RULES AND REGULATIONS (Byelaws)

Appendix to the “Articles of Association 2004”

According to the Articles of Association of the Crawley and Gatwick Chamber of Commerce, byelaws can be drawn up to assist in the general functioning and day to day running of the organisation. These Byelaws have been amended and approved by the Executive on 8 October, 2013, under Clause 61 (1) of the Articles of Association of the company.

Executive Committee

The Trustees of the Crawley and Gatwick Chamber of Commerce have historically been known as Executive Committee members and will continue to do so.

The Officers of the Executive Committee Chamber will be President, Vice President, Secretary and Treasurer along with a Committee of such other number of members as the Executive Committee shall deem fit, depending on the needs and project requirements at any given time, subject to a minimum of two other members of the Executive.

The President shall on appointment have been or have represented a business which had been a fully paid up member of the Chamber for a minimum of twelve months, and will be the legal representative of the Executive Board and chair all meetings of the Chamber. Any individual meeting of the Executive Committee may be chaired by another member present, as agreed by simple majority of that quorate Executive Committee Meeting. The President will over-see the day to day running of the Chamber along with paid staff as appointed by the Executive Committee.

The Vice President will assist and shadow the responsibilities of the President and may be one of the other members of the Executive who might chair meetings and attend other events in the President’s absence. The Vice President will act as President should the situation require and the Executive Committee agree. If required for any reason the Executive Committee Members will discuss and agree on a suitable nominee to stand for the position of President.

The Secretary on the Executive Board is expected to record all Minutes of Executive Board Meetings and uphold the requirements as stated in the Memorandum and Articles of Association. All members will be informed by the Secretary of meetings, events, special meetings and the Annual General Meeting and Elections.

The Treasurer is responsible for keeping the “Accounts of the Organisation” and to ensure that an independent accountant reviews these annually before the AGM. Financial reports are to be presented regularly to the Executive Board and the general membership receives the annual financial report at the AGM.

All Executive Committee positions will be filled by election at the AGM and the President and Vice President will hold office for a two-year period before automatically standing down.  Retiring officers may stand for re-election.

Other Executive Committee Members will stand down by rotation according to the Articles of Association but for convenience it is suggested that members can be re-elected if nominated, at the AGM.

For Executive Committee Members, according to the Articles of Association, a Quorum shall be no less than one third of its members. For the purpose of voting there should be a Quorum of 50% of members present. Members who miss four meetings over a six month period will be asked to vacate their position at the discretion of the Executive Committee, to allow for a replacement to be found.

The Executive Committee may invite a seconded person who has specific expertise or experience, as a non-executive committee member, to attend committee or sub-committee meetings. These persons must be fully paid up members of the Chamber of Commerce. The Executive Committee will review these positions annually. There is no preferential treatment towards these persons for future nominations to committees and there is no maximum number of persons allowed at any one time. The Executive Committee will use its discretion for these appointments. A seconded person has no voting rights on the Executive or Sub-Committees.

The Executive Committee shall have the powers to appoint Sub-Committees as may be desired, as long as a member chairs them. Executive and the Sub-Committee members are made up of fully paid up members of the Chamber. The Chair of a Sub-Committee will report directly to the Executive Committee.

Nominations

• All nominations of Executive Committee Members should be in writing and signed by a fully paid up member and by the consenting nominee and sent to the Secretary, no later than 7 days before the AGM.
• The Executive Committee after an informal meeting with a possible nominee, reserve the right to second such a nomination based on the suitability of the nominee. The Executive Committee will consider the vacancies on the Executive Committee, the possible commitment and contribution that the nominee can offer to that position.

When there is a vacancy during the year it will be filled by an Executive Committee decision. The procedure is –

• The person must have been a fully paid up member for a minimum of a year.
• The interested party should be willing to present themselves to the Executive Committee outlining their background, present position, experience and what they see as their possible contribution to the Chamber Executive.
• The Executive Committee Members will then consider and vote.
• The Executive Committee has the right to refuse without offering a reason other than unsuitability for the position.

The newly appointed person serves only until the next AGM.

Membership

The Executive Committee have the right to set the classification of members of the Chamber of Commerce and review these and membership fees on a regular basis.

