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By-Laws of the KNOX COUNTY BEEKEEPERS ASSOCIATION
December 1, 2014


ARTICLE I
NAME: The name of this organization shall be the Knox County Beekeepers Association.

ARTICLE II
PURPOSE: The purpose of this Association is to engage in activities which promote the development and interest of beekeeping in Tennessee; to encourage the use of scientific and practical methods of beekeeping among Tennessee beekeepers; to encourage the increased use of honey and to promote its sales; to aid in the prevention and control of bee diseases by cooperating with the State Department of Agriculture; and to cooperate with all agencies and organizations interested in beekeeping and fostering the general welfare of the industry.

ARTICLE III
MEMBERSHIP: Membership is open to any person in the area served by this Association who is interested in the art of beekeeping. Members will be required to conform to the rules and regulations of this Association. Memberships shall be divided into four classifications: Regular, Honorary, Youth, and Life.


REGULAR Membership: A dues paying member 18 years of age or older.

YOUTH Membership: A dues paying member under the age of 18 years.

HONORARY Membership: Members who have been voted honorary membership by the Association in recognition of outstanding contributions to Beekeeping.

LIFE Membership: A member age 70 or older who has been a member of this Association ten or more years and has rendered outstanding service in the Association. A Life Membership must be recommended by the Executive Committee and elected by a majority affirmative vote of the Associational members present at the time of voting. A Life Member shall retain all membership privileges and shall not be required to pay annual dues.

Honorary and Youth Members shall have all privileges of the Association except Voting and Holding Office.

ARTICLE IV
DUES: The annual dues shall be set by the Executive Committee and shall be approved by a majority vote of the Associational members present at the time of voting. Youth Members shall pay one half of Regular Member annual dues. **NEW members (New Beekeepers or a member who has not paid dues in two or more years) joining after October 1 shall have annual membership through the remainder of the year and the next calendar year. The Treasurer shall maintain The Card File Membership List to reflect yearly dues payments.

Membership dues expire December 31 and dues for the ensuing year become due and payable January 1 of each year. All members failing to pay annual dues within 90 days after expiration shall lose their privileges as a member.

ARTICLE V
MEETINGS: A regular scheduled meeting of the Association shall be held monthly (example: first Tuesday night at the University of Tennessee/first Monday night at New Harvest Park Community Building). The Executive Committee will set time, place, and any change of the scheduled meetings. After the January Planning Meeting, a printed program schedule shall be available for the February and March meetings and on the KCBA web site for members to obtain - listing all meeting dates, program speakers, and plans for the year.

A special meeting may be called by the President or the Executive Committee for the purpose of transacting business. In the event that a vote of the membership is necessary between regular scheduled meetings – a notification shall be made (by mail, e-mail, or phone) to all members. A Quorum shall be the majority of members responding.

QUORUM: A majority vote of Association Members present at a regular meeting with the President or the Vice President in attendance shall constitute a quorum for the transaction of business. A Quorum of the Executive Committee shall be a majority vote of the elected committee members.

ARTICLE VI
OFFICERS: Officers of this Association shall be President, Vice President, Secretary, Treasurer, and State Representative/s. The Association shall also yearly elect two Members at Large and one Youth Member at Large to serve on the Executive Committee. The Officers shall be elected by a majority vote of members present at the November meeting and installed in December. Officers shall serve for one year or until their successors are elected and installed.

All out-going officers shall surrender to their successors by the last day of that same December all monies, papers, property, and equipment belonging to the Association in their possession.

The resignation of any officer may be accepted by a majority vote of members present at any regular meeting. An officer vacancy may be filled by a majority vote of members present at the next regular meeting and shall serve until the next regular election of officers.

DUTIES OF OFFICERS – shall be such as are specified in these By-Laws and the guidelines of the Tennessee Beekeepers Association. Officers elected as President, Vice President, Secretary, and Treasurer shall not be required to pay associational dues for the year they serve the Association.

PRESIDENT: He/She shall preside at all regular and special meetings of the Association and the Executive Committee, and shall appoint all necessary committees.

