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HOSPITALITY FINANCIAL AND TECHNOLOGY PROFESSIONALS (HFTP)

University of Guelph HAFA Chapter

Bylaws

Article I
Name

Section 1. Name The name of this Association shall be the Hospitality Financial and Technology
Professionals University of Guelph HAFA Chapter. The acronym used for activities on campus shall be
HFTP.

Article II
Purposes, Objectives and Definitions

Section 1. Purposes The purposes of this Association and the guiding rules shall be set forth here in the
Bylaws.

Section 2. Objectives The objectives of the Association are:
To better learn and understand hospitality industry professionalism
To better understand and gauge trends in the hospitality industry
To provide networking and interaction amongst the members and with members of other HFTP
Chapters
To understand the roles HFTP members play in hospitality organizations
To provide leadership in education and professional development, focusing on management skills
To further contribute and enhance such other functions as may properly come within the scope of
this professional Association.


Section 3. Definitions The hospitality industry is defined as the activity of providing lodging, food and
beverage, and recreational services.

Article III
Membership

Section 1. Eligibility for Membership Individuals interested in working in the hospitality industry who
meet the requirements of the bylaws, and such requirements as the Board of Directors may establish, shall
be eligible for membership in the Association.

Section 2. Member Types The member type of Student Member will be in accordance to those
recognized by the Hospitality Financial and Technology Professionals (HFTP). At present HFTP defines
Student Members as:

Student Members Individuals actively enrolled in a post-secondary academic program leading
to qualification as a Regular member. This membership class shall not be open to individuals who
otherwise qualify for membership. Members of this class may not vote or hold office in a
National Chapter other than HFTP University of Guelph HAFA Chapter.

Advisor Capacity Members There is one Advisor for the chapter. This
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The Faculty Advisor must meet the following criteria as defined by HFTP (be an industry
member):

Industry Members Individuals active in the hospitality industry who have an interest
in financial management, but whose primary responsibility is not necessarily financial
management; and hospitality leaders wishing to support the Association, such as club,
tourism and hotel association executives. Members of this class may vote and hold
office.

Section 3. Merit Point System- During the term in which membership is sustained, all members will be
evaluated for event, dinner, and other privileged affairs by a point system. Each member will attain a
certain number of points throughout the duration of the term, which will allow them presiding eligibility
according to the rank of their points attained. The point values for attending meetings, working events,
and volunteering at fundraisers will be determined by the Board of Directors during each term. The
students with the highest amount of points will be eligible for upcoming attendance to privileged events
that the HFTP-University of Guelph HAFA Chapter will attend. One of the presiding officers will be in
charge of recording and tracking the points of each member. If there is a tie between the highest number
of points a raffle between the persons will be effective in choosing the candidate to participate in the
upcoming event. The point system is subject to altercation if the President sees fit.

Censure, Suspension or Expulsion Members of the Association may be censured, suspended or
expelled for cause. Sufficient cause shall be a violation of these bylaws, and rule or practice duly adopted
by the Association, or any other conduct prejudicial to the interests of the Association. Censure,
suspension or expulsion shall be by the affirmative vote of a simple majority of the Board of Directors;
provided that a statement of the charges shall have been emailed to the last recorded address of the
member, at least fifteen (15) days before final action is to be taken. This statement shall be accompanied
by a notice of the time and place of the meeting at which the charges shall be considered; and the member
shall have the opportunity to appear in person, with or without counsel, and to present any defense to such
charges before action is taken.

There are separate disciplinary procedures for officers of the organization. The two advisors for the
organization must agree upon proper action when regulations of any kind stipulated in this constitution
are broken or deferred by a student officer of the organization. Advisory action may include suspension or
expulsion.

Article IV
Dues, Fees and Assessments

Section 1. Dues, Fees and Assessments Annual dues, fees and assessments, if any, for members of the
Association shall be determined by the Board of Directors and ratified by the members at a duly called
meeting. Officers will be elected by majority vote of all members, and then the top contenders will be
interviewed by the presiding officers, who will then decide the final appointee. Announcement of the
winners will be distributed through email and Facebook.

Section 2. Contributions The Association, at any time, may accept and use contributions of gifts made
to it by any person, firm or corporation. The Association may, with the approval of the Board of
Directors, make contributions to any charities or other HFTP chapters for purposes it deems appropriate
and consistent with the objectives of the Association.

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Section 3. Failure to Pay Members who fail to pay their dues, fees or assessments within the time
frame stipulated in the HFTP bylaws, shall be formally notified by the HFTP officer if the payment is not
made, and be dropped from membership and thereupon forfeit all rights and privileges of membership.

Article V
Meetings of Members

Section 1. Meetings of Members Regularly scheduled meetings will be held throughout the year for
informational or educational purposes, and for transaction of other business.

Section 2. Annual or Special Meeting An annual or special meeting of the Association may be called
by the President or the Board of Directors. Notice of such meeting, location and subject matter shall be
sent to the last recorded email address of each member, at least five (5) days and not more than fifty (50)
days before the time appointed for the meeting.

