179 Great Road, Suite 104B, Acton, MA 01720 • 978.263.0010

BASIC INFORMATION AND INDIVIDUAL RESPONSIBILITIES

 

I. Purpose:

A collaborative and Diverse Business Group That Educates, Shares and Refers.

II. What a Referral is:

When the referral is expecting the referee’s contact (call).  Everything else is a lead.

III. Structure of Group:

A. Members are allowed to have one categories relating to their business but not multiple unrelated businesses.

B. If a member has more than one business and Business Builders members agree to the addition of the second business to the group, they must:

  1. Have a Chamber membership for each business
  2. Have a Business Builders membership for each business, and;
  3. A representative from each business must be present at the meetings

C. Defined Trades/Business types

  1. List of member business types
  2. List of desired business
  3. See addendum business list

IV. Member Prerequisites:

Group members must be Chamber of Commerce members.

V. New Member procedures

A. All prospective members are to have a sponsor.

B. The sponsor will have at least minimal knowledge of the guest’s business, so as not to create any competitive issue with an existing member.

C. Prospective members:

  1. Prior to the guest attending a meeting, the sponsor will propose the guest to the group for approval either at a meeting or via e-mail at least one week prior to the guest attending a meeting. This is to ensure all members will see the e-mail and have a chance to respond.
  2. Sponsors should take special care to talk to any members that may have overlapping business offerings.
  3. Once approved, the prospect attends the next open meeting.

D. The guest should be prepared to discuss his/her job, so members understand what the guest can bring to the group.

E. If the guest wishes to join, he/she fills out an application. To join, Chamber membership is a prerequisite.

F. Any member who has a concern about a prospect should immediately notify the group and the Chamber staff. Otherwise, the prospect will be approved to join the group.

G. Chamber staff will inform applicant of decision.

VI. Group Dues:

A. Dues for a one year membership will be determined annually.

B. Billing is for a calendar year, and dues are payable at the beginning of the calendar year.

C. New members’ dues are prorated quarterly for joining.

D. Once dues are paid, there is no refund.

VII. Attendance:

A. Frequent absences may be reviewed by the entire group after 4 absences in a year.

B. A caring attitude towards communication about absences will be highly weighted, i.e. e-mailing in a timely manner before or shortly after an absence.

C. Members are encouraged to send a substitute if they cannot attend a meeting.

VIII. Accountability:

All referrals and one-on-one meetings will be tracked in a binder for the group.

IX. Code of Conduct:

A. All members must behave ethically and honestly, conduct business as proposed and behave in a professional manner.

B. Provide referrals to the best of their ability.

C. Members should only discuss their recognized business at all Business Builders related meetings, not other sideline businesses which may encroach upon another member’s business.

X. Membership Termination:

A. A member will be terminated if they do not follow the code of conduct.

B. A  member may be terminated by not adhering to attendance policy.

 

ORGANIZATION, MEETINGS, EXECUTIVE COMMITEE

I. Group Size:

A. Ideal size will be determined by the group with the goals of promoting business development and referrals for the members.

B. 30 will be considered optimal

II. Growing the Group:

A. Growth of group

  1. Members are encouraged to invite guests by following the New Member Procedures (see Basic Information and Individual Responsibilities - #5).
  2. In the event of an absence, members are encouraged to send a substitute representative who may promote their own business.  The substitute, however, should not be in direct conflict with any other member’s business categories.

B. Communications tools external

  1. Blog on chamber website
  2. Brochures, business cards and posters
  3. Group mentioned at every chamber event-seeking members
  4. Send letters to specific chamber members

C. Communications tools internal

  1. Folder contents  (constantly changing…hard to do)
  2. Business Card holder
  3. List of business categories
  4. Profile sheets
  5. Meeting reminder e-mails
  6. Materials need to be updated regularly  and supplied to everyone as needed
  7. Roster

III. Meeting Structure

A. Meeting time is 7:30 am through 9:00 am.

B. Meeting days are the 2nd and 4th Tuesday of the month.

C. In July and August the 4th Tuesday will be considered a “casual” meeting with no company presentations.

D. In December the group will only meet only once on the 2nd Tuesday of the month.

IV. Meeting Agenda

A. The Chairperson assures that all meetings start promptly.

B. The following times may vary to allow for flexibility for membership application discussion, guest presentations, etc…

  1. (5 minutes) Guests introduce themselves
  2. (5 minutes) Announcements from previous meeting, changes to membership, etc.
  3. (15 minutes) Referrals, one-on-one discussion, new group member prospects. This is the appropriate time to mention stories and kudos for other group members.
  4. (30 minutes) Member updates, elevator speech, what’s new-about 1 minute per person. This time is for group members to talk about there own business and not other group members.
  5. Any attending guests will go first.
  6. (20 minutes) 2 - ten minute member presentations
  7. (15 minutes) Problem Solving/Business Development/Brainstorming:Discussion on how to make our businesses more productive (effective web design, closing the sale, networking tips, business card legibility, accounting & tax issues, effective marketing to consumers, etc.)
  8. (5 minutes) Wrap up and announcements for next meeting’s presentations.

V. Structure of Executive Committee

A. The following officers positions shall be held

  1. Chairperson - The Chairperson will perform all duties usually pertaining to a CEO of a company. He/she will preside at all meetings, provide a structure, keep the conversation on topic, keep the flow of the meeting, and assure the goals of the group are met.
  2. Secretary. The Secretary oversees administrative affairs of the group. He/she will keep pertinent minutes (not detailed minutes), keep track and follow-up on any action items and assignees, communicate with members group issues (change of location, time, dates, presentation schedule, etc…), and assist the Chairperson and Executive Committee with any task.  The Membership Coordinator will also provide the group with potential applicants; will provide direction to the group in completing necessary steps for a successful applicant process. He/she will keep group applications and track their progress.
  3. Directors. There will be two directors to meet in committee with the chairperson to work on group Guidelines, issues, etc.

B. Each position shall be a one year commitment expiring at the end of the calendar year.

C. Meetings will be held on an “as needed” basis.  If a committee member cannot attend a meeting, it is his/her responsibility to find a substitute.

D. It is incumbent on all Executive Committee members to coordinate their activities with the MWCoC Executive Director and Member Services Coordinator as necessary.

VI. LISTS:

A. Target businesses for membership: This list of Business Categories is NOT an all inclusive list. Any kind of company is eligible as long as they are members of the MWCoC.

B. Current membership: This list is of all of the business categories taken by current members.