Constitution
Of
THE FEDERATION OF IRISH
BEEKEEPERS' ASSOCIATIONS
(Comhnascadh Cumann Beachairí na hEireann)
Established 1881 Reconstituted 1943

CONSTITUTION
July 2009

1. The Association shall be known as The Federation of Irish Beekeepers' Associations (FIBKA) (Comhnascadh Cumann Beachairí na hEireann)
2. The Federation shall be non-political and non-sectarian.
3. The objects of the Federation shall be:
   1. To unite the Beekeepers of Ireland for their mutual benefit.
   2. To encourage and participate in research in problems of Apiculture and generally to foster efficient beekeeping, honey production and marketing.
   3. To co-operate with the State and Public Authorities in all matters affecting the industry.
   4. To provide helpful educational facilities through: -
      1. (i) The publication of An Beachaire (The Irish Beekeeper)
      2. The publication of informative leaflets
      3. The promoting and holding of community lectures
      4. Conducting examinations in the science of apiculture and the art of beekeeping.
   5. In general to undertake all measures to promote the welfare of beekeeping and Beekeepers in Ireland.
   6. To promote the conservation of the native dark bee, apis mellifera mellifera.
4. The Association shall be a Federation of Beekeepers' Associations in Ireland and any Association of Beekeepers in Ireland may be affiliated on acceptance of the Constitution of the Federation.
5. The Federation shall be constituted as follows:
   1. Congress
   2. Executive Council
   3. Affiliated Associations

   CONGRESS

6. The Annual General Meeting of Delegates (hereinafter called Congress) shall be the supreme authority within the Federation, subject to the Constitution and shall be held each year at a venue and date which shall be determined by the preceding Congress or subsequently selected by the Executive Council on the authority of Congress.
7. Congress shall consist of:
   1. The officers of the Federation
   2. Members of Executive Council
   3. Delegates from Affiliated Associations who shall be selected as follows:
      One delegate for the first 10 paid-up members.
      One delegate for the next 15 paid-up members (or part thereof, such part being not less than five)
      One delegate for every succeeding 25 paid-up members (or part thereof, such part being not less than five).
8. Four clear weeks prior to Congress, the Federation Secretary shall issue the Agenda to Officers of the Federation, members of the Executive Council and Affiliated Associations.
9. In order to place any matter on the Agenda for Congress, Secretaries of Affiliated Associations shall forward such matters, in writing, including nominations for Officers of the Federation and members of the Executive Council, to the Federation Secretary at least eight clear weeks prior to Congress.
10. The President, or in his/her absence the Vice-President, shall take the chair at Congress.
11. Any alteration or amendment to this Constitution shall be made only on a resolution of Congress of which due notice shall have been given in accordance with Rule 9 and which has been passed by a two-thirds majority of the delegates present and voting, subject to a valid quorum. Such notice aforementioned shall specify that the matter relates to the Constitution and it shall be so described on the Agenda.
12. Should any matter arise concerning the interpretation of the Rules of the Federation, Congress shall interpret the particular Rule or Rules or article(s) of the Constitution in question, in what it considers to be the fit and proper manner and in accordance with the Constitution.
13. Special meetings of Congress shall be called by or on the instructions of the President, on a decision of the Executive Council, or on written requisition of at least five Affiliated Associations. Announcements giving time, venue, date and agenda shall be sent to Associations and members of the Executive Council at least four weeks before the date of the meeting. The business to be transacted shall be confined to that for which the meeting was called.

    EXECUTIVE COUNCIL

14. The direction and administration of the Federation affairs shall be vested in the Executive Council.
15. The Executive Council shall comprise:
    1. The Officers of the Federation
    2. Eight members elected at Congress
16. The Executive Council shall meet at least once quarterly and the Secretary shall send a provisional agenda of the business to be transacted by the Executive Council giving a minimum of fourteen days clear notice to Federation Officers and members of the Executive Council.
17. Special meetings of the Executive Council shall be called by or on the instructions of the President, or on written requisition of a least five members of the Executive Council.
18. The Executive shall be empowered to:
    1. Transact all routine business of the Federation.
    2. Convene all meetings, Congresses and Summer Courses.
    3. Appoint Boards and Committees for such purposes as it may deem necessary from time to time.
    4. Pay administration expenses out of Federation funds to any Officer or member in recognition of services rendered to the Federation, such sums to be decided in the absence of those involved
19. Six shall constitute a quorum at Executive Council meetings.
20. At the first meeting of the Executive Council following Congress, a Committee shall be elected comprising The President, Vice-President, Secretary, Treasurer, and four other members of the Executive Council to be elected by secret ballot. The Committee shall be known as the Executive Council Committee and shall meet at regular intervals to deal with such matters as shall be delegated to it by the Executive Council.

