By-Laws - The Concierge Society of Atlanta

Post Office Box 56649 * Atlanta, Georgia 30343

PREAMBLE

Whereas Atlanta is the historical heartland of hospitality, and whereas the Concierge standard embodies only the finest principles of hospitality, we of the Atlanta Concierge community, do establish this Society in keeping with the finest tradition of hospitality.

ARTICLE I – NAME

The name of this organization shall be:

"THE CONCIERGE SOCIETY OF ATLANTA"

ARTICLE II – AUTHORITY

Section One:

These by-laws shall be the principle governing documents of the Society, and any previously existing by-laws, or practices are hereby declared null and void.

Section Two:

At least one (1) copy of these by-laws shall be in the custody of the Parliamentarian at business meetings of the Society. Each member is to be provided a copy of the by-laws upon request. In addition, one copy shall be placed as to be accessible at all times to members of the Society at business meetings.

ARTICLE III – PURPOSES

The purpose of this Society shall be to promote, encourage, and give recognition to the professional excellence in the field of Concierge hospitality. These objectives include, but are not limited to, the following:

To promote the proper development of Concierge Profession and the Society within the city of Atlanta and the surrounding metropolitan areas;
To provide opportunities for association among the Society’s members and with others within the hospitality community;
To cultivate a sense of responsibility, and service in its members;
To foster high moral, and ethical standards in its members;
To instill in its members a motivation for self improvement;
To nurture individuals for membership in Les Clefs d’Or, USA Ltd

ARTICLE IV – MEMBERSHIP, SUSPENSION, AND EXPULSION

Section One – Membership Criteria:

Membership in the Society shall be of the following types, each with separate and distinct criteria: Hotel Lobby / Club Concierge Member, Office Building Concierge, Advisory Board Member, Affiliate Member and Honorary Member.

HOTEL CONCIERGE MEMBER
Any Hotel Lobby / Club Concierge working in the Atlanta Metropolitan area shall be eligible for membership provided that he/she currently occupies a Concierge position authorized as such on the hotel-staffing chart.
That he/she performs at least ninety (90) percent of assigned duties in direct connection with services to out-of-town visitors (i.e.," weary travelers"); and that at least ninety (90) percent of their on duty time is extended in support of assigned hospitality duties.
This Hotel Lobby / Club Concierge shall not be a tipped employee in the legal sense of the term.
Such members shall be voting members in the business affairs of the society, and be eligible to hold elective office, and to serve on committees without restriction, provided membership requirements have been fully met.
The hotel may fill the vacancy of any Concierge who is removed from Concierge duties (i.e. promotion, transfer, and resignation) by written notification to the Society provided that the hotel has paid annual dues for that member(s).

Membership requirements include, but are not limited to the following:
(1) To be employed as a Lobby / Club Concierge.
(2) To have taken three (3) training classes offered by the Society; an educational outing that is offered by the Society constitutes a training class.
(3) To have attend a minimum of one (1) monthly meeting in a three (3) month time period;
(4) Training classes, monthly meetings, and educational outings may be attended during the Concierges first six (6) months employment as a Hotel Concierge.
(5) Any Hotel Lobby / Club Concierge member must resign membership and all privileges if that member is no longer employed as a Hotel Lobby / Club Concierge. However, any member may be invited back into the Society with full privileges if the period of unemployment does not exceed one (1) year. If the period of unemployment exceeds one (1) year all of the above listed requirements (1), (2) and (3) must be met before full privileges are returned.

OFFICE BUILDING CONCIERGE MEMBER
Office Building Concierge are those members whose duties are directly connected with service to Atlanta's Office Building Tenants, who currently occupy a position on the office building staffing chart, and who perform at least fifty (50) percent of assigned duties in support of tenants of the office building in which they are employed. He/she shall not be a tipped employee in the legal sense of the term. Such members shall not be eligible to vote or hold elected office. Office Building Concierge members may serve on a committee, however, no more than fifty (50) percent of said committee can be made up of nonvoting members. This membership is available to non-hotel businesses that employ Office Building Concierge. The number of members per office building shall be set at one (1) person per building, and a total membership in this category is limited to ten (10) persons.

ADVISORY BOARD MEMBER
To qualify for Advisory Board Membership, an individual shall have been considered to have made outstanding personal and professional achievements in the field of Hospitality. The Board shall consist of no more than twelve (12) members at any one time, each member being elected by a two-thirds (2/3) majority vote of all other Advisory Board and Executive Committee Members.

