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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: |
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1) |
Notice of a special resolution
to dissolve the Division is provided to the members of the Division
at least ninety (90) days prior to the Annual General Meeting
or special meeting at which the vote is to be taken. |
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2) |
Passage of the resolution
requires a seventy-five (75%) majority affirmative vote of members
present at the meeting to become effective. |
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 on the 31st of March 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 Association shall be collected by each Division or
affiliated Association from its members and shall be submitted
to the Central Executive no later than the 30th of April annually. |
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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