Bylaws of the Clinch Valley Beekeepers Association

Bylaws of the Clinch Valley Beekeepers Association
Adopted January 15, 2009

The Mission of the Clinch Valley Beekeepers Association is to provide our membership with a forum for sharing knowledge and mutual interests in beekeeping, to help new beekeepers with financial and education support using the “Pass It On” ideals and to educate and promote the benefits of beekeeping to the public…

“Amended October 15, 2009 Section 13.01 see minutes dated October 15, 2009”
“Amended June 18, 2009 to add section 15.01 see meeting minutes dated June 18, 2009”
“Amended March 16, 2017 Section 10.04 amended and Section 10.05 added see minutes dated March 16, 2017”


Section 1.01. The Name of this organization shall be The Clinch Valley Beekeepers Association.


Section 2.01. The particular purposes for which this organization is formed are:

a) To elevate the standards of beekeeping in a more intelligent manner.
b) To promote support and provide resources for all beekeepers alike.
c) To bring about a spirit of cooperation among members.
d) To extend opportunities in all phases of beekeeping, to create self-sustaining beekeepers.
e) To offer financial and educational assistance to maintain a “Pass It On” method of community support.


Section 3.01. There shall be the following categories of memberships in the Association:
a) A regular member is any one person, business or corporation who practices beekeeping as a profession or hobby or is interested in beekeeping. A regular member shall be composed of persons 18 years of age or over.
b) A family member is a husband and wife or husband, wife and children who all live together in a single household who practice beekeeping as a profession or hobby or are interested in beekeeping.
c) Youth members are persons 17 years of age or younger who practices beekeeping as a profession or hobby or are interested in beekeeping. Youth members cannot hold office or vote.
d) Life membership is bestowed upon those individuals who have outstanding service to beekeeping and to the CVBA. To become a life member, an individual must have been a CVBA member for at least five years and be nominated by a regular or life member. Nominations must be approved by a majority vote of the executive committee. Life members are not required to pay annual dues and are entitled to the same privileges as regular members. No more than one life membership may be bestowed annually.

Section 3.02 Qualifications. A person, firm or corporation may become a member by written application on forms provided by the Association, accompanied by payment of one’s yearly dues to any officer. New members shall be endorsed by any member of the Association. Any member in good standing may sponsor a person for membership.

Section 3.03. Termination of Membership. Members of the Association may, by affirmative vote of the majority of members present, suspend or expel a member and may terminate the membership of any member who becomes ineligible for membership or suspend or expel any member who shall be in default in the payment of dues.

Section 3.04. Disciplinary Action. If any member, visitor or officer, causes a disruption of any meeting, he or she may be ejected by a majority vote of the members present. They may return to the next meeting as a probationary member without voting privileges for six months or six meetings. If the offending party is an officer of the club or a member of any committee, he or she will also lose that position. After the probationary period is over, he or she may reapply for full membership. Disruptive members, visitors and officers will be asked to leave of their own accord. If law enforcement officers have to be called, the offending party will be expelled from the club for 12 months. After the expulsion is over, he or she may reapply for full membership.

Section 3.05. Grievances. An individual member may prefer charges against another individual member for alleged misconduct prejudicial to the best interests of the club. Written charges with specifications must be filed in duplicate with the secretary together with a deposit of twenty-five dollars ($25), which shall be forfeited if such charges are not sustained by the board following a hearing. The secretary shall promptly send a copy of the charges to each member of the board or present them at a board meeting, and the board shall first consider whether the actions alleged in the charge, if proven, might constitute conduct prejudicial to the interests of the club. If the board considers that the charges do not allege conduct which would be prejudicial to the best interests of the club, it may refuse to entertain jurisdiction. If the board entertains jurisdiction of the charges, it shall fix a date for a hearing by the board not less than three (3) weeks nor more than six (6) weeks thereafter. The secretary shall promptly send one copy of the charges and the specifications to the accused member by registered mail together with a notice of the hearing and assurances that the defendant may personally appear in his/her own defense and bring witnesses if he/she wishes.

