FAMILY BEEKEEPERS OF ILLINOIS
Revised April 4, 2019
ARTICLE I: MEMBERSHIP
Section 1. Family Beekeepers of Illinois (“Club”) Membership
a. Membership shall run from September 14th to September 13th, each year.
b. Membership is open to any individual person interested in beekeeping, who will support the Constitution and policies of the Club, subject only to compliance with the provisions of the Bylaws.
c. Membership dues are payable on September 13th of the year prior to desired membership; if unpaid by September 14th, the member will not be in good standing until dues are paid.
d. Membership termination does not absolve a former member from any indebtedness to the Club.
e. Interested non-beekeepers may join the Club by payment of the regular annual dues.
f. Only members of the organization in good standing shall be eligible to participate in its business meetings, vote, or serve in any of its elective or appointed positions.
g. There shall be only one classification of membership hereinafter known as a general membership.
h. It is the responsibility of each member to keep his or her contact information current with the Club’s Membership Director.
Section 2. Suspension and Expulsion for Cause
a. Any member who willingly or intentionally impedes the business or mission of the Club shall have his/her membership suspended for a minimum of three months.
b. Any member who is suspended more than once shall have his/her membership revoked indefinitely.
c. The suspension or expulsion of a member shall require a three-fourths vote of the Executive Board. The decision of the Board shall be final.
ARTICLE II: OFFICERS
Section 1. Duties of All Elected Officers
a. All outgoing officers shall surrender to their successors by the end of the September meeting all monies, papers, property, equipment, and information belonging to the Club.
b. All officers shall conduct the duties of his/her office in accordance with these Bylaws.
c. The Vice President and Secretary shall serve as alternative signatories on the Club checking account as necessary. The necessity shall be at the discretion of the President.
d. All officers shall collaborate with and advise other officers on methods for improving Club management.
Section 2. Duties of the President
a. The President shall preside at all Club meetings and serve as ex officio member of every committee, but can vote only to break ties within any meeting.
b. The President may appoint committees as necessary in his/her judgment, or as authorized by the Executive Board.
c. The President, or a person he/she selects, shall represent the Club on special occasions when dignitaries or guests visit a Club event.
d. The President shall call regular and special meetings, and direct the Secretary to notify the general membership of the meetings, including time and place, unless notice is published on the Club website.
e. The President shall be responsible for insuring that all bills and loans are paid and current.
f. The President shall be responsible for insuring that all legal documents are filed in a timely matter.
g. The President shall act as the principal point-of-contact between the Club and other beekeeping organizations, businesses, and Organizations or appoint a member to do so.
h. The President shall present to the general membership a written, balanced budget during the November regular meeting.
i. The President shall appoint a Secretary Designate to record minutes if the Secretary is needed to fulfill other duties during any meeting.
Section 3. Duties of the Vice President
a. The Vice President shall act with full power of the President in his/her absence or inability to act.
b. The Vice President shall relay all transpired business to the President directly after he/she has acted in the capacity of the President.
c. The Vice President shall – under the direction of the President – be responsible for the promotion and education of the organization; arranging for educational programs such as peer and guest speakers, workshops, Question & Answer sessions, etc.
d. The Vice President shall work under the direction of the President to advance and promote the good image and beneficial works of the Club.
e. The Vice President shall work with the President to recommend, determine and implement policy decisions made by the Board.
f. The Vice President shall oversee the inventory of all club-owned physical assets and their use by club members.
Section 4. Duties of the Secretary
a. The Secretary shall keep an accurate and permanent record of all meetings of the Club.
b. The Secretary shall carry on the general correspondence of the Club under the direction of the President, and shall assist with the organization’s mail.
c. The Secretary shall issue advance notices to the Officers and Directors of all forthcoming Executive Board meetings.
d. The Secretary shall collect and distribute all Club mail and correspondence to the appropriate Executive Board member.
e. The Secretary shall collaborate with the President and Treasurer to ensure that all legal and financial documents are filed in a timely manner.
f. The Secretary shall maintain a written record of all contacts with which the Club interacts.
g. The Secretary shall maintain a swarm capture document.
h. The Secretary shall timely file and preserve all documents of the Club.
i. The Secretary shall prepare the Annual Report.
