WELCOME TO THE CONYERS-ROCKDALE
CHAMBER OF COMMERCE
It is
a pleasure to welcome you as a member of the Conyers-Rockdale Chamber of
Commerce staff. We believe you will find that we work together in a
friendly and helpful spirit.
This
Handbook explains our policies and makes “official” many of the
practices that we have. Please study this book carefully. Ask
questions at any time. One of our foremost goals is to maintain an
atmosphere of friendliness and cooperation.
Keep the
Handbook available for easy reference, and your work will be smoother
and more pleasant. If you have ideas for changes or improvements,
please pass these along to your supervisor.
We hope
you will enjoy working with us and that your experience with the Chamber
will be satisfying, rewarding and mutually beneficial. Best wishes for
success in your employment with the Conyers-Rockdale Chamber of
Commerce.
THE ROLE OF THE CHAMBER OF COMMERCE
You
should know something about the type of organization for which you are
working. We want you to know about it, and to share the pride that is
held by all who have worked successfully in the Chamber of Commerce
field.
The
Chamber of Commerce is primarily an organization of business and
professional men and women who have joined together to work toward
solutions for their mutual business and community problems and to
enhance the value of their mutual business and community opportunities,
(e.g. the recruitment and retention of businesses).
A
capable staff is essential to such work, but the effectiveness of a
Chamber of Commerce is measured by the extent to which the members
furnish the leadership and carry their share of the workload. An
important measure of the effectiveness of any staff member, therefore,
is how well that staff member can encourage such participation of
members in the program. The Chamber staff will find that staying
abreast of local newsworthy happenings will enhance relationships with
business and community leaders. In Conyers-Rockdale County, as in every
other progressive area, there is a distinct need for a Chamber of
Commerce. There are both problems and opportunities, which are common
to all businesses as a matter of fact, and to all the citizens of
Conyers-Rockdale County about which nothing can be done unless there is
concerted effort on the part of both business and the public.
The
modern Chamber of Commerce is an outgrowth of the early efforts of
business to organize and undoubtedly had its beginning in the fairs and
guilds of medieval Europe. Chambers of Commerce in America was
originally designed almost exclusively as trade bodies. In more recent
years, they have come to be looked upon not only as agencies of trade
promotions, but also of general economic development. Basically, the
Chamber of Commerce has two primary functions; (1) it acts as spokesman
for the business community and translates into action the group thinking
of its constituency, and (2) it renders specific services of a type that
can be most effectively rendered by a community organization, both to
its membership and to the community as a whole.
The governing
document of the Chamber is the By-Laws, which are periodically reviewed
and updated by the members and Board of Governors.
THE ROLE OF THE PRESIDENT
The
President of the Chamber is the Chief Executive Officer, as designated
by the Board of Governors. The selection of the President may be
accomplished by a committee selected by the Board of Governors. This
individual shall have the overall responsibility for the complete
operations of the Chamber of Commerce as it relates to programs,
planning and operation.
The
overall task of the President is to plan, organize and direct the
operations of the Chamber in such a way as to insure the necessary
commitment in terms of both manpower and money to enable the Chamber to
carry out its function in the field of business, civic development and
legislative action.
The
President must realize the importance of having a definite Program of
Work for the Chamber, which will serve to direct the activities of the
organization and to define goals and accomplishments. He must know how
to formulate the program and develop community leadership structure and
voluntary manpower to see that this is accomplished.
The
President shall be directly accountable to the Board of Governors of the
Chamber for the entire operation of the Chamber’s Program of Work and
for the complete operating efficiencies of the Chamber itself.
All staff members are employed and dismissed by the
President who has the authority to obtain background information,
interview candidates, conduct supplemental inquiries as necessary, and
negotiate for employment of qualified personnel. The President may, at
his discretion, delegate certain of these responsibilities.
FACTS ABOUT THE CONYERS-ROCKDALE
CHAMBER OF COMMERCE
The
Conyers-Rockdale Chamber of Commerce was formed in 1954. The Chamber
was accredited by the Chamber of Commerce of the United States in 1989.