The board shall have the complete authority to decide whether counsel may attend the hearing, but both complainant and defendant shall be treated uniformly in that regard. Should the charges be sustained after the hearing, all evidence and testimony presented by complainant and defendant, the board by a 2/3 vote of those present may reprimand or suspend the defendant from all privileges of the club for not more than six (6) months from the date of the hearing. And, if it deems that punishment is insufficient, it may also recommend to the membership that the penalty be expulsion. In such case, the suspension shall not restrict the defendants right to appear before his/her fellow members at the ensuing club meeting which considers the board’s recommendation. Immediately after the board has reached a decision, its findings shall be put in written form and filed with the secretary. The secretary, in turn, shall notify each of the parties of the board’s decision and penalty, if any.

Section 3.06. Resignation. Any member may resign by filing a written resignation with the Secretary; however, such resignation shall not relieve the member of paying any dues or any other charges theretofore accrued and unpaid.


Section 4.01. The officers of the association shall be President, Vice-President, Secretary, and Treasurer.

Section 4.02. Only persons actively engaged in beekeeping activities and who are members in good standing shall be eligible for office, or as chairmen of standing committees.

Section 4.03. The officers of this organization shall constitute and Executive Committee to come together on call by the President, or by any three (3) members of the Executive Committee, for the consideration of special matters in the interim between regular meetings of the organization and Board of Directors.

Section 4.04. The elected officers, standing committee chairmen and three (3) duly elected members from the membership shall constitute a Board of Directors, which shall meet at least four (4) times per year. Special meeting of the board may be called by the President, or by a majority of the board members.

Section 4.05. Election of officers will occur yearly at the CVBA regular meeting held on the third Thursday of October.


Section 5.01. The duties of the officers shall be such as are implied by their respective titles and such as are specified in these by-laws. Each officer shall keep accurate records of their work and turn them over to their successor. All officers shall attend regular business meetings and regular meetings of the Executive Committee. If an officer is absent for three (3) consecutive meetings of the Executive Committee or three (3) consecutive regular business meetings without a legitimate excuse, they shall automatically be dropped from their office and their position filled as prescribed in Article IX, Section 3.

Section 5.02. President.
(a) The President must be a member of the Association in good standing and shall be the administrative and executive head of the Association. Upon him or her shall rest the responsibility of a full and proper performance of the affairs of the Association. He or she shall give personal supervision to the duties and work of the officers and committee members.
(b) He or she shall point permanent committees and other special committees as shall be required.
(c) He shall preside at all meetings of the organization. The presiding officer shall be governed by Roberts Rules of Order and he shall observe the following order of business at regular meetings:
a. Reading of the minutes of the last meeting
b. Reports of Officers
c. Reports of Committees
d. Election of officers and board (at Annual Meeting)
e. Unfinished business
f. New business
g. Adjournment
h. Program
(d) He/She shall observe the following order of business at Board Meetings:
a. Reading of the Minutes at the Last Meeting
b. Report of Officers
c. Report of Committees
d. Unfinished business
e. New business
f. Adjournment
(e) He/She shall be an ex-officio member, with right to vote, of all committees except the Nominating Committee.
(f) The President shall sign all orders upon the Treasurer for disbursement of funds as directed by the organization.
(g) He/She shall also, at the annual meeting of the Association and such other times as he or she deems proper, communicate to the Association or to the Board of Directors such matters and make such suggestions as may in his or her opinion tend to promote the prosperity and welfare and increase the usefulness of the Association and shall perform such other duties as are necessary incident to the office of the president.
(h) The President shall have the authority to make committee appointments.

Section 5.03. Vice President
(a) The Vice President shall perform the duties of the President in his/her absence and shall act in an advisory capacity at all times.
(b) In case of the death or resignation of the President, he/she shall become President for the unexpired term.
(c) The Vice President shall be co-chair with the president as Program Director of the Organization. It shall be the duty of the vice president to engage participants as speakers at all Association meetings and internal Association educational and/or training sessions. When the Association participates in any and all external events, it is the vice president’s duty to coordinate all phases to ensure the CVBA will be represented favorably.
(d) The Vice President shall also be in charge of coordinating festivals and club events in which the club will participate.

