Purpose

1.

Definitions

1.1

In these rules, unless the context otherwise requires, words importing the singular include the plural; and words importing persons include corporations.

1.2

"Act" means the Society Act of British Columbia.

1.3

"The Association" means The British Columbia Honey Producers' Association.

1.4

"Member" means any person who supports the purpose of The Association and who meets the requirements of Section 4.2.

1.5

"The Central Executive" means the duly elected or appointed representatives who form the governing and policy making body of The British Columbia Honey Producers' Association.

1.6

"A Division" of The British Columbia Honey Producers' Association means a democratically constituted group of members, which has been duly certified as a Division by the Central Executive. 

1.7

"An Affiliated Association" is a Society constituted under the Act which has applied for and been accepted as an affiliate of The Association.

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2.

Divisions and Affiliated Associations.

2.1

Divisions and their members are bound by this Constitution and By-Laws.  

2.2

Affiliated Associations must comply with the Constitution and relevant By-Laws of The Association in order to be affiliated.

2.3

A group of members wishing to form a Division may apply to The Association to be granted the status of a Division. 

2.4 

A Society may apply to The Association for affiliation by submitting a letter of request with a copy of its Constitution and By-Laws to demonstrate that its aims are compatible with those of The Association.

2.5

Each Division or Affiliated Association shall have ten or more members.

2.6

A Division will be deemed to be dissolved, or an Affiliated Association will be cease to be affiliated, if it is unable to meet the criteria for Division status or affiliation for two consecutive years.

2.7

A Division may dissolve by a vote held according to the following provisions:

1) 

2) 

2.8

An Affiliated Association will cease to be affiliated on submitting a written notice to that effect to the Central Executive of The Association.

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3.

Membership

3.1

Any member shall be entitled to membership in a Division and in The Association.

3.2

There are four classes of membership in The Association:

3.2.1

Ordinary member - a paid up member of The Association who is a resident of British Columbia.

3.2.2

Life membership - Life membership shall be granted to members who have made an outstanding contribution to beekeeping in the Province of British Columbia or who have rendered outstanding service to The Association.

3.2.3

Associate member - a paid up member of The Association who resides outside of British Columbia.

3.2.4

Honourary member - Honourary membership will be conferred upon only persons who have rendered meritorious service to beekeeping.  Qualification for honourary membership does not require past or present membership in The Association.

3.3

Each member who is in good standing shall be entitled to attend and to receive notice of every general or special meeting of the Division of which he or she is a member and shall be entitled to attend the Annual General Meeting of The Association and any other general or special meeting of The Association.

3.4

Membership applications shall be made freely and publicly available.  All applications for membership must be made in writing to the Central Executive or the Secretary of the Division or affiliated Association or other such persons as may from time to time be designated by the Division or affiliated Association executive.  Membership becomes effective upon receipt of the application and payment of fees.

3.5

Any member is in good standing except a member who has failed to pay the current annual membership fee or any other subscription or debt due and owing by him or her to the Society.  He or she is not in good standing so long as the debt remains unpaid.

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4.

Termination of Membership

4.1

A member shall cease to hold membership:

4.1.1

When the member's annual membership fees are in arrears.

4.1.2

When the member submits his or her resignation in writing to the Secretary of the Division or affiliated Association of which he or she is a member or to the Central Executive.

4.2

For good and sufficient cause, the membership of any member may be terminated by a seventy-five percent (75%) vote of the members present at an annual or special meeting of The Association.  No such dismissal shall, however, be effective before the member concerned has been given the opportunity of being heard at an annual or special meeting of The Association.

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5.

Membership Records

5.1

The Association shall comply with The Society Act and keep a register of the name of every person admitted as a member with the following particulars of each:

5.1.1

The full name and resident address.

5.1.2

The date on which a person is admitted as a member.

5.1.3

The date on which a person ceases to be a member.

