OLYMPIA BEEKEEPERS' ASSOCIATION (OBA)
----------------------------------------------------------------------ORGANIZATIONAL FUNDAMENTALS OF OBA
Name and Objectives
SECTION 1. The name of the Association shall be the Olympia Beekeepers' Association. Its location and place of business shall be in Thurston County in the state of Washington.
SECTION 2. The objects of the Association shall be:
a) To educate and support beginning beekeepers and to increase the knowledge and improve the management techniques of experienced beekeepers through monthly educational presentations, workshops, mentorships, and certificated training
b) To disseminate the latest information on honey bee management in cooperation with the Washington State Department of Agriculture, the Washington State Beekeepers’ Association, the Washington State Master Beekeepers’ Association, the Western Apicultural Society, and other professional and academic
c) To educate the general public about the characteristics of honey bees, their importance, their management, and their products through public presentations, fair displays, and
d) To advise and assist the public in dealing with feral honey bee colonies and
e) To maintain a lending library of educational resources on honey bees and bee management for the use of members of the
f) To do all in its power to protect and advance the interests of honey bees.
SECTION 3. The Olympia Beekeepers' Association shall not be conducted or operated for profit, and no part of any profits or remainder or residue from dues or donations to the Association shall inure to the benefit of any member or individual.
SECTION 4. The members of the Olympia Beekeepers' Association shall adopt and may from time to time revise such bylaws as may be required to carry out these objects.
SECTION 5. OBA does not and shall not discriminate on the basis of race, color, religion (creed), gender, gender expression, age, national origin (ancestry), disability, marital status, sexual orientation, or military status, in its conditions for membership or in any of its activities or operations.
OLYMPIA BEEKEEPERS' ASSOCIATION
SECTION 1. Eligibility. Membership is open to all individuals or families willing to honor and support the objects of the Association. There shall be four types of membership
a) Regular: Open to an individual
b) Family: Open to all adults and children residing in the same household with the provision that only one of those adults may vote or hold
c) Junior: Open to children under 18 years of age and is a non-voting/non-office holding membership, which may automatically convert to regular membership at age
d) Honorary: Extended to persons recognized by the board of directors for extraordinary service to OBA, subject to ratification by the general membership at a regular membership meeting. Honorary members do not have to pay annual dues and can vote in
SECTION 2. Dues. Membership dues, application fees, membership renewal and delinquency dates shall be set at the July meeting of the Board of Directors and announced at the August general membership meeting.
No member may vote or receive other perquisites of membership whose dues are not paid for the current year.
SECTION 3. Application for Membership. Each applicant for membership shall apply on a form approved by the Board of Directors and which shall provide that the applicant agrees to abide by the Organizational Fundamentals of OBA and bylaws. The application shall state the name, physical and email address, and other contact information of the applicant. The applicant will have the option to elect electronic communication of meeting announcements. Accompanying the application, the prospective member shall submit dues payment for the current year and the requisite application fees.
SECTION 4. Termination of Membership. The right, title, and interest of a member shall cease upon termination of membership. Membership may be terminated:
a) by resignation. Any member in good standing may resign from the Association upon written notice to the Secretary.
b) by lapsing. A membership will be considered as lapsed and automatically terminated if such member’s dues remain unpaid by a date previously specified by the board (see Article III, Section 2). In no case may a person be entitled to vote or receive other perquisites of membership whose dues are unpaid. Reinstatement of membership is automatic upon receipt of dues in full and initiation
c) By Board termination. The Board shall have the power to terminate any member with or without
SECTION 1. General Membership Meeting. The general membership meeting of the Association shall be held on the place, day of the month, and hour proposed by the Board of Directors and approved by majority vote of members in good standing. Exceptions, such as potlucks, will be announced at least 30 days prior. Any change of monthly meeting place, day of month, and hour must be voted on by the members at a regularly scheduled monthly meeting. The proposal for changing monthly meeting place, day of the month, and time must be communicated to the membership by the Secretary no less than 30 days prior to the meeting when proposed changes will be voted on.
SECTION 2. Special Meetings. Special meetings may be called by the President or by a majority vote of the members of the board who are present at a meeting of the board; or shall be called by the Secretary upon receipt of a petition signed by ten (10) of the members of the Association who are in good standing. Such meeting shall be held at such a place, date, and hour as may be designated by the Board of Directors. Written notice of such meeting shall be mailed or emailed by the Secretary at least 10 days and not more than 30 days prior to the meeting. The notice of the meeting shall state the purpose of the meeting and no other Association business may be transacted. The quorum for such a meeting shall be fifty one percent (51%) of voting members in good standing.
SECTION 3. Board Meetings. The first meeting of the board shall be held within 30 days following the election. Other meetings of the Board of Directors shall be held at such times and places, including by teleconference, as are designated by the President or by a majority vote of the entire board. Written notice of each such other meeting shall be mailed or e-mailed by the Secretary to each member of the board at least 10 days prior to the date of the meeting. The quorum for a board meeting shall be a majority of the board.