Since its organization, the Chamber has drawn upon the community’s most
outstanding citizens for its leadership.
Over
the years, the Chamber has earned an enviable position in the
community. It occupies a recognized position of leadership and
influence. This has been accomplished by constant and constructive
efforts for the development and welfare of the community and surrounding
areas.
This
is a democratic organization and final authority rests with the
membership. For practical operations, the membership selects a Board of
Governors to handle the legislative functions of the organization and to
serve in a policy-making capacity. The executive responsibility rests
with the paid staff; but the policies under which the staff operates are
laid down by the directors.
The
operating support of the organization is obtained from firms and
individuals through the community. The manpower of the organization is
obtained from these members. The Conyers-Rockdale Chamber of Commerce
operates through committees of volunteer workers, and the primary
function of this staff is to serve these committees. The staff also
renders services of types normally expected from a Chamber of Commerce.
The
Plan of Action of this organization is incorporated in the Program of
Work. This carefully prepared schedule of projects, when adopted by the
Board of Governors, becomes a guide to the committees for their
activities, and it also serves as a check chart of performance.
In
brief, the Chamber is an organization through which volunteer manpower
of the community works to make the Conyers-Rockdale area a better place
to work and live.
Your
pride and satisfaction in your job will grow with your knowledge of the
work, the objectives of the organization, and in proportion to the
interest and effort you put in your job.
AS
OTHERS SEE US
There
is a certain atmosphere in an office that distinguishes it as
“professional.” When friendliness is added, an environment is created
that is greatly admired because it requires a conscientious effort to
attain.
It is
our belief that because of the outgoing personality of the employees who
have chosen to work in our service-oriented Chamber of Commerce, we need
add only the proper bearing and conduct to achieve this desirable
professional balance. The reward for this accomplishment will be praise
and respect from Chamber members and potential members, both local and
those considering locating in our community.
With the
foregoing goals as a basic guide, we have compiled those characteristics
and rules of conduct that are considered necessary to achieve the
desired professional image:
Courteous Service: We expect you to extend a sincere welcome to all
callers, whether in person or by telephone. Begin with a prompt and
pleasant greeting; conduct business with genuine courtesy and
attentiveness. Never reveal irritability or any form of abruptness or
discourtesy. Every contact should convey courtesy, competence and
consideration.
Socializing: Socializing is inappropriate in a business setting
where it is expected that prompt attention will be given to callers and
to responsibilities for which employees are receiving compensation.
Enjoyment of fellowship with associates should be reserved for
appropriate times and places.
Noise: Noise should be kept at minimal levels because it is
extremely distracting to most workers and usually has an adverse effect
on efficiency and productivity. Loud talking is often prevalent with
joking or frivolity and should be confined to off-hours or out-of-range
of office areas.
Condition of Office: A neat and orderly area indicates good
organization and consideration of visitors. Tables, desks, file
cabinets and bookcases should be kept clear of papers, booklets, etc.
that are not being used. At the end of each day, all valuable records
and confidential documents should be put away. Loan of any Chamber
property may be made only upon authorization of the President.
Proper Communications: The use of proper grammar in conversation
and correspondence is a requirement for all office positions. In
addition, those who type letters and reports are responsible for editing
carefully for neatness, proper grammar, correct punctuation and the
absence of typographical errors.
Media
Contact: All publicity having reference to the Chamber, its
Officers Board of Governors and Personnel is to be approved by the
President. NO information concerning the Chamber should be released by
members of the staff to the media without prior clearance by the
President.
Personal Conduct: The Chamber of Commerce is a public organization
and is judged to a great extent by its personnel. Therefore, our
personal activities must be conducted so as to avoid criticism or
unfavorable reflection upon the Chamber. Since Chamber employees work
for a service organization that represents diverse political views and
because it is impossible to separate completely personal identities from
that of the Chamber, employees are requested to refrain from becoming
involved in partisan politics or in controversial matters not related to
approved Chamber policy.
