Site Search

CVHBBA Policy

Part 1 - General

• This manual contains the framework policies of the Comox Valley Home Based Business Association, hereafter referred to as the HBBA.
• A home based business is any lawful business or commercial activity that is conducted, or proposed to be conducted, from residential property and is clearly incidental and secondary to the main use of the dwelling unit for residential purposes.
• Policies are guiding principles designed to ensure consistent decision-making. They say what should be done and why. Procedures are developed from policies and are the operational rules that specify how things are done, when, and by whom. Policies benefit us in the following ways. They:
  • Ensure consistency in decision-making,
  • Suggest appropriate action and give direction,
  • Set boundaries and ensure uniformity of organizational behaviour,
  • Clarify responsibilities and define lines of communication and accountability,
  • Provide a structure for sound management, and
  • Promote our values and beliefs.

Part 2 - Revisions

Suggestions for amendments to the policies and/or bylaws are forwarded to the Board. After Board review, notice will be given to the Membership at least three (3) months in advance of the Annual General Meeting (AGM) that there will be recommended policy and/or bylaw amendments presented for a vote. A vote in favour totalling two-thirds (2/3) of the Membership attending the AGM carries a motion for amendment.

Part 3 - Intent

The purpose of the HBBA is to:

• Provide a networking opportunity for Members
• Encourage and assist its Members in their professional and personal growth
• Act as an advocate to promote the growth and acceptance of home based business within the Comox Valley
• Participate as an interested party in future decisions that impact economic development within the Comox Valley.

Part 4 - Membership

• Members are encouraged to participate in monthly meetings to promote their businesses, to learn from each other and share business experiences, and to conduct their business to reflect favourably on home based businesses.
• Membership is open to any individual or business that operates, or is interested in operating, a home based business.
• Membership renewals are required from Members on or before their anniversary date of joining.
• Spouses or life partners who operate a separate home based business will require their own Membership.

Part 5 - Membership Meetings

• The AGM will be held in June of each year. Each paid-up home based business shall be entitled to one (1) vote at the AGM. Proxy voting is not allowed.
• The monthly general meeting will be held at a time and location as determined by the Board.
• Only paid-up HBBA Members and Guest Speakers have the right to bring materials for distribution or to place information on the appropriate display table. Material must relate to business, professional development activities, and/or upcoming business-related events. The Marketing Director must approve materials that are supportive of any causes or issues outside the realm of business before they are brought to a meeting.
• The Board arranges guest speakers. Members are encouraged to submit names of speakers and topics to the Board.
• On occasion, the Board may arrange special guest speakers. Monthly meeting time may be lengthened, the activity may be advertised and open to the public, and other adjustments made as required. Members will be given sufficient notice regarding any changes to upcoming meeting formats. An admittance fee may be charged at an advertised special meeting, and the Board will determine the fee.
• Paid-up Members may make an “In the Spotlight” presentation once every two years, after completing three full months of Membership.
• The December meeting will be a Christmas party, and a barbecue will replace the summer meetings.

Part 6 - Prospective Members

• Members are encouraged to bring visitors to monthly meetings.
• Prospective Members may attend up to three (3) introductory meetings before joining the HBBA.

Part 7 - Financial - General

• Its Members maintain the HBBA as a self-supporting organization.
• The fiscal year-end is May 31.
• The Treasurer will present a full financial report to the Membership at the AGM. A brief report will be presented to the Membership at each general meeting.
• A proposed budget will be presented annually at the AGM, to be adopted by the Membership.
• In keeping with the intent and purpose of the HBBA, funds may be issued for the following purposes, as determined by the Board:
  • Professional development activities, such as workshops for either the Board and/or the Membership,
  • Guest speakers,
  • Special projects, such as newsletters, Membership Directories, public relations expenses, website development and maintenance, and tradeshows,
  • General administration, running of monthly meetings, and the provision of materials for Members, plus such items as guest speakers' fees/gifts, stationery, Membership cards, and photocopying
  • Special functions such as Christmas or summer parties, Annual Award ceremonies, and the AGM, and
• The Board is limited to an amount of five-hundred dollars ($500.00) that they can spend on any individual item not included in the budget.

