Given below is the Constitution of the Lochaber Beekeepers Association. The Constitution is the governing document by which the LBA manages, controls and regulates itself and therefore all current members, and those wishing to join, are expected to be familiar with this document and agree to abide by the rules therein.
Lochaber Beekeepers Association Constitution
Autumn 2011 (updated Spring 2014)
1. The name of the Association will be Lochaber Beekeepers Association.
2. The objects of the Association shall be the encouragement and advancement of beekeeping and the provision of education through lectures, courses, practical demonstrations and exhibitions of honey and beekeeping.
3. Lochaber Beekeepers Association shall be affiliated to The Scottish Beekeepers Association and accept the Constitution and Rules of The Scottish Beekeepers Association. Representatives shall be appointed in accordance with the rules of The Scottish Beekeepers Association to represent this Association at the meetings of that body.
4. Membership: Ordinary membership shall be open to those interested in beekeeping who pay their subscription annually, before end-January of the year commencing. Anyone wishing to become an Ordinary member who is below 18 years of age is to be accompanied by a parent or guardian at all times. The Association may elect to Honorary Life Membership any member who has rendered eminent service to the Association and/or to beekeeping.
5. Expulsion: The Association shall have the power to expel any member if they:
a. Refuse to conform to the Constitution and Rules of the Association.
b. Act in any way which is liable to bring the Association into disrepute.
Any member so expelled will not be entitled to any refund of subscription already paid.
6. The Committee shall consist of:
a. Officers: Chairperson, Vice Chairperson, Secretary, Treasurer, Equipment Manager and Website Manager. Two offices may be combined.
b. The Committee may co-opt up to three additional members who shall serve until the next AGM.
c. At a meeting of the Committee, three shall form a quorum.
d. The Committee may set up sub-committees for special topics or projects.
e. The Committee will manage the affairs of the Association, subject to any limitations imposed by decisions at an AGM.
7. An Honorary Auditor shall be elected annually but shall not be a member of the Committee.
8. Members may be nominated for Honorary Life Membership at the Annual General Meeting for services rendered to the Association and/or to beekeeping generally. Such honorary members shall be entitled to the same privileges extended to ordinary members.
9. The Annual General Meeting (AGM) of the Association shall be held within two months of 30th September, this being the financial year-end. One eighth of the membership shall form a quorum. At least fourteen days’ notice of the meeting shall be given in writing by letter or email and announcement on the Association website. At this meeting the following business will be transacted:
a. apologies for absence
b. adoption of the minutes of the previous AGM and of any Special General Meetings held since
c. presentation of the Chairperson's report
d. presentation of the Secretary’s report
e. presentation of the Treasurer’s report
f. presentation of the Equipment Manager's report
g. election of members to the offices of Chairperson, Vice Chairperson, Secretary, Treasurer, Website Manager, Equipment Manager and Honorary Auditor
h. election of Honorary Life Members
i. fixing the annual subscription
j. business of any proposed motion or discussion items received by the Secretary in writing at least fourteen days before the AGM.
k. Any other matters arising or competent AGM business.
10. The election of Chairperson, Vice-Chairperson, Secretary, Treasurer, Equipment Manager and Website Manager shall be for a term of three years and officers may be re-elected for one additional term – so serving no more than six successive years in the same office. Retired officers will be eligible for re-election to the same office after a period of two years. The Vice-Chairperson shall accede to the office of Chairperson on the retirement of the serving Chairperson.
11. Co-opted Committee members shall be eligible to serve for up to three years.
12. In the event of the resignation of any officer, the Committee may co-opt a member to fill the position until the date of the next AGM.
13. Each Candidate for election must be nominated by one member and seconded by another. Nominations may be in writing to the Secretary, in advance of the AGM, or they may be made verbally at the meeting. If more than one individual is nominated for any vacancy, a ballot of the members present at the AGM shall be made. In this ballot each member shall be entitled to one vote and the decision will be based on a simple majority.
14. Chairperson’s voting rights: In the event of a tied vote at any meeting the Chairperson shall have a second or casting vote. The Chairperson, if present, will chair any meeting and, in their absence, this will be delegated to the Vice-Chairperson or another officer.
15. A Special General Meeting (SGM) of the Association may be convened at any time by the Committee and shall be convened within twenty-eight days of receipt by the Secretary of a written requisition signed by any seven members. At least fourteen days’ notice of the meeting shall be sent to all members by letter or email and announced on the Association’s website. The notice of the meeting shall clearly state the purpose for which the meeting is to be held.
