CCBA Constitution

Chester County Beekeepers Association Constitution


approved 10/14/2017

Article 1 – Name

This association shall be known as the Chester County Beekeepers Association (CCBA).

Article 2 – Objectives

Section 1. To assist members in the art and science of beekeeping, including sharing effective techniques, coping with problems, meeting challenges, and supporting each other in our efforts.

Section 2. To educate members about and encourage compliance with laws pertaining to beekeeping, including inspection and suppression of contagious diseases among honey bees.

Section 3. To promulgate information to the public about beekeeping and the valuable role of honey bees in nature and agriculture.

Section 4. To encourage more people to become involved in beekeeping.

Article 3 – Membership and Dues

Section 1. Any person who has attained eighteen (18) years of age who is sympathy with the purpose and objectives of the Association may become a Primary member of the Association.

Section 2. The dues of the Association shall be proposed by the Board of Directors and approved by the membership and will be based on a calendar year. Persons eighteen (18) years of age or older may become a Primary Member of the CCBA by payment of dues. Payment of dues entitles said person to a Primary Membership with one vote, and any member of his/her family living in the same household to a non-voting Associate Membership. For new Primary Members joining after July 1, the dues are reduced to one half of the full year rate.

Section 3. Any Primary Member failing to pay annual dues shall be dropped from membership, and all Associate Memberships associated with that Primary Membership shall also be dropped from the membership rolls. Reminders for dues payment shall be printed in each month’s newsletter between January and March.

Section 4. All minor family members living in the same household as a Primary Member are eligible to become Associate Members, without payment of dues and without the right to vote.

Section 5. Honorary Life Membership, without dues, may be given to any individual who has kept bees for a minimum of 35 years, is now a resident of Pennsylvania, and currently holds an Apiary License from the Pennsylvania Department of Agriculture. In addition to all other requirements, an Honorary Life Member must have been a Primary Member of the Chester County Beekeepers Association for a minimum of five (5) years. Honorary Life Members shall enjoy all the rights and privileges of Primary Membership without the requirement of paying dues.

Article 4 – Board of Directors

Section 1. A Board of Directors consisting of seven (7) members shall be established.

  1. Three (3) of the Directors will serve an initial term of three (3) years;
  2. Two of the Directors will serve an initial term of two (2) years, and;
  3. Two of the Directors will serve an initial term of one (1) year.
  4. Thereafter, each Director shall serve a term of office of three (3) years.
  5. The CCBA President shall sit as Chairperson of the Board and fill one of seats with an initial three (3) year term.
  6. One of the positions on the Board shall, at all times, be filled by a non-member of the Association.
  7. All Directorship terms shall end on December 31 of the final year of their term.
  8. Elections for Directors shall be held each November for the Directorship terms that begin the following January 1st. Directors shall be elected by a majority vote of Primary and Honorary Lifetime CCBA Membership in attendance at the meeting at which the elections are held.
  9. Board membership is limited to two (2) consecutive terms with one (1) three-year term off before being eligible for Board membership again.
  10. If a Director is removed from office, or is unable to serve the full length of his or her term, the remaining Directors may, by majority vote, appoint someone to fill the vacated Directorship on an interim basis for the balance of the then current term of the vacated Director’s seat. Any Director may be removed by a two-thirds majority vote of the other Board members whenever, in their judgement, the best interest of the Association will be served thereby.

Section 2. No Director shall be elected at any Membership meeting unless he or she shall have been nominated in one of the following ways:

  1. By the Nominating Committee – The Board shall either nominate candidates for the Office of Director or appoint a Nominating Committee, which shall make such nominations. These nominations will be published to the membership at least four (4) weeks prior to the annual meeting and shall be set forth in the notice of the annual meeting.

  2. By the Members – Nomination for Directors may be made by any five (5) Primary and/or Honorary Lifetime Members in writing, delivered to the Secretary before the annual meeting of members is called to order.

Section 3. The Board shall designate three (3) Primary and/or Honorary Lifetime Members as judges of election to conduct the election at the annual meeting.

Section 4. The primary purpose of the Board of Directors shall be to guide the direction of the CCBA in planning the strategy and deciding on the direction of the organization and its work. The Board shall be responsible for assessing the needs of the organization’s members, envisioning the role of the organization in the community it serves, and planning the route to achieving this role. To that end, the Board of Directors shall:

  1. Have entire charge of the affairs, funds, and property of the Association. The furtherance and not in limitation of the foregoing, the Board shall have the powers to establish and collect membership dues and such other fees deemed necessary; to make all decisions concerning Association programs, publications, use of social media and community involvement;

  2. Create such committees including, but limited to, an Executive Committee, a Membership Committee, an Audit or Finance Committee, and a Nominating Committee, all with such powers and duties as it may deem advisable.

Article 5 – Officers

Section 1. The Officers of the Association shall be the President, the Vice-President, the Secretary, and the Treasurer.

Section 2. At its first meeting after the annual Membership meeting, the Board shall elect to serve for a period of one (1) year and until the successor of each is elected and qualified, a President, Vice President, Secretary, Treasurer. Any Officer may be removed by a majority vote of the Board members whenever, in its judgement, the best interest of the Association will be served thereby.