Removal from the Board shall occur either:
1) At the individual’s request by written letter of resignation, or
2)Upon two-thirds (2/3) favorable vote of removal by all other existing Advisory Board and Executive Committee Members.

AFFILIATE MEMBER
This membership is available to other businesses, association, and organizations who wish to be involved and affiliated with the Society, and whose membership shall be of mutual benefit. Affiliate members are non-voting members, and shall not be eligible to hold an elected office. Affiliate members may serve on a committee; however, no more than fifty (50) percent of said committee can be made up of nonvoting members. There are presently no restrictions on the number of Affiliate members in this category, except that such members should be fixed at two (2) per business. In the event that one member shall not be available to attend a business meeting, or a CSA related social function, the alternate member may attend. The alternate member must be named when the application for membership, or renewal of membership is submitted, and only those two (2) approved applicants may attend. Both Affiliate members, from the same business or organization, are not allowed to attend the same meeting or social function, unless it is specified that a guest may be included.

HONORARY MEMBER
To qualify for Honorary Membership, an individual shall have been considered to have made outstanding personal and professional achievements in the field of Hospitality, and whose membership shall be of mutual benefit. Membership shall consist of no more than five (5) members at any one time, each member being elected by a two-thirds (2/3) majority vote of all Advisory Board and Executive Committee Members. Such members shall not be eligible to vote or hold elected office. Honorary Members may serve on a committee; however, no more than fifty (50) percent of said committee can be made up of nonvoting members.

Section Two – Suspension:

Any member will be automatically suspended for a period not exceeding three (3) months for sufficient cause. Sufficient cause includes, but is not limited to, failure to attend one (1) monthly meeting in a three (3) month time period, or failure to pay assessed fees or dues by January 31of the current year. Automatic suspension will make you ineligible to attend all social events sponsored by The Concierge Society of Atlanta. In addition, your name will be removed from our membership directory. The suspension for non-attendance will be automatically reversed by attendance of at least one (1) monthly meeting in a three (3) month period, or payment of annual fees or dues.

Section Three: - Expulsion:

Any member may be recommended, to the President, for expulsion from membership in the Society by a three-quarter (¾) vote of a quorum of the Society, after a thorough investigation has been made, and the member so charged has been granted an opportunity for an impartial hearing. Voting for the expulsion shall not take place at the same meeting in which the preliminary hearing has been held. Dishonorable dismissal from one's Concierge duties shall be due cause for the immediate recommendation for expulsion from the Society.

ARTICLE V – VOTING, NOMINATIONS, ELECTION OF OFFICERS, AND ORDER

A. VOTING

Section One

Any Lobby / Club Concierge Member present, and in good standing, shall have the right to vote on any matter brought to a vote at a Society meeting. Members in good standing are those who maintain their membership by payment of annual dues, and compliance with these by-laws, and any other regulations promulgated by the Society.

Section Two:

Advisory Board Members, Hospitality Members (at the discretion of the President), shall be permitted to attend the meeting, participate in all discussions, offer suggestions at the business meeting, and serve on committees, but shall not have the right to vote.

Section Three - Absentee Ballot Provisions:

On certain issues, the Society may provide for voting by way of absentee ballot. The provisions for voting by absentee ballot on a particular issue may be enacted by a two-thirds (2/3) favorable vote of those members present at the business meeting at which the issue is presented, and preceding the business meeting the issue is to be voted upon. At the time of the voting, all absentee ballots received by the President shall be opened, and counted along with the ordinary votes.

Section Four – Secret Ballots:

Voting for officers, and members, shall be by secret ballot. The Election Committee shall count such ballots as specified in Part B, Section Seven of this article.

B. NOMINATION OF OFFICERS, ELECTIONS, INSTALLATION, AND VACANCIES

Section One – Election

The Society shall designate the Society's business meeting in November of an election year for the election of Society Officers.

Section Two – Nominating Committee:

The President shall appoint a nominating committee composed of three (3) to eight (8) members representing a cross section of Society Standing Committees as defined in Article IX, Section Four, but with no committee being represented twice.

Section Three – Voting

Nominations from the Nominating Committee shall be placed before the membership during the November business meeting. Nominations from the floor shall be accepted during the meeting designated for the election of officers. Voting shall be by secret ballot.