    AFFILIATED ASSOCIATIONS

21. 
    
    1. An Association, applying for affiliation shall be a group of not less than ten persons.
    2. An Association on affiliation to the Federation shall accept the Constitution of the Federation which shall be supplied free to each Association seeking affiliation and /or to any group or groups desirous of forming an Association.
    3. Each application for affiliation shall be made in writing and shall be considered by the Executive Council which may either allow the application or place it before Congress which may, in the exercise of its proper discretion:
    4. 1. Elect the Applicant for affiliation.
       2. Defer consideration of the application until next Congress.
          
          or
          
       3. Reject the application.

       Any Association whose application for affiliation has been placed before Congress shall have the right to be represented there and to be heard before the application is determined.

    5. Secretaries of Affiliated Associations shall send to the Federation Secretary the names and addresses of their Officers. They shall send to the Federation Treasurer the names and addresses of their officers and members not later than December 31 each year together with the Capitation Fee, as fixed by preceding Congress and, in default of doing so by that date, the defaulting Association shall have no voting rights at the ensuing Congress. No newly affiliated Association shall have voting rights at Congress following its admission unless such affiliation took place before the 31st December preceding that Congress.
    6. Any Congress meeting may, by a vote of not less than two-thirds of the delegates present and voting terminate the affiliation of any association which commits a breach of the Rules of this Constitution or whose conduct is, in the opinion of the delegates unbefitting an Affiliated Association of the Federation. Provided that:
       1. not less than three months notice shall be given to the Association concerned of the intention to consider a resolution for disaffiliation under this clause.
       2. The Association concerned shall be furnished with the reason for the proposed disaffiliation and shall be given the opportunity of attending and stating its case if so desires.
22. The Capitation Fee for members of Associations shall be fixed annually by Congress for the following calendar year.
23. The Capitation Fee shall be paid by December 31 each year and shall be calculated on the membership of the Association.
24. No Officer of the Federation and no Affiliated Association member shall have any financial responsibility beyond Affiliation Fee.

    OFFICERS OF THE FEDERATION

25. The Officers of the Federation shall be the President, Life Vice-Presidents, the Vice-President, Secretary, Treasurer, Manager, Editor, Education Officer, Public Relations Officer (PRO), the Outgoing President shall ex-officio be a Vice-President for the succeeding year, that is to say in addition to the elected Vice-President.
26. A Candidate to be eligible for office shall have fulfilled the following conditions:
    1. he or she shall have been a member of an Affiliated Association for at least the two preceding years.
    2. His or her nomination shall have been sent to the Federation Secretary at least eight clear weeks before Congress.
27. Not more than one person shall be nominated by an Affiliated Association for each office.
28. All offices other than life offices shall be deemed vacant or dissolved at Congress but holders of such offices, boards and committees shall hold office until their successors are installed in office at a time decided by said Congress.
29. The Annual Congress of the Federation may admit to Life Vice-Presidency a person whom the Federation desires to honour because of having rendered signal service to the organization. The number of Life Vice-Presidents shall not at any time exceed two except in the case of the existing incumbents who will hold their offices during their lifetime.
30. On matters of extreme urgency the President and Secretary shall be empowered to act forthwith.
31. Out-of-pocket travelling expenses (a) of the Federation Officers (b) of members of boards and committees acting on authority of Congress of the Executive Council or (c) of members of the Executive Council or Congress acting on the authority of the Executive Council or Congress in organising associations may when claimed, and subject to the discretion of the Executive Council, be payable out of funds of the Federation; the expenses of the Congress delegates should be met by arrangement with their respective Associations.
32. All Officers shall attend to the duties set out, particularly in the Rules and Constitution and in general such other duties as may be assigned to them by the Executive Council or Congress.

