Bylaws
Professional
Tour Guide
Association
of
June 2000
Table of Contents
Article 1............................................. Page 1
Organization
Article
2.............................................. Page
1
Objectives
Article
3.............................................. Page
2
Code of Ethics
Article
4.............................................. Page
2
Membership
Article
5.............................................. Page
3
Professional Education
Article
6.............................................. Page
3
Meetings
Article
7.............................................. Page
3
Nomination & Election of Officers
Article
8.............................................. Page
4
Officers
Article
9.............................................. Page
4
Finances
Article
10............................................ Page
5
Committees
Article
11............................................ Page
5
Bylaws
Article
12............................................ Page
6
Amendments
Article
13............................................ Page
6
Parliamentary Authority
Section 1-1.
Name. The name of this
Association is the Professional Tour Guide Association of Houston, established
in 2000 as a professional and educational association for individuals and
organizations involved in the guided tour segment of the tourism industry.
Section 1-2.
Purpose. The purposes of the
organization are as follows:
a.
To increase the level of professionalism through continuing education of
its members.
b.
To establish a professional standard by which all individuals and
organizations involved in the tourism industry can be measured.
c.
To promote dedication, information accuracy, professionalism and
commitment as the hallmarks of an Association member.
d.
To raise public and private awareness of the tour guide profession.
e.
To address issues regarding the tourism industry with appropriate groups.
Section 1-3.
Location. The mailing address
of the Association is
The objectives of the
Association are as follows:
a.
To provide a forum to enable its members to give visitors an educational
and entertaining experience that embodies the spirit of
b.
To promote the highest degree of professionalism for tour guides, and to
provide professional and ethical standards against which all tour guides are
measured.
c.
To provide an opportunity for the exchange of experiences and opinions
regarding the tour guide profession and issues pertinent to it, and to provide
a forum for the development of common business interests and for camaraderie
among its members.
d.
To establish curricula and conduct a mandatory course of study for the
training and certification of tour guides, and to provide continuing education
for its members.
e.
To cooperate with other related professions and organizations in a
common endeavor to promote and enhance the public’s perception of the tourism
industry.
The Code of Ethics of the
Association will be affirmed by the membership at each annual meeting. Each
individual holding membership in the Association as a Corporate Member, Tour
Guide Member, and Associate Member is bound to uphold the Code of Ethics.
Code of Ethics
All members of this
Association pledge to maintain the maximum degree of professionalism by
adhering to the Association’s Code of Ethics.
1.
Strive for excellence in all aspects of the profession and personally
guarantee the integrity and accuracy of the material presented.
2.
Extend professional respect and a spirit of cooperation to fellow guides.
3.
Maintain loyalty to the companies that contract for our services and
protect the confidentiality of proprietary information.
4.
Uphold the Association’s philosophy of aspiring to excellence through a
program of certification and continuing education.
Section 4-1.
Categories of Member-ship.
The four categories of membership in the Association are as follows:
a.
Tour Guide Member
b.
Corporate Member
c.
Associate Member
d.
Honorary Member
Section 4-2.
Criteria for Membership.
a.
Tour Guide Member. A Tour Guide Member is an individual who is a
Certified Professional Guide (CPG) and who is employed to professionally,
accurately and enthusiastically convey to individuals or groups, a thorough
knowledge of the history
of, as well as a love and respect for, the cultures and traditions of
Tour Guide Members in good standing are entitled to one vote
and may hold any elected office.
GRANDFATHER CLAUSE:
Non-certified Tour Guide Members of the Association as of
b.
Corporate Member.
Businesses or organizations that support the objectives of the
Association and who wish to actively participate in the functions of the
Association may be invited to join, or request membership in, the Association
as a Corporate Member. The Executive Committee will consider the application.
The ratio of Corporate Members to all other members shall be maintained at not
more than one Corporate Member for every three Tour Guide members in all other
membership categories.
Corporate Members are not entitled to
vote or hold any elected office. They may, however, take part in discussions
during meetings of the Association.
c. 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.
Associate
Members are not entitled to vote or hold any elected office. They may, however,
take part in discussions during meetings of the Association.
d.
Honorary Member. An individual whose contributions to the tourism
industry are exemplary and worthy of special recognition may be given an
Honorary Membership.