Part 8 - Financial - Memberships

• The annual Membership fee is payable at the date of joining and will cover the twelve (12) month period from the date of joining. This fee may be changed from time to time, as recommended by the Board and voted on by the Membership at an AGM.
• Any Member who does not renew on the first day of the anniversary month of joining will be treated as a non-member at any subsequent meetings and will not be eligible for any Member benefits. At the discretion of the Board, Membership renewals may be allowed a grace period of up to one (1) month.
• Members will be notified in advance of any charge for special meetings. As a benefit of Membership, the non-member fee will be higher.

Part 9 - Board Responsibilities and Legal Liability

• Board Members are expected to serve in good faith, act honourably, behave honestly, attend meetings, contribute to decisions that are in the best interest of the HBBA, respect confidentiality, and avoid conflicts of interest.
• Board Members are responsible for their actions, which should be in keeping with those performed by any prudent person in similar circumstances.
• Board Members are stewards of the good name of the HBBA and are required to be wise, prudent, and vigilant on its behalf.
• Board Members are not normally liable for debts or liabilities of the Society, though any Director who has knowingly directed, authorized, assented to, acquiesced in, or participated in an illegal act may be personally liable for that offence.
• The Board will allow no officer, individual, or committee of the Board to hinder the work of the Board.
• The Board is further responsible for the following:
  • Presenting an annual report to the Membership at the AGM
  • Soliciting and collecting from the Membership responses, suggestions, information, and feedback as required to determine Policies, develop activities, and perform other HBBA-related functions
  • Making recommendations to the Membership to amend HBBA Policies
  • Arranging the monthly general meetings.

Part 10 - Board of Directors - Election and Term

• The Board consists of eleven (11) Members, including the Past President, all of whom may vote at Board meetings. The President only votes in the event of a tie. Ten (10) Board Members are elected for a term of one (1) year by the Membership at the AGM. Any paid-up Member may be nominated for a position on the Board.
• If a Board Member resigns before the end of the term, the Board will appoint a replacement from the Membership.
• The President must be nominated from the current Board.
• A Member wishing to stand for election to the Board must have been a paid-up Member for at least three months and have shown good attendance at general meetings.
• Elections will be conducted at the AGM by secret ballot and will be scrutinized by two volunteers from the Membership.

Part 11 - Board of Directors - Positions and Duties

• The HBBA Board consists of the President, Vice-President, Secretary, Treasurer, Marketing Director, Membership Director, Newsletter Director, Program Director, Public Relations Director, Website Director, and the Past President.
• There are three (3) Signing Officers required. Two (2) Signing Officers must endorse each cheque. A Signing Officer may be the President, Vice-President, Past President or any other Board Member except the Treasurer. Signing Officers are selected at the first meeting of a newly elected Board.
• The duties of elected Board Members are as follows:

  President

  • Is empowered to Chair both Board and general meetings, with all the commonly accepted powers of the position in accordance with Robert's Rules of Order
  • Represents the Board and HBBA to outside parties
  • Periodically writes articles for the monthly HBBA Newsletter, and
  • Performs other duties as required on a volunteer basis.

  Past President

  • Advises and assists the President
  • Co-chairs the general meetings if the President or the Vice President is absent and the executive meetings if both the President and the Vice President are absent
  • Periodically writes articles for the monthly HBBA Newsletter, and
  • Other duties as required on a volunteer basis.

  Vice-President

  • Develops and distributes agendas for Board and general meetings
  • Acts as Chairperson in the President's absence
  • Co-Chairs monthly general meetings
  • Handles all matters concerning the HBBA Constitution and Bylaws
  • Organizes and promotes social events to HBBA Members
  • Develops budgets for all social events
  • Organizes social committee and assigns responsibilities
  • Periodically writes articles for the monthly HBBA Newsletter, and
  • Performs other duties as required on a volunteer basis.

