Employee Policy and Procedure Manual

Revised February 2016

Columbia Chamber of Commerce 300 S Providence Rd PO Box 1016

Columbia, MO 65205-1016 (573) 874-1132

(573) 443-3986 Fax www.ColumbiaMOChamber.com

TABLE OF CONTENTS INTRODUCTION ............................................. 1

LETTER FROM THE PRESIDENT ........................ 2

THE ORGANIZATION ....................................... 3

WHAT IS THE COLUMBIA CHAMBER OF

COMMERCE? ........................................... 3

OBJECTIVES OF THE CHAMBER ............... 3

HOW THE CHAMBER OPERATES ............. 4

HOW THE CHAMBER IS FINANCED .......... 6

RELATIONSHIP TO OTHER

ORGANIZATIONS ..................................... 6

PERSONNEL POLICIES ..................................... 8

INTRODUCTION ....................................... 8

AFFILIATIONS ........................................... 8

ATTIRE ..................................................... 9

CONFIDENTIAL MATTERS ...................... 10

CONFLICT OF INTEREST ......................... 10

COOPERATION OF STAFF....................... 11

DEATH OR ILLNESS OF CHAMBER

MEMBER................................................ 11

DISIPLINARY ACTION ............................. 11

DISMISSAL ............................................. 12

DRUGS AND ALCOHOL .......................... 13

EMPLOYEE RECORDS ............................. 14

EMPLOYMENT ....................................... 14

FUND RAISING CAMPAIGNS .................. 15

GIFTS AND GRATUITIES ......................... 15

HARASSMENT ........................................ 16

HOURS OF WORK .................................. 17

LEAVING THE OFFICE ............................. 17

NEATNESS .............................................. 17

OUTSIDE EMPLOYMENT ........................ 17

PAY ........................................................ 18

PERFORMANCE EVALUATION ............... 19

PERSONAL CONDUCT ............................ 19

PERSONAL PROPERTY ............................ 19

POLITICAL ACTION ................................. 19

PUBLICITY ............................................. 20

RECOMMENDATIONS/

ENDORSEMENTS................................... 20

SOLICITORS ........................................... 20

SUGGESTIONS ....................................... 20

VOLUNTEERISM .................................... 20

WHISTLEBLOWER POLICY ..................... 21

EMPLOYEE BENEFITS .................................... 22

HOLIDAYS ............................................. 22

INSURANCE ........................................... 22

LEAVE .................................................... 24

PERSONAL AUTO ALLOWANCE............. 25

PROFESSIONAL DEVELOPMENT............ 26

VACATION ............................................. 26

OFFICE POLICIES PROCEDURES ..................... 27

BUILDING SECURITY ............................. 27

COMMITTEE MEETINGS ....................... 27

CONTRACTS .......................................... 29

CORRESPONDENCE ............................... 29

E-MAIL .................................................. 29

EQUIPMENT .......................................... 30

EVENT FOLLOW-UP .............................. 31

FILING ................................................... 32

FINANCES .............................................. 32

INTERNET USAGE .................................. 32

MAIL ..................................................... 32

MEDIA POLICY ...................................... 33

MEMBERSHIP LIST ................................ 33

SOCIAL MEDIA ...................................... 33

STAFF MEETINGS .................................. 34

SUPPLIES ............................................... 34

TELEPHONE ........................................... 34

ACKNOWLEDGMENT BY EMPLOYEE .............. 36

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INTRODUCTION

This manual has been prepared to serve as a guide for the effective and efficient operation of the Columbia Chamber of Commerce. The Board of Directors believes that it merits a careful reading on the part of every employee. Knowledge of our organization, the Columbia Chamber of Commerce, is essential to the high quality performance of our regular and/or specially assigned tasks. Study this manual now, but from time to time refresh your memory on certain procedures and practices of the organization. The procedures outlined in this manual are subject to change at any time at the discretion of the President, with direction from the Chamber Board. The policies are not intended to constitute a contract, expressed or implied, upon which employees should rely. All employees of the Columbia Chamber of Commerce are “employees at will” and nothing contained in this manual shall alter such status, unless expressly contained in a separate written employment agreement. This manual is not intended to be a complete listing of all Chamber policies. Other policies may be instituted as required by the Executive Committee/Board of Directors of the Columbia Chamber of Commerce.

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LETTER FROM THE PRESIDENT Welcome to the staff of the Columbia Chamber of Commerce. Our organization is the premier business association in the area. We take pride in our programs and the impact it has upon Columbia and Boone County. This manual will assist you in understanding policies of our organization and help you become an active participant in our Chamber. Please use this manual to answer some of the questions that might arise during your tenure with the Chamber. We have tried to anticipate most questions and situations that may confront you as a new employee of the Chamber. We suggest that you review this document periodically and make recommendations for changes or clarification. We appreciate your service to the Columbia Chamber of Commerce and hope you find your employment with us a mutually beneficial experience. Matt McCormick, IOM, CCE President

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THE ORGANIZATION

WHAT IS THE COLUMBIA CHAMBER OF COMMERCE? The Columbia Chamber of Commerce is a voluntary not-for-profit 501 (c)6 organization of businesses and professional men and women who have joined together for the purpose of promoting the civic, commercial, and industrial progress of our community. The mission statement of the Columbia Chamber of Commerce is as follows:

The mission of the Columbia Chamber of Commerce is to lead our community, drive commerce in our region and advance community and regional collaborations, thereby enhancing the quality of where we live, learn, work and play.

The area’s economic well-being is directly related to the caliber of work that is done by the Chamber. That is why the Columbia Chamber of Commerce has a major impact on business, income, and future growth of the area. There are two primary functions of the Columbia Chamber of Commerce: (1) Act as the spokesperson for the business and professional community and translates into action the collective thoughts of its members and (2) Render the most effective specific services by a community organization both to its members and to the community as a whole. OBJECTIVES OF THE CHAMBER The five main objectives in the Chamber’s Strategic Plan are:

1) Be the Voice of Business Promote and protect the interests of the business community

2) Deliver Value to Members

Attract and retain members by exceeding their expectations

3) Advance Community Excellence Leverage Columbia’s assets for the betterment of all

4) Support Sustainable Economic Development

Collaborate for economic success

5) Develop Organizational Sustainability Ensure the long-term grown and success of the Chamber

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HOW THE CHAMBER OPERATES BOARD OF DIRECTORS All bylaws, policies, and programs of the Chamber are the responsibility of the Board of Directors. Its members represent the business and professional leadership of the community. The Board consists of approximately thirty-one members. Six members are elected each year for a three-year term and two additional members may be appointed for a one-year term at the discretion of the Chair of the Board. The Chair of Women’s Network, Emerging Professionals in Columbia (EPIC) and the Ambassadors serves a one-year term, as does the Past Chair of the Chamber. The ex-officio members of the board are as follows: Presiding Commissioner, Boone County President, Centennial Investors

Mayor, City of Columbia City Manager, City of Columbia President, Columbia Chamber of Commerce President or appointed designee, Columbia College Superintendent, Columbia Public Schools President, Regional Economic Development, Inc President or appointed designee, Stephens College Chancellor or appointed designee, University of Missouri-Columbia Members are elected in accordance with the bylaws. The Chair of the Board presides over all meetings of the Board of Directors. Ex-officio members are not authorized to vote. EXECUTIVE COMMITTEE The Executive Committee serves a one-year term and consists of the Chair of the Board, the immediate Past Chair, Chair-Elect, Treasurer and Finance and Administration Division Director, the Director of the Economic Development Division, the Community Affairs Division and the Membership Affairs Division, and the Chairs of Women’s Network, Emerging Professionals in Columbia (EPIC) and the Ambassadors. The Chamber President is an ex-officio member of the Executive Committee. The Executive Committee shall act only by a quorum of its membership, which shall consist of four of the above named members. It exercises the powers of the Board between Board meetings.

