DENTON COUNTY BEEKEEPERS ASSOCIATION BYLAWS
Updated: November 3, 2019
ARTICLE I Association Purpose and Mission
1.1. Mission Statement. Denton County Beekeepers Association’s Mission is: To teach, share, and inform our community about bees and beekeeping, and enhance our member’s beekeeping experience.
1.2. Overall Purpose. The DCBA is not organized for profit, nor shall any of its net earnings inure in whole or in part to members, employees, or other individuals. The DCBA shall be an educational, non-profit, volunteer organization with objectives of the following:
1.2.1. Public Understanding. To improve public understanding of bees and beekeeping ecology and management by developing a pool of local knowledge that can be used to enhance education efforts for members and within local communities.
1.2.2. Enhance Education and Outreach. To enhance beekeeping education and outreach activities by providing training at the local level, thereby developing an association of dedicated and informed members.
1.2.3. The association will endeavor to provide members in good standing with:
1.2.3.1. Mentorship
1.2.3.2. Beekeeping Classes
1.2.3.3. Club Equipment
1.2.3.4. Facilities
1.2.3.5. Local Bee Information Dissemination
1.2.3.6. Website Access
1.3. Advocacy Prohibition. The DCBA's mission is to be an educational association. No part of the activities of the DCBA shall be devoted to advocacy, lobbying, politically or privately promoting issues, agendas, or businesses and personal endeavors, by propaganda or otherwise, using the DCBA name or themselves as a DCBA member. Association funds will not be used to fund political lobbying, promoting issues, or religions. Members will not use the DCBA name to promote personal businesses or issues. This does not prevent the DCBA, its board Members, or Membership advocacy of bee-friendly information or specific regulations related to bees with Denton County or a municipality. This also does not prevent any Member from private advocacy as long as there is no representation as to advocacy by the DBCA.
DCBA may partner with businesses for the benefit of the organization. For example, DCBA may sell advertising and make discount agreements with businesses for the benefit of the members and association. All agreements must be approved by the board of directors and announced to the membership. Any Board Member that is associated with such a partner business will recuse themselves for any actions relating to the partnership and not attend any Executive Sessions related to that Business. Any member in good standing, including board members, is not prohibited from being related to a business partner.
ARTICLE II Association Partners and Donors
2.1. Partners. DCBA partners are providers of resources in exchange for service or funds. Partners may change on a regular basis depending on the needs of the community and the resource needs of the association.
2.2. Donors. DCBA donors are those businesses, organizations or persons giving, donating or presenting money or supplies for DCBA activities for no return compensation from the chapter.
ARTICLE III Membership
3.1. Non-discriminatory Membership. DCBA membership is open to individuals and/or families regardless of race, age, sex, religion, disability, or national origin.
3.2. Membership Categories:
3.2.1. Individual Membership: This is a sole person over 18 years of age.
3.2.2. Family Membership: A Family consist of more than one person in the same household. The Primary Member must be over 18 years of age. There are two single votes for a Family Membership, which must be cast by separate members over 18 years of age. The voting Family Members must be named on the Alphabetical List of the Voter Roll.
3.2.3. Student Membership: Available to any individual under the age of 18 or still in secondary education. There are no dues for this class of Membership and no voting rights.
3.2.4. Scholarship Membership: This is automatically granted upon being in the DCBA Scholarship Program. Parents of any scholar under the age of 18 or still attending High School will also be granted membership. For any member of this class of Membership, dues are waived and the member should be considered to have current dues as long as that scholar is in the DCBA Scholarship Program. If over the age of 18, any scholar member shall have the same rights and privileges as a full Individual Membership in Good Standing.
3.3. Voting Membership. DCBA voting membership shall be extended to members with paid dues in good standing who are over 18 years of age.
3.4. An Alphabetical List of all voting members shall be maintained to include:
3.4.1. Name
3.4.2. Address
3.4.3. Email Address
3.4.4. Dues Paid to Date
3.4.5. Number of Votes entitled to cast.
3.4.6. Entitled to Notification or Not.
3.5. The Alphabetical List of the Voter Roll will be available at each meeting and may be inspected by any voting member, their agent, or attorney during the meeting or after adjournment of the meeting.
3.6. A voting member, their agent, or their attorney is entitled on written demand to inspect and, at the member’s expense and for proper purpose, copy the list at a reasonable time during the period the list is available for inspection.