Section 5. Duties of the Treasurer
a. The Treasurer shall be the recipient of all annual dues and monies from other sources, and shall be the custodian of the Club funds.
b. The Treasurer shall furnish a statement of Club accounts at each monthly meeting, and at any Executive Board or special meeting when called upon to do so.
c. The Treasurer shall file all legal financial statements and records in a timely manner.
d. The Treasurer shall make available for review at a time and date of his/her convenience a statement of his/her accounts to any member in good standing who makes a written request for such accounts. Such date and time shall not be more than 30 days from the date of receipt of such request.
e. The Treasurer shall deposit all Club funds into a bank chosen by the Executive Board.
f. The Treasurer shall pay bills as directed by the President.
g. The Treasurer shall keep an accurate account of all financial records and maintain an itemized record, in a permanent file, of all receipts and expenditures and give a financial report at every meeting of the Club, including an itemized report of receipts and expenditures and balances since the previous regular meeting and provide a written report of the same at all regular monthly meetings or at such other times as required.
h. The Treasurer shall pay all bills related to normal Club operating expenses by check and present a statement of all bills paid to the Board at the next Board meeting.
Section 6. Duties of the Membership Director
a. The Membership Director shall receive all applications and associated dues and forward the dues directly to the Treasurer.
b. The Membership Director shall keep an accurate membership roster of all members and their contact information.
c. The Membership Director shall maintain an up-to-date membership list in an electronic format that shall be available to all Board Members upon request.
Section 7. Duties of the Executive Board
a. The Executive Board shall consist of the President, Vice President, Secretary, Treasurer, and the Board of Directors.
b. The Executive Board may have no more than nine members.
c. The Executive Board shall be responsible for the administration of the Club.
d. The Executive Board shall transact all necessary business of the Club.
e. The Club President shall be the Executive Board Chairman.
f. An Executive Board meeting may be called by the President, or any members of the Board of Directors.
g. The Executive Board, or its individual members, shall advise the President in any and all matters in the organization.
h. If any referendum is placed before the Executive Board, members shall each have one vote.
i. A simple majority of the total number of Executive Board members shall constitute a quorum.
j. In the event of a vacancy on the Board of Directors, the Executive Board will appoint a new member of the Board.
k. The requirements for membership on the Board of Directors shall be the same as those for club officers.
ARTICLE III: ELECTIONS
Section 1. Election of Officers and Membership Director
a. All elected officers shall be members in good standing in the Family Beekeepers of Illinois.
b. All elected officers must be at least 18 years old.
c. The President, Vice President, Secretary and Treasurer shall be elected annually by the voting members of the Family Beekeepers of Illinois present at the August meeting.
d. The Membership Director shall be elected every three years, starting in the year 2017, by the voting members of the Family Beekeepers of Illinois present at the August meeting.
e. All elected officers and the Membership Director shall assume office at the end of the September meeting.
Section 2. Nominations
a. The Nominating Committee will be the Executive Board. Any Board member may designate one member in good standing to represent himself/herself on the committee.
b. The Nominating Committee shall elect its own Chairman.
c. The Nominating Committee shall nominate at least one member for each Club office to be filled.
d. The Nominating Committee shall present its slate of nominees at the July meeting.
e. Any member to be nominated for an office in the Club must have been a member in good standing for at least 90 days before his/her name may be placed in nomination.
f. Any member whose name is placed in nomination must have previously agreed to accept responsibility of the office.
g. Any member in good standing may be nominated from the floor.
h. A nominator must have secured consent from the nominee before placing his/her name in nomination from the floor.