    OFFICE OF PRESIDENT

33. 
    
    1. A President may not hold office for more than three successive years and may not be a candidate for election to the office of Vice-President for a period of five years following his/her period of Presidency.
    2. The primary responsibility of the President shall be the promotion and advancement of the Federation objects together with the exercise of general supervision over the Federation administration, and for this purpose he/she shall be entitled to call for the production of all records, books and documents. He/she may at any time depute some or all of those duties to the Vice-President.
    3. The President shall take the chair at all meetings of Congress and the Executive Council.
    4. If voting is equal at any meeting the chairman shall have a casting vote in addition to his/her deliberative vote.

    OFFICE OF SECRETARY

34. The duties of the Secretary shall include:
    1. Attendance at all Federation meetings as far as practicable and recording the minutes of all Executive Council meetings and Congresses.
    2. The conduct of correspondence.
    3. Keeping of all records, books and documents of the Federation relating to his/her office.
    4. Accounting to the Treasurer for all monies received.

    OFFICE OF TREASURER

35. The duties of the Treasurer shall include:
    1. To keep a record of the membership of the Federation.
    2. To keep in a proper manner all books and accounts of the Federation relating to his/her office.
    3. He/she shall at any time on request by the Executive Council or other authority on its direction produce all books and accounts relating to the Federation.
    4. Gather all Capitation Fees from Affiliated Associations and discharge the liabilities of the Federation.
    5. Lodge all monies received to the credit of the Federation's bank account.
    6. Submit to the Executive Council at each ordinary meting a statement of receipts and payments since the previous meeting.
    7. The accounts of the Federation shall be maintained so as to conform with good business practice and in such a manner as will readily facilitate inspection and check of any or all items of expenditure and/or income by the Executive Council at its ordinary and special meetings.
    8. All expenditure as authorised by the Executive Council for any purpose or by one or more officers acting on the authority of the Executive Council shall be defrayed out of the Federation funds only by cheque unless otherwise ordered or directed by the Executive Council. All cheques drawn on the funds of the Federation shall be signed by the President and Treasurer.
    9. The accounts shall be prepared by an independent firm of practising accountants at least once a year. The cost of such will be deemed a proper charge on the funds of the Federation.

    OFFICE OF MANAGER

36. The duties of the Manager shall include:
    1. The collection of readers' subscriptions and proceeds of advertisements in the Journal.
    2. The making arrangements for the printing and issue of such Journal as well as for sale and distribution thereof.
    3. Accounting to the Treasurer for all monies received.

    OFFICE OF EDITOR

37. The duties of the Editor shall be:
    1. To carry out any suggestions and/or recommendations of Congress or the Executive Council in compiling the Journal
    2. To be responsible for the literary content of the Journal.
    3. To use discretion in refusing to publish any article or letter of a controversial nature in the Journal.

    OFFICE OF EDUCATION OFFICER

38. The Education Officer of the Federation shall have responsibility for all matters pertaining to beekeeping education within the Federation and in particular for the administrative duties necessary in the setting and general organisation of the FIBKA examinations.

    OFFICE OF PUBLIC RELATIONS OFFICER

39. 1. The Public Relations Officer of the FIBKA shall at all times promote the development of beekeeping.
    2. Prepare publicity documents for the promotion of beekeeping. Organize and arrange publicity relating to various beekeeping events through all modern media such as press releases, printed publications, exhibitions etc.
    3. Maintain press relations, through the issue of press notes, press briefings and also arrange press conferences where necessary to promote beekeeping.
    4. Be the spokesperson to the media on any matters of public interest regarding beekeeping.