3.7. Disciplinary Action or Termination
3.7.1 Voluntary Termination. A member who desires to voluntarily terminate membership in the DCBA should communicate that decision in writing to a member of the Board of Directors. A member who is in arrears of dues for 60 days is considered a Voluntary Termination. No refunds of any Dues will be made for a Voluntary Termination. Any member whose dues are in arrears is not in good standing.
3.7.2 Disciplinary Action or Removal. Removal of a member from the membership roll or disciplinary action of a member shall follow the section on Policy and Procedures for the Disciplining and/or Removal of Members. A member so removed will be refunded the prorated amount of current annual dues paid by that member calculated from the date of removal.
3.8. Only Members in good standing can be a candidate for office or hold an office. Only Members in good standing can be in the Mentor Program, serve on a committee, or use any club equipment.
3.9. Multiple Beekeeping Organization Memberships. Membership in multiple beekeeping organizations is permitted and encouraged.
ARTICLE IV Officers
4.1. Executive Officers. The officers of this Association shall be; President, Vice President, Secretary, Treasurer, and Communications Director. The past president, if available, will continue with the board as an advisor for one year after serving as president unless serving as one of the other Executive Officers. The President, Vice President, Secretary, and Communications Director shall be elected at the annual meeting. The Treasurer, Librarian, and Hospitality Chairperson shall be appointed annually by the President and confirmed by the Executive Committee. They shall be under the supervision of the Executive Committee.
4.2. Eligibility for any office shall be restricted to those whose paid dues are current, and those who meet the minimum requirements for insurance purposes. Any officer or candidate for any office must maintain the Dues current. Failure to maintain current dues may be grounds for removal from office under Article 4.
4.3. Nominations Committee. The Nominations Committee shall present candidates for President, Vice President, Secretary, and Communications Director 30 days before the November meeting. Any member may nominate a candidate in addition to the presented slate of nominees. All candidates nominated must be present at the November meeting, must agree to serve, and understand the obligations of the office. The Nominating Committee, originally chaired by the vice-president with a minimum of three additional ad-hoc current members who are selected by the president with board approval. The Nominating Committee will conduct elections in accordance with Article VIII.
4.4. Board Term. The officers shall take office in January and shall serve for a term of one year and until a successor is duly elected and qualified.
ARTICLE V Duties of Officers
5.1. President. The President shall preside at all meetings of the membership and at all meetings of the Executive Committee. The President, unless some other person is specifically authorized by vote of the Executive Committee, shall be authorized to sign all agreements, contracts, drafts, and checks of the Association. The President shall appoint all standing or special committees as are deemed necessary to carry out the aims and policies of the Association. The President will nominate a Committee Chairman to each said Committee that will be confirmed by a majority of the Board of Directors. The President shall be a member ex-officio of all committees and shall perform all the duties commonly incident to the office, and including such other duties as may be fixed or determined by the Executive Committee that are not contrary to the Constitution and Bylaws. The President shall by the 20th of each month provide an article to be posted to any Journal or on the DCBA website as appropriate. All appointees shall be nominated by President and confirmed by Executive Board.
5.2. Vice President. In the absence of the President, the Vice-President shall perform the duties of that office and will perform such other duties as directed by the President. The Vice President shall provide speakers for the meetings, and preside over the nominations committee until a new Chairman is elected to the Nominations Committee. The Vice President shall by the 20th of each month provide an article to be posted to any Journal or on the DCBA website as appropriate.
5.3. Secretary. The Secretary shall keep accurate minutes of all meetings of the membership and the Executive Committee; and shall perform such other duties as designated by the Executive Committee. The minutes shall be published for the review of the membership. In the absence of the Secretary at any meeting, an assistant Secretary or Secretary pro tempore shall be appointed to perform the duties thereat. The Executive Secretary shall have care and custody of the valuable papers and documents of the Association; and shall have and exercise, all powers and duties commonly incident to his or her office. The Secretary shall maintain the status of the Registered Agent with the Secretary of State of Texas and be responsible for any periodic Filings required by the State of Texas or the Federal Government. The Secretary shall by the 20th of each month, provide a copy of the minutes of the month’s meeting to be posted to any Journal or on the DCBA website, as appropriate.
