by laws

Article 1 – General

Section 1. NAME

This organization shall be known as the Hoxie Area Chamber of Commerce, hereafter referred to as the Chamber. The geographical area will include all businesses and individuals based in Sheridan County, Kansas.

Section 2. PURPOSE

A. To consider and deal with, by all lawful means, common problems involving the advancement of commercial, industrial, economic, professional and civic welfare of the trade area by securing cooperative action in advancing these common purposes of the members of the association.

B. To encourage the growth of existing industries and businesses while giving all proper assistance to any new firms or individuals seeking to locate to the area.

C. To support all those activities believed to be beneficial to the community and area and, in general, to promote the welfare of all area citizens.

D. To do anything necessary and proper for the accomplishment of any purposes set forth herein or to be adopted by the organization in a statement of purposes and principles.

E. The Chamber is organized and operated exclusively for the above purposes and for other nonprofit purposes and no part of any net earning shall inure to the benefit of any private member.

Section 3. LIMITATION OF ACTIVITIES

The Chamber shall not discriminate against individuals based on their race, color, creed, or religious affiliation. The Chamber shall be non-profit, non-partisan, non-sectarian, and non-political.

Section 4. POWERS

To further the objectives described above, but not in limitation thereof, the Chamber shall have power to collect and disseminate statistics and other information, to conduct investigations, to engage in various fund-raising activities, to conduct promotional activities, including advertising and publicity, in or by any suitable manner or media, and to hold such property as is necessary to accomplish its purposes.

Article II – Membership

Section 1. ELIGIBILITY

Any person, association, corporation, partnership, business trust, or organization shall be eligible for membership in the Hoxie Area Chamber of Commerce.

Section 2. ELECTION

Application for membership shall be in writing, or by online means, on the form(s) specified. Applications will be submitted to the Treasurer. Membership will begin upon payment of the prescribed membership dues for the calendar year which runs January 1 to December 31.

Section 3. MEMBERSHIP TYPES

The Hoxie Area Chamber of Commerce offers three (3) types of membership:

    • BRICK AND MORTAR BUSINESS MEMBERSHIP
    • HOME-BASED BUSINESS MEMBERSHIP
    • INDIVIDUAL MEMBERSHIP

All types of membership shall have voting privileges (one (1) vote per membership if in attendance at meetings) and any other such privileges as approved under the by-laws by the Executive Committee and approved by vote of the membership.

Article III – Dues

Annual dues of the membership shall be determined by the vote of active members after recommendation of the Executive Committee. Dues may be varied from year to year but must be approved by the general membership.

Article IV – MEETINGS

Section 1. REGULAR MEETINGS

The regular meeting of the Chamber shall be held at a regular agreed upon date, time and location to be determined by board vote. At said meetings, the Chamber shall receive reports and transact other business of the Chamber. Meetings shall be open to all members. Meetings may be changed with at-least three (3) days’ notice.

Section 2. ADDITIONAL MEETINGS

Other meetings of the Chamber may be called by the President or Vice-President with at least three (3) days prior notice of the meeting.

Section 3. QUORUM

At any regular meeting of the Chamber, a minimum of five (5) members, with at least two (2) of those being from the Executive Committee, shall constitute a quorum.

Article V – Executive Committee

Section 1. COMPOSITION OF THE EXECUTIVE COMMITTEE

The Executive Committee shall be composed of seven (7) members. All Executive Committee members will serve one (1) year terms. The Committee will consist of the following members. Members at Large will be appointed by the Officers of the Chamber.

    • PRESIDENT 
    • VICE-PRESIDENT 
    • SECRETARY 
    • TREASURER
    • MEMBER AT LARGE 1
    • MEMBER AT LARGE 2
    • MEMBERS AT LARGE 3

Section 2. CANDIDATES

Prior to the OCTOBER meeting of each year the membership shall nominate a slate of up to four (4) candidates to replace the Officers whose terms are expiring. Each candidate shall be contacted to see if that individual is interested in serving as an Officer. Additional nominations may be made from the floor at the OCTOBER meeting.

Section 3. ELECTION OF MEMBERS

At the NOVEMBER meeting the membership shall cast a ballot vote on the names of all nominees for the open Officer positions.

Section 4. POLICY

All policies of the Executive Committee and Chamber will be formalized and recorded in a manual of By-Laws for easy reference by the officers and committee chairpersons. The Chamber shall from time to time propose a set of By-Laws or amendments thereto for the purpose of formalizing procedures by which Chamber business is or shall be conducted. Said By-Laws shall be adopted by a simple majority of the membership present and voting. The membership shall receive a minimum of three (3) days’ notice of any changes in the By-Laws.

Section 5. QUORUM

Four (4) members of the Executive Committee present shall constitute a quorum for the Executive Committee’s meeting.

Section 6. EXECUTIVE COMMITTEE MEMBERSHIP STATUS

The Executive Committee will consist of Chamber members who hold current membership status at the time of election and must maintain that status throughout the term of their position.