Section Four – Officers:

The elections for individual officers shall be voted upon separately. Officers shall be elected in the following order: President, Vice-President of Administration, Vice-President of Operations, Secretary, and Treasurer. After the election of each office is completed, nominations shall be held for the next ranking office. A candidate not elected to a previous office shall be eligible for nomination to the remaining offices.

Section Five – Candidates:

Candidates for the offices of President and Vice-President shall have opportunity to briefly address the membership, should the candidates so desire. Any active Concierge member shall be eligible for any office except President; in which case, a candidate should have been an active Concierge Member of the Society for a minimum of twelve (12) months.

Section Six – Ballots and Ties:

Secret ballots shall be prepared, controlled, distributed, collected, and counted by the Election Committee, which shall consist of persons appointed by the President. The candidate receiving a majority (fifty percent plus one) of votes for a particular office shall stand as elected to that office. In the event that no candidate receives a majority of the votes cast on a particular ballot, the candidate receiving the fewest votes shall be dropped, and the balloting shall continue until one candidate is elected. In the event of a tie, ballots will be distributed at the December installation meeting, as long as all requirements of Part B, Section Six of Article V have been met.

Section Seven – Election:

After the election for each office, nominations shall be held for the next ranking office. A candidate not elected to an office shall be eligible for nomination to the remaining offices.

Section Eight – Installation and Awards:

The officers-elect shall be installed during the month of December at an Installation and Awards function following the meeting at which they are elected. Installations shall be made in the form proscribed by the Executive Committee.

Section Nine - Term of Office:

Each officer shall serve for two (2) years or until a successor for the office is duly elected and installed. No officer can hold the same office for more than two (2) consecutive terms.

Section Ten – Vacancies

In the event a new office is created, or a vacancy occurs in an existing office, a special election shall be held at a Society business meeting at which a quorum is present, and the provisions of Sections Two, Three, Four, Seven, and Nine of this article shall be suspended for the exercise of this Section. The Society shall have the power by a two-thirds (2/3) majority vote, of those present, in any regular business meeting to declare any office vacant because of withdrawal, continued absence, or inability of any officer to administer properly the duties of his/her higher office, and shall have power herein set forth to fill such vacancies by nomination, open election, and installation during the same meeting. The officers elected to fill declared vacancies shall serve until the end of the regular term in which they are elected.

ARTICLE VI – CHARTER BUSINESS MEETINGS

Section One – Society Business Meeting:

Regular scheduled business meetings will be held the second Wednesday of the month.

Section Two – Other Programs, Society Functions, and Events:

Other functions, programs, and events may be called routinely by the President or by a majority of the Executive Committee providing that the voting membership does not dissent by two-thirds (2/3) vote from those participating in such an activity. At the discretion of the President, this vote may be cast by a show of hands.

Section Three – Quorum:

The quorum for a business meeting shall consist of twenty-five (25) percent of the active, voting members of the Society. All action of such quorum shall be legal and binding upon the Society, and its members.

Section Four – Definition of a Business Meeting:

A business meeting shall be defined as a meeting open to the active membership at which Society business may be transacted or discussed. Such business meetings shall be duly called and conducted under appropriate parliamentary procedure. Failure to give proscribed notice of such business meetings, or to follow appropriate parliamentary procedures, shall be grounds to render void all business at a meeting. Upon such action another meeting must be called for a future date.

Section Five – Rules of Order:

The Society's Parliamentarian shall settle any disputes concerning rules of order, or the related technicalities according to Robert's Rules of Order. In the Parliamentarian's absence, the President will appoint a temporary Parliamentarian to serve for the duration of the business meeting.

ARTICLE VII – DUTIES OF ELECTED OFFICERS

Section One:

The President shall:

Have the responsibility for the authority over the planning and conducting of the affairs of the Society.
Have such powers and responsibilities as precedent and reason dictate for the presiding officer of the Society.
Appoint Committee Chairpersons as may be provided for by these by-laws, or a majority vote of those voting members present at a business meeting.
Serve as an ex-officio member of all committees, and report to the Executive Committee concerning the progress being made by such committees.
Serve as an ex-officio member of the Executive Committee with the title of Immediate Past President in a consulting capacity once his/her term in office has been completed.

