By Laws

2014-2017  By Laws

 

Northeast Ohio Relocation Roundtable

ByLaws

Article I - Name
The name of the organization shall be the “Northeast Ohio Relocation Roundtable”, hereafter known as the ‘NEORR’.

Article II - Purpose
A. General Purpose
To educate, facilitate and enhance community awareness by creating an open forum for those in the relocation industry. 

B.  Specific Purpose
Within the context of the general purposes stated above, the NEORR shall:

  1. Structure meetings to offer on-going information to the membership; invite professionals to speak (when applicable) at each meeting with topics selected to be of general interest (Education Objective).

  2. Support its members in an internal networking system that allows products and services that are available within the relocation industry to be shared with the membership.  Include the products and services sponsored by the Employee Relocation Council (Support Objective).

  3. Promote individuals within NEORR for selection as guest speakers for conventions and seminars, including Employee Relocation Council sponsored events.  Maintain a continuing image of professionalism within the industry that reinforces our commitment to excellence (Promotion Objective).

  4. Provide a forum for networking of professionals within related fields (Social Objective).

  5. Actively recruit new members (Growth Objective).

Article III - Membership
A.  Categories of Memberships
There will be three categories of membership in the NEORR.  Membership categories are as follows:

  • Corporate
  • Service
  • Individual

All members in good standing may vote, participate in NEORR activities & meetings and have access to NEORR published information (i.e., membership lists, newsletters, Educational journals, etc).

B.  Membership Eligibility

  1. Corporate Membership in the NEORR shall be open to local corporate/subsidiaries regularly engaged in the relocation of their employees and/or who have a non-commercial interest in relocation and are interested in increasing their knowledge and education in relocation related programs and issues.

  2. Service membership in the NEORR shall be open to those who are preferably members of the National Employee Relocation Council (ERC) or the Society of Human Resource Management (SHRM) and whose primary business activity is in the relocation field.

  3. Individual membership in the NEORR shall be open to anyone who may have left the industry, recently got displaced or who is looking to join the industry. 

C.  Admission to Membership
Application for membership shall be made in writing or electronically (via web site) and submitted to the NEORR Board of Directors.  All applications/submissions shall be reviewed by the members of the Board of Directors (or designee of the Board) for approval or for rejection based on the applicant’s ability to meet the qualifications prescribed by these Bylaws.

With the ongoing intent to increase Corporate Membership, the NEORR Board from time to time may, for example, grant free guest passes for any future meeting as part of membership promotional drives. 

D.  Termination of Membership
The resignation of any member shall be in writing and become effective upon submission to the Board of Directors.  Any dues paid to a date beyond such resignation period will not be refundable.

Membership may be revoked by vote of the Board of Directors when a member becomes ninety (90) days delinquent in any financial obligation, engages in activities detrimental to the NEORR or is otherwise ineligible.  The member will be notified, in writing or via e-mail, by the Board of Directors.

E.  Policy on Non-Solicitation
All members and guests are prohibited from soliciting business in any fashion at NEORR meetings and may be asked to resign if they do.  In such cases, membership dues are non-refundable.  Guests involved in the solicitation of business will be denied membership.

F.  Good Standing
Those members who have paid the required dues, fees and assessments in accordance with these bylaws shall be members in good standing. Members in good standing shall continue to enjoy the benefits of meeting attendance and other NEORR events as well as access to other NEORR information.

G.  Membership Transfers
Individual membership is transferable from one person to another within a given company, providing any dues have been paid by the company. Should a member leave the employment of their organization, and the Employer owns the individual membership, the Employer may reassign the active membership to another authorized individual.  The former employee must meet the established criteria to re-join NEORR as a “new member” with their new employer.

Article IV - Meetings
A.  Regular Meetings
Regular meetings of the NEORR shall be held quarterly (or as deemed necessary by the Board of Directors).

