OFFICIAL CAPROCK BEEKEEPERS ASSPCIATION BYLAWS
Caprock Beekeepers Association
Bylaws of the Association
Revised November 14, 2023
Adopted by vote 7:38pm 11/14/2023
ARTICLE ONE
Identity & Affiliation
Sec. l - The name of the Organization is Caprock Beekeepers Association.
Sec. 2- The Organization shall maintain membership in the Texas Beekeepers Association.
ARTICLE TWO
Objectives
The Objectives of the Organization are to encourage and promote beekeeping; to gain knowledge, exchange ideas, share techniques, skills and information through monthly meetings, workshops, public demonstrations, personal mentoring & formal training.
ARTICLE THREE
Membership
Sec. 1- Membership shall consist of Individuals interested in the stated Objectives of the Organization who shall have been accepted following payment of first year's dues. Association members will have one vote in the business of the association. Family members of an association member may attend meetings but will not have a vote unless accepted as a member through payment of dues.
Sec. 2- Membership may also be in the form of an Honorary membership. This may be bestowed upon anyone who has rendered outstanding service to furthering beekeeping. Honorary members may be approved by a majority Board member vote. Honorary membership will be for life and will not require payment of dues.
Honorary members will not have a vote in the business of the association.
Sec. 3- Membership Renewal shall be yearly upon timely payment of the Renewal Dues.
Sec. 4- Any member in good standing may propose to sponsor and/or mentor a new member. All members are strongly encouraged to help facilitate the organization’s goals and ensure its future growth by accepting responsibility to become acquainted with all new members and by offering mentoring assistance in their education, skills and growth as new beekeepers, remembering the investment others have made in their own knowledge & success.
ARTICLE FOUR
Officers
Sec. 1- The Officers of the organization shall consist of a President, Vice President, Publications Director, Secretary and Treasurer. One person may serve temporarily as needed in more than one capacity or office pending yearly elections. All officers, and those serving as committee chairs, must be a minimum of 18 years of age and should be members in good standing, known and active in the organization, and actively engaged in beekeeping activities.
Sec. 2- The Officers of this organization constitute the Board of Directors. They are authorized by Article 9 of these bylaws to act in a quorum for the consideration of special matters in the interim between regular monthly meetings, and may be called into special Board meetings as necessary by the President, or in his/her incapacitation or prolonged absence, by the Vice President
ARTICLE FIVE
Duties of the Officers
Sec. 1 - The Duties of the Officers of this organization shall be such as shall be implied by their respective titles and such as are specified in these bylaws. Each officer shall keep accurate records of his/her work and turn them over to their successors following their terms of office. All officers are expected to attend regular organization meetings or specially called Board meetings. If an officer is absent for three consecutive organization meetings or two consecutive Board meetings without legitimate excuse, as determined by the other Board members, he/she may be removed from their position and the position filled temporarily by another Board member or by an association member by special election till the next general election. Any Officer may, of necessity, be called to serve temporarily in more than one capacity as a Board Officer.
Sec. 2- The President shall preside as Executive Director and Chairman at all meetings of the organization. He/she shall have authority to call Board meetings, sign and authorize official association documents, notices, letters and correspondence, set the agenda for all organization business and Board meetings; establish meeting dates, times and locations for such meetings; and authorize & approve the events. Further, the President shall appoint all committee sub-chairmen subject to ratification of the Board of Directors, and he/she shall be the exofficio member of all committees of the Organization. The President shall authorize all checks for disbursement of funds as requested by the Treasurer.
Sec. 3-(a.) -The Vice President shall perform the duties of the President in his/her absence or incapacitation and shall act in an advisory capacity at all times. In the case of death, resignation, or removal of the President, he/she shall become President for the remainder of the unexpired term. He/she shall serve as Program & Training Director for the organization and shall be responsible for planning and coordination of monthly organization programs, over-seeing special events and activities, workshops, and demonstrations. He/she may appoint, with Board approval, various organization members in good standing to actively assist in the planning, promotion and performance of these activities as deemed helpful or necessary.
