Policies and Procedures

1.Member Representative shall call Executive Director (E.D.) and inform him/her of the guests’ name and proposed classification and any other information requested by E.D. Executive Director to make every effort to determine NO potential conflict exists between the guest and existing members.

2.The potential member representative must attend a breakfast meeting as a guest of the proposing representative. The guest will be introduced from the podium only. All guests interested in membership and their host representatives are requested to remain after the meeting and meet an assigned representative who will explain the basics and benefits of the association. If the guest is interested in their company becoming a member, the host representative fills out a membership proposal form sponsoring the applicant and submits the completed form to the Executive Director.

3.The Executive Director will send or provide a letter of explanation about the EASFV to the interested guest along with a Membership packet including an application for membership. The E.D. will notify the proposing representative if the completed application is not received within 15 days.

4.A classification shall remain open for thirty (30) days from the date the first application is published. The membership committee will make no recommendations to the Board of Directors until the 30 day period has ended.

5.After receipt of the application, information on the applicant will be published in two (2) consecutive newsletters and announced at two (2) consecutive meetings.

6.Disapproval from any representative must be submitted in writing to the Executive Director within two (2) weeks from the date of the original publication. The dissenting representative must appear before the Membership Committee at the next scheduled meeting to explain the reason for the disapproval. If the representative fails to appear without good cause, said disapproval will be considered void.

7.The Executive Director will request a proposed member representative and the alternate (if applicable) to appear before the Membership Committee. Prior to this meeting, a copy of the proposed members’ application shall have been reviewed by members of the committee. The chairperson will interview the proposed member representative (and alternate) and then open the interview to representatives on the committee. The proposed member representative will be requested to bring to this meeting for review; company brochures, business cards and other pertinent collateral that are used in the promoting of his/her business.

8.An on-site visit will be made by the Executive Director and at least one available member of the Membership Committee to the proposed member’s place of business. Should there be a question of a conflict in the classification; the involved member(s) will be requested to accompany the Executive Director on this on-site visit.

9.The recommendation of the Membership Committee will be submitted to the Board of Directors for their consideration.

10.After a final approval by the Board of Directors, the applicant will be sent a letter to this effect and invited to begin attending regular weekly meetings provided their first meeting does not fall on a business meeting. The proposing member will receive a copy of this communication and act as “host” to the new member when he/she attends their first meeting.

a)All new member/representatives enter the Association as probationary member for 90 days. Every new representative and their alternate (if applicable) must attend an orientation meeting within their 1^st 30 days where they will receive a “New Member Orientation Package” and an EASFV Member Directory Book. Every new member must complete the “Fast Track” Program within the 90-day probationary period and submit their completed directory information page and photo to the Executive Director.

b)The referring member and one (1) additional member shall be assigned as an on-going mentor at the next membership committee meeting.

c)Each new member representative is assigned a “Mentor”. The Mentor Chairperson , who is a member of the Membership Committee shall monitor the progress of the new member throughout the probationary period.

d)After completing the fast track program, and the 90 day, the new member’s performance is reviewed by the Membership Committee which shall make its report and recommendations to the Board of Directors.

e)Upon approval by the Board of Directors the new member representative will receive a member plaque and label pin which will be presented at general meeting by his/her mentor.

The procedure for applying for a leave of absence is as follows:

The Representative must be a member in good standing to submit a request. The Representative must submit his/her request in writing to the Executive Director. The request must set forth the Representative’s name, the specific dates for which are being sought for the leave and state the reasons necessitating the leave of absence. The request is then referred to the Board of Directors for action. The Board of Directors will have the exclusive authority to grant or deny a Representative’s request for a leave of absence. Each leave of absence will be for a period of 30 days. No Representative will be granted more than two leaves of absence in any calendar year beginning from the date of their initial requested date.

A leave of absence will only be granted upon 2/3 affirmative vote by the Board of Directors. The Board of Directors will vote each and every time a request is made. The total number of leaves of absence can be extended and/or waived by 2/3 affirmative vote of the Board of Directors. The Representative is to be notified in writing of the Board of Director’s decision.

During a leave of absence the representative will continue to be responsible for payment of monthly dues and/or other financial obligations. However, a leave of absence does relieve the representative of the attendance requirements set forth in the By-Laws.

