PTGAH  EXECUTIVE BOARD

 

Minutes - Executive Board Meeting

April, 3, 2008

Members in attendance:

Denise Hodges, Dot Honeycutt, Lynn Gaines, Gary White

Members Absent:

Esther Porter, Ronn Canon, Melissa Dixon

The April, 2008 Executive Board meeting of the Professional Tour Guides Association of Houston, held in the small meeting room at the CVB in City Hall was called to order at 6:40 p.m. by President Denise Hodges.

Minutes from the March Executive meeting were read and approved by unanimous vote on a motion from Dot Honeycutt and second by Gary White.

In Ronn Canon’s absence Dot Honeycutt took minutes.

Old Business

The treasurer, Dot Honeycutt reported that she had 3 of the 4 officers general info sheet to be included as signatories on the PTGAH bank account. Gary White opted not to be included as a signatory. Dot will take the remaining information to Sterling Bank to get the changes made. She will still need to get signatures for the bank’s records.

The president opened a discussion on getting a brochure made for the organization for informational purposes. She suggested a 3- fold brochure with an insert with occasion specific information that can easily be updated.

The brochure w/insert will show the membership, educational events, meetings, etc.

Gary White has the template for the brochure and will send it to the other board members to make suggestions concerning information that should be in the brochure and any other design suggestions.

The March general meeting was held at Discovery Green. Everyone seemed to enjoy the park tour as well as the discussion following with Jorge Franz of the CVB. Melissa will send out minutes from that meeting.

Several issues were discussed with Jorge including rules governing the size of vans to be used for tours.

A lot of discussion centered around the need for “Receptive Operators” in Houston. Richard, Esther and Mike were interested and will get back with Jorge to discuss further.

Denise explained what a receptive operator is - someone who can lay out an entire tour for visitors including arrival at hotel, breakfast, tour, dinner etc. This would allow Jorge to present this in conventions/meetings he attends to encourage Houston tourism.

New Business

The April general meeting will be on April 17 at 6:30 p.m. at the San Jacinto Battleground. Richard Cook will discuss the significance of the Battle of San Jacinto.

Dot Honeycutt reported the May general meeting will be held at Dixie Friend Gay’s home and studio at 1901 West 14th St. in the Heights. She will give us a guided tour of her home, studio and gardens. For more info re Dixie Friends Gay go to her website at www.DixieFriendGay.com for more info on her work. She was recently named Texas Artist of the Year. More info to come.

A discussion was held concerning our special tour for the membership. A suggestion was made that we might go to Liendo Plantation for the civil war re-enactment held on the Saturday before Thanksgiving (Nov 22, 2008). Gary White participates in the re-enactment. Also nearby is Peckerwood Gardens that we could tour before or after the re-enactment.

The April treasurer’s report was read and approved. There was no income and only one disbursement to the State of Texas for $5.

The meeting was adjourned at 8:00 p.m.

Respectfully submitted by

Dot Honeycutt

 

 

PTGAH ANNUAL GENERAL MEETING

MINUTES OF MEETING

JANUARY 17, 2008

The meeting was called to order at 7:04 PM by the president Esther Porter at the Ed Stumpf  Conference Room at City Hall.  The following members were present at the time the meeting was convened.

Certified Members: Jerry Bye, Ronn Canon, Richard Cook, Joe DeSola, Lynn Gaines, Andrew Groocock, Mike Kees, Denise Hodges, Dot Honneycutt, Patti Martin, Gary White, and Bob Zurik.

Associate Members: Sarah Bye, Suzy Kees, John Robinson, and Michael Zargarov.

Ms. Martin arranged for refreshments through Charlie Dunn, Catering/Marketing Director of Jersey Mike’s Sandwich Shop.  Mr. Zurik provided the dessert.

OLD BUSINESS

Mr. Cook presented a slide show which summarized the activities of the organization during 2007. 

Ms. Porter congratulated and introduced the new certified members Dot Honneycutt, Ronn Canon, Patti Martin, and Joe DeSola.  She also pointed out that the existing board had eliminated a couple of general meetings during 2006 due to the difficulty of getting the members together during the summer months.

