| Board Policies and Operating Procedures |
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ERIE CHAMBER OF COMMERCE, INCORPORATED
Board Policies and Operating Procedures ARTICLE I MEETINGS Section 1. Location, Minutes, Budget The Board of Directors shall establish a time and place for regular monthly meetings. All meetings are open to our members. Minutes and the budget are available at the Chamber office during regular business hours. (1999) Section 2. Agenda The President and or Executive Director will prepare an agenda for each meeting. The agenda, minutes of previous meeting, and financials will be delivered to each board member 3 days prior to the meeting. (2011) Section 3. Special Meetings Special meetings of the Board of Directors can only be called by the President of the Board or by any three members of the Board, unless designated in the bylaws. (2004) ARTICLE II PUBLICITY
Section 1. Spokesperson The President of the Chamber will be the official spokesperson for the Chamber. However, the President at his/her discretion may delegate to others including the executive director or office manager such duties. (1999)
ARTICLE III DUES AND FEES Section 1. Structure and FeesThe Board of Directors shall establish a dues structure, which will be attached and become a part of these policies. (1999) A. Dues Dues are based on number of employees, attention to individual and non-profit organizations, specifically defining non-profit as having less than 100 employees and requiring proof of state certification designating organization as non-profit. (2008) B. Billing Cycle Dues are based on a billing cycle from September to September. Renewal date will be C. Annual Dues Review Dues shall be reviewed annually in April for approval at May Board Meeting for the D. Review of Budget and Presentation Budget for the upcoming year shall be prepared in October for review by the Board of E. Benefits of Membership Dues Membership dues to include annual holiday party, annual family membership picnic in June, annual joint chambers membership appreciation picnic in July, and a one-time hard copy of membership mailing labels. (2010) F. Annual Fees Review Fees for additional products/services will be reviewed in October for approval at the November Board meeting and maintained in a separate Fees Schedule document. (2011)
ARTICLE IV MEMBERSHIP BENEFITS Section 1. Labels A set of chamber member labels is available to chamber members for Non-Profit organizations can request one free set of labels per year. Non-members, reviewed on a case-by-case basis, can obtain a set of labels for a cost. Use of the Chamber bulk-mailing permit is restricted to Chamber members. (2004) A. Cost of Permit The bulk mail permit can be used by business members of the Erie Chamber of Commerce for a fee. (2011) B. Restrictions Members use of the bulk-mailing permit cannot be used for the mailing of any document considered to be of a political nature. (1999) C. Review of Content Before bulk mail use is granted the article to be mailed will be presented to the Chamber office staff or Board of Directors for review of content. (1999) D.Postal Guidelines All material with the bulk mail permit will have the name, address and phone number of sender and must meet U.S. Postal Service guidelines. (1999) Section 3. Business Directory Chamber members can select a maximum of two in the Business Directory and a maximum of three categories on the website listings. (2011) Section 4. Newsletter
i. Only those members in good standing will be eligible to advertise within the Commerce Corner via free standing ad and/or insert. (2009) ii. Advertising Opportunities and Guidelines Headliner Banner Inserts Full Page Half Page Ad Quarter Page Ad Payment, advertising and logo must be submitted no later than the 15th of every month. PDF files are requested. The Chamber reserves the right of refusal.
