WPO NL I Chapter Charter

Member Comittment

Last Reviewed in March 2024

The purpose of this document is to ensure members have a shared understanding of how our WPO chapter functions. WPO is member-driven, meaning it is up to the group to work with the Chapter Chair to build a healthy and well-functioning chapter. The member committments are used to establish a “norm” for common situations; however, sometimes exceptional situations arise, and, in these cases, we will work together to make the best decisions for our chapter.

Member Committment

1)   Attendance Guidelines

a.    Chapter members are encouraged to attend events organized by the chapter, including chapter retreats.

b.    WPO head office hosts a Global Annual Conference each year which is member optional but highly recommended.

c.    Members are asked to attend the monthly meetings each month to the best of their ability, (planning forward and blocking off meeting dates for the year) it is understood that if more than 3 absences are experienced per year the chair will have a conversation to ensure the member is fully supported and committed. Also to remind the member of the commitment to attendance as a priority.

d.    The value of the round table process is driven by members being consistently present around the table and functioning as an advisory committee for each other

e.    Members are asked to plan around meeting dates, blocking off meetings dates in their calendar for the entire year, coveting WPO dates carefully  and not filling those dates with other commitments

2)   Member Business Status Criteria

a.    If a member’s revenues fall below WPO requirement of $2 million for product businesses and $1 million for service businesses, and if she/they wants to remain in the chapter, the member is asked to present a plan satisfactory to the chair and meet the revenue requirement within two years. The role of the chair and the chapter is to provide all support possible in achieving this.

b.    If a member sells, exits or dissolves her/they business, she/they has two years to start a new business with a viable business plan, and achieve $1 million revenue by the end of the third year. If she/they has no intention of starting a new business, she/they may remain a member for two years. In case by case circumstances, the group can agree to extend time to the member.

Chapter Decision Making

If 75% of the members are present at a meeting and agree on a decision then that decision is considered final:

·     A quorum is considered to be achieved at 75% of membership

·     The Chair will send out meeting agendas 7 days before the meeting. Any key decisions made in a meeting will be communicated to the membership by the chair in an email after the meeting. Memebers will have 7 days to respond to the chair and offer their vote on the decision. Non response will be considered agreement.

General Protocol

·     Everything discussed in a meeting is 100% confidential. The chair will remind members of this at the beginning and end of each meeting.

·     Meetings start and end on time, and members are asked to make every effort to arrive on time and stay to the end.

·     Members are requested to respond to Chair’s emails or communication promptly (24 hours when possible). No need to do “reply all”. We only do “reply all” in special circumstances and requested within the email. Please reply in the email thread.

·     Members are requested to put their cell phones on silent during the meeting and not have computers or laptops on.

·     All monthly chapter meeting logistics are managed by, and communicated directly with the chapter chair, via email not the chapter chat.

·     In person meetings are the goal. Hybrid meetings ( a combination of virtual and in person are also a possibility) if members are travelling or weather requires.

·     Share forms will be completed at the beginning of each meeting

·     Chapter business will be discussed and settled on a timely basis at the beginning of each meeting.

·     In each meeting the share time allocated to each member will be limited to 3-4 minutes (depending on the number of members in attendance at the meeting). The chair will monitor the time, notify each member with a one minute remaining message, and then notify when the 3-4 minutes have expired. In an unusual event, when a member is in the process of sharing and is in an extreme crisis, if this occurs, the chair will make the decision to allow them more share time without discussion.

·     Members are asked to commit to this process and make every attempt to self- regulate

·     A process monitor member will be assigned each meeting and will rotate through the membership. The role of the process monitor is to help the chair keep all members aligned with the meeting process.

·     A note taker will be assigned each meeting for each round table

·     The urgent and important ranking grid will be used each meeting to select the focus of the round table

·     The focus member of the round table will be assigned a member coach to assist in developing the deeper share and the ask

·     At least one deep dive will be held in every meeting 

Building Community

Members are asked to commit to:

·     Be ready and willing to contribute by sharing expertise and experiences. 

·     Speak up when uncomfortable …silence is not golden.

·     Listen actively, and without interruption, to the contributions of others.

·     Respect whomever is speaking and do not engage in side conversations or interrupt.

·     Be open and receptive to advice and feedback, and disagree in a positive manner.

·     Be responsible for keeping the group and Chapter Chair up to date about their businesses and letting us know what they need assistance with.

·     Contribute a “fair share” to assist on group programs and projects.

·     Contribute new ideas, information and resources.

·     Support accountability and the achievement of individual, group and common goals.

·     Enhance the image and reputation of WPO as a leading organization for women entrepreneurs.

·     Support chapter growth by recommending and considering new members.

·     The chair will present potential members to the group before acceptance of the new member.The key criteria for discussion is competitive conflict

Building Trust & Respect

·     The group meetings are absolutely 100% confidential.

·     Members are asked to be open and candid about their business.

·     Members support each other to feel safe about sharing sensitive business information.

·     If a conflict occurs between members, the members are asked to communicate directly to resolve it; then ask for help from the chair if required

·     A member cannot be in a business that is competitive with the core business of current members in the chapter. If new investment is made that may conflict with an exisiting member’ business each member has a responsibility to report that to the chair and to the chapter members. The members involved will work independently to reach mutually agreeable resolution. If needed the chir will offer assistance. Once resolution is reached the members involved will report the details to the chair.

·     Members who conduct business together are asked to follow these WPO guidelines, including:

·     They acknowledge that conflict between members in a business relationship could be destructive to the healthy functioning of the group.

·     Providing that they are not bound by a professional code of ethics that prohibits it, they are asked to:

·     Inform the Chapter Chair in circumstances where tension in the business relationship may impact the group or other members

·     Resolve the conflict expeditiously at their own expense and independently if possible. If required the chair will be asked to assist.

·     The priority will always be the health of the chapter as a whole.

I have read these guidelines and agree as a member to abide by these committments. All members are asked to sign this document demonstrating awareness and agreement.

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Signature

Print Name:________________________                                  Date:_______________________