Chamber Constitution

1 - NAME

1.1 The name of this body is Virden Community Chamber of Commerce, hereinafter called "The Chamber."

1.2 The use of the Chamber's name and logo may only be used by its members followed by a statement that they are a member of "The Virden Community Chamber of Commerce."

 

2 - OBJECTS

2.1 The objects of the Chamber are:

a. To serve the business community in Virden and take and express positions and opinions on business issues and other public issues relevant to business on behalf of its membership.

b. To provide a forum for the business community within which to develop opinions and programs which contribute to the social, economic and physical quality of life in Virden and enhance it anyway possible.

c. To promote a society and economy primarily based on competitive enterprises and on concern for the individual in our society.

d. To communicate information on topical subjects of interest to the members.

e. To facilitate business and social contact amongst members of The Chamber.

f. To undertake and carry out projects and activities consistent with the foregoing objects.

 

3 - MEMBERSHIP

3.1 ELIGIBILTY.
Individuals and corporations and other forms of business and organizations shall be eligible for membership subject to the provisions of this section.

3.2 MEMBER REPRESENTATIVES.
All employees of member firms shall be entitled to enjoy the privileges of The Virden Community Chamber of Commerce. Member
firms are responsible for the acts, omissions and liabilities to The Chamber of their representatives.

3.3 CATEGORIES OF MEMBERSHIP.
The board of directors may from time to time by resolution establish categories of membership and the qualifications and dues, if any, for and benefits of such categories. Membership categories may be based upon the number of employees of the member and/or such other attributes as the board of directors may determine.

3.4 MEMBERSHIP VOTING PRIVILEGE.
Representatives of member firms shall in any matter when the firm's official position is sought by The Chamber, vote unanimously on behalf of that firm.

3.5 ARREARS.
When membership dues are in arrears for 60 days or more, the privileges of such member and its representatives shall be suspended.

 

4 - DUES

4.1 DUES.
Membership dues shall be paid annually. The dues to be paid shall be in such amounts as are established by the board of directors and may be revised as required by that body.

 

5 - THE BOARD OF DIRECTORS

5.1 JURISDICTION AND POWERS.
The board of directors shall be the council of The Chamber and shall govern the affairs of The Chamber in accordance with the By-Laws, or any other By-Laws, rules or regulations, and with any other resolutions or directions of The Chamber, passed or give at any general meeting of The Chamber.

5.2 FORMATION.
The board of directors shall consist of the following voting members:
a. 5 to 12 members.
b. business owners, operators or employees.

5.3 NOMINATIONS.
The nominating committee, who will review all nominations, will be the board of directors, plus the Chamber Manager. Nominations will be reviewed prior to the Annual General Meeting in April of every year. It will then be finalized at the AGM with the acceptance of The Chamber Members. All nominations must be in to The Chamber prior to April 1st of that year. A written letter identifying name, contact information, qualities they can offer and experience, is asked of each nominee, or a verbal introduction at a board of directors meeting.

5.4 RENOMINATIONS.
A member of the board of directors, on completion of one full term (one year) of office may be renominated for an additional term but, after having served continuously for two full-terms, such a member shall not be eligible to stand for election for the same position until a period of one full year has lapsed.

5.5 ELECTIONS.
Elections shall be done at the Annual General Meeting in April of every year. A discussion prior to the AGM will be had by the nomination committee to ensure all positions have a candidate. At the AGM it will be opened to The Chamber members. A ballot or vote, which ever the board of directors feels is needed, will be done to elect who will receive each position. In the event of a tie, three of the elected board of directors will make a decision.

5.6 COMMITTEES.
The board of directors may from time to time appoint standing and special committees and shall define their powers and duties.

5.7 ABSENCE FROM MEETINGS.
If any member of the board of directors is absent from four regular meetings of the board of directors in any year without reasonable cause, his/her seat shall become vacant and the board of directors shall proceed to fill the vacancy.

5.8 VACANCIES.
If any vacancies arise among the board of directors by any reason, the board of directors may appoint a member representative to fill the vacancy.

5.9 QUORUM.
Not less than five of such voting members of the board of directors present, shall constitute a quorum of the board of directors.

