Northern California Concierge Association
(an unincorporated association)
The name of this organization shall be known as the Northern California Concierge Association, hereinafter called the Association in this Constitution. The Association was formed by adoption of this constitution in 1985 by Mr Larry Allport, Mr Howard Storm, Ms Holly Stiel, Mr Shelby Topp, and Mr Tom Wolfe who were employed as Concierges.
- To promote friendship and a working relationship among members.
- To develop the professionalism of the hotel Concierge through education.
- To exchange ideas and information.
- To create a better understanding of the Concierge through public relations.
- To nurture and maintain strong relationships with the business community and cultural organizations.
- To mentor our members to obtain the highest level of service excellence.
Dedication of Assets
No part of the net earnings, properties, or assets of this Association, on dissolution or otherwise, shall inure to the benefit of any private person or individual, or any Director or Officer of this Corporation. On liquidation or dissolution, all properties and assets remaining after payment, or provision for payment, of all debts and liabilities of this Corporation shall be distributed to a non-profit fund, foundation or corporation which is organized and operated exclusively for public benefit purposes and which has established its exempt status under Section 501 (c) (3) or 501 (c) (6) of the Internal Revenue Code.
Section 1. Any full-time concierge currently employed by a hotel is eligible to apply for membership. "Full-time" shall be defined as working a minimum of twenty hours per week on a yearly average. Individuals are not eligible for membership if they are on extended leaves, disability or have job titles that are other than concierge. They may reapply when their status changes. The Board reserves the right to deny membership for any reason. Full membership privileges shall include the right to vote, hold office, and chair or participate on committees.
Section 2. In hotels of 150 (one hundred fifty) rooms or less, the hotel employee may fulfill non-concierge-related responsibilities part-time as long as he or she holds the title of “concierge”. Owners/proprietors of the hotel/property are not considered to be employees.
Section 3. An honorary lifetime membership may be granted to an individual who has rendered distinguished service to the Association or to the profession of Concierge, by a unanimous vote of the Board of Directors. An honorary member may not vote, attend business meetings or hold office. The board may grant or deny lifetime honorary membership.
Section 4. Any member who leaves the profession of hotel Concierge may apply for a provisional membership and remain a non-voting member of the NCCA for a period up to the end of the current membership year at the discretion of the Board. Such member will be designated a "provisional member" on the roster.
Section 5. A business card that reads "Concierge" must be submitted with the application.
Section 6. The board shall determine each such candidate’s qualification for membership. Any application for full membership may be approved or denied at the discretion of the Board, regardless of qualifications.
Officers & Board of Directors
Section 1. The Board of Directors for the Association shall be comprised of the officers, and appointed positions as nominated by the President and approved by the officers.
Section 2. The officers of the board shall consist of the following: President, Vice- President, Secretary, Treasurer, Past President, and Membership Director. These positions are elected by vote of the membership, with President, Secretary and Treasurer elected at the same time, and VP, and Membership elected at a different time, in alternate elections.Appointed positions may include, but are not limited to, Community Liaison, Director of Technology, and Director of Public Relations.
Section 3. Term of office - All board members shall hold office for two (2) years or until their successors are duly elected or appointed. Non-officer board positions may be created or dissolved by the board as needed (e.g. to create a board with overlapping terms).
Section 4. Vacancies - a member nominated by the President and approved by the board shall fill any vacancies occurring in any office. Those so appointed shall serve to the end of the current term.
Section 5. Members may serve two or more terms on the Board.
Duties of Officers
Section 1. The President shall preside at all meetings of the Association and the Board of Directors. The President shall be responsible for appointing all other committees, directing and coordinating the activities of all officers and committees, and performing all other duties that would be called for as the Chief Officer of the Association. The President shall be in charge of programming the meetings and guest speakers.
Section 2. The President shall attend the Pan American/Domestic Clef D'Or Congress. The registration and airfare will be reimbursed by the NCCA at the discretion of the board.
Section 3. The Vice-President shall act in place of the President in the President's absence and shall perform such duties as assigned by the President. The Vice-President will coordinate all social functions of the Association.
Section 4. The Secretary will be responsible for keeping all records (except financial records) of the Association. The Secretary shall coordinate the preparation of invitations to all board and general meetings, minutes of meetings including the attendance, and other projects as assigned by the President.
Section 5. The Treasurer shall handle all financial matters and keep all financial records for the Association, disburse funds at the direction of the board, and keep abreast of the non-profit status and financial opportunities for the NCCA. The Treasurer shall also perform any other duties as assigned by the President.
Section 6. The Membership Director shall handle all membership matters and keep all membership records for the Association. Duties will include maintenance and updating of the membership roster and e-mail library and mailing labels. Duties will also include introduction and supervision of new members, including sending membership applications and renewal information. The Membership Director shall also perform any other duties as assigned by the President.
