Adopted & Constituted on the 1st October 2009 at Westville
Amended & Agreed 14 th September 2012 at Special General Meeting, Westville German Club
OF THE AREA
The Durban West Community Tourism Organisation (CTO) hereafter called the DWCTO, represents amongst others the suburbs of:- Sherwood, Mayville, Cato Manor, Chesterville, Bellair, Westville, Reservoir Hills, Pinetown, Cowies Hill,
New Germany, Marianhill, Queensburgh, Chatsworth, Westmead & Sarnia
(previously known as The Inner West Region of Durban and includes the geographical areas from West of Ridge Road to the National Tollgate, North to the Umgeni River including Springfield and South to Chatsworth excluding Yellowwood Park).
TagLines “ From Tollgate to Tollgate” “Be Our Guest – West Is Best”
OF THE NAME
The Organisation may be known “commonly” as Durban West Tourism and shall act as a Community Tourism Organisation (CTO) and Information Center in the Western Region of Durban (e’Thekweni) in the Interests of the Community as a whole.
The CTO is an autonomous organisation, established by the local municpality, owned and managed by the Community.
OF THE LEGAL FRAMEWORK
The concept of Community Based Tourism Organisations (CTO’s) is advocated by the White Paper on the Development and Promotion of Tourism in South Africa (1996) and the Kwa Zulu Natal White paper on the Development and Promotion of Tourism (2008).
The CTO’s are autonomous organisations, established by the local municipality, owned and managed by the Community.
The City of Durban shall provide at least 50% of the total annual budget determined by the Executive Committee of the DWCTO to ensure smooth effectiveness of the Structure as stipulated and directed by the DEDT of KwaZulu-Natal’s Provincial Tourism Master Plan.
Accordingly it is constituted that the Executive Committee shall compile, approve and submit an annual financial budget plan for the DWCTO on an annual basis or as required and/or determined by Council within the time-frame required. The overall approval will be a concurrent decision between the CTO and the Municipality to ensure agreeable allocation of funds by both Parties.
OF THE BRANDING OWNERSHIP
It is constituted that the branding “Where Business is a pleasure”, “Be our Guest – West is Best” and the wording “Durban West Community Tourism Organisation”, or similar intent has been originated by the Founders of this CTO and that the DWCT0, is the lawfull owner of such phrase/wording unless agreed otherwise by the Founders.
Our Vision – Our Mission – Our Values
To place the Metro Region of Durban West firmly on the Tourist Map by collective association and sustainable marketing to fellow stakeholders and our Community in association with Regional and Municipal Tourism Bodies support and Community involvement.
The Mission being to increase our market share of the Tourism Industry wHether local, regional or international, to the joint benefit of our Community whether in their personal, business or community capacity and to the upliftment of our Region as a whole.
In pursuit of our common Aims & Goals, we at the DWCTO will align our behaviour with the following shared values.
The aim/goals of the Organisation is to develop Durban West as a sustainable quality Business & Leisure tourist destination in synergy with fellow Tourism ventures in the Durban & KZN Region, in a dynamic manner to the maximum benefit of the whole community, without negatively influencing the natural and human environment, by:
A. Serving as an advisory/consultative body on Tourism in the interests of all the people of our Community;
B. Encouraging and actively marketing Tourism within the Community including the establishment of an Interactive Web Site and Enquiry Facility;
C. Identifying all tourist attractions within the Business & Leisure Community and compiling and maintaining a database of all attractions, product providers and market categories;
D. To assist in the establishment and maintenance of a regular Tour Operator/Transport system for Tourist movement within the Community,The Greater Durban Area and the KZN Region in consultation with the relevant Government Authorities.
E. Taking the necessary steps to protect all objects and places of historic importance and to have such objects and places proclaimed;
F. Promoting and initiating the rebuilding or restoration of historical buildings;
G. Assist with the Erection of beacons, signboards or descriptive nameplates at places of importance in conjunction with local authorities;
H. Making representation to the responsible authorities to improve tourist roads, verges, public parks, buildings and infrastructure and to motivate/monitor/maintain effective Tourism related signposts;
I. The Local Municipality shall establish a fully funded, staffed, furnished and functional Tourism Information Office in an appropriate area as defined, which is to be operated and managed by the CTO in sound and efficient manner with the support of Durban Tourism, Tourism KwaZulu-Natal, the Department of Economic Development and Tourism (DEDT) Provincial Office and Corporate Sponsors;
J. Motivate the Environmental Awareness Campaigns and assist where practical operational efforts that are being made to reduce and manage water, energy or waste amongst the Business and Private sector of our community;
K. Making representations to the responsible authorities and encourage local community groups to conserve scenic places and unique/indigenous fauna and flora;
L. Encouraging the establishment of Tourist amenities such as accommodation, entertainment, sporting, tourism transport, social and recreation facilities & local history landmarks;
M. Encourage development tourism in previously marginalised sectors of our Community including being part of the process when projects are agreed, which includes but not limited to rejuvenation projects, poverty alleviation projects and capacity building projects;
N. Collecting publicity material for the production of brochures and tourist information;
O. Collecting funds and if necessary appointing personal to promote the activities of the Organisation;
P. Affiliating with other organizations with interest in the Tourism industry and the general development of the Communities tourist potential;
Q. Encouraging a service ethic amongst all product suppliers in the Community;
R. Encouraging and assisting where practical the assessment of the economic impacts of tourism on local communities & previously marginalised sectors, including local purchasing and economic practices, employment equity, Black Economic Empowerment, employee training and development of and adherence to general and industry-specific legislation.
