Executive Roundtables – Policies and Procedures

Executive Roundtable Policies & Procedures

NEW EXECUTIVE ROUNDTABLE PARTICIPANT: MEMBERSHIP, VISITATION, AND APPLICATION PROCESS

GFW Inc. Executive Roundtables are open to active GFW Inc. member companies ONLY. Individuals may not be voted into/remain in an Executive Roundtable as a participant if their company is not an active GFW Inc. member/investor company.

Individuals employed at a company that IS an active GFW Inc. member and would like to visit/join an Executive Roundtable…

  • Must contact the GFW Inc. staff representative to visit an Executive Roundtable.
  • Individuals are permitted to visit a maximum of ONCE to any roundtable with an opening for their specialty/category in the billing year (January to December) before a vote is required for official membership in that group.
  • To continue participation in any Executive Roundtable after the maximum one visit, the participant must be voted into that Executive Roundtable with a majority vote.
  • Once a participant has been voted into an Executive Roundtable, the chair will notify the GFW Inc. director of investor engagement, and the newly elected participant will be billed their first $50.00 annual fee to participate in that group.
  • Once payment has been received, the participant will be considered an official member of that Executive Roundtable, and their company information will be added to the official GFW Inc. Executive Roundtables Master Roster.
  • GFW Inc. staff will strictly enforce that participants CANNOT visit/join Executive Roundtables where the above process is not followed or completed.

Individuals employed at a company that IS NOT an active GFW Inc. member and would like to visit/join an Executive Roundtable…

  • Must at minimum have an application for GFW Inc. membership on file. Apply online at join.gfwinc.com (((change link to GrowthZone once implemented))). Payment is NOT required with this application at this time.
  • Must apply to visit an Executive Roundtable online.
  • Individuals are permitted to visit a maximum of ONCE to any roundtable with an opening for their specialty/category in the billing year (January to December) before a vote is required for official membership in that group.
  • To continue participation in any Executive Roundtable after the maximum one visit, the participant must be voted into that Executive Roundtable with a majority vote.
  • Once a participant has been voted into an Executive Roundtable, the chair will notify the GFW Inc. director of investor engagement, and the newly elected participant will be billed for their first
    $50.00 annual fee AND be billed their company’s GFW Inc. new membership dues to participate in that group.
  • Once payment has been received, the participant will be considered an official member of that Executive Roundtable, and their company information will be added to the official GFW Inc. Executive Roundtables Master Roster online.
  • GFW Inc. staff will strictly enforce that participants CANNOT visit/join Executive Roundtables where the above process is not followed or completed.

Individuals who are current participants in an Executive Roundtable may only remain a member of that group if their company is an active GFW Inc. member/ investor company.

  • If an individual’s company discontinues membership or is dropped as a member of GFW Inc., all individuals participating in an Executive Roundtable from that company will be removed immediately from their respective groups and may not continue to participate in meetings until company membership is reinstated.
  • After their first year of participation in an Executive Roundtable, participants will be billed once during the calendar year, $50.00 for each group they participate in.
  • An individual participant may be in a maximum of TWO (2) Executive Roundtables, but a company can have up to ONE (1) participant in all active Executive Roundtables. Current participants who would like to join a second group or have other company representatives join other groups must follow the procedures above.

Attendance

  • The attendance requirement may vary between each group and is up to the discretion of the Executive Roundtable Chair; however, it is expected that all participants maintain at least 70-75% meeting attendance in order to maintain their status in the group.
  • Participants are required to notify their chair in advance if they are unable to make a meeting; excused and unexcused absences will count toward attendance requirements. If a participant knows in advance that they cannot attend an Executive Roundtable meeting(s), they are permitted to send a substitute in their place, notifying the chair in advance.
  • Should a participant have repeated issues with attendance, a GFW Inc. staff member or the Executive Roundtable officer may vote the individual out of the group or ask them to step down.

Program Structure

  • Each Executive Roundtable will elect a chair/president (“officer”). An officer election will be held during the fourth quarter of each year for a one-year term, the following calendar year. Officers can hold their positions for a maximum of two consecutive terms. Executive Roundtables may add additional officer roles as needed. The Executive Roundtable chair can continue if another member is not interested in the position.
  • Each roundtable officer will be responsible for:
    • Keeping attendance.
    • Notifying GFW Inc. staff of voted-in and/or dropped members.
    • Developing its group’s own objectives, priorities, agendas, meeting times, and meeting dates to meet the needs of its members.
    • Keeping their members informed of the next meeting’s arrangements (tours, dinners, special guests, etc.). GFW Inc. staff will send a reminder notice with information provided by the officer.
  • Officers may be removed from their positions at the discretion of a GFW Inc. staff member should any requirements of the office not be fulfilled.
  • Meetings will be held on a monthly basis unless scheduled meetings fall on a holiday or weather emergencies prevent attendance.
  • One group may not exceed 15 participants, including officers, unless agreed upon by members and GFW Inc. staff. Groups should attempt to maintain membership of at least 10 participants unless mutually beneficial to members.
  • All attendees will pay for their own parking, lunch, and/or breakfast.
  • Executive Roundtable meetings held at the GFW Inc. office or using a GFW Inc. virtual platform may only be between the hours of 7:45 a.m. and 4:45 p.m. Monday-Thursday and 7:45 a.m. and 2:45 p.m. Friday.
  • Members may only represent the primary business that maintains membership in the Executive Roundtable.
  • Executive Roundtables should only use members of the groups or GFW Inc. investors for services, meeting locations, charitable contributions, etc. Non-members are allowed to attend meetings only by invitation from the roundtable group, e.g., as a resource/speaker.

Participant Guidelines and Code of Conduct

  • Executives and owners of small and mid-size companies, regardless of title, who are responsible for all aspects of the business, including final decision-making authority for the business, may join an Executive Roundtable. If a person loses his/her Executive status for any reason, participation for that individual may be discontinued by majority vote of the roundtable OR a GFW Inc. staff member.
  • Senior Executives (including C-Suite) who directly report to CEO’s, Presidents, or owners of small and mid-size companies, regardless of title, who are responsible for helping provide direction on business decisions for an Allen County company, may join an Executive Roundtable. If a person loses his/her executive status for any reason, participation for that individual may be discontinued by majority vote of the roundtable OR a GFW Inc. staff member.
  • Group members are expected to maintain complete confidentiality of information shared in the Executive Roundtable meetings.
  • The Executive Roundtable is not a platform for sales presentations; it is a forum for discussions of business problems and challenges.
  • Members are responsible for monitoring ethical or non-ethical activities and how they affect the group. The group is responsible for its members’ behavior and professionalism. Participants may be voted out of the group or removed by a GFW Inc. staff member at any time for unethical/unprofessional activities.

Executive Roundtable Policies and Procedures are subject to change at the discretion of the Executive Roundtable officers and GFW Inc. representatives.