Edmonton Executives Association

Board of Director’s

Policy & Procedure Manual 2017

Table of Contents

Section 1.0Financial Committee

- Finance Chair Responsibilities

Section 2.0Program Committee

- Social

- Craft Talks

Section 3.0Attendance Leads Committee

- Efficiency & Attendance Committee Responsibility

- Guidelines for Confidentiality

Section 4.0Membership

Membership Committee Role

- Probationary Period

- Code of Conduct

- New Member Process

- Associate Member Process

- Honorary Member Process

- Founding Member Process

- Mentor’s Role

- Guideline for Application Process

- Applicant Form

- Sponsor Form
- Mentor/New Member Questionnaire

Section 1.0

Financial Committee

Edmonton Executives Association

Finance Chair Responsibilities

Revised 2010

  1. Ensure monthly financial statements, reports, aged accounts receivable, payables, copy of general ledger entries and bank reconciliation are received and reviewed prior to each board meeting (usually shortly after the 10th of the month)
  2. Review any outstanding (over 60 days) accounts receivable, determine cause and give direction to Executive Director to initiate phone call or second billing, or if necessary, Finance Chair to make call or site visit
  3. Review variances to Budget, determine reasons, report any significant variance and course of corrective action to board monthly.
  4. Work with Program Committee re Special Events - they should prepare a budget in advance for each event for Finance Chair to review and approve. Committee should prepare a final income & expense recap of event.
  5. Ensure book keeper bills all participants for Special Events soon after (within one week of event)
  6. Work with all Committee Chairs to review and approve any expenditures expected for the upcoming year.
  7. Review & set limits on expenditures as required for Committee work, meetings & travel.
  8. Work with the Executive Director to prepare an Annual Budget for subsequent presentation to and approval by the Board of Directors.
  9. Form a Finance Committee if required, however, Executive Director usually attends to regular book keeping functions.
  10. Ensure check book and settling of all expenses are conducted by Executive Director.
  1. Ensure proper signing authorities are set up for bank account with appropriate limits set. Ensure proper signing of all checks as per instructions from EEA auditor.
  1. Present a final report to the members each year at the Annual general Meeting (last Friday of January).
  2. Enlist reputable CA firm (KPMG) to complete year end review of books, prepare yearend financial statement and necessary tax forms. Year end records should be available for review by the auditors no later than the following January 15. The yearend adjusting entries are to be posted to the General Ledger as soon as possible as approved by the auditors and prior to running of the December year end state.
  3. The original monthly and annual financial statement package (after approval by the Financial Chairman & Board of Directors) should be retained by the Executive Director with a copy given to the Board monthly.
  4. All records such as cancelled checks, bank statements, deposit books, etc. should be maintained by the Executive Director and annually accumulated for storage by the Executive Director.

Section 2.0

Program Committee

- Social

- Speakers

Edmonton Executives Association

Social Committee

Responsibilities

Revised 2010

Areas of responsibility: Social Functions - organization & coordination

*Decisions for Social programming (timing, content & budget) to be at Board’s discretion

Program: Social

  • Develop a social program that is in the best interest of each EEA member
  • Use EEA members for social event when possible, fair & equitable
  • Develop a Committee to work on the Social Event (Note: this is not the responsibility of the Executive Director)
  • Assign Chair & Committee
  • Set budgets after gathering quotes (Finance Chair & Board to approve). Budgets must be done for each event to ensure they are fair and not operating at a loss
  • Promote events - circulations of sign-up sheets requesting volunteers and commitments to attend events must be done. Set up, decorating & clean up to be arranged by the event committee
  • Executive Director maintains the Attendee list for billing purposes

Past Social Events include:

  • Ski Trip,
  • Golf Tournament,
  • Christmas Luncheon,
  • Fall Social,
  • Trade Show,
  • Sports Day,
  • Football Tailgate Party,
  • Anniversary Gala

Edmonton Executives Association

Speaker Committee
Responsibilities

Revised 2010

Areas of responsibility: Coordinates the Speaking & Meeting dates for the year: Classification Talks, Guest Speakers, Visitations, Huddle Session & business card exchange, Guest Days

*All decisions for Meeting & Social programming (timing & content) to be at Board’s discretion