5.4. Treasurer. The Treasurer shall have care and custody of the monies and funds of the Association. All funds of the Association shall be deposited in such bank or banks, trust company or companies as the Executive Committee shall authorize. The Treasurer shall be authorized to sign drafts and checks of the Association in the discharge of day-to-day budgeted business accounts. Levels of signature authority requiring prior approval of the President will be set by the Executive Committee. He or she may endorse for deposit of its order and may accept the drafts on behalf of the association. He or she shall keep accurate records of all Association transactions and will provide a complete financial report to the membership at the annual meeting. The Treasurer will prepare a proposed budget for review by the Executive Committee prior to the annual meeting. The books shall be the property of the Association and together with all its property in his or her possession, shall be subject at all times to the inspection and control of the Executive Committee. The Treasurer shall file any required documentation or forms dealing with the IRS or the State of Texas, including any required filing to the State or the IRS. The Treasurer will maintain all banking accounts. The Treasurer will give a financial report at each monthly board meeting and at each general meeting. The Treasurer shall maintain financial records in accordance with generally accepted accounting principles.
5.5. Communications Director. The Communications Director shall be responsible for the development and production of all publications of the Association. Duties will include publishing of the Denton County Beekeepers Association Journal as necessary, special newsletters as may be directed by the Executive Committee, special publications originated by the various committees, and, in general, be the primary printed media person for the Association. Editorial duties will include the responsibility to edit articles and communications for appropriateness, length, and bias to reflect the collective opinions and voice of the Association including all social media posts. Counsel of the President will be solicited for guidance. Publications will include information relative to the beekeeping industry—local, Texas, and nationwide. In support of the Director, members of the Executive Committee will be scheduled to provide articles and reports to the membership for publication in the Journal or the DCBA website. The Communications Director will cause the articles and reports to be published in the Journal or website. The Communications Director will cause the date, time, and place of any General Meeting to be published on the Website at least 10 days prior to the meeting.
ARTICLE VI Executive Committee
6.1. The voting members of the Executive Committee shall consist of the President, the Vice President, Secretary, the Treasurer, and the Communications Director. No officer shall have more than one vote at any time.
6.2. The Executive Committee shall have the authority to transact all necessary business between annual meetings but no action by the Executive Committee shall be contrary to the actions and resolutions of the membership in attendance at the annual meeting. The Executive Committee may conduct its business and vote by mail, telephone conference call, electronic mail, or any other means of communication it deems necessary or effective. All such actions taken and votes cast will be recorded by the Secretary.
6.3. The Executive Committee is hereby empowered to remove from office any officer or director who fails to fully support the Constitution, Bylaws, or any resolution adopted by the membership in attendance at any meeting assembled. This action shall be accomplished by a majority vote of the Executive Committee at any called meeting or by written poll within 30 days after the cause for action has been determined by the Executive Committee.
6.4. The Executive Committee shall meet monthly and at such intervals as is deemed necessary by the President during the year. The meetings shall be held at a time and place specified by the President or by a majority of the Executive Committee. Three members of this committee shall constitute a quorum. In the event of not having a quorum, the meeting may continue but no votes may be taken and no executive sessions may take place. A new meeting may be scheduled for that month. Any officer or director missing three meetings of the Executive Committee during the term of office will be considered to have vacated the office and the President shall be empowered to appoint a successor for the remainder of the term. If it the President who has been absent, the Vice President shall assume the office of President and then be empowered to appoint a new Vice President successor for the remainder of the term. Any successor must be approved by the Board.
6.5. Executive Committee as the board of directors is required to prepare or approve an annual financial report for the preceding year.
ARTICLE VII Compensation
7.1. Any member of the Executive Committee, acting under the direction of the President and conducting the business of the Association shall be entitled to reimbursement for budgeted expenses incurred during the execution of those duties. Proper documentation shall be presented to the Treasurer for reimbursement.
ARTICLE VIII Meetings
8.1. The order of business at a board/membership meeting shall be as follows:
8.1.1. Call to order
8.1.2. Reading of minutes of previous meeting (s)
8.1.3. Election of Officers (November Meeting)
8.1.4. Installation of Officers (January Meeting)
8.1.5. Annual Reports (January Meeting)
8.1.6. Receiving communications
8.1.7. Reports of Officers
8.1.8. Reports of committees both standing and special
8.1.9. Unfinished business
8.1.10. New business
8.1.11. Adjournment
8.1.12. The order of business may be altered or suspended at any meeting by a majority vote of the members present. The usual parliamentary rules as laid down in the latest published edition of Robert’s Rules of Order shall govern all deliberations when not in conflict with these Bylaws.
