BYLAWS

DPCC BYLAWS

ARTICLE I – GENERAL

Section 1.01 Name

This organization is incorporated under the Laws of the State of New York, and shall be known and designated as the Deer Park Chamber of Commerce, Inc.

Section 1.02 Mission

The Deer Park Chamber of Commerce, Inc. provides leadership through its members to advance the economic potential and quality of life of our community, local businesses and schools.

Section 1.03 Limitations

The Chamber shall be a non-profit, non-partisan, non-sectional, nonsectarian and non-political.

Section 1.04 Limitations of Methods

The Deer Park Chamber of Commerce shall observe all local, state and

Federal laws which apply to anon-profit organization as defined in Section

501(c)(6) of the Internal Revenue Code.

ARTICLE II – MEMBERSHIPS

Section 2.01 General Members

The general membership of this chamber shall consist of those professionals or business entities, merchants, professionals, associations, firms, partnerships and corporations having a place of business in, or doing business in the Deer Park community.

Section 2.02 Resident Members

Any resident living within the post office boundaries of Deer Park may acquire one full membership in the Chamber, and shall be entitled as a voting member of the Chamber and for that person to cast one vote.  Resident members shall not be allowed to hold office.

Section 2.03 Honorary Members

Honorary members shall be those individuals in public affairs and/or elected position shall confer eligibility to honorary membership. Elections to membership as an honorary member are by action of the Executive Board. Honorary memberships may be revoked in the same manner.  Honorary members shall be exempt from paying dues, have no voting rights, nor be allowed to hold office.

Section 2.04 Membership Applications

Applications for memberships be in writing on forms or electronically through the Deer Park Chamber website and accompanied by dues.

Proposals for honorary membership shall be submitted directly to the Executive Board.  A majority affirmative vote of the Executive Board is necessary for the election to honorary membership.

Section 2.05 Dues

Membership dues shall be at such rate as may be prescribed from time to time by the Executive Board.  Dues should be paid on or before the first of the month the Chamber member initially joined.  Any increase in dues shall be approved by the Executive Board.

Membership in the Deer Park Chamber of Commerce shall be terminated for nonpayment of dues after (30) days from the date due, unless otherwise extended for good cause by the Executive Board.

Section 2.06 Period Covered

Annual dues shall cover a period commencing the day the member’s application and payment is accepted and shall run one year from the date.  Dues for subsequent years shall be due on the last day of the month of the anniversary date of the member’s first joining.

Section 2.07 Voting Restriction of Members

Every member of the Chamber in good standing is entitled to one vote in any election, meetings or membership meeting.  No voting by proxy shall be permitted.

Section 2.08 Not in Good Standing 

A member shall be in good standing unless its membership has been terminated in accordance with the provisions of this Article 2.05, or unless it is in arrears in payment of dues for thirty (30) days, or unless its status as a member in good standing has been suspended by a two-thirds (  ) affirmative vote of the Board at any regular constituted Executive meeting.  A member not in good standing shall have suspended all of its interests and rights in and to the property of the Chamber.

Section 2.09 Termination 

Any member may be terminated by two-thirds (  ) vote of the Executive Board for conduct unbecoming a member or prejudicial to the aims or repute of the Chamber, after notice and opportunity for a hearing are afforded the member complained against.  A personal notice of intended expulsion shall be delivered to the member at least thirty (30) days prior to a hearing indicating the time and place it is to be held.  A two-thirds    (  ) vote of all Executive Board present shall be necessary to expel the member.

The termination of membership from the Chamber for any reason shall cause a forfeiture of all interest of the member in and to the property of the Chamber, and the member thereafter shall have no rights thereto or in any part thereof.

Section 2.10 Resignation

Any member may withdraw from the Chamber after fulfilling all obligations to it by giving written notice of such intention to the President, which notice shall be presented to the Executive Board at the first meeting after its receipt.

The resignation of membership from the Chamber for any reason shall cause a forfeiture of all interest of the member in, to the property of the Chamber and dues and the member thereafter shall have no rights thereto or in any part thereof.

ARTICLE III – BOARD OF DIRECTORS

Section 3.01 Term

The Chamber shall have the current sixteen (16) Board of Directors serve a term of two (2) years commencing on date the Bylaws have been voted accepted.  Once the two (2) year term is complete, the positions will be dissolved.  No election will be needed for replacement.

ARTICLE IV – EXECUTIVE BOARD MEMBERS (“Officers”) 

Section 4.01 Number of Executive Board Members

The business of Deer Park Chamber of Commerce, Inc. shall be managed by and under the leadership of a maximum of seven (7) members of the Executive Board Members.