  Secretary

  • Attends all Board and general meetings, and takes minutes at the meetings
  • Presents all correspondence of the HBBA to the Board
  • Maintains the meeting minutes and regular correspondence of the HBBA
  • Acts as Chairperson in the President and the Vice-President's absence, and
  • Performs other duties as required on a volunteer basis.

  Treasurer

  • Deposits HBBA funds and writes cheques
  • Maintains the financial accounts of the HBBA in good order
  • Prepares and presents financial reports to the Board and Membership as required at monthly meetings
  • Prepares and presents the year-end budget and a proposed budget at the AGM
  • Assists the Membership Director at general meetings, and
  • Performs other duties as required on a volunteer basis.

  Marketing Director

  • Organizes and oversees the following events:
    • Canada Day parade
    • Trade Show during Small Business Week each October
    • 19th Wing Career Day in February
    • Spring Home and Garden Show
  • Manages lending and storage of the HBBA's three self-supporting display stands, the table display stand and the gazebo, as well boxes of old HBBA files and any other assets purchased by the HBBA
  • Develops marketing materials to promote the HBBA, and
  • Performs other duties as required on a volunteer basis.

  Membership Director

  • Maintains listings of all HBBA Members
  • Produces and maintains the HBBA Membership Directory
  • Collects Membership dues from Members, and produces receipts
  • Provides completed Membership cards for new or renewing Members
  • Greets Members and Guests at the general meetings and documents their names
  • Reports changes in Membership to the Board, and
  • Performs other duties as required on a volunteer basis.

  Newsletter Director

  • Designs the newsletter format
  • Collects and edits articles for the newsletter from the Board and the Membership
  • Sets deadlines for the newsletter
  • Produces an e-mail newsletter once per month
  • Prints copies of the newsletter to distribute at general meetings for Members who do not have access to e-mail
  • Submits the newsletter to the webmaster for publishing on the website, and
  • Performs other duties as required on a volunteer basis.

  Program Director

  • In consultation with the Board, arranges for the Guest Speaker and for the “In the Spotlight” Speaker for the general meetings
  • Provides Guest and “In the Spotlight” speakers with the information they need
  • Introduces Guest and “In the Spotlight” speakers
  • Maintains records on which Members have done an “In the Spotlight” presentation
  • Oversees the distribution of all information regarding upcoming “In the Spotlight” and Guest speakers to the Public Relations Director, Website Director, and the Newsletter Director, and
  • Performs other duties as required on a volunteer basis.

  Public Relations Director

  • Meets with the local editors and news directors to:
    • Prepare relevant material about the HBBA, our community service activities, lists of current officers and Board Members, and background information on home-based business associations in general
    • Find out when media will need HBBA information for dissemination
    • Invite dignitaries, including media, to meetings, particularly Awards Night in May and special meetings, and
    • Follow-up on the reason materials may not have been used.
  • Introduces him/herself to persons in charge of Public Affairs or Public Service programming at local television and radio stations in order to maximize the following opportunities:
    • Radio stations often devote a certain percentage of their programming day to material that is of public interest, particularly the October Trade Show
    • Vancouver Island television stations often promote local events such as special speakers and trade shows.
  • Represents the HBBA to the public, including:
    • Acting as a liaison for the HBBA with the Federal, Provincial, and Municipal governments
    • Acting as a liaison for the HBBA with other organizations within the community
    • Initiating and developing relationships with external agencies and organizations, and
    • Serving as the HBBA representative at any home-based coalitions to
      • Exchange newsletters
      • Coordinate website information that may be of common interest
      • Assist in marketing, and
      • Announce work opportunities within the coalition.
  • Performs other duties as required on a volunteer basis.

  Website Director

  • With Board consultation and approval, develops and maintains the HBBA website to promote the HBBA
  • Assists the Membership Director at general meetings, and
  • Performs other duties as required on a volunteer basis.

