By-Laws

ARTICLE I - NAME
The Name of the organization shall be the New England Relocation Association.

ARTICLE II - PURPOSE
The purposes for which this organization is formed are to educate, evaluate, and communicate information on practices and procedures in the relocation of employees who are transferred to different geographical locations so that the transfer may be accomplished with maximum efficiency and minimum disruption to the employee, family and employer, and generally to carry out activities in support of such purposes as are consistent with the public interest.

ARTICLE III - MEMBERSHIP
Section I - Membership: It is the goal of NERA to maintain a corporate and associate member ratio that encourages participation by both member classifications. Membership ratios are established with the goal of having 40% of membership from the Corporate sector and 60% from the Associate sector. In an effort to achieve this membership ratio all new Associate member applicants will be required to bring a new Corporate member applicant to at least 1 (one) meeting to be eligible for membership. The Board will review ratios annually in order to establish membership recruiting and retention goals for the year.

Section II - Corporate membership limit: three representatives per company. Any person actively involved for an employer in the relocation of its employees shall be eligible for Corporate membership. Corporate members shall be entitled to hold office and participate in the activities of the Association. Application for Corporate membership shall be submitted to the Membership Committee for evaluation.

Section III - Associate membership limit: three representatives per company.
Any person actively involved in the relocation industry shall be eligible for Associate membership. Associate members shall be eligible to hold office and participate in the activities of the Association. Application for Associate membership shall be submitted to the Membership Committee for evaluation. Any Associate member who has been inactive (e.g. has not paid dues) for a period of one (1) membership year or longer will be treated as a new member in accordance with Article III, Section I.

Section IV – Individual membership limit: one per person.
Any person who formerly was active in the relocation Industry and due to employment termination or retirement is no longer eligible for either a NERA Corporate or Associate membership may be eligible for an Individual membership. Individual members shall be entitled to participate in the activities of the Association. Application for Individual membership shall be submitted to the Board of Directors for evaluation. An Individual membership is non-transferable.

Section V - Meeting Attendance
There is no limit on the number of attendees by a member company that can attend organization meetings. Attendees in addition to the paid members will pay individually for the meeting.
Guests must be sponsored by a member, or can attend one meeting per fiscal year without sponsorship. A guest is defined as a person who does not currently hold a membership. This can be a colleague or a member, a perspective member, etc.

Section VI - Termination of Membership
The resignation of any member shall be in writing to the Membership Committee and become effective upon submission to the Board of Directors. Any dues paid to a date beyond such resignation period will not be refundable. Membership may be revoked by vote of the Board of Directors when a member becomes ninety (90) days delinquent in any financial obligation or is otherwise ineligible.

Section VII - Membership Transfers
Membership is transferable from one representative to another within a given company, providing the dues have been paid by the company. The company retains the actual membership not the representative.
When a representative transfers from one company to a new company and the new company is not a current Associate member the requirements of Article III Section I will apply. This will not apply to Board members. Board members will be allowed to complete their term.

ARTICLE IV - FINANCES
Section I - Fiscal Year
The fiscal year of the Association shall begin July 1 and end June 30 of the following year.

Section II – Dues and Sponsorships
Annual membership dues of the Association shall be payable to the Treasurer, in advance, for each fiscal year as of September 1. The Board of Directors shall determine dues. Members cannot attend meetings if they have not paid their dues. Only guests can pay for a meeting. Dues and sponsorships shall not be refundable in whole or in part.

Section III - Dissolution
Upon the dissolution of the New England Relocation Association, the Board of Directors, after paying or making provisions for the payment of all of the liabilities of the association, shall dispose of all of the remaining assets of the association exclusively for the purposes of the association in such manner, or to such organization or organizations as shall at the time qualify as a tax-exempt organization or organizations recognized under Section 501 (c)(3) of the Internal Revenue Code of 1986, as amended, or the corresponding provision of any future United States Internal Revenue statute as the Board shall determine.

Section IV - Audit
Should the Board of Directors deem it necessary, an audit of the Association's financial books will be conducted by a committee of three appointed members of the Association, none of whom shall be current members of the Board of Directors.

