WACA Constitution

I. Name

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

II. Legal Description

A. 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. The Association shall conform in legalities to the designation of and incorporated association, and therefore all actions of the Association shall be by majority consent of the voting membership.

B. 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 exempt from federal income tax. 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 of the United States of America and as such is exempt from Federal income tax.

C. The Association shall not seek pecuniary gain of profit and no part of the net earning or income shall inure to the benefit of any member or individual, with exception of the payment of reasonable compensation for services rendered.

D. 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

A. To develop friendship and solidarity among the concierges of the hotels and buildings of the Washington, DC area, through social interactions.

B. To invite non-member concierge to join and to encourage members to participate in activities of the Association.

C. To work for the development of trade and tourism in the Washington, DC area and to promote the positive working image of the Washington, DC area.

D. To promote a level of competence and professionalism among members of the Association by holding regularly scheduled meetings and seminars, and circulating information and providing materials and activities of educational value.

E. To encourage greater cooperation from Washington, DC area businesses and cultural organizations in providing quality service to clients.

F. To work for the recognition of the concierge profession in the Washington, DC area.

IV. Concierge Definition

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 Hotels or building without a concierge may apply to the membership committee for approval on a case-by-case basis.

V. Membership

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

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 for a period of at least six months.

2. Apprentice member may be granted to any individuals fulfilling the duties of concierge as approved by the membership committee for periods of less than six months. The individual shall be considered for full membership once he/she has held the position for at least six months.

3. Affiliate membership may be granted to individuals whose business or organization has a direct relationship to the services, 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 memberships shall receive approval of the voting membership. Upon the completion of 2 terms of office of President of the Washington Area Concierge Association the person shall be granted honorary membership upon the commencement of the new year.

5. That membership in the Association shall be available to persons who have reached 21 years of age.

D. Responsibilities, Rights and Privileges

1. Dues – The individual who is grated full, apprentice of affiliate membership shall pay annual dues. Honorary members shall not be required to pay dues.

2. Attendance – Members are required to attend minimum of three Association general membership meetings five (5) Association meetings or educational outings, with three (3) of these required events being Association general membership 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.

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. Vacancy, Resignations & 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 therein, if no time is 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.

6. Membership

a. Concierge membership resides in the individual, is 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 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 committee. Written acknowledgement of the change must be made immediately to the Vice President of Development.

7. Guests of the Washington Area Concierge Association shall be allowed to attend a total of two (2) meetings and a guest before they will be given an application and assessed a membership fee.

E. Arbitration.

When a member of the Washington Area Concierge Association has a dispute involving matters

pertaining to the Association – and 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.

F. Terminations, Expulsion or Suspension of Membership

1. 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.

a. Written notice – an intent to terminate, expel or suspend a member shall be preceded by twenty (20) days written notice of the date of a hearing to be 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 to be expelled, suspended or terminated, as shown on the organization’s records.

b. 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 to participate in the hearing at his or her expense, and to present and cross-examine any witnesses.

c. Liability – A member who has been expelled or suspended may be liable to the organization for dues, assessments of fees, as a result of obligations incurred or commitments made prior to expulsion of suspension.

d. Challenges – Any proceeding challenging an 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.

VI. Executive Committee

A. Members – The Association shall be administered by and 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. 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 two (2) affiliate representatives elected by Affiliate members in good standing. The immediate past President shall sit as a voting member on this committee.

B. Term – The offices shall be elected at a general membership meeting of the Association to serve a one-year term of office. Terms shall be limited to two consecutive terms in the same office.

C. 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 meetings. Shall sit on the Constitutional Committee.

2. Vice President 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 meting sites, and act as liaison with the host.

3. Vice President 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 Committee. Shall coordinate Special Presentations by Affiliate Members (SPAMs). Shall sit on the Charity Committee.

7. Parliamentarian – Shall ensure that 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 and a non-voting member. Shall be responsible as an advisor until the immediate President becomes the past President.

VII. Voting

A. The eligible voting members present shall constitute a quorum.

B. A simple majority of the quorum shall carry a sway in all elections, by-law changes and actions other than constitutional amendments.

C. Constitutional amendments shall be motioned and discussed. They will be tabled until the next meeting. They will be published and mailed to all members in the Association. The amendment will then be voted on at the next meeting, and carried by two-thirds of the quorum.

D. Proxy voting shall be permitted for amendments to the constitution and election of officers.

VIII. Dissolution

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.

IX. Financial Responsibility

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


 

Amendments

Amendment I. Membership Requirements. Article V, Section D, Paragraph 2 – Passed by unanimous vote on February 10, 1994

 

Amendment II. Past Presidents Honorary Membership. Article V, Section C, Paragraph 4 – Passed by unanimous vote on April 12, 1994

 

Amendment III. Age for Liability Requirement. Article V be amended to include the following section C. – Passed by unanimous vote on April 12, 1994

 

Amendment IV. Meeting Attendance of Guests – Passed my majority vote on April 12, 1994

 

Amendment V. Incorporation of the Association. Article II, Section A. – Passed by unanimous vote on May 12, 1994.

 

Amendment VI. Financial Responsibility – Passed by unanimously vote on July 14, 1994

 

Amendment VII. Arbitration. Article V, Section E – Passed by majority vote on October 13, 1994

 

Amendment VIII. Legal Description – Passed by unanimous vote on February 9, 1995

 

Amendment IX. Executive Committee – Passed by Unanimous vote on April 13, 1995

 

Amendment X. Concierge Definition. The following passage will be deleted from the concierge definition, “Individuals who are engaged in guest service related positions in hotels or buildings without a concierge may apply to the Membership Committee for approval on a case-by-case basis.” – Passed by membership, October 9th 1997

 

Amendment XI. Good Moral Conduct. Article V, Section A. shall be amended to read as above. – Passed by unanimous vote on October 9, 1997

 

Amendment XII. Removal of Category of Membership. Article V, Section A, Paragraph 2, shall be removed from the Constitution, and all references to apprentice membership be considered null and void, as in Article V, Section D, paragraph 1. – Passed by unanimous vote on October 9, 1997

 

Amendment XIV. Termination, Expulsion or Suspension of Membership. Article V, Section F, shall be added as read above. – Passed by unanimous vote on October 9, 1997

 

Amendment XV. Vacancy, Resignations & Succession. Article V, Section D, shall be added as read above. – Passed by unanimous vote on October 9, 1997

 

Amendment XVI. Members of the Executive Board. Article VI, Section A, shall be amended as read above. – Passed by the membership vote on October 9, 1997

 

Amendment XVII. Executive Board Position Changes. Article VI, Section C, shall be deleted, and the actual duties of each position shall be determined through agreement of the elected members of the Executive Board. – Passed by unanimous vote on October 9, 1997