THE YORKSHIRE BEEKEEPERS ASSOCIATION Registered Charity, No. 509743. CONSTITUTION 2013 1. NAME:... 2 2. DEFINITION:... 2 3. OBJECTIVES:... 2 4. GOVERNANCE AND ADMINISTRATION:... 2 5. GENERAL MEETINGS OF MEMBERS:... 2 6. THE ANNUAL GENERAL MEETING (AGM):... 4 7. EXTRAORDINARY GENERAL MEETING(EGM):... 4 8. MEETINGS OF AFFILIATED DISTRICT AND SPECIALIST ASSOCIATIONS (YBKA CONFERENCE):... 5 9. TRUSTEES:... 6 10. THE GENERAL PURPOSES COMMITTEE (GPC):... 6 11. WORKING PARTIES:... 7 12. FINANCIAL AND MEMBERSHIP YEAR:... 8 13. CLASSES OF MEMBERSHIP OF THE YBKA:... 8 14. AFFILIATED DISTRICT AND SPECIALIST ASSOCIATIONS:... 9 15. CAPITATION FEE:... 10 16. HONOURS:... 10 17. EXPULSION:... 11 18. AFFILIATIONS:... 11 19. CHARITABLE STATUS:... 11 20. ALTERATIONS:... 11 21. DISSOLUTION:... 12 22. ADOPTION OF THE CONSTITUTION:... 12 Page 1 of 12
1. NAME: The name of the Association is THE YORKSHIRE BEEKEEPERS ASSOCIATION (the YBKA). 2. DEFINITION: The YBKA is an association of individuals and beekeeping organisations devoted in whole or in part to furthering the Objectives set out in Clause 3 and who are based in the County of Yorkshire and adjacent geographical areas. 3. OBJECTIVES: The objectives of the YBKA shall be: 3.1. To promote and further the craft of beekeeping and associated interests. 3.2. To advance the education of the public in the importance of bees to the environment and of the environment to bees. 4. GOVERNANCE AND ADMINISTRATION: The YBKA shall be directed and administered in all its activities by: 4.1. The Members of the Association. The Members shall meet at least once per year in the Annual General Meeting of the Association and at other such times as the General Purposes Committee (GPC) or membership may request. 4.2. The Affiliated District and Specialist Associations. The Affiliates shall meet at least once per year in a Conference of Delegates and at other such times as the GPC or the Affiliates may request. 4.3. The Trustees and Officers of the Association meeting in committee, The General Purposes Committee. 5. GENERAL MEETINGS OF MEMBERS: 5.1. General Meetings of Members shall be convened by the General Secretary, who will issue a notice of the venue, date and time, an agenda and details of propositions to the secretaries of the District and Specialist Associations for circulation to all Members at least six weeks prior to the meeting. 5.2. For the Annual General Meeting (AGM) the General Secretary shall additionally distribute to the secretaries of the District and Specialist Associations, for circulation to all Members, Reports of the Officers and Working Parties, a copy of the certified Accounts of the YBKA, details of any person proposed for election as an Officer of the YBKA, and a Proxy voting form. 5.3. The General Secretary will cause proper minutes and reports to be taken of the proceedings. 5.4. Any Member of the YBKA (as recorded and agreed by the YBKA Membership Secretary three weeks prior to the meeting) is entitled to attend and to vote at a General Meeting of the YBKA. Page 2 of 12
5.5. Additionally for a General Meeting held by the third Saturday in the January following the start of a financial / membership year any member recorded and agreed by the YBKA Membership Secretary at the end of the previous membership year is entitled to attend and vote. 5.6. Proxy Votes: 5.6.1. The General Secretary of the YBKA will accept properly specified completed instruction (a Proxy form) from any Member of the YBKA (as recorded and agreed by the YBKA Membership Secretary three weeks prior to the meeting). 5.6.2. Proxy votes can only be submitted for specific motions notified to the membership prior to the Annual or Extraordinary General Meetings. 5.6.3. Members should clearly declare their voting intention on each motion. General authorisation for another Member to make a decision on the Member s behalf will not be permitted. 5.6.4. Proxy votes must be made on the form provided by the General Secretary, signed by the Member, either in hard copy or through the designated web-site facility. 5.6.5. A Member will nominate the General Secretary to submit the vote on their behalf on the Proxy voting form. 5.6.6. Proxy voting forms must be submitted to the Secretary at least 5 days prior to the commencement of the meeting. Votes from any late forms will be disregarded. The General Secretary of the YBKA will determine the validity of any Proxy votes. 5.7. No decision making business shall be transacted at any General Meeting unless a quorum is present. 