Preface: It is recommended that every member select an alternative to represent them whenever the assigned representative is unable to attend an EASFV meeting. The alternate selected must have two (2) years experience in the field of the business of the member and must have the authority to act on behalf of the member.

How to assign an Alternate:

1.Contact the Executive office for permission to bring the Alternate to a regularly scheduled meeting.

2.Submit a written request on company stationery (letterhead) to the Executive Director with the name and company position held by the proposed Alternate.

3.The assigned company representative will accompany the alternate to his/her first meeting and introduce them to the general membership.

4.The Alternate will be required to attend a “New Member Orientation Meeting”.

5.An Alternate may represent the member firm at EASFV meetings a maximum of 40% of the time in any three (3) month period.

6.There shall be no additional fee for assigning an alternate. There will be no charge for an additional breakfast should the representative and the alternate attend a meeting together. There is however a charge for a required name badge.

Prologue: As the Association grows older, it becomes more important for its members to address the need to establish some permanent procedures that will insure the representatives a method by which they can retain their membership within the Association after they have retired or sold their businesses and are no longer associated with the firm/member of this Association. The following are guidelines for those member representatives who wish to continue their association with The EASFV as an Honorary Member.

Requirements: Any member representative may apply for Honorary Membership in EASFV to the Executive Director if the following criteria have been satisfied:

1.The Member Firm must have been a member in good standing for a minimum of seven (7) years.

2.The individual applying for Honorary Membership must have been The representative for that firm for five (5) of the last seven (7) consecutive years.

3.The representative can no longer have any decision-making authority in the Firm that is or was the member of this Association.

Procedures for Honorary Membership:

1.Any member having met the above requirements may apply for Honorary Membership to the Executive Director.

2.The Executive Director will so notify the Chairperson of the Membership Committee and place this request on the agenda of the next Membership Committee meeting.

3.The Membership Committee will vote on this request. A two-thirds (2/3) vote is needed for a favorable recommendation to the Board of Directors.

4.At the next Board of Directors meeting , immediately following the Membership Committee meeting, the Board of Directors will vote on the prospective Honorary Member’s application. A two-thirds (2/3) vote is needed for approval.

5.Following the Board of Directors’ decision, the proposed member will be notified. If approval is given by the Board, an announcement will be made at the next EASFV meeting and announced in the Newsletter or by electronic notice for two (2) consecutive weeks.

Status and Responsibilities of Honorary Membership:

1.Honorary Membership is a life-time privilege once granted, unless suspended or revoked.

2.The title of Honorary Membership that has been bestowed on any past member/representative can be revoked by the current Board of Directors should the Board deem it to be in the best interest of the Association. A two-thirds (2/3) vote is required to rescind membership.

3.Honorary members may serve as an advisor only on the Board of Directors and on EASFV Committees.

4.Honorary Members do not have any voting privileges within the Association nor may they receive or solicit any referrals.

5.Honorary members will be required to abide by all rules, regulations and the By-Laws of the Association with the exception of attendance.

6.An Honorary member can not be gainfully employed in a business that conflicts with a current Member Firm. The status of an Honorary Member will be suspended during the period of conflicting employment. To reactivate the Honorary Membership status upon returning again, the member must notify the Executive Director in writing one (1) month prior to attending a meeting and such notice is to be published two (2) weeks in the newsletter or by electronic notice prior to attending a meeting.

7.The cost incurred by an Honorary Member would be for any meeting/function attended by him/her.

Privileges of an Honorary Member:

1.Every Honorary Member will be issued a new name tag showing his/her name and “Honorary Member”.

2.Each member will receive all EASFV newsletters and publications.

3.The Honorary Member will be invited to assist in and attend all EASFV functions.

1.Any member may submit a name of a candidate company to the Executive Director with the name of the individual to be the representative.

2.The Executive Director to submit name to the Past Presidents’ Council (PPC) via fax, e-mail or phone.

3.If there is any negative reaction, a meeting of the PPC to be called by the chair or a sub-committee is set to meet with the person who submitted the objection in writing. If approved,

4.Submit to the Board of Directors for approval. If approved

5.Publish name of candidate and representative for next two (2) consecutive weeks.

6.Once approved, the Executive Director will send a written invitation to the candidate company and representative.

7.After attendance at a regular meeting (not a business meeting) if candidate wishes to join an application is provided with current fees (unless waived) for completion and submission.

