Bylaws

OREGON BUSINESS TRAVEL ASSOCIATION
CONSTITUTION AND BYLAWS
 
 
ARTICLE 1 – NAME
1.      The name of this non-profit organization shall be the OREGON BUSINESS TRAVEL ASSOCIATION, organized under the laws of the State of Oregon. It is hereinafter referred to in these bylaws as the “Association”.

 
ARTICLE 2 – PURPOSES
1.      The purposes of this Association on behalf of its Direct and Allied members shall be:
a.      Bring together through constructive cooperation, suppliers and travel buyers to exchange views and ideas for the benefit of the travel industry.
b.      Advance the knowledge of its membership through conferences, lectures, seminars and other appropriate means.
 

 ARTICLE 3 – MEMBERSHIP
1. Classes
The Association shall have Direct, Allied, Honorary and Student memberships.
  1. Direct Member: Any individual that is regularly employed to procure business travel services for other employees of the corporation or organization, or circulate and administer travel policies for the corporation or organization.
  2. Allied Member: Any individual that is regularly employed in any of the following businesses is eligible to apply to be an Allied member of the Association: Airline, Bus company, Car Rental company, Cruise Line company, Hoteliers, Travel-related Credit or Charge Card companies, Media companies, Railroad companies, Travel-related Technology companies, Travel Management Consulting firms, Travel Management companies, Travel Agencies and other professional companies that provide a service or a product to the membership.
  3. Student Membership: Any individual that is attending school in the hospitality or travel industry related fields and can provide a student ID.
  4. Honorary Membership: Any individual that has been an OBTA member for 20 or more years and has retired as a Direct or Allied member.
2. Voting Rights
Each member of the Association shall have one vote in all matters to be voted on by the membership.
 
3. Application for Membership
Completion of the application should be made through the Association’s website. Applications must be accompanied with payment of the membership dues. 
 

4. Dues
The Board of Directors shall establish the membership dues required to be paid by the members. The dues of all members shall be payable by January 31st. Members whose dues are not paid in full by January 31st will be terminated as members.
In the event a member terminates their employment position:
a.      If the membership is owned by the employer, a replacement membership is transferable to another company employee for the balance of the year.
b.      A terminated employee may retain their Association membership by paying applicable dues for the balance of the year.
c.      If the membership is owned by the employee, the employee can remain a member for the balance of theyear.
 
 
ARTICLE 4 – OFFICERS AND THE BOARD OF DIRECTORS
1.      The officers and the director of the Association shall consist of the following offices:
a.      President
b.      Vice President
c.      Secretary
d.      Treasurer
e.      Membership Director
f.        Chairman of the Board (Immediate Past President)
 
2.      The officers and directors shall be nominated and elected from the Association’s general membership. They shall hold office for two years and their term of office shall begin January 1.
3.      Committee Chairs shall be appointed as necessary by the Board.
4.      Both elected and appointed Officers shall have voting privileges.
5.      Any regular elected Officer can be removed from office for cause – that is, misconduct or neglect of duties in office. Removal shall be by a majority vote of the Board of Directors.
6.      In the event an Officer is unable to complete their term of office, the following procedure will be used to fill the vacancy:
a.      The vacancy will be announced in writing and nominations solicited.
b.      The ballots will be distributed by email to the membership and a vote will be taken. The members will have a specified deadline to return their ballot.
c.      The election results will be available at the close of the election after they are tabulated.
d.      If no nominations are received, the Association Board of Directors will appoint a member to finish out the regular term.
 
ARTICLE 5 – ELECTION OF OFFICERS
1.      The following procedures shall be used as a guideline for annual elections:
a.      A short biography about each candidate shall be posted on the Association’s website. The candidates will be publicly introduced in the 4th quarter membership meeting.
b.      All candidates will have a maximum of two minutes to present their platforms at a membership meeting of each election year, prior to the ballots being distributed.
c.      Ballots will be sent electronically to the membership no more then seven (7) days after candidates have presented their platforms to the membership. Voting will be open for a period of fourteen (14) days. Votes will be tabulated by the Executive Director and verified by the Chairman.
d.      New Officers and non-elected officers will be introduced at the December meeting of each election year.
 

 
ARTICLE 6 – DUTIES OF OFFICERS AND THE BOARD OF DIRECTORS
1.      The President shall perform the duties usually assigned to this office and shall preside at all meetings. In the President’s absence, the Vice President shall preside, followed by the Secretary, followed by the Treasurer, and in the absence of all of the above, the Chairman of the Board shall preside. The President shall keep a record of all materials, which he/she will turn over to the succeeding administration. The outgoing President shall shall hire a CPA to audit the financial records of the Association within 30 days of the new term.
2.      The Vice President shall keep and preserve a record of the bylaws of the Association and shall chair any bylaw review committee. The Vice President shall take an active role in the general affairs of the Association assisting the President as necessary and acting in the President’s absence.
3.      The Secretary shall keep records of the proceedings of the Association’s proceedings, conduct the general correspondence, take minutes at all Board meetings and distribute minutes to all Board members.
4.      The Treasurer shall prepare a statement of accounts for a report at each Board meeting. After the report has been accepted by motion, it shall be turned over to the Executive Director to be incorporated in the permanent records of the Association. All checks drawn on the account of the Association shall require the signature of the Treasurer, President, Vice President or Chairman.
5.      The Membership Director shall institute programs (e.g. yearly membership) to expand and strengthen the membership base including recruiting new members and maintaining a balance between Allied and Direct members.
6.      The Chairman of the Board shall act as advisor to the Board as required and represent the Association as media spokesperson.
 
ARTICLE 7 – MEETINGS
1.      General Membership Meetings
  1. General membership meetings shall be held monthly with time and place specified by the board.
  2. One-third (1/3) of the members shall constitute a quorum.
  3. Any member, Direct or Allied, who makes a reservation and does not cancel 48 hours prior to the monthly meeting; by phone, in writing, by fax or by email, will be billed the amount for that meeting’s tariff by the Association.
  4. If a member arrives at a meeting without a reservation, a surcharge will be added to the cost of the meeting, as determined by the Board of Directors.
2.      Board Meetings
  1. Board meetings shall be held on a monthly basis, the date and time to be selected at the discretion of the Board. The presence of a majority of the voting members of the Board of Directors shall constitute a quorum for the transaction of business at any meeting of the Board.
  2. Supplementary Board meetings may be called at any time business dictates.
 
ARTICLE 8 – PARLIAMENTARY AUTHORITY
1.      Roberts Rules of Order, Newly Revised, shall be the authority for parliamentary procedures at the meetings wherever they are not inconsistent with these bylaws and any special rules of order which the Association may adopt.
 
 
ARTICLE 9 – GUESTS
1.      Direct or Allied members may bring guests to any meeting that has not been declared a closed meeting. If an individual has attended as a guest at two monthly meetings, the individual will be asked to obtain membership, either through their company or individually, and will not be allowed to attend another monthly meeting until they do so.

 
ARTICLE 10 – AMENDMENTS
1.      Any proposed amendments to the bylaws of this Association shall be directed to the Vice President for distribution to the membership at the meeting or electronically prior to the voting date. Acceptance of the amendments must be by a two-thirds vote of the membership.

 
ARTICLE 11 – MEMBERSHIP IN NATIONAL BUSINESS TRAVEL ASSOCIATION
1.      The Association shall pay the dues for the current President to be a member of National Business Travel Association.
 
2.      The Association may pay registration, transportation and accommodation costs of sending the current President, or a representative, to the Chapter President’s meetings and/or the annual National Business Travel Association Convention. Funds allocation shall be subject to Board approval.