5.7.1. A quorum is twenty Members present and with at least 10% of Members attending or registering their Proxy Voting Form. 5.7.2. If a quorum is not present within half an hour from the time appointed for the meeting, or if during a meeting a quorum ceases to be present, the meeting shall be adjourned to such a time and place as the GPC shall determine. The GPC must re-convene the meeting and must give at least seven clear days notice of the reconvened meeting stating the date, time and place of the meeting. No alteration to the original Agenda is permitted. If no quorum is present at the re-convened meeting within fifteen minutes of the time specified for the start, the Members present at that time shall constitute a quorum. 5.8. With the exceptions listed below, decisions of General Meetings shall be made by a simple majority of total votes of those present and entitled to vote and those votes submitted by Proxy. Exceptions to this are: 5.8.1. Any motion that would result in a change to the constitution requires a two thirds majority of those Members entitled to vote who are present and voting and a two thirds majority of the Proxy votes cast. 5.8.2. Any motion resulting in expulsion of a Member or an Affiliated District or Specialist Association requires a two thirds majority of those Members entitled to vote who are present and voting and a two thirds majority of the valid Proxy votes cast. Page 3 of 12
5.9. The management of the meeting shall rest solely with the Chairman of the YBKA meeting. The Chairman has the right to suspend or adjourn the meeting. 6. THE ANNUAL GENERAL MEETING (AGM): 6.1. The Annual General Meeting shall ordinarily be held on the first Saturday in December and otherwise not later than the third Saturday in January in each membership / financial year. 6.2. The business of the AGM shall be: 6.2.1. to elect Patrons, The President, and Vice-Presidents of the YBKA as appropriate and if required, 6.2.2. to elect the Designated Officers of the Association who are: Chairman, Vice-Chairman, General Secretary, Treasurer and Education Officer; and non Designated Officers who include: the Area Representatives for the District and Specialist Associations, Examinations officer and any Delegates to organisations to which the YBKA is affiliated, 6.2.3. to elect other non Designated Officers of the Association as deemed necessary, for example, a Newsletter Editor, a Website Editor, an Equipment Supplies Officer, a Publicity Officer, 6.2.4. to receive and agree reports of the year s proceedings from the Designated Officers and, where appropriate, from Non Designated Officers and Chairmen of the Working Parties, together with a Statement of Accounts checked in accordance with the Charity Commissioners requirements by the reporting Accountant, 6.2.5. to appoint the reporting Accountant for the ensuing year, 6.2.6. to agree the Association s affiliations to external bodies, 6.2.7. to review the YBKA s response to the proposals circulated for discussion at the forthcoming Annual Delegates Meeting of the British Beekeepers Association, 6.2.8. to agree a Capitation Fee (subscription) based on the budget and proposals for activity for the next following membership / financial with the YBKA, 6.2.9. to take note of the plans and policy direction agreed by the YBKA Conference, 6.2.10. to agree the affiliation of District and Specialist Associations 6.2.11. to award any YBKA Honorary Memberships and Certificates of Merit. 7. EXTRAORDINARY GENERAL MEETING: 7.1. An Extraordinary General Meeting (EGM) may be called within six weeks of the receipt by the General Secretary of the YBKA of a requisition from the GPC, signed by the Chairman or a requisition signed by ten or more voting Members of the YBKA, setting out motions to be proposed at the Meeting. The agenda of any Extraordinary General Meeting shall be announced at the time of giving notice of the Meeting, and no propositions shall be considered at such a Meeting except those detailed on the agenda. Page 4 of 12
7.2. An Extraordinary General Meeting will be conducted in the same manner as the Annual General Meeting. 8. MEETINGS OF AFFILIATED DISTRICT AND SPECIALIST ASSOCIATIONS (YBKA Conference): 8.1. Annual Affiliate Conference 8.1.1. Affiliated District and Specialist Associations, represented by elected members (their delegates) shall meet at least once per year, at least 3 months after the YBKA AGM. 8.1.2. Each YBKA Affiliated District or Specialist Association shall appoint at least one and up to three Delegates, using any process agreeable to that Association, as their nominated spokespersons. The names of the Delegates shall be given to the General Secretary of the YBKA at least three weeks before the Conference. 