He/She shall be an ex-officio member of all committees.

He/She shall contact speakers, schedule programs, correspond and report to Tennessee Beekeepers Association (TBA) – especially with the TBA President and Treasurer concerning Short Course Grant, Hive Grant, TBA memberships and eligibility of the number of Knox County

Representatives/Delegates to attend the TBA Board Meetings (Spring and Fall).

He/She shall work with the Secretary to prepare a typed and printed list of Associational dates, speakers, demonstrations, activities and events to have available for members for the February and March meetings and on the KCBA web site AND prepare a Membership Directory to be available for the April meeting.

He/She shall respond to letters, e-mails, and/or telephone calls on behalf of the Association.

He/She shall schedule ONLY events he/she is willing to personally be responsible for or MAKE prior arrangements with other Knox County Association member/s to participate in state, county, school, and community events to help promote Beekeeping.

He/She shall arrive early for the scheduled monthly meetings to help set up the meeting room, answer member questions, greet new members and guests, and be prepared.

He/She shall be a secondary signer on the Association checking account.

He/She shall perform all the duties pertaining to his/her office.

VICE PRESIDENT: He/She shall perform the duties of the President in his/her absence or other duties at the President’s request. He/She shall assist the President in contacting and scheduling speakers for the year’s meetings.

He/She shall arrive early for the scheduled monthly meetings to help set up the meeting room, answer member questions, and greet new members and guests.

He/She shall perform all the duties pertaining to his/her office.

SECRETARY: He/She shall keep the minutes of all meetings of the Association and Executive Committee and have charge of all papers and documents of the Association.

He/She shall make a brief report of previous meeting minutes and votes taken monthly or quarterly. He/She shall prepare and send correspondence from the Association.

He/She shall assist the President to prepare a typed and printed list of Associational dates, speakers, demonstrations, activities and events to have available for members for the February and March meetings and on the KCBA web site AND prepare a Membership Directory to be available for the April meeting.

He/She shall provide the TBA Treasurer with the necessary information to participate in the Short Course Grant, Hive Grant, and other state sponsored opportunities.

He/She shall contact Bee Supply Companies to request catalogues and door prizes two months prior to the Associational Short Course/Beginning Beekeeper Class.

He/She shall prepare a ballot for officer elections in November from the slate of officer candidates announced in October by the Nominating Committee.

He/She shall have a check in list for members, guests, and visitors at each monthly meeting.

TREASURER: He/She shall collect all dues and fees, shall be the custodian of all funds, record books, and accounts of the Association.

He/She shall issue a Membership Card to members upon receipt of dues payment.

The Membership Card will serve as a receipt for dues payment.

He/She shall prepare name tags for members.

He/She shall maintain The Card File Membership List to reflect yearly dues payments.

He/She shall share membership updates (after April Directory) with the President and Secretary.

He/She shall make monthly or quarterly reports to the Association.

He/She shall balance the checking account statements and records monthly.

He/She shall be responsible for having his/her name on the Association checking account, with the President as secondary signer and on banking forms for receiving and dispersing funds, “EIN”forms, and state filing contracts and forms to be in compliance with these entities.

He/She shall file Hive Inspections with the State Apiarist and Tennessee Regulatory Department (keeping a copy for KCBA records). Once state funds have been deposited into the Association account, he/she shall write checks to association inspectors.

STATE REPRESENTATIVE/S: He/She shall keep the Association Membership informed of state meetings and events. He/She shall attend state meetings and report to the membership at the next regular meeting. For representing the Association, the State Representative/s shall be reimbursed for one night’s lodging to attend the Tennessee Beekeepers Association annual meeting.

MEMBER AT LARGE AND YOUTH MEMBER AT LARGE: He/She shall attend the January planning meeting and Executive Committee Meetings to assist elected officers in planning programs and activities. A Youth Member at Large shall serve as an ex-officio member with no voting privileges.