16. The financial year shall be the twelve months ending on 30th September. Annual Subscriptions for the following year will be due in January. Any member failing to pay his or her subscription by 31st March may, at the discretion of the Committee, have their membership cancelled and be excluded from the privileges of membership until the membership subscription is renewed. New members joining after 30th June may be enrolled for the remainder of the year on payment of pro rata fee. Those new to beekeeping who attend an Introductory Course arranged by the Association will be charged 50% of the annual subscription for their first year’s membership.
17. The Association shall maintain a bank account and the authorised cheque signatories shall be the Treasurer and two other elected officers. Cheques shall be signed by any two of the three signatories.
18. An amendment of this Constitution requires a two-thirds majority of those voting either at an AGM, at a SGM convened for that purpose or as a result of a postal or e-mail ballot.
19. The Committee may make or amend such rules as are deemed necessary for the efficient administration of any scheme of insurance adopted by the Association, or any other project which may be undertaken.
20. The Association may be dissolved by at least two-thirds majority of members casting their votes at an AGM or SGM for which the relevant period of notice had been given stating the terms of the proposal to dissolve.
21. Any assets remaining after the settlement of all debts and liabilities shall be given to such other recognised organisation or organisations that have objects similar to those of the Association as the management committee may determine.
Given below are the Terms & Conditions of the LBA Equipment (Eqpt) Loan Programme; anyone wishing to borrow equipment from the LBA must agree to abide by these at the time that equipment is issued.:
1. The beekeeping equipment that is owned by the Lochaber Beekeepers Association (LBA) was specifically purchased in order that it could be issued on a short loan to new members until they are able to acquire equipment of their own. These Terms and Conditions (T&C) give the manner in which this is to be achieved and how the equipment is to be managed.
2. By signing the LBA Equipment Loan Check List & Agreement form, anyone wishing to borrow equipment is stating that they agree to be bound by these T&C.
3. All borrowers are requested to collect and return items to the current Equipment Manager. Due to the limited current storage facilities, items are only available for collection/return between Monday & Friday. Please contact firstname.lastname@example.org for a mutually convenient time.
4. All equipment taken on loan from the LBA remains the property of the LBA unless a formal agreement is made to allow the borrower to purchase the equipment at current cost price.
5. General. All LBA equipment is to be managed by a nominated Equipment Manager (EM) who is to ensure that:
· An Asset Register is maintained
· A Loan Register is maintained
· An audit of all assets is carried out annually
· All equipment is inspected annually
6. Signing for Equipment. The EM, or a person delegated by him, is to ensure that the person named on the Equipment Loan Check List and Agreement form checks and signs for all LBA equipment taken on loan.
7. Transfer to a Third Party. No one borrowing LBA equipment is to lend or transfer it to another party without the prior consent of the EM.
8. Period of Loan. The period of loan will be for 12 months from the date of issue after which the borrower will be expected to return or replace the equipment.
9. Qty of Equipment on Loan to an Individual. The maximum amount of equipment that is to be loaned to an individual will be that which is sufficient to run one complete colony of bees.
10. Equipment Losses or Damage. The borrower is solely responsible for safeguarding all LBA equipment taken on loan. The borrower will therefore, be responsible for either replacing or paying for all equipment that is lost or damaged, beyond what could reasonably be classed as fair wear and tear.
HIRE CHARGE / DONATION
11. All LBA equipment will be loaned to members free of charge but, in order to fund the upkeep and maintenance of the equipment, all borrowers will be asked to make a donation of £25 to the LBA fund. There is a £10 charge for the use of the honey extractor or honey press which must be returned within 2 weeks of them being borrowed. Wax/Candle making equipment is provided for a small donation to LBA.
PURCHASE OR REPLACEMENT OF LBA EQUIPMENT
12. To avoid disturbing an established colony of bees, anyone who has LBA equipment on loan may apply to the Committee for approval to purchase or replace that equipment at current cost price.
13. In order to maintain the quality of the equipment held by the LBA the Committee are to specify the price or preferred supplier that the borrower will be required to pay / use prior to such approval being given.
DISPOSAL OF LBA EQUIPMENT
14. Following the annual audit and inspection, any LBA equipment that is deemed to be no longer fit for purpose may be disposed of as follows:
* Items that are deemed to be no longer fit for purpose may be offered for sale to the membership. The Committee is to fix what is deemed to be a reasonable asking price based upon the condition of the item in question.
* To be disposed of via a recycling site.
The Committee will make the decision as to which option is to be taken.