a) Meetings will be held on the second and fourth Thursdays for each month with the exception
b) All meetings will begin promptly at 7:30 am and will last approximately one and one-half hour.
c) Dues equaling $35 per quarter are payable at the first meeting of the first month of each quarter
(January, April, July, October).
d) Officers will meet separately on an as needed basis but in no event no less than once a quarter.
Member participation requirements are as follows:
a) Members will be required, at least once per year, to give a minimum of a ten-minute educational
presentation concerning their business or industry, at a regularly scheduled meeting.
b) Representatives may replace current Members for a total of three (3) meetings per year which will not
counted as an absence.
c) Members will, at all times, display a strong commitment to community service and participate in local
d) Members are encouraged to provide a minimum of two (2) qualified leads per quarter.
e) Qualified leads are defined as:
1. Potential sales prospects (individuals or organizations that express an interest in Member goods
2. Power partners (individuals or organizations that have a target market similar to a Member, but
do not compete).
Membership requests will be reviewed and determined under the following criteria:
a) Prospective Members must be Chamber Members, in good standing.
b) Prospective Members must present themselves to THE EXCHANGE, as a guest, at least one (1) meeting
prior to submitting an
application for Membership.
c) Prospective Members must embody and agree to uphold Member character and participation requirements,
as outlined in this document.
d) Prospective Members must agree to represent their agreed upon business category without creating
an atmosphere of competition or conflict with other Members in “like” industries.
The grounds for dismissal, with final determination being made by the Governing Committee (the “Officers”), will be as follows:
a) Absence of three (3) consecutive meetings, five (5) total meetings per year, or 2 unexcused absences.
b) Nonpayment of dues by first meeting of following month after dues are due (with written notice
c) Chamber Membership cancellation, termination, or not in good standing, which will cause an immediate
termination of Membership in the Exchange.
Prior to being terminated from Membership in the Exchange, notice of failure to comply with the foregoing shall be sent, in writing, by the Chairman of Exchange, to the said Member. The Member shall then have fourteen (14) days to discuss the reason for failure to comply with the foregoing with the Chairman and the Executive Committee, which shall make the final determination as to termination of Membership, except for subparagraph (c), above.
The Officers of this Organization (the “Governing Committee”), shall consist of four (4) Members, as follows:
b) Membership Director
c) Program Director
Candidate requirements are as follows:
a) Candidate must be a Chamber and Exchange Member, in good standing.
b) Candidate must understand the requirements of, and agree to fulfill the Office for which they are
being considered, to the best of their abilities.
Election and term of Officers is as follows:
a) The incoming slate of Officers will be determined at the last regularly scheduled meeting of the year,
typically in November.
b) Officers will be elected by a majority vote of the Members.
a) Any vacancy occurring in an office shall be filled for the unexpired term by a person elected by a majority
vote of the remaining Members.
The Chairman shall:
a) Preside at all meetings of THE EXCHANGE and the Governing Committee.
b) Appoint special committees when necessary.
c) Act as liaison between THE EXCHANGE and the Chamber.
d) Have the tie breaker vote in the event of a tie.
e) Coordinate the work of the Officers and Committees and perform and/or oversee other duties, according to
the needs of THE EXCHANGE.
f) Obtain a line item accounting and compilation for the income and expenditures of THE EXCHANGE from
the Treasurer on a quarterly basis.
g) Prepare meeting agendas for each meeting, ensuring Organizational business matters and Member priorities
have been taken into consideration.
h) Record and distribute the minutes, activities and decisions of all Member and Governing Committee
meetings of THE EXCHANGE.
i) Provide the Chamber with the minutes and attendance of each meeting.
j) Prepare and maintain historical documentation to be handed off to future Chairmen.
The Program Director shall:
a) Update THE EXCHANGE website, social media, marketing brochure(s), and public relations, as needed.
b) Contact the meeting place to verify accommodations.
c) Maintain speaker schedule and verify meeting locations and equipment needs with speakers.
d) Perform such other duties as may be delegated by the Chairman.
e) Perform duties of the Office of Chairman in his or her absence at the regular meetings.
f) Prepare and maintain historical documentation to be handed off to future Program Directors.
The Membership Director shall:
a) Keep the lead box and business card file.
b) Keep track of the leads for THE EXCHANGE.
c) Maintain the Membership list and keep records of applications on file.
d) Record attendance at each meeting.
e) Be the contact person for all prospective Members and coordinate visits to the meetings.
f) Create and distribute visitor packets to prospective Members and Membership packets to all new Members.
g) Actively recruit to meet the needs of THE EXCHANGE.
h) Perform such other duties as may be delegated by the Chairman.
i) Receive monies for THE EXCHANGE in the absence of the Treasurer.
j) Prepare and maintain historical documentation to be handed off to future Membership Director.
The Treasurer shall:
a) Receive all monies of THE EXCHANGE, primarily dues collection, and deposit them into THE EXCHANGE account in a timely manner for use exclusively by THE EXCHANGE.
b) Keep an accurate record of receipts and expenditures.
c) Maintain the financial records of THE EXCHANGE and coordinate the finances of THE EXCHANGE
with the Chamber.
d) Submit a statement to the Governing Committee on a quarterly basis with beginning and ending balances.
e) Expend only monies for those items approved by the Governing Committee or the Membership or as set
forth in the budget of THE EXCHANGE.
f) Approve all expenditures prior to payment.
g) Prepare and present a proposed budget for the next calendar year to the Membership at the last meeting
of each year.
h) Perform such other duties as may be delegated by the Chairman.
i) Prepare and maintain historical documentation to be handed off to future Treasurers.
THE EXCHANGE shall provide sponsorship of, or participate in, the following yearly activities, as funds allow, subject to Membership approval.
a) One (1) Chamber Business After Hours Event Per Year
b) The Annual Chamber Golf Outing
c) The Chamber Business / Community Expo
d) The Annual Chamber Community Fishing Derby
e) One (1) Chamber New Member Reception Per Year
f) One (1) EXCHANGE Member Outing
g) THE EXCHANGE Holiday Party.
h) Other activities, as voted on by the Membership
This document may be amended at any regular meeting of THE EXCHANGE by a majority vote of the
Members present. The Governing Committee shall send notice of this presentation to Members, in writing, no less than seven (7) days before vote is to be held.
Copyright ©2015 Hoffman Estates Chamber of Commerce. All rights reserved.