The 501 C3 designation was discussed.  This has been discussed during the Executive Committee meetings on several occasions.  Mr. White pointed out the disadvantages of trying to move this forward.  The application is 67 pages long and must be completed by someone who knows how to complete it (a lawyer).  The organization must furnish a copy of our budget for the last three years.  The costs for having someone complete the forms and submit it is $500.  The advantage is that we would be able to receive tax deduction donations.  Mr. Kees made a motion that we table any further discussion on this matter for a period of three years.  Mr. Bye seconded the motion.  The motion was voted on and was carried.

Ms. Porter reported that the National Federation Tour Guide Association had recently held their annual conference in New Orleans.  As no one from our organization had attended the results were unknown.  Also, the World Federation Tour Guide Association has their next meeting scheduled for Bali.  The PTGAH is a member of both organizations.

Mr. Zurik reported the current level of membership as 18 certified members and 9 associate members.

Ms. Porter raised the issue creating a new membership level called “Friends of the Tour Guide Association”.  This would require a change to the PTGAH Bylaws.  Mr. White made a motion to redefine the Associate level to say that they do not have to sit for certification.  The motion was seconded by Mr. DeSola voted on and carried.

Ms. Kees, Ms. Bye and Ms. Hodges reviewed the existing PTGAH Bylaws and Ms. Hodges read the following excerpt to the members:

”Associate Member. Individuals who desire to become Certified Professional Guides (CPG) but who do not meet the definition set forth in Section 4-2.a. above, and other individuals who wish to support the Association by the participation in its functions, may apply for membership as an Associate Member.”

It is apparent that this covers both situations.  Mr. White made a motion to recall the vote on the previous motion.  Ms. Honneycutt seconded the motion.  The motion was voted on by the members present and carried.

Ms. Porter led a discussion on the CEUs required for maintaining certification.  Eight per year are required.  These can be acquired by attending business meetings, attending museum events or seminars related to the tour guide industry, preparing and presenting a class, or participating in another tour guide’s tour for educational purposes.  Conducting a tour does not generate a CEU.  Each member must submit a report each year summarizing any CEUs they have received for any of the above except attending a business meeting.  These will be tracked by the organization.

Mr. Zurik presented the treasury report.  He began by discussing the 2007 budget.  The expense side of the ledger showed several items that were budgeted but not actually incurred.  These were, newsletters, postage, legal fees for the 501 C3, and publication costs for a brochure.  These monies were redistributed by the executive board to cover the costs associated with the PTGAH sponsored Wharton trip, the Spaghetti Warehouse meeting and the costs associated with the Training and Certification process.  Mr. Zurik then presented the 2008 Proposed Budget.  This shows estimated cash receipts of $1,470 and expenses of $1,287.  Mr. Bye made a motion that the budgets be accepted as written which was seconded by Ms. Martin.  The members present voted on the motion and it was carried.

Awards of Recognition were presented to Mr. Bye, Mr. Zurik, Ms. Gaines and Ms. Porter for services to the organization.

NEW BUSINESS

Mr. Zurik presented the vote count associated with the election of new members to the executive board.  Of the eighteen ballots sent out sixteen were returned.  There were no write in candidates so the persons nominated were elected unanimously.  They were Ms. Hodges as President, Mr. Canon for Recording Secretary, and Ms. Honeycutt for Treasurer. 

At this point Ms. Porter relinquished the meeting to Ms. Hodges.  Ms. Hodges outlined her past experiences which qualify her for the position and summarized her visions for the future of PTGAH.  She concluded by reading the “Code of Ethics” for the organization.

Ms. Hodges then called for volunteers to assume the responsibility for arranging a monthly general meeting during the upcoming year.  The following people committed to arranging meetings:

Mr. Cook volunteered for a Texas History Meeting in April.

Mr. DeSola will take responsibility for the August meeting.

Ms. Porter will do a meeting on a Friday for the Live Oak Friends Meeting House. 

Mr. Zurik will arrange a meeting in October for the Museums at HBU.

Mr. and Mrs. Bye will host the annual Christmas party in December.

Mr. Zagarov will investigate arranging a Masonic Tour.

A motion was made by Mr. Kees to adjourn the meeting and was seconded by Mr. Robinson.  The motion passed unanimously and the meeting was adjourned at 9:00 PM.

Respectively submitted,

Jerry C. Bye, Recording Secretary