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COMMITTEES A committee system is in place and is the most effective means of harnessing the energies and abilities of Chamber volunteers. Committee Chairs are appointed by the Chair of the Chamber Board of Directors, are responsible to the Board of Directors, and report through their respective director liaison. Development, organization, and implementation of the Business Plan are accomplished primarily in Chamber committees. The diversity of the Chamber’s membership is reflected in its committees and this diversity should influence the direction of its programs. Committees have no financial authority, unless designated by the Board. The committee may not solicit funds without the prior approval of the Board of Directors. DIRECTOR LIAISON Members of the Board of Directors serve in the capacity of director liaison to the committee chairs. They should attend meetings as frequently as possible and read all minutes and reports. They are the liaison for their committee leaders with the Board of Directors. DIVISION DIRECTORS The Chair appoints the directors of the Economic Development, Community Affairs, and Membership Affairs divisions. The division directors’ duties are twofold, to be responsible for committee productivity and to perform in a liaison and advisory capacity. They recommend prospective committee leaders to the Chair, then advise and motivate them. The Ambassadors, Emerging Professionals in Columbia (EPIC) and Women’s Network serve as divisions of the Columbia Chamber of Commerce and elect their own chairs. PRESIDENT Day-to-day management of the Chamber is the responsibility of the President, who operates within the framework of the budget established and programs adopted by the Board of Directors.

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HOW THE CHAMBER IS FINANCED The Columbia Chamber of Commerce is primarily financed by the investment of its members. The maintenance of an adequate level of support from all business and professional interests in the community is essential to finance the programs that are vital to community growth and development. The member’s financial investment will vary according to the dues investment schedule developed by the Budget and Finance Committee and authorized by the Board of Directors. The Chamber has a goal of decreasing its dependence on dues with more emphasis on non-dues income. RELATIONSHIP TO OTHER ORGANIZATIONS The Columbia Chamber of Commerce is a member of several organizations.

1) U. S. Chamber of Commerce: The U. S. Chamber is active as a business advocate on issues at the national level. A number of services are available through major departments of the U. S. Chamber. They also sponsor the Institute of Organization Management program, a professional development curriculum.

2) Missouri Chamber of Commerce: The Missouri Chamber is active on legislative

issues on the state level. 3) Association of Chamber of Commerce Executives: A professional association of

Chamber of Commerce management personnel. 4) Chamber of Commerce Executives of Missouri: This is a statewide association of

Chamber management people working together to upgrade their profession. CCEM meets multiple times a year with programs designed to provide information on Chamber management and programs.

5) Missouri Economic Development Council: A statewide organization designed to

promote industrial development in Missouri. 6) Columbia Convention and Visitors Bureau: This organization is a department of

city government and co-located with the Chamber in the Walton Building. The Bureau promotes Columbia as “the” place to visit and hold conventions.

7) Regional Economic Development Incorporated (REDI): REDI is a public/private

partnership with the staff being city employees. The goal of REDI is to actively recruit new businesses and industry to Columbia and Boone County.

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8) Fair Missouri Foundation: The Fair Missouri Foundation is a 501 (c) 3 foundation that is supportive of Chamber programs. Its unique tax status allows it to receive certain funds for the educational programs of the Columbia Chamber of Commerce. Leadership Columbia, Junior Leadership, and all scholarships are jointly run by the Fair Missouri Foundation and the Columbia Chamber of Commerce.

9) Service Corps of Retired Executives (SCORE): SCORE meets monthly in the

Walton Building and provides assistance to new and existing businesses or persons wanting to start a business.

10) Small Business Development Technology Center (SBDTC): Located at REDI, SBDTC

provides counseling service for new businesses in the area. 11) Missouri Innovation Center: This organization provides technical assistance to

start up companies and assists in access to venture capital funding. 12) Associated Industries of Missouri: This is a statewide association of businesses in

Missouri and is located in Jefferson City. 13) Home Builders Association of Columbia: This is a local association of businesses

supportive of the local home building industry. 14) Columbia Board of REALTORS®: This is a local association of real estate

professionals. 15) Centennial Investors: A certified angel investment firm, which was created by the

Columbia Chamber of Commerce to meet the early-capital needs of University and private sector entrepreneurs.

16) Connecting Our Regional Economy (C.O.R.E.): The Missouri CORE Partnership is

designed to enhance the economic vitality of our communities through a regional cooperative effort.

As the Columbia Chamber of Commerce’s Business Plan changes, the above listings may also vary.

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PERSONNEL POLICIES

INTRODUCTION These policies completely replace and supersede any and all personnel policies previously adopted, individually or as a set of policies, except where specifically referenced herein, by the Columbia Chamber of Commerce These policies set forth for the primary rules governing employment with the Columbia Chamber of Commerce. These policies inform employees of the benefits and obligations of employment with the Columbia Chamber of Commerce. They have been prepared and adopted to promote consistent, equitable and effective practices by employees and supervisors that will result in high-quality service to our membership and the Columbia community. The provisions are several, and if any provision, or part of a provision is held invalid, illegal, or unenforceable, this shall not affect the validity of the remaining provisions, or parts of provisions, which shall remain in force and effect. These personnel policies apply equally to all employees of the Columbia Chamber of Commerce unless a group of employees is specifically exempted from these policies by written agreement with the Columbia Chamber of Commerce. In cases where federal or state laws or regulations supersede local policy for specific groups of employees, such laws or regulations will substitute these personnel policies only as necessary for compliance. AFFILIATIONS The Chamber does not object to any employee being a member of any other organization, which is not indirect conflict with the aims and objectives of the Columbia Chamber of Commerce. It is recommended that at no time shall a Chamber employee be in a position of fundraising for another organization. Employees should, however, consult the President before accepting an office or other prominent position in such organizations. Even when acting purely as an individual, the public utterances and opinions of any Chamber of Commerce employee are likely to be misinterpreted and taken as an official Chamber of Commerce policy. The Chamber will pay membership dues in certain recognized business and civic organizations as provided for in the Chamber budget and approved in advance by the Chamber President. Any other organization dues will be the responsibility of the employee.

