Article 1 – Name
Section 1 - The name of this organization shall be the Gatlinburg Hospitality Association, Inc. Doing business as Gatlinburg Hospitality and Tourism Association (GHTA)
Article 2 – Offices
Section 1 – The organization may have such offices as the Board of Directors may determine or as the affairs of the Association may require from time to time.
Article 3 – Mission and Profile
Section 1 – The mission of the Gatlinburg Hospitality Association, Inc. is to represent the common interest of our members in the hospitality industry for purposes including political action, education and industry advancements in an ethical and professional manner.
To foster a cooperative, ethical spirit among the lodging, restaurant, tourism and hospitality members within the Gatlinburg and Great Smoky Mountain area
To promote good policy and sound business principles.
To further the education opportunities for those interested in pursuing a career in the lodging, restaurant, tourism and hospitality industries
To Supply a united voice for state, federal, and local legislation, which may affect the lodging, restaurant, tourism and hospitality industries.
To supply information, relating to the lodging, restaurant, tourism and hospitality industries, to the members and build a strong resource network
To assist and advise in the promotion of tourism in the Gatlinburg and Great Smoky Mountain area.
Article 4 – Membership
Section 1 – Qualification of members.
The organization shall have an unlimited number of members and the Board of Directors shall set the qualifications for membership, which may be changed at the discretion of the Board. Membership in this organization shall be classified as either voting, honorary, or student and shall be granted upon meeting the following qualifications:
Good reputation in the community or area for high moral standards.
High ethical standards and integrity of management.
Cooperation with other members of the Association for the exchange of business and the exchange of ideas and information for the betterment of the industry and the solution of common problems.
Possession of a City of Gatlinburg business license, or an established operating relationship with an entity that holds a City of Gatlinburg business license.
Section 2 – Membership. Any individual, firm, corporation, lodging entity, restaurant, tourism partner or food service provider that meets the criteria as outlined in Article 4, Section 1, "Qualification of Members," and is approved by the Board of Directors, may apply for active voting membership in this organization of which the applicant is associated. Membership is by property, not by person, and is open to owners, managers, assistant managers, designated representatives and department heads. At all meetings of the Association, members may designate some other person actively connected with the affiliated establishment. Proxies will be permitted by consent of the voting member and the Board of Directors.
Section 3 – Honorary membership. Honorary membership shall be conferred on those whom the Board of Directors and the membership shall see proper to so elect.
Section 4 – Student membership. Students in a duly authorized and recognized institution of higher learning working towards a career in the hospitality industry shall be granted a membership status upon written application and payment of dues, such dues to be established by the Board of Directors. Such membership shall have floor rights, and the rights to attend conventions, but shall have no vote.
Section 5 – Application for membership. A written application for membership to join the Association may be filed with the President of the Association. All such applications must be accompanied by the payment of dues or an approved pro-rated amount for yearly membership. All applications shall be approved or not approved by the Board of Directors.
Section 6 – Voting rights. Thirty-five percent (35%) of the voting members of this Association shall constitute a quorum at any regular or special meeting. Each member property shall be entitled to one (1) vote on each matter submitted to a vote of the members, but only one (1) representative of the entity holding active membership in the Association is entitled to vote. The Board of Directors shall have a current list of paid members at each meeting so that a quorum may be determined for the purpose of voting on any given matter.
Section 7 – Termination of membership. The Board of Directors, by affirmative votes of two-thirds (66.67%) of all of the members of the Board, may suspend or expel a member in default in the payment of dues for a three (3) months after invoicing. Or, the members, by a majority vote of those present at any regularly constituted meeting, may terminate the membership of any member who becomes ineligible for membership, or suspend or expel any member who shall be in default in the payment of dues for a three-month period after invoicing.
Section 8 – Resignation. Any member may resign by filing a written resignation with the Secretary, but such resignation shall not relieve the member so resigning of the obligation to pay any dues, assessments, or other charges heretofore accrued and unpaid.
Section 9 – Transfer of Membership. Membership in this Association is not transferable or assignable.
Article 5 – Membership meetings
Section 1 – Regular meeting. The regular meeting of the members shall be held monthly at a time and place designated by the President.
