Article 1: NAME& OFFICE
The name of this Association shall be “River Valley Beekeepers’ Association.”
The Registered Office of the Association is 3 West Winthrop Road, Morrilton, AR72110. The registered agent at that address is Gerald F. Perkins. The registered office and registered agent may be changed when authorized by action of the Board and by filing the prescribed form with the Arkansas Secretary of State.
Article 2: MISSION STATEMENT
The Association is organized for nonprofit purposes and our individual members and Officers will not derive a profit therefrom.
The purpose of this organization is to promote apiculture in the western and northwestern Arkansas River valley by bringing together a group of people with interests in bees, beekeeping, honey production, pollination and marketing of honey related products.
The Association is formed to share information through presentations, articles, in print, informal discussions, and the possible collection of books, journals and videos/DVDs in a common library open to all interested persons, to foster the art and success of beekeeping.
The Association will promote public understanding of the importance and value of the honey bee for pollination and the uses of honey.
Benefits of the organization include improved beekeeping techniques, social contact with other beekeepers, improved marketing skills, and possible discounts for supplies through group purchases.
Article 3: Membership
Membership shall be open to all interested persons who pay dues, with privileges accorded to level of dues paid by members.
Membership shall run for one year from August 1 to July 31, is annually renewable, and be pro-rated quarterly to new members.
Full membership includes all privileges of voting in all elections and issues offered for a vote, full discounts on merchandise when available, the use of marketing tools, receipt of newsletters, calendars of events, access to all educational material from the Association’s library, and the right to hold office. Dues for full membership will be determined by the Officers and/or Board of Directors.
Family membership will include full membership privileges for one member and associate membership privileges for all other members of the same family. Dues for Family membership will be determined by the Officers and/or Board of Directors.
Lifetime membership grants full membership privileges for the lifetime of that member and is not transferable. Dues for Lifetime membership will be determined by the Officers and/or Board of Directors.
When a member of the Association has held a membership for 20 years, no further dues will be assessed, and that member will have all the rights and privileges of a full membership, including the right to vote and hold office.
Article 4: Funds
The fiscal year of the organization shall be from January 1 through December 31, unless otherwise determined by resolution of the Members.
Funds shall be deposited in appropriate local checking account(s). All funds for the association will be deposited into a checking account in a federally insured banking institution (with no service charge attached to the account if possible). There shall be three authorized signatories on the checking account; namely the President, Vice-President and Treasurer. All checks must be executed by two Officers, one of which shall be the President.
All checks, drafts or other orders for the payment of money, and all notes or other evidences of indebtedness issued in the name of the organization shall be duly executed as follows:
A. Any check, draft or note written in the ordinary and customary business and operation of the Association of $250 or less in value, do not require a special meeting.
B. Any check, draft or note in the amount of $251 to $1,000 in value must be approved by a telephone vote of the majority of the Officers but must be reported at the next meeting. Any check written under $1,000 will require only one signature.
C. Any check, draft or note written in excess of $1,001 in value must be discussed and authorized during a meeting of the Officers and must have approval of three of the four Executive Officers as well as have two signatures.
D. Only in the event of a demonstrable emergency may a check be written without prior discussion or authorization. In the event of such an emergency, all evidentiary proof much be shown to both the Officers and the Board of Directors as soon as possible after the emergency.Receipts for all expenditures will be saved for five years and will be kept by the President or Treasurer. All expenditures must be covered by a receipt or in the case of a lost receipt, a written description of the expenditure including the item, its cost and where and when purchased.
Article 5: Meetings
All regularly scheduled meetings will be held on the first Monday of each month, at a time and place agreed to by the membership.
The President is authorized to call a Board of Directors meeting, orby any Board Member as needed, or at the request of members when an issue arises that requires business or policy decisions. The Board of Directors is mandated to meet a minimum of twice a year after elections to review annual budgets, set calendars, and set the course of the year’s activities.
Article 6: Officers
All office holders must have full membership dues paid.
Officers are expected to attend meetings and shall be responsible for the administration of the association. In case of absence, responsibility for their duties rests with the remainder of the Officers.
Section 1: President
The president shall serve at all regular and special meetings and meetings of the Board of Directors.
The president or a chosen delegate represents the Association on special occasions and is the official spokesperson for the Association.
The president is authorized to fill vacancies of the Officers or Board of Directors through appointment or special election for the remainder of the year, if needed. The combination of positions is also authorized in accordance with Article 7 when a vacancy occurs.
The president has no voting rights but will vote to break any tie vote when a simple majority is required.
The president reports all financial issues to the membership in the absence of the treasurer.
Section 2: Vice President
The vice-president shall preside in the absence of the president, and acts with all the powers granted to the president in said absence. A full report of all business will be made to the president upon his/her return.