Section 3. Quorum A quorum shall consist of four (4) voting members at any membership meeting
called pursuant to a seven (7) days notice. The President, Vice President, Faculty Advisor, or any two
other members of the Board of Directors must preside over the meeting.

Article VI
Board of Directors

Section 1. Composition and Term The Board of Directors shall consist of four (4) Directors who shall
serve 1 year terms. Final decision regarding appointees to the board must be made no later than the
second Thursday of September and no earlier than the fourth Thursday of May for the forthcoming school
year (Fall and subsequent Spring semester). Officers or any other board member will preside from the
moment of their appointment until their term ends through the notification of a new board member
replacing them in their position. This will allow for future set-up of committees and development of the
organization.

Section 2. President The President shall be the chief elected officer of the Association; shall preside
over the meetings of the Association or the Board of Directors; shall communicate to the Association or
Board of Directors such matters and make such suggestions as may tend to promote the welfare and
increase the usefulness of the Association; and shall perform such other duties as are incident to the office
of President or as may be assigned by the Board of Directors.

Section 3. Vice President The Vice President may be delegated by the President to perform the
Presidents duties, in the event of the Presidents temporary disability or absence from meetings, and shall
perform such other duties as may be assigned by the President or Board of Directors.

Section 4. Secretary The Secretary shall keep the minutes of the meetings of the Association or Board
of Directors; shall distribute the minutes to the membership; shall see that all notices are duly given in
accordance with the provisions of these bylaws, or as required by law; and shall perform such other duties
as may be assigned by the President or Board of Directors.

Section 5. Treasurer The Treasurer shall have custody of, and be responsible for, all funds and
securities of the Association; shall be custodian of the Associations financial records; and shall perform
such other duties as may be assigned by the President or Board of Directors.

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Section 8. Power of the Board The Board of Directors shall have supervision, control and direction of
the affairs of the Association; shall determine its purposes; and shall have discretion in the disbursements
of its funds.

Section 9. Meetings The Board of Directors shall meet a minimum of once per month when the regular
school year is in session (Fall and Winter semesters as defined by the University of Guelph). Unless there
are unforeseen circumstances the meeting will fall on the first Thursday of each month.

Section 10. Proxies Voting rights of a Director shall not be delegated to another nor exercised by
proxy.

Section 11. Quorum A simple majority of the voting members of the Board of Directors shall
constitute a quorum at any meeting of the Board.

Section 12. Resignation or Removal Any Director may resign at any time by giving written notice to
the President or the Board of Directors. Such resignation shall take effect at the time specified therein, or
at the time of acceptance thereof as determined by the President or the Board. A Director may be removed
from office by a simple majority affirmative vote of the Board.

Section 13. Vacancies Vacancies on the Board of Directors may be filled for the balance of the
remaining term in accordance with procedures as may be adopted by the Board of Directors.

Section 14. Advisors A Faculty will fill the role of final decision-maker in the event there are any
discrepancies within members of the board and/or Student Members. The Faculty Advisor will maintain
the ability to make agreeable standing decisions in the best interest of the organization without approval
of the Board of Directors. In the case a Faculty Advisor is needed the Board of Directors must vote upon
and agree upon a new Faculty Advisor. The President is responsible for finding a suitable candidate for
the position.
Section 15. Grade Point Averages - The officers of this organization must meet the following
requirements:
(a) Have a minimum grade point ratio (GPR) as stated below and meet that minimum GPR in the
semester immediately prior to the election/appointment, the semester of election/appointment
and semesters during the term of office.
1. For undergraduate students, the minimum GPR is 2.00. In order for this provision to be met, at
least six hours (half-time credits) must have been taken for the semester under consideration. In
one limited circumstance, summer semester hours may be applied to this provision. In order for
summer coursework to qualify toward a grade point ratio prior to election/appointment, at least
six credit hours must have been taken during the course of either the full or two summer
session(s).
2. For graduate level students the minimum GPR is a 3.00. In order for this provision to be met,
at least four hours (half-time credits) must have been taken for the semester under consideration.
In one limited circumstance, summer semester hours may be applied to this provision. In order
for summer coursework to qualify toward a grade point ratio prior to election/appointment, at
least four credit hours must have been taken during the course of either the full or two summer
session(s) unless fewer credits are required as they complete the final stages of their degree.
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(b)Be in good standing with the university and enrolled:
2. At least half time (four or more credits), if a graduate level student (unless fewer credits are
required in the final stages of their degree as defined by the Continuous Registration
Requirement) during their term of office.
(c)Be ineligible to hold an office should the student fail to maintain the requirements as
prescribed in (a) and (b)."


Article VII
Committees and Chairs

Section 1. Appointment The President or Board of Directors shall appoint such standing or special
committees as may be required by these bylaws, or as they may find necessary or appropriate.

