Synergy Network

Synergy Network Guidelines

Revised:  January, 25, 2010

Background

Synergy Network is a diverse group of Edmonton and area business people that meet for information exchange. The group has grown from a small circle of friends and business associates meeting for breakfast above David's Restaurant to a group of 70+ members that meet to hear speakers from near and far addressing relevant local and global topics.
Article I - Name of Organization

This organization shall be known as the Synergy Network. We are an independent, non-profit, networking group of Edmonton and area business professionals.

Article II - Objectives and Mission

The purpose of the organization is to:

  1. To establish an organization of business persons thoroughly representative of the business and professional interests of the members;
  2. To establish a business and social climate favourable for our membership;
  3. To unite the members of the Greater Edmonton business community and to promote a greater sense of business and social unity and spirit
    among the members.

Article III - Membership

Sec. 1. Eligibility:  Any owner, partner, corporate officer or designated representative whose business or activity has a business interest in the Edmonton region shall be eligible for membership into the organization.

Membership Guidelines: Is this person a decision-maker?  Where does this person stand in his/her industry? Where does this person stand in his/her profession?  What can this person add to the Synergy Network? What is the likelihood of this person precluding access to superior candidates representing the same industry, company or profession?  Is this person involved in the community, boards, etc.?  How well is this industry/profession already represented in Synergy? Is there a possible conflict with an existing member?

Sec. 2. Approval: The Synergy Executive Committee, at its sole and absolute discretion, will act as the final approving authority for all applications for membership into the organization.

Sec. 3. Dues: The annual dues for members shall be in an amount recommended by the Executive Committee and approved by the membership at the Annual General Meeting.

  1. Annual Dues are sent out in month of January and payment is due upon receipt.
  2. Unpaid Annual Dues beyond 90-days is considered abandonment and forfeiture of membership and just cause without notice.
  3. Members have the responsibility to clear any outstanding account balances and must do so before the next Synergy sponsored event before admittance to such events.  


Article IV – Executive Committee

Sec. 1. General Management: The management, direction, and control of the organization shall be an active member, consisting of the Chair, Vice-Chair, Past Chair, Secretary, Treasurer, Membership Chair, Speakers Chair, Social Chair and Marketing and Communications Chair.  The Executive Committee shall have and exercise general control of the organization, property, and affairs of the organization and shall have the power to act as a body for the organization between regular meetings. The Past Chair is a non-voting member on the Executive Committee.  The Past Chair shall retain all other privileges and benefits as a general member.

Sec. 2. Regular Meetings: The Executive Committee Meetings will be held within the third week of designated months.  The membership breakfast meetings will be held on the last Wednesday of designated months at least (9) nine times a year.

Sec. 3. Special Meetings: Special meetings of the membership may be called by the Chair at any time by giving at least two (7) days notice to all members and shall specify the particular business to be transacted at said meeting.

Sec. 4. Quorum: The quorum for Executive Committee Meetings shall be (4) members.  The Quorum for monthly breakfast or special meetings shall be (15) members.   

Sec. 5. Vacancies: Any vacancies on the Executive Committee that may occur may be filled by a majority vote of the membership present at the next monthly breakfast meeting.   All other membership vacancies shall be proposed through the Membership Chair and voted upon at the next Executive Meeting.

Sec. 6. Removal: Any member may be removed from office for cause deemed sufficient by a vote of not less than one half of the entire membership of the organization at a meeting so called for that purpose and his/her successor may be elected at that meeting.

Sec. 7. Installation and Term of Office: The installation of the Executive Committee shall take place at the January Annual General Meeting and they shall hold office for one year or until their successor(s) shall be duly elected.

Article V – Executive Committee Positions

Sec. 1: The Executive Committee shall be as follows:

  • Chair, Vice-Chair, Past Chair, Secretary, Treasurer, Membership Chair, Speakers Chair, Communications Chair, Social Chair, Marketing and Communications Chair.
  • No person may hold more than one (1) office.

Sec. 2. Eligibility: Any member, in order to be eligible to become an Executive Committee member, shall have been a member of the organization for at least one year. No member in arrears of dues shall be allowed.

Sec. 3. Nominations: The Chair shall present a ballot to the Executive Committee, in October, who shall draw a ballot for the offices of the incoming Chair, Vice Chair, Secretary, Treasurer, Membership Chair, Speakers Chair, Marketing and Communications Chair and Social Chair, and shall present such a ballot to the general membership at the January Annual General Meeting or special meeting.  At that time, additional nominations, if any, may be made from the floor, whereupon the nomination process shall be forthwith closed. All nominations for the respective officers shall be listed in the meeting notice at which elections will take place.

