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Guidelines, Policies, Code of Ethics, Obligations of
Behind The Moon REFERRAL GROUPS
Behind The Moon, Inc. © 2009 All rights reserved. This information may be forwarded and shared in its entirety. No part of this may be reproduced or transmitted in any form or by any means, electronic or mechanical, including photocopying, recording or by any information storage and retrieval system, without written permission from the author, except for the inclusion of brief quotations in a review. Under no circumstances may this document or any part of this document be copied or changed in any format, sold, or used in any way.
Guidelines, Policies, Code of Ethics and Contractual Obligations
Welcome to Behind the Moon’s (BTM’s) Referral Group. This information outlines expectations of Members who utilize BTM’s Referral Group as a marketing arm for their business. By submitting an Application For Membership, applicants must be in agreement with and accepting of Guidelines, Policies, Code of Ethics and Contractual Obligations provided herein.
Please read this information carefully before accepting to the terms and submitting your Application For Membership.
Guidelines, Policies, Code of Ethics and Contractual Obligations
Acceptance as a Member to one of Behind The Moon’s (BTM’s) Referral Group signifies you will be a positive and supportive member of the organization as well as a regular contributor to the overall success of your Chapter. This requires not only a commitment to your fellow Chapter Members but also showing up to give rather than to get. In addition, your membership directly links you to the support and betterment of the Chapter’s chosen charitable organization and you will make best efforts to support the promotional efforts on behalf of your Chapter’s chosen charitable organization.
Code of Ethics
It is expected that each Member will adhere to the following:
· I will provide the quality of services at the price I have quoted.
· I will be truthful with all members and their referrals.
· I will build goodwill and trust among members and their referrals.
· I will take responsibility for following up on the referrals I receive as well as communicate any outcomes to the referrer.
· I will display a positive and supportive attitude and take any questions, concerns or issues directly to the Vice-President or a member of the Membership Committee.
· I will live up to the ethical standards of my profession.
· I will consistently attend all scheduled Chapter meetings and events as well as pass qualified referrals to the members.
General Policies
1. Most Chapters will consist of a combination of business-to-consumer participants. However, each Chapter has the ability to designate a focus if they choose. Examples of focus include but are not limited to: business-to-business, size of corporation, executive level professionals, women only, green/sustainable business, etc.)
2. Only one person from each profession or industry will be accepted into a given Chapter.
3. Members must represent their primary occupation.
4. Members are expected to arrive on time and to remain for the duration of the meeting.
5. Members may be a Member of only one Chapter at any given time. Transfers are allowed upon approval of the new Membership Committee.
6. Visitors may visit a Chapter up to two times prior to submitting an application for Membership.
7. Member who are chosen speakers during a Chapter meeting must bring a door prize, valued at less than $25.
8. Leaves of absence are permitted with the approval of the Membership Committee.
9. Members who wish to change their classification/industry category must submit a new application to the Membership Committee and obtain approval before promoting their new venture.
10. A Member’s classification may become open for failure to comply with the terms and conditions outlined herein.
11. Policies are subject to change and/or be modified as directed by The Board or Behind the Moon.
12. In the absence of a Membership Committee, the Leadership Team (President, VP, Treasurer/Secretary) will fulfill this role until a Membership Committee is in place.
13. Members agree to be a member of only one group where exclusivity by industry is a requirement of membership.
14. All Members must attend New Member Orientation within the first 60 days of acceptance to Membership.
15. BTM reserves the right to establish more than one Chapter in a community or city where demand for services are identified.
16. If an existing member desires a transfer to another BTM Referral Group, it requires the approval of the new group’s Membership Committee and results in a $25 transfer fee if approved.
Meeting Schedule, Absences, Tardies and Substitutions
- Experience proves that consistent meetings not only attract the best members but also help the create an atmosphere of cohesiveness within the Chapter. As such, all Chapters hold weekly meetings, with the exception of the last week of each month which will be a free week in which no meetings take place. The last week of the month is for the Leadership to hold their monthly meetings.
- Members are expected to be in attendance at all scheduled meetings as the Chapter’s success is a direct result of attendance and participation.
- Recognizing there are times where conflicts keep a Member from attending a meeting, following are guidelines for absences and tardies to maintain integrity within the Chapter:
a. Three absences are permitted in a given six month period.
b. Two tardies are permitted. The third tardy is counted as an absence. A tardy represents being 10 or more minutes late to a meeting.
4. In the event a Member is unable to attend a meeting, the Member is encouraged to arrange for a qualified substitute to attend on their behalf, representing the Member and the Member’s business. A qualified substitute is someone from the Member’s organization, an employee, existing client, customer or friend prepared to represent the Member’s business. In such a case, sending a qualified substitute is not counted as an absence.
5. New Member Orientation includes how to effectively prepare a substitute to represent a Member and the Member’s business. Basic guidelines include that:
a. The substitute is prepared to take your place and represent your business.
b. It is the Member’s responsibility to inform the Visitor Host that there will be a substitute attending in their place so the substitute can be welcomed and greeted properly.
Registration Fees, Membership Fees, Dues and Renewal
1. An initial Registration Fee of $50 is to be paid once Membership is accepted.
2. Membership Fee are $360 and can be paid up front at a discount or in monthly payments. Monthly payments must be paid via automatic credit card charge on a recurring date identified by Member. Payments equate to $30 each month. Up front payment is discounted to $320, a $40 savings. Existing Behind The Moon Members (“social networking”) in good standing can enjoy an additional discount for up front payment and pay just $295, saving $65 off the annual Membership Fee.
3. Membership fees for renewing members are due 30-days prior to the renewal date. Non-payment could result in forfeiture of the Member’s industry classification.
4. Members are contracted to pay for the entire year’s duration of their Membership. If a Member resigns from a BTM Referral Group, the Member is obligated to pay the remaining balance of their membership. They may choose to continue paying their monthly Membership Fees on the agreed upon recurring date charged to their credit card or may satisfy the remaining balance with a payment in full.
5. All Registration and Membership Fees are non-refundable.
6. Based on the needs of the Chapter, dues may be required in additon to membership fees to offset the cost of meeting venue, supplies and event costs. Dues vary by Chapter.
7. BTM has a strict policy on returned checks. Any returned checks must be resolved within 3 business days of the discovery by way of a cashier’s check along with a $25 returned check fee.
8. Renewal of an existing Member is based on current standing, attendance, participation and overall value added to the group. Members will be notified 60-days prior to the renewal date of the Member’s status and acceptance for renewal.
Chapter Leadership Team
The Leadership Team for each Chapter consists of the following positions:
President
Vice-President
Treasurer/Secretary
Membership Committee
Education Coordinator
Event Coordinator
Visitor Hosts
The President, Vice-President and Treasurer/Secretary are elected leadership positions held for a minimum of 12 months. The President, Vice-President and Treasurer/Secretary pay half the amount of dues while they maintain their leadership position.
General Chapter Meeting Agenda
1. Open Networking
2. Welcome visitors, introduce Leadership Team and other Committee Members
3. Restate the purpose of the BTM Referral Group
4. Recognition (done monthly)
5. Pass Business Cards
6. Announce new Members
7. 60-second commercials
8. Members introduce visitors and allow for their 60-second introduction
9. Vice President’s Report
10. Membership Committee’s Report
11. Education Coordinator announces Member Speaker Rotation and introduces speaker
12. 10 Minute Member Speaker showcase of their business
13. Referrals/Testimonials
14. Referral Reality Check
15. Treasurer/Secretary Report
16. Announcements
17. Door Prize Drawing
18. Close Meeting
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