DUTIES AND OBLIGATIONS OF CAPE TOWN TOURISM BOARD MEMBERS

Cape Town Tourism was established on 28 June 2004 to manage visitor and membership services for the Cape Town Metropole.

The Constitution of Cape Town Tourism defines the main objectives of the organisation as:-

1. The main object of Cape Town Tourism is to provide destination marketing services and visitor services and thereby to provide services for the benefit of Cape Town Tourism members and the wider tourism industry.

2. In pursuance of its main object, Cape Town Tourism has adopted a visitor and marketing services strategies for its area of jurisdiction and will endeavour to ensure that high quality, customer-focused and cost-effective visitor and destination marketing services are provided throughout its area of jurisdiction, creating high levels of customer satisfaction and the maximisation of business generated for those of its members involved in tourism-related businesses.

The Board of Cape Town Tourism comprises of 13 (thirteen) members, as follows:-

1. 8 (eight) members elected at the annual general meeting of whom , subject to the availability and compliance with the criteria determined in terms of sub-clause 9.2.2., at least 3 (three) must be South African citizens defined as 'black persons' in the Broad-Based Black Economic Empowerment Act, No. 53 of 2003; and at least 2 (two) must be female;

2. the Chief Executive Officer of Cape Town Tourism (ex officio);3. the member of the City of Cape Town’s Mayoral Committee responsible for tourism, or

his/her nominee (ex officio);4. the Director: Tourism of the City of Cape Town or his/her nominee (ex officio);5. up to 2 (two) members co-opted by the Board.

The Constitution outlines the roles and responsibilities of the Board members and it is required that the members familiarise themselves with the Constitution.

Furthermore it is required that Board members comply with the following:-

1. Membership of Cape Town TourismMembers of the Board must be paid up members of Cape Town Tourism and adhere to Cape Town Tourism’s Membership Programme.

2. ConfidentialityMembers of the Board must sign a confidentiality and non-disclosure undertaking which provides that they may not as a member of the Board or at any time thereafter, use, disclose or divulge, directly or indirectly, the confidential information of Cape Town Tourism to any person, nationally or internationally, whether in Cape Town Tourism's employ or not, without the express written permission of the Board of Cape Town Tourism. Furthermore, the members shall take all such steps as may be reasonably necessary to prevent Cape Town Tourism's confidential information falling into the hands of unauthorised third parties.

3. Declaration of InterestsMembers of the Executive must declare all interests in tourism related matters.

4. Board Meetingsa. Members of the Board must attend Board meetings as required as per Clause 10.

Absence from 3 (three) consecutive Board meetings (clause 9.5.1.1.) without the consent of the Chairperson, disqualifies a member from the Executive Committee.

b. Members of the Board must undertake to stay up to date and familiarise themselves with documentation and information presented and required to make informed decisions and guide Cape Town Tourism strategically as members of the Board of Cape Town Tourism.

c. Meeting information packs will be made available to each Committee Member at least 3 (three) days prior to official monthly Board meetings. It is the sole responsibility of the member to familiarise themselves with the content and prepare sufficiently for the meetings.

d. Members of the Board are required to RSVP as stipulated to the office of the Chief Executive Officer to confirm attendance at meetings.

e. Members of the Board are required to avail themselves to act on sub-committees as required, pertaining to the individual business units of Cape Town Tourism, i.e. Financial, HR, Marketing, Tourism, etc.

f. Members of the Board are required to avail themselves to attend relevant membership functions and official Cape Town Tourism events.

5. TransportMembers must provide own transport to meetings. Travel and Parking pertaining to official Cape Town Tourism meetings will be reimbursed according to the Cape Town Tourism Travel Policy and approved rates.

6. CommunicationCape Town Tourism communicates with its Board via email as the preferred form of communication. Members must provide Cape Town Tourism with a private and reliable email address. It is important to note that this email address must be for the sole use of the member. It is the sole responsibility of the Exco member to check email communication on a regular basis and stay abreast of relevant matters.

Members must provide Cape Town Tourism with a private telephone number and cellular number to ensure effective communication.

7. Code of ConductMembers of the Board agree to:-a) Act in the best interest of Cape Town Tourism at all times;b) Treat Cape Town Tourism and each of its employees, management and other

Board members with honesty, respect and dignity;c) Not abuse his/her position as Board member for personal benefit;d) Support Cape Town Tourism in its mission to excel and to promote fair and

responsible tourism;e) Become actively involved to positively promote Cape Town Tourism to fellow

members and to the tourism industry at large;f) Strive to continually improve Cape Town Tourism and its service to visitors and

members through sound strategic guidance.

8. Term of officea) The members of the Board of Cape Town Tourism serve a 3 (three)-year term of

office commencing at the annual general meeting at which they are elected.b) Each member of the Board is eligible for re-election; provided that

members may serve on the Board for no more than 2 (two) consecutive terms of office

Members of Cape Town Tourism serving on the Board as at the date of adoption of this Constitution are entitled to continue to serve; provided that the time already served by them must be taken into consideration for purposes of determining the 3 (three)-year term of office set out in

sub-clause 9.3.1 of the constitution and the maximum of 2 (two) consecutive terms (6 years) set out in sub-clause 8.3.2 of the constitution.