WACA Constitution

WACA CONSTITUTION

 

I. NAME

       1. The name of this association shall be the Washington Area Concierge Association, hereinafter referred to as the Association

II. LEGAL DESCRIPTION

  1. The Association shall confirm in legalities to the designation of an incorporated association, and therefore all actions of the association shall be by majority consent of the voting membership.[1]
  2. The Association shall comply with the designation of a non-profit educational organization as described in Section 501 (c)(4) of the Internal Revenue Code.[2]
  3. The Association shall not seek pecuniary gain or profit and no part of the net earnings or income shall inure to the benefit of any member or individual, with the exception of the payment of reasonable compensation for service rendered.
  4. The designation of the Association as above outlined may not be altered without securing the consent of the membership and engaging legal counsel.


III. PURPOSE

  1. To develop friendship and solidarity among the concierges of the hotels and buildings of the Washington DC Area through social interaction.
  2. To invite non-member Concierge to join and to encourage members to participate in activities of the Association.
  3. To work for the development of trade and tourism in the Washington DC area and to promote the positive image of the Washington, DC area.
  4. To promote a level of competence and professionalism among members of the Association by holding regularly scheduled meetings and seminars and circulation information and providing material and activities of educational value.
  5. To encourage greater cooperation from Washington DC area businesses and cultural organizations in providing quality service to clients.
  6. To work for the recognition of the Concierge professional in the Washington DC area.


IV. CONCIERGE DEFINITION

        1. The term “concierge” shall refer to those individuals who are employed is a Hotel with the title of Concierge and whose primary               function is to personally assist guests. The individual whose title is Concierge may work in the Hotel Lobby or on a Concierge Level           also referred to as a Club Level Concierge.[3] 

V. MEMBERSHIP

A. Eligibility – eligibility is based on job function of the individual without regard to sex, race, age, national origin, religion, sexual orientation, political or union affiliation and of good moral conduct.[4]

B. Approval – Membership in the Association is gained through the approval of the membership committee and must be re-applied for each year.

C. Categories of Membership

  1. Full membership may be granted to individuals who have performed the duties of Concierge as approved by the membership committee. 
  2. Full membership may be granted to individuals who have performed the duties of Concierge as approved by the membership committee.[5] 
  3. Affiliate membership may be granted to individuals whose business or organization has a direct relationship to the service which a concierge offers a guest/client.
  4. Honorary membership may be granted to individuals who provide unusual or meritorious service to the Association. The duration of such membership shall receive approval of the voting membership. Upon the completion of a term of office of President of the Washington Area Concierge Association the person shall be granted honorary membership upon the commencement of the new year.[6] 
  5. That membership in the Association shall be available to persons who have reached 21 years of age.[7] 
  6. Corporate Concierge Membership may be granted to an individual whose title is Concierge and is employed in an Office Building or Residential Building and whose primary functions is to personally assist the clients of the office building or residence.[8]

D. Responsibilities, Rights, and Privileges

  1. Dues – the individual who is granted Full and Affiliate membership shall pay annual dues.  Honorary members shall not be required to pay dues.
  2. Attendance – Members are required to attend a minimum of Five (5) Association meetings or educational seminars, with three (3) of these required events being Association general meetings.[9]  If this requirement is not fulfilled said member may not be elected to office or vote in the election. Guests of the Washington Area Concierge Association shall be allowed to attend a total of two (2) meetings as a guest before they will be given an application and assessed a membership fee.[10] 
  3. Good Standing – Members shall be in good standing if their dues are paid in full and a minimum of three meetings have been attended in the previous year.
  4. Voting – Only Full and Honorary members in good standing may vote in Association matters.
  5. Office – only full and Honorary members in good standing may be elected to an office in the Association.
  6. Membership
    A. Concierge membership resides in the individual, in non-transferable and non-refundable.  If a concierge ceases to be employed as a concierge, he/she shall retain said membership as a non-voting member until the end of the calendar year.
    B. Affiliate and Corporate Concierge membership resides with both the business/organization and with their representative and it non-refundable. If the representative leaves the business/organization the membership shall revert solely to the business/organization, but may be transferred to another representative with the approval of the membership committee. Written acknowledgement of the change must be made immediately to the Membership Chairperson.

