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Bylaws updated December 2007

Here is a summary of the changes:

 

1. The Executive Administrative Assistant position will replace the Secretary position, since this position does everything that the Secretary position requires and in the past we have had difficulty filling the Secretary position.

 

2. We have changed the dates of officer election from July to November and changed the term to two years. Nominations will take place in October, just prior to elections.

 

3. We would like to add that the members that are serving on a NBTA committee will be allowed up to two meeting trips per committee member per year. Expenses for these meetings will be covered by KCBTA as they are for our Chapter President.

 

 

KANSAS CITY BUSINESS TRAVEL ASSOCIATION, INC.

BYLAWS

 

 

ARTICLE 1, NAME AND LOCATION

 

Section 1

 

The name of this association shall be Kansas City Business Travel Association, Inc.

 

Section 2

 

The location of the association shall be in the Kansas City metropolitan area and surrounding areas.

 

 

ARTICLE 2, OBJECTIVES

 

Section 1

 

The objectives of this association shall be to provide up-to-date information on travel industry trends; offering educational programs, seminars, and conferences; providing business executives, travel managers, suppliers and travel agencies a forum to exchange views and share knowledge.

 

Section 2

 

The above objectives are not intended to be all inclusive. It shall be within the power of the board of directors and the members to deal with such matters as may be of benefit to the association.

 

 

 

ARTICLE 3, MEMBERSHIP

 

Section 1

 

There shall be two class of membership:

 

A. DIRECT--Direct membership shall be available to individuals employed by a corporation, association, government agency, or other business organizations, to administer the travel purchasing of that organization.

Specific job functions may include, but are not limited to establishment or implementation of travel policy and procedures; travel itinerary planning, expense reimbursement procedures, and liaison with vendors of travel products and services.

                    

                    

B. ALLIED-- Allied membership shall be available to representatives of firms engaged to the business of supplying travel or transportation products or services. Such firms may include, but are not limited to, airlines, hotels, motels, car rental, travel agencies and ground transportation operators. Each Allied member shall designate one key person as a representative as well.

 

                     Definition of an “Allied “member: A representative of a travel services vendor, sponsored by a Direct member.

 

C. All applicants for membership shall complete and sign the application form provided by the association

 

D.     Any member may resign by filing a written resignation with the secretary of the association.

        

Section 2--Dues

 

Annual dues shall be established by the board of directors.

 

Section 3--Obligations of Membership

 

Each member shall be required to abide by these Bylaws and any other rules and regulations established by the Board of Directors, including regarding participation in statistical programs, and to pay all dues, assessments, and other financial obligations.

 

 

 

ARTICLE 4, OFFICERS

 

The officers of the association and their major responsibilities shall be:

 

 

Section 1

 

         A. The President shall:  

                     1. Be the chief executive officer of the association and shall supervise all the business of the association.

                        

 

         B. The Vice-President shall:

                     1. Assist the president in performing the duties of that office.

                    

                     2. In the absence of the president, perform the duties and exercise the powers of the president.

 

C. The Secretary shall: (Changing title to Executive Administrative

    Assistant)

                     1. Maintain the association’s membership list.

                    

                     2. Assure proper recordings of all proceedings at all meetings of the general membership and the board of directors.

 

                     3. Execute all orders, votes, and resolutions, not otherwise provided for.

 

                     4. Conduct the general correspondence of the association.

 

                     5. Collecting funds for membership, meeting fees and auction proceeds.

 

         D. The Treasurer shall:             

                     1. Collect and have custody of all funds of the association and disburse monies at the direction of the board of directors.

 

                     2. Assure that accurate financial reports are maintained and report the financial condition of the association as called upon by the president.

 

Section 2

 

Any Direct or Allied member in good standing is eligible for nomination and election to an office, except that a candidate for president must have previously served on the board of directors of the association.

 

Officers shall take office at the January meeting following the (Change from July to November) annual election and serve a term of (Change from one year to two years), or until successors are duly elected.

 

A member may serve no more than three successive terms in the same office.

 

Vacancies in office shall be filled for the balance of the term by the Alternate board position.

 

 

 

ARTICLE 5, BOARD OF DIRECTORS

 

The governing body of the association shall be the board of directors which shall actively pursue the objectives of the association, control, and direct its affairs, establish its operating policies and supervise the disbursements of its funds.