8.2. General Membership Meetings
8.2.1. Frequency. General membership meetings or other DCBA-sponsored activities will be held on a monthly basis. Special meetings may be called at the discretion of the President.
8.2.2. Time and Location. Meetings shall be conducted at a time and location designated by the Board of Directors.
8.2.3. Notification. Notification of each meeting shall be published in written form via conventional mail, email, or other equivalent means to all members at least ten days prior to the meeting. Notification can be no more than 60 days prior to the meeting. Posting to the DCBA website shall constitute notice.
8.2.4. Quorum. Those voting members present at each duly called and convened meeting shall constitute a quorum. Duly executed proxies by voting members shall count towards the quorum. A proxy is valid for 11 months and may be revoked at any time by the member. A member who has executed a proxy may allow the proxy to be used or vote in person at any meeting. The member will only have the one vote, either by proxy or in person.
8.2.5. Governance. The acts of the Majority of the voting members present at each duly called and convened meeting shall be the acts of the General Membership.
8.2.6. Non-members may only have the floor with the permission of the chair of the meeting.
8.2.7. Members not in Good Standing will be treated as non-members,
8.3. Board Meetings
8.3.1. Frequency: The Board of Directors may meet as often as required but shall meet at least monthly Special meetings may be called at the discretion of the President.
8.3.2. Time and Location. Meetings shall be conducted at a time and location designated by the Board of Directors.
8.3.3. Notification. The DCBA membership shall be notified of all Board meetings at least ten days prior to the meeting. Posting to the DCBA website shall constitute notice. Attendance of a director at a meeting constitutes a waiver of notice unless the director attends a meeting for the express purpose of objecting to the transaction of any business on the ground that the meeting is not lawfully called or convened.
8.3.4. Open meeting. Attendance at the meeting shall be open to the public as well as all DCBA members.
8.3.5. Quorum. Three Board members shall constitute a quorum. Related Board members may not be used for a Quorum. Proxies may not be used for a Quorum.
8.3.6. Executive Session: Executive sessions are closed discussions of the Executive Board that may include invited attendees such as an executive director or certain staff members. These sessions may occur at the end of a board meeting or separate from a board meeting if no formal actions are to be taken. Executive sessions are a useful tool for a board for addressing sensitive and/or legal matters such as an Executive Treasurer evaluation.
8.3.6.1. Confidentiality
8.3.6.1.1. Inform participants whether all or part of the discussion should remain confidential;
8.3.6.1.2. Appropriately mark materials as confidential and determine what would be appropriate to include in the meeting minutes if they will be disclosed to members or staff;
8.3.6.1.3. Limit access to executive session materials or minutes to those persons who participated in the executive session to the extent legally permissible; and
8.3.6.1.4. Ensure compliance with any applicable open meeting laws.
8.3.6.2. Transparency
8.3.6.2.1. Determine what information needs to be communicated to appropriate parties after the executive session;
8.3.6.2.2. Determine whether a vote, if any, should be conducted in the executive session or (preferably) taken during the general board meeting; and
8.3.6.2.3. Document the reasons for or topic of the executive session in the general meeting minutes.
8.3.6.3. Process
8.3.6.3.1. Determine whether regularly scheduled or ad hoc executive sessions will better facilitate proper oversight and open discussion by the board;
8.3.6.3.2. Manage clear expectations with excluded parties regarding follow-up by the board, even if there is nothing to report; and
8.3.6.3.3. Ensure that the discussion remains on topic with respect to the agreed-upon agenda for the executive session.
8.4. Annual Meeting. There shall be an annual membership meeting of the Association during the month of January, for the installation of Officers, for receiving the annual reports and the transaction of other business. Notice of such meeting shall be emailed to the last recorded address of each member at least fifteen (15) days before the time appointed for the meeting. Posting to the DCBA website shall also constitute notice.
8.5. Special meetings of the Association shall be called by the President or upon the written request of not be less than one/tenth of the voting membership of the Association. Notice of any special meetings shall be emailed to each member’s last recorded address at least fifteen (15) days in advance, with a statement of the time and place and information as to the subject or subjects to be considered. Posting to the DCBA website shall also constitute notice.