Honorary
Members are not entitled to vote or hold any elected office. They may, however,
take part in discussions during meetings of the Association.
Section 4-3. Dues. Dues must be received by January 1st
to maintain membership privileges. Members whose dues have not been received
within 30 days of that date will be dropped from the membership rolls, and will
lose all membership privileges, including Certified Professional Guide (CPG)
status. A billing notice will be published in the meeting notices of the
Association.
Section 4-4. Amount of Dues. Any change in the amount of annual dues shall
be approved by a 2/3 majority of voting members present at the annual meeting.
Section 5-1. Initial
Certification Program. The
Association conducts a comprehensive program for certification of tour guides,
developed to facilitate excellence in the profession. The skills standards
training includes, but is not limited to:
a.
Local, regional, and state core knowledge.
b.
Tour guide techniques, conduct, and ethics.
c.
Testing of individual proficiency.
Guides
who successfully complete the required certification course will be awarded the
Association’s pin, signifying their status as a Certified Professional Guide.
Section 5-2. Annual
Recertification Program.
The Association conducts an educational program to provide
recertification each calendar year.
Section 6-1.
Monthly Meetings. The monthly
meeting of the membership shall be held on the 3rd Thursday of each
month at a time to be set by the Executive Committee. However, the monthly
meeting may be held on another date for good reason, if approved by the
Executive Committee.
Section 6-2.
Annual Meeting. The annual
meeting of the Association shall be held on the 3rd Thursday of
January of each year. The quorum requirement and voting eligibility will be
determined by the membership rolls as of December 31st of the
previous calendar year. At each annual meeting, the voting members present
shall, at a minimum:
a.
Consider the report of the activities of the Executive Committee.
b.
Consider the reports of each Standing and Designated Committee.
c.
Adopt the financial report.
d.
Adopt an annual budget.
e.
Elect the officers of the Association.
f.
Read the Code of Ethics.
Section 6-3.
Notice of Meetings. Written
notice of each meeting of the membership shall be given prior to each monthly
meeting.
Section 6-4.
Quorum. The presence at any
meeting of 20 percent of the voting membership of the Association shall
constitute a quorum for any action except as otherwise provided in these
Bylaws. If a quorum is not present at any meeting, the voting members present
shall have the power to adjourn the meeting.
Section 6-5.
Voting. Any actions requiring
a vote shall be adopted by a simple majority of voting members present unless
the Bylaws stipulate a greater proportion of votes. Members must be present to
vote, and be current in payment of annual dues.
Section 6-6.
Agenda. A printed agenda
shall be available prior to all meetings of the membership.
Section 6-7.
Guests. Guests may attend a
maximum of two (2) meetings during the calendar year. After attending two
meetings, guests may request membership in an appropriate category. Additionally,
the Executive Committee may designate any meeting as “Members Only” for good
reason. Members will be notified of such meetings through the meeting notices.
Section 7-1.
Nomination. Nomination of
officers of the Association shall be made by the Nominating Committee.
Nominations for annual election of officers shall be submitted by the
Nominating Committee to the Executive Committee for publication at least 30
days prior to the annual meeting in January. Further nominations, with prior
written consent of the nominee, may be made by (a) at least three voting
members of the Association by forwarding to the Nominating Committee the
name(s) of the proposed candidate(s) at least 14 days prior to the annual
meeting, or (b) from the floor with prior consent of the nominee and with two endorsements, written or verbal, from voting members of the Association.
Section 7-2.
Elections. Election of
officers of the Association shall be by secret ballot at the annual meeting.
Votes will be counted by the Election Committee and reported to the membership.
Candidates receiving a simple majority of votes cast shall be elected. Unopposed
candidates may be approved by acclamation if so desired by the membership and a
motion is made and approved to that effect.
All election materials will be retained by the Recording
Secretary for 30 days following the election.
Section 7-3.
Assumption of Office.
Officers elected at the annual meeting shall assume their offices
immediately following the conclusion of that meeting, or any other meeting
requiring a special election to fill an office.
Section 7-4.
Vacancies. Vacancies in any
elected office shall be filled for the unexpired term by the general
membership. Notice of such election will be given in the Association’s
newsletter.
Section 8-1.
Designation and Duties. The
officers of the Association and their duties are as follows:
a.
