Chamber Policies & Protocols

Article I - Name of the Organization

The name of the organization shall be the ESQUIMALT CHAMBER OF COMMERCE ("The Chamber").

Article II - Purposes

The purposes of the Chamber are:

a) to promote and improve trade and commerce and the economic, civic and social welfare of the Municipality;

b) to foster business growth through the sharing of ideas and knowledge within the membership;

c) to development in the community at large a finer appreciation and greater understanding of the benefits derived through local businesses;

d) to co-operate with other organizations having mutual aims and objectives by participating and sharing in joint activities;

e) to undertake projects as defined by the Board of Directors of an educational nature for the promotion of business within the Municipality; and

f) to function at all times as an independent, non-partisan, not-profit body for the purpose of carrying out the aims of the Chamber.

Article III - Operations of the Chamber

The usual place of meeting shall be within the Municipality of the Township of Esquimalt in the Province of British Columbia and the operations of the Chamber will be carried on in the Municipality of Esquimalt.

Article IV - Dissolution

In the event of dissolution of the Chamber, any funds of the Chamber remaining after the satisfaction of its debts and liabilities, shall be given or transferred to such organization(s) as may be determined by the members of the Chamber at the time of dissolution, that are deemed to be concerned with the promotion of the goals of the Chamber.

Article I - Name

1.1 The name of the organization shall be the ESQUIMALT CHAMBER OF COMMERCE ("The Chamber").

Article II - Membership

2.1 Any person, directly or indirectly engaged or interested in trade, commerce or the economic and social welfare of the Municipality, shall be eligible for membership in the Chamber.

2.2 Membership shall continue from the time of admittance until a member has resigned or has been removed from the roll of members by action of the Board.

2.3 The Board may remove from the roll of members the names of any newly enrolled members who fail to pay their dues within thirty days of admission or any other members who fail to pay annual dues within one month of the date on which they fall due. Upon such action by the Board, all privileges of membership shall be forfeited.

2.4 The Board may remove from the roll of members any member that acts in a manner that undermines the ability of the Chamber to serve its purpose as defined in the Constitution. Upon such action by the Board, all privileges of membership shall be forfeited.

2.5 Persons who have distinguished themselves by some meritorious or public service, or who have made a significant contribution to the betterment of the community may be elected Honourary Life Membership by a majority vote of the Board. Honourary Life Membership shall include all the privileges of active membership except that of holding office. Honourary Members shall be exempt from the payment of annual dues.

Article III - Meetings and Voting

3.1 The Annual General Meeting (AGM) of the Chamber shall be held in each year at the time and place determined by the Board. At least two weeks’ notice of the AGM shall be given.

3.2 Regular General Meetings of the Chamber shall be held at least quarterly at time and place designated by the Board.

3.3 Special General Meetings of the Chamber may be held at any time when summoned by the President or requested in writing by a majority of members of the Board. At least one week's notice of such meetings shall be given.

3.4 Notice for all meetings shall be given by e-mail. The notice shall indicate the date, time and place of the meeting and be sent in advance of the meeting as follows: 14 days prior to an Annual General Meeting; seven days prior to a Regular General Meeting; and forty-eight hours prior to a Special General Meeting.

3.5. Each member in good standing represented at any general meeting shall be entitled to one vote provided that Association, Corporation, Society, Partnership or and Estate member shall be entitled to such number of votes and representation as determined from time to time by the Board.

3.6. Voting at Board or General meetings shall normally be by a show of hands or, if requested by the Chairman by a standing vote. A roll call vote or a vote by secret ballot shall be taken if requested, provided such request receives approval of two-thirds of the members assembled. No proxy votes shall be permitted.

3.7 The presiding Officer shall vote only in the case of a tie. Upon an appeal being made from a decision of the presiding office, the vote of the majority shall decide.

3.8 The President shall act as the presiding officer for meetings. In the absence of the President, the Vice President shall preside over a meeting. In the absence of the Vice President, the remaining board members shall decide on a presiding officer.

3.9 Board meetings will normally be held in-person; however, when necessary, board members may participate by video or telephone conferencing. Members may participate in General Meetings by video or telephone conferencing only with permission of the board.

3.10 Minutes of the proceedings of all General and Board meetings shall be entered in books to be kept for that purpose.

3.11 The entry of such minutes may be signed by such person or persons as may from time to time be designate by the Board.

3.12 All books of the Chamber shall be opened at all reasonable hours to any member of the Chamber, free of charge.

Article IV - Board of Directors

4.1 The Board of Directors shall be comprised of a President, at least one (1) Vice President, a Secretary, a Treasurer, and a minimum of four (4) additional Directors.

4.2 When a need exists, individuals who are not members of the Chamber may be appointed to the Board of Directors where their talents or other attributes are deemed to be advantageous to the Chamber. Such appointments need to be confirmed within 90 days by a General Meeting of the membership.

4.3 The president, vice-president(s), and, at any given time, the majority of the other serving directors shall have been elected at a general meeting.

4.4 Any member of the Board maybe suspended from his office or have his tenure of office terminated if he be absent from three consecutive meetings of the Board, or if, in the opinion of the Board, is remiss in the performance of duties.

4.5 The Board shall have the general power of administration. It may make or authorize petition or representation to the Government or Parliament of Canada, the Government of Legislature of the Province, or others, as it may determine or as may be required by vote of a majority of members present at any general meeting.

4.6 The Board shall, in addition to the powers hereby expressly conferred on it, have such powers as are assigned to it by any bylaw or Standing Rule of the Chamber provided, that such powers are not inconsistent with the provision of the Boards of Trade Act.

4.7 A simple majority of the Board, lawfully met, shall be a quorum and a majority of such a quorum may do all things within the powers of the Board.

4.8 The Board shall from time to time frame or amend such bylaws, rules, and regulations as appear to be best adapted to promote the welfare of the Chamber. Such bylaws, rules, and regulations must be approved by a general meeting in which notice of such changes have been given.

4.9 In keeping with the requirement of section 45 of the Boards of Trade Act, a variation or amendment of the Constitution or any Bylaw shall not be in force or acted on without the approval of the Minister of lndustry.

4.10 The Board, or at its request, the President, may appoint committees or designate members of the Board, the Chamber or others, to examine, consider and report upon any matter or take such action as the Board may request. Any committee may be terminated by the Board.

4.11 No public pronouncement in the name of the Chamber may be made unless authorized by the Board or some person or persons to whom the Board has delegated this authority.

Article V - Financial and Corporate Seal

5.1 The fiscal year of the Chamber shall commence on the first day of January or such other month as the Directors from time to time determine, in each year.

5.2 The basis for and amount of annual dues payable by members of the Chamber shall be determined annually by the Board.

5.3 Unless otherwise directed by the Board, the signing authority shall be any two of the following, President, Vice-President, and other designated Directors. They shall have custody of the corporate seal and shall be empowered to sign and or seal and document or papers on the Chamber 's behalf.