8.6. Board Action without a Meeting.
8.6.1. Rationale. In the event that Board action is required before a meeting can be called or the matter does not warrant calling a special meeting, Board action may be taken without a meeting.
8.6.2 Voting. Action may be taken by phone or e-mail by an affirmative vote of all voting members of the Board.
ARTICLE IX Election/Appointment Process
9.1. Elections
9.1.1. Nomination. The Nominating Committee will elect a chairman other than the Vice President. The Vice President then becomes a non-voting member of the Nominating Committee. The Nominating Committee shall ensure all candidates for any elected officer meet the requirements of Article IV. The Nominating Committee shall submit a slate of candidates for officers and publish the slate to the membership in writing 30 days prior to the November General Membership meeting. The publication on the DCBA website shall constitute written notification.
9.1.2. Nominations from the Floor. Nominations for all positions will be accepted from the floor prior to the election at the November meeting.
9.1.3. Election. The election shall take place by secret ballot at the November meeting and winners determined by a simple majority.
9.1.4. The Chairman of the Nominating Committee will hold the Election of Officers at the November Meeting:
9.1.4.1. Call to Order of the General Election.
9.1.4.2. Reading of the Candidates
9.1.4.3. Certification that candidates have met the requirements to be Officers according to these bylaws.
9.1.4.4. Nominations from the floor.
9.1.4.5. Nominations from the floor.
9.1.4.6. Nominations from the floor.
9.1.4.7. Certification of any floor nominations.
9.1.4.8. Any Candidate may remove their name from the ballot.
9.1.4.9. Each Candidate is given One Minute to speak.
9.1.4.10. If only one candidate is nominated for an office, that (those) candidate(s) may be elected by a voice vote of acclamation.
9.1.4.11. Election by secret ballot. Ballots will be handed out only to those members in good standing according to Article III above.
9.1.4.12. Count and Recount of Ballots by Nominating Committee.
9.1.4.13. Results of Election.
9.1.5. Assumption of Office. The new Board of Directors shall assume their duties on January first of each year and be installed at the Annual Meeting in January.
9.1.6. The current board and new board will attend December and January meetings for hand-off. The outgoing board members are responsible for the year-end reports presented at the January annual meeting.
9.1.7. Transition of Officers:
9.1.7.1. All passwords will be changed annually.
9.1.7.2. All Shared Documentation Edits will be canceled for any non-current officers. New officers will be granted access.
9.1.7.3. New Bank Resolution with Signature Authority will be executed. The Treasurer will coordinate all transfers of account authority and passwords.
9.1.7.4. An internal Audit of the Accounts shall take place annually between the election in November and the annual meeting in January. The Audit Committee will be appointed at the November Membership meeting. The New Elected President will be the chairman of the Audit Committee unless a current officer. The Audit Committee shall consist of a Past Vice President or any other Past Officer if a Past Vice President is not available, one of whom will be elected Chairman by a vote of the Audit Committee if the incoming President is ineligible. No current officer may serve on the Audit Committee. If the New Elected President is a current Officer, any Past Officer may serve as the chairman. If no past officers are available or qualified, the Audit Committee will elect a Chairman. There must be at least one independent member from the general membership. The New Elected President may appoint other members of the Audit Committee, but not to exceed 6 members but be no less than 3. It is encouraged that past officers serve on the Audit Committee. The current Treasurer will make all necessary documents and accounts available to the Audit Committee. The Audit is open to the general membership, but only as observers. The internal audit normally will be conducted in December each year and the Audit Report given at the January Annual Meeting. If it is deemed by a majority of the Audit Committee, an external Audit may be requested at a meeting upon a majority vote of the membership.
9.2. Appointment of Board Members
9.2.1. Appointed Positions. All positions other than the officers and past president are appointed positions by the Executive Committee.
9.2.2. Appointment Process
9.2.2.1. Recommendation of Candidates. Any member in good standing may recommend candidates for the appointed positions.
9.2.2.2. Selection. All appointed positions on the board will be determined by a majority vote of the Executive Committee.
9.3. Terms and Limits. All members of the Board of Directors shall serve a term of one year, and are eligible for re-election or re-appointment..
9.4. Vacancies. Any vacancy occurring amongst the Board of Directors shall be filled by a majority vote of the remaining directors for the remaining unexpired term. If the President position becomes vacant, the Vice-President shall assume the office of President and a new Vice-President will be elected from the remaining duly elected officers. If no officer will serve, a new Vice-President will be elected majority vote of the remaining directors for the remaining unexpired term.
