Harris

    County

        Beekeepers

5.4 The Recording Secretary shall certify quorum and keep a correct record of the proceedings of all regular, Executive Committee, and Board of Directors meetings.  The Recording Secretary shall provide a draft version of the Minutes to the Corresponding Secretary within 10 days of each meeting.  He/she shall preserve, in a permanent file, all records and letters of value to the organization and its officers, to be transferred to their successor at the close of the term of office.  He/she shall also keep an attendance list of all meetings and it shall be his/her duty to check the attendance of all officers at all meetings and to advise the President when an officer has been absent from three (3) consecutive regular meetings or three (3) consecutive Executive Committee meetings.  The Recording Secretary shall keep an accurate and current list of all membership list be shall distributed to the Board of Directors during the March meeting and notified of any changes to this information within at the next regular business meeting during the fiscal year. 


5.5 The Corresponding Secretary shall conduct the correspondence of the organization.  He/she should forward to the state (TBA) information as required.  He/she shall notify the Treasurer when any payments are required.  He/she should take the place of the Recording Secretary when called upon to do so by the President.


5.6 The Treasurer shall have charge of all monies and shall report thereon at all regular meetings.  He/she shall collect all dues from members giving a proper receipt therefor.  He/she shall pay all bills upon the written authorization of the President.  He/she shall keep itemized records in a permanent file of all receipts and expenditures and give a written report of the same in January and July at an Executive Committee Meeting.


5.7 The Treasurer shall pay to the Executive Secretary of the state whatsoever monies as are required.  He/she should turn over to his/her successor, within ten (10) days of vacating the office, all books, records, papers, and keep a listed receipt thereof.


5.8 An Auditing Committee consisting of the Treasurer and at least three (3) members elected by the membership at the regular October meeting shall audit the financial accounts of this organization annually.  The audit shall be completed within 90 days and a reports shall be made to the membership at the January meeting following completion of the audit by the member selected to Chair the committee.


Article 6 - Committees


6.1There shall be the following standing committees: Program, Membership, Publicity, Hospitality, Youth Program, and Advisory.


6.2 Each committee chairperson shall have the responsibility of planning and executing all committee related activities.


6.3 For any committee activities that require expenditure of association funds - general or youth Program - the committee chairperson shall prepare a suggested operating plan, schedule and budget for submission to the Executive Committee for review and approval.


6.4 All monies collected and/or receipts for expenditures by any committee activities shall be forwarded to the Treasurer within 3 business days.


6.5 Each committee chairperson shall report during the regular meetings regarding committee activities occurring since the prior regular meeting at the President's discretion.


6.6 The Advisory Committee shall be chaired by the association's immediate Past President.  Advisory Committee members may attend all Executive Committee meetings in an advisory; but non-voting status.


Article 7 - Nominations and Elections


7.1 At the regular meeting in August, the organization shall elect a nomination committee of at least three (3) members which shall include at least one (1) member of the Board of Directors who shall act as Chairperson of the nominating committee.


7.2 The nomination committee shall present to the regular meeting in September a slate consisting of the people selected for the required office(s).


7.3 Officers shall be elected at the organization's business meeting in November.  New officers shall assume their duties immediately following adjournment of the November Business meeting.  Voting shall be by written ballot.


7.4 Vacancies in office shall be filled for the unexpired term by the Executive Committee or by written ballot of the membership at the next regular meeting, as provided in Article 9.  In the event of the death, resignation or incapacity of the President and the succession to the Presidency by the First Vice-President or Second Vice-President, the vacancy or vacancies for the unexpired term created by the succession shall be filled by election through a ballot at the next regular meeting.


Article 8 - Meetings


8.1 Regular meetings shall be held on the fourth Tuesday of each month.


8.2 Executive and Board meetings shall meet no less then three (3) times annually and shall be scheduled by the President or any three (3) members of the Executive Committee as required to meet the needs of the association.


8.3 The time of the regular meeting may be changed by a two-thirds vote of the members present at the previous meeting.  In an emergency, the Executive Committee may change the day of the meeting by a two thirds vote.