Section 4.02 Titles

The Executive Board Members (“Officers”) of the Deer Park Chamber of Commerce, Inc. shall consist of President, 1st Vice President, 2nd Vice President, 3rd Vice President, Secretary, Treasurer and Recorder.

Section 4.03 Election of Officers

Executive Board Members (“Officers”) shall be elected bi-annually.

Section 4.04 Term

The term of office for the Executive Board Members (“Officers”) shall be two (2) years, commencing on the date the Bylaws have been voted on and following the election to the position, through to the last day of June two years thereafter.  See Article

Section 4.05 Term Limits

Any Executive Board Member may, if elected, continue as an Executive Board Member in the same capacity for additional consecutive term with a maximum of four (4) years.

Section 4.06 Duties of Officers

  1. The President
  1. Shall be the head of the Deer Park Chamber of Commerce, Inc.
  2. Responsible for the efficient operation and strategic plan of the Deer Park Chamber of Commerce, Inc.
  3. Be the administrative head responsible for Executive Board Members (“Officer”) and Board of Directors
  4. Preside at all meetings of the Chamber and Executive Board
  5. Sign contracts, securities and other obligations of the Chamber in the name of the Deer Park Chamber of Commerce, Inc. when directed by membership by vote
  6. Represent Deer Park Chamber of Commerce, Inc. at conferences, meetings and conventions, either with Executive Board Member(s) (“Officers”) or Chamber Member(s)
  7. Work closely with the chairman of each committee and the Executive Board Member(s)
  8. Shall be responsible, with the Treasurer, and the Budget and Finance Committee, for the preparation of an operating budget covering all activities of the Deer Park Chamber of Commerce, Inc. subject to the approval of the Chamber membership.
  9. Be an ex-officio member of all committees
  1. 1st Vice President
  1. Preside in the absence or disability of the President shall have the same power, authority and duties as the President
  2. Assist the President as requested
  3. Serve as a chair or member of one of the committees
  1. 2nd Vice President
  1. Preside in the absence or disability of the President, 1st Vice President shall have the same power, authority and duties as the President and 1st Vice President
  2. Assist the President, 1st Vice President as requested
  3. Maintain and promote social media
  4. Serve as a chair or member of one of the committees
  1. 3rd Vice President
  1. Preside in the absence or disability of the President, 1st Vice President and 2nd Vice President shall have the same power, authority and duties as the President and 1st Vice President
  2. Assist the President, 1st Vice President and 2nd Vice President as requested
  3. Serve as a chair or member of one of the committees
  1. Secretary
  1. Assist the President, 1st Vice President, 2nd Vice President and 3rd Vice President as requested
  2. Draft all correspondence and/or emails sent to Chamber members.  Upon approval by the President for all correspondence and/or email the Secretary shall mail them to the membership Executive Board Members respectively
  3. Coordinate and schedule appointments for the Executive Board Members and Chamber Members
  4. Secure date and location for Chamber monthly and special meetings
  5. Creates agenda for all Chamber meetings.  Once the agenda has been approved by the President the Secretary will email the agenda to all Chamber members and the marketing team to post on the Chamber website
  6. Maintains Chamber calendar for conferences, meetings, conventions, events and any other date involving the Chamber
  7. The secretary shall notify the marketing and social media team to post any dates and create an event for conferences, meetings, conventions, events and any other dates involving the Chamber
  1. Treasurer
  1. Have the custody of and be responsible for all monies of the Company he/she has received.
  2. Keep full and accurate records and accounts in the books belonging to the Company showing the transactions of the Company, its accounts and financial condition and see that all expenditures are duly authorized and are evidence by proper receipts and vouchers.
  3. Keep all receipts, canceled checks, vouchers, and related financial records for a period of not less than five years.
  4. Deposit in the name of the Company, in such a depository that has been approved by the Company, all monies that may come into his/her hands for the Company’s account.
  5. Have His/her books and accounts opened at any time to the inspection of Chamber member.
  6. Report in writing at the regular monthly meeting the finances of the Deer Park Chamber of Commerce.
  1. Recorder
  1. Transcribes minutes from meeting recordings.
  2. Meeting minutes must be submitted for review and approval to the Executive Board or Committee Chair person fifteen (15) days after the held meeting.
  3. Once meeting minutes are approved by the Executive Board or Committee Chair person, send minutes to all Chamber members
  4. Keep all minutes for General, Special and Committee meetings.
  5. Must be a Notary.

ARTICLE V – MEETINGS 

Section 5.01 General Membership Meetings

Regular meetings of the membership of Deer Park Chamber of Commerce shall be held monthly at least eleven (11) times per year, at a time and place designated by the Executive Board.  An electronic notice via email shall be given to each member stating the time and place of the meeting at least five to seven (5-7) days prior to such meeting.  All meetings will be posted on the website five to seven (5 -7) days prior to such meetings.