Staff
Consumption of Alcohol: Drinking alcoholic beverages during
business hours, including lunch and any after-hours events, is
considered unacceptable.
Personal Reading: Reading
for personal pleasure is not an appropriate use of employer time and
exhibits a lack of conscientiousness on the part of the employee. If
reading is an assigned responsibility, then it should be done away from
the area open to the public. In the event this is not possible, any
observers should be advised that the reading taking place is a job
duty.
Teamwork: The Chamber of Commerce itself is an example of teamwork,
and a high order of teamwork is fundamental to the successful operations
of any staff. Teamwork is essential both within and between
departments. There may be an occasion when an employee has a slack
period and can afford to give assistance to others who need it. When
this happens, they are expected to lend their services graciously,
knowing that the same will be done for them whenever the situation is
reversed. When any department is confronted by an emergency, all
departments should offer assistance immediately. All staff must
participate in the Annual Membership Campaign.
Appearance: A good impression and a lasting favorable image are
created by “outward appearances”; therefore, it is important to present
a good picture of our “inner merit” by neatness and good taste in dress,
careful grooming and personal cleanliness. The following suggestions
may be helpful in assessing your own appearance and grooming from time
to time.
Dress: The code of dress for the employees, both temporary and
permanent, of the Conyers-Rockdale Chamber of Commerce should be
classified as business. All clothing should be clean and neat in
appearance and well fitting. Fridays, classified, as “business casual”
would allow a more relaxed style.
Appropriate Business Attire
-
Any clothing usually classified as professional or
business attire, with skirt lengths to be no more than four inches
above the knee
-
Men should wear shirts with collars or buttons, and a
tie
Appropriate Casual
Attire
-
Pants of moderate
colors, i.e. Khaki, Olive, Blue, Black, etc (but no jeans)
-
Skirts, including
denim and those a little more colorful and slightly shorter, than
strict business attire
-
Golf shirts without
significant logos.
-
Collarless shirts and
blouses (for women only)
Inappropriate Attire
-
T-shirts/tank
tops/midriff tops
-
Sweat pants or jogging
suits
-
Distracting or
revealing clothing
-
Casual shorts, unless
appropriate for a day of outside afternoon activity, e.g. golf.
-
Athletic wear
including pants made of spandex or other form fitting material
-
Jeans of any type or
color
-
Capri slacks
-
Sandals and most shoes
without enclosed heels (unless deemed dressy), and sneakers
Jewelry, Shoes and Make-Up
-
Jewelry, shoes and
make-up should remain fairly conservative in nature, with nothing
excessive, overly trendy or ostentatious.
-
Excessive piercing,
body art and body make-up should not be exposed.
It
should be noted that this dress code is subject to amendments and will
be updated as fashion trends affect the style of attire acceptable in
the workplace or as situations arise that deem change necessary.
Exceptions on attire will be made with approval by the President.
Personal
Phone Calls: Personal telephone calls
should be restricted to those necessary and should be kept as short as
possible. This concerns incoming and outgoing calls because lines must
be kept open for business calls.
Company Resources:
Company resources are not to be used for personal gain.
Committee
Meetings/Management:
Committees, as a matter of general practice, meet once a month. On some
occasions, more meetings are required. The Chairperson may call
meetings whenever he/she deem necessary.
The staff member responsible for meetings will:
-
Confer with the Chairperson before meetings are
scheduled to set up meeting dates, procedures and agenda.
-
Send out meeting notices to all members of the
committee.
-
Reserve meeting facilities at least 10 days in
advance. If the meeting is to be held at the Chamber, it must be
properly noted on the scheduling Board.
-
Staff is responsible for preparing the meeting room
before and cleaning up after.
-
Offer advice and counsel when needed and/or requested.
-
Submit resolutions for Board approval to the President
prior to the Board meeting.
-
Keep records of all monies received for seminars and
maintain budget for each event/program.