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ATTIRE The Columbia Chamber of Commerce is viewed as a professional business office and often is the first point of contact for business investors, members and tourists. Most staff members have responsibilities that will place them in contact with guests who will seek information or services from the Chamber of Commerce. For this reason, it is essential that staff members dress appropriately. Each employee should maintain a neat and clean appearance with the manner and style of dress that projects a professional environment. Job responsibility, daily business operations of your department and community expectations are taken into consideration and determine appropriate office wear. If in doubt, contact the President for further clarification. At the discretion of the President, an employee may be sent home without pay if the employee’s wear is deemed unsuitable for the office. Friday is designated casual day, depending on meetings and events. Nice jeans are acceptable. T shirts and shorts are unacceptable. CODE OF ETHICAL CONDUCT The Columbia Chamber of Commerce is a private, non-profit agency. Employees, as public servants, will carry out their activities in a fair and legal manner avoiding actual and perceived conflicts of interest. All staff members are expected to conduct the activities of the organization in full compliance with the law and in an honest, fair, and courteous manner. Staff members should not permit personal preferences and dislikes to affect decisions related to their duties. To do so acts against the Columbia Chamber of Commerce’s policy which is to treat all individual members, potential members, contractors, or others fairly and equitably. Each employee acknowledges that his or her conduct while serving as a member of the staff is governed by this Code of Conduct. An employee may not:

1) Use his or her official authority or influence to interfere with, or affect the result of an election or nomination for office.

2) Directly or indirectly coerce, command, or advise a local or state officer or employee to pay, lend or contribute anything of value to a party, committee, organization, agency, or person for a political purpose.

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3) Use the Columbia Chamber of Commerce property for personal gain and must refrain from situations where his or her financial interests are brought into conflict. This includes, but is not limited to, leased vehicles, computer software and equipment, data, and/or information acquired or created by the Chamber, duplication, and distribution.

4) Use of Columbia Chamber of Commerce assets for personal or non-Chamber designated purposes requires authorization from the President.

5) Solicit Board members for any reason that is not directly related to official business without approval from the President.

Each staff member has an obligation to disclose to the President any relationship the staff member or staff member’s family has with an entity doing business with the Columbia Chamber of Commerce. If the President has a relationship that could be viewed as being in conflict or competition with his or her duties, in accordance with their employment contract, as President, he or she has an obligation to disclose such relationships to the Board of Directors. Each employee will receive a copy of the policy and will sign a statement acknowledging that he or she has read the policy and that failure to comply with the obligations under this code constitutes grounds for termination of employment. CONFIDENTIAL MATTERS Since the Chamber is entrusted with many confidential matters, employees must keep such matters handled by the Chamber in strictest confidence. CONFLICT OF INTEREST An employee may not:

1) Solicit, accept or agree to accept a financial benefit, other than from the Columbia Chamber of Commerce, that might reasonably tend to influence his or her performance of duties for the Chamber, or that he or she knows, or should know, is offered with intent to influence the employee’s performance.

2) Accept employment or compensation that might reasonably induce him or her to disclose confidential information acquired in the performance of official duties.

3) Accept outside employment or compensation that might reasonably tend to impair independence of judgment in performance of official duties.

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4) Make any personal investment that might reasonably be expected to create a substantial conflict between the employee’s private interest and duties for the Columbia Chamber of Commerce.

COOPERATION OF STAFF The Chamber, by its nature, is an example of teamwork. A high degree of teamwork is necessary at the staff level. Employees having a slack period are expected to offer their assistance to others when needed. In turn, any employee confronted with an emergency assignment can expect cooperation from all the other employees. DEATH OR ILLNESS OF CHAMBER MEMBER Upon notice of the death or illness of an active Chamber member, the Executive Committee may select to send a memorial or flowers. Upon the notice of an illness or death of a non-active Chamber member, the President will send a note or card. Notification of all deaths or illnesses reported would be brought to the attention of the Chair and Executive Committee, at which other considerations might be made. DISIPLINARY ACTION All employees are expected to devote their best efforts to performing their job responsibilities and are expected to follow the Chamber’s rules and regulations. If problems occur relating to the Chamber rules and regulations, or work performance, the President may take disciplinary action. Such disciplinary action may take several forms, including verbal warnings, written warnings, written notice of problems, or termination of employment.

1) Verbal Warnings: A verbal discussion between the supervisor and the employee, usually involving poor performance or an infraction of Chamber rules.

2) Written Warnings: May be used when an employee does not improve

performance or does not follow Chamber rules and regulations.

3) Written Notice of Probation: This is a more formal and severe form of disciplinary action that includes written notice of probation given to the employee by the supervisor. It becomes a part of an employee’s personnel record.

4) Termination: Terminates the employee’s employment with the Columbia

Chamber of Commerce. Depending on the severity of the situation, the President may move straight to termination.

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DISMISSAL Missouri law recognizes the doctrine of employment-at-will. Any employee may be terminated “at will” with or without cause. The following list is not all inclusive but shows some reasons that an employee may be terminated:

1) Unsatisfactory work performance.

2) Excessive absenteeism.

3) Negligence in performing assigned duties. RESIGNATION It is expected that an employee who wishes to leave employment with the Columbia Chamber of Commerce will give a two-week notice. This notice must be in writing and addressed to the President. One-month notice is expected from the President. The President’s notice is to be given to the Chair of the Board of Directors of the Chamber. TERMINATION ALLOWANCE All full-time employees who, having completed one or more years of service and are laid off, relieved, or retired at age sixty-five without pension, may receive a termination allowance in the amount set forth as follows:

1) No allowance shall be paid to employees who have less than one year of service.

2) After the first year of service, but less than three years of service, there shall be

termination allowance equal to one week’s salary.

3) After three years service, the termination allowance will be equal to a maximum of two week’s salary.

4) Terminations for willful misconduct shall not be paid such a termination

allowance.

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DRUGS AND ALCOHOL ALCOHOL POLICY The Columbia Chamber of Commerce often hosts community events. It is recognized that alcohol may be used or sold at these events. No alcohol will be served to persons under the age of twenty-one. At the discretion of the President, alcoholic beverages may be provided to Chamber employees. Chamber employees are not to bring their own alcohol to events and functions. It is recommended that employees exercise good judgment in alcohol consumption at Chamber events. DRUG POLICY The Columbia Chamber of Commerce complies with all federal, state, and local drug laws. All employees are prohibited from the possession, use, production, distribution, and/or sale of illegal drugs on the Chamber property and at Chamber functions. Any infraction of this policy will result in immediate release from employment with the Columbia Chamber of Commerce. Also, any violation may lead to prosecution by local authorities. SMOKING POLICY The Walton Building is a non-smoking facility. The Chamber recognizes the need to create a safe and healthy atmosphere. City ordinance requires no smoking within twenty feet of an entrance to a building. The following guidelines provide further details:

1) Smoking is not permitted inside the Walton Building.