5.1.4

Whether a person is an Ordinary,  Associate, Life or Honourary member.

5.2

Each Division or Affiliated Association shall submit to the Central Executive the full names, addresses and telephone numbers of its Officers, Executive, and The Association members prior to the Annual General Meeting of  The Association.

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6.

Fees and Assessments

6.1 

The financial year of The Association shall commence on the first day of August and end on the thirty-first day of July annually.

6.2 

All membership fees shall be paid on application.  Persons joining The Association at any time during the year pay the full membership fee for the year.

6.3

Annual membership fees become due January 1 yearly.

6.4

Membership fees shall be set from time to time by The Association at the Annual General Meeting and will be paid to the Treasurer of The Association.

6.5

The annual ordinary membership fee of the BCHPA shall be collected by each Division and Affiliated Association from its BCHPA members and shall be submitted to the Central Executive no later than March 31 st yearly.

6.6

The annual dues paid by each member to a Division or affiliated Association shall be set by the Division or affiliated Association.

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7.

Membership Voting Rights

7.1

Each member in good standing of a Division shall be entitled to vote at every general or special meeting of the Division of which he or she is a member.

7.2

Any Society, Association, Business or Corporation who is a member of a Division shall be entitled to one vote and to nominate from time to time such person as it shall desire to exercise its vote at any general or special meeting of the Division in which it is a member, and shall furnish the Secretary of the Division or affiliated Association, the name of its nominee or other changes in its objects or powers which might affect its membership status in the Division.

7.3

Each ordinary member in good standing and each Life Member attending the Annual General Meeting of The Association, or attending any general or special meeting of The Association, are eligible to vote on all proceedings.

7.4

The President shall have a normal vote as per Robert's Rules of Order and the B.C. Society Act.

7.5

An Associate or Honourary Member may not hold office or have voting rights.

7.6

Each Division or affiliated Association of The Association can delegate any member in good standing in their Division or affiliated Association, to carry to the Annual General Meeting, and Semi-Annual Meeting, a Division Proxy Vote.  This Division Proxy Vote entitles the delegate to cast only one vote in addition to his or her personal vote, and furthermore, to cast that vote only on resolutions which have been submitted before the Annual General Meeting and have been circulated to the Division or affiliated Associations.

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8.

Meetings

8.1

Each Division shall hold an Annual General Meeting.  Members shall receive fourteen days' notice of any annual, general or special meeting.

8.2

A quorum at any meeting of a Division shall be not less than fifteen percent (15%) of the members in good standing.

8.3

Each Division or affiliated Association shall appoint an alternate representative to The Association to act in the absence of the first appointed representative, and shall notify the Secretary of the Central Executive of the names of their selection.

8.4

Any resolutions approved by a majority vote at an Annual General or Special Meeting of The Association shall be adopted and the Central Executive shall take such action as may be required in respect of such resolutions.

8.5

Special meetings of a Division may be called at any time by the President of the Division or by a request of ten percent (10%) of the voting members

8.6

Special meetings of The Association may be called by the President or by a request of ten percent (10%) of the voting members.  The Secretary and/or Treasurer shall notify all Divisions or affiliated Associations of any such meetings.

8.7

At the Annual General Meeting, the location and host Division or Affiliated Association of the next Annual General Meeting may be set and agreed upon by The Association.

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9.

Rules of Order

9.1

The usual rules of order at public meetings as laid out in Robert's Rules of Order and/or the B.C. Society Act shall govern the proceedings unless otherwise specified.

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10.

Divisional Executive

10.1

The election of the Divisional Executive shall take place at its Annual General Meeting.  Their term of office shall be as stated in paragraph 11.7.  There should be no more than fifteen (15) members totaling the Executive and Directors.

10.2

The Executive of the Divisions shall consist of a President, a First Vice-President, a Second Vice-President, a Secretary-Treasurer or both a Secretary and a Treasurer, and other officers as may be necessary for the operation of the Division.

