Preamble

1. By virtue of its vision “The False Bay Business Network is the business forum of choice in the Cape Peninsula” the need for the following constitution with priorities, authorities and constraints clearly defined for the effective operation of networking in a defined geographical area benefiting members. Morally and ethically FBN members are obliged to consider fellow members as preferred supplier.

Membership

1. Membership is reserved for business owners with businesses in the geographical area commonly known as “The Valley”.
2. The following rules will apply: 3.1 Only one member representing a specific industry, profession or business shall be eligible for membership at any one time.
   1. Membership eligibility is by approval by existing members.
   2. Membership is effective once membership payment is acknowledged by means of a membership certificate hand over.
   3. Membership is not seen as a right and can be jeopardised by failing to attend Friday meetings for more than 3 consecutive weeks without an apology and that an acceptable attendance be a minimum of 80% in any 3-month period.
   4. Termination of membership is by a voting process after a committee presentation to the membership.
   5. Continuation of membership is effective once annual subs are paid, within 60 days of the invoice date.
   6. The continued membership of a member’s business after being sold is not by default but is subject to a new membership application and approval by members.
   7. Membership, or a membership application, will not be terminated if a representative presents a member or a potential member’s business at the network meetings providing that:
      1. The business owner attends a minimum of one meeting during the application process.
      2. The representative is subject to the normal four meeting application process.
      3. Unless if the business owner becomes the representative, the application process must be repeated if a representative is replaced by another representative.

Honorary Membership

1. Definition. The Honorary Membership Award is the highest accolade the FBN can bestow upon an individual. Honorary membership cannot be claimed as a right or an automatic evolution.
2. Status. The award is bestowed upon an individual and not a business. A member can be rewarded with honorary membership, but the benefits of honorary membership commence once the member terminates his / her normal membership. The member must thus adhere to all the normal requirements for the members and maintains all the rights of a member, until resignation. Thereafter the restrictions and advantages of an honorary member become applicable.
3. Qualification. Under normal circumstances it would be those who have attained eminence or status within the membership. Exceptional circumstances will allow the consideration of external members who have close and meaningful collaboration with the FBN.
4. Procedure. Any member of the FBN can submit a written nomination for honorary membership to a member of the committee. The committee will bring approved nominations to the membership for final decision determined by majority vote.

Visitors, Prospective New Members and Guest Speakers

1. Any member may invite a visitor, a prospective new member, or a guest speaker to a meeting, but must comply with the following procedure: 8.1 Inform the Chairperson and Membership person of your intention.
   1. Inform the membership at a weekly meeting so that potential business conflicts and undesired personalities can be discussed to avoid embarrassment.
   2. The Chairperson will then decide on an appropriate meeting date for the guest to attend.
   3. Guests who wish to join the FBN must attend four meetings. At the next meeting the application will be discussed, and the applicant informed accordingly by the Membership person.

Committee Members

1. The committee members of the FBN consist of a Chairperson, Vice-Chairperson, Membership Person, Secretary, Treasurer and Social Member who shall be elected annually by a quorum of the members at a properly constituted AGM in April or within one calendar month thereafter, to serve for one FBN year. The committee members shall be nominated and seconded from the floor at the AGM. In the event of multiple nominees, the vote shall be by show of hands. The committee reserves the right to co-opt or nominate at their discretion.