iii. Only Chamber members can advertise in its Business Directory as well as the Erie area maps. (2004) B. Scheduled Mailing Commerce Corner will be distributed the first working day of the month to all Erie Chamber Members and other Newsletter recipients. (2011) Section 5. Shredding The Chamber will offer the secured and bonded, shredding services to its members at a fee. (2011)
ARTICLE V SPECIAL EVENTS, AFTER HOURS, AND CEREMONIES
Section 1. Guidelines The following guidelines apply to Business After Hours, Ribbon Cuttings, and Special Events. Business After Hours will be the 4th Wednesday of the month and will be determined from requests by members who would like to host a Business After Hours. (2004) A. Determination of Charges The Chamber Board of Directors will determine the charges for attendance at Business After Hours functions. (1999) B. Fees and Collection Fees for the Business After Hours functions will be collected at the door at the location of the event. (2008) (2011) C. Board of Directors and Ambassadors All Chamber Board of Directors will be obliged to pay fees at each Chamber event. Ambassadors will not be required to pay fees. (2010) Section 2. Host Responsibilities The host shall determine the food served at a Business After Hours. (1999) A. Hours The host may determine the starting hour ranging from 5:30 p.m. to 7:30 p.m. (1999) B. Advertising If they choose, the host may publicize the event. (2004) C. Alcohol The host shall determine serving of alcohol. (1999) Section 3. Chamber Responsibilities A business scheduling a multi-chamber event must work through the originating chamber that was initially contacted. This chamber will then coordinate with requested joint chamber staff. (2009) A. Notification Two months prior to Business After Hours, the chamber will provide the hosting business with general BAH hosting guidelines. (2009) B. Co-hosting Members can co-host Business After Hours with other members. (1999)
C. RSVP Notification The Chamber will send out notices and take the RSVP’s. A Chamber representative will be available to hosts to help in planning. (1999) D. Advertising The Chamber shall publicize the Business After Hours in the monthly newsletter. (2004) E. Introductions The President of the Chamber (or appointed representative) will introduce that host and new members in attendance and make other appropriate comments. (1999) Section 4. Hosting at Chamber office The Chamber office is available upon request for hosting Business After Hours. Hosts will be responsible for setup and cleanup. The host will make proper arrangements for lockup. (1999) A. Home Based Businesses Home based businesses may host Business After Hours and Ribbon Cuttings at the Chamber Office. No more than three separate businesses shall share in the scheduled event. These events will be scheduled by the Chamber office on a quarterly, or as necessary, basis. Chamber shall provide press information and email notification to all members of the event. (2010) Section 5. Ribbon Cuttings The Chamber will conduct Ribbon Cuttings for new Chamber members. The Chamber will also conduct Ribbon Cutting ceremonies for businesses relocating or expanding within Erie that are Chamber members (2011)
A business interested in doing a ceremony should contact the Chamber at least 3 weeks in advance to allow the Chamber time to send invitations and coordinate the event. (2004) Section 6. Business of the Year Awards In November, the Board of Directors will nominate and vote for both Corporate and Small Business recipients to be awarded the Business of the Year Award at the January Annual Business Meeting (2010). Section 7. Distribution of Literature Only the Erie Chamber of Commerce and hosting business of after hours, ribbon cutting or other special event, will be permitted to hand out literature, with the exception of business cards. (2010)
ARTICLE VI JUMP START Section 1. Calendar. Ambassadors will determine the Jump Start calendar and speakers (2011) A. Purpose The purpose of Jump Start is to provide educational information for Chamber Members and the general public and will be provided at no charge (2011) B. Location and Budget The Board will determine the budget for all Jump Start Meetings. (2011)
ARTICLE VII DONATIONS Section 1. PurposeThe Board of Directors may make donations from budgeted funds. Donations must be for the benefit of the community at large. (1999) Section 2. Requests Donations requests must be in written form explaining the scope of programs and the number of people it benefits. (1999)
ARTICLE VIII PURCHASING OF SUPPLIES AND SERVICES Section 1. Purchase from Chamber MembersIt is the desire of the Chamber to buy from its members. The Chamber shall first request quotes form its members. However, the Chamber Board has a fiduciary obligation to its members to purchase supplies and services at a competitive price. Should the Chamber members be unable to submit a competitive price, the purchase may be made from a non-member. (1999)
ARTICLE IX USE OF CHAMBER FACILITIES AND EQUIPMENT Section 1. Chamber Rentals The use of the Chamber conference room is available for Business After Hours and official Chamber functions. (2004) A. Security There are no provisions for security, opening, and lockup and janitorial needs therefore the facility would only be available upon request. (1999) B. Tables, chairs, small appliances Tables, chairs, coffee makers, etc. will not be loaned out and are used primarily for Chamber functions. (2004) C. Electrical Outlets Use of Chamber electrical outlets at designated locations by local organizations shall ) be provided at a fee. (2011)
ARTICLE X ALCOHOL POLICY Section 1. Purchase of Alcohol The Chamber may purchase alcohol for Chamber meetings or events with Board approval. The Chamber is not opposed to alcohol being present at Chamber functions. (1999)