Section 5.04. Secretary
(a) The Secretary shall keep a correct record of the proceedings of all meetings of the organization of the Executive Committee, and of the Board of Directors.
(b) He/She shall keep a list of the names,addresses and membership applications of all members.
(c) He/She shall preserve, in a permanent file, all records and letters of value to the organization and its officers, to be transferred to their successor at the close of the term of office, and shall conduct the correspondence of the organization.
(d) He/She shall also keep an attendance list of all meetings and to advise the President when an officer has been absent from three (3) consecutive regular business meetings or three (3) consecutive Executive Committee meetings.
(e) The Secretary shall conduct all correspondence and carry into execution all orders, votes and resolutions; notify the officers and members of the Association of their election; notify members of their appointment to committees; furnish the chairman of each committee with a copy of the vote under which the committee is appointed, and at his or her request give notice of the meetings of the committee; prepare, under the direction of the Board of Directors, and annual report of the transactions and condition of the Association, and generally devote his or her best efforts to forwarding the business and advancing the interests of the Association.
(f) In the case of absence or disability of the Secretary, the president may appoint a secretary pro tem.
(g) The Secretary shall have the authority to purchase reasonable necessities such as postage, stationery, or other such supplies to fulfill the duties of the office. Any such expenditures shall be reported at the next regular meeting.

Section 5.05. Treasurer
(a) The Treasurer shall have charge of all monies and shall report thereon at all regular meetings. He/she shall collect all dues from members, he/she shall receive a signed receipt from the Secretary and collect said dues according to receipts.
(b) He/she shall pay all bills upon the written authorization of the President. He/she shall keep an itemized record in a permanent file of all receipts and expenditures and give a written report of the same at every meeting. He/she should turn over to his/her successor, within (10) days of vacating office, all books, records, papers and keep a listed receipt thereof.
(c) In the case of the absence or disability of the Treasurer, the President may appoint a Treasure pro tem.

Section 5.06. Vacancies. Any vacancies in any office shall be filled by the Board of Directors without undue delay, at its regular meeting, or at a meeting specifically called for that purpose.


Section 6.01. Permanent Committees. As soon as practical after the election, the President shall appoint appropriate committees, including, but not limited to Equipment, Inventory, Loan, Refreshments, Education, Membership and Extraction. The members of such committees shall hold office until the appointment of their successors.

Section 6.02. Nominating Committee. The President shall appoint in August of each year a nominating committee consisting of members in good standing. Members will have one month to make their nominations for President, Vice President, Treasure, Secretary and three (3) board members to nominating committee members. During the September meeting, nominees for each office will have the opportunity to speak to the membership and address their qualifications for office. Elections will be held by secret ballot during the October meeting. No nominations will be accepted from the floor. The newly elected board and officers begin their terms at that time.

Section 6.03. Special Committees. The President may, at any time, appoint other committees on any subject for which there are no standing committees.

Section 6.04. Committee Quorum. The majority of any committee of the Association shall constitute a quorum for the transaction of business, unless any committee shall, by a majority vote of its entire membership, decide otherwise.

Section 6.05. Committee Vacancies. If a committee member is absent for three consecutive committee meetings without a legitimate excuse, he or she shall automatically be dropped from the committee and the vacancy shall be filled by a majority vote of the committee.


Section 7.01. All bee inspectors will serve at the discretion of the CVBA.

Section 7.02. When a bee inspector makes an inspection of a bee yard, he/she will turn in the paperwork to the Secretary who will send it to the State of Tennessee for payment. When the spreadsheet comes back to the Treasurer, he/she will write a check to the bee inspector.

