NEW - DRAFT EOBA CHARTER 2026

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Eastern Ontario Beekeepers’ Association (EOBA) Charter 

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The EOBA Charter is approved by the membership and verified by the Executive and Board of Directors. 

 

1. Alaina Mundy, EOBA President_________________________________

2. 2. Will Moulton, EOBA Vice President______________________________

3. Charlene Kendell, EOBA Secretary_______________________________

4. Anne Ladoucer, EOBA Treasurer_______________________________

5. Lisa Vaughan - EOBA Board Member ___________________________ 

6. Melissa Du Pree - EOBA Board Member ________________________

7. Eldar Islamovic - EOBA Board Member___________________________  

8. Sandra Bornn - EOBA Board Member__________________________   

9. Lauren Daws - EOBA Board Member ___________________________  

10. Norbert Lukowski - EOBA Board Member _______________________ 

11. Juliet Bancroft - EOBA Board Member __________________________ 

 

 

Date approved:____________________________________________ 

 

 

 

 

 

 

 

 

The following contains the Charter of this Association under which this Association shall be conducted. The EOBA Charter can be amended during the Annual General Meeting (AGM) or at a Special Meeting as required.  

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TABLE OF CONTENTS 

​​Table of Contents  (to be added upon approval)

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ARTICLE 1 – NAME AND HISTORY 
 

1. The name of the Association shall be the Eastern Ontario Beekeepers’ Association which is also referred to as the Association or the EOBA in this Charter; and 
    

2. The EOBA was formed in the 1960s in the City of Ottawa.  

 

ARTICLE 2 – PURPOSES    
 

The purposes of the EOBA are to: 
 

1. Assist its members to improve and enhance their knowledge of bees and beekeeping by providing information and resources; 
    

2. Promote improvement of the beekeeping industry by sharing information and resources; 
    

3. Provide opportunities for members to meet and discuss beekeeping issues and access beekeeping education through face-to-face meetings, and virtual options; 
    

4. Liaise with the Ontario Beekeepers Association (OBA) to gather information and resources for our membership; 
    

5. Provide and promote evidence-based and sound beekeeping practices by inviting speakers and local bee experts to provide education and training to our members; and 
    

6. Exchange beekeeping ideas, share the benefits of the beekeeping community, encourage, mentor new members, and create interest to educate the public about beekeeping by providing information and resources. 

  

ARTICLE 3 – EOBA MEMBERSHIP 

 

1. The EOBA is a member of the OBA and will maintain an annual membership; 
    

2. Any person who is interested in beekeeping shall be eligible for membership in the EOBA; 
    

3. Membership is maintained by paying the membership fees annually. Membership is purchased online and is valid for the calendar year upon payment of annual dues; 
    

4. (NEW in 2026) A digital membership card shall be issued to each member in good standing; 
    

5. There are three types of membership in the EOBA: individual, family, business and one-time meeting. Individual membership includes one person, a family membership includes up to five members of the holder’s immediate family (residing with the member), business memberships include up to 8 members of the membership holders organization and there is a one-time meeting membership that non-members can purchase for access to any EOBA meeting or event. Any questions regarding membership type can be referred to an Executive Committee member; 
    

6. Membership fees, as of 2026, are $20 for individual, $25 for families, $80 for Businesses and $10 for a Non-Member meeting attendance. Any changes to fees must be brought forward and approved by the membership at the AGM or Special meeting; 
    

7. All members of the EOBA abide by the EOBA Code of Conduct, available at www.eoba.ca and included at the end of this charter document; 
    

8. Membership is not transferrable; and 
    

9. Any person holding a membership in the EOBA may be asked to leave an EOBA event or meeting if they have violated the EOBA Code of Conduct.  
    

ARTICLE 4 – VOTING. 