Types of Membership

• General Membership As laid out in the Articles of Association Annual Subscriptions are decided and reviewed by the Executive Committee.
• Honorary Membership The Executive Committee may appoint an Honorary Member in acknowledgement of services and support  offered to the Chamber of Commerce. Honorary Members will be fully paid up members on appointment, and retain the position at no fee for as long as the Executive wishes to retain the honorary position.
• Associate Members The Executive Committee may invite representatives of other Chambers of Commerce, Business Groups or individuals to become an Associate Member.

Rights and Privileges of such members

All members can view a copy of “The Memorandum and Articles of Association” will receive a copy of Rules and Regulations or Byelaws.

Members have the right to object to a new member within ten days of the issue of the Chamber’s publication giving details of the new member. The objection should be in writing to the President of the Executive Committee, stating the full details of the objection. The decision made by the Executive Committee members will be final.

Termination of Membership

The Executive Committee have the power to expel or suspend any member for non payment of subscription, for any breach of the Memorandum or Articles of Association, Rules and Regulations or Byelaws, or for conduct prejudicial to the aims, ethos and Code of Conduct of the Chamber. Such a member will have the right of appeal to the following meeting of the Executive Committee.     

Sub-Committees

As stated above all Sub-Committees are formed by and are answerable to the Executive Committee, specifically, all sub committee decisions must be approved by the Executive before being enacted.

A member of the Executive Committee or a fully paid up member from the general membership may chair a Sub-Committee and this Chairperson is responsible for the general running of and over-viewing of the selection of members to the Sub-Committee.

The Chairperson will provide a monthly report of all major discussions and projects to the Executive Committee. The Executive Committee Members will make final decisions.

An Executive Committee Member may chair only one Sub-Committee but may sit as a member of other Sub-Committees.

A Sub-Committee is made up from fully paid members of the Chamber of Commerce with a minimum of 3 members.

A quorum is no less than one third of its members present, or a minimum of two persons in any case.

Sub-Committee Members must attend regular meetings and may be asked to vacate their seat if they fail to attend four meetings out of six possible meetings.

Meetings will be arranged, as business requires but at least six annually.  A Sub-Committee may informally elect, as required, a Secretary, Treasurer and Vice Chair to assist with the general administration.

Each Sub-Committee must adopt a Title, agreed “Aims and Purpose” and develop an annual plan.

Sub-Committee Nominations

The Executive Committee after an informal meeting with a possible nominee, reserve the right to second such a nomination based on the suitability of the nominee. The Executive Committee will consider the vacancies on such Sub-Committees, the possible commitment and contribution that the nominee can offer to that position.

Prospective members interested in sitting on a Sub-Committee must –

• Be nominated in writing by a fully paid up member and this be received at least 7 days prior to the AGM, by the Secretary.
• The Executive Committee or a fully paid up member can second this nomination prior to the election at the AGM.

Crawley and Gatwick Chamber of Commerce – Code of Conduct

All members of the Crawley and Gatwick Chamber of Commerce are expected to act within these guidelines.

• Members are to conduct themselves at all times, in such a manner that will not bring the Chamber of Commerce into disrepute.
• Members will promote the Purpose and Vision of the Chamber of Commerce.
• In attending events and functions of the Crawley and Gatwick Chamber of Commerce, members will respect diversity and equal opportunities and conduct themselves accordingly.
• Members have the responsibility to raise issues, concerns and bring suggestions, which will benefit their interests and those of their fellow members and the Chamber of Commerce as a whole.
• All members have equal opportunity to promote their business, network and attend events as advertised to the general membership.
• The Executive Committee have the right to review any membership, refuse membership or suspend membership, as set out in the Memorandum and Articles of Association and additional Rules and Regulations.
• All Executive Committee Members, Sub-Committee Members and members (General, Honorary and Associate) seen to work adversely or in conflict with the Purpose and Vision of the Chamber of Commerce, will be asked to report to the Executive Committee, who have the right to expel such a person.
• Members will not use the name or logo of the Chamber of Commerce to promote their own business interests. They may use a “Member of the Chamber of Commerce” logo as required.