Section 2 – Special meetings. The President, the Board of Directors or not less than one-tenth of the members having voting rights may call special meetings. When a special meeting is required, either as a result of action of the Board of Directors or the membership as hereinabove provided, such request shall include the purpose for which said meeting is called. Action at a special meeting so called will be restricted to the matter set out in the notice.
Section 3 – Notice of special meetings. Each member shall be given notice in person or by telephone, mail, fax, or electronic mail (e-mail) at least five (5) days prior to said meeting. At any meeting of the members, thirty-five percent (35%) of all the outstanding membership must be represented in person or by proxy to constitute a quorum for all purposes.
Article 6 – Dues
Section 1 – Dues. The elected Board of Directors may determine from time to time the amount of initiation fee, dues and meals, if any. The Treasurer or designated representative shall bill each member for dues on a schedule to be determined by the Board of Directors.
Article 7 – Board of Directors
Section 1 – General Powers. The Board of Directors, which shall be elected by vote at the designated meeting shall manage the business and affairs of the Association.
Section 2 – Number, Tenure and Qualifications.
The Board of Directors shall consist of the President, President-Elect/Vice President, Past President, Treasurer, and Secretary or appointed Executive Secretary, and not less than four (4) members to be elected from the general membership of the Association. The tenure of the board members elected from the membership shall be a three-year term.
The President shall appoint representatives from the membership as deemed necessary and beneficial to the organization to serve a one-year term annually from January through December. These members should consist of community leaders from all segments of the hospitality industry.
Section 3 – Succession and Vacancies. No officer of the Board of Directors shall be eligible to succeed himself/herself in the same office for more than three (3) consecutive terms. At the end of three (3) consecutive terms an officer shall not become eligible for re-election until after a lapse of one (1) year. The normal succession of officers is President Elect, President and Past President. In the event of a vacancy on the Board of Directors through death, resignation or disqualification; the remaining members of the Board, by majority vote, shall elect a Director to fill the unexpired term. Should any officer or member of the Board of Directors miss two (2) consecutive meetings of the Board during a calendar year without a reason acceptable to the majority of the Board, that position/ office shall be declared vacant. Severance of connection from an organization holding a voting membership by an elected Director shall automatically cause his/her seat to become vacant and all rights shall thereupon immediately cease subject to action of the Board of Directors.
Section 4 – Removal of Directors. The members of any regular or special meeting shall be in power to remove any or all members of the Board of Directors with cause, and shall be in power to elect a successor to such member or members as may be removed from the Board of Directors with the full support and affirmative votes of two-thirds (66.67%) of the active voting membership.
Section 5 – Quorum. Fifty percent (50%) of the voting members of the Board of Directors shall constitute a quorum for the meeting of the Board.
Section 6 – Meetings. The Board of Directors shall meet at such time and place as may be designated by the President. Notice shall be given to each Director in person or by telephone, fax, or e-mail at least twenty-four (24) hours prior to the meeting. Special meetings of the Board of Directors may be called at any time by the President or by a majority vote of the Board by notice in person or by mail, telephone, fax, or e-mail.
Section 7 – Duties. The Board of Directors shall direct, manage, control, and have general supervision of the affairs of this organization.
Article 8 – Officers
Section 1 – Number, Tenure, and Qualifications. Only one (1) representative of a lodging, restaurant, tourism or hospitality establishment holding a voting membership in the Association is entitled to hold an office in the organization. The officers of this Association shall be a President, President Elect/Vice-President, Treasurer, Secretary, Immediate Past President and such other officers as the membership may from time to time select. The office of President and President-Elect/Vice-President must be filled by a representative from a lodging, tourism or restaurant establishment. The offices of Treasurer and Secretary are open to any representative from a member organization. The officers shall be elected annually at a monthly membership meeting designated by the President of the Association prior to end of the current fiscal year and shall be nominated as herein provided. The terms of the office shall begin on January 1st each year, and shall be limited to one (1) year.
Section 2 – Selection of Officers. The presiding Board of Directors shall submit to the membership, at the designated meeting prior to end of the current fiscal year, a list of nominations for each open position on the Board of Directors, including officers. Additional nominations from the floor may be made, and voted on by the general membership at the meeting prior to end of the current fiscal year. No name shall be placed in nomination for the Board of Directors or for any office without the permission of the proposed nominee.