Part 12 - Board Meetings

• The HBBA will hold a minimum of one (1) meeting per month, except in August.
• Quorum is two-thirds (2/3) of the Board. A quorum is required to vote on Board actions.
• The current Board and the new Board will hold an orientation meeting prior to September each year.
• An HBBA Member may, with two weeks' prior notice, request time to bring forward an item at an upcoming Board meeting.
• All Board meetings are open to the general Membership.
• Board Members are guided by the following principles:
  • We put the good of the Association ahead of personal interests.
  • We maintain a safe and trusting environment.
  • We listen carefully to understand.
  • We speak openly and clearly to be understood.
  • We express our feelings honestly.
  • We endeavour to exclude preconceived ideas.
  • We welcome other people's points of view.
  • We address behaviour, not personalities, and consequences rather than motives.
  • We seek consensus, and strive for win-win solutions to problems.
  • We try to maintain a balance between process and task.
  • We support decisions duly arrived at, and speak with one voice.

Part 13 - Directory Policy

• Each paid-up Member is entitled to one (1) page in the Members' Directory. Descriptive wording is limited to 100 words.
• A Members' Directory will be published and distributed to all HBBA Members. New Member pages will be produced and distributed twice per year.
• Members are entitled to receive one (1) Membership Directory at no cost. Additional Directories are available to Members at a cost of $5.00 per Directory.
• This Directory is intended for the sole and private use of the Membership and is not for use by any non-member business or individual.
• Members will be permitted to amend their information page once a year without cost. A fee of $5.00 will be charged for each additional amendment.

Definition of Member Classifications

Regular Member

• Membership is open to any person who operates or is interested in operating a home-based business.
• The annual Membership fee is required.
• A paid-up Regular Member will be eligible to
  • Participate as a Director of the HBBA
  • Participate in the Mentoring Program
  • Participate in all social functions
  • Attend all meetings
  • Be an active participant in meetings, committees and Board of Directors discussions
  • Vote at the general meetings and the AGM
  • Display advertising materials at the HBBA general meeting in an area designated for regular Members
  • Have a listing in the Membership Directory
  • Register a booth in the HBBA Trade Show
  • Act as an “In the Spotlight” Speaker, and
  • Act as a Guest Speaker.

Lifetime Member

• This category is available for current Members wanting to pay a one-time fee to become a permanent Member of the HBBA.
• The annual Membership fee will be waived after the payment of a one-time fee equal to five times (5 X) the Regular Member annual fee.
• A Lifetime Member will be eligible to:
  • Participate as a Director of the HBBA
  • Participate in the Mentoring Program
  • Participate in all social functions
  • Attend all meetings
  • Be an active participant in meetings, committees and Board of Directors discussions
  • Vote at the general meetings and the AGM
  • Display advertising materials at the HBBA general meeting in an area designated for regular Members
  • Have a listing in the Membership Directory
  • Register a booth in the HBBA Trade Show
  • Act as an “In the Spotlight” Speaker, and
  • Act as a Guest Speaker.
• This classification is for active Lifetime Members only. Lifetime Members no longer having a home-based business will be automatically transferred to an Associate Member status with no additional Membership fees.

Associate Member

• This category is available for:
  • Past Members of any home-based business association
  • Members whose businesses are no longer home-based or who no longer have home-based businesses.
• The annual Membership fee will be 50% of the fee for Regular Membership.
• An Associate Member will be eligible to
  • Participate in the Mentoring Program as a mentor
  • Participate in all social functions
  • Attend all meetings and events
  • Be an active participant in meetings, committees and Board of Directors discussions
  • Be listed on an Associate Members page in the Membership Directory, and
  • Be a Guest Speaker.
• An Associate Member will not be eligible to:
  • Participate as a Director of the HBBA, unless completing a term in progress
  • Vote at the General Meetings or the AGM
  • Display advertising material at the HBBA general meeting
  • Register a booth in the HBBA Trade Show until after the registration deadline for regular Members, or
  • Act as an “In the Spotlight” Speaker.

Honorary Member

• This category is available for persons who have made exemplary contributions to the development and/or successful continuation of the Comox Valley Home-Based Business Association.
• Honorary Members are chosen through nomination by Members and a vote by the Membership at the AGM.
• Membership fees will be waived.