A pro-active, dynamic and friendly group of local business people.

Name

The name of the organisation shall be the Exeter Business Club

Purpose

To build a not-for-profit unincorporated organisation bringing together local business people at regular network meetings to help the businesses grow through friendship and recommendation; to learn from each other and share knowledge.

To build a club of trusted network contacts, all helping to promote each others services and get to know colleagues who will provide a support network for each other's businesses.

Benefits of Membership

Weekly breakfast meetings

Modest annual membership fees

One membership per business category

Meet new people and make business contacts

Build business relationships in a friendly atmosphere

Raise your business profile

Gain new business from recommendations

Provide referrals for other members - be their sales force

Support and learn from each other

Source of trusted suppliers

A source of practical/technical advice

Up-to-date advice on trends, legislation and technology

Develop opportunities for joint work to provide a fuller service to your clients

Problem solving sessions

Opportunity for 1:1 meetings after breakfast

Informative presentations

Guest speakers

Excellent networking opportunities

Friendship and camaraderie

Owned and run by members

Not for profit – excess funds used for the benefit of the members.

The Roles within the Club

The Chair – is responsible for the meetings and the Agenda.

The Vice Chair – is responsible for covering in the Chair's absence and assisting all other Committee members where necessary.

The Secretary – is responsible for organising the breakfast venue, taking meeting fees, issuing receipts, keeping attendance records and notifying members of any changes/alterations to the meetings. Also responsible for the bank account, recording all other financial transactions and producing an Income and Expenditure account at the AGM, which has been independently audited by another member.

The Membership Secretary – is responsible for keeping membership details up to date, collecting subscriptions when due and advising the Committee of any changes. Also, welcoming new members to the meeting, accepting applications from potential new members, verifying application vacancies, reviewing the applications with the Executive Committee and contacting the applicant with the approval/rejection of membership, along with the necessary paperwork.

Other roles will be allocated to members at the discretion of the Executive Committee.

The Election of the Executive Committee

The Executive Committee comprises of the Chair, Vice Chair, Secretary, Membership Secretary and one other.

Election of the Executive Committee to take place once a year at the AGM to be held in January.

Any member may volunteer for a position and will be elected by a show of hands.

If a committee member resigns before the end of the year an election will be held as soon as possible to replace them.

At least 5 people must be present at a meeting for a quorum if any decisions are to be made.

Membership

Membership is open to any individual representing a local business, trading as a sole trader, partnership or limited company, with acceptance of membership at the discretion of the existing members with a final decision, in the advent of disagreement, being made by the Executive Committee.

The member will be the owner, partner, director or other lead decision maker of the organisation they represent.

Only one member from each business classification will be granted membership at any one time.

Classifications with specialist components may be divided accordingly after consultation with the original member of that classification. The final decision remains with the Executive Committee.

Breakfast Meetings and Attendance

The Members and Executive Committee will decide the frequency, day and venue of Club Meetings.

Regular attendance is required as a basic commitment but where attendance is not possible a substitute from the member's business may attend in the member's absence.

The Secretary will collect the agreed meeting fees from each member or visitor. This fee is set by the Executive Committee and is subject to change.

Members are required to advise the Secretary by the agreed time before the meeting if they are unable to attend, are sending a substitute or bringing a guest.

Visitors

In order that the Club may grow to its maximum membership as advised by the Executive Committee, members are encouraged to invite prospective new members to the meetings, provided that the classification of the visitor's profession is vacant.

Visitors will be required to pay the relevant meeting fee in full.

Visitors will not be able to attend more than three meetings before applying to join the Club.

Finance

The Secretary shall be responsible for maintaining complete records of income and expenditure.

The Secretary shall be responsible for any other funds generated and in their control.

The annual membership fee will be reviewed at the AGM each year.

The financial year shall be from 1^st February to 31^st January.

A regular audit of accounts will be carried out by a nominated member of the Club on behalf of the members.

Meeting fees for members are charged monthly and are paid in advance by standing order into the Club’s bank account.

Meeting fees for visitors are charged per visit and are paid by cash or cheque on arrival at the relevant meeting.

Current Charges

As at 1^st February 2011 the following charges are in place:

Membership Fee - £75.00 per annum

Member’s Meeting Fees - £34.00 per calendar month

Visitor’s Meeting Fees - £8.50 per meeting

Matters of Concern

Should any matters of concern arise, members should contact the Chair in confidence with a view to resolving the matter. Should the matter not be resolved satisfactorily a complaint should be made in writing to the Secretary who will arrange an Executive Committee meeting; the Chair will report back to the member.

Data Protection

It is the Club policy to comply with the Data Protection Act 1998 whereupon all member details and records are confidential and for the purpose of Club records only.

Data will be processed fairly and lawfully.

Data will be collected and processed for only one or more specified purposes.

Data held will be adequate for its purpose or purposes but not excessive or irrelevant.

Data will be accurate, and where required, up to date.

Data will not be kept for longer than necessary.

Data will be processed in accordance with the rights of the data subject under the Act.

Data will be kept securely and the Club will guard against its loss.