B.  Special Meetings
Special meetings of the NEORR may be held at the President’s call, at the call of a majority of the Board of Directors or at the call of the voting NEORR Board & members, which shall state the purpose of the meeting, provided, however, that written notice of the meeting is e-mailed at least ten days prior to the meeting date.

C.  Annual Meetings
The regular first quarter meeting shall include the Annual Meeting.

D.  Quorum
A quorum for the conduct of business at meetings, regular or special, shall consist of at least twenty-five percent (25%) of the members of the NEORR.

E.  Board of Director Meetings
Meetings of the Board of Directors shall be held prior to each regular or special meeting of the NEORR, at the call of the President or at the call of a majority of the Board of Directors, provided, however, that written notice of the meeting is e-mailed at least five days prior to the meeting date.

Article V - Organization
A.  Board of Directors
The governing body of the NEORR shall be known as the Board of Directors authorized to handle all policy matters of the NEORR.  The Board of Directors shall consist of seven (7) voting members, one of whom shall be the President.  The Board shall be comprised of a minimum of 25% corporate members.  The President shall be responsible for proper notification to members of any recommendations made or actions taken. A majority of the Board of Directors constitutes a quorum to transact business.

The Board of Directors shall conduct the business of the NEORR during intervals between its meetings, make arrangements for meetings of the NEORR and make determination upon all applications for membership.

B.  Officers
The Officers of the NEORR shall include all Board of Director members:  President, Vice-President, Treasurer, Secretary, Membership Chair, Marketing and Promotion Chair, and Facilities and Hospitality Chair.  (Position responsibilities may be changed as deemed necessary by the Board of Directors.) Officers will serve for a term of two years and will be elected by a majority vote of the NEORR members in good standing at the Annual Meeting.  Officers may be reelected at the end of their term.  The immediate Past President shall serve for one (1) year on the Board in a non-voting advisory capacity.

C.  Responsibilities of Officers and Other Directors 

1.  President

  • Schedule and facilitate planning meetings.  Includes preparing meeting agenda.
  • Act as central liaison between Planning Committee, NEORR members and potential members or guests.
  • Run business portion of quarterly meetings.
  • Prepare quarterly meeting agenda.
  • Organize committee member ideas and communicate appropriately.
  • Attend annual Great Lakes Relocation Council Conference.  Act as liaison between Great Lakes Board and NEORR.
  • Collect and distribute Board Member Applications for Board review. 
  • Maintain copies of Board Member Job Descriptions.
  • Maintain relationship with local organizations (i.e. SHRM).
  • Set-up invitation for all quarterly meetings.

2. Vice-President

In the absence or disability of the President, the Vice-President shall perform all the duties of the President.  When so acting, a Vice-President shall have all powers of and be subject to all restrictions on the President.

  • ERC Liaison - coordinate all NEORR activities with ERC in Washington.
  • Apply for CRP approval of all NEORR meetings.
  • Coordinate appropriate NEORR speakers from ERC.
  • Distribute ERC materials at NEORR meetings.
  • Update NEORR on ERC trends and legislative changes.
  • Purchase appropriate speaker gifts.
  • Assist Treasurer in reviewing all income and expenses.

3.  Treasurer

  • Maintain a non-profit business bank account in the name of Northeast Ohio Relocation Roundtable (Federal Tax ID#: 34-1876458).
  • Collect and deposit all revenue (including meeting attendance, sponsorship, etc.). 
  • Reimburse/pay for all meeting expenses, including speaker gifts, speaker travel and other miscellaneous expenses, etc.
  • Pay all invoices, such as, stationery for meeting announcements, postage, etc. 
  • Pay for all planning meeting meal expenses.
  • Keep a balance sheet of all transactions. 
  • Reconcile bank statement. 
  • Prepare quarterly financial report for Board.
  • If the treasurer should be bonded, the premium shall be paid for by the NEORR.