Sec. 3-(b.) -The Publications Director shall be responsible for the development and production of all publications of the organization. Duties will include maintaining the organization website with current content, member website registration, creating, and maintaining the organization Social Media sites, publishing special
newsletters for the organization, special publications originated by the Board and, in general, be the primary printed and electronic media person for the organization. Publications will include information relative to the beekeeping industry-local, Texas and national. The Publications Director shall perform the duties of the President and the Vice President in their absence, and shall act in an advisory capacity at all times. In case of death, resignation or removal of both the President and Vice President, he/she shall become President and serve the remaining unexpired term. He/she shall serve as Publications Director, with responsibility for all monthly meeting notifications by electronic mail. Additional means of communicating the events and activities of the organization through phone calls, e-mails, newsletters, flyers, mail-outs, social media, advertising and radio-TV promotions fall under his/her purview. He/she may appoint, with Board approval, various organization members in good standing to actively assist in the performance of these duties, as deemed helpful or necessary.
Sec. 4- The Secretary shall keep an accurate and correct record of the proceedings and minutes of all meetings of the organization, including regular monthly organization, business and Board meetings. He/she shall keep a current list of the names, addresses and phone numbers of all active members. This membership list may be made available for purposes of organization mail-outs and notifications, but no commercial use or sharing of organization name lists may be permitted without Board approval. All records are to be considered private and confidential to members of the Board unless otherwise advised. He/she shall preserve, in a permanent file, all records, notes, memos, e-mails and letters of value to the Organization and its officers, to be transferred in whole, including all electronic storage, to their successor at the close of their term of office. It is recommended this file be duplicated in electronic storage such as computer file or other storage device for ease of transferability and secure storage. He/she shall keep an attendance roster of all meetings and to advise the President when an officer has been absent, as described in Article 5, Section 1. The Secretary shall process all correspondence necessary for the organization, except that the President may act in his/her executive capacity to initiate or expedite letters and correspondence in promoting organization business, providing he/she supplies copies of all correspondence to the Secretary. The Secretary shall affix his/her signature and date to all official minutes of meetings.
Sec. 5- The Treasurer shall have charge of all monies and shall report thereon at all organization business or Board meetings when requested. He/she shall be authorized to sign checks approved by the President or Board as sole signatory required, and to disburse funds as needed to cover the ordinary operating costs of the association. He/she shall collect yearly dues from all members, providing record or receipt thereof. He/she shall keep an itemized record, in a permanent file, of all receipts and expenditures and be prepared to give a written report of the same at frequent intervals. Exceptional requests for expenditures by any Board member over $200 require the Treasurer to immediately notify and receive prior approval from the President; the potential for a bank balance falling below a minimum of $200 becomes cause for the Treasurer to notify the President to immediately call for a Special Board meeting to address the issue and determine measures to increase the balance.
ARTICLE SIX
Committees
Sec. 1- An Auditing Committee, consisting of at least three members in good standing elected by the Membership at the regular January meeting, shall audit the financial accounts of this organization annually. This audit shall be conducted and completed within 30 days before the next regular monthly organization business
meeting. This temporary committee shall be disbanded following the audit and report.
ARTICLE SEVEN
Nominations & Elections
Sec. 1 - Officers shall be elected at the organization's regular annual January business meeting and shall assume their duties immediately following adjournment of that meeting. Election shall be by nomination from the Board or from members of the organization, submitted for consideration in writing or verbally prior to the January business meeting. Election shall be conducted by the President with a reading of the nominees to the members, followed by a vote. If more than 1 nominee is being voted for a position, a written ballot will be utilized. Ballot is to be counted by 3 members in good standing appointed by the Board. All members in good standing are eligible to vote.
Sec. 2- Vacancies created by succession of officers during their unexpired term shall be permanently filled at this election. Six months or more equates to a full term of office.
Sec. 3- Elected Officers serve for one year terms and may serve multiple years to insure stability, continuity of vision & cohesiveness of the programs of the organization. The goal in selecting officers is to groom and develop responsible emergent leaders from within the organization capable of building on previous advances that result in progression of purpose and growth of the organization into the future. Officers should be proactive in recruiting future replacements.
