By-Laws of Oakridge-Westfir Area Chamber of Commerce
Article I – Name
The name of the organization shall be the Oakridge/Westfir Area Chamber of Commerce.
Article II – General
The chamber shall not discriminate on the basis of race, color, religion, gender, national origin, age, handicapping condition, marital status, affiliation, or sexual orientation.
Article III – Purpose of Membership
The purpose of this organization is to develop and perpetuate the welfare of the cities of Oakridge, Westfir, and the area served by these communities, ensuring a growing, healthy, and diversified economy. The primary goal of the Chamber should be to enhance the revenue of the economy of our community. The organization shall be nonpartisan and nonsectarian.
Article IV – Membership
Section 1: Any person, association, corporation, partnership, nonprofit, or estate having an interest in the objectives of this organization shall be eligible to apply for membership. Application for membership shall be in writing, on forms provided for the purpose, and signed by the applicant. Any applicant shall become a member upon payment of the regularly scheduled dues and recommendation of the Board of Directors submitted to the general membership for approval.
Section 2: Members can choose to pay membership dues either annually or semi-annually. Annual payments are due on January 1st each year. For semi-annual, half would be due January 1st and the other half by July 1st. There is a maximum of 60 day grace period for either payment schedule.
Section 3: Any individual, organization, firm or business whose dues remain unpaid per the above schedule shall be declared not in good standing and will be unable to vote on any business of this organization. The Chamber may also suspend web advertising and referrals until membership dues are brought current.
Section 4: A membership roster with a record of dues paid will be maintained by the Membership Committee.
Article V - Board of Directors
Section 1: The Board of Directors shall be comprised of eight members elected by the membership. In addition to the elected board members, the mayors of the cities of Oakridge, and Westfir and immediate past president of this organization shall automatically have full privileges of board membership. This will create a Board of Directors of utmost 11 members. Officers of the Chamber of Commerce shall be comprised of the President, Vice President, Secretary, and Treasurer.
Section 2: Terms of office shall be for two (2) years and each year four new members shall be elected to the Board of Directors for continuity.
Section 3: Members of the Board of Directors must attend at least 12 meetings per calendar year, unless excused by the President or Vice President. If any of the eight (8) elected members failed to meet this obligation, they may be removed from the Board of Directors and replaced with a new individual for the remainder of that member’s term within 60 days.
Section 5: The City Administrators of Oakridge, Westfir, and the other cities belonging to the Chamber of Commerce shall be ex-officio board members of the Oakridge Westfir area Chamber of Commerce, and will not have voting privileges in order to prevent conflicts of interest.
Article VI - Finances
Section 1: The Treasurer shall deposit all monies of the organization in the chamber account of such bank or depository as directed by the Board of Directors.
Section 2: The Board of Directors shall be authorized to spend and invest monies necessary to operate the organization in a financially sound manner. The Board of Directors shall create and publish an annual working budget, available for review by the public and the general chamber membership by November 30 preceding the budget year. The annual budget shall include expected revenue and expenses of the organization.
Section 3: All monies expended by this organization shall be paid by check with two joint signatures of the President, Vice President, Treasurer or Secretary being required on all checks submitted for payment.
Section 4: Membership investment shall be at such rate or rates, schedule, or formula as may be from time to time prescribed by the Board of Directors.
Section 5: The fiscal year for the Oakridge/Westfir Chamber of Commerce shall be from January 1 to December 31.
Section 6: The Board of Directors shall publish quarterly (January, April, July, and October) current financial information (consisting of a traditional income statement and balance sheet) available at the quarterly meetings and on the website, (January, April, July, October).
Article VII - Duties of Officers
Section 1: President. The President shall:
Preside at all regular and Board of Directors meetings,
Appoint such committees as directed by the Board of Directors,
Be responsible for establishing the locations for all meetings of the organization,
Set the agenda for all board and general meetings, and
resolve conflict within the organization.
Section 2: Vice President. In the absence of the President, the Vice President shall:
Preside at any meetings of the organization and
Assist the Executive Director in securing and scheduling speakers on programs for the general membership meetings of the organization.
Section 3: Secretary. The Secretary shall:
Keep accurate minutes of all meetings of the organization and shall submit and store all notes, correspondence and records.
Section 4: Treasurer. The Treasurer shall:
Obtain signatures on checks for outgoing mail and delivery to the post office,
Keep all deposit receipts on file.
Give a financial report at each meeting
Maintain a petty cash fund as needed.
Preside over the budget committee, and
Be responsible to work with the bookkeeper toprovide by April 15, the end ofthe year tax information for the tax preparer.
Section 5: The above officers shall be considered the Executive Committee and shall be responsible for the Chamber related activities of any paid employees or independent contractors.
Section 6: No person employed by the Chamber shall be a member of the Board of Directors. That person may have ex-officio status as a board member with no ability to vote.
Article VIII - Elections
Section 1: The President shall appoint an election committee at the board meeting in September. This committee shall consist of three general members, three board members and the executive director. The executive director will be an ex-officio non-voting member of the nominating committee.
Section 2: The nominating Committee shall publish a call for nominations to the general membership by October 1st.
Section 3: The secretary shall mail or email a list of candidates to each member of the organization on or before the 1st day of November. All nominees must be active and in good standing.
Section 4: The annual election will be held at the first regularly scheduled general membership meetingin November. The nominating committee will tally the votes and announce the results.
Section 5: The newly elected members of the Board of Directors shall meet with the outgoing members.
Article IX - Meetings
Section 1: There shall be a minimum of one general membership meeting of this organization each month, except for the months of July and August when other activities may be planned. Further general membership meetings and meetings of the Board of Directors shall be called by the president when deemed necessary.
Article X - Quorum
Section 1: At any duly called general membership meeting of the Chamber of Commerce, those voting members in good standing shall consist of a quorum. An action of the board shall have a minimum of five voting members present which shall constitute a quorum of the board of directors. At committee meetings, those present shall constitute a quorum, unless otherwise noted in the committee operating guidelines.
Article XI - Rules of order
Section 1: All meetings shall be conducted in a respectful and organized manner. Allbusiness will be conducted in accordance with the Roberts Rules of Order.
Article XII - Amendments
Section 1: These bylaws may be amended or altered by a two-thirds (2/3) vote of a majority of the members present at any regular or special meeting providing the notice for the meeting includes the proposals for amendment. Any proposed amendments or alterations shall be submitted to the board and to the members in writing at least 10 days in advance of the meeting in which they are to be acted upon.
Section 1: These bylaws were ratified by the general membership at a general membership meeting held on 04-20-2015
Revision Dates: October 20, 2003
April 17, 2006
February 5, 2007
November 30, 2009
January 4, 2010
March 1, 2010
April 20, 2015