8.1.3. Individual Delegates may not represent more than one Affiliated Association. 8.1.4. Meetings of the Conference shall be convened by the General Secretary of the YBKA, who will issue a notice of the venue, date and time, and request proposals for discussion at least ten weeks previous to the meeting. Any proposition that a District or Specialist Association wishes to submit to the Conference should be received by the General Secretary at least six weeks before the date of the Conference. The agenda for the meeting shall be circulated to District and Specialist Association Secretaries at least five weeks before the meeting. 8.1.5. No binding decision can be made by Conference unless a quorum is present. A quorum shall consist of at least 50% of Affiliated Associations, each of which shall be represented by at least one Delegate. 8.1.6. In general at the Conference of the YBKA the right to speak and to vote is restricted to the Trustees and Officers of the YBKA and the Delegates who are in attendance. Delegates have voting rights based on one vote for every paid up member of the YBKA of their Affiliated Association as recorded and agreed by the YBKA Membership Secretary three weeks before the Conference. 8.1.7. Any Member of the YBKA may attend Conference. However they will only be allowed and invited to speak by the Chairman of the meeting with the agreement of a majority of the Delegates present. 8.1.8. Any person who is not a Member of the YBKA may attend any meeting of the Conference at the invitation of the Chairman but may only be allowed to speak with the agreement of a majority of the Delegates present.. 8.1.9. The Conference meets to provide direction and guidance to the Trustees and the GPC on the policy, future plans, budget and activities of the YBKA. 8.1.10. The management of the Conference shall rest solely with the Chairman of the Conference. The Chairman has the right to suspend or adjourn the Conference. Page 5 of 12
8.2. Extraordinary Affiliate Conference 8.2.1. An Extraordinary Affiliate Conference may be called within six weeks of the receipt by the General Secretary of the YBKA of a requisition from the GPC, signed the by Chairman or a requisition signed by the Chairmen of at least three Affiliate Associations of the YBKA, setting out motions to be proposed at the Conference. The agenda of any Extraordinary Conference shall be announced at the time of giving notice of the Conference, and no propositions shall be considered at such a conference except those detailed on the agenda. 8.2.2. An Extraordinary Conference will be conducted in the same manner as the Annual Conference. 9. TRUSTEES: 9.1. The Trustees of the YBKA shall be the Chairman, the Vice-Chairman, the General Secretary, the Treasurer and at least two other members of the GPC as elected by the GPC at its first meeting following the AGM. 9.2. The Trustees have over-riding responsibility and must ensure that the YBKA complies with current Charity Law and with the requirements of the Charity Commission as regulator; in particular to ensure that the Association prepares reports, Annual Returns and Accounts as required by law. 9.3. The Trustees are appointed to hold in trust any Assets, Equipment and the like of the Association. 9.4. Trustees shall cease to hold office if: 9.4.1. they are disqualified from holding office as a Trustee by virtue of Section 72 of the Charities Act 1993 or any statutory re-enactment or modification of that provision, or 9.4.2. they notify the YBKA of their wish to resign, or 9.4.3. they become incapable by reason of mental disorder, illness or injury of managing and administering their own affairs. 10. THE GENERAL PURPOSES COMMITTEE (GPC): 10.1. The General Purposes Committee shall consist of Designated and Non Designated officers as elected at the AGM. 10.2. In addition a maximum of six members of the YBKA may be co-opted onto the committee. Co-opted members shall not have voting rights on the GPC. 10.3. The Chairman and Secretary of the General Purposes Committee shall be the Chairman and General Secretary of the YBKA. 10.4. Members of the GPC must always act with integrity and avoid any personal conflicts of interest. 10.5. The duties and responsibilities of the General Purposes Committee are: 10.5.1. to ensure that the YBKA does not breach any requirements of, and remains true to, the objectives of this Constitution, 10.5.2. to co-ordinate and monitor the activities of the working parties, 10.5.3. to monitor the finances of the YBKA, Page 6 of 12