  1. Craft Talks: The EEA craft talk program is to be used for organizing the scheduling (remote desktop 68.151.32.185) This program should be kept as up to date as possible.
  2. EEA Members can be notified via email or phone call when they are due to present and a couple of options for dates should be given by the Program Chair. Attempt to have each member speak at least once every 18 months.
  3. Once a date has been agreed upon & confirmed it is noted in the computed based ‘Craft Talk Program’.Note: A list of members and their last craft talk date can be viewed in this program.
  4. New members will be given 3 months after their first meeting before their craft talk will be scheduled for them. New members will be required to present their craft talk between 3 & 6 months of membership
  5. Provide an updated schedule to the Executive Director on a regular base (every 4 to 6 weeks). This update should be the two month schedule. Also provide an update to the Board Members at each Board Meeting
  6. The Executive Director will email the scheduled speakers on the Monday of the week of their talk, to assist in the planning for their presentation. A copy of the Classification talk guide will be sent along with a request for confirmation of their needs for power, display tables, screens, projector, etc.
  7. Each craft talk is to be no longer than 15 minutes including questions. It is recommended that each speaker has a door prize draw.
  8. Visitations: Usually no more than Four but could be up to Six per year as approved by the Board. Site visitations must be spread out throughout the year with no two events closer than 1.5 months apart. The EEA member can have the event at a time of their choosing with Board approval, but Thursday evenings or Friday mornings are preferred. Up to $1000 is available from EEA to supplement cost of hosting visitation but only if the visitation is replacing a normal breakfast meeting
  1. Guest Speakers: Acquire four to six quality guest speakers per year in lieu of craft talks. Again, an even distribution throughout the year is preferred. Speakers are not to be of a Sales, or Political nature, but should present on topics that are interesting to all EEA members. A cash allowance can be made for special speakers - at the Board’s discretion. You may want to try to coordinate special speakers with the Entrepreneurs Organization. Obtain Board Approval prior to any speakers or expenditures.
  2. Four Huddle Sessions are to be organized in lieu of craft talks throughout the year. Again evenly spaced. Typically the first huddle session will be in the first week of January due to limited attendance patterns (e.g. some type of organized discussion relating to business)..
  1. Schedule of January meetings: first week - Huddle Session; second week - schedule craft talk; third week - Financial Forecast; fourth week - Annual General Meeting.
  1. The Financial Forecast speakers are to be organized by the outgoing Program Chair. The presenters should be experienced EEA members in the typical fields of real estate, economic, financial, and construction areas.
  1. The Friday before the July (or August) long weekend may be cancelled due to expected low attendance. Check with the Executive Director on other upcoming dates that need to be deleted or rescheduled (i.e. Easter, etc.)
  1. Typically the Craft Talks will stop in December after the Christmas luncheon. * which means that week requires no speaker

Section 3.0

Attendance & Leads Committee

Guidelines for Confidentiality

Edmonton Executives Association

Attendance, Leads & Sunshine Committee Responsibilities

Revised 2010

Attendance & Efficiency:

  1. The Executive Director will issue an Attendance & Efficiency Report each month from data entered for the weekly newsletter.
  2. Efficiency Rating: currently an average percentage rating of Attendance; Leads (10 per month) and DBW (8 per month)
  1. The Committee must review the Year to Date Efficiency report upon receipt and identify all members with a 12 month Efficiency rating of 65% or lower. All members who have not been excused should receive a notice from the Chair reminding them of their obligations as a member.
  1. The Committee must review the Year to Date Attendance report and monitor those with year to date attendance below 50%. Members with less than 50% YTD Attendance should be spoken with to see if there is a reasonable cause (illness, etc) that would warrant a Leave of Absence. If not, a succession of notices and letters should be sent before suspension occurs.
  1. If Non Performance continues, a company can be suspended for 30 days during which time they must seek reinstatement from the Board of Directors explaining why they should be given a second chance. If a company that has been reinstated falls below the minimum operating efficiencies for the second time in a year, they will be suspended immediately but can again seek reinstatement before the suspension is permanent.
  1. At the monthly Board meeting, a full report must be done for the Board of Directors highlighting the committee decisions.
  2. At the Annual General Meeting, overall Efficiency prizes should be awarded to the highest Rookie member and highest member. These can be awarded to the top one or two depending on budget constraints.

Sunshine:

  1. At each weekly meeting the Chair is responsible to give the Sunshine Report as laid out by the Executive Director in the weekly Agenda. When the Chair is absent, a committee member can be designated to fill in.

Leads:

  1. Responsibilities:
  2. Testimonials
  3. Increase & Maintain the profile of each member & corresponding business
  4. Promote members doing business with other members
  5. Confidentiality
  6. Leads sheets & web entry
  7. Help members generate better quality Leads more often
  8. Policing to be done by Leads Committee & Membership Committee
  1. Testimonials: encourage members to give testimonials to improve the profile of both members.
  2. Newsletter: The Executive Director, with assistance from the Technology Chair, is responsible for distribution and data entry for newsletter.
  3. Confidentiality: maintain & update as needed the Guidelines for Confidentiality
  4. Rumour Leads: Rumours are to be treated as such and not to be printed into the newsletter. Encourage members to use discretion when giving or following up on rumour leads.
  5. Other Leads organizations: If a member is found to be involved with another Leads Generating organization, they will be sent a notice form the Chair to cease their involvement or they will be terminated from EEA.
  6. EEA Web Site Profile: Encourage members to update their profile for membership reference. New members will be granted access to website once membership is approved.
  7. Leads Entry: Each primary & associate members has been issued a log in & password for the EEA website to enter their information.
  8. Quality: Information found in daily newspapers, trade publications and other media would be considered low quality. Unpublished information will be of value to someone. The earlier the better!
  9. Awareness: during the year the Leads Chair can remind members of their obligations by putting items in the newsletter or speaking from the podium.

Edmonton Executives Association

GUIDELINES FOR CONFIDENTIALITY

(2010)

The need to maintain confidentiality of the EEA Leads is critically important to the continued success of our Association. The free and open sharing of business information by all members is the very essence of EEA. Any breach of this trust between members would have a significant impact on the overall quality of the Assocation’.