BASIC EMPLOYMENT
PHILOSOPHY
It is the policy of the
Chamber to provide working conditions and opportunities that will make a
place on its staff one to be valued and sought after by the type of
people with whom we want to be associated. We feel a keen and
conscientious sense of loyalty to the people who compose our staff, and
we strive at all times to do everything that is reasonable and
appropriate to serve their best interest.
Equality of
Opportunity:
The employment policy of the Conyers-Rockdale Chamber of Commerce is to
continue and extend its effort to recruit, hire, train and promote
individuals without regard to race, color, religion, sex, age,
disability, national origin or other basis prohibited by law.
Standards of Competence: The
reputation of a Chamber of Commerce is dependent upon uncompromising
high standards of service to the people in the community.
Regular Personnel: Regular personnel
are those employed to fill authorized or established positions. These
employees hold a probationary status for the first 90 days of their
employment, thus providing an orientation period during which a new
staff member may decide whether a Chamber career holds enough challenge
and appeal for lasting interest. At the same time, this allows the
Chamber executive personnel the opportunity to determine the ability and
commitment of the new employee.
At the end of the 90 days, the new employee
will be evaluated concerning work habits, aptitude, and capacity to work
cooperatively with others. The President will determine if the employee
should be hired on a regular basis, continued on a probationary basis or
that employment be terminated. Once placed on a regular status, the
employee’s anniversary date will be made retroactive to the date of
employment, and the employee will be eligible to participate in all
benefit plans of the Chamber in accordance with the provisions of those
plans.
Being probationary or non-probationary does
not affect the fact that the employment at all times is the mutual
consent of the Chamber and of the employee, and either may terminate the
employment relationship at will at any time and for any reason.
Performance
Evaluation And Raises:
Performance evaluations will be given after the initial
provisional period of employment and annually thereafter. Raises may be
given at the time of evaluation based on job performance, attitude,
initiative, attendance, cooperation, adaptability, length of service,
and COLA (Cost of Living Adjustment). There are no automatic increases
in salary, and budgetary constraints must be observed as the financial
soundness of the Chamber is paramount.
COMPENSATION PROGRAM
Hours of Work: Regular
office hours are 8:30 a.m. to 5:00 p.m. Monday through Friday with one
(1) hour allowed for lunch. All employees are expected to be in the
office at work promptly at 8:30 a.m. Absences must be approved by the
immediate supervisor. Overtime may be required depending on workloads.
Compensation Pay Period: The organization maintains unemployment
compensation insurance on all employees as required by state and federal
law. Salary checks are disbursed semi-monthly on the 15th
and the last day of each month, unless weekends or holidays affect these
dates. All salaries are based on annual rate. The amount of an
employee’s salary is a matter to be kept confidential. Keep in mind
that it is difficult for others to assess employee qualifications,
potential and evaluate different jobs. If you have questions in this
regard, please discuss them with your supervisor. Employees will be
reimbursed monthly for actual expenses incurred in connection with the
performance of their duties. Part-time employees per hour. Per hour
checks are also disbursed semi-monthly on the 15th and the
last day of the month.
Travel: Official travel by staff shall be pre-approved by the
President. Official travel by the President shall be pre-approved by
the Chairman of the Chamber. Guidelines for travel and entertainment
are set forth in the Travel and Entertainment Policy near the end of the
Handbook.
Expense Allowances:
When
authorized by the President, employees using personal vehicles on
authorized Chamber business trips will be reimbursed at the rate allowed
by the Internal Revenue Service.
Staff members will be reimbursed for meals and lodging
when away on authorized Chamber business, subject to approval by the
President.
Expense reports for mileage and/or out-of-pocket expenses
must be itemized and submitted for approval by the President.
Reimbursement will be made by separate check at the next regular pay
period. A receipt for the exact amount of each expense is required.
Expense advances for travel to exceed five working days
shall be available to authorized employees. Expense reports detailing
advance expenditures and any repayments shall be submitted within 15
days from conclusion of travel.