Section 3 – Vacancies. Severance of connection from a lodging, restaurant, tourism or hospitality establishment member by an elected officer or Director shall automatically cause her/his seat as an officer or Director to become vacant and all rights of said officer or Director shall thereupon immediately cease. In the event the office of President becomes vacant through death, resignation or disqualification;. The President Elect/Vice-President shall serve out the unexpired term. In the event of a vacancy in any other office the membership shall immediately elect a successor for the remainder of the unexpired term.
Section 4 – Officers Duties.
Section 5 – Association expenditures and debts. No officer or employee of this organization shall contract any debts except such as the Board shall specifically order.
Section 6 – Checking account. All checks drawn on the bank account of the Association are to be signed by the Treasurer with the counter-signature of the President. The President-Elect and/or the Secretary shall sign in the absence of either or both the President and Treasurer. Nothing in this paragraph is to prevent the payment of bills incurred within the framework of the approved budget.
Article 9 – Committees
Section 1 – Committees. No committees or individual member thereof shall represent the Association in advocacy of or in opposition to any movement or project without the specific authorization of the Board of Directors, or such authorization as may be clearly stated under the general powers delegated to that committee.
Managing the membership database of GHTA including adding/deleting members as needed, and ensuring that all member contact information is up-to-date
Ensure that the GHTA Board, Program Committee, and Internet/Marketing Committee has current membership database when updated
Recruits new members as well as maintains relationship with current members
Oversees annual membership drives that includes direct mail of invoices/membership applications prior to end of current fiscal year and within the first quarter of every year, and email follow ups as needed
Solicits and confirms monthly meeting locations and speakers
Provides meeting details to person sends out meeting RSVP
Sends out reminders each month prior to meeting – to speakers and host location, Board members and GHTA membership database
Ensures that needed equipment (US Flag, audio visual, registration table, etc…) is available at monthly meetings
Works closely with local schools to determine where GHTA can make the greatest impact
Collects monies for Kid’s Closet at monthly meetings (September – May)
Handle scholarships given by GHTA including ensuring schools have the most current version of the application for students, collecting completed applications, forming a committee to review the scholarships and choose the recipients, notifying the students and local school(s) of the winners, and arranging time to award scholarships to students and get their photographs. Handle the press release stating scholarship winners.
Helps determine the budget allocations for education.
Maintains GHTA website, Facebook and Twitter accounts on a monthly basis. Solicits updates/new members from Board at monthly meetings and posts to one or all social sites above soon after.
Maintains PayPal account
Disseminates inquiries from GHTA website to appropriate individual.
Special Events -
Solicits committee members to help with specified special events and fundraisers
Arrange date/time for special events with partnering organizations, secures pricing, donations, and volunteers and signs any contracts (such as insurance policies) required by partnering organizations on behalf of the Gatlinburg Hospitality & Tourism Association. Solicits sponsorships on all levels from membership as needed. All contracts requiring commitment of payments using GHTA funds need to be approved by the Board.
Makes announcements at monthly luncheons; advertises with other local associations as well as within the community.
Keeps track of and confirms all sponsors, donations and event details.
Coordinates the purchase/trade of all signage including brochures, banners, hole signs, and any other needed advertisements for individual events.
Schedules volunteers and manages event on event date
Participates/volunteers with other local association special events as time allows
Article 10 – Amendments
Section 1 – Amendments. The By-laws or Charter of the organization may be altered or amended at any annual or special meeting of the Board of Directors of this organization, provided notice of the proposed amendment is included in the notice of such meeting or special meeting of the Board of Directors. A two-thirds (66.67%) vote of the Board shall be necessary to adopt any amendment. Any amendment to the By-laws or the Charter of this organization adopted by the Board of Directors must be submitted to the membership at any regularly scheduled meeting or duly called special meeting for approval. A two-thirds (66.67%) vote of all of the members present or by proxy and qualified to vote at said meeting shall be necessary for the approval and adoption of any amendment to the By-laws or Charter of this organization.
Article 11 – Parliamentary rules
Section 1 – Parliamentary rules. Unless otherwise provided, Roberts’ Rules of Order shall govern all proceedings of the organization in regular or special meetings.