 

1. EOBA members who have paid their annual dues are considered, in good standing. This can be confirmed using the EOBA membership list printout or with the use of the digital membership card (new 2026). Only EOBA members in good standing may vote; 
    

2. Individual, Family and Business memberships are eligible for one (1) vote each. Purchasing a one-time meeting from the EOBA website does not include voting privileges; 
    

3. The EOBA does not use proxy votes, and members (regular membership and Board of Directors) must be present physically or by virtual means to verify their identity and cast a vote;
    

4. At Regular meetings, Special meetings, or the AGM, subjects that require membership approval will be announced a minimum of fourteen (14) days in advance of the meeting to the EOBA membership by email and include an agenda and if necessary outline any voting requirements and vacant Board of Director positions;  
    

5. At the Regular meetings, Special meetings or the AGM, quorum is 10% of total membership. To clarify, using an example, if there are currently 140 members in good standing forming the EOBA, quorum would be 14 members. This means 10% of the membership must be present to conduct a vote; 
    

6. For the Board of Directors, quorum is six (6) members. This means six (6) members of the Board of Directors need to be present to conduct a vote; 
    

7. When new EOBA Board members are voted in at the AGM or otherwise, their term commences immediately.  

 

 

 ARTICLE 5 – MEETINGS 

 

1. The Annual General Meeting (AGM) shall be held once per calendar year at a time determined by the Executive Committee, normally between January and April, but no later than April 30th of that calendar year;
    

2. Nominations for vacant Board of Directors positions will be accepted in writing to info@eoba.ca  or nominations from the floor will be accepted during the AGM;
    

3. The EOBA Membership meeting calendar has, but is not limited to, four (4) meetings per year.  One (1) fall meeting, one (1) winter meeting, one (1) spring meeting and an Annual Summer Field Day event; 
    

4. The Annual Summer Field Day is normally held on the third (3rd) Sunday of August; 
    

5. The EOBA does offer supplemental events throughout the year. Those events will be announced via email to the membership; they also will be posted on the website www.eoba.ca; 
    

6. The EOBA Board of Directors meets on the first (1st) Monday of each month. The Board of Directors  may amend this date to accommodate the needs of the Board; and 
    

7. Special meetings shall not transact any business other than that for which it is called and appearing in any written notice calling said meeting.  

 

ARTICLE 6 – WEBSITE AND EMAIL 

 

1. The EOBA will maintain a website and email. The purpose of the website and email will be to announce, inform, and keep membership up-to-date about association activities; 
    

2. All emails and announcements to the membership will be produced solely through the EOBA website and email; 
    

3. The EOBA website iswww.eoba.ca; 
    

4. The EOBA email is info@eoba.ca; 
    

5. The Executive Committee will ensure the website and email are maintained by Board members who have been provided the appropriate access.  

 

ARTICLE 7 – MEMBERS OF THE BOARD OF DIRECTORS 
 

1. All members of the EOBA Board of Directors are voted into their positions by the membership;
    

2. The President, Vice-President, Secretary and Treasurer are considered to form the Executive Committee; 
    

3. All other Board members are considered the members of the Board, members at large or are referred to by their titles;  
    

4. The Board of Directors can decide at any time to amend, edit, or rearrange any of the position descriptions discussed below in an effort to better serve the EOBA membership and accomplish the goals of this organization; and  
    

5. The Board of Directors will maintain Standard Operating Procedures (SOPs) that details specific tasks. As of 2026, the Executive Committee maintains the SOPs.  

 

ARTICLE 8 – FINANCIAL AUTHORITY AND AUDIT 

 

1. The fiscal year of the EOBA shall begin on the 1st day of January and end on the 31st day of December of that year;
    

2. The Executive Committee shall have the power to act for and on behalf of the Association. All grants, monies, and funds of the Association shall be received, held, and expended under the direction of the Executive Committee, in accordance with this charter and any future governance of the Association.
    