Section V - Expenses
Any expenses in addition to the normally expected expenses (meeting costs, catering, speaker room/board, etc.) must be approved in advance by the board.

ARTICLE V - ORGANIZATION
Section I - The governing body of the Association shall be known as the Board of Directors, authorized to handle all policy matters of the Association. The Board of Directors shall consist of a maximum of thirteen members, one of whom shall be the President. There must be at least four Corporate members on the board. Only members in good standing may serve as Directors. Board members who are absent for two or more board meetings in a fiscal year may be asked to step down from the board. Conference call options will be made whenever possible. The past President shall be the Chairman of the Board of Directors and shall be responsible for proper notification to members of any recommendations made or actions taken.

Section II – A quorum consists of a majority of the Board of Directors.

Section III - Officers of the Association shall be: Past President/Chairman of the Board, President, Vice President, Treasurer, and Secretary.

Section IV - The Officers shall serve for two year terms for each position they hold. Board members can serve on the board for two years and must then assume an officer position or step down from the board. When an Officer steps off the board, they will become a member of the Advisory Board

Section V - Appendix A includes job descriptions for all elected officers.

Section VI - Meetings of the Board of Directors shall be held prior to each meeting of the Association or at the call of the President, or a majority of the Board of Directors. Written notice of the Board meeting will be provided to the Board members at least five days prior to the meeting date.

Section VII - The Board of Directors shall conduct the business of the Association during intervals between its meetings, make arrangements for meetings of the Association, and review all applications for membership.

Section VIII - Vacancy: In the event that a board position becomes vacant the board can fill the vacancy as required in Article V Section I. The process for filling a vacancy will be as follows: (1) the board will announce the vacancy and the need to fill the vacancy to the entire membership, (2) applications will be accepted and reviewed by the board, and (3) the board will vote and select new board members by simple majority.

Section IX - Board of Directors Advisory Board - Officers who choose to drop off the board but remain as a NERA member will be offered the opportunity to serve as an Advisory Board Member, unless declined by the former Officer. Their role will be to act as a consultant to the board and assist in planning in meetings/securing speakers. There is no term limit to these positions.

ARTICLE VI - COMMITTEES
Section I - All Committees deemed necessary shall be appointed by the President with the advice and consent of the Board of Directors.

ARTICLE VII - ELECTIONS
Section I - Election of Officers and Directors shall be the responsibility of the Board of Directors.

ARTICLE VIII - MEETINGS
Section I - Regular meetings of the Association shall be held three times annually.

Section II - Special meetings of the Association may be held at the President's call, at the call of a majority of the Board of Directors, or at the call of ten members, which shall state the purpose of the meeting provided, however, that written notice of the meeting is e-mailed at least ten days prior to the meeting date.

Section IV -

ARTICLE IX - PARLIAMENTARY RULES
The rules contained in Robert's Rules of Order, revised, shall govern in all cases where they do not conflict with the Bylaws of this Association as interpreted by the Board of Directors.


Appendix A
Roles & Responsibilities of the Board of Directors
All Members of NERA’s Board of Directors are expected to be active participants in and to act in furtherance of the Organization, including mentoring other board members and assisting with transitions from officer and committee roles.

Chairperson 

Qualification: Past President
Term: 2 years
Voting Rights: Yes
Roles & Responsibilities:
- Provide support and advice to Board of Directors
- Assist in organizing and obtaining speakers and planning NERA meetings
- Discuss membership with any potential new members and/or old members according to published bylaws, as needed

President

Qualification: Majority vote by the Board of Directors
Term: 2 years
Voting Rights: Yes
Roles & Responsibilities:
- Create agenda for board meetings and provide to board members 24 hours prior to scheduled meetings
- Conduct membership meetings at desired location, currently 3X annually.
- Schedule and conduct Board meetings, number determined by President and/or Board members
- Volunteer and assist with various committees as needed, including organizing NERA meetings and speakers
- Discuss membership with any potential new members and/or old members according to published bylaws, as needed
- Oversee and assist with responsibilities of other Board and Committee members
- Ensure speaker gifts are purchased prior to conferences
- Ensure intros for speakers/sessions are received prior to scheduled conferences
- Send hand-written thank you notes to speakers within one week of conferences
- Mentor other board members and provide coaching on President position