Article VI – DUTIES OF OFFICERS

Section 1. DUTIES OF OFFICERS

A. President: The President shall preside at all meetings of the Chamber and Executive Committee and perform all duties incident to this office. He/She shall insure the By-Laws are enforced, call meeting(s) provided for herein, make reports, and provide for the general supervision of the Chamber. Committee appointments shall be made by the President. The President shall serve a term of two (2) years.

B. Vice-President: The Vice-President shall act in the absence of the President. In the absence of both the President and Vice-President, a member of the Executive Committee shall be chosen to be acting President or Vice-President. The Vice-President shall serve a term of two (2) years at which time he/she will assume the role of President for two (2) years.

C. Secretary: The Secretary shall prepare the official correspondents, preserve all books, documents, and communications, give notice of meetings and maintain an accurate record of the proceedings of the Chamber and Executive Committee. The Secretary will be the main administrator for all social media and web presence. The Secretary shall serve a term of two (2) years.

D. Treasurer: The Treasurer shall keep a current membership book and will receive and disburse the funds of the Chamber. The Treasurer shall keep an accurate account of all moneys received and expended for use of the Chamber. No disbursements shall be made unless budgeted or authorized by the Executive Committee. Disbursements shall be checked, signed, or authorized by either the Treasurer or the President. The Treasurer will prepare, and report, a record of itemized transactions and condition of the Chamber at each monthly meeting, and in general, devote time to the best interest of the Chamber. The Treasurer shall serve a term of two (2) years.

Article VII – STANDING COMMITTEES

Section 1. APPOINTMENT AND AUTHORITY

The President shall appoint all committees. The President shall authorize and define the powers and duties of all committees except committees whose functions are set forth in these By-Laws.

Section 2. LIMITATIONS OF AUTHORITY

Committees shall have the duties delegated to them by these By-Laws or by the President. Committees shall have the authority to investigate and make reports and proposals of its findings to the membership. It shall have no authority to bind the Chamber unless prior approval of the membership is obtained.

Section 3. EXECUTIVE COMMITTEE

The Executive Committee shall constitute a Budget and Finance Committee. The Committee shall from time to time advise with respect to the financial policies of the Chamber. They shall suggest ways and means of conserving and increasing the membership and revenues of the Chamber. This committee shall be responsible for establishing and proposing a budget it believes necessary to meet the requirements of the Chamber.

Section 4. STANDING COMMITTEES

The following shall be the Standing Committees of the Chamber:

A. Spring
B. Summer
C. Fall
D. Winter

Article VIII – FINANCES

Section 1. FUNDS

All dues and/or grant monies paid to the Chamber shall be placed in a general operating fund and all script monies paid to the Chamber will be placed in the appropriate Script account.

Section 2. DISBURSEMENTS

No obligation or expense shall be incurred, and no money shall be appropriated without prior approval of the Executive Committee.

Section 3. FISCAL YEAR

The Fiscal Year shall end the 31st of December each year.

Section 4. ANNUAL AUDIT

The financial accounts of the Chamber shall be audited by an appointed Audit Committee or a public accountant as soon as practical after the close of the fiscal year. The audit shall be at all times, available to members of the Chamber.

Article IX – By-Laws

By-Laws will be hereafter adopted. Such By-Laws may be amended or repealed in whole or in part in the manner provided herein, and the amendments to the By-Laws shall be binding on all members, including those who may have voted against them.

Article X – DISSOLUTION

In the event of Dissolution, the Chamber property shall be distributed as decided by a special meeting called for by the President for that purpose, providing a minimum of three (3) days notice has been given prior to the meeting.

Article XI – DISCLAIMER OF LIABILITIES

Nothing herein shall constitute members of the Chamber as partners for any purpose. No member, officer, agent, or employee shall be liable for the acts or failure to act of any other member, officer, agent, or employee of the Chamber. Nor shall any member, officer, agent, or employee be liable for his/her acts or failure to act under these By-Laws, expecting only acts or omissions arising out of his/her willful misfeasance.

Article XII – PARLIAMENTARY PROCEDURE

The proceedings of the Chamber shall be governed by and conducted according to the latest edition of Robert’s Rules of Order.

Article XIII – AMENDMENTS

Section 1. APPROVAL

All proposed amendments to these By-Laws shall be by a majority vote of the members present and voting.

Section 2. REVISIONS

These By-Laws may be amended or altered by a majority vote of the members present and voting at any regular or special meetings of the Chamber called for that purpose, provided a minimum three (3) days notice has been given to the entire membership.

ABOUT THE CHAMBER

The Hoxie Area Chamber of Commerce is a volunteer-led organization focused on furthering the business, economic and community advancements of its members and the community at large.

CONTACTS

hoxieareachamber@gmail.com
(785) 657-7221
PO Box 864, Hoxie, Kansas 67740

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