President
(1)
Provides overall leadership and focus to the Association.
(2)
Presides over monthly meetings and the annual meeting.
(3)
Appoints chairpersons to Standing Committees, and chairpersons to
Designated Committees, with the concurrence of the Executive Committee, unless otherwise
specified in these bylaws.
(4)
Represents the Association in an official capacity or delegates such
authority.
(5)
Charts future goals and objectives of the Association with the Executive
Committee.
(6)
As a de facto member of all committees, provides advice and consent on
all committee affairs.
(7)
Chairperson and member of the Executive Committee.
b.
Vice President
(1)
Presides over monthly meetings in the absence of the President.
(2)
Responsible for planning monthly programs and special events.
(3)
Represents the Association at special projects/functions as directed by
the President.
(4)
Serves as a member of the Professional Education Committee.
(5)
Vice Chairperson and member of the Executive Committee.
c.
Recording Secretary
(1)
Records minutes of monthly and annual meetings. Executive Committee
meetings and other meetings as necessary.
(2)
Publishes minutes of monthly and annual meetings for distribution to the
membership.
(3)
Presides over monthly meetings in the absence of the President and Vice
President.
(4)
Maintains the official records of the Association.
(5)
Member of the Executive Com-mittee.
d.
Treasurer
(1)
Collects annual dues and furnishes official receipts for all
collections.
(2)
Disburses funds as necessary.
(3)
Maintains checking account and furnishes monthly written financial
report.
(4)
Prepares the annual budget for consideration at the Annual Meeting.
(5)
Provides invoices to Corporate Members for annual membership dues.
(6)
Member of the Executive Com-mittee.
e.
Membership Secretary
(1)
Maintains the membership rolls of the Association by category.
(2)
Publishes membership rosters, by category, as needed.
(3)
Verifies new member applications.
(4)
Member of the Executive Com-mittee.
f. Director-at-Large
1.
Represents the general
membership at all Executive Committee meetings and Association functions.
2.
Serves as Liaison for all
Corporate Members.
3.
Acts as Webmaster for
the Association website or Liaison to the appointed Webmaster at all
Executive Committee meetings and Association functions.
4.
Member of the Executive
Committee.
g. Immediate Past President
1.
Serves as Counselor and
Advisor to the Executive Committee.
2.
Is a non-voting member of the
Executive Committee.
Section 8.2.
Combination.
The offices of Recording
Secretary, Membership Secretary and Treasurer may be combined at the discretion
of the Executive Committee subject to Article 12 of these bylaws.
Section 8.3 - Term of
Office Each
elected officer shall serve for a term of two (2) years and is not eligible for
re-election to that office for two years. Elections held for terms that are to begin in even years shall be for the offices of President,
Recording Secretary and Treasurer. Elections held for terms that
are to begin in odd years shall be for the
offices of Vice President, Membership Secretary and Director-at-Large.
Section 8-4.
Removal. Any elected officer
of the Association may be removed for good reason by a two-thirds vote of the
voting membership present at a monthly meeting of the Association.
Section 8-5.
Compensation. No officer
shall receive compensation for service rendered to the Association. However, an
officer may be reimbursed for expenses.
Section 9-1.
Fiscal Year. The fiscal year
of the Association shall commence on January 1st and end on December
31st of each calendar year.
Section 9-2.
Annual Audit. The books and
financial statements of the Association shall be audited each year within 45
days following the expiration of the previous fiscal year. The audit will be
performed by a Designated Committee of three (3) individuals appointed by the
incoming Executive Committee for that purpose.
Section 9-3.
Methods of Payment. All
instruments of payment (checks, money orders, drafts, etc.) will be signed by
the Treasurer or President.
Section 9-4.
Contracts. Contracts and
other documents requiring the signature of the association shall be signed by
the President and Treasurer of the Association.
Section 9-5.
Reimbursements. Members may
be reimbursed for expenses preapproved by the Executive Committee. Receipts must
be attached to the Association’s Expense Form.
Section 10-1.