Section 3. Election Regulations
a. The Election Committee shall consist of no less than three members in good standing.
b. The Election Committee shall elect its own Chairperson.
c. The Chairperson of the Election Committee shall run the election.
d. The duties of the Election Committee shall be to record the names of nominees on a visual display, pass out ballots, collect the marked ballots after voting, tally votes, and inform the President in writing of the election results.
e. The President shall inform the members of the election results.
f. The election of Executive Board members shall be by secret ballot.
g. If only one nomination is made, the candidate may be elected by acclamation. All other voting methods shall be at the discretion of the President.
h. A member must be present at the time of voting if his/her name is placed in nomination from the floor.
i. Officers shall be elected by a simple majority of voting members.
Section 4. Vacancies in Office
a. Should a vacancy occur in the office of President, the Vice President shall assume the office of the President.
b. If the Vice President is unable to perform the duties as President, the senior member of the Board of Directors shall perform those duties.
c. Vacancies in all other offices shall be filled through appointment by the President and approved by a simple majority of the Executive Board.
Section 5. Compensation
a. Each member of the Executive Board shall serve on a volunteer basis and shall not receive compensation in any manner, notwithstanding any reimbursement for personal outlays that may be required from time to time for Club business. All reimbursements over $25.00 shall be reviewed and approved by the Board of Directors prior to disbursement.
ARTICLE IV: MEETINGS
Section 1. Procedure
a. To conduct business as rapidly as possible, “The Standard Code of Parliamentary Procedure” shall be the parliamentary authority for all matters of procedure not specifically covered within these bylaws.
Section 2. Order of Business of Regular Meetings
a, President’s Call to Order
b. Pledge of Allegiance
d. Welcome New Members / Guests
e. State Apiary Inspector’s Comments
f. Guest Speakers
g. Educational Presentation Topic and Discussion
i. Treasurer’s Report
j. Secretary’s Report
k. Membership Director’s Report
l. Committee Reports
m. Old Business
n. New Business
o. Adjournment of General Meeting
p. The President or presiding officer shall have executive privilege to alter the agenda, as he/she deems necessary.
Section 3. Order of Business of Special Meetings
a. President’s Call to Order
c. Old Business
d. New Business
e. Adjournment of Special Meeting
f. The President or presiding officer shall have executive privilege to alter the agenda, as he/she deems necessary.
Section 4. Quorum
a. A quorum for any meeting of the general membership to conduct business shall be three-fourths of all members in good standing.
ARTICLE V: ANNUAL DUES
Section 1. Club Dues
a. The amount of the annual dues and late payment fees shall be decided upon by the Executive Board.
b. The Executive Board may increase or decrease the amount of the annual dues when it deems this necessary for the betterment of the Club.
c. The members shall be notified through email at the address listed for each member in the Club Roster or by announcement at a regular meeting (or both) of any change in dues.
d. Dues and late fees are non-refundable.
ARTICLE VI: CLUB OUTSIDE ACTIVITIES
Section 1. Club Activities
a. The Executive Board shall be consulted and advised in advance regarding all proposed projects to be carried out under the name of the Family Beekeepers of Illinois, and an endorsement from the Executive Board shall be secured from it before proceeding with the proposed project.
ARTICLE VII: AMENDING THE CLUB BYLAWS
Section 1. Proposed Changes and Required Action for Adoption
a. A 30-day notice of proposal to amend the Bylaws shall be sent to each active member, stating the exact present wording, and identifying it by Article Number and Section Letter, and state in exact wording any changes that are proposed.
b. The Bylaws may be amended at the August meeting by a two thirds majority voting members, provided a quorum of members is present.
c. If proposed changes to the Bylaws cannot ratified at the August meeting, they may be altered and reintroduced for a vote on a monthly basis until ratification can be obtained. No new changes may be presented during this period.
ARTICLE VIII: INCORPORATION OF THE CLUB
Section 1. Incorporation of the Club and Corporate Powers
a. This Club was incorporated with the State of Illinois on September 14th. 2017 and is currently identified under Corporate File No. 71468275 of the General Not for Profit Corporation Act of 1986.
b. The Club shall have the Powers specified under the statutes of the General Not For Profit Corporation act of 1986.