Section 2. Chairs- There will be event chairs for each event that HFTP-University of Guelph HAFA
Chapter holds. Theses chairpersons will be responsible for organizing and issuing job responsibilities for
other members during the event. These chairpersons will have authority over all other members during
this event other than the current officers. The officer board always has the final say in the decision
making process, and can vote to remove the chairperson if they are not upholding the duties and
responsibilities required by the HFTP-University of Guelph HAFA Chapter. Chair will be elected into
position by volunteering, followed by officer vote.

Article VIII
Election Procedures

Section 1. Eligibility Any member, according to these bylaws, in good standing shall be eligible for
nomination to any elected office.

Section 2. Nominations Individuals who are members in good standing in the organization will be
allowed to nominate themselves or another individual who is a member in good standing in the
organization at a time, place, and date as decided upon by the President. The entire membership body
must be notified by email or a posting on the Facebook site within one month of the nomination and/or
election meeting. A person who was a previous board member (officer) will not be allowed to hold the
same officer position for more than one term. If you are an existing board member you are allowed to run
for a new officer position, however you will not take part in the decision process and will be required to
follow standard election procedures as stated in the bylaws.

Section 3. Balloting To apply for initial running of officer candidacy a formal resume must be
submitted to the previous board, by the given date of the officers, prior to balloting. The Secretary shall
prepare an official ballot listing the names of the nominees designated by the Nominating Committee, any
nominations from the membership. Results will be announced in the election meeting. The nominee
receiving the highest number of valid timely votes, followed by an interview process with the previous
board members, shall be declared elected. The Board of Directors shall have the final say in the candidacy
choice. The Board of Directors may establish procedures to carry out the balloting process. All Directors
shall be installed within one month of the first received vote.

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Section 4. Disputes, Ties, Etc. All questions or disputes regarding the election shall be resolved by the
Faculty and Graduate Advisor.

Section 5. Election Dates Board of Director Members will serve from June 1
st
until May 31
st
. If
alterations to these dates are to be made they must be agreed upon by the Board of Directors.

Article IX
Miscellaneous

Section 1. Email Vote Whenever, in the judgment of the Board of Directors and in accordance with
these bylaws any question shall arise which the Board believes should or could be put to a vote of the
Board of Directors, and when the Board deems it expedient to call a special meeting for such purposes,
the Board may, unless otherwise required by these bylaws, submit such a matter to the appropriate voting
membership by email for vote and decision. Such submissions of email ballots shall be conducted in
accordance with procedures as adopted by the Board of Directors. Action so taken in each case shall bind
the Association in the same manner as would action if taken at a duly called meeting.

Section 2. Fiscal Year The fiscal year shall be January 1 until December 31.

Section 3. Use of Funds and Dissolution The Association shall use its funds only to accomplish the
objectives and purposes specified in these bylaws, and no part of its funds shall inure, or be distributed to
the members of the organization. Upon dissolution of the Association, any funds remaining after all debts
are paid shall be distributed to one or more regularly organized charitable, educational, scientific or
philanthropic organizations to be selected by the Board of Directors.

Section 4. Financial Depositing and Regulation "All monies belonging to this organization shall be
deposited and disbursed through a bank account established for this organization at the Student
Organization Finance Center and/or the Fiscal Office. All funds must be deposited within 24 hours after
collection. The advisor to this organization must approve and sign each expenditure before payment."

Section 5. Indemnification The Association shall have the power and authority to indemnify and hold
harmless to the full extent permitted by law, any person who is or was a Director, or who is or was
serving at the request of the Association. In addition, the Association may purchase and maintain
insurance on behalf of the Association and Directors, against any liability asserted against such person(s)
and incurred in any such capacity, or rising out of such persons status as such, regardless of whether the
Association would have the power to indemnify against such liability.

Section 6. Dinner Events- Each monthly dinner will allow eleven (11) members plus the Graduate
Advisor to attend. Officers will automatically be included in the eleven attendees. If an officer is unable
to attend such an event, than they will be replaced for that event by another member who qualifies.
Members that will attend the dinner, that are not part of the board, will be determined by the point system
stated in the in Article III, Section III of the HFTP-University of Guelph HAFA Chapter bylaws. If an
officer is not allowed to attend a dinner or event one month, they are automatically reinstated their
privilege for the next event. Other members that equally qualify to attend the dinner will be raffled
between the highest eligible until every position is filled.

Article X
Amendments

Section 1. Amendments These bylaws may be amended, repealed or altered, in whole or in part. First,
a majority of the members of the Board of Directors must vote in person or by email ballot conducted in
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accordance with the procedures as adopted by the Board of Directors and stated in Article IX Section 1.
Second, any proposed amendment must be approved by both of the organizations Advisors. To create an
amendment all officers must have a vote.

Finally, during the first meeting of the Board of Directors each Fall semester the Board of Directors must
vote on keeping the current bylaws contained herein. A simple majority is necessary for passage of the
current bylaws for the forthcoming year. If amendments are deemed necessary by the Board of Directors
then the amendment procedures outlined in Article X Section 1 will apply. The President will be
responsible for presenting Student Activities with a copy of the current Bylaws annually.