UCNCBA BYLAWS

UCNCBA BY-LAWS

 

THE CONSTITUTION AND BY-LAWS OF THE

UNION COUNTY NORTH CAROLINA BEEKEEPER'S ASSOCIATION,

 

ARTICLE 1 Name

 

The name of this organization shall be:

Union County North Carolina Beekeepers Association (UCNCBA), hereafter identified as UCNCBA.

 

ARTICLE 2 Type of Club

 

The UCNCBA is a club of beekeepers and is a non-profit organization. 

Employer Identification Number (EIN) is 81-4430097

Tax status is 501-C3.

 

ARTICLE 3 Objectives

 

The objectives of this non-profit organization follow:

  • Teach and encourage methods of beekeeping that lead to healthy bee colonies.

  • Maintain friendly and helpful relations with the North Carolina State Beekeepers Association (NCSBA).

  • Work to make Union County North Carolina a “bee friendly” place

  • Encourage pollinator-friendly planting to help the bee population increase.

  • Promote the importance of bees and beekeeping for the sustainability of NC agriculture. 

 

ARTICLE 4 Members

 

Anyone interested in bees and or beekeeping may join the UCNCBA upon payment of the annual dues. The right to vote shall be limited to members in good standing.

 

ARTICLE 5 Officers and Directors

 

The Officers of the UCNCBA and their terms follow:

 

                                 Term (years) Vote in November

  • President                              2 (Vote on even for odd start and alternating years with the VP)

  • Vice President                      2 (Vote odd years to start on January of even year)

  • Secretary                              2 (Vote on even for odd start and alternating years with the Treasurer)

  • Treasurer                              2 (Vote odd years to start on January of even year)



 

Director Positions that are appointed by the Officers:

 

  • Director (Technical)                                      2 (Even year)

  • Director  (4H / FFA)                                      2 (Even Year)

  • Director  (Events Director)                           2 (Odd year)

  • Director  (Education Director)                      2 (Odd year)

  • Director   (Education Co Chair)                   2 (Even year)

  • Director (Education Co Chair)                     2 (Even Year)


 

The Officers shall be considered as the Executive Committee.

 

The Officers on the Executive Committee will be elected by a majority vote of the members present at the November meeting and hold office from January through December for the years elected until their successors are elected or appointed. 

 

The Officers will appoint the Directors. Directors will assist the officers with input regarding club decisions. Directors will be included on the board and receive one vote per director.

 

The Board will include the Executive Committee and the Directors. The president may override any decisions made by the board.

 

In an emergency situation only when a vote is necessary, the Executive Committee may use email or text to vote. The secretary will enter the vote into the minutes at the next board meeting and make the directors aware.

 

This will be deleted here and addressed later--Board Meetings will be held each Monday before the monthly meeting. Board members must attend these meetings. If three meetings in a row are missed, the board will send an email warning and at their discretion may replace the member.

 

In the case of any board member vacancy due to disregard of duties, disrespect for the by-laws, or acting in any way that disparages the club, the President or in his/her absence, the VP may appoint a member to serve during the remainder of the term. 

 

In the case of President, the VP shall take over the duties, and a VP shall be assigned from current board positions. If this results in a board vacancy, the officers may request a replacement.


 

No person shall be elected to any office without his or her consent.

 

ARTICLE 6 Dues: Local, State, and Life Membership

 

  • Union County North Carolina Beekeepers (UCNCBA) dues are $10 (ten dollars) per person per year. 

  • Monies collected for local dues should be deposited into the UCNCBA bank account promptly.

  • North Carolina State Beekeepers (NCSBA) dues. Members are encouraged to pay state dues directly via the NCSBA website. (took out state due $ fees only).

  • Dues are paid on January 1 of the fiscal year and expire on December 31 of each year.

  • A UCNCBA who is delinquent in payment of dues after December 31 will be dropped from the roll of membership.

  • A person who has been dropped from the roll of membership for nonpayment of dues may be restored to active membership by paying current year dues.

  • Life Membership may be conferred, by the Executive Committee of UCNCBA to a member who has contributed in an outstanding way to the beekeeping community. No dues are required of Life Members.

 

ARTICLE 7 Meetings

 

  • There shall be regular monthly meetings open to all members. Guests are encouraged to visit except member-only meetings or functions.

  • The Secretary will notify members of upcoming meetings via email and online calendars.

  • The time and place for each meeting shall be decided on by the officers of the UCNCBA. Normally this is the Agricultural Center on 3230 Presson Dr., Monroe, NC. If this is not possible, the President must make the necessary arrangement for the meetings.

  • Member/Seller for any event at the Ag Center: Shall ask for permission from the board and the Ag Center before selling any product. 

  • If events are held off the Ag Center property, Member/Sellers must get permission from the host of the event.

  • 50/50 Raffle will be held at general meetings. The proceeds shall be deposited into the general fund. 

  • Board Meetings will be held each Monday before the monthly meeting. Board members must attend these meetings. If three meetings in a row are missed, the secretary will send an email warning, and at the boards’ discretion may replace the member. 