SECTION 4. Board Meetings via Electronic Communications. Members of the Board may participate in any Meeting of the Board by means of a conference telephone, electronic conferencing device, online computer service or similar method of communication by which all persons participating in the meeting can hear each other or view the dialogue of all other participants at the same time. Participation by such means shall constitute presence in person at a meeting.
Directors and Officers
SECTION 1. Board of Directors. The board shall be comprised of the officers, all of whom shall be members in good standing. They shall be elected for renewable two-year terms as provided in Article IV, and shall serve until their successors are elected. General management of the Association’s affairs shall be entrusted to the Board of Directors.
SECTION 2. Officers. The Association’s officers shall be President, Vice President, Secretary, Treasurer, Mentorship Coordinator, Education/Outreach Coordinator, and Past President. They shall serve in their respective capacities both with regard to the Association and its meetings and the board and its meetings.
a) The President shall preside at all meetings of the Association and of the board, and shall have the duties and powers normally appurtenant to the office of President in addition to those particularly specified in these bylaws. The President shall have general supervision of the affairs of OBA. The President shall call special meetings of the Association and the Board of Directors.
b) The Vice President shall have the duties and exercise the powers of the President in case of the President’s death, absence or incapacity.
c) The Secretary shall keep a record of all meetings of the Association and of the board and of all votes taken by mail, and of all matters of which a record shall be ordered by the Association; have charge of correspondence, notify members of meetings, and notify officers and directors of their election to office; and carry out such other duties as are prescribed in these bylaws or appointed by the
d) The Treasurer shall collect and receive all moneys due or belonging to the Association. Moneys shall be deposited in a bank approved by the board, in the name of the Association. The Treasurer shall pay all bills for OBA and maintain accurate records of OBA finances and assets. All payments are approved by the board of directors at the regularly scheduled executive board meeting. The Treasurer shall perform such other duties as appointed by the President. In case of extended absence or incapacity of the Treasurer, the President may approve and pay bills, or may appoint a member of the OBA to act as temporary Treasurer with approval of the Board. The books shall at all times be open to inspection by the board and a report shall be given at every meeting of the condition of the Association’s finances.
e) The Mentorship Coordinator shall recruit mentors from experienced OBA beekeepers and connect them with new beekeepers, usually by geographical area, then follow up to check that mentorship connections are productive. The Mentorship Coordinator shall also check with graduates of the OBA Apprentice Beekeeping Course to see how they are progressing. The Mentorship Coordinator shall work with the other board officers to develop training opportunities such as
f) The Education Coordinator shall organize and implement formal education programs for the training of beekeepers. The Education Coordinator shall collect, produce, and disseminate educational materials for all educational programs of the OBA. The Education Coordinator shall maintain a list of volunteer speakers/educators for the training of beekeepers and assign their responsibilities.
g) The Community Outreach Coordinator shall organize and implement OBA community outreach activities, including but not limited to public education activities at local fairs and community agricultural festivals and presentations on bees and beekeeping to community groups and schools. The Community Outreach Coordinator shall maintain a list of volunteer speakers/educators for community outreach activities and assign their responsibilities.
h) The Past President shall serve in a non-voting, ex officio capacity and shall be the immediately prior serving president. The Past President position serves the purpose of helping to preserve association history and continuity.
An officer carries only the rights necessary for executing the duties of their appointment. Any officer of the association who fails to perform the duties of their office may be removed from their appointment by a majority vote of the board at an executive board meeting. For cases involving misconduct, neglect of duty or excessive absences, officers may be removed from their appointment by a majority vote of the board at an executive board meeting. Any officers removed from their appointment shall retain their membership rights.
SECTION 3. Resignations. Any Board member may resign at any time by delivering written notice to either the President or the Secretary or by oral notice at any meeting of the Board or of the members. Resignations shall take effect at the time of receipt or at a date specified in the resignation notice.
SECTION 4. Removal from Office. Any Board member or members can be removed from office by a majority vote at a Special Meeting of the membership called in accordance with Article II, Section 2 of these bylaws.
SECTION 5. Vacancies. Any vacancies occurring on the board or among the officers during the year shall be filled until the next annual election by a majority vote of the members of the board; except that a vacancy in the office of President shall be filled automatically by the Vice President and the resulting vacancy in the office of Vice President shall be filled by a member of the board.
The Association Year, Voting, Nominations, Elections
SECTION 1. Association Year. The Association’s fiscal year shall begin on the 1st day of January and end on the last day of December. The Association’s official year shall begin immediately at the conclusion of the election and shall continue through the next election. The elected officers and directors shall take office on the first day of the month following the election and each retiring office shall turn over to his successor in office all properties and records relating to that office within 30 days after the election.
SECTION 2. Voting. At the general membership meeting or at a special meeting of the Association, voting shall be limited to those members in good standing who are present at the meeting. Voting by proxy shall not be permitted. The Board of Directors may decide to submit other specific questions for decision of the members by written ballot cast by mail.