10.5.4. to present a Statement of Accounts, duly certified, to the Annual General Meeting of the YBKA, 10.5.5. to prepare a Budget of estimated forthcoming annual income and expenditure and present it to the Annual General Meeting of the YBKA, 10.5.6. to prepare an Agenda and arrange a venue for General Meetings and Conference Meetings, 10.5.7. to receive and prepare any Propositions that the committee feel should be submitted to the BBKA Annual Delegates Meeting, 10.5.8. to receive and prepare and draft alterations to the Constitution where necessary. 10.6. Meetings of the General Purposes Committee shall be convened by the General Secretary who shall cause proper minutes and reports to be taken of the proceedings. The Agenda of each meeting should be made available to the Secretaries of Affiliated District and Specialist Associations for dissemination to all members. 10.7. A Chairman and Vice Chairman who have been elected to that office in three successive years are not eligible for re-election to the same post until twelve months have elapsed but are not, in consequence, debarred from taking the chair at any meeting from which the President, Chairman or Vice- Chairman are absent. 10.8. A committee member who has served eight continuous years in one or more Designated Officer positions is not eligible to serve as a Designated Officer until a further two years have elapsed. 10.9. The Treasurer shall collect all the money due to YBKA and lodge it to the credit of the YBKA bank account(s). The Treasurer, or in his absence, the General Secretary shall control all payments and receipts to and from YBKA accounts. 10.10. A resolution agreed by 80% of members of the General Purposes Committee shall be as valid and effectual as if it had been passed at a meeting of the Committee duly convened and held. 11. WORKING PARTIES: 11.1. The GPC shall appoint members to the working parties and give guidance as to their purpose and goals for the current year. 11.2. The Trustees shall be ex-officio members of every working party, and shall be given due notice of meetings. 11.3. Examples of possible Working Parties: 11.3.1. Honey Show: to have the duty of arranging honey shows. 11.3.2. Conventions: to have the duty of arranging conventions, courses, schools and lectures. 11.3.3. Education: to have the duty of organising Beekeeping courses and Beekeeping examinations. 11.3.4. Great Yorkshire Show: to have the duty of organising the YKBA participation at the Great Yorkshire Show. Page 7 of 12
11.3.5. Communication and Publications: to have the duty for production of any publications as agreed by the GPC and to support Newsletter Editor and Website Editor. 11.4. Meeting of the Working Parties: 11.4.1. Each Working Party shall elect its own Chairman, and may co-opt members of the YBKA, (but such co-options shall not exceed fifty percent, by number, of the elected members) and shall transact such business as may be required of it by the GPC. 11.4.2. Except where specific authority is given by the GPC a Working Party shall not take final action until a final report has been made to the GPC and approved. 12. FINANCIAL AND MEMBERSHIP YEAR: The financial and membership year of the YBKA and Affiliated District and Specialist Associations shall end on the 30th September in each year. 13. CLASSES OF MEMBERSHIP OF THE YBKA: Membership of the YBKA shall be open to the following classes: 13.1. Registered Members: Individuals aged eighteen years and over at the start of the financial year, being members of a District or Specialist Association, for whom a membership fee, YBKA Capitation Fee and BBKA Capitation Fee has been paid and for whom a contact name and address has been supplied to the YBKA. 13.2. Junior Members: Individuals aged under eighteen years at the start of the financial year for whom a membership fee YBKA Capitation Fee and BBKA Capitation Fee has been paid and for whom a contact name and address has been supplied to the YBKA. Junior Members shall not be entitled to vote at General Meetings of the YBKA, nor shall their membership count to the delegate vote at a Conference of the YBKA. 13.3. Partner Members: Adult individuals aged eighteen years and over at the start of the financial year, being members of a District or Specialist Association who reside at the same address as a Registered Member and for whom a membership fee, a YBKA Capitation Fee and a BBKA Capitation Fee has been paid and for whom a contact name and address has been supplied to the YBKA. 13.4. Individual Registered Members: Individuals, not being members of an Affiliated District or Specialist Association, registered directly with either the Membership Secretary or Treasurer of the YBKA for whom a YBKA Capitation Fee and a BBKA Capitation Fee has been paid and for whom a contact name and address has been supplied to the YBKA. 13.5. Honorary Members: A Member of the YBKA who has been elected by the AGM to be an Honorary Member and for whom the YBKA Capitation Fee is waived. Page 8 of 12