2) Smoking is permitted outside. The employees who wish to smoke are asked to use the southwest door of the building. Smoking must never be within twenty feet of a major entrance to the Walton Building.

3) Chamber employees are asked to keep the facility clean at all times and

therefore required to properly dispose of their smoking materials. The Chamber is a community-based organization; therefore employees must present themselves in a positive light. Employees are asked to exercise caution when smoking and then walking back into the building (i.e. smell and cleanliness).

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EMPLOYEE RECORDS Information concerning address, phone number, emergency contact, and change of name, marital status, or number of dependents must be kept up to date at all times. Work attendance records will also be maintained on a monthly basis.

EMPLOYMENT The Board of Directors is responsible for the hiring, evaluating, and discharging of the President.

The President has the sole responsibility for hiring staff personnel required to conduct the business of the Chamber. The President also evaluates and discharges all staff as appropriate. EMPLOYEE STATUS Employees are classified into two broad categories, exempt and non-exempt employees:

1) Exempt Employees: Exempt employees are those whose job duties are primarily executive, administrative, professional, or supervisory in nature. The compensation for exempt employees will be determined on a salary basis, a monthly amount regardless of the number of hours worked during a pay period. No deduction will be made from the salary of any exempt employee for the time lost in any workweek, unless the time lost is not for personal, sick, or vacation. Exempt employees will not receive compensation for time worked beyond regular scheduled hours.

2) Non-Exempt Employees: All employees who are covered by the wage and hour

laws will be compensated based on hourly rate for each hour worked. (The term “weekly wages” when used in connection with non-exempt employees, describes the employee’s gross pay for a regular weekly schedule). Non-exempt employees include the Information Specialist position at the Chamber.

3) Forty Hours Per Week or Less: All work performed up to forty hours in a single workweek shall be paid the straight time hourly rate.

4) Over Forty Hours: Every effort is made to avoid overtime. For hours in excess of forty hours per week, time and one-half will be paid. On occasion, a non-exempt employee may be scheduled to work late, come in early, work through a lunch hour, or come in on a Saturday, Sunday, or holiday. It is anticipated that overtime hours will be compensated by adjusting regular scheduled work during that week.

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EQUAL EMPLOYMENT OPPORTUNITY It is the policy of the Columbia Chamber of Commerce to grant equal opportunity to all qualified persons without regard to race, color, age, gender, sexual orientation, disability, sex, religion, marital status, creed, political affiliation, national origin, or ancestry. To deny one’s contribution to our efforts for any reason other than the employee’s capability of performing the job is an injustice not only to the individual, but to the Chamber and the community as well. It is the intent and desire of the Chamber that equal opportunity be provided in employment, wages, promotion, benefits, and all other privileges, terms and conditions of employment. PERSONS WITH DISABILITIES The policy of the Columbia Chamber of Commerce is to make its employment application process, employee activities, working environment, employee benefits, employee training, and employee advancement process accessible to persons with disabilities. The Columbia Chamber of Commerce will make reasonable accommodations to a qualified individual with a disability who is an applicant of employee, unless those accommodations will place unreasonable hardship on the Columbia Chamber of Commerce operations.

FUND RAISING CAMPAIGNS It is Chamber policy to neither participate in fund raising campaigns nor officially endorse any particular drive among the many local worthy causes. If the non-profit is a member and wants to submit information for the Chamber newsletter, it will be taken under advisement to whether it is printed or not. GIFTS AND GRATUITIES No employee may solicit or accept personal gifts of significant value (in excess of $100), lavish entertainment or benefits from potential and actual customers, suppliers or competitors, without the knowledge and/or authorization of the President. Gifts not deemed as personal gifts are to be given to the President and will be distributed appropriately. An employee may entertain potential or actual customers, with the approval of the President if such entertainment is consistent with accepted business practices, does not violate any law or generally accepted ethical standards and the public disclosure of facts will not embarrass the Columbia Chamber of Commerce. Any questions regarding this policy should be addressed to the President.

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No employee may perform work for exiting or potential customers for the purpose of monetary or personal gain for him or herself. Any exchange of money or goods to employees from customers, for work performed is prohibited unless approved in advance by the President.

HARASSMENT It is the policy of the Chamber to provide its employees with a pleasant environment, which encourages efficient and creative work. The Chamber will not tolerate verbal or physical conduct by any employee, which harasses, disrupts, or interferes with another’s work performance or which creates an intimidating, offensive or hostile environment for our employee, members, or the public. While all forms of harassment are prohibited, it is the Chamber’s policy to emphasize that harassment is specifically prohibited. The President has the responsibility to maintain a hostile free work environment free of any form of sexual harassment. No supervisor shall threaten or insinuate, either explicitly or implicitly, that an employee’s refusal to submit to sexual advances will adversely affect the employee’s employment, evaluation, wages, advancement, assigned duties, or any other condition of employment or career development. Any employee who believes that the actions or words of a supervisor or fellow employee constitute unwelcome harassment has a responsibility to report such actions as soon as possible to the President. Other sexually harassing conduct in the work place, whether committed by a supervisor, non-supervisory personnel, members or outsiders is also prohibited and should be reported by an employee witnessing such conduct to the President. The President must investigate all complaints of harassment promptly and in an impartial and confidential manner. In all cases, the employee is to be advised of the President’s findings and conclusions. Any employee or manager who is found, after appropriate investigation, to have engaged in harassment of another employee will be subject to appropriate disciplinary action, up to and including termination. An employee who believes that the actions or words of the President constitute unwelcome harassment has the responsibility to report the incident directly to the Chair of the Chamber Board of Directors.

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GRIEVANCE If a Chamber employee believes that another employee or volunteer is treating him or her unfairly, a meeting with the President must be arranged. A written explanation of the problem is not required, but sometimes aids in finding a solution to the problem. The President is the final official in dealing with staff and/or volunteer problems. HOURS OF WORK Regular office hours are 8 a.m. - 5 p.m., Monday through Friday. Lunch hours will be coordinated so as to have the office adequately covered at all times. The working hours for the Information Specialist are from 8 a.m. - 1 p.m. Occasional and unavoidable tardiness of a few minutes can be made up as approved by the supervisor. Repeated tardiness or early departure may be grounds for disciplinary action. BREAKS During the morning, the Information Specialist is allowed up to a thirty-minute break which includes retrieving mail from the main post office. LEAVING THE OFFICE When a staff member is carrying out assigned duties outside the office, the employee must make certain the Information Specialist in the lobby area knows of the absence, the destination and approximate time of return. Inform the Information Specialist when you have returned. Always make sure there is sufficient coverage on the Chamber side of the building before leaving. NEATNESS Offices are to be kept neat and orderly at all times. Tops of desks, files, and bookcases should be kept clear of unnecessary items. OUTSIDE EMPLOYMENT An employee must give advance notification to the President to engage in any outside employment, including self-employment. Notification must be in writing and the request will be placed in the employee’s personnel file after the request has been approved or not approved.