5.10 AFFILIATION WITH THE CHAMBER.
Such organizations as are approved by the board of directors may, without dues, upon invitation and at the pleasure of the board of directors, be entitled to appoint one representative to attend one or more of the board of directors meetings as an observer.

5.11 AFFLIATION WITH OTHER ORGANIZATIONS.
The board of directors shall have the power to affiliate The Chamber with any other organization or association in which membership is deemed to be in the interests of The Chamber.

5.12 MATTERS MAY BE BROUGHT BEFORE THE BOARD OF DIRECTORS.
The chairperson of any committee shall be entitled to bring any matter relating to his/her committee to the special attention of the board of directors.

5.13 MEMBERS MAY ATTEND.
Meetings of the board of directors shall be open to all members of The Chamber who may attend but who shall take no part in its proceedings unless invited to do so by the majority of the board of directors present at the meeting. The chairperson of the meeting may direct that any portion of the meeting shall be held In Camera, which will exclude all members who are not board of directors.

 

6 - THE EXECUTIVE COMMITTEE

6.1 FORMATION.
The executive committee of the board of directors shall consist of:
a. The president
b. The vice-president
c. The manager (which is a paid position and not elected. This position consists of the secretarial duties, treasurer, etc.

6.2 DUTIES OF THE EXECUTIVE COMMITTEE.
The executive committee shall be responsible for:
a. monitoring The Chamber's operations
b. previewing agenda items
c. chair-person at the board of director and member meetings
d. signing authority on accounts, grants, etc.
d. any other specific undertakings, duties, responsibilities as may be delegated by the board of directors

6.3 These duties and positions will be discussed and agreed upon at the Annual General Meeting in April of every year.

 

7 - MEETINGS

7.1 ANNUAL MEETING.
The annual meeting of The Chamber shall be held in each year in April, unless it is agreed by the boards of directors to reschedule.

7.2 NOTICE OF ANNUAL MEETING.
At least five days notice of the Annual General Meeting shall be given to each member in writing or by electronic communication.

7.3 ORDER OF BUSINESS.
The order of business at the Annual General Meeting shall be:
a. reading the minutes of the previous Annual General Meeting and all special meetings held during the year.
b. receiving the general report of the board of directors as to the activities and financial position of The Chamber during the preceding year.
c. consideration of By-laws
d. resolutions
e. nomination / election of offices


7.4 ANNUAL REPORT.
A general report respecting the activities of The Chamber and its financial position and financial statements shall be submitted at the Annual General Meeting.

7.5 REGULAR GENERAL MEETINGS.
During each year quarterly general meetings of The Chamber (one of which may be the Annual General Meeting) shall be held at such time and place as the board of directors may decide.

7.6 QUORUM AT GENERAL MEETING.
A majority of the members present at any annual or general meeting are competent to do and perform all acts that are or shall be directed to be done at the meeting.

7.7 RESOLUTIONS.
At all meetings of The Chamber, all resolutions shall be submitted and then approved by a mover and a seconder.

 

8 - GENERAL

8.1 BY-LAWS, RULES & REGULATIONS.
The By-laws of this Chamber may be altered or amended at any annual or general meeting of The Chamber, provided that notice of such proposed changes or amendments had been given in writing by one member and seconded by another member at a previous meeting and recorded in the minutes of that meeting. If done at a general meeting, this change of by-law shall be submitted and adopted at the Annual General Meeting.

8.2 FINANCIAL YEAR.
The financial year of the Chamber shall end on the last day of December in each year.

8.3 MONTHLY FINANCIAL STATEMENTS.
The Chamber manager shall prepare financial statements at the end of every month which is open for all members to view. The Chamber manager along with the board of directors will prepare a yearly budget by the 15th of February every year, once again for all members to see.

8.4 PUBLICITY.
Committees shall submit to the board of directors for approval all information or matters intended to be communicated in a manner designed to attract general attention in which the name of The Virden Community Chamber of Commerce is to be used wither separately or as a part of or in association with some other name, and no such information or material shall be made public or otherwise used until approved by the board of directors.