14. AFFILIATED DISTRICT AND SPECIALIST ASSOCIATIONS: 14.1. Members of the Association may organise themselves into regional or District Associations, or other Special Interest Groups. 14.2. Any Member of YBKA may instigate the setting up of a New District or Specialist Association. 14.3. Written application should be made to the General Secretary indicating the area or the specialism the new Association will serve. 14.4. The Application will be considered by the GPC. Criteria for the GPC to support the application include: 14.4.1. the new District Association s presence does not conflict with an established (and viable) neighbouring District Association of YBKA, 14.4.2. the special interest is not already supported within Yorkshire, 14.4.3. the new Association agrees to comply with the Constitution of the YBKA. 14.5. District or Specialist Associations will be proposed for affiliation at the next subsequent AGM, and once accepted by the membership (by a simple majority vote) will have the right to send delegates to the YBKA Conference. 14.6. The General Purposes Committee may grant sufficient funds to the new Affiliated District or Specialist Association as it deems necessary. 14.7. Each Affiliated District or Specialist Association may have its own Constitution and Rules but none shall contravene the Constitution of YBKA. (In the case of any apparent contradiction the YBKA Constitution shall take precedence.) 14.8. Each District Association shall elect its own Officers to administer its funds, and the District Secretary or Treasurer shall give a receipt for subscriptions paid. 14.9. The Membership Secretary (if appointed) or other appropriate Committee Member of each Affiliated Association, shall maintain an accurate membership list(including name, postal address, email address and telephone numbers of each Member) and shall promptly inform the Membership Secretary of the YBKA of any changes to that list. 14.10. Communication from the General Secretary to YBKA Members (including calling notices for General Meetings) shall be cascaded through the Secretaries of Affiliated Associations, or in the case of Individual Members, directly from the General Secretary. 14.11. Each District or Specialist Association shall hold an Annual General Meeting prior to the Annual General Meeting of the YBKA to elect its Officers and Delegates and transact its own business. The YBKA Area Representative for the District or Specialist Association should be invited to the AGM of the District or Specialist Association. 14.12. On an Affiliated District or Specialist Association becoming defunct it shall be the duty of that Association s Secretary to send to the YBKA General Secretary all books, assets, papers and other documents for safe keeping. The balance of any bank account shall be handed to the YBKA Treasurer to Page 9 of 12
be held in trust for the benefit of members in the locality or specialism of the defunct Association. 14.13. A District or Specialist Association may terminate its affiliation to the YBKA by giving twelve months notice in writing to the AGM of the YBKA. 14.14. The notice shall commence following confirmation at the said AGM. 14.15. The notice of termination may only be submitted by a District or Specialist Association if two thirds of the Members present and voting at the General Meeting of the District or Specialist Association where the resolution is proposed are in agreement. A quorum for such a meeting shall be one third of the District or Specialist Association s paid up Membership. The YBKA General Secretary or an appointed deputy will be invited to attend and be permitted to take part in the procedures of the meeting. At least fourteen days notice of the meeting (when such a resolution is to be debated) must be given to all Members of the District Association. 15. CAPITATION FEE: 15.1. A Capitation Fee shall be paid for each Registered, Junior and Partner Member by District or Specialist Association Treasurers to the YBKA Membership Secretary by 31st January, for the current year. The balance of any outstanding Capitation Fees from new Members shall be paid by 31st July. Failure to submit capitation or register payment of capitation to the District or Specialist Association with the YBKA Membership Secretary by 31st March could result in loss of benefits of membership. 