Definitions of the Committee Member Roles

1. Chairperson. The Chairperson is responsible for the smooth running of the FBN in accordance with the constitution. The Chairperson shall not serve for more than one consecutive year.
2. Vice-Chairperson. The Vice-Chairperson shall support the Chairperson in all appropriate matters and assumes the chairperson’s duties in her / his absence. Included in the Vice-Chairpersons portfolio is the marketing and advertising of the FBN according to the budget.
3. Membership Person. The Membership Person is responsible for the vetting of new applicants, and the sustained participation in the FBN of existing members. This will include:
   1. Consider potential member’s eligibility and if acceptable follow application and acceptance procedures to completion.
   2. Initiate an investigation and report about absentees or default action or behaviour by a member, considered by the chairperson and committee members to bring or have brought the FBN into disrepute or to the full meeting if necessary for decisions (exceptions only).
   3. Encourage recruiting of potential members by all FBN members.
4. Secretary. The Secretary is responsible for the administration of the FBN. This will include:
   1. Initiate and maintain a member’s name list.
   2. Initiate and circulate minutes of all meetings.
   3. Handle and co-ordinate documentation addressed to the FBN and distribute for appropriate action.
   4. Ensure an attendance register is maintained and correctly completed, absentees being noted.
   5. Maintain a system to keep tally of referrals passed and report the monthly referral count at the first meeting of every month.
   6. Report quarterly on defaulters. Defaulters being members absent for more than three consecutive weeks.
5. Treasurer. The Treasurer is responsible for the finances of the FBN. This will include:
   1. Preparation of statements of account.
   2. Administrate all receipts and banking.
   3. Invoice, collect and ensure all subscriptions and fees are up to date.
   4. Inform the chairperson of any action to be taken on fee defaulters.
   5. Collect all cash for sundry items i.e., breakfasts, special events etc.
   6. Control the moneybox and ensure it is available at each meeting.
   7. Ensure that all payments approved by the committee within the constituted limits are correctly executed – payments above the limits to be referred to a Friday meeting for approval / rejection.
   8. Advise the FBN on the totals collected for charity and administrate the disbursing of charity contributions.
   9. Managing the banking structure – The committee shall open and maintain a current account with one of the local banking institutions. Withdrawals shall be on the signature of the two members with designated authority.
6. Social Member: The social member is responsible for all social events, fund raisers and social activities of the FBN. This will include:
   1. Determining the objective, date, venue and attendance.
   2. Ensure the effective organisation of the events.
   3. Control and be accountable for all organisational and financial aspects of such events.
7. The Committee. The committee is responsible to lead the FBN as a collective, and is authorised to decide on the following matters: 16.1 Budget allocations as determined at the AGM.
   1. Ex gratia spending within the limit of R750 (or as determined at the AGM) and within the budget. Expenditure more than this amount to be referred to the weekly meeting for majority approval / rejection.
   2. Action about misconduct, conflict or matters concerning the network.
   3. Membership eligibility for approval / rejection by the members.
   4. Advertising and support of special events within the limit of the budget.
   5. Committee meetings will be held at least once a quarter and decisions appropriately reported to the meeting.
   6. Any vote requiring membership participation must be placed on the agenda for the following week.

Meetings

1. Format. FBN meetings will be held every Friday from 07:00 to 08:00 at a venue to be decided by the membership. The meeting structure is:
   1. 06:45 – 07:00: Networking amongst members.
   2. 07:00 – 07:40: Agenda:
      1. Welcome, apologies, introduction of guests, induction of new members.
      2. Submission of agenda and approval of minutes of previous meeting.
      3. Business intros, including reporting of referrals.
      4. Matters arising from previous meeting.
      5. New agenda points.
      6. Other reporting from committee members, if any.
      7. Speaker 10 minutes or as approved by the meeting (intended to add value).

New business and closure.

1. Quorum. Two thirds of the full membership constitute a quorum. Binding decisions shall be made by majority vote of those present at the meeting if a quorum exists. Electronic and written and signed proxies will be accepted.

Conflict Management

1. Ongoing conflict between members of the network undermines the synergy within the group and impacts negatively on the effectiveness of networking. To limit conflict situations the following procedure must be followed: 19.1 Members should, as far as possible, attempt to resolve conflict themselves.
   1. Unresolved conflicts must be brought to the attention of the Chairperson as soon as possible.
   2. The Chairperson should then convene a committee of impartial members to act as mediators in resolving the conflict.
   3. If the Chairperson is party to the conflict the duties will rest with the Vice Chairperson.

Complaints

1. All complaints should be directed to the Chairperson and in writing. The following procedure must be followed:
   1. The Chairperson or the Membership Person will investigate the allegations.
   2. If the member is deemed to be at fault, she / he must be urged to rectify the problem to the satisfaction of the complainant.
   3. Work with the member to try and assist and develop him / her in the identified problem areas.
   4. If a member repeatedly brings the Network into disrepute and the FBN membership deems that all reasonable attempts to assist the member have been unsuccessful, her / his membership can be terminated by means of a majority vote.