S. Lobbying relevant authorities and/or Corporate Houses for Tourism funds;
T. Establish commission based “Book a Bed – Book a Tour” service operating from the Tourism Information Centre or other approved location;
U. To liaise and consult with the Relevant Security/Police Services to ensure that Tourism Areas /Activities receive excellent service so as to not effect Tourists negatively or publically effect the Tourism image of our Community;
V. Create and sustain relationships with other CTO’s and reputable tourism organisations, municipalities and provincial governments.
3. MANAGEMENT COMMITTEE
The management of the Association will be by a Management Committee consisting of seven paid up members of the CTO made up as follows:
B. Vice Chairperson
E. Three additional members
F. At least one committee member must be a development member
The Committee may elect a technical sub-committee which will address certain mandated issues such as Marketing, Events Co-ordination, Membership Category liaison etc.
Senior members of the Durban Municipality, allied associations and Ward Councilors shall be appointed as ex-officio members of the DWCTO. DEDT and DMO members may attend on an ad hoc basis.
Membership of the Management Committee automatically expires on the death of a member or if a member resigns or misses two consecutive meetings without an acceptable excuse.
On a vacancy occurring on the elected part of the Management Committee the remaining elected members of the Management Committee shall co-opt a replacement from the paid-up membership of the CTO.
DUTIES AND RESPONSIBILITIES:
The Management Committee will have responsibility for, and perform all duties necessary, to achieve the aims of the CTO subject to the provisions of the constitution.
A. The Management Committee may co-opt any person with specialist knowledge to serve on the Management Committee in an advisory capacity;
B. If necessary, and if the finances of the Organisation permit, the Management Committee may appoint full and part-time staff and pay such staff to handle the day to day running of the CTO. This includes those members of the committee that use their private vehicles, infrastructure etc for the use of CTO Business as approved by the Committee from time to time;
C. The Management Committee arranges all meetings as they are not contradictory to any other provisions of the constitution;
D. The Management Committee is responsible for the financial affairs of the Organisation such as levying of membership fees, the investment of funds and the payment of expenses;
E. The Management Committee will consider & approve or disapprove application for affiliation and membership;
G. The Management Committee meets as necessary no less than four times annually, one of which may be the AGM.
H. Join and remain a member of the City of Durban’s central CTA Committee and attend such meetings or presentations that may be required from time to time;
I. The Chairman or his designate must represent the CTO in the following co-ordinating structures and provide quarterly reports as required by these structures:-Local Tourism Forum, District Tourism Forum, Community Tourism Association and Provincial Tourism Forum where applicable.
4. FUNDING & MEMBERSHIP
It is recorded in the Constitution that so long as the DWCTO remains a recognized CTO of the City Of Durban, the City must establish a fully fledged staffed, furnished and functional Tourism Information Office to be managed and owned by the CTO. The CTO may derive additional funding from Membership fees as set out and agreed from time to time by the Executive Committee, Municpal Grants of at least 50 % of the total annual budget determined by the Executive Committee, and from the sale of merchandising and or product, promotion/holding of events, and exhibitions.
Any Private Persons, Businesses, Local Government bodies, legally constituted bodies, recognized community & sporting organisations that have an interest in Tourism, are entitled to apply for membership of the DWCTO. Membership is subject to the applicant signing and adhering to the conduct attached as Annexure A and the Membership Fee Structure Set.
The Management Committee will set the annual membership fee. Fees are payable on application and thereafter within two months of the Annual General Meeting.
5. FINANCIAL MATTERS
A. The financial year of the Durban West Community Tourism Organisation (DWCTO) is from 1st July – 30 June;
B. All payments must be supported by the relevant invoice and receipt. (Note: It is advisable to open a cheque account as soon as business warrants it (e.g. above R8000.00) and all payments should then be made by cheque, signed by two of the Chairperson, Secretary and Treasurer);
C. Any two of the Chairperson, Secretary and Treasurer shall authorize all payments and sign all Documents on behalf of the Management Committee. No married couple may have signing power;
D. All expenses are subject to approval by the Management Committee;
E. The Management Committee shall determine at which bank the cheque account will be opened.
6. ANNUAL GENERAL MEETING
A. An Annual General Meeting of all members shall as far as possible be held within three (3) months after the close of the financial year, on a date, time and place as determined by the Management Committee;
B. Notice of the Annual General Meeting must be given to all members at least twenty one (21) days prior to the set date;
C. During the Annual General Meeting the following matters must be handled:
1. Annual Report of the Organisation Activities.
2. Financial Statements.
3. Appointment of Management Committee.
4. Election of Management Committee.
5. General Matters and Proposals.
A. Annual General Meeting: There must be 12 paid up members in attendance, including Committee & those who have submitted proxies and apologies.