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Permission may be refused for any outside employment, activity, or enterprise determined by the President for the following reasons:

1) It is inconsistent or incompatible with employment of the Columbia Chamber of Commerce

2) It will affect the employee’s job performance adversely

3) It is in competition with the Columbia Chamber of Commerce

4) Employment by the Columbia Chamber of Commerce would create an advantage

to another employer or the employee

5) At the sole discretion of the President or Board of Directors. If an employee is injured on the job during the course of employment outside of his or her employment with the Columbia Chamber of Commerce, the employee may not file a worker’s compensation claim against the Columbia Chamber of Commerce for benefits related to the injury; regardless of the fact the President may have authorized the outside employment. PAY PAY PERIOD Salary is paid on the fifteenth and last day of the month. If any problems occur with the direct deposit plan, or there is an error in payment, the employee is to contact the President immediately. PAYROLL DEDUCTIONS By law, the Columbia Chamber of Commerce makes the following deductions from the salary of employees:

1) Federal Social Security

2) Federal Income Taxes

3) Court-ordered Child Support

4) Any other deductions required by law upon the employee

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In accordance with the policies and procedures approved by the Chamber Board of Directors, deductions from an employee’s pay may be authorized in writing by the employee for:

1) Group health/medical and dental premiums for dependents

2) Charitable Giving

3) Cafeteria Plan PERFORMANCE EVALUATION On an annual basis, employees will have a written review and discussion of their performance conducted by the President or supervisor. All new employees will receive a performance evaluation after 90 days of employment. Increases in salary shall be announced to individuals prior to payment. Increases in salary will be made on the basis of merit and performance. The President grants these increases. PERSONAL CONDUCT Chamber staff should conduct themselves in a professional manner in relations with the public and fellow employees. Since the Chamber is judged to a great extent by its personnel, it is most important that employees maintain conduct about reproach at all times. PERSONAL PROPERTY The Columbia Chamber of Commerce is not responsible for lost or stolen personal property. Personal property includes, but is not limited to cash, pictures, computers and other electronics, mementos, purses, and briefcases. POLITICAL ACTION While Chamber staff members are encouraged to be active politically in the party of their choice, no staff member may be a candidate for any elected political office. At such time that a staff member qualifies as a candidate for public office, the employees resignation will be requested. Members of the Chamber staff cannot work actively for a political candidate or on an issue campaign, unless the Chamber endorses the issue campaign.

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PUBLICITY Employees must always maintain a clear distinction in public expression, whether written or oral, between an individual viewpoint and that of the Chamber. Employees must obtain permission from the Chamber President before writing any article for publication or making any public address, which will contain information in any way involving the Chamber. If permission is obtained, such articles shall be submitted to the President for approval prior to publication or delivery. RECOMMENDATIONS/ENDORSEMENTS Since the Chamber is supported by many firms that are in competition with each other, it does not make recommendations or endorsements of products, services, specific companies, etc. When someone inquires about a product or service, give the names of all Chamber members that are associated with the particular product or service. Do not give the names of non-members when members provide the product or service about which the inquiry is made. Recommendations are not furnished regarding the moral or financial standing of any individuals or firms. SOLICITORS In general, the Chamber does not purchase program advertising or tickets for social events. Refer such solicitations to the President. SUGGESTIONS Suggestions are always welcome from all members of the staff. This is true not only for those suggestions for improvement in their own departments, but also those suggestions for the general good of the organization. At the same time, employees should bear in mind that criticism of any work must be in the interest of better service. VOLUNTEERISM The Columbia Chamber of Commerce is committed to making a difference in the communities we serve and actively encourages employee volunteerism. Any and all volunteer work must be approved by the Chamber President before beginning the service.

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WHISTLEBLOWER POLICY The Columbia Chamber of Commerce is committed to lawful and ethical behavior in all of its activities and requires its board members, committee members and staff to conduct themselves in a manner that complies with all applicable laws and regulations. At any time a Columbia Chamber of Commerce person has a concern regarding the propriety or legality of any action contemplated to be taken or that has been taken by the Columbia Chamber of Commerce, or believes that an action needs to be taken for the Columbia Chamber of Commerce to be in compliance with law or appropriate ethical standards, the Columbia Chamber of Commerce person should promptly advise the President. The President will share any finance-related reports with the Co-Chairs of the Columbia Chamber of Commerce Budget & Finance Committee. If management is unresponsive, if the complainant believes management will be unresponsive, or if management is itself the subject of the concern, the Columbia Chamber of Commerce person should contact the Chair of the Columbia Chamber of Commerce to report his or her concerns. Every effort will be made to investigate a report by a Columbia Chamber of Commerce person as discreetly as possible. Because of the need to investigate the report, correct a problem, or prevent future problems, the Columbia Chamber of Commerce cannot, however, promise complete confidentiality. No Columbia Chamber of Commerce person will be discharged, threatened, or discriminated against in any manner for reporting in good faith what he or she perceives to be wrongdoing, violations of law, or unethical conduct

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EMPLOYEE BENEFITS HOLIDAYS The Columbia Chamber of Commerce will recognize the following paid holidays:

New Year’s Day Martin Luther King Day Memorial Day Independence Day Labor Day Thanksgiving Day Friday after Thanksgiving Day Christmas Eve Christmas Day One floating holiday, which will be determined by each individual staff member.

If a holiday falls on a weekend, the observance of this holiday will be determined by local custom. Usually, holidays falling on Saturdays are observed on the proceeding Friday. Holidays falling on Sunday are usually observed on the following Monday. INSURANCE CAFETERIA PLAN (SECTION 125 FLEXIBLE SPENDING ACCOUNT) The Columbia Chamber of Commerce provides all employees the option to enroll in a cafeteria plan designated by the Executive Committee. Employees have the option to participate in the plan in order to withhold funds tax free for the use of dependent care or medical expenses. EMPLOYEE DISHONESTY INSURANCE Employees of the Columbia Chamber of Commerce are covered by employee dishonesty insurance. It is expected that all cash and checks received by employees is to be given to the Director-Financial Services on a daily basis. Money is to be in the Director-Financial Service’s possession before leaving each day and the records reconciled. GROUP DENTAL INSURANCE All full-time employees are offered dental coverage. The Chamber pays full premium for full-time employees. Dependent coverage may be available at the expense of the employee.