4.  Secretary

  • Take minutes of the Board meetings.  Type and distribute appropriately. 
  • Take attendance at quarterly meetings. 
  • Prepare meeting attendance list. 
  • Periodically, take a survey at quarterly meetings (i.e., polling members on topic ideas, satisfaction with their membership, etc.).
  • Update Bylaws, as needed.
  • Prepare name badges and receipts for quarterly meetings.
  • Maintain invitation database for quarterly meetings as well as address books.

5.  Membership Chair

  • Collect and record on a spreadsheet membership applications separated into three categories:  Corporate, Service and Individual. 
  • Answer membership inquiries from prospective members. 
  • Maintain membership directory.
  • Communicate all new members to Secretary.
  • Co-chair Membership Growth Committee with Marketing and Promotion Chair.

6.  Marketing and Promotion Chair

  • Suggest promotional ideas for advertising NEORR and specific meetings, through local and national media organizations:
  • Compile a list of business editors from local newspapers and magazines.
  • Compile a list of program directors for local television and radio stations.
  • Promote quarterly meetings through various media and organizations, i.e., Plain Dealer, Akron Beacon Journal, Real Estate Magazines, CRAINS, SHRM, etc.
  • Introduce speakers at quarterly meetings, as requested. 
  • Lead Membership Growth Committee. 

7.  Facilities and Hospitality Chair

  • Review possible sources for meeting locations.
  • Solicit sources and discuss options with Board members, which result in deciding on meeting locations.
  • Arrange for desired food based on budget, who is responsible for cost and arrange for billing. 
  • Preview meeting room/rooms, if needed. 
  • Decide on seating style, placement of refreshments, extra tables for panel (if needed), registration, etc. for quarterly meetings.  Determine speaker equipment needs and pass onto contact at meeting facility.
  • Confirm parking options, if needed, and any other information needed to pass along to secretary, so it can be forwarded to attendees ahead of time. 
  • Secure quarterly meeting sponsor and raffle gift.

D.  Election to the Board of Directors
The CRP/SCRP designation is preferred for all members.  The term of office shall be two (2) years.  Any Directorship that becomes vacant shall be filled by appointment of a majority of the Board of Directors only until the next Annual Meeting, at which time the vacancy shall be filled for the remaining term.  Directors shall serve until their successors are elected and assume office.  Any change to the number of Directors from year to year shall be determined by vote of the Board of Directors at least sixty (60) days before the Annual Meeting.  Three (3) positions will expire in odd numbered years and four (4) positions including the President will expire in even numbered years. 
  
E. Marketing Committee
The NEORR Board of Directors shall appoint a Committee Leader to head up the membership drive to help boost membership renewal and new members.  The Committee Leader may solicit support (as needed) to assist with call campaigns, mailings, communications, etc.

F.  Sponsorship Committee
The NEORR Board of Directors may appoint a Committee Leader to head up a Sponsorship drive to help gain financial support for NEORR meetings and activities. The approved NEORR Sponsors are eligible to advertise on the NEORR web site, benefit from verbal acknowledgement at NEORR meetings and NEORR posted signage.  The Committee Leader may solicit support (as needed) to assist with call campaigns, mailings, communications, etc.

G.  Nominating Committee
The President shall chair the nominating committee to select qualified candidates for election to the board at least ninety (90) days prior to the election of directors.  The President shall appoint, with advice and consent of the Board of Directors, a nominating committee.

At least four (4) weeks prior to the Annual Meeting, the nominating committee shall submit to the Board of Directors, in writing, one nominee for each vacancy on the Board of Directors.  The names of the prospective nominees for elected Directors shall be sent by the President to eligible voting members at least thirty (30) days prior to the date of the Annual Meeting.

Additional nominations may be made by members in writing addressed to a Board member.  Such nominations must be received by a Board member at least thirty-five (35) days prior to the Annual Meeting.

If there is more than one nominee for each vacancy, the Secretary, at least thirty (30) days prior to the Annual Meeting, shall submit a written ballot, listing all candidates, to eligible voting members.  Members will have until fourteen (14) days prior to the Annual Meeting to return the written ballots to the Secretary who will be responsible to tallying the votes and reporting the results to the membership.  In the event of a tie, the Board of Directors shall elect one or more of the involved candidates, as appropriate, to fill the Directorship in question.

