TACC Constitution and Bylaws

Constitution and Bylaws Download
TRUMANSBURG AREA CHAMBER OF COMMERCE

ARTICLE 1
Name and Address

The name of this organization is the Trumansburg Area Chamber of Commerce, hereafter known as TACC. The mailing address is Post Office Box 478, Trumansburg, New York 14886. A phone number and website are published for the organization. TACC’s Area of Dominant Influence or ADI is the Village of Trumansburg and the Townships of Ulysses and Covert.

ARTICLE 2
Affiliations

TACC affiliates with groups and organizations which promote commerce and tourism within its ADI.

ARTICLE 3
Mission

The Trumansburg Area Chamber of Commerce exists to support the economic vitality of its members and the human and geographic resources of the area, and offers business information and education to the members.

ARTICLE 4
Membership

The Board of Directors reserves the sole right to accept admittance to the organization. Membership is established annually beginning December1 and ending November 30. A business, farm, factory, independent or professional owning, controlling or doing business in the ADI is eligible to apply for full membership. Membership is extended to any non-business in the ADI which supports the TACC mission. They are eligible to apply for associate member status. A member in good standing has the right to one vote and to serve on the Board of Directors. An annual renewal and open membership drive is conducted from December through January.

ARTICLE 5
Dues

The annual dues may be changed upon recommendation by the Board and with the approval of a majority of the members present at the annual meeting. Dues are established for full memberships. Associate member dues is one-half the full membership amount or at the discretion of the Board. An annual dues notice is sent to members in November followed by a reminder notice in December. Dues are payable, in full, by January 10th.

ARTICLE 6
Governance

The governance of TACC is vested in a Board of Directors of not less than seven. The Board annually elects a chairperson and vice-chairperson and assigns tasks to committees made up of the membership. The chairperson presides over all TACC meetings. The chairperson assigns directors to serve as secretary, treasurer, and finance officer. The chairperson oversees the affairs of TACC and the keeping of critical corporate records by its officers, and makes an annual report to the members at the annual meeting. In the absence of the chairperson, the vice-chairperson assumes the duties and responsibilities of the chairperson. The secretary records the minutes of the meetings and prepares them for distribution, holds in custody TACC written records, and assists the chairperson to prepare written materials as needed. The treasurer receives and expends TACC funds, performs all bank transactions, holds in custody banking instruments, and assists the finance officer. The finance officer oversees the duties of the treasurer, prepares budgets, holds in custody TACC financial records, and in the absence of the treasurer assumes the treasurer’s responsibilities. Actions of the Board must be approved by a quorum of the Board of Directors. The Board is charged to:

1.use best business practices in conducting chamber affairs
2.ensure the financial sustainability of TACC
3.set annual objectives supporting the chamber mission and review its policies,
procedures, and outcomes
4.engage member volunteers to do the work of the chamber unless otherwise noted
5.advertise itself locally and in conjunction with regional promotions
6.inform members of municipal planning affecting business in their jurisdictions
7.notify members of chamber affairs monthly
8.offer its not-for-profit status in partnering with organizations who endorse the
chamber mission
9.publish an annual brochure promoting the chamber’s ADI and members
10.provide adequate liability insurance for any chamber sponsored event/meeting
11.manage the finances and property, and conduct an annual accounting and
inventory of resources
12.offer business specific programs for membership education

ARTICLE 7
Finance and Records

Fiscal year for TACC is December 1 to November 30. All TACC funds are maintained in a bank selected by the Board. Withdrawal of funds over $500 by the Treasurer requires Board approval. TACC records are to be inclusive and current, and safeguarded by the Board.

ARTICLE 8
Meetings

Regular business meetings of TACC are scheduled monthly. The Board of Directors meets prior to the regular meeting for planning purposes. Special meetings can be called by the chairperson if requested by at least three directors or five members. Meetings are open to the membership and meeting schedules are published. The annual meeting of TACC constitutes the regular November meeting. Notice of the annual meeting is mailed to each member at least 15 days prior to the meeting. Robert’s Rules of Order govern the proceedings of all general, regular and special meetings of the chamber.

ARTICLE 9
Amending the Constitution and By-Laws

Periodically the Board of Directors and/or TACC members review and, as necessary, suggest changes to the Constitution and By-Laws. A written notice of the proposed change(s) is mailed to each member at least seven days in advance of the meeting where the membership consider and vote on proposed changes. The TACC Constitution and By-Laws is amended only by a two-thirds affirmative vote of the eligible voting members present at a properly called regular or special meeting.

ARTICLE 10
Election of the Board of Directors

A. Nomination: In September the chairperson appoints a nominating committee of one board member and no less than two members-at-large. The search for board nominations is publicized by the nominating committee by mailing and other means as deemed necessary. A member in good standing can nominate a member by submitting the name, in writing, to the committee before October 15. To be eligible for Board nomination, a member must be a TACC member for one full fiscal year and in good standing. After October 15, a slate of officers including biographical sketches is prepared and distributed to the membership for vote at the annual meeting.

B. Duration of Service: All seats on the Board are for two-year terms with a limit of three consecutive terms. A director begins the term on December 1 unless otherwise provided within. Should a vacancy occur during a term, the Board selects a member to serve the remainder of the term. The chairperson serves no more than four consecutive years.

ARTICLE 11
Budget

The fiscal year for TACC is December 1 to November 30. A proposed budget is adopted by the board to present at the annual meeting for the next fiscal year. Monthly budget reports are available to the members.

ARTICLE 12
Executive Assistant to the Board of Directors

A. Job Description: The assistant’s primary responsibility is to develop a Board approved plan to promote economic development in the Trumansburg ADI, and organize and implement the plan. The assistant is to organize the regular meetings by researching program choices, inviting Board OF DIRECTORS approved speakers, and confirming the meeting place and food service. The assistant is to monitor, catalog, and respond to chamber website, mail and telephone inquiries related to commerce and tourism. The assistant is to direct the annual new membership drive by contacting potential new members and assist in the renewal membership process. The assistant is to attend the regular business and board meetings of TACC, attend and report on community meetings that affect commerce and tourism, and attend seminars at the discretion of the Board of Directors. The assistant is to prepare Board of Directors approved public statements, announcements, and member publications advertising chamber business and pertinent information. The assistant is to have knowledge and experience of economic and civic planning, effective and positive written and oral communications, computer literacy in word processing and databases, and organizational skills. The assistant is provided with materials and supplies necessary to perform the duties of the position. An estimation of the necessary expenses for the Executive Assistant is submitted to the Board during the November budget process

B. Selection: The Board is to publicize the position and job description following fair labor practices, file all employment applications with the secretary, conduct interviews, approve a candidate for hire, file a hire contract with the secretary, conduct an annual evaluation, and file renewal/dismissal forms with the secretary.

C. Compensation: The Executive Assistant is paid per diem or hourly wages as agreed to by the Board and the Executive Assistant prior to the hiring process. A record of work hours and wages are kept by the treasurer and finance officer.

D. Evaluation: Annually, the Board reviews the performance of the Executive Assistant by measuring employee performance against Chamber objectives and outcomes, and other criteria formalized by the Board. The chairperson writes an evaluation and reviews it with the executive assistant who receives a copy.

*1993, 2000, 2006 By-Law review dates