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GROUP MEDICAL INSURANCE All full-time employees are eligible for medical coverage following the completion of ninety days of continuous employment. The Chamber will pay the monthly premium for the employee. Dependent coverage may be available at the expense of the employee. GROUP TERM LIFE INSURANCE AND AD & D BENEFITS All full-time employees are provided with life insurance following completion of ninety days continuous employment. Life insurance benefits are based on the employee’s annual salary at a rate of approximately one and one-half times their salary. Amount of AD & D benefits is determined by policy purchased by the Chamber. LONG-TERM DISABILITY INSURANCE This insurance is available to all full-time employees following completion of ninety days of continuous employment. Benefits are based on the employee’s monthly salary. SHORT TERM DISABILITY INSURANCE This insurance is available to all full-time employees following completion of ninety days of continuous employment. Benefits are based on the employee’s monthly salary. SIMPLIFIED EMPLOYEE BENEFIT PLAN (SEP) The SEP benefit is given to all full-time employees once three years of employment is completed. A percentage of total salary is directed to an insurance company, financial institution or agency determined by the employee. The annual percentage is determined in the budget passed by the Columbia Chamber of Commerce. WORKER’S COMPENSATION INSURANCE Employees are protected under provisions of Worker’s Compensation which provides medical and hospital care and partial compensation for the lost time due to an accident or occupational disease during the course of employment. The Chamber pays a considerable sum each year for the insurance required for this protection. Prompt reporting of accidents arising out of or in the course of employment is essential to protect employee’s insurance interests. Should an employee receive injuries during the performance of her duties, she should report said injuries immediately to the President in order to be considered for Worker’s Compensation coverage.

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LEAVE DISABILITY LEAVE Accrued sick leave may be granted for preparation or recovery from a disability. Any employee requesting such a leave shall notify the President, if possible, in advance of the anticipated date of leave and anticipated return. An employee granted such a leave shall present a doctor’s statement concerning status of the disability and limitations imposed therein. FORCED ABSENCE It is recognized that circumstances sometimes require absence other than illness and vacation. Employees will be paid for time spent away from the job in the event of death in the immediate family. Immediate family shall be determined as a child, spouse, mother, mother-in-law, father, father-in-law, brother, brother-in-law, sister, sister-in-law, and grandparents or grandparents by marriage of the employee. The President may grant a leave of absence with pay to any regular full-time or part-time employee not to exceed three working days. Employees are also paid while on jury duty, or while engaged in annual training with the military reserve. LEAVE OF ABSENCE: An extended leave may not be granted. A leave of absence deprives the Chamber of the services of this employee. Leaves of absence without pay should be considered as a privilege, and the best interest of the Chamber’s service must be the determining factor in whether such a leave is granted or not. When granting a leave of absence without pay, the employee makes a commitment to return to work at the end of the leave. During the leave of absence without pay, the employee:

1) Does not receive any pay from the Chamber.

2) Does not accrue any such leave or vacation.

3) Must pay total group medical benefits falling due during any month the

employee is not on the payroll.

4) Shall not receive any other benefits during the period of absence.

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MATERNITY/PATERNITY LEAVE Accrued sick leave may be granted for maternity or paternity leave. Any employee requesting such a leave shall notify the President significantly in advance of the anticipated date of delivery. An employee utilizing maternity leave may present a doctor’s statement concerning any limitations imposed by pregnancy. PERSONAL LEAVE After the employee’s first year of employment, two days of personal time will accrue each additional year. The employee must use these days within the next employment year or they will be lost. The employee is to notify their supervisor as soon as they know they will be taking a personal day. Personal days are not to be accumulated. Personal days are not to be used with vacation days unless the Chamber President grants specific exceptions. SICK LEAVE When employees are ill or have an accident, they should notify the Chamber office as soon as possible and explain the reason for absence and the expected date or time of return. Each employee will accrue one sick day (6.67 hours) per month with a maximum of ten days per year. Unused emergency or sick leave may accumulate from year to year, with a maximum of thirty-one accumulated days (248 hours). After the employee has reached the thirty-one days, they will stop accruing sick time. Employees may begin to take their sick leave after six months of employment. Sick leave is granted to prevent loss of salary for periods of personal illness and should not in any way be construed to be additional vacation time. Improper use of sick leave may be grounds for dismissal. Unused sick leave will not be paid upon termination or resignation of employment. Sick leave may be used for an illness of an immediate family member (Immediate family is defined in section called Forced Absences on page 25). When sick leave is exhausted the employee may use any and all accrued vacation time. If at the end of usage of these accruals and the employee has not been released to return to work by the physician due to medical circumstances, this employee may request a leave of absence without pay for a predetermined amount of time from work. The President and the current employee will decide these circumstances. PERSONAL AUTO ALLOWANCE Staff is reimbursed for business use of personal automobile while conducting Chamber business. The rate will be based on the national IRS mileage reimbursement rate.

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PROFESSIONAL DEVELOPMENT Staff is urged to keep abreast of new methods and techniques in their work areas. To this end, staff members may be sent to seminars, workshops, and meetings at the local, state, regional, and national levels. With prior approval of the President, the Chamber will pay full tuition and travel expenses for selected employees. VACATION Vacations may be taken at any time during the year, but must be pre-arranged to avoid conflicts. Certain events and work schedules may require the presence of that staff member. In the event of conflict, preference will be given to length of service. Employees should submit summer vacation requests prior to March 1st to qualify for length of service preference. Preference after March 1st goes to the person making the earliest request. The request should be in writing to the President and include the starting date and return date preferred by the employee. VACATION ELIGIBILITY Vacation is accrued on a monthly basis as follows: 6.67 hours per month and a maximum of ten days or 80.04 hours per year. The accrual is adjusted for three weeks at the rate of 10 hours per month and fours weeks at a rate of 13.33 hours per month. Unused vacation time may accumulate, and roll over from year to year with a maximum of the employee’s earned vacation time plus five days. After the employee has reached their maximum number of days, they will stop accruing vacation time. Employees may begin to take their vacation time after six months of employment. Employees will be compensated for accumulated, unused vacation time upon resignation. Full-time employee vacation time is as follows:

One week after completion of six months full-time or part-time employment. Two weeks after completion of one-year employment. Three weeks after completion of five years employment. Four weeks after completion of eight years of employment.

Part-time employees accrue ½ the amount of vacation time as full-time employees.

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OFFICE POLICIES PROCEDURES BUILDING SECURITY The Information Specialist will lock all areas and turn off lights at the closing of the day. If there is a meeting in session, the last person to leave is responsible for locking the facility and turning off all the lights. If an employee is working late, there is a security device in the workroom and the front desk that will contact a security firm immediately. They will then notify the police. Any employee may take this device home with them and return it the next day. COMMITTEE MEETINGS Meetings to be scheduled in the Walton Building Board Room, Community Room, or small conference room must be listed in the master reservation book kept at the front desk. Meetings should not be scheduled without checking the availability of the needed room. Responsibility for the physical set-up of the meeting room and the clean-up duty is the responsibility of the staff member scheduling the meeting and they should remain at the building if the meeting extends past 5 p.m. If an early morning meeting follows an evening meeting, the staff member from the evening meeting must set the room in its proper configuration. When having an early meeting, it is recommended that the staff liaison arrive thirty minutes early to get the room ready and make final preparation. Standing committees, as a matter of general practice, arrange for regular meetings as necessary. On some occasions, more meetings are required, and in general, the committee chair calls them whenever she deems it necessary. The staff member responsible for the committee or committees will do the following:

1) Confer with Committee Chairs before the meetings are scheduled to set meeting dates, procedures, and draft an agenda.