Duties of The Board
Section 1. The Board of Directors shall determine the general policies and specific procedures of the Association within the limits prescribed by this Constitution and By-Laws. The board shall approve all expenditures and budgets, and shall make provision for auditing of Association records as it may deem proper for the protection of the funds and property of the Association.
Section 2. The board shall meet at the call of the President or upon written demand addressed to the Secretary by any three (3) members of the Board of Directors, or by fifty one percent (51%) of the body.
Section 3. If any board member is unable to or fails to complete the duties of the term, the vacancy will be assigned per the discretion of the board.
Election of Officers & Directors
Section 1. Nomination
a. Nominations will begin in September, and close at the end of the October meeting. The floor will be open for nominations (including any proxy nominations). No nominations will be accepted after the close of the October meeting.
Section 2. Election
a. The election of Board members shall be by paper or electronic ballot (as determined by the Board) sent out after the October meeting to all members. Ballots must be returned to the board prior to the November meeting.
b. Votes will be tallied at the November meeting. A simple majority vote shall decide the election of the board.
c. In case of a tie, a run-off vote will be held at the December meeting.
d. Outgoing board members will work with newly elected board members to ensure continuity.
Quorum & Majority
Section 1. Quorum
a. To conduct business at a meeting, a quorum is defined as at least fifteen percent (15%) of all eligible members. If a quorum is not achieved, a social meeting may be held, but no business may be done.
b. For the election of board members, a quorum is defined as at least fifty one percent (51%) of all potential votes (i.e. all eligible voting members). If a quorum is not achieved, a new election may be held.
c. For the ratification of Constitutional changes, a quorum is defined as at least fifty one percent (51%) of all potential votes (i.e., all eligible voting members). If a quorum is not achieved, a new election may be held.
d. For referendum issues, a quorum is defined as at least fifty one percent (51%) of all potential votes (i.e., all eligible voting members). If a quorum is not achieved, a new election may be held.
Section 2. Majority
a. For the election of board members, a majority is defined as at least fifty one percent (51%) of all votes cast.
b. For the ratification of Constitutional changes, a majority is defined as at least sixty six percent (66%) of all votes cast.
c. For referendum issues, a majority is defined as at least sixty six percent (66%) of all votes cast.
d. Referendum - For procedural decisions and guidance on issues the board will consult with members (at regular meetings, via telephone canvassing, etc.) and the Board's decisions will be guided by the members' opinions. If any member wishes to challenge a board decision, that member must collect the signatures of at least twenty five percent (25%) of all members on a petition requiring open discussion at the next regular meeting and, if necessary, a general vote by written or electronic ballot.
Section 1. Regular Meetings
a. A regular meeting shall be held once every month beginning in January.
b. Regular meetings of the Board of Directors shall be held before each regular Association meeting or at the discretion of the President.
c. Notification of any change of date for a regular meeting must be made at least ten (10) days prior to the scheduled meeting date.
d. Notice of all meetings must include the time, date, and location of the meeting.
Section 2. Special Meetings
a. Special meetings of the Association shall be called at the discretion of the President or Board of Directors. Notice of such meetings shall be distributed to all members at least ten (10) days prior to the date of such meetings.
Section 3. Procedure
a. On all questions of parliamentary procedures, Robert's Rules of Order shall prevail.
Section 4. Location of Meetings
a. The location of meetings shall be determined by the President.
Guests must be sponsored by a member and are limited to only attending non-business portion meetings. Any member who wishes to bring a guest must notify the President or Vice President prior to the meeting. Guests are not eligible for the opportunity drawings held at monthly meetings and/or events as these are reserved as a privilege for current NCCA members.
Section 1. NCCA does not endorse any individual, company, or organization for any profit purposes.
Section 2. No non-member has the right to represent the NCCA in an official capacity, except when expressly approved by the board for Association business.
Code of Ethics & Duties of Members
Section 1. No member of NCCA will accept money from any restaurant, bar, or club.
Section 2. When hosted by restaurants, hotels, or other Concierge related services (such as, but not limited to, tours, limousines, massage, hair salon, etc.) appropriate gratuity based on full value of service rendered is expected.
Section 3. As a member of NCCA one is expected to acknowledge every invitation and meeting, and to respond (RSVP) to the Vice-President or host as indicated on the invitation.
Section 4. No member of NCCA shall demand goods or services for any personal or professional gain. Services include, but are not limited to those offered by restaurants, limousine, hotel, florist, car rental, etc.
Section 5. It is expected of every member to vote in elections for board members, Constitutional changes, and other substantive issues brought before the membership.
Section 6. Each NCCA member is required to attend two (2) meetings per year; enforcement is per board discretion.
Section 7. Any member who fails to attend to an event that they have confirmed attendance will be subject to membership review by the board.
Section 8. Any member who conducts him or herself in an unprofessional manner which might disgrace the concierge profession will be subject to disciplinary action by the board.