Payroll Deductions: In keeping
with Federal and State regulations, and normal business practices,
certain payroll deductions are made from each employee’s salary. Curing
each pay period, deductions are made for Federal Income Tax, State
Income Tax and FICA (Social Security). These deductions are forwarded
to the appropriate governmental agencies.
Forced Absence: It is
recognized that circumstances sometimes require absence because of
illness. It is also recognized that there will be occasions when visits
to the doctor or dentist may be necessary during work hours. Personnel
should obtain approval of their immediate supervisor and notify the
President prior to accepting these appointments and before leaving the
office on these occasions. Personal appointments for services available
during off-day hours will not be approved during the office day. There
are other times when it is unavoidable that an employee will have to
take time away from a job that is not authorized by the organization.
In this event, this time off will be without pay.
Leave of Absence: Leave of
absence will be granted on a case-by-case basis and is at the discretion
of the President. There will be a forfeiture of pay when any leave of
absence request arises for any reason other than excused sick or
bereavement leave.
Sick Leave: An employee will
receive regular salary payment during periods of absence occasioned by
illness. Such leave must be approved by the President and under the
following provisions:
1)
Probationary, temporary and part-time employees: It is not policy of
the Chamber to provide compensation during periods of absence to those
employees covered in the temporary and probationary categories.
2)
Regular Employees: The calendar year will be used to regulate the
absence procedure for regular employees.
a)
Employees who have been in the service of
the Chamber for more than 90 days will earn .833 sick days per month.
If the sick days are not used in the 365-day year, these days may be
accumulated up to a maximum of 90 days. If employment is terminated,
there will be no reimbursement for sick days not taken.
Whenever
an employee finds that he or she is not going to work or has to leave
due to illness or emergency, the immediate supervisor, or in his/her
absence, the President or his/her assistant, must be notified
immediately. Upon return to work, an absence report must be completed
for the personnel file.
Vacation:
The Chamber believes it is very important for employees to get away
from their jobs and relax. The Chamber encourages employee’s to take a
vacation with pay. Full-time employees are entitled to vacation based
on years of continuous Chamber service.
Years of
Service Vacation
1 – 5
Years 2 Weeks
6 – 9
Years 3 Weeks
10 and
over 4 Weeks
Employees completing six months of continuous Chamber service are
entitled to one-week vacation. Following the completion of one year,
the employee is granted an additional week of vacation. Thereafter, the
employee is allowed two (2) weeks per year up to six (6) years when the
vacation is increased. Vacation time is based in the employee’s
anniversary date.
Employees
must complete an Absentee Report form and obtain approval from their
supervisor for the day(s) requested. All forms are then to be turned
over to the Executive Assistant to record the time. In the event that
is not practical for two persons to be away at the same time, the
individual who designated the first time will be given priority. If
request dates are unknown, the individual with the greatest number of
years in service will be given preference.
In
order to avoid conflicting dates, specific vacation plans should be
reported to the President as soon as possible so that arrangements can
be made to reserve your vacation dates. Preference in the selection of
vacation periods will be given staff on the basis of length of service.
The business of Partners comes first, but every effort will be made to
comply with the wishes of personnel.
Vacations must be taken within 12 months after completion
of each 12 month period of employment. Vacation time cannot be
accumulated. Any exceptions must meet with the approval of the
President.
Pay in lieu of paid vacation is not permitted.
Personal Days: Employees who
have been in the service of the Chamber for at least one year will
receive pay for up to two personal days each 365-day year. These days
are not cumulative and non-reimbursable if not used.
Bereavement: Bereavement leave is provided to regular employees in
the event of death in the immediate family. The immediate family
includes parents, grandparents, spouse, children, and siblings.
Bereavement leave is limited to three (3) days of absence with pay with
the provision that if a weekend falls between the date of death and the
date of interment the number of weekend days falling between those two
days will reduce the total allowable paid absence.
Military Leave: Unpaid leave will be granted for those employees who
are members of an active unit and are required to attend two weeks
training each year. Should you be drafted or enter the military service
for the purpose of fulfilling your military obligation, you will be
entitled to return to your same position, or comparable, upon
discharge. Compensation and benefits will be discounted during your
military leave.