15.2. Individual Registered Members shall pay their Capitation Fee direct to the YBKA Treasurer or YBKA Membership Secretary. 15.3. The Capitation Fee for an Honorary Member of the YBKA appointed by the AGM shall be paid from YBKA funds. 15.4. The Capitation Fee for Registered, Junior, Partner and Individual Registered Members shall be fixed at the AGM of YBKA for the following financial /membership year. 15.5. Capitation and membership fees due to organisations to which the YBKA is affiliated shall be collected with the YBKA capitation at the rates set by the due processes of those organisations. 16. HONOURS: 16.1. The YBKA may award two forms of Honour. 16.1.1. Honorary Membership: The AGM may award free Life Membership of the YBKA to any Member of the YBKA who has performed distinguished or meritorious service of an outstanding nature in the furtherance of the objectives of the YBKA and to the betterment of Beekeeping. 16.1.2. Certificate of Merit: The AGM may award Certificates of Merit to any person who has made a significant contribution to Beekeeping in Yorkshire either at International, National, County or District level. 16.2. Nominations for Honorary Membership or Certificate of Merit should be made to the General Secretary at least five weeks before the AGM, Page 10 of 12
accompanied by citation and endorsement by at least two Members of the YBKA. Any nominations must be approved by the General Purposes Committee of the YBKA, before submission to the AGM. 17. EXPULSION: 17.1. The General Purposes Committee has the power to suspend the membership of a member or the affiliation of an Affiliated Association whose conduct they consider injurious to the welfare of the YBKA or its Members. 17.2. In the case of such suspension the General Secretary shall call an Extraordinary General Meeting of the YBKA to ratify the suspension and consider expulsion, at the earliest opportunity. 17.3. A General Meeting of the membership shall have the power to expel from the YBKA any Member or Affiliated Association. 17.4. A resolution to remove a Member from membership or Affiliated Association from affiliation may only be passed if: 17.4.1. The Member or Affiliated Association has been given proper notice of the General Meeting and of the proposed resolution. 17.4.2. and, in the case of a Member, the Member or at the option of the Member, the Member s Representative (who need not be a Member of the YBKA) has been allowed to make representations to the Meeting. 17.4.3. or in the case of an Affiliated Association, the Association s Delegates (to a maximum of three) or at the option of the Affiliated Association the Association s Representative (who need not be a Member of the Affiliated Association or of the YBKA) has been allowed to make representations to the Meeting. 17.4.4. The resolution achieves a two thirds majority of those Members entitled to vote who are present and voting and a two thirds majority of the Proxy votes cast 18. AFFILIATIONS: 18.1. The YBKA shall not affiliate with any other Organisation, except by the consent of the Annual General Meeting. All such affiliations shall be reviewed and agreed at the Annual General Meeting. 18.2. Changes to the affiliation of the YBKA to the BBKA or to the Yorkshire Agricultural Society shall require a two thirds majority vote of the Members present and a two thirds majority of those voting by Proxy. Other affiliations shall require a simple majority. 19. CHARITABLE STATUS: The YBKA is a charity and will conduct its activities in compliance with the Charity Act currently in force. 20. ALTERATIONS: 20.1. Any alteration or amendment to this Constitution shall only be made at the Annual General Meeting or an Extraordinary General Meeting and requires Page 11 of 12
a two thirds majority vote of the Members present and a two thirds majority of those voting by Proxy 20.2. No amendment may be made that would have the effect of making the YBKA cease to be a charity in law. 20.3. No amendment may be made to alter the Objectives of the YBKA if the change would undermine or work against the Established Objectives of the charity. 21. DISSOLUTION: In the event of the YBKA being dissolved, the Trustees will be responsible foraying or making provision for all liabilities of the charity and for disposing of the Assets, Equipment and the like of the Association to an organisation with similar aims. 22. ADOPTION OF THE CONSTITUTION This document is the Constitution of the YBKA and was adopted at the EGM held at The Normanby Pavilion, Harrogate on December 7 th 2013 and it became effective at the closure of that meeting. Signed...Chairman Date... Page 12 of 12