E. When a member of the Washington Area Concierge Association has a dispute involving matters pertaining to the Association – an impartial arbitrator or mediator will be chosen by the disputing parties and the Rules and Regulations of the American Arbitration Association will be the guidelines of which to follow.[12]

F. No member may be expelled or suspended and no membership in the Association shall be terminated or suspended except pursuant to a procedure that is fair and reasonable and is carried out in good faith.

  1. Written Notice – an intent to terminate, expel or suspend a member shall be preceded by twenty (20) days written notice of the date of the hearing to held to determine whether the member shall be expelled, suspended or terminated.  Such written notice shall set forth the reasons therefore.  Written notice must be given by First-class or certified mail sent to the last address of the member as shown on the Associations records.
  2. Hearing – An opportunity shall be provided for the member to be heard, orally and in writing.  The member shall be entitled to have counsel present at and participate in the hearing at his or her expense and to present and cross-examine any witnesses.
  3. Liability – a member who has been expelled or suspended may be liable to the organization for dues, assessments or fees as a result of obligations incurred or commitments made prior to expulsion or suspension.
  4. Challenges – any proceeding challenging and expulsion or suspension, including a proceeding in which defective notice is alleged, must be commenced within six months after the effective date of the expulsion or suspension.[13] 

G. The Washington Area Concierge Association financial records are required to be audited a minimum of once yearly, while also being made available for viewing by any member with prior written notice.[14]

VI. EXECUTIVE COMMITTEE

  1. Members – The Association shall be administered by the Executive Committee, composed of President, Vice President of Operations, Vice President of Development, Secretary, Treasurer, Parliamentarian elected by full and honorary members in good standing, and 2 Affiliates Representatives elected by Affiliate members in good standing, and the Corporate Concierge Representative shall be elected by the Associate Concierge members in good standing.[15]
  2. Term – the officers shall be elected at a General meeting of the Association to serve a one year term of office.  Terms shall be limited to two consecutive terms in the same office.[16]
  3. Corporate Concierge Representative: Shall be the representative of the Associate Concierge members to the Executive Board and shall sit on the Charity Committee.[17]
  4. Vacancy, Resignation & Succession – Any member of the Executive Board may resign at any time by giving written notice to the President, Vice President, or Secretary.  Such resignation shall take place at the time specified herein, if no time specified, it shall take effect upon acceptance of said letter.  Any vacancy occurring on the Executive Board, for any reason, may be filled by the affirmative vote of a majority of the remaining Board members.  A member elected to fill a vacant position shall be elected for the unexpired term of his/her predecessor or until his/her death, resignation or removal.
    [18]


VII. VOTING

  1. The eligible voting members present shall constitute a quorum.
  2. A simple majority of the quorum shall carry sway in all elections, by-lay changes and actions other than Constitutional Amendments.
  3. Constitutional Amendments shall be motioned and discussed.  They will then be tabled until the next meeting.  They will be published and mailed to all members of the Association.  The Amendment will then be voted upon at the next meeting and carried by two-thirds of the quorum.
  4. Proxy voting shall be permitted for amendments to the constitution and election of officers.


VIII. DISSOLUTION

  1. Dissolution of the Association requires the affirmative vote of two-thirds of all voting members to become in force.  The assets of the Association, after all outstanding debts are paid, shall be donated to Les Clefs d’Or USA Foundation.

[1] Amended 5/12/1994. Previously read: “The Association shall conform in legalities to the designation of an unincorporated association and therefore all actions of the association shall be by majority consent of the voting membership.”

[2] Amended 2/9/1995. Previously read: “The Association shall comply with the designation of a non-profit organization as described in Section 501(c)(3) of the Internal revenue Code of the United States and as such is exempt from Federal income tax.“

[3] Amended 2/16/2011. Previously read: “The term “concierge” shall refer to a hotel staff member or building employee with the title of Concierge or Assistant Concierge whose primary function is to personally assist clients.  Individuals who are engaged in guest service related positions in the hotels or buildings without a concierge may apply to the Membership Committee for approval on a case by case basis.”

Amended 10/9/1997. Previously read: “The term “concierge” shall refer to a hotel staff member or building employee with the title of Concierge or Assistant Concierge whose primary function is to personally assist clients.  Individuals who are engaged in guest service related positions in the hotels or buildings without a concierge may apply to the Membership Committee for approval on a case by case basis.”

