The Constitution and By-Laws
of
The East Richmond Beekeepers Association
Date Accepted: September 2, 2025
ARTICLE 1, NAME AND PURPOSE
  • SECTION 1: NAME: The name of this organization shall be “The East Richmond Beekeepers Association” (ERBA), hereinafter, it shall be referred to as the Association. The headquarters of this organization shall be Sandston, Virginia.  

  • SECTION 2: PURPOSE:
    • A) The purpose of this organization shall be to foster the keeping and efficient management of honeybees, to educate the members in the science and techniques of apiculture, to inform the members and the public, on occasion, of the ecological and economic benefits of honeybee culture and to provide opportunities for informal exchanges of information through fellowship and association with other beekeepers.
    • B) The Association shall be a nonprofit, self-supporting organization.

ARTICLE 2, OBJECTIVES
  • SECTION 1: OBJECTIVES: The objectives of this nonprofit organization shall be to encourage better methods among beekeepers, to promote cooperation, to reach a common understanding regarding our problems and their solutions, to maintain friendly and helpful relations with those forces which are working to better the beekeeping industry, to foster closer cooperation among members of the Association, and to do such things as will tend to improve situations for its members and the general public relating to honey bees and beekeeping, in general.
  • SECTION 2: STRATEGIC DIRECTIONS: Strategic Direction of the Association will include:
    • A) Member Engagement
      • Encourage members to participate in planning and hosting events.
      • Create opportunities for members to socialize and share experiences.
      • Establish a mentorship program to connect beginners with seasoned beekeepers.
    • B) Public Outreach
      • Host public events or participate in community festivals and fairs.
      • Work with schools, libraries, and local organizations to provide educational programs.
    • C) Social Media and Online Presence
      • Maintain a website and social media pages to promote events and share information.
      • Use digital platforms to engage with members and the broader community.
 
ARTICLE 3, MEMBERS
  • SECTION 1: MEMBERS: Anyone interested in beekeeping and the beekeeping industry may join the Association upon payment of the regular annual dues. The right to vote shall be limited to members.

ARTICLE 4, LEADERSHIP STRUCTURE
  • The goal structure is to establish and maintain a well-defined leadership structure for efficient club operations.
    • A) A Board of Directors shall be the governing body of the Association.
    • B) The Board of Directors shall include the duly elected President, Vice President, Treasurer and Secretary of the Association. The immediate Past President shall also be a member of the Board of Directors.

ARTICLE 5, OFFICERS
  • SECTION 1: OFFICERS: The officers of the Association shall be as follows:  President, Vice President, Secretary, Treasurer and immediate past President.
    • The President shall be elected by a majority vote of the members present at the regular June meeting and serve for two years.  The President may not succeed himself or herself in office after two years.
    • The Vice President, Secretary and Treasurer shall be elected by a majority vote of the members present at the regular June meeting and serve for one year and may be elected to subsequent terms at the pleasure of the membership. 
    • All officers must be current on dues.
    • In case of a vacancy, the President shall recommend a replacement to the body of the Association who will vote on it. No person shall be elected for any office without his or her consent. Each officer shall provide his or her successor with all appropriate materials, records, and Association property.
 
ARTICLE 6, COMMITTEES
  • SECTION 1: EXECUTIVE COMMITTEE:  The Executive Committee shall consist of all the elected officers of the Association, namely: President, Vice President, Secretary, and Treasurer, as well as the immediate past President who shall be a member. Three members of the Executive Committee shall constitute a quorum.
    • The executive Committee shall also include the identified leader of the Standing Committees.
    • The purpose of the Executive Committee shall include but be not limited to planning upcoming Association activities, evaluating past activities, receiving reports from Committees, responding to membership inquiries, and performing such other duties as may be designated in the Bylaws.
    • The Executive Committee shall have the authority to transact business on behalf of the Association when it is not in session.  Such actions shall be reported to and approved by the Membership at its next meeting.
 
  • SECTION 2: MEMBERSHIP COMMITTEES:   The President can establish ad hoc committees as needed.
 
  • SECTION 3: STANDING COMMITTEES:
    • The Standing Committees of the Association shall be the Education Committee and the Community Outreach Committee. The Standing Committees shall meet at least monthly to perform the duties indicated hereafter.
    • The duties of each Committee are:
      • A) Education Committee​​
        • 1) Plans and coordinates educational classes, presentations and workshops.
        • 2) Develops training sessions and useful resources for beekeepers at all skill levels.
      • B) Community Outreach Committee
        • 1) Organizes public outreach and informational programs.
        • 2) Works with local organizations and the community to increase awareness of beekeeping.
        • 3) Fully utilizes social media (Facebook, Instagram, etc.) and web-based (eastrichmondbeekeepers.org, erba.buzz) capabilities to support the Objectives of the Association
    • The Executive Committee will identify and appoint the Chairman of each Committee.
    • Any active member may serve on one or more of the Standing Committees.