B. Management Committee: 4 of the elected members including the Chairperson.
A. Each paid-up member of the Annual General Meeting shall have one vote.
B. Members of the Management Committee shall each have one vote. Wherever possible matters before the Management Committee will be decided by consensus and a vote will only be taken when, according to the Chairperson, there is no chance of a consensus being reached;
C. The Chairperson at all meetings shall have an ordinary vote as well as a casting vote;
D. Voting at all meetings shall be by a show of hands, except when a majority of members present ask for a secret vote;
E. No members or affiliates has a vote at any meeting if the membership fee for the preceding financial year has not been paid at the time the Annual General Meeting is held;
F. Absent members may vote by written proxy;
G. The elected Management Committee will nominate the Chairman and Vice Chairman for the new financial year.
Any member who resigns must do so in writing.
Membership will expire automatically should the member not be paid up within two (2) months after Annual General Meeting.
The Management Committee shall arbitrate disputes.
A. The Chairperson shall take the chair at all meetings of the Organisation and its Management Committee. In his/her absence the Vice-Chairperson shall take the chair and in the absence of both, a member chosen by the meeting;
B. All complaints and disputes must be sent in writing to the Secretary, Such complaints and disputes shall be put before the Management Committee for their attention;
C. The Secretary is responsible for the safekeeping of all documents and records and the keeping of minutes where applicable;
D. Should the existence of the Durban West Community Tourism Organisation no longer be justified, the Annual General Meeting or an Extra-ordinary General Meeting shall be convened to decide on the distribution of assets and the payment of debts. In this event an independent person shall be appointed by the Committee or in the absence of the committee the Chairman of the Central Durban CTA, to preside over the distribution of assets and payment of debts;
If paid up membership falls below 10, the existence of the DWCTO should be considered no longer justifiable;
E. In the event of all the members of the Management Committee resigning en bloc, the resigning Chairperson shall arrange for an extra-ordinary meeting to elect a new Management Committee;
F. The constitution may be amended at the Annual General Meeting or at an Extra-ordinary General Meeting of which fourteen days notice has been given, if:
i. the Management Committee proposes the amendment; or,
ii. the Chairperson proposes it in writing and it is duly supported and signed by seven (7) other members; and,
iii. Two thirds of voting members present approve the amendment.
G. Any extra-ordinary meetings of the DWCTO or Management Committee; The Secretary shall convene committee after consultation with the Chairperson. Any seven members can propose such meetings if motivated in writing. Such meetings are convened fourteen (14) days after notice of the
Reason for such a meeting has been given in writing to all members.
The constitution was adopted at the Official Meeting of the Durban West Community Tourism Organisation (DWCTO)
Held at Westville on the day of 20
Chairperson: Vice Chair : Secretary:
Durban West Community Tourism Organisation (CTO)
(Known collectively as DWCTO)
GUIDELINES FOR MEMBERSHIP OF DURBAN WEST TOURISM (CTO)
1. To maintain the highest possible standard of courtesy, hospitality and service and to ensure that the available facilities and/or services are appropriate to and in accordance with the accepted norms and standards as defined and outlined in the SA Tourism Manual and the Guidelines as set by Tourism KZN;
2. To describe fairly and clearly to all visitors and prospective visitors the amenities, facilities and services provided by the MEMBER’S establishment, whether verbally, by advertisement, brochure or by any other means;
3. To allow each visitor reasonable opportunity to view the MEMBER’S accommodation, facility or Tourism related operation prior to actual registration/booking;
4. To explain clearly and exactly to visitors what is included in all prices quoted for accommodation or other facilities and/or services with particular references to taxes and surcharges. Details of charges, if any, for additional services or facilities which may be available, including catering, should also be made clear in order to prevent any misunderstanding and unnecessary disputes;
5. To provide each visitor, on request, with any details of all payments due and a receipt if required;
6. To adhere to, and not exceed, prevailing prices at the time of reservation for accommodation or other services and to advise visitors of any alteration in rates prior to registration;
7. To deal promptly and courteously with all enquiries, reservations, correspondence and complaints from visitors;
8. To ensure, within the bounds of legal liability, safety of visitors, accessibility and their possessions;
9. To ensure, without prejudice to the MEMBER’S right of admission to his/its establishment, that the MEMBER does not discriminate against any visitor in an unfair manner;
10. To allow representatives of the DWCTO reasonable access to the MEMBER’S establishment in order to confirm that his CODE OF CONDUCT is being observed;
11. To submit upon request information pertaining to occupancy, foot-traffic, usage and any other related information that may be required by the DWCTO to compile beneficial statistics for the betterment of the Area as a whole;
12. To display in a prominent position within the establishment their valid DWCTO Membership Certificate;
13. To promote the Aims, Objectives and Values of the Durban West Community Tourism Organisation (DWCTO) and to encourage non-members to participate;
14. To encourage employment creation from within our Community.