NEW PALESTINE AREA CHAMBER OF COMMERCE
BY-LAWS
ARTICLE I – Name
Section 1. The name of this organization shall be the New Palestine Area Chamber of Commerce.
ARTICLE II – Object
Section 1. The New Palestine Area Chamber of Commerce is organized for the purpose of advancing the commercial, industrial, civic and general interest of the town of New Palestine and its trade area.
ARTICLE III – Limitation of Methods
Section 1. The chamber shall be non-partisan and non-sectarian, and shall take no part in or lend its influence or facilities, either directly or indirectly, to the nomination, election or appointment of any candidate for office in city, county, state, or nation, nor shall any meetings of a political nature whatsoever be held within the premises occupied by or under the control of the chamber. The chamber will not help influence any business to act in a certain manner nor support their efforts to influence local officials or laws.
ARTICLE IV - Membership
Section 1. Any reputable person, association, corporation, partnership or estate may apply for membership in the New Palestine Area Chamber of Commerce.
Section 2. Applications for membership shall be made in writing to the Board of Directors. The application shall be regarded as a guarantee on the part of the applicant of their interest in and agreement with the purposes of the Chamber, and of their adherence, if elected, to its bylaws, rules and regulations.
Section 3. Members shall pay a membership fee at the rate determined by the majority of the board of directors. New Members joining between January 1st and September 30 will pay the full annual dues. Members coming in October 1st through December 31st will be free for the remainder of that membership year.
Section 4. Any person, firm, association or corporation eligible to membership may have two representatives. Additional representatives may be added by paying 50% annual dues for each such person. Each membership will designate only one representative to vote.
Section 5. Any person, firm, association or corporation involved in multiple businesses may pay for one full membership per each business. Therefore they will have one vote per membership.
Section 6. Any owner with one paid membership may use the Chamber promotional advertising for one additional business in which they have a personal financial risk without paying additional membership fees. There will be no voting privileges for the additional non-member businesses.
Section 7. Upon the recommendation of the Board of Directors, a member or membership may be revoked for cause(s) by a vote of 2/3 attending members or by their proxies. The membership in question shall be notified via certified, return receipt mail 10 days before the meeting of the body in which the vote will take place. They will be allowed to make an appeal at said meeting in person or by their representative.
ARTICLE V – Meetings
Section 1. The Board of Directors will provide for holding periodic meetings for members.
Section 2. At all membership meetings no less than 10% of membership in good standing constitute a quorum.
Section 3. The Board of Directors may call special meetings as deemed necessary.
ARTICLE VI – Voting Rights
Section 1. Any membership in good standing shall be entitles to cast one vote.
Section 2. Proxy ballots will be issued by the Board of Directors through the mail prior to the meeting on pertinent issues as determined by the board of directors.
ARTICLE VII – Elections
Section 1. The President shall appoint a nominating committee of not less than 3 members at the September meeting. The First Vice President shall be a member of the nominating committee. Their duty shall be to nominate a slate of candidates to be elected as officers. The committee shall also nominate a slate of three (3) persons to serve on the Board of Directors.
Section 2. Said committee shall file a list of the nominees recommended with the Second Vice President at the October meeting.
Section 3. Additional nominations may be made from the floor at the October meeting.
Section 4. The Second Vice President shall mail a slate of candidates to all members of the Chamber ten days prior to the election, which takes place at the November meeting.
Section 6. Each officer and director elected shall serve a term of one year. Each officer may be elected to a maximum of two terms per office.
Section 7. In the event of a vacancy in the office of President or First Vice President, the Vice Presidents shall advance in office, according to their rank. In the event of any other vacancy, the Board of Directors may call a special election according to the rules of elections.
ARTICLE VIII – Board of Directors
Section 1. The Board of Directors shall consist of President, First Vice President, Second Vice President, Treasurer, Secretary, the immediate past president, and 3 elected members to the Board of Directors. All directors must be in good standing.
Section 2. The government of the Chamber, the direction of its work, and the control of its property shall be vested in a Board of Directors. They shall conduct the business activity of the Chamber. They shall submit in writing at the November meeting a full report of the work and the finances of the organization.
Section 3. The Board of Directors shall meet at regular periods. The time will be fixed by the Board. Absence from three consecutive regular meetings, without an excuse deemed valid and so recorded by the Board of Directors, shall be construed as a resignation from said office.
Section 4. A majority of the Board of Directors shall constitute a quorum at any Board meeting.
Section 5. In the absence or disability of the President, the meeting shall be headed by next in line of the Board of Directors – First Vice President, Second Vice President, Secretary, Treasurer, then immediate past President.