Maternity
Time: An
employee will receive regular salary payment for six (6) weeks of
absence after giving birth. Any additional time taken shall be deemed
as vacation or sick time, if the employee has days available.
Voting
Time: Time off
to vote will be available to employees who would be unable to reach the
polls during the time polls are open to vote in city, county, state, and
federal elections.
Jury Duty:
Time off to
serve jury duty will be made available to employees.
Family and Medical Leave Act (FMLA): The Chamber complies with the
Family and Medical Leave Act of 1996 and other applicable local, state
and federal regulations governing the leaves of absence.
Leaves
of absence that qualify as an Approved Leave of Absence, Unpaid Medical
Leave of Absence and/or Family and Medical Leave Act may be observed
concurrently at the Chamber’s discretion.
A full
time employee who is granted a FMLA leave must use any available but
unused sick leave (for personal illnesses only) and vacation benefits
initially before using unpaid time. The total length of a FMLA leave is
twelve (12) weeks combined paid and unpaid time.
OTHER
BENEFITS
Holidays
1)
New Years
Day
2)
Martin
Luther King, Jr. Birthday (Observed)
3)
Good Friday
4)
Memorial
Day
5)
Independence Day
6)
Labor Day
7)
Thanksgiving Day
8)
Day After
Thanksgiving Day
9)
Christmas
Eve
10)
Christmas
Day
When these holidays
occur at unusual times, the Chamber will follow the prevailing practice
of the community in observing such holidays.
Medical and Dental Insurance:
The Chamber provides major medical and dental insurance for employees.
Chamber employees who wish to extend this group coverage to include
dependents may do so by authorizing a payroll deduction to cover premium
payments. A waiting period of ninety (90) days from the original date
of employment must elapse prior to coverage being extended under the
plan.
Accident and Health
Insurance: After a waiting period of ninety (90) days, regular,
full-time employees are eligible for coverage under an accident and
health plan provided by the Chamber. The plan in essence provides for a
continuation of percentage of an employee’s monthly salary as well as
specified benefits if the employee suffers a disabling accident.
ACCE Retirement
Benefit: Full time employees over the age of 21 are eligible for
Chamber retirement benefits through the American Chamber of Commerce
Executives after one (1) year of continuous service. Full time
employees are those who work a thirty (30) hour or more work week.
Workers’
Compensation: All employees are protected under the provision of the
Workers’ Compensation Act, which provides medical and hospital care and
partial compensation for lost time in case an employee has an accident
or contracts an occupational disease in the course of employment. The
organization pays a sum each year for insurance required for this
protection. If in connection with Chamber of Commerce duties, an
employee suffers an injury of any kind, even though it may be considered
of a trivial nature, he should report it to the insurance administrator
immediately. Reporting is essential for the protection of the
employee’s insurance interest.
Continuing Education:
In every business, including the Chamber of Commerce, it is important
that employees attend training sessions and places of higher learning in
order to sharpen their skills to stay up-to-date with their job.
Opportunities are provided for employees to attend continuing education
sessions based on skill and learning requirements.
POLICIES AND
PRACTICES
About the Telephone: Of the many items that make up the public
impression of the Chamber of Commerce, and of you personally, few are
more important than your telephone personality. Every time you answer
the telephone or place a call, you become a member of the public
relations team. On some occasions, you will be the first impression an
individual will receive about the Conyers-Rockdale County area;
therefore, everyone is expected to learn and practice good telephone
etiquette, and convey to the caller a pleasant disposition and helpful
nature. If the call is for someone other than you, be sure the party is
courteously transferred. If the call cannot be answered promptly, ask
if the party would like the “voice-mail” of the person they are
calling.
Leaving the Office: There are times when it is necessary to conduct
Chamber business outside of the office. When leaving the office during
office hours, you must leave word with your supervisor or the
receptionist the nature of your business and expected time of your
return.