2) Send meeting notices to all members of the committee no later than one week

before the meeting.

3) Reserve meeting facilities.

4) Record minutes of all meetings.

5) Offer advice and counsel when needed and/or requested.

6) Write reports on committee activities when action of the committee warrants.

7) Obtain publicity for committee activity by providing information to the Director-Communication Services as appropriate.

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8) Submit committee resolutions for Board approval to the President prior to the

Board of Directors meeting.

9) Route all appropriate committee or task force minutes to the staff.

10) Make sure any funding request is cleared through the Chamber Board of Directors.

AGENDAS Staff members shall arrange an agenda, which is to be presented to the committee in such a way as to insure the meeting is conducted in an orderly manner. Each member of the committee should have a copy of the agenda before her. A master agenda should be prepared by the staff for the use of the committee chair, having first consulted with the chair about all items to be included. It is often recommended that an advance tentative agenda be emailed to all committee members before the meeting. COMMITTEE FILE RECORDS Staff members are required to keep full records in the files on all essential activities or conferences. When matters of importance are handled, which are not covered in correspondence or in committee minutes, a special memorandum should be prepared and placed in the proper file. MINUTES OF MEETINGS The staff person should write minutes or meeting notes of the committee meetings as soon after the meeting as possible. Copies should be prepared for the committee file and circulated among the appropriate staff, committee chair, board liaison, and division director. Minutes of the meeting should record date, time, place of meeting, names of those present, and the business conducted during the meeting. COMPLAINTS When asked by an individual to accept a complaint on an area business, inform them that we do not process complaints and refer them to the Better Business Bureau. Many times the callers will try to get you to give an opinion on their situation or on whether or not they have a legitimate complaint. Staff is not to advise or comment on the situation.

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CONTRACTS No officer or employee of the Columbia Chamber of Commerce who exercises any functions or responsibilities in the review or approval of an undertaking or the carrying out of one of the Columbia Chamber of Commerce contracts shall participate in any decision relating to the contract if the decision affects his or her financial interest. The President is the only responsible Chamber representative that can execute contracts. CORRESPONDENCE Employees are expected to answer all inquiries or requests about Columbia within two working days. If a delay is anticipated, acknowledge the request and send the information as soon as possible. All correspondence should be typed including the envelope. If correspondence is by email, a copy of the letter should be retained if the subject is unique or further follow-up might be required. Whenever an employee writes a letter over the name of a volunteer, he or she should send a copy to the person whose name is used. Obtain prior permission unless the letter is standard or routine. E-MAIL The Columbia Chamber of Commerce system should primarily be used for company purposes. Only limited personal use is allowed. Employees have no right of personal privacy in any mater stored in, created, received, or sent over the Columbia Chamber of Commerce mail system. The Chamber, in its discretion as owner of the e-mail system, reserves and may exercise the right to monitor, access, retrieve and delete any matter stored in, created, received, or sent over the e-mail system, for any reason and without the permission of any employee. Even if employees use a password to access the e-mail system, the confidentiality of any message stored in, created, received or sent from the Columbia Chamber of Commerce e-mail system still cannot be assured. Use of passwords or other security measures does not in any way diminish the Columbia Chamber of Commerce’s rights to access materials on its system, or create any privacy rights of employees in the messages and files on the system. Any password used by employees must be revealed to management as e-mail files may need to be accessed in an employee’s absence. Employees should be aware that deletion of any e-mail messages will not truly eliminate the messages from the system. All e-mail messages are stored on a central back-up system in the normal course of data management. Even though the Chamber has the right to retrieve and ready any e-mail messages, those messages should still be treated as confidential by other employees and accessed only by the intended recipient. Employees other than the President or IT professionals are not authorized to retrieve or read any e-mail messages that are not sent to them. Any exception to this policy must receive prior approval of management.

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The Chamber’s policies against sexual or other harassment apply fully to the e-mail system, and any violation of those policies is grounds for disciplinary action up to and including termination. Therefore, no e-mail messages should be created, sent or received if they contain intimidating, hostile or offensive material concerning race, color, religion, sex, age, national origin, disability or any other classification protected by law. The e-mail system may not be used to solicit for religion or political causes, commercial enterprises, outside organization or other non-job related solicitations. The e-mail system may not be used to send or receive copyrighted materials, trade secrets, proprietary financial information or similar materials without prior authorization. Users should routinely delete outdated or otherwise unnecessary e-mails and computer files. These deletions will help keep the system running smoothly and effectively, as well as minimize maintenance costs. Employees are to be courteous to other users of the system and always conduct themselves in a professional manor. E-mails can be misdirected and may be viewed by persons other than the intended recipient. Care, judgment and responsibility should be used. EQUIPMENT Chamber policy does not permit use of Chamber equipment for personal use. Any exception requires advance permission. This includes: telephones, email, facsimile machines, copy machines, computers, printers, cameras and Internet access. Equipment owned by the Chamber will kept on site unless used for Chamber business. Any property deemed to be surplus will be up to the discretion of the Chamber President on how it will be disposed. Employees are expected to use Chamber systems and equipment responsibly and respectfully. Improper or excessive personal use will subject an employee to disciplinary action, which may include termination. Improper use includes, but is not limited to, the following:

1) Creating or transmitting offensive material including, but not limited to, material that would offend someone on the basis of gender, age, race, religion, national origin, or disability.

2) Leaving browser sessions open when not actively accessing sites.

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3) Using resources to access or attempt to access restricted or private data. 4) Personal use of Chamber resources that adversely affects the ability of others to

perform Chamber business related functions. 5) Creating or transmitting defamatory material. 6) Conducting business activities unrelated to Chamber business. 7) Creating or transmitting material in such a way as to infringe the copyright of

another person or organization. 8) Transmitting unsolicited commercial or advertising material. 9) Downloading files or programs that are not expressly for Chamber business

purposes. Allowable software downloaded must be used in accordance with the licensing agreement of the particular software.

10) Knowingly download or upload viruses or other destructive software. 11) Using Chamber resources to mass distribute or broadcast intrusive, non-business

information over the Internet or any other resource. 12) Transmitting file attachments for non-business use. Large attachment files, over

one megabyte, should not be transmitted. 13) Attempting to conceal the identity of the sender of a message. 14) Any use determined to be contrary to the best interest of the Chamber.

EVENT FOLLOW-UP At the conclusion of each event, documentation on the activity should be completed to enable smoother “follow through” for the next activity. This gives the Chamber of Commerce an organized way of assessing what went right and what went wrong with the event and provides suggestions for next year’s event. This should be completed as soon after the event as possible and a follow-up meeting should be held when a committee is involved to solicit information from committee members.