ARTICLE 7, DUTIES OF OFFICERS
  • SECTION 1: PRESIDENT: The President shall preside at all meetings of the Association using regular parliamentary usage and Roberts Rules of Order.
    • Additional responsibilities include: Representing the club to the public and oversees activities and strategic initiatives. 
    • Works with other Board and Executive Committee members to ensure the club's mission and goals are met.
    • The President shall appoint such special committees as is deemed necessary and perform such duties as the Board or Executive Committee of the Association may direct.
    • In case of a vacancy of any office, the President shall recommend a replacement to the body of the Association who will vote on it. 

  • SECTION 2: VICE PRESIDENT: The Vice President shall perform the duties of the President in his or her absence, or upon the President’s request. If the Vice President is unable to perform this duty in the absence of the President, then the Vice President may appoint any member to act in his or her stead.
    • Other duties may include:
      • ​Coordinates special events and workshops and assists with administrative tasks.
      • Seek sponsorships or grants to support activities and purchase necessary equipment.
      • Organizes member events and maintains engagement among members.

  • SECTION 3: SECRETARY: The Secretary shall record the minutes and proceedings of the Association at each regular meeting and keep a permanent copy. The Secretary is also responsible for all e-mail and/or social media communications, unless otherwise agreed upon by the Executive Committee. 
    • Additional duties include:​
      • ​Maintains club membership records and manages communications to the membership at large.
      • Keeps membership lists updated and coordinates member announcements.
      • Manages new member outreach, orientation, and retention.
      • Working with the Treasurer, tracks dues collection and follow up with members on outstanding payments.
    • If the Secretary is unable to perform this duty, he or she may ask any member to act in his or her stead.

  • SECTION 4: TREASURER: The Treasurer shall collect the annual dues from the members and in partnership with the Secretary notify all members who are delinquent in payment of dues.
    • This officer shall be custodian of all monies received by the Association and keep full and accurate records showing the receipts and disbursements of all monies.
    • The Treasurer shall make a complete report on the financial standings of the Association to the Board, the Executive Committee and at each regular meeting and shall provide a comprehensive report showing income and expenses annually.
    • The Treasurer shall draft an annual budget for the Association covering expenses such as supplies, administrative costs and special events. This budget shall also include projections of income covering such items as annual dues, class tuition, contributions and other miscellaneous revenues.
    • The Treasurer at the end of the term shall have all records and books delivered to the successor, including papers, monies, and all other property of the Association which may be in his or her possession.
    • The Treasurer will make any and all financial records available to any member in good standing upon request.

  • SECTION 5:  IMMEDIATE PAST PRESIDENT:  The immediate past President will serve as a Board member and on the Executive Committee.

ARTICLE 8, MEMBERSHIP ROSTER
  • The Secretary and the Treasurer shall work together to identify and update the membership roster.

ARTICLE 9, DUES
  • The annual dues will be collected for each fiscal year which will be from July 1 through June 30.  Dues for members shall be $10.00 an individual membership or $15.00 for a family membership and shall be payable to the Treasurer of the Association on July 1 of the fiscal year covered by said dues. All dues expire on June 30 of each year.
  • Any member of the Association who becomes delinquent in payment of dues after July 31 will be dropped from the roll of membership after 60 days and shall cease to be a member of the Association. A person who has been dropped from the roll of membership for nonpayment of dues may be restored to active membership by paying the current year’s dues.
  • No portion of the dues shall be used for political purposes.

ARTICLE 10, MEETINGS
  • SECTION 1: MEETINGS: There shall be regular meetings held monthly on the first Tuesday of each month, except on holidays. Special meetings may be called at the discretion of the Executive Committee.

  • SECTION 2: CHANGES IN MEETINGS: When meeting times must be temporarily changed, the President and/or the Secretary shall notify the members of the change. The regular scheduled meeting times may be changed by a vote of the membership when announced ahead of time in a prior meeting, or communication to the members.

  • SECTION 3: ORDER OF BUSINESS: The order of business at regular meetings shall include: Call to Order, Secretary’s Report, Treasurer’s Report, Old Business, New Business, Program and Adjournment.  The order of business may be altered by the presiding officer as may be required.
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  • SECTION 4: QUORUM: A quorum is defined as 25% of the members on July 1st of the current fiscal year.

ARTICLE 11, AMENDMENTS
  • Any article or any section of any article of the Constitution and By-Laws may be amended at any regular meeting by a two-thirds (2/3) vote of all members present, providing proposed amendments have been presented to the Executive Committee for their recommendations, and have been presented in writing, via regular mail or electronic mail, to the entire membership at least 30 days before any meeting.

ARTICLE 12, DISSOLUTION
  • Should this Association undergo dissolution, its assets will be distributed only to the Virginia State Beekeeper’s Association.