At any meeting where a vote of membership is to take place, anyone of the named representatives on the chamber’s most current membership list shall be able to cast the vote of the member.  There shall be no voting by proxy and each member votes once.  Ten percent (10%) of the total voting members of the chamber shall constitute a quorum for the transaction of business or conducting a vote.  If a quorum is not present at any meetings of members, a majority of those present may adjourn the meeting.

Section 5.02 Annual Meetings

The General Membership meeting held in the month of January shall also be known as the Annual Meeting and shall be for the purpose of installing officers, receiving reports of officers and committees and for any other business that may arise.  Meetings will be posted on the website and sent electronically via email to each member at least five to seven (5 -7) days prior to such meetings.

At any meeting where a vote of membership is to take place, any one of the named representatives on the chamber’s most current membership list shall be able to cast the vote of the member.  There shall be no voting by proxy and each member votes once.  Ten percent (10%)of the total voting members of the chamber shall constitute a quorum for the transaction of business or conducting a vote.  If a quorum is not present at any meetings of members, a majority of those present may adjourn the meeting.

Section 5.03 Special Meetings

Special meetings of the Chamber may be held at the request of the President, or in the event of his/her absence one of the Vice Presidents, or in the event of their joint absence any two (2) members of the Executive members.  Notice of special meetings shall be made at least five (5) days prior to such meetings and shall state the purpose for which the meeting was called.  Only business as stated in the notification may be handled at a special meeting.  Minutes of the special meeting shall be made part of the agenda for the next general meeting.

At any meeting where a vote of membership is to take place, any one of the named representatives on the chamber’s most current membership list shall be able to cast the vote of the member.  There shall be no voting by proxy and each member votes once.  Ten percent (10%) of the total voting members of the chamber shall constitute a quorum for the transaction of business or conducting a vote.  If a quorum is not present at any meetings of members, a majority of those present may adjourn the meeting.

Section 5.04 Committee Meetings

Regular meetings of the committee shall be held prior to the Deer Park Chamber of Commerce regular meetings at a time and place to be designated by the chairman.  Special meetings of the committee may be called by the chairman, the chairman-elect or any three (3) members of the committee.  For a special meeting at least 24 hours notice must be given via text or email.

Section 5.05 Quorum 

No less than ten (10) active members in good standing shall constitute a quorum for the transaction of business at any General or Special meeting.

No less than Four (4) Executive members present shall constitute a quorum for transaction of business at any General or Special meeting.

No less than Six (6) Active Chamber members present shall constitute a quorum for transaction of business at any General or Special meeting.

No less than One (1) Committee member present shall constitute a quorum for transaction of business at any General or Special meeting.

For Committee meetings, the highest ranking Officer, the committee chairman or his/her designee, present shall call the meeting to order and proceed with the business promptly at the designated time.

No less than Three (3) Committee members present shall constitute a quorum for transaction of business at any Committee meeting.  If a quorum is not present, the meeting will be adjourned a rescheduled within thirty (30) days later.

Section 5.06 Notices, Agenda and Minutes

Written notice of all Chamber meetings of the General Membership, Annual, Special and Committee meetings, shall be posted on the website and sent electronically via email to each member at least five to seven (5-7) days prior to such meeting.

The agenda for such meetings shall be posted on the website and sent electronically via email to each member at least five to seven (5-7) days prior to such meeting.

Meeting minutes shall be posted on the website at least five to seven (5-7) days after such meetings. Minutes shall be maintained for all meetings by the Record Keeper of the Board.

ARTICLE VI – ELECTIONS

Election of Officers

Section 6.01 Nominating Committee

At the April meeting the President shall appoint a chairperson of the nominating committee who shall with the assistance of no less than two additional members, in good standing, canvas the membership for a slate of candidates.

Section 6.02 Candidates Nomination

  1. All candidates must be approached by the committee and either have accepted or be ready to accept nomination when it is read before the membership.
  1. No vote is taken on a Nominating Committee’s Report.  It cannot be amended.  Additional nominations from the floor are in order after the report is presented and read.
  1. First round of nominations will be presented at the September General Meeting.  After the reading of nominations additional nominations will be accepted from the floor.  All nominees will be published to the membership.
  1. Second round of nominations will be presented at the October General Meeting.  After the reading of nominations additional nominations will be accepted from the floor.  All nominees will be published to the membership.
  1. Elections for Officers will be held at the December Meeting immediately after the conclusion of the reading of the second round of nominations for each Officer.
  1. The process of elections for officers is as follows:
    1. The sequence of order of the elections shall follow Article VI section 6.01, 6.02 of the Bylaws (President, Vice President #1, Vice President #2, Vice President #3, Secretary, Treasurer and Recorder).  Voting for each office will be separately.
  1. The committee chairperson will read to the membership the duties of the office from the Bylaws.
  1. The list of accepted nominations for that office will be read next.
  1. All voting for Officers shall be by secret ballot.
  1. The committee shall formulate the votes and announce the winner.
  1. At the conclusion of the voting for the first the process will repeat for each until all elections for each office is complete.