SECTION 3. Annual Election. The election of officers and directors shall be conducted by secret ballot. To be validated, ballots must be received by the Secretary. Ballots shall be counted by three inspectors of election who are members in good standing and neither members of the current board nor candidates on the ballot.
a) The nominated candidate receiving the greatest number of votes for each office shall be declared elected. If any nominee, at the time of the meeting, is unable to serve for any reason, such nominee shall not be elected and the vacancy so created shall be filled by the new Board of Directors in the manner provided by Article III, Section 3
b) The President shall be limited to two consecutive terms in office but may run for office again after waiting a further two year period.
SECTION 4. Nominations and Ballots. No person may be a candidate in an Association election who has not been nominated in accordance with these bylaws.
a) No person shall be a candidate for more than one position.
b) The results of the voting shall be announced at the April meeting.
SECTION 1. The President, with approval of a majority of the Board of Directors, may each year appoint ad hoc committees to advance the work of the Association in such matters as which may well be served by committees. Such committees shall always be subject to the final authority of the board. Special committees may also be appointed by the President, with approval of a majority of the Board of Directors, to aid the Board on particular projects.
SECTION 2. Any committee appointment may be terminated by a majority vote of the full membership of the board upon written notice to the appointee, and the board may appoint successors to those persons whose services have been terminated.
SECTION 3. Extraordinary Committees
a) Sexual Harassment Awareness Committee: In the event that issues arise the President shall appoint a Sexual Harassment Awareness Committee, whose duty it shall be to address said issues.
SECTION 1. Charges. Any member may prefer charges against a member for alleged misconduct prejudicial to the best interests of the Association. 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 charges, if proven, might constitute conduct prejudicial to the best interest of the Association. If the board considers that the charges do not allege conduct that would be prejudicial to the best interest of the Association, it may refuse to entertain jurisdiction. If the board entertains jurisdiction of the charges, it shall fix a date of a hearing before a Special Committee consisting of three (3) members of the association in good standing, not fewer than three (3) weeks nor more than six (6) weeks thereafter. The Secretary shall promptly send one copy of the charges to the accused member by certified mail together with a notice of the hearing and an assurance that the defendant may personally appear in the member’s own defense and bring witnesses if the member wishes.
SECTION 2. Special Committee Hearing. The committee shall hear from both the complainant and the defendant and then submit a report of their findings to the Board. Should the Special Committee find that the charges are not proven they should so inform the Secretary. Should the Special Committee find the charges to be sustained after hearing all the evidence and testimony presented by complainant and defendant, the Special Committee shall make a recommendation to the Board as to whether the defendant should be reprimanded or expelled. Immediately after the Special Committee has reached a decision, its findings shall be put in written form and filed with the Secretary.
SECTION 3. Resolution. The Board shall review the Special Committee’s report and vote to accept or reject the findings thereof. Should the Board accept the report they shall instruct the Secretary to issue a written reprimand to the defendant or expel the defendant under Article I, Section 4c of these bylaws. The Secretary will then inform both parties in writing of the Board’s decision. In the event that the Board rejects the report they must call a Special Meeting of members in order to resolve the dispute.
SECTION 1. Amendments to the Organizational Fundamentals of OBA and bylaws may be proposed by the Board of Directors or by written petition addressed to the Secretary signed by 20% of the membership in good standing. Amendments proposed by such petition shall be promptly considered by the Board of Directors and must be submitted to the members with recommendations of the board by the Secretary for a vote within three months of the date when the petition was received by the Secretary.
SECTION 2. The Organizational Fundamentals of OBA and bylaws may be amended at any time, provided a copy of the proposed amendment has been mailed by the Secretary to each member in good standing on the date of mailing, accompanied by a ballot on which a choice for or against the action to be taken shall be indicated. Notice with such ballots shall specify a date not less than 30 days after the date postmarked. Voting will be conducted under the guidelines outlined in Article IV. The favorable vote of 2 ⁄3 of the members in good standing shall be required to effect any such amendment.
SECTION 3. No amendment to the Organizational Fundamentals of OBA that is adopted by the Association shall become effective until it has been recorded by the Secretary and filed with the Secretary of State of Washington.
SECTION 1. OBA may be dissolved at any time by written consent of not less than 2/3 of the members in good standing. In the event of the dissolution of OBA, other than for purpose of reorganization, whether voluntary or involuntary or by operation of law, none of the property of OBA nor any proceeds thereof nor any assets of the OBA shall be distributed to any members of OBA, but after payment of the debts of OBA, its property and assets shall be given to the Olympia Chapter of Habitat for Humanity.
Order of Business
SECTION 1. At meetings of the Association, the order of business, so far as the character and nature of the meeting may permit, shall be as follows:
- Minutes of the last meeting
- President report
- Vice President report
- Treasurer report
- Membership report
- Secretary report
- Committee’s report
- Unfinished business
- New business
- Educational Presentation