10.3

A quorum of the Divisional Executive shall consist of not less than four members, one of whom shall be Secretary-Treasurer, present at any meeting of the Executive.  The President or First Vice-President shall chair all meetings.

10.4

Every Officer and Director of a Division must be a member in good standing.

10.5

The Executive shall be responsible for carrying out the authorized policies of the Division.

10.6

The Executive shall have power to fill any vacancy which may occur in the Executive for the duration of the current term.

10.7

No Officer or Director of a Division shall be entitled to any remuneration for serving on the Executive.

10.8

No member shall be President of a Division for more than two (2) consecutive years, and no other Officer except the Secretary-Treasurer shall hold the same office for more than three (3) consecutive years.

10.9

Additional Directors may be elected as required by the general membership.

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11.

Duties of the Executive of a Division

11.1

The President shall preside at all the meetings of members and the Executive Committee.  The President shall appoint all committees and shall call all general and special meetings and ensure that elections are held in accordance with these By-Laws.

11.2

The Vice-Presidents shall assist the President and carry out such duties as the President shall direct.  If the President is unable to perform his or her duties, the First Vice-President will preside.  If both the President and First Vice-President are unable to perform their duties, the Second Vice-President shall preside.  If the office of the President becomes vacant, the role of President for the unexpired term shall be filled by the First Vice-President.

11.3

The Secretary-Treasurer shall:

11.3.1

Keep all the records of the Division.

11.3.2

Take and retain all minutes including those prepared by standing and special committees.

11.3.3

Collect all membership fees, give receipts and maintain membership lists on a current basis.

11.3.4

Have charge of all financial transactions of the Division and at the discretion of the Executive, maintain a bank account.

11.3.5

Will ensure that all cheques are signed by himself or herself and such other member of the Executive as the Executive may authorize as second signing officers.

11.3.6

Produce a detailed statement of Cash Receipts and Disbursements for previous financial year, and submit a statement of the assets and liabilities.  He or she will ensure that the statements and books are audited by two (2) Directors or by the Auditor appointed by the general membership at the Annual General Meeting of the Division or affiliated Association.

11.4

Where a Division elects both a Secretary and a Treasurer, the normal duties shall be divided on a functional basis.

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12.

Standing Committees of Divisions

12.1

All Standing Committees shall be appointed by the Divisional President as deemed necessary by the Division.

12.2

The Chairs of all Divisional standing committees shall be Directors of the Division.

12.3

The President shall be an ex-officio member of all committees.

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13.

Executive

13.1

The election of the Executive shall take place at the Annual General Meeting of The Association.  Their terms of office shall be as specified in paragraphs 17.1-3.

13.2

The Central Executive officers are the President, the First Vice-President, the Second Vice-President, Secretary and Treasurer.

13.3

Other officers of the Executive include a Regional Representative from each of the regions in the Province and any additional officers deemed necessary by the Central Executive.

13.4

Members of the Central Executive shall be reimbursed for reasonable out of pocket expenses incurred in the execution of their duties.

13.5

The membership may remove Directors by a seventy-five percent (75%) majority vote of the members present at a general, annual or special meeting for failure to act honestly and in good faith and in the best interests of The Association and to exercise the care, diligence and skill of a reasonably prudent person.  No such dismissal shall, however, be effective before the officer concerned has been given the opportunity of being heard at an annual or special meeting of The Association.

13.6

The Central Executive shall effect liaison with other Provincial, Federal and Foreign Associations, Societies and Industry.

13.7

The Central Executive shall perform all duties that encompass the management of any business affecting the beekeeping industry, which includes:

13.7.1

The administration of any Government grant or emolument.

13.7.2

The tabulation and keeping a record of The Association's reports, financial statements, and lists of members and officers.

13.8

The Central Executive shall complete and submit all reports required by the Provincial Government as detailed in the Society Act.

