Northeast Ohio Relocation Roundtable Bylaws
(Rev. Feb 2024)
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 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 Worldwide Employee Relocation Council (WERC) 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 shall consist of: (a) twenty-five percent (25%) of the eligible membership, for general, virtual or special membership votes; or (b) fifty percent (50%) of the Board, if less than ten (10) members, for all meetings of said Committee.
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 at least nine (9) voting members, one of whom shall be the President. 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, Social Media Chair, Venues Chair, Sponsorship Chair, Programs Chair, and Charitable Causes Chair. (Position responsibilities may be changed, combined, and/or co-chaired as deemed necessary by the Board of Directors, as long as the minimum number voting members is achieved.) Officers will serve for a term of two years, beginning Jan 1 and will be confirmed by the NEORR members in good standing present 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 (updated February 2024)
1. President
· Schedule and facilitate monthly Board meetings and prepare meeting agenda.
· Combine and prepare NEORR slide deck for meeting/event. (Obtain content from Programs Chair, Charitable Causes Chair, Sponsorship Chair and other Board Members who have announcements to be made (e.g., Sponsorship solicitation on annual basis.))
· Facilitate opening, business portion and closing of meeting and event
· Attend Great Lakes Relocation Council monthly conference calls and share pertinent information with the Board.
· Act as liaison between Great Lakes Board and NEORR Board/Membership.
· Attend annual Great Lakes Relocation Council Conference.
· Review Board Member’s duties and their term on an annual basis.
· Solicit applications for upcoming open Board positions at least 90 days prior to the Annual Membership Meeting.
· Review and update Board Member roles and responsibilities
· Along with the Membership Chair, maintain relationship with local organizations (Destination Cleveland, SHRM, “etc.”)
· Manage NEORR Gmail account activity and share any pertinent content with the Board of Directors, as appropriate
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.
· WERC Liaison – ensure all NEORR events are posted to the WERC calendar.
· Apply for CRP/GMS/HRCI credit approval
· Provide President information for how attendees will be able to gain CRP/GMS/HRCI credit to be included in the slide deck.
· Take attendance at membership meetings to provide to WERC for CRP/GMS credit hours. Provide list to Treasurer after meeting to reconcile with registered, paying attendees.
· Provide Marketing & Promotions Chair instructions for how to gain CRP/GMS/HRCI credit to be included in the post-meeting follow-up/survey.
· On NEORR’s behalf, participate in any campaigns with WERC to gain raffle items available for NEORR meetings (e.g., event pass to Fall WERC Symposium, a course in the learning portal, etc.)
· Communicate Board changes to WERC
· Along with the President, attend quarterly calls with WERC and Regional Leadership and share learnings with NEORR Board.
· Along with the President, attend monthly GLRC Leadership calls and share any pertinent information with the NEORR Board.
· Update NEORR Board and/or membership on WERC trends and legislative changes.
· Identify and provide content to Marketing & Promotions chair to communicate CRP exam date, cost, and relevant details
· Promote CRP study groups, if available
· Announce those who successfully passed the CRP exam when appropriate and add to slide deck of next meeting.
· Take attendance and meeting minutes for Board meetings when Secretary is unable to attend.
3. Treasurer
· Maintain a non-profit business bank account in the name of Northeast Ohio Relocation Round-table (Federal Tax ID#: 34-1876458).
· Audit Stripe account for meeting fees and sweep funds to bank account
· Audit “mobile payment processing” account and sweep to bank account
· Approve Board requests for expenses
· Provide NEORR debit card as needed to pay for meeting expenses, marketing, signs, credits, etc.
· Manage insurance policy for proper coverage and best rate
· Audit and reconcile bank statement
· Prepare quarterly financial report for Board
· Create and maintain yearly budget
· Update and maintain NEORR Operating spreadsheet
· Take attendance at quarterly meetings along with Secretary
4. Secretary
· Take attendance and minutes of the Board meetings; Type and distribute appropriately
· Prepare name badges for each meeting/event using downloaded registered attendee list
· Provide meeting registered attendee list to Treasurer to reconcile payment and Vice President to take attendance
· Ensure bylaws are followed for membership meetings and Board Meeting protocols including when voting is necessary when a quorum is needed etc.
· Ensure bylaws stay updated on current issues and propose changes as needed
· Update bylaws when changes proposed and voted on by Board
· Certain protocols to give notice to members of vacant board positions
5. Membership Chair
· As new members join send them a welcome note including link to NEORR website and social media links
· At meeting, seek out new members to welcome and introduce to other Board Members
· Maintain membership directory identifying members by membership categories of Corporate, Service Provider, Sponsor Member and Individual
· Answer membership inquiries from prospective members
· Manage annual renewals of all members. Coordinating with the Sponsorship Chair and Marketing and Promotions Chair on communication and timing
· Seek and create partnerships with other organizations (such as local SHRM) whose members can benefit from an NEORR relationship
· Provide update on memberships at monthly Board meeting
· Ensure Board is aware of new members attending an event for the first time
6. Marketing and Promotion Chair
· Suggest promotional ideas for advertising NEORR and specific meetings, through local and national media organizations:
· Website management: update sponsors, add and manage meeting/event content coordinating with applicable Chairs (Sponsorship and Programs)
· Launch communications via Constant Contact/Other Platform
o Save the date (coordinate with Programs Chair)
o Original invite and follow-up reminders (coordinate with Programs Chair)
o Post-meeting survey (coordinate creation of template with Programs Chair) to be sent along with CRP/GMS, HRCI and SHRM credit instructions within 3 days after the meeting.