8.Candidate company representative will meet with sub-committee of PPC to go over requirements of membership:

a)Attendance at least once a month.

b)Attendance shall be in compliance with the regular rules of the EASFV.

c)Pay current dues unless waived.

d)If no dues, pay current cost of breakfast (presently $20.00) to be billed at the end of the month.

e)Membership to be visited annually.

f)Affiliate Members will have no voting rights.

Safe harbor covers several areas of conduct within EASFV which can be divided into two (2) distinct parts; Protection of Categories and the Code of Ethics:

1.The “Category” as agreed upon when membership is granted by the EASFV and accepted by the member, as defined, is to provide 60% of the member’s gross income and is to be protected from intrusion by another member.

2.The category as confirmed at acceptance of membership is the ONLY service and/or product(s) that the member can announce or discuss at EASFV meetings, even though member may provide other services and/or products (even if, these other services and/or products are not provided by another member).

3.Expansion of categories may ONLY be accomplished by the approval of the “Membership Committee” and the EASFV Board of Directors.

4.‘Safe Harbor’ also means, as between members, that the referring member can rely on the receiving member to provide to them or to those whom they refer; service and/or provide products in a good workman-like method (as defined by the members’ industry), at a “fair price” and in a timely manner; discounts are not required nor should they be expected.

5.As to “third party” referrals, the receiving member should keep the referring member up-dated as to the status of the referral. At no time should a referral fee be paid by the receiving member to the referring member.

6.With respect to payments of “personal referrals”, the referring member receiving services and/or products from another member is to pay for such services and/or products in a timely manner and No later than as contracted after receipt of services and/or products, if not paid at the time of service(s) and/or when products are delivered.

In the event an issue or dispute arises between Members and/or Representatives of the Association, the following is the procedure for resolving such issues or disputes

1.There shall be a communication between the involved members in an attempt to resolve any issue or dispute. If the members are unable to resolve their issue or dispute then either member shall accelerate his/her action to a representative member of the Ombudsman (See#2) (at no time should this issue/dispute be discussed amongst the general membership as to cause collusion and disharmony).

2.Either member will notify a representative of the Ombudsman committee of the issue/dispute, and shall request the Ombudsman’s intervention and involvement to resolve said issue/dispute (under a veil of *confidentiality).

3.The Ombudsman will intercede and shall use his/her best efforts to resolve the issue/dispute.

4.In the event the Ombudsman is unable to resolve the issue/dispute, the Ombudsman shall notify the Executive Director in writing with copies sent to the members involved. This letter shall set forth the issue/dispute and the attempts made by the Ombudsman to resolve said issue/dispute.

5.The Executive Director will then distribute copies of this letter to the officers of the Board of Directors. Each officer of the Board of Directors, acting as a committee shall use his/her best efforts to resolve said issue/dispute. In the event that the officers are unable to facilitate a resolution of the issue/dispute between the parties involved they shall notify the Executive Director that the issue/dispute was not resolved. The Executive Director shall then distribute copies of the Ombudsman’s letter and all supporting documents to all members of the Board of Directors at the next scheduled Board meeting.

6.After receiving the Ombudsman’s letter, all supporting documents, and affording the members in dispute the option to appear before it, the Board of Directors shall take whatever action it deems necessary, including but not limited to, terminating a member or members for cause (in accordance with EASFV Bylaws, Article II, Section 2.16).

**CONFIDENTIALITY: The members involved, the Ombudsman, members of the Board of Directors and the Executive Director shall keep in strict confidence all discussions, writings, investigations and resolutions regarding any issue or dispute which is brought before them.

1.An Executive Director “Evaluation” shall be initiated by the final quarter of the year and review completed with the Executive Director no later than prior to the final Board Meeting of the year.

2.A two part meeting shall be set to include a committee comprised of the current President, President Elect, Secretary Treasurer and the Past President.

a)Initial meeting will be by “executive committee” only.

b)The subsequent meeting & review to include the Executive Director.

c)Above review shall be held such as to not interfere with any other scheduled EASFV meetings.

d)Evaluation to include strengths, weaknesses and accomplishments for the year passed and recommendations for the coming year.

e)Evaluation shall also include a discussion of any proposed current compensation and/or changes.

f)Evaluation shall be signed by both the current President and the Executive Director and a copy to be given to the Executive Director for his/her records.

3.Executive Committee shall bring forth the decision set forth by this review and evaluation to the Board of Directors for final approval.