9.5. Removal of Officers and Board Members.
9.5.1. Nonperformance. Any officer not performing the duties of their office by missing meetings or failure to complete the objectives of the position, will be replaced by appointment by the president and vote of majority of the executive board.
9.5.2. Attendance. Any officer or board members absent from three consecutive general and board meetings shall be subject to removal by a simple majority vote of the Board of Directors.
9.5.3. For Cause. Any officer or board member in serious malfeasance of their responsibilities or behavior inconsistent with the principles of the DCBA may be removed from office by a two-thirds vote of the remaining board of directors.
ARTICLE X Financial
10.1. Dues. The annual dues for each membership classification of the association shall be determined by the membership at the annual meeting. The Executive Committee shall present its recommendations for changes to the dues schedule to the membership prior to its vote thereon. The dues schedule once established shall remain in effect until changed. Dues are paid annually and run from the first of the month when they were first paid, until the last day of the previous month the next year. Dues paid in arrears will be considered to have been paid when due unless over 180 days have passed since the due date. Any member may rejoin after the 180 days, but as a new member and pay any initiation fees, if any.
10.2. Initiation Fees: The Executive Committee shall present its recommendations for changes to the initiation fees schedule to the membership prior to its vote thereon. The initiation fees schedule once established shall remain in effect until changed.
10.3. Dues are in arrears on the first day of the month following the date they were due. A member in arrears is not in Good Standing and may not hold office or be part of the Mentor Program. A member will be temporarily removed from any positions until the member is in Good Standing.
10.4. Financial Controls
10.4.1. Fiscal Year. The fiscal year shall be from January 1 through December 31.
10.4.2. Signature Authority. Treasurer, President, Vice President, or Communications Director shall sign all checks, drafts, or other instruments for the payment of money or notes of the DCBA. An officer is not allowed to sign any check for which they are the payee. Reimbursement checks written to a board member must be signed by the other two authorized signers.
Normally, all checks, drafts, or other instruments for the payment of money or notes of the DCBA will be signed by the Treasurer. In the absence of the Treasurer, the President will sign.
The Vice President and the Communications Director will only sign when required to sign a Reimbursement check where the President or Treasurer is the Payee.
A Bank Resolution, for each financial institution where the DCBA has an account with, the Officers able to sign will be made by the Executive Committee each January. A copy is delivered to each financial institution where the DCBA has an account.
A Bank Resolution with the Officers able to sign will be made by the Executive Committee as required when any signee is replaced or no longer a member of the board.
10.4.3. Expenditure Limits. Any expenditure of more than two hundred and fifty dollars ($250.00) must be approved by a resolution of the Board of Directors. unless part of an approved budget. Generally, all expenditures that not part of the Annual Budget should be preapproved by the board. Any expenditure of more than five hundred dollars ($500.00) must be approved by a resolution of the Board of Directors and the General Membership unless part of an approved budget.
10.4.4. Audits. The DCBA will conduct an annual audit of the financial records of the chapter prior to the annual meeting. The Treasurer will present the DCBA Financial Books to the Audit Committee. Results of the Audit will be reported at the Annual Membership Meeting
10.4.5. The Board of Directors shall approve an annual budget. The budget shall be for the fiscal year. The budget will be voted on by the general membership at the Annual Meeting.
10.5. Gifts and donations.
10.5.1. Authority. The DCBA is authorized to accept and receive contributions, donations, and grants from any and all sources.
10.5.2. Endorsement. Acceptance of any grant or gift - restricted or unrestricted - does not imply any form of endorsement by the DCBA for the source, services, products, or policies. Nor does it imply any benefit - past, present, or future - to be granted by DCBA. Acceptance of any contract will not imply any endorsement, benefit or product beyond the deliverable services and products expressly contained in the contract.
10.5.3. Right of Refusal. It will be the general policy of the DCBA to accept contributions from any source. However, DCBA retains the right to refuse any gift where, in the judgment of the Board of Directors, the reputation or perceived image of the grantor may be deemed injurious to the DCBA.
10.5.4. Any gift or donation made to a Board Member in any capacity or association with the DCBA, shall be the property of the DCBA association. The property can only be retained by the Board Member after a vote by the General Membership at the next General Meeting. Board members should not be able to retain gifts or donations made to them. This should remain property of the DCBA. Board Member are ineligible for any drawings of door prizes at the General Meeting.