ARTICLE EIGHT
Meetings
Sec. 1- Regular Monthly meetings shall be held. The Board shall query the membership for preferred day, time and location and set the meetings. Changes due to availability of facilities or other circumstances shall be addressed as they arise, with every attempt made to notify organization members in a timely manner. The regular January meeting of each year shall be designated the Annual Report Meeting, at which time reports summarizing the previous year's activities shall be given by the President and various officers and committee members.
Sec. 2- Board meetings shall be held to discuss any issues to be brought before the membership. The Board shall meet as needed to discuss the activities of all the committees and receive a State of the Association report.
Sec. 3- Special meetings may be called by the President for the organization or the Board, with every attempt made to notify all members and officers in a timely manner of the reason, and with no agenda matters considered other than the ones stated in the call for the special meeting.
ARTICLE NINE
Quorum
One-fourth (1/4) of the organization’s average membership attendance at the last three meetings shall constitute a quorum at any organization meeting. A majority of the members of the Board (3 of 5 officers present) shall constitute a quorum of that body, and may act In-absentia of the President to conduct organization business when the President has either so requested, or has become incapacitated or negligent in his/her duties as defined in
Article 5 Sec. 2.
ARTICLE TEN
Dues
Sec. 1- Annual Dues for an individual membership shall be determined and set annually by the Board upon review, discussion and a vote at the regular November meeting, payable at the beginning of each year and due at the January meeting. The membership fee is subject to review based on costs of maintaining the solvency of the organization, and meeting the goals of its stated objectives.
Sec. 2- New member's initial fees are due upon initial application for acceptance into the association, and may be pro-rated for a partial year.
Sec. 3- Any member whose dues remain unpaid after 60 days, or following the March meeting, shall be notified then dropped from membership if not timely paid. Additional donations are accepted and financial support by its members is encouraged above and beyond the basic yearly dues.
Sec. 4- The Organization's year shall be from January through December of each calendar year, inclusive.
ARTICLE ELEVEN
Amendments
These Bylaws may be amended by a two-thirds (2/3) vote of the members present at any regular meeting, provided all members are notified in advance that such discussion or vote may occur. Copies of the proposed changes may be presented by the Board, reviewed and discussed during the same organization meeting in which the vote for approval of changes occurs.
End of Bylaws
Identity & Affiliation
Sec. l - The name of the Organization is Caprock Beekeepers Association.
Sec. 2- The Organization shall maintain membership in the Texas Beekeepers Association.
ARTICLE TWO
Objectives
The Objectives of the Organization are to encourage and promote beekeeping; to gain knowledge, exchange ideas, share techniques, skills and information through monthly meetings, workshops, public demonstrations, personal mentoring & formal training.
ARTICLE THREE
Membership
Sec. 1- Membership shall consist of Individuals interested in the stated Objectives of the Organization who shall have been accepted following payment of first year's dues. Association members will have one vote in the business of the association. Family members of an association member may attend meetings but will not have a vote unless accepted as a member through payment of dues.
Sec. 2- Membership may also be in the form of an Honorary membership. This may be bestowed upon anyone who has rendered outstanding service to furthering beekeeping. Honorary members may be approved by a majority Board member vote. Honorary membership will be for life and will not require payment of dues.
Honorary members will not have a vote in the business of the association.
Sec. 3- Membership Renewal shall be yearly upon timely payment of the Renewal Dues.
Sec. 4- Any member in good standing may propose to sponsor and/or mentor a new member. All members are strongly encouraged to help facilitate the organization’s goals and ensure its future growth by accepting responsibility to become acquainted with all new members and by offering mentoring assistance in their education, skills and growth as new beekeepers, remembering the investment others have made in their own knowledge & success.
ARTICLE FOUR
Officers
Sec. 1- The Officers of the organization shall consist of a President, Vice President, Publications Director, Secretary and Treasurer. One person may serve temporarily as needed in more than one capacity or office pending yearly elections. All officers, and those serving as committee chairs, must be a minimum of 18 years of age and should be members in good standing, known and active in the organization, and actively engaged in beekeeping activities.
