Membership Policies & Code of Ethics

Eligibility and professional seats

Membership is open to qualified business professionals and approved nonprofit representatives who support the mission and standards of Westfield Rocks Referrals Group.

• The group generally reserves one seat for each professional, business, or service category.
• The group determines category definitions and whether two businesses create a meaningful category conflict.
• Applicants must accurately describe their profession, services, organization, and requested category.
• Membership and category assignments may not be transferred automatically to another individual.
• A change in employer, profession, services, or designated representative must be reported for review.

Application and approval

Prospective members must submit a complete application and any required acknowledgments, signature, payment, verification, and screening authorization.

• Submitting an application does not guarantee membership.
• Applications are reviewed based on category availability, application information, professional fit, screening results, and membership requirements.
• The group may request an interview, references, supporting documentation, or additional information.
• Applications containing materially false, incomplete, or misleading information may be denied.
• Membership begins only after approval and payment of any applicable annual dues.

Background screening

Every designated member representative—including business members, officers, and nonprofit Community Partners—is subject to the organization’s membership-screening requirements.

• New applicants must complete the required screening before final membership approval.
• Existing members without documented screening will be included in the screening process through membership renewal.
• A nonprofit or business that changes its designated representative must submit the new representative for application and screening.
• Additional screening or safety requirements may apply before participating in activities involving minors or vulnerable individuals.
• Screening information will be handled confidentially and accessed only by individuals responsible for membership review.
• The group may establish reasonable rescreening intervals and may require updated screening when circumstances warrant.

Application fees and annual dues

Application fee

The standard application fee is $40. It pays for the required background-screening process and is nonrefundable once screening or application processing has begun.

Annual membership dues

Standard annual membership dues are $300 and are collected after final approval. Annual dues support group operations and the organization’s community-giving mission.

• Dues are payable according to the organization’s invoice.
• Membership may become inactive when required dues remain unpaid.
• Approval of an application does not activate membership until applicable dues have been received.
• Fees and dues may be changed through the group’s established approval process.

Nonprofit Community Partners

Eligible nonprofit organizations may receive complimentary annual membership when an appropriate professional or service category is available.

• Community Partner membership is subject to application, verification, screening, approval, and annual review.
• One approved representative occupies the organization’s assigned category.
• Community Partners participate as full members and follow the same attendance, conduct, referral, and participation standards.
• Complimentary membership applies to annual membership dues and is not an automatic or permanent entitlement.
• The group may limit the number or categories of complimentary Community Partner memberships.
• A new representative must complete a new application and screening before representing the organization.

Participation and attendance

Strong referral relationships depend on regular participation, trust, and an effort to understand one another’s work.

• Members are expected to attend the monthly meeting on the third Thursday whenever reasonably possible.
• Members should communicate anticipated absences when practical.
• Members are encouraged to make specific asks, share meaningful referrals, and recognize those who have helped them.
• Members should participate in presentations, group projects, and community activities when reasonably able.
• Repeated absence or nonparticipation may result in a membership review so the professional category remains actively represented.

Code of Ethics

Every member agrees to:

• Act honestly, professionally, and respectfully.
• Accurately represent qualifications, services, pricing, and business capabilities.
• Honor commitments and communicate promptly when circumstances change.
• Treat members, guests, clients, nonprofit partners, and community members with dignity.
• Avoid discrimination, harassment, intimidation, and retaliation.
• Comply with applicable professional standards, licenses, laws, and regulations.
• Disclose material conflicts of interest when making referrals or recommendations.
• Protect confidential information received through group relationships.
• Avoid conduct that could reasonably damage the reputation, safety, or trust of the group.

Referrals and professional responsibility

Referrals are based on trust, but no member is required to make a referral when the member does not believe it is appropriate.

• Members should make introductions only when they have a reasonable basis for doing so.
• Members may decline a referral, project, or introduction that is not appropriate for their business.
• Westfield Rocks does not guarantee the work, products, pricing, licensing, insurance, conduct, or results of an individual member.
• Clients and members remain responsible for evaluating providers, agreements, pricing, qualifications, and insurance.
• Referral totals and business results should be reported accurately and without exaggeration.

Privacy and confidentiality

• Member and applicant information should be used only for legitimate group and professional purposes.
• Members may not add individuals to marketing lists or distribute contact information without appropriate permission.
• Confidential business, client, applicant, screening, and nonprofit information must not be shared improperly.
• Screening reports and sensitive application information must be restricted to authorized reviewers.
• Members should obtain permission before publishing photographs, donation details, client stories, or information involving minors.

Renewal, review, and removal

Membership is reviewed periodically and may be renewed based on continued eligibility, participation, conduct, category status, screening requirements, and payment of applicable dues.

Membership may be reviewed, suspended, or ended for reasons including material policy violations, dishonesty, misconduct, repeated nonparticipation, unpaid dues, category conflict, loss of required professional standing, or conduct that undermines group trust or safety.

When appropriate, the member should be informed of the concern and given a reasonable opportunity to respond before a final decision is made.

Policy interpretation and changes

The group may interpret, update, or revise these policies as its membership, operations, legal obligations, and community programs evolve.

Material changes should be communicated to members. Continued membership after an effective policy change may require a new acknowledgment.

Questions about these policies should be directed to Westfield Rocks Referrals Group leadership.