Section Two:

The Vice President shall:
When the span of control so warrants (i.e. a larger membership, an uncommonly busy year, or an upheaval in the organization), the Society shall shift to a two Vice President configuration, as the election should so reflect. The decision shall be at the discretion of the President presiding over the elections of that upcoming year, and shall be received by a two-thirds (2/3) vote of the members in the Society. The configuration shall be as follows:

1) The Vice President of Administrations:

Serve as an assistant to the President, presiding in his/her absence;
Succeed the President upon resignation, or removal from office;
Co-sign the Society’s checks
Serve as Executive Chairperson in charge of overseeing all committees in accordance with these by-laws.
Collect and process all member applications for correctness.
Update & maintain database.
Update & maintain email database.
Distribute Membership List to all members.
Provide membership list to person(s) who want to purchase list.

2) The Vice President of Operations:

Develop and coordinate the agenda for business meetings in accordance with guidelines received from the Executive Committee;
Collect and assimilate suggestions for programs; make arrangements to obtain speakers, and meeting space, and obtain biographical sketches of all speakers, and make arrangements for their introductions.
Have the power to commit the Society to a program, or social activity, and make the final decision with the veto power resting in the vote of the officers.

Section Three:

The Secretary shall:

Keep an accurate and complete record of the proceedings of the Society meetings, and attendance at such meetings, and be prepared to report such information to the membership, should this officer be requested to do so, either by the presiding officer, or by a request from the floor, if such a request is seconded;
Maintain a complete file of all committee reports, and other material designated to be kept by said officer, or by order of the presiding officer;
Assume responsibility for acquiring, copying, and maintaining files of all incoming, and outgoing correspondence associated with the business of the Society;
Maintain an officer's reading file of all incoming and outgoing correspondence;
Send "Thank you" letters to invited speakers, and guests on a timely basis.

Section Four:

The Treasurer shall:

Bill and collect dues, and any other fees, assessments, or collections and contributions;
Co-sign all checks;
Receive and transmit the bank statement to the Audit Committee each month for reconciliation;
Maintain current and accurate records of the financial position of the Society as requested by the President, in order that a complete and accurate record of the Society's financial position may be ascertained at all times;
Report on the financial position of the Society at all business meetings;
Prepare the annual financial statements, and submit them to the Audit Committee for approval;
Remind each member, guest, and/or invited speaker of the gratuity policy at CSA sponsored events.

ARTICLE VIII – DUTIES OF APPOINTED OFFICERS

Section One:

The Historian shall:

Shall be appointed by the President
Serves as repository for all items that constitute the institutional memory of the Society. Such items would include, but not be limited to, correspondence of a historical nature, memorabilia such as pictures, invitations, and any other items, which are needed to tell the Society's story over time.

Section Two:

The Parliamentarian shall:

Shall be appointed by the President;
Shall ensure that the Society is acting in accordance with the current by-laws at all times. In addition, he/she shall be in charge of upholding the standards of the Society as they are depicted in the "Guidelines of Professionalism" that each of our members has signed. He/she shall have control of balloting; participate in the nominating committee, as well as confirming quorum whenever necessary. He/she shall be present at all monthly meetings, or must find a suitable replacement if unable to attend.

ARTICLE IX – THE EXECUTIVE AND OTHER STANDING COMMITTEES

Section One:

The Executive Committee shall be composed of the President, Vice President of Administration, Vice President of Operations, Secretary, Treasurer, Immediate Past President (consulting capacity) Historian (appointed), and Parliamentarian (appointed).

It shall have responsibility for the direction and administration of the activities of the Society, and power to handle such administrative details and organizational functions as reason and precedent dictate to such a committee, and which do not conflict with provisions of these by-laws. However, the President has the presiding veto power.
Any decision reached by this committee shall be by the majority vote of its members. At the discretion of the President, active members may attend any of its meetings and at the invitation of the committee, may participate in any discussion at such meetings, but have no voting powers.
It may act upon revisions of the Society's by-laws, or regulations, the election, or expulsion of members, and the nomination, and election, of officers. Moreover, all other action it takes shall be reported to the members at the next business meeting.
Before making a charitable donation of any amount of money, and before spending more than five hundred dollars ($500.00) of any operating expenses, the Society must approve these expenditures by majority vote of the quorum present of it's members (25% of acting voting members).

