Institute and State University discontinues its apicultural program, then all property and monies of the Association shall pass to a university’s apicultural program as selected by the Executive Committee of the Association.

ARTICLE VI: REPEALING CLAUSE

Section 1:
Upon acceptance by two-thirds (2/3) majority vote of the members at a meeting at which a quorum is present, this Constitution and Bylaws shall supersede all previous Constitutions and Bylaws.

The VSBA is a nonprofit organization committed to promoting and advancing beekeeping in the Commonwealth of Virginia. Membership in the VSBA is open to beekeepers and non-beekeepers, alike. Annual membership dues are $12.00 per individual/family or $10.00 through local associations. In addition to other benefits, members receive a quarterly newsletter.

Promoting Knowledge and Fellowship
Among Beekeepers in the Commonwealth of Virginia

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