ARTICLE IX – Officers’ Duties
Section 1. President
Ø Preside at all meetings
Ø Appoint all committee chairs
Ø Be ex-officio member of all committees
Ø Directly supervise office coordinator
Section 2. First Vice President
Ø Act in the absence of the President
Ø Chair the membership committee and nominating committee
Ø Work hand in hand with treasurer and office coordinator tracking membership
Ø Coordinate ordering of plaques for new members
Ø Coordinate delivery of plaques and engraved plates to new and current members
Ø Coordinate welcome packets with membership forms and chamber book ad forms
Ø Feature business drawing
Ø Work with Committee and Chairpersons for special events as needed
Section 3. Second Vice President
Ø Chair the Budget Committee
Ø Chair the Meeting Committee
Ø Obtain speakers for regular meetings
Ø Work with Committee and Chairpersons for special events as needed
Section 4. Secretary
Ø Conduct official correspondence
Ø Preserve all books, documents and communication, and maintain accurate record of the proceedings of the Chamber, the Board of Directors and all committees for the year.
Ø Send out typed minutes from meetings no more than 48 hours after meeting
Ø Work with Committee and Chairpersons for special events as needed
Section 5. Treasurer
Ø Receive and disburse the funds of the chamber
Ø Keep all monies of the Chamber deposited in its name
Ø Maintain the accounting books accurately and keep them up to date
Ø Coordinate all financials with office coordinator for a monthly report due at each board meeting
Ø Submit a financial statement and turn the books over to the Audit Committee for audit at the end of each year
Ø Responsible for compiling all financial statements and for filing tax forms and corporation papers to tax preparer by May 1st
Section 6. Representatives (3)
Ø Chair at least 1 special event
Ø Work with committees and chairpersons for special events as needed
Ø Attend all meetings
Section 7. Advisor
Ø Advise President and Board of Directors
Ø Work with Committee and Chairperson for special events as needed
Section 8. Office Coordinator
Ø Maintain complete and accurate membership list
Ø Maintain Chamber Website
Ø Manage financials in conjunction with treasurer
Ø Maintain all measurable data, past and present
Ø Provide weekly activity report due to President every Thursday
Ø Create and maintain chamber social media pages…ex: Facebook, Linked-In…etc
Ø Send out general and board meeting reminders
Ø Process mailings for special events
Ø Attend all meetings
Ø Work with Committee and Chairpersons for special events as needed
Section 9. At the end of each term, all officers shall deliver to the Board of Directors all books, papers, and property of the Chamber.
Section 10. Impeachment of officers for just cause or failure to execute their duties can be processed by the Board of Directors and validated by 2/3 of the chamber membership voting.
ARTICLE X – Committees
Section 1. The Board of Directors shall authorize and define the powers and duties of all committees.
Section 2. The President shall appoint all committees subject to confirmation by the Board of Directors.
Section 3. A written report of committee accomplishments will be filed with the Secretary at the conclusion of each committee assignment and/or yearly by the committee chair.
Section 4. All committees shall be reviewed annually by the Board of Directors.
ARTICLE XI – Disbursements
Section 1. No disbursements of the funds of the Chamber shall be made unless the same shall have been approved, authorized, and ordered by the Board of Directors. All disbursements shall be made by check. Checks shall be signed by the Treasurer or the President.
Section 2. Upon the approval of the budget, the Treasurer will be authorized to make disbursements or expenses already stipulated in the budget without an additional approval by the Board of Directors.
Section 3. All disbursements for non-budgeted items shall be made only with the approval of the Board of Directors.
Section 4. Every effort should be made to give Chamber business to Chamber members. All Chamber business must allow for members to submit job bids for jobs exceeding $500 before Chamber business goes to outside sources. Business shall be awarded based upon best value to the Chamber.
ARTICLE XII – Budget
Section 1. At the end of every year, the finance committee shall compile a budget of estimated expenses, including a stated amount for each committee, and submit it to the Board of Directors before the October board meeting.
Section 2. The Board of Directors will present the budget to the Chamber members during the October meeting, and vote on the budget during the November meeting.
Section 3. As passed by the Board of Directors and approved by the Chamber members, with or without modification, this budget shall be the appropriation measure of the Chamber. No committee may exceed its appropriation without the consent of the Board of Directors.
ARTICLE XIII – Fiscal Year
Section 1. The fiscal year shall begin the 1st day of January and end the 31st day of December.
ARTICLE XIV – Parliamentary Procedure
Section 1. The proceedings of the Chamber meetings shall be governed by and conducted according to the latest edition of Roberts’ Manual of Parliamentary Rules.
ARTICLE XV – Amendments
Section 1. These bylaws may be amended or altered by a two-thirds vote of those present or represented by proxy at any regular or special meeting of the Chamber of Commerce constituting a quorum, provided notice of the proposed change shall have been communicated to each member not less than ten days prior to such meetings.
Section 2. Bylaws shall be reviewed annually by a committee.
ARTICLE XVI – Bylaw Interpretation
Section 1. The Board of Directors shall have absolute and final power to interpret the Bylaws.
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