Constitution and Rules
The Chamber shall be called ‘Epping Forest Chamber of Commerce’
2. THE AIMS AND OBJECTIVES
(a) To form an association of traders, merchant, manufacturers, professional people and others within the district.
(b) To provide a centre for combined action in defence and promotion of the common interests of its members and to be a channel of communication between the members and authorities and other bodies.
(c) To promote, support or oppose legislative or other measures affecting trade, commercial or professional interests.
(d) To collect and disseminate information of interest to its members.
(e) To support fair principles of trading and discourage indiscriminate price-cutting and other forms of unfair competition as being opposed to individual interests and to the general well being of traders.
(f) To promote social activates, to organize conferences, lectures and meetings conductive to the welfare of its members.
(g) To combine or affiliate with other bodies for the furtherance of these objectives.
(h) To do all such lawful things as are conductive or incidental to the attainment of these
(a) Members shall be principals or accredited representatives of business or professionals carried on or exercised within the district or persons in sympathy with the objectives of the Chamber.
(b) Applications for membership shall be laid by the Secretary before the Committee whose decision as to admission shall be final and they shall not be required to give a reason for such decision.
(c) Each member on election to be given a copy of the Rules.
(a) The annual subscription for continuing membership shall be decided at an Annual General Meeting or an Extraordinary General Meeting called for the specific purpose and for which due notice has been given in accordance with Rule 7.
(b) The subscription for new members joining during the course of a calendar year may be on a pro rata basis according to the quarter of the year in which admitted to membership as decided at an Annual General Meeting or an Extraordinary General Meeting called for the specific purpose and for which due notice has been given in accordance with Rule 7.
5. ALLOCATION AND USE OF SUBSCRIPTION, DONATIONS, ETC.
(a) The funds of the Chamber consists of subscriptions, donations and money raised for the purpose by voluntary efforts, social functions and otherwise and such funds shall be applied for the furtherance of the Chambers aims and objectives as refined in Rule 2 and distribution to charities at the discretion of the Committee.
(b) All money received for and on behalf of the chamber shall be paid into the Chambers banking account within one calendar month of receipt by the Honorary Treasurer.
(a) Officers: The Officers of the Chamber shall be the President, the Chairman, two Vice-Chairman, a Secretary or Honorary Secretary and Honorary Treasurer, all of whom shall have been elected or declared at an Annual General Meeting.
(b) Executive Committee: The Executive Committee shall consist up to 15 members elected or declared at an Annual General Meeting. The districts within the Chamber area shall each be represented by up to three members from this number but no member shall represent more than one district.
(c) Co-option: Persons not exceeding three in number may be co-opted to serve on the Executive Committee or a sub-Committee. The Executive Committee shall have power to fill any vacancy however caused from members as defined in Rule 3 (a).
(d) Non-payment of Subscription: Non-payment of subscriptions for three months after the due date may result in the suspension of a defaulting member and after six months in expulsion, if so decided by a two-thirds majority of those present at an ordinary Committee meeting.
(e) Committee meetings: The Committee may regulate their meetings for the despatch of business as they think fit but the interval between any two consecutive meetings shall not exceed two calendar months.
(a) Voting at General Meetings, Executive meetings and sub-committee meetings shall be by show of hands unless a ballot is demanded which must be done before the debate on the particular motion. The decision of the Chairman on whether a motion has been carried or not shall be final.
(b) If there is an equality of votes, the Chairman shall have a casting vote.
(c) Each member shall be entitled to one vote.
8. GENERAL MEETINGS
(a) An Annual General Meeting shall be held each calendar year, not more than fifteen months from the preceding Annual General Meeting. Any other General Meeting shall be called an Extraordinary General Meeting. An Extraordinary General Meeting may be convened by the committee whenever they think fit and must be convened within twenty-one days of the receipt by the Secretary of notice in writing stating the objects of the meeting, signed by not less than ten members.
(b) Not less than ten days notice in writing shall be given to all members specifying the date, time and place and the nature of the business.
(c) No business shall be transacted at any General Meeting unless a quorum of members is present at the time when the meeting should proceed to business. The quorum necessary to transact business shall be ten members or one quarter of the total membership whichever is the smaller.
9. ELECTION OF MANAGEMENT
Persons wishing to join the Chamber Management (Officers and Executive Committee) must be:
(a) A member of the Chamber at the time of election, nomination or declaration.
(b) Nominated and seconded by existing members of the Chamber.
The nominations for all candidates must be received by the Chamber Secretary by the date of the Committee Meeting, which is held the month prior to the Annual General Meeting; this rule will also apply to existing members of Management who wish to stand for re-election.
10. RECORD OF PROCEEDINGS
Records of the business transacted by the Chamber, the committee and sub-committees shall be kept in books provided for the purposes. The records shall give a true accounts of the proceedings of each meeting and shall be submitted for approval and if approved be signed by the Chairman concerned.
11. ALTERATION TO RULES
An alteration to the Rules may be made at an Annual General Meeting by ordinary Resolution or at an Extraordinary General Meeting Convened in accordance with Rule 7.
The Chamber may be dissolved by resolution passed by a majority vote amounting to not less than three-fourths of the members present at a General Meeting held in accordance with Rule 7.
13. INTERPRETATION OF RULES
A decision of the Committee as to the interpretation of these Rules shall be final.
14. ABSENCE OF A RULE
Any matter arising relative to the Chambers activities requiring a ruling and not covered by these Rules shall be disposed of by a decision of the Committee unless the matter is deemed to be of such importance for it to be adjourned for consideration by the Extraordinary General
Meeting convened in accordance with Rule 7.