 

The board of directors shall consist of eleven (ll) members, the president, vice-president, (Change from secretary to Executive Administrative Assistant), treasurer, and the immediate past president, and six (6) board positions filled from the membership.

 

Any member in good standing is eligible for an elective position on the association’s board of directors. Elected board members take office at the January meeting following the annual (Change from July to November) election and serve a term of (Change from one year to two years), or until their successors are elected.

 

A quorum for transaction of the association’s business by the board of directors shall be fifty percent (50%) of the members of the board, and any business thus transacted shall be valid, providing it is affirmatively passed on by a majority of those present.

 

The board of directors shall meet at least once each quarter. The secretary shall provide board members with prior notification for meeting dates, times and places.

 

Vacancies among the Directors, whether caused by resignation, death, removal, or expiration of a term, may be filled by a vote of the members at any regular or special meeting.

 

Directors shall not receive any stated salaries for their services as such, but by resolution of the Board of Directors expenses of attendance may be allowed for attendance at each regular or special meeting of the Board; however, nothing herein contained shall be construed to preclude any Director from serving the Corporation in any other capacity and receiving reasonable compensation therefore.

 

 

 

ARTICLE 6, COMMITTEES

 

Section 1

 

The president with the approval of the board of directors shall establish such standing committees as shall be deemed necessary for proper conduct of the association’s business, and like manner, special committees may be established to deal with specific matters over a defined period of time. The president and vice-president shall be members exofficio of the committees.

 

 

 

ARTICLE 7, MEETINGS OF MEMBERS

 

Section 1

 

The annual election meeting for the association shall be in (Change from July to November) or established by the board of directors. Written notice of any meeting shall be mailed or faxed to each member no less than ten (10) and no more than sixty (60) days prior to the meeting date.

 

Bi-meetings are held the second Wednesday of month throughout the calendar year August there will be a meeting of the new board members with the old or last years board to set committees and programs.

 

 

 

ARTICLE 8, VOTING

 

Section 1

 

Direct and Allied members shall vote per member and may vote by the nomination of candidates for the board of directors during the month of (Change from July to November). The persons nominated will then be contacted by the officers of the board to ensure their willingness to serve. This will be completed by the officers before the end of (Change from June to October). At least ten (10) and not more than sixty (60) days before the scheduled (Change from July to November) meeting a ballot will be mailed, faxed or given to each member to vote for officers and board members. These ballots shall be returned by mail, fax or in person to the Secretary of the board on or before the (Change from July to November) meeting. No ballots will be taken after the (Change from July to November) meeting. This is to insure every member can have a vote. This is the manner prescribed by the board of directors for our Chapter.

 

 

 

ARTICLE 9, AMENDMENTS

 

Section 1

 

These bylaws may be amended or repealed by a two-thirds (2/3) vote of members present at any Bi-Monthly general membership meeting of the association. Amendments may be proposed by the board of directors on its own initiative, or upon petition of forty (40%) of the members in good standing, addressed to the board of directors.

 

 

 

 

 

ARTICLE 10, ANNUAL BUDGET

 

Section 1

 

The board of directors shall have and approve an annual budget. One officer of the board shall review all travel expenses presented to the board before payment. All travel expenses/bills to be paid must have receipts.

 

(Change-The following expenses shall be paid for the President of the Kansas City Business Travel Association and NBTA Committee members:

         1. National Business Travel Association Membership (Rate is at

Direct member price for all Chapter Presidents)

         2. For Chapter Presidents Council Meetings and the NBTA Annual

Meeting and Convention--the following expenses will be reimbursed upon submission of an expense report/receipts;

            Air Travel

            Hotel Accommodations

            Transportation to/from business related events

            Mileage to/from airport at current IRS rate

            Meals up to $30/day

            Miscellaneous expenses

 

 

 

 

ARTICLE 11, INDEMNIFICATION

 

Any present or former Director, officer, employee, or agent of the Corporation, or other such persons so designated in the discretion of the Board of Directors, or the legal representative of such person, shall be indemnified (including advances against expenses) by the Corporation against all judgments, fines, settlements, and other reasonable costs, expenses, and counsel fees paid or incurred in connection with any action, suit, or proceeding to which any such person or his legal representative may be made a party by reason of his being or having been such a Director, officer, employee, or agent, to the extent authorized by the Board of Directors. No indemnification or advance against expenses shall be approved by the Board or paid by the Corporation until after receipt from legal counsel of an opinion concerning the legality of the proposed indemnification or advance.

                           

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