3. The Executive Committee may enter into contracts for equipment, facility rental or other agreement to benefit the membership. Whenever possible, the Board of Directors will review these decisions and vote on the activity; 
    

4. No Board of Directors member, Executive, or Committee member, of the Association shall enter into any agreement or incur any financial obligation on behalf of the Association unless expressly authorized by the Board of Directors and, in accordance with this charter and any governance or policies adopted by the Executive Committee;
    

5. Any obligation incurred without such authorization shall not be binding on the Association. The Board of Directors (The Association) may, at its discretion, ratify such obligation if it determines that the obligation was incurred in good faith and for the benefit of the Association;
    

6. The EOBA shall undergo a formal Annual Financial Review. An auditor or independent reviewers shall be appointed by the Executive Committee and shall not be a member of the Executive Committee. The name of the appointed auditor(s) or independent reviewer(s) shall be recorded in the minutes of the meeting at which the appointment is made;
    

7. The Auditor(s) or Reviewer(s) will provide a report to the Executive Committee and this will be published to the EOBA membership; and
    

8. The EOBA will maintain a bank account at a Canadian Financial Institution. The Treasurer is responsible for the maintenance of the EOBA bank account. The President must be listed as a Co-owner.  

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ARTICLE 9 – DUTIES OF THE EXECUTIVE AND BOARD OF DIRECTORS 

 

GENERAL 

 

1. The EOBA  Board of Directors shall direct the business and affairs of the EOBA. They will make decisions, rules, share information, create plans and offer events and services for its members, consistent with this charter; 
    

2. The Executive will ensure all information regarding vacant or upcoming vacant positions on the Executive or Board of Directors is transparently shared with the membership within 30 days;and
    

3. The names of the Executive and Board of Directors will be published on the EOBA website. 
    

DEFINITIONS 

 

1. Board of Directors: May be referred to as “the Board” and is made up of an Executive Committee and Directors; (see Article 7.) 
    

2. Executive Committee: Includes the President, Vice-President, Secretary, and Treasurer; and
    

3. Board Members: All other positions on the Board of Directors who are not the Executive Committee. 

 

TERMS OF BOARD OF DIRECTORS 

 

1. All Executive Committee and Board Member terms shall be three (3) years in duration unless that member voluntarily resigns or is found in contravention of the EOBA Code of Conduct. Board members may be re-elected for additional terms as determined by the voting membership.  An Executive or Board member will not serve more than 2 consecutive terms in the same position. 
    

2. The three-year term is intended to provide an appropriate balance between continuity of leadership and the regular infusion of new ideas; and 
    

3. The President and the Vice President will stagger their departure by at least one year.  

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RESIGNATIONS  

  

1. At anytime, a Board of Directors member may resign or be unable to complete their duties. When this occurs, notification must be sent to the President and Vice-President by email or phone call; and
    

2. As per above, the Executive Committee will announce any vacancies to the Board of Directors and the membership in a timely fashion, but no later than 30 days after notice of resignation is received by the President and Vice-President. 

DISMISSALS 
 

1. Members of the Board of Directors are expected to uphold the EOBA Code of Conduct (see Appendix 1). The intent of the EOBA Code of Conduct is that all members of the EOBA Board of Directors must act in the best interest of the membership at all times; 
    

2. If a Board Member is found to have behaved inappropriately, acted in contravention of the EOBA Code of Conduct, or did not act in the best interest of the membership, it is at the discretion of the Executive Committee whether or not that member will maintain their position on the EOBA Board;
    

3. If a member of the Executive Committee is found to have behaved inappropriately, acted in contravention of the EOBA Code of Conduct, or did not act in the best interest of the membership, the remaining members of the Executive Committee will review the case and make a decision as to whether the Executive Committee member will maintain their position on the Board of directors or will be asked to resign or be dismissed; 
    

4. Where more than one of the Executive Committee are found to have behaved inappropriately, acted in contravention of the EOBA Code of Conduct, or did not act in the best interests of the membership within the same time frame, since this would constitute 50% of the Executive Committee, the remaining Board of Directors will review the case and determine appropriate next steps;
    

5. Dismissals will be issued in writing and delivered in a virtual or in-person meeting where the complete Executive Committee is present;
    

6. The Executive Committee can issue any Board Member (Including the Executive) with formal warnings regarding their behaviour. These warnings will be recorded and can lead to the dismissal process. The purpose of a formal warning will always be constructively corrective and not punitive. The goal is to correct the behaviour and restore the proper functioning of the Board of Directors.
    

7. For information only: Any Board of Directors can be impacted by toxic behaviour – this behaviour can impact the function of the Board and directly impact the EOBA membership. The EOBA Board of Directors will be familiar and identify and correct all behaviours associated with toxic behaviour.   