ARTICLE VII
COMMITTEES – for the Association shall be Executive, By-Law, Fair, Library, Medication, Nominating, and Refreshment. Except for the Executive Committee, the President shall appoint all Committees by February.

EXECUTIVE COMMITTEE – shall be the President, Vice President, Secretary, Treasurer, State Representative/s, two elected Members at Large, one Youth Member at Large, and the immediate past President. The Executive Committee and interested Association Members shall meet in January to plan meetings and events for the year. The Executive Committee shall meet in the event of an emergency between regular meetings to transact necessary business of the Association. A report will be made at the next regular meeting.

BY-LAW COMMITTEE – shall be appointed in years ending in –9 to meet, revise wording, and/or make changes to keep the By-Laws current. This committee shall be appointed in June, report to the Association in August, and any vote necessary shall be taken in September at the regular meeting. Revisions and/or changes will be posted on the Association web site. The Secretary shall have a printed copy at the registration table. All revisions and/or amendments shall be in accordance with ARTICLE X.

FAIR COMMITTEE – shall meet to discuss the theme, display honey, and items needed to complete the display. The Fair Committee shall set up the County Display.

LIBRARY COMMITTEE – shall be responsible for the care of our collection of books, dvd’s, and booklets/pamphlets about BEEKEEPING and have these materials at the regular meetings for the Association members to borrow.

MEDICATION COMMITTEE – shall assist in providing medications. Cost of the medications to the membership will be at wholesale prices and purchased by the Association in bulk.

NOMINATING COMMITTEE – shall be appointed in September to seek candidates for Association leadership and present the slate of officers in October. Officer elections shall be by ballot (the slate of officers announced in October and any nominations from the floor prior to the President’s calling for a motion to cease nominations) in November. Officer installations shall be in December.

REFRESHMENT COMMITTEE – shall be responsible for the care of and the assurance that the normal, necessary supplies and equipment are available at each regular meeting. Officers shall assist with the annual Picnic and Christmas Dinner.

ARTICLE VIII
FINANCES: The Treasurer shall be responsible for collecting and dispersing all monies of the Association. The current President of the Association shall be a secondary signer on the checking account. The Executive Committee shall be authorized to spend no more than one hundred ($100.00) of the Association’s funds at any time without prior authorization of the Association. The Secretary and/or Treasurer shall be authorized to purchase the reasonable supplies to fulfill the duties of office. He/She will report expenditures at the next regular meeting or quarterly. No committee or individual is authorized to spend any Association funds without prior authorization of the Association.

ARTICLE IX
PARLIAMENTARY AUTHORITY: The Rules contained in Robert’s Rules of Order shall govern decisions of this Association.

ARTICLE X
AMENDMENTS: Any proposed amendment/s or revisions to these By-Laws shall be made in writing and signed by any member or group of members of the Association. Proposed amendment/s or revisions shall be voted upon at the next regular meeting and become effective upon majority affirmative vote of the members present.

Revisions and Amendments presented by the By-Law Committee in years ending in –9 and voted upon approvingly by the Association membership shall remain in effect until further voting action is taken.

By-Laws shall be posted on the Association web site. The Secretary shall have a printed copy at the registration table.

ARTICLE XI
SUGGESTED ORDER OF BUSINESS:
Call to Order
Invocation
Recognition of New Members and Guests
Program
Summary or Reading of the Previous Month’s Meeting Minutes (Monthly or Quarterly)
Treasurer’s Report (Monthly or Quarterly)
Announcements and Committee Reports (as necessary)
Business – Unfinished and / or New
Adjournment

NOTE:
*The Association shall file the TN Charter non-profit papers with the state of TN in the Spring when requested, and send the required check payment (check must include a mailing address).

*Properties of the Association: Library materials, a 3 frame & a 4 frame extractor, an electric capping knife, a freezer with medications plus additional small capped bottles, weight scales, strainer, & measuring spoons for medications, projector for computer connection, microphone and stand, 50 foot electrical cord & multiple plug cord, refreshment supplies: 2 large coffee makers, large metal bowls, tote of supplies.

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