Article 6 – Duties of Officers

Section 1. The President shall be the Chief Executive Officer of the Association, and except as the Board may otherwise prescribe by resolution, shall have general supervision over the affairs of the Association. The President shall sign all legal documents and instruments issued by the Association. The President shall preside at all meetings of the Board and of the Members. The President shall also assume such duties as might be expected of a presiding officer.

Section 2. The Vice President shall exercise the functions of the President during the latter’s absence or incapacity, and shall perform such other duties as may be delegated by resolution of the Board or the President, or reasonably expected to be performed by him/her.

Section 3. The Secretary shall be responsible for the recording and distribution of the minutes for all Association Business meetings. Minutes of the Board meetings shall be distributed to all Board Members, Officers, Committee Heads and such other persons so designated by the Board. The Secretary shall be responsible for overseeing the compilation of the Association Newsletter and such other correspondence, which from time to time that may be desirable. The Secretary shall also preside at meetings and exercise the functions of the President and Vice-President in the absence or incapacity of those two officers. The Secretary shall also be responsible for the other duties normally associated with that office.

Section 4. The Treasurer shall keep proper, up to date records of the financial accounts of the Association. The Treasurer shall also keep a record of all income received and expenses paid out by the Association according to acceptable accounting procedures. The Treasurer shall receive and have custody of the funds of the Association, which shall be deposited in a bank or banks designated by the Board. The Treasurer shall disburse such funds only in accordance with such procedures as shall be adopted by the Board. The Treasurer shall report on the financial condition of the Association and the number of members at all Business and Membership meetings. The Treasurer shall perform such other duties as normally associated with the office of Treasurer. The Treasurer shall work with the Finance or Audit Committee to provide an independent audit report at the end of the fiscal year.

The results of that audit shall be reported to the Board and the Membership in a timely fashion.

Section 5. The President shall also have the authority to distribute funds.

Section 6. The Officers shall appoint members to various positions, including but not limited to Newsletter Editor, Web site Administrator, Librarian, and Conference Chairperson as needed.

Article 7 – Meetings

Section 1. The main purpose of the monthly Membership meetings is education and information sharing. There is no requirement for any formal business to be conducted at these Membership meetings except for the Treasurer’s Report on the financial status and membership of the Association. In the event that Association business needs to be conducted at one of the Membership meetings, the order of business set forth elsewhere in this Article shall apply.

Section 2. The annual business meeting shall be held in November. New Directors shall be elected at this time from a slate of candidates presented by the nominating committee and from nominations made from the floor.

Section 3. Regular CCBA Membership meetings shall be held monthly from January through June; and from September through November. Special meetings may be called at any time by the President.

Section 4. Ten (10) percent of the Primary and Honorary Lifetime Membership shall constitute a quorum at any Membership or Business meeting of the Association.

Section 5. The Newsletter shall notify the membership of the place and time of all Membership meetings. Minutes of the Business meetings will be found in the Newsletter.

Section 6. The Board of Directors shall hold four (4) regular Business meetings per year at such times and locations as it shall designate by resolution. Notice of such meetings need not be given unless otherwise provided herein.

Section 7. Special meetings of the Board may be called at any time by the President and shall be called by him or her upon written request of three (3) Directors. Written notice of the time, place and purpose of the special meetings shall be given to each Director at least three (3) days before such meetings.

Section 8. At the discretion of the Board, all or part of any of their meetings may be open to members in good standing, and those members may, at the recognition of the Chairperson, participate in the discussion(s).

Section 9. Meetings of the Board shall be held at such place as the Board may designate or as may be designated in the notice calling the meeting.

Section 10. The majority of all the directors then in office shall constitute a quorum for all business at any meeting and the acts of a majority of the Directors present at any meetings at which a quorum is present shall be the acts of the Board, except where otherwise required by law, the articles of incorporation, or this Constitution.

Section 11. If all the Directors shall severally or collectively consent in writing to any action to be taken by the Association, such action shall be valid corporate action as though it has been authorized at a meeting of the Board.

Section 12. Vacancies in the Board shall be filled by a majority vote of the remaining Directors though less than a quorum. Such Directors shall serve for the remainder of the unexpired terms of their predecessors.

Section 13. The order of business at all Business Meetings shall be:

A. Report of the Officers
B. Continuing business
C. Report of the Committees
D. New business
E. Adjournment of the business meeting

Article 8 – Amendments

The Constitution may be amended with the following procedure:

  1. Any proposed amendment must first be submitted in writing to the Board of Directors for consideration. The Board will then have ninety (90) days to review, consider, discuss and vote on the proposed amendment. If a simple majority of Board members approve the proposed amendment, or if no action is taken by the Board on the proposed amendment within the ninety (90) day period, the proposed amendment will then be presented in writing to the Association Membership, and scheduled for a vote by the Membership at a meeting to be held no less than 30 days, and no more than 90 days from the date the proposed amendment is presented to the membership.
  2. A quorum of the Membership must be present at the meeting during which the proposed amendment is to be voted upon.
  3. Approval by two-thirds of the Primary and Honorary Lifetime Members present shall be required to adopt the proposed amendment.