•  “Consistent disruptive behavior: A toxic board member disrupts meetings and discussions, diverting attention from critical issues. They may frequently interject with unrelated or controversial topics, making it challenging to maintain a productive atmosphere. 

• Lack of collaboration: Collaboration is paramount for effective board governance. Toxic board members tend to resist collaboration, preferring to work in isolation or pursue their agendas independently of the board’s collective decisions. 

• Pursuing a personal agenda: Toxic board members may put their personal or hidden agendas ahead of the organization’s best interests. This behavior can lead to decisions that benefit them personally but harm the organization. 

• Undermining board leadership: A toxic board member might challenge the authority and decisions of board leadership, such as the chairperson or CEO. This act undermines the chain of command and creates confusion within the board. 

• Consistent negativity and pessimism: Toxic board members exhibit a consistently pessimistic outlook, dwelling on problems without offering constructive solutions. Their attitude can create a toxic atmosphere within the board. 

• Breach of confidentiality: Maintaining confidentiality is critical in board discussions, as sensitive information is often shared. A toxic board member may disclose confidential information to external parties or use it against other board members.  

•  A toxic board member may display defiant behavior by openly ignoring board decisions or refusing to follow established protocols and processes. 

• Hostility and personal attacks: In extreme cases, toxic board members may resort to verbal, emotional, or physical violence against other board members or the organization’s leadership. Such behaviour can poison the working relationships within the board.” 
   

DUTIES OF THE PRESIDENT 
 

1. Preside over all meetings of the Association and the Board of Directors;
    

2. Call special meetings of the Association and the Board of Directors;
    

3. Perform all acts and duties required of an Executive including the appointment of various Special committees that may be required for the proper functioning of the Association;
    

4. In the event of a Board of Director membership crisis, where quorum cannot be achieved. The President or their representative will address the membership at the AGM or schedule a Special Meeting. The goal of this AGM or Special Meeting will be to reconstruct the Board of Directors with volunteers to restore order and function to the Board;(See Article 12)
    

5. The President is responsible for the orderly function of the Board. When they become aware of any concerns, they will take action according to the charter, local regulations, and applicable laws;
    

6. The President is the owner of the EOBA website and co-owner of the EOBA bank account; and
    

7. If the votes are tied at any meeting of the Association or Board of Directors, the President will cast the deciding vote. 

 

DUTIES OF THE VICE-PRESIDENT 

 

1. In the absence of the President, or because of his/her disability or inability to serve, the Vice-President shall perform all duties of the President;
    

2. In addition to the above, the Vice President may also: 

• Assist the President in planning and facilitating Board and General meetings, ensuring agendas are prepared and distributed in a timely manner;

• Support the implementation of board decisions, helping to coordinate and oversee special projects, committees, or events as assigned by the President or Board; 

• Act as liaison between committees and the Board, ensuring effective communication and reporting on committee activities or progress; 

• Lead or participate in the orientation of new board members and volunteers, fostering engagement and retention;

• Represent the organization at external meetings, community events, or with stakeholders when the President is unavailable;

• Assist with conflict resolution among board members or volunteers, promoting a positive and collaborative environment;

• Review and provide input on policy updates, strategic planning, and organizational development initiatives; and

• Take on additional leadership responsibilities during times of transition or organizational change, helping to maintain continuity and stability on the Board. 

 

DUTIES OF THE TREASURER 

 

1. Ensure the EOBA maintains an annual membership with the OBA;
    

2. Have custody of all financial related books, papers, and records belonging to the Association. This includes maintaining a record of all historical bank statements;
    

3. In advance of the Annual General Meeting (AGM) the Treasurer will present the annual financial review to the Board of Directors; this includes the budget for the upcoming year;
    

4. Receive and disburse all funds of the Association. The preferred method of payment and receipt of funds for the EOBA is via digital means. All EFT will be eobatreasurer@gmail.com;
    

5. The use of Cash or Cheques by members to pay for membership fees is discouraged. The Treasurer is responsible for depositing the funds and updating Wix manually when cash or cheques are processed for membership fees;
    