The following guidelines serve to document the appropriate conduct of all members in order to ensure confidentiality and maintain member trust.

  • Each member is responsible for the Confidentiality of the newsletter once it is received in their office.
  • The newsletter is for the use of Primary & Associate members only, and is not to be shared in its entirety with others for any reason.
  • Members may distribute individual Leads to their staff for follow up but are not to make the complete newsletter available to other members of their firm.
  • Members are responsible for the proper orientation of their staff with regard to the confidential use of EEA Leads
  • EEA Leads are never to be used at other Leads Generating Organizations (in accordance with EEA By Laws: EEA members can not belong to other Leads Generating organizations – failure to comply can result in expulsion)
  • The source of a Lead must never be identified without the authorization of the source.
  • The member, or their staff, may contact the source of the Lead for additional information
  • The EEA in general must not be identified as the source of the Lead
  • Rumour Leads may be given verbally at the meeting but will not be printed in the newsletter
  • Members are asked to use discretion when providing and following up on any type of Lead.

WE ALL HAVE A RESPONSIBILITY TO HONOUR THE TRUST OF FELLOW MEMBERS

Section 4.0

Membership

Membership CommitteeRole

- Probationary Period

- Code of Conduct

- New Member Process

- Associate Member Process

- Honorary Member Process

- Founding Member Process

- Mentor’s Role

- Guideline for Application Process

- Applicant Form

- Sponsor Form
- Mentor’s Questionnaire

Edmonton Executives Association

Membership Committee Role

By Law Section 40.

1.MEMBERSHIP COMMITTEE: This Committee shall be composed of at least three (3) members of which the chairman shall be a Director. This Committee, in regard to all matters which it may deem to be of importance to the Association, shall investigate and question all applicants for Membership, and shall act in conformity with these by-laws. This Committee shall have the power to extend to Members permission to invite guests, whether eligible to membership or not, to any regular or special meeting of the Association.

RESPONSIBILITIES:

  • Encourage Guests
  • Recruit more members
  • Investigate potentials
  • Review Membership Conflicts & Classification Overlaps

It is recommended that this committee meet once a month to discuss all membership concerns and to make recommendations to be reported by the Chair to the Board of Directors.

Any and all changes regarding new member’s membership application, changes of key members & additions of associate members must be reported and approved by the Board and then dealt with by the Membership Committee as per the Policy & Procedures Manual.

The Membership Committee is responsible for ensuring the continued growth of the organization with the addition of quality members. The committee is charged with ensuring that all applications for new classification holders and new company representatives are in accordance with the EEA bylaws & guidelines and that no conflicts are perceived by the general membership.

This committee is also responsible for the orientation of new members and representatives so that each members may benefit from his/her membership as fully as possible. New member site visitations are done by the Executive Director. The Membership Chair is welcome to attend.

Each new member will be assigned a mentor who will assist that person in understanding the commitments requirements as Leads, Attendance and Did Business With. Mentors are either Board members or from the Membership Committee; or will be chosen at the Board’s discretion (i.e. Honorary Members). The mentors role is attached. A subsequent meeting must be set up with the member and the mentor.

The Membership Committee, along with the President & Executive Director, will host a new members orientation meeting. The purpose of the meeting is to discuss their membership obligations and to ensure the member is fitting into the association. The Executive Director will set the date, location and send out invitations. The membership committee will set the agenda and do the presentations. At this meeting, each new member will be asked to complete a questionnaire to determine if they understand their role and to see if the need any assistance in getting the most of their membership.

New Member Probationary Period(2010)

1) New Classification Member

To designate the new Classification Member, they will have 2 colored pin stripes applied to the top of their name badge. These bands will be removed when the new member has completed all of the following:

  • Payment of all association membership dues in advance for the full year.
  • Give a short talk in front of the membership about their company, what they do, and what are good leads for them.
  • Meet with an assigned mentor to understand how the association works, what are good leads, why attendance is important, and to think of a member first. Mentor will complete the Questionnaire and submit to Membership Committee.
  • Achieving an efficiency average of 75% or greater over a six month period. This is calculated by 1/3 leads, 1/3 attendance, and 1/3 did business with.

The new Classification Member will have a six month period to complete or achieve the above tasks. Failing to complete or achieve the above will result in their membership being revoked and their remaining dues refunded. Conversely, when the above tasks have been completed, the new member will have the colored bands removed from their name badge.

2) New Member Replacement for Existing Business

To designate the new Member replacing a “Member in good standing” for an existing business, one pin strip will be applied to their name badge. The new Member will have a brief introduction to the Membership. The colored band will be removed when the new member has completed the following:

  • Meet with an assigned mentor to understand how the association works, what are good leads, why attendance is important, and to think of a member first.
  • Continue to maintain their efficiency average of 75% or greater over a six month period. This is calculated by 1/3 leads, 1/3 attendance, and 1/3 did business with.

The new Member will have a six month period to complete or achieve the above tasks. Failing to complete or achieve the above will result in their membership being revoked.