Information
Statutes
Public reference version of the association statutes.
Statutes
De Gyldne Nøgler / Les Clefs d’Or Denmark
Dansk Hotel-Portier Forening
CVR 53432018
Læs den danske referenceversion af foreningens vedtægter.
§ 1 – Name and address
The name of the association is De Gyldne Nøgler, Danish Hotel-Porter Association.
The association's registered office is Copenhagen Municipality.
The association is affiliated to the Union Internationale des Concierges d'Hotels, Les Clefs d'Or (UICH)
§2 – The purpose of the association
The purpose of the association is
1) To gather Concierge, receptionists, receptionist trainees and other Front Office employees in a common social and educational association
2) to create a professional and personal network for the members
3) to raise the members' product knowledge and service standards within their work
4) to collaborate with quality-conscious actors in and outside the industry
5) to create synergy between partners and members
6) to fulfill the requirements for membership of and cooperation with UICH.
§3 – Membership
In order to obtain membership of the association, applicants must be approved by the board of directors sitting at all times. The board can reject applications without reason. The membership is only valid after payment of the subscription.
The association's members must have a direct connection to the hotel industry and meet the international requirements to be an International member.
Memberships are divided into the following categories:
1) International Member – Keyholder. Active members who hold the title of Concierge and must carry UICH golden keys. Fulfills and follows UICH statutes § 4.1. Can hold a key position on the association's board.
2) International Member – Retired. Former UICH key holder who is retired - rights follow UICH rules.
3) Social Affiliate – Local member. Ordinary, local membership with all the association's local benefits. Includes full-time employees, part-time employees, pupils and students. Can be a regular member of the association's board. Quota amounts within the group can be differentiated, which is decided by the general meeting.
4) Social Affiliate – Associate member. Membership for people who have previously been an International or local member but who are no longer employed in the hotel industry. Can be a regular member of the board.
5) Social Affiliate – Retired. Retired members can be members of the association, with the same rights as before.
6) Honorary member. Local and international honorary membership can be awarded by agreement of the board to a person who has done or is still doing something special for the association. Honorary membership can be revoked if the person defaults on the relationship with the association. Honorary members do not pay dues. International Honorary Membership must be approved by the International Board.
a. The title of honorary chairman can be given to a person who has been chairman of the association and who has subsequently been Past President of the board. The title of honorary chairman is appointed for life, but can be revoked at a general meeting in the event of breach of relationship with the association.
7) Business Affiliate – Companies with relevance to the association and its members as sponsors and partners. These members must be approved by the board of directors sitting at all times. Cannot be elected to the board. Sponsorship is renewed annually, and prices, agreements and content are negotiated by the association's board.
8) Professional Affiliate – Person or company that is associated with the association as a partner, but not as a sponsor. Has an interest in participating in the association and its work and has a common interest with the association as an advisor and/or partner. Must be approved by the current board of directors, cannot be elected to the board. The quota is determined by the board and can be differentiated. Can participate in the association's events on the same terms as a Social Affiliate, but does not have the right to vote at the association's general meeting. Only has local rights unless otherwise approved by UICH.
Members can obtain International membership and can wear the Golden Keys if they meet the requirements of UICH's statutes, §4-1. This is assessed and decided by the board alone.
The fee is determined at the annual general meeting, and is collected once a year. The quota for the different memberships does not have to be the same amount, and the quota can be different within the categories. Membership of the association runs from 1 January to 31 December. Quotas are set in Danish kroner.
The fee is charged each year at the start of the first quarter. Members are responsible for paying the dues on time.
Admission of new members can take place throughout the year, and dues are paid to the association upon admission.
Denunciation of the association must be done in writing to the association's secretary or treasurer, and ends at the end of the financial year.
In the event of non-payment of the dues, this is perceived as termination of the association.
If members no longer meet the requirements for membership, the board can terminate or change this membership with immediate notice. It is the responsibility and duty of the members to notify the move in writing, remaining private
§4 – The General Assembly
The General Assembly is the association's highest authority.
The ordinary general meeting is held every year after the end of the financial year, as far as possible before the UICH International congress, but no later than 31 March.
Ordinary general meetings must be called with at least 14 days' notice, stating the agenda and annual accounts by letter or electronic mail to all members.
All dues-paying members of the association have one vote per membership, when attending the association's general meeting. Honorary members and Business Affliate members cannot vote at general meetings. The key holder can vote by proxy, other members entitled to vote can only vote by attending the general meeting. Members other than International Key Bearers only have the right to vote on the association's local/national affairs.
The agenda for the ordinary general meeting must contain at least the following items:
1. Selection of conductor and referee
2. The chairman's report
3. Submission of annual accounts
4. Processing of submitted proposals
5. Determining the quota and approving the budget
6. Election of board members by election
7. Selection of auditor
8. If necessary
The association has two auditors. These general meeting-elected auditors are elected for a period of 2 years, and are elected in staggered years. An auditor can be a member of the association, but cannot be a member of the board. In cases where the board deems it necessary, auditors can be summoned to participate in board meetings. Auditors do not have the right to vote when participating in board meetings, but as ordinary members have the right to vote at the general meeting.