 

ARTICLE 8 All Committees

 

  • The Executive Committee shall consist of all the elected officers of the UCNCBA, namely: President, Vice President, Secretary, and Treasurer, the immediate past President who shall be an ex-officio member. The Executive Committee has authority to transact business on behalf of the UCNCBA.

  • The Auditing Committee shall consist of three Directors. Its duty will be to examine and audit the books of the Treasurer and make recommendations on their findings at their regular January meeting.

  • The Nominating Committee shall consist of three members (the Chairman appointed by the President), whose duty will be to nominate and present a slate of officers for the November meeting. Other names may be submitted from the membership at large at the time of the election.

  • Special committees may be appointed by the President consisting of a minimum of three members whose duty will be to serve as directed by the President.

 

ARTICLE 8A Bee School Committee

 

  • Bee School Committee: Bee school committee shall be appointed by the president. There will be a Chairperson and two Co-Chairs to direct the committee of at least three members, to assemble the speakers, instructors, and field day assignments.

  • Any member of the Executive Committee may attend meetings and offer assistance. 

  • Members may work together and make decisions about all aspects of the bee school, including books, instructors, PowerPoint presentations, content of bee school, emails sent to students, tee shirts, printing costs, and any other aspect they deem necessary. Any form of communication including text messages, emails, face-to-face meetings, etc., may be used for discussion and to vote on all aspects of the bee school. 

 

Chair and Co-Chairs:

  • Shall make arrangements to access the Ag Center and request dates and times of events.

  • Shall vote on items within the bee school committee and keep the president informed. 

  • All votes and actions should be presented to the President in a timely fashion. President may veto any decision the committee makes as the final decision if in violation of any club rules and regulations (by-laws) unknown to the committee. 

  • May request the help of the secretary to send out emails and notices as deemed necessary.

  • May request secretary to keep bee school mailing list up to date

  • Will keep the technical director informed of all necessary flyers, notifications, and request help in getting information on the website.

  • May request the help of the treasurer who will update the spreadsheet of students.

  • Shall make sure tables and chairs will be set up before the classes. 

  • Shall contact speakers or ask any committee member to contact speakers and will make sure speaker is contacted for confirmation a week before class. 

  • Shall ask for volunteers within the committee to call companies for donations for giveaways.

  • Assign students a mentor when requested.


 

ARTICLE 9 Quorums

 

  • Two-thirds of the officers constitute a quorum of the Executive Committee. 

  • With prior notification of the meeting, via email, only the member’s present at a meeting will constitute a quorum for the transaction of business at any regular meeting. 





 

 

ARTICLE 10 Duties and Requirements of Officers

 

PRESIDENT:

 

The President’s qualifications:

  • Must be an active club member for two consecutive years.

  • Must be a member of the board for at least one year 

 

  • The President’s duties follow:

    • Preside over meetings of the UCNCBA using parliamentary procedure and Robert's Rules of Order.

    • Outline the things to be discussed at the monthly meeting and notify the secretary. 

    • Engage speakers for upcoming meetings.

    • Hold monthly board meetings.

    • Encourage communications between members and officers.

    • Make day-to-day decisions about UCNCBA activities.

    • Deposit and disperse monies if Treasurer is unable.

    • Maintain an open relationship with the Ag Center.

    • Focus on increasing membership.

    • Maintain Mailbox subscription and monitor for new mail

 

VICE PRESIDENT:

 

The Vice President’s qualifications:

  • Must be an active club member for two consecutive years.

  • Must be a member of the board for at least one year 

 

  • The Vice President’s duties follow:

    •  Perform the duties of the President in his or her absence or upon the President’s request. If the Vice President is unable to perform this duty in the absence of the President, then the Vice President may request another officer to act in his or her stead.

    • Keep track of Directors events and plans

      • Makes sure events and plans stay on schedule

    • Focus on increasing membership.

    • Helps Directors with events and plans

    • Backs up Secretary when not available 

    • Track and report volunteer hours to ag center every month

    • Manage club assets 

    • Organizing the rental of equipment

      • Ie. Extractor & Tools​

 

SECRETARY:


 

The Secretary’s qualifications:

  • Must be an active club member for one year.

  • Must have basic knowledge of MS Office and email or be willing to learn.

 

  • The Secretary’s duties follow:

    • Record the minutes of the UCNCBA at each regular and called meeting.

    • Notify the membership of upcoming meetings.

    • Maintain files of the minutes and by-laws.

    • Maintain files of communications and publications.

    • Arrange for a substitute if absent from the meeting(s).

    • Deliver all files and records to a successor.

    • Maintains up to date email list based on member list

      • Must have email list updated before any communication is sent out

    • Maintains Office Depot account​

 

TREASURER: 

 

The Treasurer’s qualifications:

  • Must be an active club member for one year.

  • Must be willing to submit to a background check.

 

  • The Treasurer’s duties follow:

    • Receive all monies from membership dues, sales of goods, gifts, or any other source.