ARTICLE VII – FINANCES 

Section 7.01 Funds

The Treasurer shall have custody of and be responsible for all monies of the Chamber he/she has received.

All monies paid to the Chamber shall be placed in general operating fund or a reserve fund as determined by the Board.  Funds unused from the Current year’s budget will be placed in a reserve account.

Section 7.02 Records 

Full and accurate records and accounts in the books belonging to the Chamber showing transactions of the Chamber, its accounts and financial condition and see that all expenditures are duly authorized and are evidence by proper receipts and vouchers.

All receipts, canceled checks, vouchers, and related financial records for a period of not less than five years.

Section 7.03 Disbursements/Deposits

All monies paid out by the Chamber should be by check.  Any check must bear the signature of two authorized officers to be valid.  The follow officers can be authorized to sign checks; President, 1 Vice President, 2 Vice President, Secretary and Treasurer.  The above officers could also be approved to use alternative payment processes such as a debit card as required.

  1. Budgeted Items: Upon voted approval of the budget, the President is authorized to make or authorize the Treasurer to make disbursements on accounts and expenses provided for in the budget without additional approval of the Chamber members
  1. Non – Budgeted Items:  Any expenditure not outlined in the adopted budget that exceeds $50 requires approval by a majority of the two-thirds vote (  ) from the Chamber members
  1. Deposit in the name of the Chamber, in such a depository that has been approved by the Chamber, all monies that may come into his/her hands for the Chamber’s account

Section 7.04 Fiscal Year

The fiscal year of the Chamber shall end the ??day of ??of each year.

Section 7.05 Budget 

The Board shall adopt the annual budget for the upcoming calendar year during the month of ??? prior to the end of the preceding fiscal year.

Section 7.06 Annual Audit 

The accounts of the Chamber shall be audited annually as to the close of business on the last day of the fiscal year by the accountant and audit committee.  The audit shall at all times be available to members of the organization within the offices of the Chamber.

Section 7.07 Bonded 

The President and such other officers and staff as the Board of Directors may designate shall be bonded by a sufficient fidelity bond in the amount set bythe Board and paid for by the Chamber.

Section 7.08 Report

Report in writing at the regular monthly meeting the finances of the Company.  

ARTICLE VIII– PARLIAMENTARY PROCEDURE

Section 8.01 Parliamentary Authority 

The current edition of Roberts Rules of Order shall be the final source ofauthority in all questions of parliamentary procedures when such rules are notinconsistent with the charter of bylaws of the Chamber.

Section 8.02 No Proxies 

No proxies shall be allowed on any matter requiring a vote, and unless specifically otherwise stated herein, those present and voting shall determine the outcome.

Section 8.03 Seal 

The Chamber may use the seal of such design as may be adopted by the Board of Directors.

Section 8.04 Order of Business

  1. Attendance and determination of a quorum
  2. Introduction of current members and presentation of new members
  3. Minutes of prior meetings and communications
  4. Finance report
  5. President’s report
  6. Unfinished business, including committee reports
  7. New business, including committee reports

ARTICLE IX – DISSOLUTION

Section 9.01 Procedure

The Chamber shall use its funds only accomplish the objectives and purposes specified in these bylaws, and no part of said funds shall inure, or be distributed, to the members of the Chamber. On dissolution of the Chamber, and funds remaining shall be distributed to one or more regularly organized and qualified charitable, educational, scientific or philanthropic organizations to be selected by the Board of Directors as defined in IRS Section t01 (c)(3).

ARTICLE X – AMENDMENTS

Section 10.01 Revisions

These bylaws may be amended by a two-thirds (2/3rds) vote of the Chamber members or by a majority of the members providing notice for the meeting includes the proposals for amendments.

  1. The Chairperson of the Bylaw Committee shall be directed by the President to send electronic notice of the proposed amendments to each member not less than ten (10) days prior to the next regular meeting, indicating that the proposed amendment shall be voted upon at the next regular General Meeting
  2. The proposed amendments shall be made available at a duly convened meeting of the Chamber, it must include article number, section number and the proposed changes, additions or deletions
  3. Any amendment shall be effective immediately upon such vote of the Board and shall be incorporated verbatim in the text of the Bylaws