13.9

The Central Executive shall adjudicate upon all questions affecting the Divisions or affiliated Associations collectively, such as amendments to the Constitution and By-Laws, and forming other Divisions as conditions require.

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14.

Central Executive Officers' Duties

14.1

The President shall preside at all meetings of The Association and the Central Executive.  He or she shall appoint all committees and shall be an ex-officio member of the same.  He or she shall call all general and special meetings of the Central Executive and see that elections are held, and uphold these By-Laws.  The President shall be elected for a two (2) year term and shall not act as Divisional or Affiliated Association representative during his or her term of office.

14.2

The immediate Past President shall be an ex-officio member of the Central Executive for a period of two (2) years.

14.3

The First and Second Vice-Presidents shall assist the President and carry out duties as the President shall direct.  In the event that the President in unable to perform his or her duties, the First Vice-President shall preside.  The Second Vice-President shall act in a similar manner if both the President and First Vice-President are unable to perform duties at the same function.  If the office of the President becomes vacant, the unexpired term shall be filled by the First Vice-President, and the Second Vice-President shall assume the duties of the First Vice-President.  The First Vice-President and the Second Vice-President shall be elected for two (2) year terms.

14.4

The Secretary, the Treasurer and the Newsletter Editor shall be paid an honorarium yearly, with the actual amount to be set at each Annual General Meeting.

14.5

The Treasurer's duties shall include:

14.5.1

The collection of membership fees and the issuing of receipts for the same.

14.5.2

The collection, amending and retention of all membership lists.

14.5.3

The responsibility for all funds and the operation of a bank account for the Central Executive.

14.5.4

The payment of all bills after they have been approved by two or more members of the Central Executive.

14.5.5

Administration of the Member Liability Insurance program.

14.5.6

The production of an annual Financial Statement containing all general particulars as stated in the Society Act.

14.5.7

To perform such other duties as the President shall assign to him or her.

14.6

The Secretary's duties shall include:

14.6.1

Keeping and amending all non-financial records.

14.6.2

Recording and retention of all minutes of meetings.

14.6.3

Circulating the proceedings of the Annual General Meeting to all Divisions and Affiliated Associations within forty-five (45) days.

14.6.4

The answering of all correspondence, in consultation with the President.

14.6.5

The initiation of all action required by resolutions adopted at the Annual General Meeting or Semi-Annual Meeting.

14.6.6

Responding to public enquiries.

14.6.7

To perform such other duties as the President shall assign to him or her.

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15.

The Newsletter Editor

15.1

The Newsletter Editor shall be appointed annually by the Central Executive.  The Newsletter Editor may or may not be a member of The Association.

15.2

The Newsletter Editor's duties shall include:

15.2.1

The production and circulation of The Association's newsletter.

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16.

Audit

16.1

The records of accounts shall be audited annually at the end of the fiscal year by person or persons appointed by the Central Executive.

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17.

Election of Officers

17.1

Elections shall take place annually.  The positions of President and Treasurer shall be open for election on even numbered years and the First Vice-President, Second Vice-President and Secretary on odd-numbered years.

17.2

All other officers shall be elected for a period of one year.

17.3

No officers other than the Secretary and Treasurer shall hold the same office for a period of more than two (2) consecutive terms.

17.4

The term of incoming officers shall commence immediately at the close of the Annual General Meeting at which they were elected.

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18.

Changes to By-Laws

18.1

This Constitution and By-Laws may only be amended or revised by serving notice of motion to the Secretary at least ninety (90) days prior to the Annual General Meeting.  The Secretary shall circulate the proposed amendments or revisions to all Divisions or Affiliated Associations for discussion and instruction to delegates prior to the Annual General Meeting.  This notice of motion shall be in the form of a special resolution and requires a seventy-five (75%) majority affirmative vote of members present at the Annual General Meeting.

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19.

Borrowing Powers

19.1

The Association shall not exercise borrowing powers.

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