Sec. 2- The Officers of this organization constitute the Board of Directors. They are authorized by Article 9 of these bylaws to act in a quorum for the consideration of special matters in the interim between regular monthly meetings, and may be called into special Board meetings as necessary by the President, or in his/her incapacitation or prolonged absence, by the Vice President
ARTICLE FIVE
Duties of the Officers
Sec. 1 - The Duties of the Officers of this organization shall be such as shall be implied by their respective titles and such as are specified in these bylaws. Each officer shall keep accurate records of his/her work and turn them over to their successors following their terms of office. All officers are expected to attend regular organization meetings or specially called Board meetings. If an officer is absent for three consecutive organization meetings or two consecutive Board meetings without legitimate excuse, as determined by the other Board members, he/she may be removed from their position and the position filled temporarily by another Board member or by an association member by special election till the next general election. Any Officer may, of necessity, be called to serve temporarily in more than one capacity as a Board Officer.
Sec. 2- The President shall preside as Executive Director and Chairman at all meetings of the organization. He/she shall have authority to call Board meetings, sign and authorize official association documents, notices, letters and correspondence, set the agenda for all organization business and Board meetings; establish meeting dates, times and locations for such meetings; and authorize & approve the events. Further, the President shall appoint all committee sub-chairmen subject to ratification of the Board of Directors, and he/she shall be the exofficio member of all committees of the Organization. The President shall authorize all checks for disbursement of funds as requested by the Treasurer.
Sec. 3-(a.) -The Vice President shall perform the duties of the President in his/her absence or incapacitation and shall act in an advisory capacity at all times. In the case of death, resignation, or removal of the President, he/she shall become President for the remainder of the unexpired term. He/she shall serve as Program & Training Director for the organization and shall be responsible for planning and coordination of monthly organization programs, over-seeing special events and activities, workshops, and demonstrations. He/she may appoint, with Board approval, various organization members in good standing to actively assist in the planning, promotion and performance of these activities as deemed helpful or necessary.
Sec. 3-(b.) -The Publications Director shall be responsible for the development and production of all publications of the organization. Duties will include maintaining the organization website with current content, member website registration, creating, and maintaining the organization Social Media sites, publishing special
newsletters for the organization, special publications originated by the Board and, in general, be the primary printed and electronic media person for the organization. Publications will include information relative to the beekeeping industry-local, Texas and national. The Publications Director shall perform the duties of the President and the Vice President in their absence, and shall act in an advisory capacity at all times. In case of death, resignation or removal of both the President and Vice President, he/she shall become President and serve the remaining unexpired term. He/she shall serve as Publications Director, with responsibility for all monthly meeting notifications by electronic mail. Additional means of communicating the events and activities of the organization through phone calls, e-mails, newsletters, flyers, mail-outs, social media, advertising and radio-TV promotions fall under his/her purview. He/she may appoint, with Board approval, various organization members in good standing to actively assist in the performance of these duties, as deemed helpful or necessary.
Sec. 4- The Secretary shall keep an accurate and correct record of the proceedings and minutes of all meetings of the organization, including regular monthly organization, business and Board meetings. He/she shall keep a current list of the names, addresses and phone numbers of all active members. This membership list may be made available for purposes of organization mail-outs and notifications, but no commercial use or sharing of organization name lists may be permitted without Board approval. All records are to be considered private and confidential to members of the Board unless otherwise advised. He/she shall preserve, in a permanent file, all records, notes, memos, e-mails and letters of value to the Organization and its officers, to be transferred in whole, including all electronic storage, to their successor at the close of their term of office. It is recommended this file be duplicated in electronic storage such as computer file or other storage device for ease of transferability and secure storage. He/she shall keep an attendance roster of all meetings and to advise the President when an officer has been absent, as described in Article 5, Section 1. The Secretary shall process all correspondence necessary for the organization, except that the President may act in his/her executive capacity to initiate or expedite letters and correspondence in promoting organization business, providing he/she supplies copies of all correspondence to the Secretary. The Secretary shall affix his/her signature and date to all official minutes of meetings.