    ELECTION OF EXECUTIVE COUNCIL

40. Nominations by Affiliated Associations of candidates for membership of the Executive Council shall be sent to the Federation Secretary at least eight weeks prior to Congress and in making such nominations regards must be had to the availability of the candidate to attend meetings. If unable to attend at Congress, nominated candidates must have indicated their consent to stand by phone call, letter or email to the Federation Secretary. In the absence of such confirmation the candidate will be deemed to have declined the nomination. No Affiliated Association may nominate more than three candidates. These nominations need not be confined to the Association's province.
    1. The first four members of the Executive Council shall be elected on a regional basis that is to say one for each province, namely the candidate being a member of an Association within that province and getting the highest vote amongst those proposed by Associations in that province. The electorate for each province shall comprise the delegates of the Associations within that province.
    2. The next four members shall be elected on a non-regional basis that is to say those getting the highest vote amongst the remaining candidates on a non-regional basis. For a vote to be valid the delegate must have voted for four candidates. Should there be a failure to elect a candidate on a regional basis for a particular province an extra member shall be elected on a non-regional basis so as to bring the total of members up to eight.
41. All accredited delegates, Officers of the Federation (except Life Vice- Presidents) and members of the Executive Council shall be entitled to vote. No person may vote in more than one capacity.
42. Congress or the Executive Council may appoint any committee from their own body and subject to the provisions of this Constitution, they may delegate any of their powers to such committee but the proceedings of such committee shall be subject to confirmation by Congress.
43. All Boards and Committees for specified purposes shall be empowered to add to their number by co-option. The President and Secretary of the Federation are ex-officio members of all Boards and Committees. Such Boards and Committees shall have the power to elect their own Officers.
44. This revised Constitution shall come into effect immediately on being passed by the requisite two-thirds majority.
45. Congress may from time to time make such standing orders as it shall consider convenient and needful for the good management of the Federation. Provided that such standing orders shall not be inconsistent with the provisions of this Constitution and that the same may be rescinded, altered and amended from time to time by Congress for the good management of the Federation. The standing orders annexed hereto shall come into force on the adoption by Congress of this amended Constitution.

STANDING ORDERS

1. No speaker shall speak for more than five minutes except with permission from the presiding Chairman.
2. No motion nor amendment shall be spoken to except by the mover until it has been seconded and no other discussion shall take place on a motion unless and until any amendment is moved and seconded.
3. If there is more than one amendment to the original motion the Chairman shall put the first amendment against the original motion. If the amendment is defeated the original motion stands and the second amendment may be moved to it and so on until all are disposed of. If the amendment is accepted or incorporated in the original motion, that now becomes the substantive motion to which all other amendments must be proposed and so on.
4. No delegate shall be permitted to speak more than once to the same motion or amendment except the proposer who shall have the right to reply.
5. Each motion before Congress shall be decided by a simple majority on show of hands or by poll at the discretion of the Chairman except Rule 11 and 21 (e). The election of officers, and members of the Executive Council will be by secret ballot only.
6. A member may express a desire for a secret ballot vote on any issue. The question so challenged shall thereupon be decided by a secret ballot vote of those present and voting.
7. The decision of the presiding Chairman on any question of procedure shall be final.
8. Twenty-five shall constitute a quorum at Congress.
9. The order of business at Congress shall be:
   1. Formal opening of Congress by the President
   2. Minutes of previous Congress and Correspondence.
   3. Presidential Address
   4. Secretary's Report
   5. Statement of Accounts and the Accountant's Report
   6. Editor of Journal's Report
   7. Manager of Journal's Report
   8. Education Officer's Report
   9. Public Relations Officer's Report
   10. Election of Officers, Executive Council members and the appointment of a Firm of Practising Accountants.
   11. Appointment of Capitation Fee
   12. Consider Motions
   13. Motions of Notice. That urgent matters (not included on the agenda) may be considered, provided always that such matters may only be raised on the Suspension of Standing Orders. An urgent matter shall be deemed to be of vital importance which for one reason or another could not be placed on the agenda in the ordinary way.
   14. The President may decide to place a motion for consideration before item (j) where the outcome of such motion may affect the conduct of business under items (j), (k), and (l).
   15. The Secretary shall on the instruction of the Executive Council place on the Agenda for Congress such matters as the Executive Council may desire.
10. For the avoidance of doubt, any alteration or amendment to this constitution shall be made only in accordance with Article 11 of this Constitution.

Adopted by resolution of Congress
Wednesday 22nd July 2009

Dennis Ryan - President
Michael G Gleeson - Secretary

July 2009