The board is elected by the general meeting for a two-year period. There are no restrictions on the number of times the chairman or a board member can stand for re-election.
The chairman/pesident is elected in odd-numbered years. If a board member resigns from the board before the end of his term, the same seat on the board can be replaced at a general meeting, where the election period will be one year. The board is not obliged to replace a board member who resigns between general meetings, unless §6 is not complied with.
Submitted proposals for the general meeting must reach the board no later than seven days before the holding of the general meeting, and must be submitted to the board in writing by letter or electronic mail.
After the general meeting, the board holds a constitutive meeting to organize its work, including allocating posts and tasks between them.
§ 5 – Extraordinary General Meeting
An extra ordinary general meeting can be held if the board deems it necessary, or if 1/3 of the members require an extraordinary general meeting by means of a written reasoned request to the chairman. In both cases, the general meeting must be held no later than 4 weeks after the request has become known to the chairman.
The notice period for an extraordinary general meeting is two weeks.
Submitted proposals for the extraordinary general meeting must reach the board no later than seven days before the holding of the general meeting, and must be submitted to the board in writing by letter or electronic mail.
§ 6 – The daily management of the association
The association's day-to-day management is made up of the board, which in addition to the chairman/president consists of a minimum of 3 members and a maximum of 8 members.
The board must at least consist of a chairman, a treasurer and a secretary.
When electing a new chairman, the outgoing chairman can be elected as Past President, who then sits as a member of the board for a two-year period. The Past President cannot stand for a second term. In order to be elected as Past President, the person must have a minimum of 4 years' seniority as the association's chairman.
The board is elected by the general meeting for a two-year period. There are no restrictions on the number of times the chairman or a board member can stand for re-election. Board members can hold up to two positions at the same time, but not the chairman.
The general meeting elects a chairman, board members and auditors. The board elects a treasurer and a secretary from among its members, and chooses work areas for other board members. The board determines its own course of business and can set up subcommittees and working groups, as well as seek consultation as needed.
Chairman, treasurer and secretary are key positions on the board, and can only be filled by International members (Key Bearer).
Only International members (Key Bearer) and Social Affiliate members can be elected to the board.
Meetings are held as often as the chairman deems necessary or if two board members request it.
The secretary prepares and sends minutes of all meetings to the board and any deputies.
All board members have one vote. In the event of a tie, the Chairman has the casting vote. The chairman does not have veto rights over the board's decisions. The board cannot vote by proxy.
Voting in the board of directors is recorded by the association's secretary.
The board is competent to make decisions when at least 3 members of the board are present.
All board members must be dues-paying members of the association.
The chairman is the association's representative in an international context towards UICH.
At UICH congresses and Sectional meetings, appropriate travel allowance is provided to the chairman, or his deputy, as well as to the Past President and/or a key-bearing board member. The amount for this allowance is approved by the board of directors annually and presented to the general meeting in the budget. Other contributions and allowances are dealt with by the board.
§7 - Exclusion from the association
A member can be terminated (excluded) with immediate notice and the membership revoked by the board in the event of breach of relationship with the association. This is decided by the board alone, and applies to all types of membership and members. Termination and exclusion from De Gyldne Nøgler applies both and at the same time to the association in Denmark and in relation to UICH, and cannot be reversed in the future.
§8 – Finance and accounting
The association's financial year follows the calendar year.
The board of directors is responsible to the general meeting for budget, finance and accounting.
The association's accounts are kept by the treasurer, who also oversees the association's membership register.
The accounts are audited by the auditors elected at the general meeting.
§9 – Drawing rules and liability
The association is signed by the chairman and one board member. The board gives the treasurer power of attorney in the association's bank. When taking out a loan, the association is underwritten by the entire board of directors.
Board members are not personally liable for the financial obligations entered into by the board.
§10 – Amendments to the Articles of Association
The statutes can only be changed at a general meeting by a 2/3 majority of the association's members. Changes to the articles of association must appear on the pre-distributed agenda, and changes must appear on the notice.
If 2/3 of the association's members are not present, the board can call a new general meeting, which can be held 2 weeks later at the earliest. The proposal must be explained in the invitation. At the new general meeting, changes to the articles of association can be adopted by 2/3 of the votes represented.
§11 – Dissolution of the association
The association can be dissolved if ¾ of the association's members, at a general meeting legally convened for this purpose, vote for this, or if 2/3 of the members present at two consecutive general meetings vote for dissolution.
In the event of the association's dissolution, all outstanding amounts must be paid and remaining assets will be transferred to UICH for use for the association's educational purposes.
The association can only be considered dissolved when a liquidation account has been approved by the association's auditors.
Presented to the General Assembly for voting
March 18th 2024
Adopted at an Extraordinary General Assembly
May 12th 2024
President Michelle Exarhos
Secretary Kevin Petersen