Vice President 

Qualification: Majority vote by the Board of Directors
Term: 2 years
Voting Rights: Yes
Roles & Responsibilities:
- Fill in as Acting President in the event the President is unable to perform his/her duties
- Volunteer and assist with various committees as needed, including organizing NERA meetings and speakers
- Discuss membership with any potential new members and/or old members according to published bylaws, as needed
- Purchase speaker gifts, as appropriate
- Oversees the Facilities committee and responsibilities

Treasurer 

Qualification: Majority vote by the Board of Directors
Term: 2 years
Voting Rights: Yes
Roles & Responsibilities:
- Facilitate the payment of all NERA bills/invoices
• Facilities
• Speakers
• Administrative Assistant
• All other expenses
- Process refunds to members, as needed
- Record all transactions in QuickBooks, making sure transaction is assigned to the correct reporting category
- Balance checking account
- Reconcile Authorize.net (Merchant Account) to QuickBooks
- Provide electronic versions of reports 24 hours prior to scheduled board meetings
- Report financial position of NERA to Board members during Board Meetings
• Profit & Loss, Profit & Loss Detail
• Balance Sheet
• Income by Membership Detail
• Statement of Cash Flows, and
• Any other reports necessary for discussions
- Discuss membership with any potential new members and/or old members according to published by-laws, as needed
- Assist with member and guest registration at each meeting
- Assist tax accountant with annually tax reporting
- Volunteer and assist with various committees as needed, including organizing NERA meetings and speakers

Secretary 

Qualification: Majority vote by the Board of Directors
Term: 2 years
Voting Rights: Yes
Roles & Responsibilities:
- Record minutes at board meetings
• Attend and record minutes at board meetings
• Produce Word document and forward to President for review as soon as possible, but within two weeks of meeting
• Modify and resend revised Minutes to board of directors within one month of meeting
- Coordinate and/or create and distribute name tags at NERA events
- Volunteer and assist with various committees as needed, including organizing NERA meetings and speakers
- Discuss membership with any potential new members and/or old members according to published bylaws

Advisory Board 

Qualification: Past President and/or Chairperson
Term: 2 years or more
Voting Rights: No
Roles & Responsibilities:
- Listen to the board of directors and advise on decisions
- Help with programs and policies
- Provide ideas and expert advice
- Review new proposals
- Attend meetings
- Contribute input and feedback
- Develop business strategies that help to grow the organization

NERA Committee Responsibilities
Membership - Increase awareness of membership opportunities and benefits with both Corporate and Associate prospects
• Maintain a listing of current, former and prospective
members in order to ensure that all are retained or join
• Call any new member prospects to provide information on NERA’s value and let President know if appropriate to contact as well
• Call any lapsed member to encourage renewing membership and/or gain insight as to the reason they’re not renewing
- Act as an ambassador of NERA at Organization-sponsored events as well as other industry events
- Seek feedback from members and non-member prospects to be shared with the board to overcome any obstacles to membership
- Ensure that all new meeting attendees receive buddies at their first meeting
- Manage registrations for Mingle and conference to ensure that attendees are registered for the appropriate events