Sec. 5. Duties of the Officers:

1. Chair: The Chair shall be the Chief Administrative Officer of the organization. He or she shall preside over all monthly breakfast meetings of this group and at all meetings of the Executive Committee;

  1. The Chair shall carry into effect or cause to be carried into effect all orders and resolutions of the Executive Committee;
  2. Discharge such other duties as may from time to time be prescribed by the Executive Committee and the Membership;
  3. Direct the official correspondence;
  4. Appoint all committees, not otherwise provided for by vote of the membership or by these guidelines; and may, at his or her own discretion or upon the written recommendation of the Executive Committee;
  5. Remove from office any member of the committee, for neglect of duty or for any cause deemed sufficient he or she shall fill all vacancies in committees;
  6. Approve all bills or claims against the network group, before the same are paid by the Treasurer;
  7. The Chair shall enforce these guidelines and perform all the duties incidental to the office of Chair.

2. Vice-Chair: The Vice-Chair shall, in the absence or disability of the Chair, perform these duties and exercise the powers of the Chair;


3. Secretary: The Secretary shall attend all meetings of the group and shall record the minutes of all proceedings in books belonging to the organization in addition to;
  1. Responsible for notifying all members and/or officer of meetings;
  2. Responsible for attending to all correspondence of the organization;
  3. Act as liaison officer between the membership, Executive Committee and/or parties having legitimate interest in the business activities of the organization;  
  4. Keep the general record of the organization.

4. Past Chair: The Past Chair shall attend all meetings of the group and shall provide continuity, support and mentorship to the Committees.  The Past Chair does not have any Office specific responsibility and is a non-voting member on the Executive.

5. Treasurer: The Treasurer shall oversee the receipt, care, and custody of all funds of the network group;

  1. Maintain safe custody of all funds and securities;
  2. All funds of this organization shall be deposited to the credit of this organization in depositories designated by the Organization or members and may be withdrawn only by a check signed by the Treasurer, Chair, or Vice-Chair;
  3. Disburse only as may be ordered by a majority vote of the Executive Committee or members for items not part of the approved budget;
  4. Keep correct books of account as the membership may require. The Treasurer's books and accounts shall be open for inspection at all times by any officer or member of the Organization;
  5. The Treasurer shall furnish, if requested or required, a surety bond from a company acceptable to the Executive Committee, in such amount as said deem necessary. The premium for such bond shall be paid for from membership funds;
  6. The Treasurer shall furnish an annual written financial report to all members at the Annual General Meeting;
  7. Perform all duties of and pertaining to the office of Treasurer;
  8. Present operating budget in December for the following year to the Executive Committee for approval before the January Annual General Meeting.
6. Membership Chair:  The Membership Chair shall oversee the following;

  1. Maintaining an up-to-date membership list;
  2. Receive and process all membership applications and present to the Executive Committee for review and approval;
  3. Announce new members and ensure they receive the appropriate introduction to the membership;
  4. Arrange and delivery of name tags;
  5. Communicate with the Communications Chair for website updates.
7. Speakers Chair:  The Speakers Chair shall oversee the following;

  1. Recruit and schedule guest speakers for the monthly breakfast meetings;
  2. Coordinate with the venue for special needs ie. Audio visuals, diet, accessibility etc;
  3. Communicate with the Communications Chair for website updates;
8. Social Chair:  The Social Chair shall oversee the following;

  1. Plan, direct and perform the social events approved by the organization;
  2. Communicate with the Communications Chair for website updates;
  3. Coordinate with the Treasurer with all related matters.
9. Marketing and Communications Chair:  The Communications Chair shall oversee the following;
  1. Website administration and all communications related matters;
  2. Coordinate all marketing and communications related matters with the Executive Committee.

Article VI - Execution of Instruments

Sec. 1. Bank Accounts. Bank accounts shall be maintained at banks and trust companies approved by the Executive Committee.

Sec. 2. Borrowing. No officer shall have the authority to borrow money in the name of the organization, except by vote of the Executive Committee.

Sec. 3. Deeds, Leases, Mortgages, Etc. With the advice, consent and written authorization of the Executive Committee, deeds, leases, mortgages, contracts, and other legal instruments requiring the approval of the organization shall be executed on behalf of the organization by the Chair, or if he or she is not available, by the Vice-Chair, and the Secretary, and the Treasurer, unless generally or in a particular instance the Executive Committee shall otherwise order or provide.

Article VII - Amendments


These guidelines may be altered, amended, or repealed or revised by one half vote of the active membership, in good standing, at any regular, annual, or special meeting of this organization; provided a copy of such proposed amendments or revisions shall be discussed and acted upon. These guidelines shall be reviewed at least annually by the Synergy Network Executive committee.