6. Sign as Treasurer, all cheques and other obligations of the Association. All obligations such as rental agreements, bookings, and large purchases (above $300 total) must be approved by the Executive Committee or Board of Directors in advance of the obligation;
    

7. The Treasurer will provide a copy of all financial records required by the Auditor(s) or Reviewer(s). The need for these documents will be communicated in writing to the Treasurer a minimum of 7 days in advance of an audit;
    

8. The Treasurer will provide bank account statements to the Board of Directors once per quarter, no later than 30 days after the end of each quarter; and
    

9. The Treasurer will maintain the EOBA bank account.   

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DUTIES OF THE SECRETARY 

 

1. Ensure all the Board of Directors have been notified of all meetings by email;
    

2. Canvass the Board of Directors for Agenda points in advance of each meeting;
    

3. Provide a Draft Agenda to the Board in advance of all meetings; 
    

4. Compose any official correspondence as directed by the Executive Committee; 
    

5. Maintain a record of all members of the Board of Directors and their contact information;
    

6. Keep an accurate and complete record of all meetings of the Association; and
    

7. Post the approved minutes of each Board of Directors, Regular and Special meetings on the EOBA website.
    
   DUTIES OF THE DIRECTOR OF RESOURCES 

 

1. Maintain control over all assets purchased by the EOBA and ensure they are stored safely, and securely and maintained in good condition; 
    

2. This includes, but is not limited to, books, tools, equipment, etc; 
    

3. Maintain a system of record to track all EOBA items;
    

4. Make suggestions to the Board regarding ideal purchases, maintenance requirements, and inventory concerns;
    

5. Provide the Treasurer with a record of all assets on an annual basis. To be submitted to the Treasurer 14 days in advance of the Annual General Meeting; 
    

6. As resources are used and may be damaged with regular use, the EOBA understands some resources may need to be replaced or disposed of. The Director of Resources will provide the Board of Directors with notice of any deficiencies with resources and discuss any disposal of assets before they are destroyed; and
    

7. Maintain a system to loan items to EOBA membership.

 

 

DIRECTOR OF EVENTS (Events Chair) 

 

The Chair of the Director of Events shall have the following duties: 

 

1. Engage all membership to canvass for ideas to entertain, add knowledge and create networking opportunities for the EOBA during the winter months;  
    

2. Execute five (5) events over the fall/winter period;  
    

3. Advertise each event using the EOBA website;  
    

4. Direct EOBA volunteers at each event as needed; 
    

5. Gather feedback and adjust EOBA Events as required. Keep a record of the event, including budgets, receipts, contracts, contacts, decisions and feedback for future reference;  
    

6. Provide the Board of Directors feedback on the events hosted; 
    

7. Request a budget for events, as needed, to the Board of Directors; and  
    

8. Co-ordinate with the Co-Chair to ensure continuity of event planning. 

 

DIRECTOR OF  EVENTS (Co-Chair - Annual Field Day) 
 

The Co-Chair of the Director of Events shall have the following duties: 
 

1. Lead the planning, coordination and execution of the EOBA Annual Field Day, hosted on the third (3rd) Sunday of August; 
    

2. Nominate and lead the Sub-Committee and Volunteers for the Field Day as required; 
    

3. The EOBA Field Day planning should be considered as a year-round activity requiring leadership and detailed planning; 
    

4. As much as possible, gather volunteers to assist all aspects of the EOBA Field Day;  
    

5. Provide a briefing to the Board of Directors about the Field Day no later than thirty (30) days in advance of the Event;  
    

6. Abide by the budget provided by the Board of Directors for the Field Day;
    

7. Coordinate with the Chair to ensure alignment of the Field Day with overall EOBA events programming;
    

8. Liaise with the Treasurer to ensure contracts are honoured and invoices are paid on time;
    

9. Provide an after action report for the EOBA Board of Directors to generate and update any Standard Operating Procedures associated with the event.