Handling Finances: All funds received by the Chamber, whether cash
or check, will be the ultimate responsibility of the person in charge of
the program. ALL monies are to be deposited and/or accounted for twice
a week. Cash or checks are to be kept by in a specified authorized area
for undeposited funds.
Membership Trade-outs (In-Kind Goods/Services):
Trade-out proposals must be submitted to the
President/CEO for review and acceptance prior to any commitment being
made with the prospective member.
Guidelines:
1.
Must be an expenditure for which the
Chamber has BUDGETED.
2.
Value of trade must be at least twice the
value of the member’s fair-share dues, for a good/service the Chamber
would have purchased, i.e. dues would be calculated at $400, and the
traded good/service is valued at a minimum of $800.
3.
The President/CEO and the Executive
Committee must approve all trades.
Suggestions are Encouraged:
We hope you will tell us about any idea of yours for improvement of our
methods, services and personal relationships. The proper channel for
these comments is the President. Conversely, we hope you will consult
your supervisor for suggestions on your own development and will
maintain an open attitude to receive suggestions and advice from your
supervisor on ways that you can become more productive and valuable to
the Chamber. Remember, your supervisor is available to talk to you
about any problems or answer any questions. Should you and/or your
supervisor consider it necessary to discuss a problem or question with
another person, feel free to contact the President. In the event of a
conflict, both parties should participate in this discussion.
Confidential Nature of Work: In
Chamber of Commerce work, timing the release of information is often
very important to the implementation and success of a project.
Therefore, employees must respect the confidential mature of much of the
information available to them. Confidential information should never be
discussed with persons outside the Chamber. This type of information
should be disclosed only to those members of the staff who are
officially authorized to receive it. If in doubt about the property of
any situation, obtain the approval of the President in advance of making
any comment.
Maintaining Goodwill and Loyalty: You
have chosen the Conyers-Rockdale Chamber of Commerce as your working
home. The Chamber, your supervisor and your co-workers will do
everything to make your relationship here a pleasant one. If, after a
trial period, you are not happy with your job, you owe it to yourself
and to the Chamber to find a position elsewhere. If you choose to stay
with us, we ask for your loyalty to the Chamber and its members.
Loyalty to fellow associates is also a necessity. All employees should
refrain from making remarks of a disloyal or discreditable nature and
gossiping. Follow the “Golden Rule” in all your relations and you will
find your working day more enjoyable and your opportunities for success
greatly improved. Violations in this area are grounds for termination
by the President.
Sexual Harassment: The Chamber
prohibits harassment on the basis of gender. Sexual harassment
includes, but is not limited to, unwelcome or unsolicited sexual
advances, requests for sexual favors and other verbal or physical
conduct of sexual nature when:
Submission to such conduct is made either
explicitly or implicitly a term or condition of an individual’s
employment. Submission to or rejection of such conduct by an individual
is used as the basis for employment decisions affecting such individual
(e.g. hiring, firing, promotion, demotion, compensation, benefits,
working conditions), and such conduct has the purpose or effect of
unreasonably interfering with an individual’s work performance or
creating an intimidating, hostile, or offensive working environment,
including offensive jokes, pictures and/or touching.
Resignation/Termination: We hope it
won’t happen, but if for any reason you are seriously considering
resignation from the Chamber’s employment, we suggest you discuss the
matter with your supervisor or the President. Whatever the reason
motivating your possible resignation, it is generally in the mutual
interest of both you and the Chamber for you to review your situation
carefully with us before making a final decision. When resignation is
necessary, the Chamber requests at least two weeks notice.
Discharge for cause will normally be made
only after previous warning. However, some offenses are so serious that
they may be cause for termination without prior warning. If an
involuntary termination is made by the Chamber for reasons other than
cause and the employee has one year or more of continuous service,
two-weeks’ notice or separation pay in lieu of notice will be given to
the employee. No severance pay will be given to those with less than
one year of service, nor discharged with cause.
In all cases, if the employee has one year or
more of continuous service, unused, earned vacation time will be paid.