ARTICLE XI Ad hoc Committees
11.1. Membership
11.2. Nominations
11.3. Fund Raising
11.4. Audit
11.5. Mentor
11.6. Scholarship
11.7. Any other Ad Hoc Committee as determined by the Executive Committee
Each Ad Hoc Committee will write its own specific Mission Statement that is consistent with the Mission Statement in Article I. The mission statement must state if the aim is for existing members in Good Standing and/or the general public. The Mission Statement must be approved by the Executive Committee. Only Members in Good Standing may be a Committee Member.
With the approval of the board, fees may be associated with any activity. In addition to being a member in good standing, these fees must be paid to DBCA. If the activity is open to the general public, fees for the general public may be more than those charged members in good standing. Any member not in Good Standing will pay the public fee. A suggested donation may also be made part of any activity, either public or for members only.
ARTICLE XII Member Dismissal
Procedures for disciplining and/or dismissal. The subsequent procedures are to be followed on the occasion of disciplining and/or dismissing an applicable member of the DCBA.
12.1. Informal Initial Step. When any member of the DCBA and/or public thinks an infraction of the tenets, policies, written rules, guidelines or protocols of the association has occurred, that person, should weigh, with good judgment, whether or not to speak with the offending party directly, or to defer to the DCBA President or Executive Board with the matter (see Formal Process). Not all members are fully aware of the guidelines and protocols of the association and may just be acting out of a lack of knowledge or understanding and not malice. A congenial approach to bring the misunderstanding to that person’s attention often precludes future problems for the association. It is important for individuals, Officers and Committee chairman to know that their actions are being noted with regard to the other tenets of the association. If an informal approach is unsuccessful in resolving the problem then proceed to the formalized procedure.
12.2. Formal Process
12.2.1. In order to demonstrate grounds for this action, the case must be presented in writing. If the case involves a member, committee member, or committee, then the written case must be submitted to the Executive Board. If the infraction involves a member of the Executive Board, then the written case must be submitted to the membership.
12.2.2. A case may be brought to the attention of the board by:
12.2.2.1. general public,
12.2.2.2. partnering organizations
12.2.2.3. member(s) of the association
12.2.2.4. member(s) of the Executive Board
12.2.2.5. member(s) of the TBA
12.2.3. The offending individual shall be notified of the allegations within 7 days after the written case has been submitted. The individual shall have 30 days to respond in writing to the case details before suggestions toward disciplinary action are made.
12.2.4. If the offending party is a board member, a committee will be selected by the membership as an Advisory/Coordinating Committee consisting of 5 members.
12.2.5. The Executive Committee shall review the documented case, make recommendations toward disciplinary action and submit this information in writing. The submitted documentation must include a statement from the offending person and the original written case submitted to the Board or Advisory/Coordinating Committee. The Advisory/Coordinating Committee may contact all involved parties regarding the case prior to taking the case to the Executive Board or advisory committee. The Coordinator will notify (in writing) the petitioners with the acceptance or non-acceptance of the outlined grounds and recommendations on the further process of disciplinary action.
12.2.6. The person affected by the documented allegations and resulting disciplinary action shall be notified by the Coordinator of the case and the final disciplinary action.
12.2.7. Appeal Process. The individual has 30 days to respond or appeal to the Chapter Advisory/Coordinating Committee. No response indicates an acceptance of the case recommendation and disciplinary action unless otherwise stated within the disciplinary course of action. In the case of an appeal, the Advisory/Coordinating Committee shall make a recommendation and resubmit the case Coordinator for final resolution. Circumstances that may warrant reconsideration to the Coordinator may include substantive error or omission of information that was submitted to the Coordinator.
ARTICLE XIII Amendment of Bylaws
13.1. Notification. Notice of all proposed amendments to the bylaws with the date, time, and place of consideration shall be presented in written form via conventional mail, email, posting to the DCBA Website or other equivalent means to members at least 30 days prior to consideration by the membership.
13.2. Membership Vote. These bylaws may be amended by a two-thirds vote of members constituting a quorum after the proposed amendment has been approved by the DCBA Executive Board.
ARTICLE XIV Dissolution
Should the membership elect to dissolve the Association, all assets will be donated to a similar not-for-profit beekeeping organization, university or research entity. Nothing will accrue to any individual.