Committees

The Chamber has four standing committees that meet on a monthly basis:

• Board of Directors
• Executive Council
• Marketing/Membership Committee
• Governmental Affairs

Other committees, such as the Santa Claus Parade Committee, meet on an as needed basis.

More Committees

Terms of Reference

Elected Directors

Term of Office: Two Years (and may be elected for a second two year term)

The government of the Chamber, the direction of its affairs, and the control of its property shall be vested in the Board of Directors (the Board), which shall consist of 13 Directors, nominated and elected by the membership.

The board shall be at liberty to appoint up to 11 Advisory Directors. Advisory directors shall have no vote upon matters involving the governance, policy or procedures of the Chamber, but may vote with respect to issues of general business significance. The decision of the President concerning the right of the Advisory Directors to vote on any matter shall be final, subject only to review by the Board in accordance with the Rules of Order.

The Board shall meet at regular intervals but not fewer than ten meetings during each fiscal year. A Director’s absence from three consecutive meetings, without a satisfactory explanation, shall be deemed to be a resignation.

Upon having served two consecutive terms as a director, a director shall not be eligible for re-election as a director, until one year has elapsed.

RESPONSIBLE TO: THE MEMBERSHIP

RESPONSIBILITIES:

To participate in as many Chamber activities as possible and to promote the Chamber in a positive way throughout the business community.

Expected to assume from time-to-time the responsibility of:

1. chairing a task force of the Board
2. monitoring a standing committee
3. accepting other assignments from the Board

Expected to have a working knowledge of the functioning of a Chamber and to have taken time to read through the Director’s information sent in time for the monthly meeting.

Expected to have an understanding of the relationship between the Ontario and Canadian Chambers of Commerce and a local Chamber and of the mandate of those Chambers.

Ultimately responsible for establishing all policies on behalf of the membership. Because of this responsibility, Directors are encouraged to question the value of any policy or event as it relates to the overall membership and goals and objectives of the Chamber, and not just his/her own personal view of the matter or as it might relate to his/her special company/position.

Ultimately responsible to ensure that the Executive Council and its individual members are acting in the best interests of the Chamber at all times.

Directors (including the Executive Council members) who have a conflict with a matter before the board will declare the conflict and refrain from voting. In certain circumstances, the President may ask that the Director with the conflict leave the room.

Ensuring that the goals and objectives established by the President for his/her term of office have been fulfilled.

Replacing of chairpersons who are not contributing to the fulfilling of the mandate of a committee.

Individual Directors may make suggestions to the Executive Director but do not have any authority to give instructions individually to any member of the administration unless carrying out Board direction. Directors should direct their contact for administrative functions to the Executive Director.

Shall attend as many Chamber activities and Community Events as possible.

Agree to sign the "Code of Ethics"

Executive Committee

The Executive Council shall consist of the President, the two Vice Presidents, the Treasurer, the Secretary and the Immediate Past President.

The Executive Committee's actions are determined by the constitution; they transact business of a nature not requiring the attention and consideration of the Board of Directors and may also have such other powers as the Board may determine.

All members of the Executive Council must have been elected to the Board at some time according to the bi-laws unless there are extenuating circumstances in which case the Executive Council member must be approved by the majority vote of the current Board.

RESPONSIBLE TO: BOARD OF DIRECTORS

APPOINTED BY: CONSTITUTION

RESPONSIBILITIES:

To prepare an agenda for the Board meetings and for any meetings of the general membership of the Chamber.

To ensure that all information necessary for the Board to establish policy is provided to them in a timely fashion.

To ensure that all Committee Chairs are knowledgeable of the topics which they will have to lead.

To attend Committee meetings occasionally to ensure that the Committee is functioning in a manner consistent with goals and objectives of the Chamber.

To give advice to the Past President's Nominating Committee on possible nominees for the Board.

To discuss issues of an emergency nature in the absence of time to meet with the whole Board and to present such recommendations to the Board as might be deemed appropriate.

To monitor the performance of the Executive Director and conduct annual performance review.

Agrees to sign the "Code of Ethics" and letter of commitment.