Section 7.03. All bee inspectors shall conduct themselves in a professional manner when inspecting bees and representing the CVBA. Failure to do this could result in the suspension or removal of the offending bee inspector.

Section 7.05. Bee inspectors will be appointed by the Board of Directors.


Section 8.01. Regular meetings shall be held at 7 PM on the third Thursday of each month. The time of the meeting may be changed by a two-thirds vote of the members present at the previous meeting. In an emergency, the Executive Committee may change the day of the meeting by a two-thirds vote.

Section 8.02. Special meetings may be called by the President or by any five members, provided all members are notified of the time, place, and purpose of such meeting with two weeks notice at members last known email or address. No matter shall be considered at a special meeting except that stated in the call to the meeting.

Section 8.03. The regular October meeting of each year shall be designated as the Annual Meeting. Reports summarizing the year’s activities shall be given along with a special program including the election of and swearing in of new officers.


Section 9.01. Organization’s membership present shall constitute a quorum at any meeting. A majority of the members of the Executive Committee shall constitute a quorum of that body. A majority of the members of the Board of Directors shall constitute a quorum of that body.

Section 9.02. Voting. All categories of paid memberships are entitled to vote if their dues are paid current. Only dues-paying members may vote. Each dues-paying member shall be entitled to only one vote. Each family/household member shall be entitled to only one vote despite the number of individuals in the family and household. Youth members may not vote or hold office. Life members will have one vote. In the event the slate of officers are all running unopposed the slate of officers can be accepted by voice of affirmation of the membership.

Section 9.03. Proxies or Absentee Ballot. Every member of the Association entitled to vote at any meeting may vote in proxy. A proxy shall be in writing and revocable at the pleasure of the member executing it. Unless the duration of the proxy is specified, it shall be invalid after eleven months from the date of its execution.


Section 10.01. The annual dues for each membership category shall be:
(a) Regular member – $10 per member.
(b) Family member – $15 per family.
(c) Youth member – $5 per member

Section 10.02. Payment of Dues. Renewal dues become payable January 1 of each fiscal year. Dues paid in or after October in any calendar year shall count for the following year.

Section 10.03. The organization’s fiscal year shall be from January to December inclusive.

Section 10.04. Any members whose dues remain unpaid after 60 days shall be reminded by mail or phone by the Treasurer. If not paid by March 31 the member will be dropped from membership.

Section 10.05. A membership should be paid no later than July 31 in order to Vote in the election in October.


Section 11.01. These by-laws may be amended, repealed or altered in all or in part by majority vote at any duly organized meeting of the Association or by mailed ballot. The proposed change shall be mailed to the last record address or email of each member at least 20 days before the time of the meeting which is to consider the change.


Section 12.01. Each person who has been, now or shall hereafter be a member of the Board of Directors, an officer or committee member of the Association shall be indemnified by the Association to the extent of its treasury funds and as permitted by law against all expenses reasonably incurred by him/her in connection with any action, suit, proceedings or the settlement or compromise thereof, or payment of any judgement or fine resulting there from in which he/she may become involved by reason of any action taken or omitted by him/her provided that such action was taken or omitted in good faith for the Association.


Section 13.01. Any active CVBA member is eligible to receive the Beekeeper of the Year award for recognition of performance in the current year. At the Annual October meeting, and up until 2 weeks after the October meeting, election nominees will be accepted and placed on a ballot for the membership to vote on at the following months November meeting. Any 2 person who were not nominated for beekeeper of the year may count the votes the winner will not be revealed until the Christmas Dinner when the award will be presented.


Section 14.01. Upon dissolution of the CVBA, after all creditors of the association have been paid, its assets shall be distributed to one or more organizations that qualify as exempt organizations under the Section 501(c)(3) of the Internal Revenue Code of 1986, or corresponding section of any future federal tax code, or shall be distributed to the federal government, or to a state or local government, for exclusively public purposes.


Section 15.01. This organization will not promote or engage in violence, terrorism, bigotry or the destruction of any State, nor will it make sub-grants to any entity that engages in such activities.