Sponsorship - Increase awareness of sponsorship opportunities through all channels (e-mail, linked in, conversations, meeting recognition, etc.)
• Send e-mails, make calls and follow up regularly during annual sponsorship drive
• Oversee that NERA website, meeting agendas, etc. are updated with most current information regarding sponsors and sponsorship information
• Solicit Breakfast/Lunch/Mingle sponsors throughout the year for upcoming meetings
- Communicate the number of sponsor tables needed to Facilities
- Communicate to Linked In NERA rep any Breakfast, Lunch or Mingle sponsor commitments for upcoming meetings to ensure their logo represented on NERA Linked in page
- Review sponsorship levels -make change recommendations for pricing, level, benefits based on feedback received
- Create materials for June Sponsorship drive table as well as some sort of “give back” token for our current sponsors; possibly a game with discounts; coordinate discounts with NERA admin
- Discuss and recommend networking opportunities with sponsor support that could grow NERA corporate membership
- Seek out local charity, gain approval from board, give back to the Norwood community in our June meeting
- Assist other committees as needed or requested; make suggestions, provide feedback
- Communicate with NERA board, membership, sponsors

Facilities - In advance of signing the next meeting’s agreement, negotiate:
• Room rates
• Food charges
• Board meeting room
• NERA meeting room charges
- Request that NERA Admin send an email to remind members to reserve rooms at negotiated NERA rate (2 weeks prior to room cut-off date)
- Confirm rooms are reserved for board members and speakers:
• Email confirmation numbers to each board member and speaker
- Review hotel contract for accuracy:
• Dates
• Cut off dates for room registration
• Number of rooms to be pre-reserved for board and speakers
- Prior to conferences, coordinate AV needs for each meeting (these may change several times for each meeting):
• Speaker microphones
• Lavalieres
• Panel tables
• Speaker seating
- Just prior to each meeting, meet with hotel staff to:
• Confirm future meeting dates
• Secure any last minute facilities changes for the Mingle or conference
- During the membership meeting, remain in contact with hotel staff and monitor
• Lighting and room temperature
• Food and beverages
- Review master meeting bill for accuracy:
• NERA-paid rooms
• Food and beverage bills
• Facilities charges
- Forward audited invoice to President for final review and approval

Programming - Produce Agenda for each NERA meeting
• Solicit/gather ideas for agenda topics
• Source availability of speakers for different topics
• Outline proposed agenda to ensure balance of domestic and international topics
• Gain board approval on agenda
• Set up Agenda and review with President within 10 days of meeting (Agenda to include estimated time allotments)
• Send schedule of events and descriptions of sessions to NERA Admin for updating the website
• Collect bio’s from speakers- provide to NERA Admin (for CRP credits) & President (for introduction purposes)
• Collect presentations from speakers- provide to NERA Admin  and board member whose laptop will be used
• Work with NERA Admin to create a survey to be given out at the conference
- Help with logistics for NERA meetings
• Confirm/book speakers
• Confirm which Platinum Sponsors will do industry updates- request topic for review to confirm no overlap
• Determine whether hotel rooms are needed for Speakers- let Facilities coordinator know
• Determine what A/V needs and room set-up requirements are needed for each session- let Jeff know
• Determine whether speakers will be at the Mingle the night before- let NERA Admin know
• Ensure speakers have arrived prior to their session
- Post conference
• Collect responses from the survey that is sent after the conference – share the feedback with presenters, as appropriate
• Send presentations to NERA Admin to post to the website
• Provide speaker(s) addresses to President for hand-written note of thanks

Communications - Manage NERA LinkedIn account
• Manage members, invitations and add group managers
• Create schedule of announcements from Board – send reminders to board members, as necessary
• Post professional news and insights from our members for our industry
• Adding meeting sponsor logo and/or article prior to the meeting they’re sponsoring
- Sponsor should get a minimum of 30 days on the NERA LinkedIn page
- Coordinate updates to neraonline.com
• Provide any announcements to the NERA Admin for posting to the site
• Work with Admin and President to coordinate proactive messages and automatic responses from NERA to membership
• Provide pictures from NERA events (Mingle, conference, etc.) to Admin to update the site

By-laws - Ensuring that all by-laws are up-to-date and published on the NERA website
- Provide guidance to the Board of Directors where changes to processes or to by-laws are required in order to maintain compliance

  

      Home | About NERA | Contact NERA | Membership | Events | Members

        New England Relocation Association  P.O. Box 990734 Boston, MA 02199

 
                                                                                                                                                                                                                                                                                                         

Powered by Wild Apricot Membership Software