On your last day before leaving the Chamber,
you must turn in your key (if applicable) and this Handbook, as well as
other Chamber property in your possession.
The Chamber reserves the right to dismiss any
employee, at any time, for any reason it deems just.
Chamber Keys: Keys to the Chamber
office will be distributed at the discretion of the President. Anyone
receiving a key will be held liable for its safekeeping. Upon
termination, voluntary or involuntary, those holding keys must return
them to the Executive Assistant. Any employee losing a key will
immediately be required to incur the expense of changing the lock system
at the Chamber office.
Areas Not Specifically Covered:
Should a situation or circumstance arise that is not specifically
covered in this manual, the President will have the responsibility and
authority to resolve that situation or circumstance. In such cases, the
effect on the organization and/or community will be the primary
determining factor.
TRAVEL
AND ENTERTAINMENT POLICY
This policy gives general guidance as to what travel and
entertainment expenses may legitimately be incurred on behalf of The
Chamber and reimbursed to the employees while engaged in Chamber related
activities.
The policy is broad
enough to allow flexibility while at the same time provide reasonable
guidelines and instructions to achieve consistency. Employees are to
travel and entertain on a basis consistent with the business objective
at hand. This means not spending extravagantly but prudently given the
business objective and possible current or long-term benefit.
Air Travel:
Air travel should be made on a coach-economy basis. Any personal travel
incurred during a business trip should be documented and deducted from
reimbursable expenses. Air travel insurance is not a reimbursable
expense.
Automobile Rentals:
Rental cars should be used only when other means of transportation are
not practical. The optional insurance coverage for collision and
personal injury should, as a general rule, be rejected.
Personal Auto Use:
Reimbursement for use of personal auto for purposes related to the
Chamber will be reimbursed based on the amount allowed by the IRS.
Lodging:
The cost of hotel or motel accommodations should be consistent with the
business purpose of the trip. Most hotels have a spread of rates. Use
of higher priced rooms or suites should be confined to those instances
where it is necessary to host a business conference or luncheon or to
entertain in hotel rooms.
Meals:
The Chamber expects employees to eat well but not extravagantly while
traveling on company business. Reimbursement will generally be made for
actual out-of-pocket meal costs.
Entertainment:
Entertainment should be applicable to the level of the guests and the
importance of their existing or potential relationship to the Chamber
and the community. An expense voucher must be completed with respect to
date, identity of guests, affiliation, and business purpose.
At Home
Entertainment: The cost of entertaining
business guests at home is a reimbursable expense. In order for this
cost to qualify for reimbursement, an expense voucher must be completed
with respect to date, identity of guests, affiliation, and business
purpose.
Conventions and
Seminars:
Prior approval from the President or Chairman is to be obtained by
employees who plan to attend professional or technical conventions,
conferences, or seminars if it is to be on Chamber time and/or expense.
Telephone Charges: Telephone charges should
be for business only. When traveling on business, calls of a personal
nature are authorized to notify the immediate family of a change in
travel plans; and on overnight travel, one call per day to the
employee’s home is allowable.
Laundry and Valet
Service:
Reasonable expenses are reimbursable when traveling on
Chamber business for five days or more.
Porters,
Bellhops, Etc.: Tips for service furnished by
porters, bellhops, etc. are reimbursable when confined to reasonable
amounts.
Tolls, Taxi &
Parking:
Tolls, taxi, and parking are reimbursable in connection
with Chamber activities.
Babysitting:
Babysitting expenses may be reimbursable only in instances where the
spouse’s presence is required or deemed appropriate for a bona-fide
business purpose.
Expense Vouchers and
Approvals:
All reimbursable expenses should be submitted on an expense voucher as
soon as possible following the occurrence but no later than one month
regardless of the amount. Each must have appropriate approval and have
accompanying receipts for all expenses $25.00 or more. Special
circumstances or any expenses that seem excessive should be documented
by a memo and attached to the expense sheet. Appropriate approval for
expenses incurred by the President of the Chamber will be given by the
Chairman and/or Treasurer of the Chamber.