5.4 The Recording Secretary shall certify quorum and keep a correct record of the proceedings of all regular, Executive Committee, and Board of Directors meetings.  The Recording Secretary shall provide a draft version of the Minutes to the Corresponding Secretary within 10 days of each meeting.  He/she shall preserve, in a permanent file, all records and letters of value to the organization and its officers, to be transferred to their successor at the close of the term of office.  He/she shall also keep an attendance list of all meetings and it shall be his/her duty to check the attendance of all officers at all meetings and to advise the President when an officer has been absent from three (3) consecutive regular meetings or three (3) consecutive Executive Committee meetings.  The Recording Secretary shall keep an accurate and current list of all membership list be shall distributed to the Board of Directors during the March meeting and notified of any changes to this information within at the next regular business meeting during the fiscal year. 

5.5 The Corresponding Secretary shall conduct the correspondence of the organization.  He/she should forward to the state (TBA) information as required.  He/she shall notify the Treasurer when any payments are required.  He/she should take the place of the Recording Secretary when called upon to do so by the President.

5.6 The Treasurer shall have charge of all monies and shall report thereon at all regular meetings.  He/she shall collect all dues from members giving a proper receipt therefor.  He/she shall pay all bills upon the written authorization of the President.  He/she shall keep itemized records in a permanent file of all receipts and expenditures and give a written report of the same in January and July at an Executive Committee Meeting.

5.7 The Treasurer shall pay to the Executive Secretary of the state whatsoever monies as are required.  He/she should turn over to his/her successor, within ten (10) days of vacating the office, all books, records, papers, and keep a listed receipt thereof.

5.8 An Auditing Committee consisting of the Treasurer and at least three (3) members elected by the membership at the regular October meeting shall audit the financial accounts of this organization annually.  The audit shall be completed within 90 days and a reports shall be made to the membership at the January meeting following completion of the audit by the member selected to Chair the committee.

Article 6 - Committees

6.1There shall be the following standing committees: Program, Membership, Publicity, Hospitality, Youth Program, and Advisory.

6.2 Each committee chairperson shall have the responsibility of planning and executing all committee related activities.

6.3 For any committee activities that require expenditure of association funds - general or youth Program - the committee chairperson shall prepare a suggested operating plan, schedule and budget for submission to the Executive Committee for review and approval.

6.4 All monies collected and/or receipts for expenditures by any committee activities shall be forwarded to the Treasurer within 3 business days.

6.5 Each committee chairperson shall report during the regular meetings regarding committee activities occurring since the prior regular meeting at the President's discretion.

6.6 The Advisory Committee shall be chaired by the association's immediate Past President.  Advisory Committee members may attend all Executive Committee meetings in an advisory; but non-voting status.

Article 7 - Nominations and Elections

7.1 At the regular meeting in August, the organization shall elect a nomination committee of at least three (3) members which shall include at least one (1) member of the Board of Directors who shall act as Chairperson of the nominating committee.

7.2 The nomination committee shall present to the regular meeting in September a slate consisting of the people selected for the required office(s).

7.3 Officers shall be elected at the organization's business meeting in November.  New officers shall assume their duties immediately following adjournment of the November Business meeting.  Voting shall be by written ballot.

7.4 Vacancies in office shall be filled for the unexpired term by the Executive Committee or by written ballot of the membership at the next regular meeting, as provided in Article 9.  In the event of the death, resignation or incapacity of the President and the succession to the Presidency by the First Vice-President or Second Vice-President, the vacancy or vacancies for the unexpired term created by the succession shall be filled by election through a ballot at the next regular meeting.

Article 8 - Meetings

8.1 Regular meetings shall be held on the fourth Tuesday of each month.

8.2 Executive and Board meetings shall meet no less then three (3) times annually and shall be scheduled by the President or any three (3) members of the Executive Committee as required to meet the needs of the association.

8.3 The time of the regular meeting may be changed by a two-thirds vote of the members present at the previous meeting.  In an emergency, the Executive Committee may change the day of the meeting by a two thirds vote.