ARTICLE IX: CONDUCT OF BUSINESS
Section 1. Business Affairs
a. The business affairs of the Club shall be conducted only by members of the Executive Board.
Section 2. Conflict of Interest
a. Any officer knowingly having a business-related conflict of interest with his/her Club Office shall have the interest discussed and resolved in front of the general membership of the Club.
Section 3. Inspection Rights
a. Upon request, the records of the Club shall be made available for examination to any member.
b. Upon making arrangements with the Secretary, the records will be made available for examination and copying.
c. Copying of records will be at the expense of the individual wishing to make copies.
d. Personally identifiable information (PII), or sensitive personal information (SPI), will be redacted from all records prior to the release of any reports to any member of the general membership.
ARTICLE X: FINANCES
Section 1. Banking
a. All dues and monies of the Club in excess of immediate operating expenses shall be placed into a checking account in a bank located in Taylorville, Illinois.
b. All members of the Executive Board will be signatories on the Club checking account.
c. All checks written for over $250.00 shall require two signatures.
d. If a second co-signature is required on a check, the two co-officers signing shall not be related.
e. All Club finances shall be audited by the Board of Directors annually in January.
f. At a minimum of every three years, all Club finances shall be audited by an outside, independent auditor.
Section 1. Expenditures
a. No Club member shall incur any indebtedness on behalf of the Club, except as authorized by the President.
b. All monies shall be used in accordance with the mission of the Club as determined by the Executive Board.
ARTICLE XI: INSURANCE
Section 1. Purchase and Maintenance
a. The Club shall purchase and maintain insurance on behalf of any agent of the Club including officers and general members of the Club against liability other than for violating provision of law.
b. The Executive Board shall review quotes provided by no fewer than three insurance carriers on a biennial basis.
ARTICLE XII: VOTING
Section 1. Limitations
a. Only members in good standing, 18 years and older, may vote in an election.
b. No proxy vote shall be counted as valid.
c. Items requiring a vote shall be by secret ballot.
Section 2. Items Requiring a Vote
a. Election of officers
b. Changes in bylaws
Section 3. Other Issues
a. Any issue, other than those in Section 2 of this Article, may be considered by the general membership at a regular meeting. The issue must be raised in the form of a motion and requires a second before being considered. Any issue considered and defeated by a simple majority of the members at the meeting may not be considered again and shall not be attached to another vote for six calendar months.
ARTICLE XII: CLUB PROPERTY
Section 1. Ownership
a. All real property, equipment, reference materials, websites, social media pages, intellectual property, and any other property purchased by the Club, purchased or operated by a member acting on behalf of the Club or donated to the Club shall remain the property of the Club in perpetuity.
b. An annual inventory of all Club assets shall be performed in January of each year by the Executive Board.
c. Any member who fails to cooperate with the Executive Board during the annual inventory shall have his/her membership in the Club revoked.
ARTICLE XIV: POLITICAL ACTIVITIES / SOLICITATION POLICY
Section 1. Political Endorsements
a. The Family Beekeepers of Illinois shall not endorse, support or contribute to any political issues, candidates or a political party (local, state or federal). The property, name, literature, website and equipment of the Club shall not be loaned, rented, leased or donated to any group for any activity in support of a specific candidate or political party or political issue. Signs, petitions, presentations or distribution of political materials at any Club event is prohibited. These restrictions are not to prohibit or impede free speech of individual members or guests. Nor do they apply to political signs on vehicles, clothing or personal property.
Section 2: Solicitations
a. Solicitations or petitioning at Club meetings or events, regardless of cause being represented, shall not be permitted.
ARTICLE XV: DISSOLUTION
Section 1. Dispersion of Organization
a. Should Dissolution of the Organization take place, after all liabilities and obligations have been paid, any remaining assets shall be contributed to a Central Illinois Beekeeper Club, as decided by the Executive Board.
Respectfully submitted, Executive Board Family Beekeepers of Illinois. Scott Carter, President – Skip Hatch, Vice-President – Bill Wilson, Treasurer – Joyce Dullenty, Secretary, Mike Dullenty, Director.