Standing Committees. These
committees are those with ongoing responsibilities that benefit the Association
and its membership chairpersons, with the exception of the Executive Committee,
are appointed by the President and approved by the Executive Committee, and
will serve for a term of one year, and may be reappointed for an additional
one-year term. Committee chairpersons and committee members serve at the
pleasure of the Executive Committee. A committee chairperson who wishes to
resign an appointment prior to the expiration of the appointed term must submit
a letter of resignation to the Executive Committee.
a.
Executive Committee. Composed of the President, Vice President,
Recording Secretary, Treasurer, and Membership Secretary, plus the Immediate
Past President of the Association, a total of six (6) members. The immediate
Past President shall be a non-voting member of the Executive Committee. The
Executive Committee shall meet at the call of the President and shall meet no
less than bi-monthly. The duties of the Executive Committee are as follows:
(1)
To represent the membership in deliberations and decisions affecting the
Association and its membership.
(2)
To ensure that all members are professionally trained, certified, and supported
in all areas of the tourism industry where we work.
(3)
To speak for the membership on subjects determined by the Committee to
be appropriate, after consultation with the membership, when necessary.
(4)
To appoint individual members, as necessary, to usual and customary
positions of service to the Association.
(5)
Responsible for monthly publication of the Association’s newsletter.
b.
Nominating Committee.
Composed of a chairperson and one (1) member appointed by the Executive
Committee, and three (3) members elected by the membership at the October
meeting of the Association. The duties of the Nominating Committee are
specified in Article 7, Section 7-1.
c. Professional
Education Committee. Composed of a
chairperson and four (4) other members. The duties of the Committee are as
follows:
(1)
To plan and conduct a Tour Guide Training and Certification Course. The course
format, length and content will be reviewed annually prior to planning the
succeeding annual course to ensure that the course is meeting the needs of the
students and the tourism industry.
(2)
To establish and administer a recertification program. This program will
enable Certified Professional Guides to maintain their certification from
year-to-year.
d.
Social and Hospitality Committee. Composed of a chairperson and
other members as needed. The duties of the Committee are as follows:
(1)
To perform welcoming functions at monthly and special meetings.
(2)
To plan and coordinate special events.
(3)
To arrange for refreshments at monthly meetings when appropriate.
e.
Ethics and Professional Committee. Composed of a chairperson and two (2) other
members. The duties of the Committee are as follows:
(1)
To review the adopted Code of Ethics annually and present proposed
revisions, if any, to the Executive Committee for consideration at the annual
meeting.
(2)
To promote professionalism within the Association through education and
training, as required.
f.
Public Relations Committee. Composed of a chairperson and two (2)
members. The duties of the Committee are as follows:
(1)
To manage all phases of media relations on behalf of the Association,
with Executive Committee oversight
(2)
To develop and distribute media kits and press releases to raise the
awareness level of the community at large and other segments of the tourism
industry about the tour guide profession and the objective and activities of
the Association.
g.
Bylaws Committee. Composed
of a chairperson and four (4) members. The duties of the Committee are as
follows:
(1)
To review proposed amendments submitted by the membership.
(2)
To forward to the Executive Committee proposed amendments for
publication 30 days prior to the meeting at which they are to be presented for
ratification.
Section 10-2.
Designated Committees. These committees
are established by the Executive Committee to study and recommend action on
special issues/projects pertinent to the Association’s objectives. Committee
chair-persons and committee members serve at the pleasure of the Executive
Committee. A committee chairperson who wishes to resign an appointment prior to
the expiration of the appointed term must submit a letter of resignation to the
Executive Committee.
Section 11-1.
Application of Bylaws. Bylaws
adopted by the Association enter into effect after the closing of the meeting
during which they are adopted, unless some other date is specified.
Section 11-2.
Proposed Amendments. Any
proposed amendment must be submitted to the Bylaws Committee.
Section 11-3.
Adoption of Bylaws. The
adoption of any bylaw of the Association shall be approved by a two-thirds vote
of the voting members present.
These
bylaws may be amended by a two-thirds affirmative vote of the voting members
present at any meeting, provided that notice has been given for such an
amendment 30 days prior to the meeting at which it is to be presented for
ratification. A full text of such amendments shall be provided to the
membership at least 10 days prior to the date they shall be acted upon.
The rules contained
in the current edition of Robert’s Rules of Order shall govern the Association
in all cases to which they are applicable and in which they are not
inconsistent with these bylaws and any special rules the Association may adopt.
END