 

DUTIES OF THE DIRECTOR OF MEMBERSHIP 

 

The director of membership shall have the following duties: 

 

1. Use the EOBA website to keep a complete list of all EOBA members in good standing, and maintain the membership list as required. The Director will share this information with the Board when needed;
    

2. Maintain and issue the EOBA digital membership cards to those who have paid their dues;
    

3. Provide feedback to the Board of Directors regarding how to increase the EOBA membership and take action to meet the membership goals annually; 
    

4. Collaborate with the Director of Brand and Experience to produce material to increase EOBA membership. For example, advertising cards, contests, contact cards, posters, etc;
    

5. Request a budget from the Board of Directors as required; and 
    

6. Liaise with the Treasurer to ensure list of members is complete and up to date.
    

DUTIES OF THE DIRECTOR OF BRAND AND EXPERIENCE

 

The director of brand and experience shall have the following duties: 

 

1. Maintain the digital copies of the EOBA Logo. Changes to the EOBA Logo will require EOBA membership approval (The Logo change process is the same as Charter updates); 
    

2. Maintain and advise the Board of the website design and function;  
    

3. Explore, advise and present ideas and material to the Board and EOBA Membership regarding advertising, events and membership. This includes but is not limited to: posters, printed material, advertising material, banners, clothing items, swag items in general and any items bearing the EOBA logo; 
    

4. Collaborate with the Membership Director and produce material to increase EOBA membership. For example, advertising cards, contests, contact cards, posters, etc; 
    

5. Order, produce, and maintain an inventory of EOBA branded material. Contents of this inventory will be produced with approval from the Board of Directors. The Director of Brand and Experience may present these ideas and requests on an Ad Hoc basis, via email, so that the EOBA can take advantage of timely “sales” or “deals”;
    

6. Permission to purchase any items will be granted by the Board in advance of all purchases; and
    

7. Request a budget from the Board of Directors as required and communicate with the Treasurer semi-annually (14 days before the Annual Field day and 14 days before the AGM) to provide an update of the EOBA inventory.

 

DUTIES OF THE BOARD OF DIRECTORS MEMBER (GENERAL) 
 

1. The Board of Directors Members will attend all Board meetings. In the event they cannot attend, they will communicate their absence in advance of the event the President and Vice President or designated contact; 
    

2. Offer guidance, information, expertise and feedback for all tasks undertaken; 
    

3. Assist others and be prepared to exchange ideas for the improvement of all EOBA efforts; and
    

4. Abide by the EOBA Board of Directors Code of Conduct.  
    

ARTICLE 10 – EOBA ASSOCIATION STATUS 

 

1. The EOBA is not an official Not-For-Profit, although it is operated exclusively on a non-profit basis meaning no profit or personal gain will be leveraged by its operations; and
    

2. In the event that the EOBA ceases to operate, priority will be given to the payment of any outstanding debts, creditors, and liabilities. Any remaining monetary surplus or assets shall be distributed to the Ontario Beekeepers’ Association, to be used for the advancement of beekeeping education and research. 

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ARTICLE 11 – AMENDMENTS TO THE CHARTER 

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1. The Board of Directors and the Membership can suggest amendments to the Charter when there is cause to do so. All amendments must be presented to and voted on by the membership of the EOBA.
    

2. The vote to amend the Charter may take place at an Annual General Meeting, a Special Meeting of Members, a Scheduled Membership Meeting, or by virtual means. Amendments will be accepted when there is a majority vote casted by the members present and eligible to vote.

 

 

ARTICLE 12 – EMERGENCY GOVERNANCE 

 

1. In the event that the Board of Directors  is reduced below quorum, the remaining Executive Committee members shall have authority solely to:
   
   Call a Special Meeting of the Members. In some cases, the next member meeting or AGM may be an option for a membership meeting. The following actions will be taken: 

• Inform the membership regarding the vacancies; 

• Maintain essential financial, membership, and legal obligations;

• Take no other governance actions; and

• I would recommend solicit member to express their interest for vacant positions.  
  
  2. The Membership may elect interim or permanent Executive Committee member(s) to restore quorum and continuity. Again, if the AGM is within a reasonable time frame, (within 45 days),it may be appropriate to elect a permanent Board as part of regular voting at a scheduled EOBA membership meeting.  

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Charter End. 

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