NCSBA By-Laws

BY-LAWS
OF
THE NORTH CAROLINA STATE BEEKEEPERS ASSOCIATION, INC.

ARTICLE I
(JOB DESCRIPTIONS)

SECTION 1; PRESIDENT:

  1. Qualifications: The Nominating Committee shall consider and evaluate candidates for nomination by the following criteria:
    1. Has proven loyalty to NCSBA with at least three (3) years continuous NCSBA membership.
    2. Has served as an officer of a local affiliate Chapter or Regional Beekeepers Association for at least two years.
    3. Has served in some official capacity on the NCSBA Executive Committee for at least one year and has attended at least two-thirds (2/3) of their meetings while in such capacity.
    4. Useful knowledge of Roberts Rules of Order, NCSBA Constitution and By-Laws, and the North Carolina Honey Bee laws.
    5. Is an active beekeeper and has achieved at least the Certified Level of the Master Beekeeper program.
  2. Duties: The President will keep an overview of North Carolina beekeepers, their problems, accomplishments, and desired objectives. In close cooperation with the Education and Research Coordinator, he/she will seek to lead efforts of NCSBA in ways to improve the quality of beekeeping for all beekeepers and ultimately, the quality of life of people living in North Carolina. The President shall preside over all joint annual meetings and all Executive Committee meetings. He/She shall receive reports from each Regional Director Coordinator at each Executive Committee meeting. Specific duties are detailed in the NCSBA Constitution and By-Laws.

SECTION 2; 1st VICE-PRESIDENT

  1. Qualifications: The Nominating Committee shall evaluate candidates by the following criteria:
    1. Has shown loyalty to the NCSBA and two (2)
      years or more of continuous NCSBA membership.
    2. Has served the NCSBA Executive Committee in a substantive and active capacity as a Committee Chairperson or as a member of the Executive Committee for at least one year, past or present.
    3. Is an active beekeeper and has achieved at least the Certified Level of the Master Beekeeper program.
  2. Duties:
    1. Perform the duties of the President in his or her absence.
      If the 1st Vice President is unable to perform his own duties in the absence of the President, then the 2nd Vice President is to do the duties of the 1st Vice President.
    2. Coordinate with an approved agency if necessary and make
      arrangements with hotels or other meeting places for all the meetings and Executive Committee meetings as needed and coordinate this with the President, 2nd Vice-President, Treasurer, Membership Secretary, and Regional Directors, as necessary.
    3. Attend all of the annual meetings, all Executive meetings, and any regional meetings within his or her Region.

SECTION 3; 2nd VICE PRESIDENT:

  1. Qualifications: The Nominating Committee shall evaluate candidates by the following criteria:
    1. Has shown loyalty to NCSBA and one year or more of NCSBA membership.
    2. Has served as an officer of a local affiliate Chapter or Regional Beekeepers Association for at least one year.
    3. Has attended at least two meetings of the NCSBA.
    4. Is an active beekeeper and has achieved at least the Certified Level of the Master Beekeeper program.
  2. Duties:
    1. Shall serve as Program Chairman for the annual meetings and coordinate this with the Education and Research Coordinator and the N C State Apiarist.
    2. Shall coordinate with the Committee Chairpersons the awards for presentation at the annual meeting to ensure the Local Chapters are apprized of the opportunity to nominate individuals for the awards.
    3. Perform the duties of the President in his or her absence, if the 1st Vice President is unable to serve. If the 2nd Vice President is unable to serve, then the President may appoint any Executive Committee member to perform the duties of the President during his or her absence.
    4. Attend all annual meetings and all Executive Committee meetings, and any regional meetings within his or her Region.

SECTION 4; TREASURER:

  1. Qualifications: The Nominating Committee shall consider and evaluate candidates for nominations by the following criteria:
    1. Has shown loyalty to NCSBA with 4 years or more of continuous NCSBA membership.
    2. Has served on the NCSBA Executive Committee for 2 years, past or present.
  2. Duties:
    1. Keep the legal status of the NCSBA (contact name, address and phone number) current with the IRS, NC Department of Revenue, US Postal Service, and contract companies, and banks.
    2. Attend all annual meetings and Executive Committee meetings.
    3. Prepare financial reports for Executive Committee Meetings.
    4. Chair Finance/Budget Committee and assist in preparing the annual budget for the current year. Present the proposed budget to the Executive Committee for approval.
    5. Disburse monies on behalf of the NCSBA.
    6. Coordinate all financial activities with the Membership Secretary.
    7. Coordinate contracts for printing and distribution of the NC Bee Buzz, Yellow Book and Calendar with the respective Editors and service companies. Keep current contracts on file.
    8. Keep accurate records of all monies received and disbursed by the NCSBA.
    9. Coordinate and assist the local chapters in the registration of members at meetings.
    10. Prepare all necessary IRS and NC Department of Revenue reports.
    11. Close books on December 31 of each year and give annual report to the Executive Committee at the first annual meeting, and report to the NCSBA at the last annual meeting.
    12. Prepare records for the previous year’s audit by the Auditing Committee (see Constitution, Article IX, Section 4).
    13. Maintain a copy of all historical versions of the Constitution and By-Laws and make them available to the Constitution and By-Laws Committee upon request, in both printed and electronic formats (where available), along with the Secretary.
    14. Deliver all records, property, and records of the whereabouts of all tangible assets belonging to the NCSBA to his or her successor.
  3. Benefits: The Treasurer will receive the following benefits, while serving in an active capacity on behalf of the NCSBA:
    1. Have annual dues waived.
    2. Have meeting registration fees waived or reimbursed.

SECTION 5; MEMBERSHIP SECRETARY:

  1. Qualifications: The Nominating Committee shall consider and evaluate candidates for nominations by the following criteria:
    1. Has shown loyalty to NCSBA with 2 years or more of continuous NCSBA membership.
    2. Has appropriate experience in software management and website development.
  2. Duties:
    1. Attend all annual meetings and Executive Committee meetings.
    2. Prepare membership reports for Executive Meetings.
    3. Chair the Website / Software Committee (Section 10, H.) and ensure that all duties of that committee are executed.
    4. Facilitate the collection of membership dues and other monies on behalf of the NCSBA.
    5. Communicate NCSBA membership status to all paid members and keep membership data current; issue membership cards.
    6. Assist in the electronic registration of members at meetings.

SECTION 6; EDUCATION and RESEARCH COORDINATOR:

  1. Responsibilities of the Education and Research Coordinator are outlined in the Constitution, Article IX: Section 6. All other provisions of the Constitution and By-Laws appertain to these responsibilities.
  2. In the event the office of the Education and Research Coordinator becomes vacant, The President, 1st Vice-President, 2nd Vice-President, Treasurer, and Immediate Past President immediately become a search committee. Persons first assuming responsibility of the search committee will retain this responsibility until a conclusion has been reached and/or the office is filled. The search committee will present their nominee recommendation to NCSBA membership at the first available state-wide meeting. Election will be by a majority vote of the eligible voting members present.

SECTION 7; SECRETARY:

  1. Qualifications: The Nominating Committee shall consider and evaluate candidates for nomination by the following criteria:
    1. Has shown loyalty to NCSBA and at least 2 years continuous NCSBA membership.
    2. Possess the ability to record and keep the minutes of the Executive Committee meetings and the annual meetings.
  2. Duties:
    1. Attend and keep a record of all annual meetings and all Executive Committee meetings in a manner and form generally accepted, recognized, and outlined by Roberts Rules of Order. The minutes should be distributed to the Executive Committee within thirty (30) days after the meeting for approval. He/She will obtain a substitute for any meetings that he/she cannot attend.
    2. Preserve and maintain a complete file of the minutes and make them available upon request to officers and others at reasonable times and places.
    3. Make the Executive Committee minutes available to the Webmaster(s).
    4. Maintain a copy of all historical versions of the Constitution and By-Laws and make them available to the Constitution and By-Laws Committee upon request, in both printed and electronic formats (where available), along with the Treasurer.
    5. Maintain a copy of Rules of Order (policy), and Standing Rules.
    6. Conduct such correspondence on behalf of the Association as requested by the President and/or Executive Committee.
    7. Announce all meetings to beekeeping magazines (American Bee Journal and Bee Culture magazine), as well as local media (newspapers and television stations) well in advance of each meeting.
    8. Deliver all records to his or her successor.

SECTION 8; REGIONAL DIRECTORS:

  1. Qualifications: Candidates for nomination shall be evaluated by, but not
    limited to the following considerations:

    1. Has demonstrated loyalty to the NCSBA with at least two (2) years of continuous membership.
    2. Willing and able to assume the responsibilities and duties described for Regional Directors.
    3. Has served honorably in some official capacity for at least 2 years within the NCSBA or a local affiliated Chapter.
    4. Is an active beekeeper and at least an initiate in the Master Beekeeper Program.
  2. Duties of the Regional Director Coordinators (Senior Regional Directors; those serving the fourth year of their four-year term):
    1. Coordinate the activities of all four Regional Directors of their respective Region as well as the Regional Director Coordinator of any adjoining Regions to ensure that all local chapters of the NCSBA are represented at the Executive Committee and that seamless two-way communication exists between the Executive Committee of the NCSBA and the local chapter officers and members.
    2. Keep the NCSBA President informed of area beekeepers activities.
    3. Assist in the performance of Regional Director Duties (Article I; Section 8, D, below).
  3. Duties of the Junior Regional Directors (those serving the third year of their four-year term):
    1. At least two of the three (from different Regions) will be appointed to the Nominating Committee and begin to perform the duties of that committee immediately.
    2. Assist in the performance of Regional Director Duties (Article I; Section 8, D, below).
  4. Duties of the Regional Directors:
    1. Comply with Article IX, Section 9 of the Constitution.
    2. Support the local chapters of his/her Region by attending their meetings as often as possible.
    3. Strive to develop good relationships with the officers of each Chapter, and County Extension Agents with beekeeping responsibilities.
    4. Keep informed on current issues of interest to beekeepers.
    5. Assist the Treasurer, Membership Secretary and local chapter registration committee in the registration of attendees at the meetings, particularly when in their region.
    6. Assist the 2nd Vice President in coordinating and setup as needed for the Programs and speakers during the annual meetings.

SECTION 9; COMMITTEE QUALIFICATIONS: Unless otherwise constrained by the Constitution or By-Laws, The President, with the advice of the Executive Committee, will consider and appoint qualified NCSBA members to serve as Chairpersons to all Standing Committees, and Other Committees as needed, on a yearly basis as required for the proper attainment of NCSBA goals. He/She may appoint members to committees as well.

  1. Qualifications: Qualifications, not limited to the following, are:
    1. Has shown loyalty to the NCSBA and at least 1 year of membership.
    2. Ability and responsibility for the considered task must be evident.
  2. Duties:
    1. The Chairperson of the committee will convene the Committee physically, electronically, or by telephone as soon as practicable after appointment.
    2. The Chairperson will ensure that each committee member understands the objectives for that committee and form sub-committees as needed.
    3. The Committee will set an agenda and time frame to achieve goals.
    4. The Chairperson or his/her committee-member designee will prepare a written report for the Executive Committee and give a copy to the Secretary. If there are motions to be presented at the Executive Committee meeting, he/she will also supply a copy to the President.
    5. The Chairperson or his/her committee-member designee must attend at least two-thirds (2/3) of all Executive Committee meetings.

SECTION 10; SPECIFIC DUTIES of STANDING AND OTHER COMMITTEES:

  1. Financial Advisory Committee: See Article VII, Section 1 C. (1). of the Constitution. The committee will annually examine and ascertain the correctness of the financial accounts held by the Treasurer and make recommendations on their findings to the Executive Committee.
  2. Nominating Committee: See Article IX, and Article VII: Section 1 C. (2)., and Article V: Sections 2 and 3 of the Constitution and Article I of the By-Laws. This committee will closely consider the various job descriptions of the officers of the NCSBA to reach a recommendation for each elective position. They will strive to nominate the most qualified Officers for each open elected position, receive nominations from the membership at the time of election of officers, noting all qualifications as mentioned in Article I of the By-Laws for all nominees. The committee will discuss with each prospective nominee and go over job descriptions and then make recommendations to NCSBA at the last annual meeting for elective post. The committee will ensure that the nominations for the offices of President, 1st Vice President, 2nd Vice President, Treasurer, and Membership Secretary represent members from five separate local chapters, i.e. that no two of these five offices may be held by members of the same local chapter. The committee will solicit nominations for the Regional Director positions from the Officers of each local chapter within that Region. The committee will ensure that the nominations for the Regional Directors do not allow more than two Directors from the same local chapter to serve simultaneously. The committee will strive to maintain a fairly even geographic distribution of Regional Directors within each Region. The committee will then nominate and present a slate of officers to the Executive Committee and then for consideration by the membership at the last annual meeting.
  3. Legislative Committee: See Article VII, Section 1 C. (3). of the Constitution.
    1. The Legislative Committee is assigned to work with the North Carolina Legislature and public officials in the furtherance of goals established by the NCSBA for the benefit of the NCSBA and North Carolina beekeepers in general.
    2. The Legislative Committee shall undertake legislative tasks as assigned by the NCSBA President and/or the NCSBA Executive Committee.
    3. The Legislative Committee shall propose to the NCSBA President and NCSBA Executive Committee legislation that seems beneficial to the interests of the NCSBA and North Carolina beekeepers in general.
    4. The Legislative Committee shall compile appropriate information on beekeeping and beekeeping needs and provide this information to North Carolina beekeepers, North Carolina public officials, North Carolina legislators, North Carolina news media, and the general public in order to influence North Carolina legislation and rulings by North Carolina public officials in the interests of the NCSBA and North Carolina beekeepers in general.
    5. Methods of accomplishing the goals of the Legislative Committee shall include but not necessarily be limited to the following:
      1. Press releases to North Carolina news media, and letters to editors or news directors.
      2. Distributing information to the North Carolina Legislature and other public officials
      3. Personal contact with members of NCSBA and other interested parties.
      4. Collecting signatures on petitions.
      5. Soliciting letter writing by members of NCSBA and other interested parties.
      6. Working with other agriculture-related and civic groups and soliciting their aid and cooperation in the furtherance of the goals of NCSBA.
      7. Making public appearances on behalf of NCSBA goals. These should include interviews by the news media, being on radio talk shows, TV shows, speaking to civic groups, schools, beekeeper associations, and any other forum available.
      8. Provide information to civic groups, schools, beekeepers, etc, on behalf of the NCSBA legislative goals.
    6. Under no circumstances shall any member of the Legislative Committee do anything that has the appearance of being illegal, immoral, or unethical on behalf of the NCSBA or in the name of the NCSBA.
  4. Constitution and By-Laws Committee: See Article VII, Section 1 C. (4). of the Constitution. Review these documents to seek improvement in wording and application. Submit recommendations for changes or amendments to the Constitution and/or By-Laws in accord with Constitution Article XII: Section 1.
  5. Finance/Budget Committee: See Article VII, Section 1 C. (5). of the Constitution.
    1. Determine projected income receipts.
    2. Within the expected income, schedule necessary disbursements to accomplish the objects of NCSBA.
    3. Submit for approval the recommended Budget applicable for the ensuing year at the first Executive Committee meeting of the year.
    4. Offer recommendations of methods for increasing funding receipts and decreasing costs to the Executive Committee.
  6. Golden Achievement Committee: See Article VII, Section 1 C. (6). of the Constitution. Determine guidelines and application procedures for the NCSBA Golden Achievement Award.  Make the award presentation at the last annual meeting after fair deliberation and consideration of all local chapter applications.
  7. Master Beekeeper Program Committee: See Article VII, Section 1 C. (7). of the Constitution. Determine various achievement levels, and qualifications for each achievement level within the Master Beekeeper Program. Determine guidelines for the administration of examinations for each level. Maintain accurate records of each member’s status within the program and award achievements in a timely fashion.
  8. Website / Software Committee: See Article VII, Section 1 C. (8). of the Constitution. Maintain an attractive and functional website for both the use of NCSBA members and the general public to promote beekeeping and support bee research in accordance with the organization’s objectives (Article II of the Constitution). Review, select, implement and maintain necessary computer hardware and software to meet the needs of the NCSBA, with contracts reviewed by the Treasurer and purchases of necessary hardware and software approved by the President and Treasurer. Facilitate communication within the organization, specifically between the Officers of the Executive Committee, and between the NCSBA and its local affiliate chapters and officers. Coordinate electronic postings and communication of material appropriate for the membership with the Buzz Editor(s) and any other appropriate NCSBA Committees.
  9. Other Committees:
    1. Publicity Committee: Obtain appropriate photographs and details of newsworthy events of the NCSBA or of events relating thereto. Write “News Release” items and distribute them to newspapers, other periodicals, radio and TV stations, including photographs when appropriate. Preserve all items of publicity found in newspapers and other periodicals. Preserve a memo of any radio and/or TV broadcast which did not originate from this committee.  Forward copies of all publicity items to the Librarian for preservation. Make an appropriate display of items at the annual meetings.
    2. Music Committee: Schedule appropriate music for the annual meetings. Lead the Pledge of Allegiance in the scheduled opening exercises of the annual meetings. Schedule and enlist an appropriate person for a 5 minute devotional and prayer in the opening exercises of the annual meetings. Seek to obtain an original song from the membership which may become a NCSBA theme song.

SECTION 11; APPOINTMENT QUALIFICATIONS: Unless otherwise constrained by the Constitution or By-Laws, The President, with the advice of the Executive Committee, will consider and appoint qualified NCSBA members to serve the Appointments on a yearly basis as required for the proper attainment of NCSBA goals.