H.  Indemnification 
The NEORR shall indemnify any and all of its Directors or officers, or former Directors or officers, against expenses actually and necessarily incurred by them in connection with the defense of any action, suit or proceeding in which they or any of them are made parties, or a party, by reason of having been Directors or officers, or a Director or officer, of the NEORR except in relation to matters as to which any such Director or officer or former Director or officer shall be adjudged in such action, suit or proceeding to be liable for neglect or misconduct in the performance of duties.  Such indemnification shall not be deemed exclusive to any other rights to which those indemnified may be otherwise entitled.

I.  Terms of Use & Privacy Policy 
NEORR has moved to use the internet as a source of communication and information to its members and prospects.  As a membership organization who collects membership data, NEORR deems it prudent to have a formal Terms of Use policy and privacy Policy regarding member data.  NEORR has created this Privacy Policy to demonstrate our firm commitment to privacy and security. Northeast Ohio Relocation Roundtable (NEORR) will not divulge personal information of any kind to any 3rd parties with the following exceptions:

  • Online invoice payment & processing
  • NEORR Membership Directory(accessed only by paid members in good standing)
  • NEORR Membership surveys (could be conducted by an outside firm)
  • NEORR Web Discussion forums (NEORR members can chat or post questions or responses on relevant industry issues)

NEORR expects that all members will adhere to “acceptable and professional use” of the web site and information provided.  This can include but is not limited to transmission or uploading unacceptable material/data that is offensive or not germane to NEORR and its role as a membership organization, harassment, unsolicited commercial e-mail, unauthorized use, copyright or trademark infringement or unfriendly activity.  NEORR requests that anyone who is subjected to the misuse of the web site to report such activity immediately to an NEORR Board member.

Article VI - Financials
A.  Fiscal Year
The fiscal year of the NEORR shall begin January 1 and end December 31. 

B.  Dues 
Annual membership dues may be implemented under the advice of the NEORR Board.  If implemented, annual membership dues of the NEORR shall be payable in advance for each fiscal year as of January 1 to the NEORR Treasurer.  Dues shall be prorated but are non-refundable.

The dues are intended to cover the cost of administration and other miscellaneous operating expenses of the NEORR.  The amount of the dues is set by the Board of Directors.

The Board of Directors reserves the right to charge a meeting fee to cover the cost of speakers, refreshments and other miscellaneous costs.  All meeting fees are non-refundable.

C.  Guest Fees
Guests may be allowed, if accompanied by a member of the NEORR.  The guest fee will be assessed per meeting as required.  Pre-paid guest fees are non-refundable.

D.  Sponsorship
NEORR welcomes the support of organizations that serve the relocation industry. With this support, a valuable forum for education and the exchange of ideas can be provided.  Sponsorship will be allowed at different levels with established pricing aligned with specified benefits to the Sponsor organization.  The NEORR Board may outline the features, benefits and prices on the NEORR web site. All submissions shall be made via the web site and Sponsor benefits become active after payment is received by NEORR.

Article VII - Parliamentary Rules
The rules contained in Robert’s Rules of Order, Revised, shall govern in all cases where they do not conflict with the Bylaws of this organization as interpreted by the Board of Directors.

Article VIII - Amendments
These Bylaws may be altered, amended or repealed at any regular or special meeting of the NEORR with the approval of two-thirds of the members present, provided, however, that notice of the meeting and of the proposed changes shall have been provided to each member of the NEORR prior to the date of said meetings.

Article IX - Dissolution
The Northeast Ohio Relocation Roundtable may be dissolved by a majority vote of the Board of Directors.  Upon dissolution, the assets, if any, of the Northeast Ohio Relocation Roundtable shall be distributed equally to the Great Lakes Relocation Council or another non-profit entity.