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FILING An adequate and systematic set of files is to be maintained. Maintenance of adequate records is fundamental to the successful operation of the Chamber of Commerce, and the importance of this regulation cannot be over-emphasized. All filing should be in accordance with this standard procedure in order to make records readily available to each department. Individual staff members are to set up and maintain files for their respective department or committees. The files and correspondence of the Chamber are to be considered confidential. Persons not associated with Chamber are not allowed access to Chamber files or materials without the permission of the President. Items on file or on desks should be treated as confidential information and are not available for general review without specific authorization by the President or officers of the Columbia Chamber of Commerce. The files of the Chamber are vital to the proper functioning of the operations of the office. Items misplaced within the files or removed from the files without the knowledge of the personnel responsible for them can cause serious problems. In order to assure that the information contained in the files is maintained in proper order and that all information is currently filed and readily available, contact the person responsible for that file and ask him or her to obtain whatever you need. FINANCES All employees should be familiar with practices outlined in the Financial Policies & Procedures Manual INTERNET USAGE All employees are provided with access to the internet to assist in performing job duties. Use of the internet must be tempered with common sense and good judgment. Employees should not engage in internet usage unless required to complete job tasks. Personal use of the internet may be allowed during breaks or as authorized by a supervisor. MAIL First class mail should be used for all outgoing material except for “bulk rate” mailings, which are handled by the postal regulations. All bulk mail should be sorted by zip code. Postage is the same as money. It is therefore, a budget item and accountable. Personal items are the employee’s responsibility and the postage meter is to be used for official Chamber mail only.

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MEDIA POLICY To assure proper responses to media inquiries, all routine calls should be referred to the President. Non-routine calls should be filtered through the Director of Marketing & Communications. Inquiries should be handled truthfully and promptly in order to have the viewpoint of the Columbia business community properly represented. Any call to the President should be given to the President directly for a proper response. The Chamber has historically responded to all inquiries and believes it is the organization’s responsibility to assist the media with their search for information. If the President is not available, only refer the inquiry to the Director of Marketing & Communications. MEMBERSHIP LIST The Columbia Chamber of Commerce membership list may be sold for use by Chamber members. The cost of the list will be determined by the Budget and Finance Committee and approved by the Board of Directors. Payment shall be received before the material is released. Sale of the information does not constitute an endorsement of the issue or candidate by the Columbia Chamber of Commerce. At least twenty-four hours must be given for the preparation of the list. Women’s Network lists will be sold subject to the approval of the Women’s Network Steering Committee. Pricing will be determined by the Women’s Network Steering Committee. SOCIAL MEDIA The Chamber recognizes social media in relation to marketing and encourages the use of these tools to promote the organization’s brand message, to create dialogue with our members and other community stakeholders, to communicate our programs and uses and to help achieve the goals set forth in our Strategic Communications Plan. The Chamber reserves the right to monitor and control, at its discretion, its brand identity online as well as offline. The Chamber will take any corrective measure it deems necessary, up to and including termination if, at its sole discretion, it feels an employee has harmed the Chamber brand through his or her social media activities. Employees should engage in social media during business hours only to conduct Chamber business. Employees should use good judgment when networking online, just as would be done in face-to-face communications. Employees should not represent themselves or the Chamber in a false or misleading way. Employees are legally liable for anything they write or present online, and should consider this before posting anything.

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Personal social media accounts used only for personal activities should not disclose the employee’s place of employment, nor should the employee represent him or herself as a spokesperson to the organization. Since many Chamber employees are well known in the community, using maximum security and privacy controls on personal accounts is recommended. STAFF MEETINGS All employees will participate in staff meetings, which will be scheduled by the President. The purpose of the meetings is to permit staff members to recommend improvements, discuss problems, exchange ideas, make a brief presentation on current projects, and discuss weekly agendas and events. SUPPLIES Supplies will be available to employees of the Chamber. These supplies include, but are not limited to, paper, pens, desk supplies, folders, files, and calendars. To ensure the use of the communication systems and equipment is consistent with the Chamber’s business interests, the Chamber reserves the right to monitor, filter, or restrict the use of such systems and equipment at any time. Employee use of the systems and equipment is considered public communication, not private. Employees have no expectation of privacy when using these systems and equipment. The Chamber of Commerce provides communication systems and equipment as tools to more effectively complete business functions. In order for the Chamber to maintain the highest performance level of these systems and equipment, any personal use must be kept to a minimum. TELEPHONE The use of Chamber telephones for personal calls should be kept to a minimum. In answering the telephone, the Information Specialist and every other employee should bear in mind that you can make a friend for the Chamber of Commerce or lose one every time a call is made. It is necessary that every courtesy be shown to the persons at the other end of the telephone. Telephone calls should be answered promptly. If at all possible, incoming calls should be answered before the third ring. If a staff member is in a meeting or unable to answer the phone, the one answering for the employee should ask if anyone else can be of assistance and offer to put the caller in the employee’s voicemail.

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When working at the front desk, judgment must be used at all times regarding the assistance of someone in the lobby versus answering the phone. As a general rule, it is best to answer the phone first, because the person in the lobby can see the dilemma of the phone answerer. When traffic in the lobby and/or on the telephone becomes unusually busy, the Information Specialist will ask for assistance. No staff member should share personal information of other staff members. Personal recommendations should not be given. The individual making inquiries should only be given contact info and membership status. Long distance phone calls should be kept to a minimum if possible. No staff member should make personal long distance phone calls. Voice mail allows our telephone to be answered if we are on the phone or away from our desk. As part of our personal service to our visitors, volunteers, and other employees, telephones should be answered promptly and by a human voice whenever possible. If you transfer your telephone by leaving a voice message giving the caller an option to transfer to someone else, please make certain someone is available to assist the caller. Ideally, the voice mail message left for the caller gives a date and time of your return.

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ACKNOWLEDGMENT BY EMPLOYEE

My signature below certifies that I have received a copy of the Chamber’s Policy & Procedure manual, that I have read and am familiar with the policies, practices and benefits contained therein and that I may consult with the Director of Operations regarding any questions not answered in the manual.

I understand that the manual has been prepared only as a guide to assist me during my employment. Further, that neither this manual nor any Chamber communication or practice creates a contract of employment, either expressed or implied. The Chamber reserves the right to make changes in content or application of its policies as it deems appropriated and these changes may be implemented even if they have not been communicated, reprinted or substituted in the manual.

I also understand that nothing in the manual or any other communication or policy of the Chamber changes the fact that my employment relationship is voluntarily entered into, is for an indefinite period, and may be terminated by me or the Chamber at will, with or without cause, at anytime either party believes such action to be appropriate.

I also understand that this manual must be returned to the Chamber upon voluntary separation or notice of termination of employment.

Please sign below and return to the Director of Operations.

_____________________________________ ______________________________ Employee’s Signature Date

_____________________________________ Employee’s Name (typed or printed)