Sec. 5- The Treasurer shall have charge of all monies and shall report thereon at all organization business or Board meetings when requested. He/she shall be authorized to sign checks approved by the President or Board as sole signatory required, and to disburse funds as needed to cover the ordinary operating costs of the association. He/she shall collect yearly dues from all members, providing record or receipt thereof. He/she shall keep an itemized record, in a permanent file, of all receipts and expenditures and be prepared to give a written report of the same at frequent intervals. Exceptional requests for expenditures by any Board member over $200 require the Treasurer to immediately notify and receive prior approval from the President; the potential for a bank balance falling below a minimum of $200 becomes cause for the Treasurer to notify the President to immediately call for a Special Board meeting to address the issue and determine measures to increase the balance.
ARTICLE SIX
Committees
Sec. 1- An Auditing Committee, consisting of at least three members in good standing elected by the Membership at the regular January meeting, shall audit the financial accounts of this organization annually. This audit shall be conducted and completed within 30 days before the next regular monthly organization business
meeting. This temporary committee shall be disbanded following the audit and report.
ARTICLE SEVEN
Nominations & Elections
Sec. 1 - Officers shall be elected at the organization's regular annual January business meeting and shall assume their duties immediately following adjournment of that meeting. Election shall be by nomination from the Board or from members of the organization, submitted for consideration in writing or verbally prior to the January business meeting. Election shall be conducted by the President with a reading of the nominees to the members, followed by a vote. If more than 1 nominee is being voted for a position, a written ballot will be utilized. Ballot is to be counted by 3 members in good standing appointed by the Board. All members in good standing are eligible to vote.
Sec. 2- Vacancies created by succession of officers during their unexpired term shall be permanently filled at this election. Six months or more equates to a full term of office.
Sec. 3- Elected Officers serve for one year terms and may serve multiple years to insure stability, continuity of vision & cohesiveness of the programs of the organization. The goal in selecting officers is to groom and develop responsible emergent leaders from within the organization capable of building on previous advances that result in progression of purpose and growth of the organization into the future. Officers should be proactive in recruiting future replacements.
ARTICLE EIGHT
Meetings
Sec. 1- Regular Monthly meetings shall be held. The Board shall query the membership for preferred day, time and location and set the meetings. Changes due to availability of facilities or other circumstances shall be addressed as they arise, with every attempt made to notify organization members in a timely manner. The regular January meeting of each year shall be designated the Annual Report Meeting, at which time reports summarizing the previous year's activities shall be given by the President and various officers and committee members.
Sec. 2- Board meetings shall be held to discuss any issues to be brought before the membership. The Board shall meet as needed to discuss the activities of all the committees and receive a State of the Association report.
Sec. 3- Special meetings may be called by the President for the organization or the Board, with every attempt made to notify all members and officers in a timely manner of the reason, and with no agenda matters considered other than the ones stated in the call for the special meeting.
ARTICLE NINE
Quorum
One-fourth (1/4) of the organization’s average membership attendance at the last three meetings shall constitute a quorum at any organization meeting. A majority of the members of the Board (3 of 5 officers present) shall constitute a quorum of that body, and may act In-absentia of the President to conduct organization business when the President has either so requested, or has become incapacitated or negligent in his/her duties as defined in
Article 5 Sec. 2.
ARTICLE TEN
Dues
Sec. 1- Annual Dues for an individual membership shall be determined and set annually by the Board upon review, discussion and a vote at the regular November meeting, payable at the beginning of each year and due at the January meeting. The membership fee is subject to review based on costs of maintaining the solvency of the organization, and meeting the goals of its stated objectives.
Sec. 2- New member's initial fees are due upon initial application for acceptance into the association, and may be pro-rated for a partial year.
Sec. 3- Any member whose dues remain unpaid after 60 days, or following the March meeting, shall be notified then dropped from membership if not timely paid. Additional donations are accepted and financial support by its members is encouraged above and beyond the basic yearly dues.
Sec. 4- The Organization's year shall be from January through December of each calendar year, inclusive.
ARTICLE ELEVEN
Amendments
These Bylaws may be amended by a two-thirds (2/3) vote of the members present at any regular meeting, provided all members are notified in advance that such discussion or vote may occur. Copies of the proposed changes may be presented by the Board, reviewed and discussed during the same organization meeting in which the vote for approval of changes occurs.
End of Bylaws