Section Two:

The President shall have the power to appoint the Chairman of each Standing Committee at the beginning of his/her term of office, and whenever vacancies occur on these, as well as to appoint Chairmen of special committees when they are created. The President may remove such chairs upon approval of the Executive Committee by a majority vote.

Section Three:

Other than the Executive Committee, committee members and chairpersons may consist of active members in any category of membership of the Society. Although the President and Vice President of Administration may serve as ex-officio members of all committees, the latter shall report to the Executive Committee the progress of the committee work. The Membership Committee shall see that each active Concierge Member is assigned to at least one committee.

Section Four:

By-Laws Committee:
Duties shall be to distribute, to all members, copies of the current by-laws; be represented at each business meeting by the Parliamentarian, or at least one committee member, who shall serve as Parliamentarian; to review proposed policies, and procedures to insure that there are no conflicts with the provisions of these by-laws; and to periodically review these by-laws for relevance, and propose amendments or revisions as necessary
Communication Committee:
Duties shall be to notify members of upcoming meetings, and changes in the meeting, and gathering information on upcoming activities. Obtain an updated list of membership from the Membership Committee, and handle mailings for the directory, newsletter, and special programs and functions.
Publicity Committee:
Duties shall be to assure that the Society's activities are duly publicized and promoted in the media. Maintains quarterly newsletter.
Membership Committee:
Duties shall be to publish and distribute the membership lists; supply, update, and distribute nametags to the membership; process applications for membership for Executive Committee approval. Act as liaison between the Society and new members.
Dottie Fierst Friendship Foundation Committee:
Duties shall be to verify, review and consider all Dottie Fierst Friendship Foundation applications received. .The Foundation Committee shall consist of 5 persons appointed by the President. The Foundation Committee shall consist of 1 Advisory Board member, 1 Executive Board member, 2 Society members and 1 Affiliate member. Any Foundation Committee member must resign his/her committee position before he/she may submit an application to the Foundation.
- The Dottie Fierst Friendship Foundation is an assistance program of the Concierge Society of Atlanta. This program is designed to provide direct assistance to the community and to members of the Concierge Society of Atlanta. Any member or Affiliate member may apply for assistance based upon reasons of illness, injury or family hardship. The Foundation will also consider any application made by non-members. Applicants are required to submit a short application in which their need is clearly stated. Applications for assistance must be submitted in writing to the Foundation by applicant and/or their immediate family, including significant others. Each application will be verified and considered by the Foundation Committee. If the application is accepted for assistance, the member may receive a single award up to $1,000.00. The Foundation Committee will determine the amount of the cash award on a case-by-case basis. The Foundation awards will be limited to the amount of available treasury funds delegated by the Concierge Society of Atlanta, and may never total awards in excess of $2,500.00 in any given calendar year.

ARTICLE X – FEES, DUES, AND OTHER FINANCES

Section One:

Concierge Members and Office Building Concierge will pay annual dues in the amount of one hundred dollars ($100.00). Any fees paid under this section are non-transferable unless paid for by the Hotel, or Business.

Section Two:

Affiliate Membership dues shall be one hundred and seventy-five dollars ($175.00) per annum with a one-time initiation fee of one hundred dollars ($100.00), which will remain in effect as long as the membership continues, and regardless of turnovers in the person(s) themselves.

Section Three:

Advisory Board members shall not be assessed dues.

Section Four:

Annual dues are due, and payable, by the thirty-first (31) day of January of each year. The will not be pro-rated if turned in after this date.

Section Five:

paid, there shall be no refund of any fees for any reason.

Section Six:

For the purposes of financial reporting, the fiscal year shall run concurrent with the calendar year.

Section Seven:

Charitable donations shall be defines as

The Dottie Fierst Friendship Foundation. Awards will be limited to the amount of available treasury funds delegated by The Concierge Society of Atlanta and may nottotal awards in access of $2,500.00 in any given calendar year in accordance with thestipulations in ARTICLE IX. Section Four, subsection f.
Donations to all other charitable causes. Donations may never total awards in accessof 25% of the collected dues from the previous year.

ARTICLE XI – AMENDMENTS AND ADOPTION

Section One:

These by-laws may be amended, suspended, added to, or stricken by a two-thirds (2/3) vote of the Concierge Members, providing the proposed amendment is published one (1) week prior to the vote of its passage, or rejection. Moreover, the provision for absentee ballot may be enacted, as provided for in ARTICLE V,

Section Three - Absentee Ballot Provisions:

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