Bylaws

​​I.    NAME, LOCATION, AND PURPOSE

1. The name of this organization, registered with the IRS and NY State shall be the Newark Valley Chamber of Commerce, operating under the NY State certified assumed name of Northern Tioga Chamber of Commerce as of October 12, 2018, hereafter referred to as the Chamber of Commerce.
2. The Chamber’s mailing address is PO BOX 295 Newark Valley, NY 13811. Its meeting location is the Municipal Building, 9 Park St, Newark Valley, NY. Meetings may be held at any other location at the discretion of the Chamber Board of Directors.
3. The Chamber of Commerce is a 501(c)(6) not-for-profit organization consisting of all size businesses. The mission of the Chamber is, “To promote a business climate in which our community will grow and prosper, which will ultimately provide an ideal place to raise our families.”
4. The Chamber of Commerce will use “Robert’s Rules of Order” as a guide in conducting its proceedings.
5. The Chamber of Commerce’s fiscal year will begin January 1st and end on December 31st of each year.

 
II.    ELECTION OF OFFICERS

1. A general election of the Board of Directors of the Chamber of Commerce shall be held on the first month of each fiscal year, at the annual meeting.
2. The Board of Directors will consist of up to nine (9) members, consisting of an Executive Committee which includes the President, Vice President, Secretary, and Treasurer, with the rest of the board consisting of the remaining directors. The terms will be for three (3) years.
3. A Nominating Committee, for the election of directors, will be organized no less than thirty (30) days before the annual meeting. The committee will consist of a maximum of three (3) members of the Chamber in good standing. The President will appoint members first from volunteers. In the absence of volunteers, the President may appoint a Nominating Committee from the general membership at large.
   
   
   1. The Nominating Committee will submit nominations for specific positions that are due. These positions will be voted on by the general membership attending the annual meeting. Absentee ballots will be allowed. The board will consist of nine (9) directors with the following offices held: 
      1. President
      2. Vice President
      3. Secretary
      4. Treasurer
   2. The responsibilities of the Board of Directors shall be as follows:
      1. ​​​President:  
         Shall chair all executive board meetings, appoint all committees, break tie votes, call emergency meetings, coordinate all activities of organization, oversee all operations of the organization, and periodically request audits of the chamber’s financial records.
      2. Vice President:  
         Shall assist the President in carrying out his/her duties; Perform duties of President in his/her absence.
      3. Treasurer:
         Shall collect all proceeds of organization, keep accurate books for the organization, provide a financial report at each meeting, and file any forms that may be required by the federal, state, and/or local government. 
      4. Assistant Treasurer:  
         Shall assist the Treasurer in performing the duties of the treasurer when the Treasurer is unable to do so.
      5. Secretary:
         Shall take accurate minutes at each meeting, perform administrative tasks as needed, send mailings, and maintain the membership roster and mailing list.
      6. Directors:
         Shall oversee all appointed committees and serve on the Board of Directors. One director will act as the Assistant Treasurer.
4. Unexpired terms are to be appointed by the president. If any positions remain open, the President will appoint a chamber member to fill the position(s) until the next election (either scheduled or special). If the position of President becomes open, the Vice President will then assume the duties and subsequently appoint a new Vice President. If a position on the board is vacant, that position will be filled by a chamber member.
5. Absence from three (3) consecutive regular meetings annually may be construed as a resignation, subject to majority vote of the Board of Directors.

​III.  DUES – MEMBERSHIP

1. Annual dues are due by the following term, Net 30. Failure to pay annual dues by the due date may initiate a $5 late fee for each thirty days late, up to ninety (90) days, at which time the membership will be terminated. New memberships will be accepted throughout the year.
2. Proposals to change the annual dues must be announced to the membership one (1) month prior to being presented for a vote and must be approved by a majority of the membership attending and shall take effect immediately following a passing vote. Absentee ballots will be accepted.  
3. All prospective members must fill out and submit the necessary membership application form to the Chamber.
4. General membership is open to all businesses and organizations, and the general public.  There will be one membership per business/organization, and one (1) vote per membership.
   
   

IV.    MEETINGS

1. Meetings are to be held monthly as deemed by the Board of Directors.
2. A quorum of two-thirds of the attending board is necessary to conduct business.
   
   

V.    FINANCES

1. Chamber expenditures are made by voucher. All voucher requests will be submitted to the Treasurer. Vouchers will be approved and signed by at least three (3) board members. Prior to payment all expenditures require a receipt.
2. All checks are to be signed by the Treasurer. The Assistant Treasurer may sign checks only when the treasurer is not available.
3. Bank accounts are to be reconciled against the bank statements monthly.
4. An annual review will be made of our financial records by the Board at the annual meeting in January.
   
   

VI.    FORFEITURE OF MEMBERSHIP & BENEFITS

1. Indebtedness… the Treasurer shall report to the Board of Directors the name(s) of any member(s) whose indebtedness to the Chamber, including dues, is delinquent for forty-five (45) days or more of the due date.
2. Cause… any member may be expelled from the Chamber “for cause.” Expulsion requires a two-thirds vote of members present at a scheduled meeting.
   
   

VII.    AMENDING BYLAWS

1. Proposed amendment(s) to be submitted in writing to the board of directors at any regular meeting for approval.
2. Proposed amendment(s), approved by the board of directors, will be  published to the membership to be voted on at the next general membership meeting.
   
   

VIII.    DISSOLUTION OF ORGANIZATION

1. Upon dissolution of our organization, our remaining assets must be used exclusively for exempt purposes, such as charitable, religious, educational, and or scientific purposes.

 
 
Approved and effective as of March 9, 2023

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Revision Log: 

• Revised March 9th, 2023
• Revised June 2nd, 2012
• Revised November 16, 2016 - Approved January 18th, 2017
• Revised & Approved April 11th, 2019
• ​Revised & Approved January 9th, 2020