The vice-president fills in for the secretary and/or treasurer in their absence.
The vice-president assists the president with setting agendas and programs for the coming year.
Section 3: Secretary
The secretary shall take notes of the meetings, read minutes from previous meetings, answer correspondence, and print and distribute calendars to the membership. All public notices in the newspapers and other media will be regularly posted by the secretary.
The secretary will establish and maintain files to preserve all documents and records of the association. He/she is the official keeper of the By-Laws and Standing Rules.
The secretary assists the president with setting agendas and programs for the coming year.
Section 4: Treasurer
The treasurer keeps all the financial records, makes deposits, disperses funds, and reports monthly the disbursements and outstanding bills still due. This is kept in a permanent file. Only one signature is required for checks less than or equal to $1,000. Two signatures are required on checks issued over $1,000 on behalf of the Association, at least one belonging to the President.
The treasurer, in conjunction with the secretary, will keep a current list of membership and cause to be set out past due notices for annual membership dues when necessary. Attendance records shall be kept for internal use only.
The treasurer will inform the secretary of any membership dropped for failure to pay dues and expend a reasonable effort in collection same and restoring membership. A two month grace period will apply to the period around which dues are to be paid. The treasurer keeps the official membership roster.
The treasurer assists the president with setting agendas and programs for the coming year.
Section 5: Board of Directors
The Board of Directors consists of three members of the Association and serves to advise the president, vice president, treasurer and/or secretary. Their responsibilities are to fairly represent the members and to serve as advisors to the president in all matters having to do with policy, procedure, or programs. They convene when necessary, at least twice a year, to organize the year’s agenda, set the budget, assist in planning and producing programs, resolve conflicts, and address any business brought before the Board. The Board of Directors may also call for an Audit of any records of the Association when deemed necessary.
Article 7: Committees
Committees are of two kinds, permanent and temporary. Permanent committees are formed at the direction of the Officers and are ongoing. Temporary committees are formed for a specific short term purpose, and will dissolve when the purpose is fulfilled. There is no size restriction to committees.
Article 8: Elections
Section 1: Term Limits
The offices of president, vice president, secretary, treasurer are renewed each year at a general election.
Section 2: Requirements
Office holders must be dues paying members elected by a majority vote of eligible, full members.
The term of office for all Officers and Board of Director members will be one year, from January 1 to December 31. Nominations will take place in October, interviews will take place in November, and elections will take place in December.
The vice-president fills in for the president for the remainder of the term in case of resignation.
All nominees must agree to hold office before a vote is taken.
Section 3: Annual Elections
Prior to the annual elections, an election committee will be formed, consisting of the president, one member of the Board of Directors, and one member of the member body. In October, nominations will be made. In November, presentations will be made about each candidate. Elections will take place in December.
Article 9: Combining Offices and Re-alignment of Officers
In the interest of maintaining effective leadership for the guidance of the Association, the combination of certain offices is authorized when necessary in the case of emergency, or when only a short time remains until the next election.
The following combinations are authorized when needed to fill vacancies:
Should the vice-president assume the duties of president on a permanent basis during the calendar year, the change will be announced to the membership as soon as practical. If necessary, a special election is to be called to fill vacant positions.
Article 10: Voting
Section 1: Quorum
30% of the full membership or 20 members, whichever is less, shall constitute a quorum for all Association meetings and voting.
Four out of seven Officers and Board of Director members shall constitute a quorum for a meeting and voting. If a special meeting is called, all members of the Board of Directors must be notified. Where only one candidate exists for a position, a vote by a show of hands will suffice.
Section 2: Election of Officers
The offices of President, Vice-President, Secretary and Treasurer shall be elected by a simple majority of a quorum present at the time the vote is taken. All election voting will be by secret ballot. Any issue voting will be done by a show of hands.
For all elections, the nomination committee will count all ballots. Where only one candidate exists for a position, a vote of acclamation will be made by a show of hands.
Section 3: Absentee or Proxy Voting
The Association will not recognize absentee or proxy voting for elections.
Article 11: Remuneration
All Officers of the Association shall serve without remuneration. Both Officers and members are authorized to be reimbursed to cover necessary expenses when serving the Association under specific direction of the president, or with approval of the Board of Directors.
Article 12: Dissolving the Association
In the event of dissolution of the Association, after all liabilities and obligations have been paid, satisfied and discharged, any remaining assets shall be distributed as directed by the Board of Directors.
Article 13: Actions
The by-laws may be changed with the approval of the majority of the board of directors, and a majority vote of the quorum.
All suggested changes to the by-laws must be brought before the Board of Directors one month before the annual election. This provision may be fulfilled by giving suggested changes, in writing, to the secretary.