  1. Qualifications: Qualifications, not limited to the following, are:
    1. Has shown loyalty to the NCSBA and at least 1 year of membership.
    2. Ability and responsibility for the considered task must be evident.
  2. General Duties:
    1. The Appointee(s) will coordinate his/her activities with the co-appointee, and other supporters, when applicable, in order to achieve goals.
    2. The Appointee or his/her designee must attend at least one Executive Committee meeting per year, unless otherwise specified in specific duties.
    3. The Appointee must be prepared to report to the Executive Committee upon request.

SECTION 12; SPECIFIC DUTIES of APPOINTMENTS:

  1. Buzz Editor(s): Solicit articles and photographs from the President, the Education and Research Coordinator, N.C. State Apiarist, Regional Directors, local affiliated chapter officers, and other appropriate sources of details of subjects of interest to the NCSBA members or of events relating thereto. Publish an attractive N C Bee Buzz and eBuzz, proofread the printer’s copies and make necessary corrections. Coordinate the distribution of the Buzz to all eligible members on a regular basis and in a timely manner. Attend all Executive Committee Meetings or designate a reporter who can.
  2. Calendar Editor: Design and publish an annual calendar of interest to North Carolina Beekeepers showing dates of interest including expected blooming dates of nectar and pollen producing plants, and other information of interest and guidance for successful beekeeping in North Carolina.  Coordinate the distribution to those members of the NCSBA that the Executive Committee determines is appropriate in a timely manner.
  3. Yellow Book Editor: Examine the Yellow Book closely and form an agenda for the improvement of its format, material content, and distribution. Gather and compile desired material, including advertisements and prepare for printing.  Maintain a list of all county chapters with names, addresses, phone numbers of appropriate officers (e.g., President, Vice Presidents, Treasurer, Secretary, Program Chairman, Webmaster, Directors, etc.), and regular meeting places and schedules. Maintain an updated list of NCSBA Honorary and Life members. Coordinate the distribution of the Yellow Book to those members of the NCSBA that the Executive Committee determines is appropriate in a timely manner.
  4. Fred Deer Video Librarian: Review current media (books, VHS, DVD, slides, and film publications) for educational value to beekeepers. Purchase appropriate media approved by the President and Treasurer from the McIver Audio-Visual Aids Fund.  Coordinate, update, and maintain all the media in the Fred Deer Bee Library at NCSU. Maintain an updated catalogue or listing of all the media and make that listing available to active members and local affiliated chapter Presidents, Secretaries, and other local Officers as necessary. Coordinate distribution of loaned media and return of the media with the Education and Research Coordinator.

SECTION 13; AWARDS:

  1. Person of the Year Award. (See Addendum I.)
  2. Cooperative Extension Worker of the Year. (See Addendum II.)
  3. McIver-Haas Lifetime Achievement Award. (See Addendum III.)

ARTICLE II
(DISCIPLINE)
SECTION 1; DISCIPLINE:

  1. Persons becoming unruly and disruptive at NCSBA meetings may be removed and ejected.  However, at the discretion of the President, a sincere apology may be accepted.
  2. Any member or members publicly defaming the NCSBA or leading an attempt to polarize and split the unity of the organization may be brought to trial.
    1. Charges must be specified in writing to the President and the Education and Research Coordinator.
    2. Upon receipt of charges, the President, in conference with the Education and Research Coordinator, shall appoint three members from the neutral position to investigate the details in a hearing and from the evidence will bring either a positive or negative recommendation back to the President.
    3. The member(s) being investigated shall be notified by certified mail and given every opportunity to respond.
    4. Judgment shall be rendered by the President within 30 days upon receipt of a recommendation and, after consultation with the Education and Research Coordinator and one other neutral member, agreeing unanimously.
    5. The charged may appeal to the NCSBA Executive Committee for a hearing, and the decision of the Executive Committee shall be final.
    6. Judgment may be either: exoneration, caution, censure, or expulsion from membership.
    7. An apology, restitution, and repentance can bring full reinstatement to membership, upon the recommendation of at least three members in good standing.

ARTICLE III
(COMMERCIAL)

SECTION 1; COMMERCIAL PRIVILEGES:

  1. COMMERCIAL PRIVILEGES:
    1. Commercial membership (see Constitution Article V, Section 1, B) gives first priority on vendor/dealer display space at the annual meetings.

ARTICLE IV
(REPEALING CLAUSE)

SECTION 1; REPEALING CLAUSE: Upon acceptance by vote of the Association, these By-Laws supersede all previous By-Laws. These By-Laws were read and adopted by a two-thirds (2/3) majority vote (unanimously) of all active members present at a joint meeting held March 10, 2012, at Morganton, North Carolina.

signed by Danny Jaynes, President
signed by Wade Lucas, Treasurer

Addendums to By-Laws (pdf)