[4] Amended 10/9/1997. Previously read: “Eligibility – eligibility is based on job function of the individual without regard to sex, race, age, national origin, religion, and sexual orientation, political or union affiliation.”

[5] Paragraph 2 text added by amendment 10/9/1997.

Amended 10/9/1997 to remove the following: “2. Apprentice membership may be granted to any individual fulfilling the duties of Concierge as approved by the membership committee for periods of less then six months.  The individual shall be considered for full membership once he/she has held the position for at least six months.” All references to apprentice membership to be considered null and void.

[6] Amended 4/12/1994. Previously read: “Honorary membership may be granted to individuals who provide unusual or meritorious service to the Association. The duration of such membership shall receive approval of the voting membership.”

[7] Paragraph 5 added by amendment 4/12/1994.

[8] Paragraph 6 added by amendment 2/16/2011.

[9] Amended 2/10/1994. Previously read: “Members are required to attend a minimum of three Association general meetings per year prior to the November elections meeting.”

[10] Amended 4/12/1994. Previously read: “Members are required to attend a minimum of three Association general meetings per year prior to the November elections meeting. If this requirement is not fulfilled said member may not be elected to office or vote in the election.”

[11] Amended 2/16/2011. Previously read: “Affiliate membership resides both with the business/organization and with their representative and is non-refundable.  If the representative leaves the business/organization the membership shall revert solely to the business/organization but may be transferred to another representative with the approval of the membership commit.  Written acknowledgment of this change must be made immediately to the VP of Development.”

[12] Paragraph E added by amendment 10/13/1994.

[13] Paragraph F and all sub paragraphs added by amendment 10/9/1997.

[14] Paragraph G added by amendment 7/14/1994.

[15] Amended 2/16/2011. Previously read: “The Association shall be administered by an Executive Committee, composed of President and four additional board members, elected by full and honorary members in good standing and an Affiliate representative elected by Affiliate members in good standing.  The Immediate Past President shall sit as a voting member on this committee.”

Amended 10/9/1997. Previously read: “Members – The Association shall be administered by an Executive Committee, composed of President, Vice President of Operations, Vice President of Developments, Secretary, Treasurer, Parliamentarian, elected by Full and Honorary members in good standing and an Affiliate Representative elected by Affiliate members in good standing.”

[16] Paragraph C and all sub paragraphs removed by amendment 10/9/1997. Actual duties of each position to be determined through agreement of the elected members of the Executive Board. Previously read: “The Officers shall have the following responsibilities;
1. President – Shall be Chief Executive Officer of the Association and shall represent the Association in all functions.  Shall chair meetings, and finalize the agendas for all meetings.  Shall sit on the Constitutional Committee.
2. VP of Operations – Shall coordinate the Standing Committees as well as any temporary committees deemed necessary by the general membership or the Executive Committee.  Shall chair meetings in the absence of the President.  Shall secure meetings sites and act as liaison with the host.
3. VP of Development – Shall chair the Membership Committee.  Shall oversee the expansion/development plan coordinated by the committee and approved by the general membership.  Shall be the Public Relations officer of the Association.  Shall be responsible for the publication of the quarterly newsletter.
4. Treasurer – Shall sit on the Charity committee.  Shall keep written records of all accounts of the Association.  Shall coordinate activities with an outside accountant.  Shall file the proper tax forms in a timely manner.
5. Secretary – shall keep written records of all meetings and publish and distribute concise minutes of each meeting.  Shall keep an updated membership roster to insure that the correct persons receive the meeting minutes.
6. Affiliate Representative – shall represent the Affiliate members on the Executive Board.  Shall coordinate Special Presentations by Affiliate members (SPAMs)  Shall sit on the Charity Committee.
7. Parliamentarian – Shall ensure the proper rules of order are adhered to at meetings.  Shall be the final arbiter in matters of parliamentary procedure.
8. The Past President shall sit on the Executive Committee as a non-voting member.  Shall be responsible as an advisor until the immediate President becomes the Past President.”

Paragraph C was amended 4/13/1995 to add sub paragraph 8.

[17] Paragraph C added by amendment on 2/16/2011.

[18] Paragraph D added by amendment 10/9/1997.