    • Deposit all receipts in the UCNCBA bank account.

    • Make expenditures to cover authorized invoices from the UCNCBA bank account or written (email--with copies to officers) requests from the President.

    • Report the following at each meeting:

      • Receipts total

      • Expenditure total

      • Cash on hand total

    • Maintain accurate records showing the receipts/disbursements of monies.

    • Maintain a membership list in a spreadsheet on Google Docs.

    • Notify members who are delinquent in payment of dues and seek to restore their membership.

    • The books shall be closed before each regular January meeting and a complete report of the financial standings given to the UCNCBA at that time.

    • Maintain a complete inventory of any UCNCBA properties, location, and estimated value and serve as custodian of the properties.

    • The books/records are subject to unannounced audits by the Audit Committee.

    • Deliver all books and documents to the successor at the end of the term of office, having had them audited at this time.

 

DIRECTORS:

Director qualifications:

  • Must be an active club member

  • Must have basic knowledge as listed below.

  • Must be willing to assume duties as listed below

  • Must maintain an honorable position and uphold the UCNCBA By-Laws.

Duties for all Directors

  • Focus on increasing membership.
  • Help officers make challenging decisions

  • Interface with community businesses/leaders and offer names of speakers they feel will benefit the group.

  • Interface with home / hobby beekeepers

 

  • Technical Director duties follow:

    • Manage the UCNCBA website as a focal point for Union County Beekeepers.

    • Facilitate electronic communication between members.

    • Ensure the databases used by UCNCBA are web-based and secure.

    • Organize PowerPoints and audio equipment for club events

    • maintain the clubs social media platforms 

      • Youtube, Facebook, Wix, Email and Drive

    • Help directors maintain communication with club members

    • Arrange/manage photo and video media submitted by members.​

    • Keep track of website renewals​

 

  • Events Director duties follow:

    • Obtain speakers for each monthly club meeting

    • Organize volunteers for events

    • Create and maintain public education days

    • Create committees to help with events

    • Maintain monthly club meetings, dinners and breakfasts

    • Strive to build membership

    • Work with NCSBA on projects both local and state

    • ​​​Create educational events for members.

 

  • 4H / FFA Director duties follow:

    • Maintain a healthy relationship between 4H / FFA and UCNCBA

    • Update UCNCBA with 4H / FFA progress and 4H / FFA events

    • Focus on bringing in new members

    • Work with schools for educational days

    • Work with schools to spread beekeeping knowledge.

    • ​​​Create educational events for members.

  • Education Director duties follow:

    • Develop and run bee school with help from co chairs 

    • Encourage mentors to help member​​
    • Create educational events for members

 

Officer functions may be combined and served by one person, i.e., a Secretary/Treasurer may serve both functions; the Vice-President may function as a V.P. and Director. Also, consideration may be given to term limits to encourage ideas and approaches, depending upon these of the organization.

 

ARTICLE 11 Social Media

 

Social Media Positions:

 

Administrators shall be appointed by the president and must be a board member. 

There must be at least two Administrators at all times. 

Administrators will add new members with careful consideration. 

Members do not have to be part of UCNCBA. 

Administrators should remove any post:

  • which contains foul language

  • which contains objects for sale other than approved vendors or pre-approved by administrators to post

  • any offensive posts that demean a person or situation

  • is irrelevant to the betterment of beekeeping

  • must notify other administrators when a post is deleted and why

 

ARTICLE 12 Speakers:

 

Speakers may or may not be a UCNCBA member. 

Speakers may include those for:

  • Monthly meetings

  • Bee school

  • Any special events held by UCNCBA

  • Speakers should be presented at a board meeting and voted on before their presentation. In an emergency situation where the members should be informed, a speaker may be contacted by a member of the executive committee and scheduled to speak as soon as possible.

  • If more information is needed before their presentation, the speaker may attend a board meeting for consideration. Any board member may bring a future speaker to a board meeting for consideration. 

ARTICLE 13 Spending

  • $50 per month can be spent without board approval

  • < $500 can be approved through a text message or email with all board members present

  • All other monies >$500 need to be approved through monthly board meeting


 

ARTICLE 14 Amendments

 

  • Any member may propose Amendment(s) to the By-Laws.

  • The amendment(s) should be presented three months before a vote.

  • The By-Laws may be amended at the annual November meeting by two-thirds vote of members present.

 

ARTICLE 15 Dissolution

 

At the time of dissolution, the UCNCBA assets will be distributed to NCSBA.

…………………………………………………………………………………………

Upon acceptance by vote of the UCNCBA, these By-Laws supersede all previous By-Laws.

These By-Laws were read and approved by a two-thirds vote of UCNCBA members present on:

 

Date: ____/____/____

 

Signatures:

President:  _____________________________

Vice President: _________________________

Secretary:  _____________________________

Treasurer:  _____________________________

Technical Director _______________________

4H / FFA Director: _______________________

Events Director: _________________________

Education Director _______________________

Highlight white and red lettering means a change

Changes will be voted on in our November club meeting.