ARTICLE XI CONDUCT OF BOARD MEMBERS
Section 1. Unified Body The Board must act as a unified body in its relationship to the business community and the community at large. (1999) A. Conflicts In circumstances reflecting a conflict of interest, said board member will be asked to abstain from voting on, or participating in specific discussion, relative to items reflecting a conflict of interest. (2010)
Board members that publicly oppose the general consensus of the Board may be called before the Board for disciplinary action. (1999) Section 2. Disciplinary Action Disciplinary action may be a reprimand or removal from the Board. Such action may be called by a majority vote of the Board at any regular or special meeting of the Board. (2004)
Disciplinary action against a Board member will be done in a closed Board meeting. Any disciplinary action against a Board member will require a majority vote by the Board of Directors. (2004) ARTICLE XII AMENDMENTS Section 1. Amendments Policies Board Policies and Operating Procedures may only be amended by a majority vote of the Board of Directors. A motion to amend these Board Policies and Procedures may be made by any board member at any regular scheduled Board meeting. (2004) A. Incorporated into By-Laws Board Policies and Procedures are officially incorporated into the Chamber’s By-Laws. (2010) B. Freedom of Information Act The Chamber is a private corporation and consequently falls under the Freedom of Information Act, releasing the Chamber of any and all obligation to share requests for review of insurance policies and other Chamber documentations. (2010)
ARTICLE XIII ELECTION Section 1. Recount Candidates for the Board of Directors may request the vote tallies from the Nominating Committee after the results are announced. For a period of 7 days following the election meeting a candidate can request a recount. The Nominating Committee will recount and the candidate may be present. The ballots will be retained for one year following the election. (2004) Section 2. Bonding Members of the Board of Directors are required to be bonded. (2005) Section 3. Terms
A. Newly Elected Terms New elected terms for newly elected Board of Directors will be determined based on B. Conflict of Interest In circumstances reflecting a conflict of interest, said board member will be asked to abstain from voting on, or participating in specific discussion, relative to items reflecting a conflict of interest. (2010) C. Requirements and Additional Qualifications Board members serve a one or a two-year term on the Board. Candidates must be meetings are held once a month, the second Tuesday of the month at 7:30 a.m. Directors are expected to attend After Hours Socials, special events, (i.e., Ribbon Cuttings and selected committee meetings). Directors should participate on at least one committee during each year of their term. (2010)
ARTICLE XIV POLITICAL ISSUES Section 1. Political PositionsThe Board of Directors shall not take positions, either for or against, on issues of a political nature. (2010)
ARTICLE XV EMPLOYMENT ISSUES Section 1. Evaluations In an effort to provide greater consistency, good communication, and evaluate job performance, an employee review shall be conducted every 6 months. The President and one other officer should conduct the review. The President or Board of Directors may appoint additional members to help conduct the review if deemed necessary. (2000) Section 2. Harassment The Erie Chamber maintains a zero tolerance for harassment and discrimination. (2011)
ARTICLE XVI FINANCIAL Section 1. Check Signatures Chamber expenditures require two authorized signatures. The authorized signers are the President, Treasurer and Secretary. The Treasurer will review monthly bank reconciliation prepared by bookkeeper. An outside CPA will perform quarterly reviews outside CPA roll, will perform outside quarterly review of the accounting records and prepare the quarterly payroll tax returns and annual tax returns. (2011) Section 2. Returned Checks Chamber will charge a fee. (2011)
ARTICLE XVII SCHOLARSHIP PROGRAM
Section 1. Purpose The purpose of the Erie Chamber of Commerce Scholarship program is to reward Erie area high school seniors who have shown exceptional proficiency in the area of community services and academics, and assist them financially in the pursuit of their secondary education goals. (2007) Section 2. Eligibility A.Residency Applicants must be a senior who is attending Erie High School or who is an Erie B.GPA Minimum cumulative GPA is 3.0 (2007) C.Applications Incomplete applications will not be accepted. (2007) D.Personal Information Personal information will be removed from the applications before they are passed on Section 3. Definition of Secondary Education Secondary education includes colleges, universities, community colleges or technical institutions. (2007) Section 4. Financial Awards and Distribution of funds To that end the Scholarship Committee will award scholarship(s) each year. (2011) A.Payments to Institutions Once enrollment is established, award funds will be sent directly to the Section 5. Scholarship Committee The committee will consist of two members from the Chamber Board of Directors, two members from the membership at large and one member from the Erie community. (2007) A.Review of Applications Once received, written applications will be reviewed by the individual committee
B.Selected Applicants for Interviews Typically, three to five applicants will be chosen for interviews based on the number C.Guidelines for Finalists After the finalist’s interviews, using the ranking guidelines, the committee will choose D.Consensus It is preferred that ranking of written applications and finalist interviews be decided by |
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