o Charity drive and follow-up (coordinating with Charitable Causes Chair)
o Membership drive and follow-up reminders (coordinating with Membership Chair)
o Sponsorship drive and follow-up reminders (coordinating with Sponsorship Chair)
· Collaborate with other Board Members to build out content and messaging
7. Social Media Chair
· Maintain a Marketing and Promotions Calendar to coordinate and consolidate messages that go out to membership and the public.
· Promote meeting/events on social platforms: LinkedIn, Facebook, Twitter (coordinate content with Communications and Programs Chair)
o Save the date (coordinate with Programs Chair)
o Original invite and follow-up reminders (coordinate with Programs Chair)
o Post-meeting survey (coordinate creation of template with Programs Chair) to be sent along with CRP/GMS, HRCI and SHRM credit instructions within 3 days after the meeting.
o Charity drive and follow-up (coordinating with Charitable Causes Chair)
o Membership drive and follow-up reminders (coordinating with Membership Chair)
o Sponsorship drive and follow-up reminders (coordinating with Sponsorship Chair)
· Collaborate with other Board Members to build out content and messaging
8. Venues 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, coat check, restrooms, etc. for quarterly meetings
· Determine speaker audio visual needs (microphone/lavalier, video, and pass onto contact at meeting facility
· Confirm parking location, cost if any
· Communicate necessary event details to Marketing and Promotions Chair: parking, directions, facility requirements (need ID or pre-register with on-site security), etc.
· For Virtual Meetings, determine who will host the meeting and run the event
· Ensure all in-person meetings follow the most up to date COVID protocols, if applicable
· Ensure use of appropriate waivers for in-person events (COVID, alcohol, etc.)
9. Sponsorship Chair
· Set Annual sponsorship amounts and benefits with Board’s approval late October/early November
· Work with Marketing and Promotions Chair and Social Media Chair in coordination with Membership Chair to send out proper renewals or solicitations of new sponsors in late November/early December
· Work with Marketing and Promotions Chair to upload all sponsor logos and links
· Offer special sponsor spotlights as promoted by current sponsorship benefits
· Depending on current event and business environment consider promoting for an event/meeting sponsor to off-set costs
· Procure a raffle sponsor to provide a giveaway (Ex.$25 Amazon e-gift). Could be all at one meeting or various, discretionary
· Communicate and cross-check the sponsor list with Marketing & Promotions Chair
· Ensure all sponsors are properly recognized at meetings
10. Programs Chair
· Secure speakers for upcoming meetings
· Share possible speakers or content to the Board for approval
· Send bios, meeting topic and content to VP for CRP/GMS credit, preferred 45 days in advance.
· Coordinate Save the Date and Meeting Invite content with Marketing and Promotions Chair and Social Media Chair
· Review speaker Power Points and where applicable send to the President to combine with other meeting components
· Introduce speakers at meeting/event
· Schedule a rehearsal/practice run with all participants
· Send thank you note/message to speakers and consider where they may fit in our circle for the future; and, if applicable to their roles, invite them to join our group
11. Charitable Causes Chair
· Coordinate/recommends/arrange charitable causes and community-related programs
· Coordinate WERC Scholarship Program to include, distribution of applications, confirmation of applicant credentials, submission of nominated applicant information to WERC, act as liaison between Scholarship award winners and NEORR
· Develop programs and work with local community groups on specific projects
· Act as liaison between charitable organizations and NEORR
· Present information and updates on charitable causes and community-related programs at member meetings
· Coordinate with and provide content for charitable events/Scholarship to Marketing and Communications Chair and Social Media Chair
· Coordinate raffles/donation campaigns at member meetings
· Attend regional charitable causes conference call with WERC/Regional Charitable Cause Chairs as scheduled
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. The terms of at least four (4) positions will expire each year.
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
A Nominating Committee of four (4) members, from the Board of Directors, shall be appointed by the President to seek out potential candidates to fill open Board of Directors positions for the upcoming year, coordinating with the Marketing and Communications Chair and Social Media Chair to invite eligible voting members to apply/nominate for vacant Board positions
By November 15th, the nominating committee shall submit to the Board of Directors, in writing, one nominee for each vacancy on the Board of Directors. Board Members whose term is not expiring, shall vote to approve the names of the prospective nominees for vacant Board positions. If there is more than one nominee for each vacancy, the Secretary shall submit a written ballot, listing all candidates, to eligible voting Board members. Once approved, the names of the newly appointed Board members will be announced at the December meeting by the President and sent to eligible voting members at least thirty (30) days prior to the date of the Annual Meeting.
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 - Simplified’, 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.