The Association of National Tourist Office representatives in Japan (ANTOR-JAPAN) - previously known as F.G.T.O - is a voluntary non-profitable and non-political of the representatives of foreign National Tourist Organizations. The Association is established for the exchange of views on matters of mutual concern and interest within the travel industry and to further international tourism in every possible way within the framework of Japanese law custom and to develop cooperation with ANTOR Association in other countries.
2. ACTIVE MEMBERS
Active Membership of ANTOR is open to:
- Heads of national Tourist Organizations’ office in Japan which are endorsed by their embassies or by the tourist authorities of the respective countries.
- Heard of regional, state or city Tourist Authorities.
- Members of diplomatic missions officially appointed as representatives of Foreign National Tourist Organizations.
- Members of commercial firms in Japan appointed to represent foreigner national Tourists Organizations. When a Head is appointed, he or she automatically takes over the membership of his/her predecessor in ANTOR. If during a prolonged period the Head Representative is presented from taking part in ANTOR activities, approval can be sought from the Committee for the presence of his or her deputy.
In recognition of the interactive roles of ANTOR, its individual members, and sectors of the travel industry in Japan, a special class of membership in ANTOR shall be available for companies of good repute operation, either commercially or non-commercially, in the travel industry in Japan, and whose objectives and operations are compatible with those of ANTOR and its members. In order to become a new allied member, recommendation letters from tow NTOs and one allied member are required. Allied membership is available on the following terms and conditions:
- Membership is corporate but members are to be represented at ANTOR functions by their Chief Operation Officer or his appointed representative.
- Membership status recognizes the desire of the allied members to contribute to the aims and activities of ANTOR and its members but such membership is devoid of any legitimate right by the allied member to determine, guide or influence the activities of ANTOR or its active members.
- A joining fee and yearly subscription fee at a level determined by the incumbent ANTOR committee is payable on joining and the commencement of each financial year by allied members.
- Allied members may attend monthly meeting of ANTOR; and such, attendance is to be encouraged by active members. However, each attending allied member must pay a meeting fee in accordance with actual costs to the Committee.
- Allied membership is available to organization only on an invitational basis from the Committee and membership approval must be obtained from a simple majority of the members attending regular monthly meetings. Notice of the consideration of allied membership applications at any meeting must be circulated with the usual advice of that forthcoming meeting.
- Allied members may advice the general public of their membership status in ANTOR but are forbidden to use such membership in any active commercial manner, or in any way which may bring ANTOR into disrepute.
- Allied membership status may be revoked by the Committee for any reason whatsoever after obtaining a two thirds majority of the active members attending a regular meeting. The intention to consider revoking allied membership status must be advised to members in advance of the meeting. The allied member concerned shall have the right appear before the meeting.
3. THE COMMITTEE
The management of ANTOR is vested in an Executive Committee which consists of a Chairman, Vice Chairman, Treasurer, Secretary and two additional members. All active members are eligible for election to the Executive Committee and a circular will be sent each year thirty days before the November meeting inviting nominations which must be duty countersigned by the nominee indication his/her willingness to serve on the Executive Committee. However, no member may serve on the Executive Committee in any one capacity for more than two consecutive years.
Committee members are elected at the Annual General Meeting. The members of the Executive Committee shall plan the activities of the association, the number and type of sub-committees and shall appoint the heads of sub-committees, subject to the approval of the membership as per article 10. The Committee shall prepare the AGM and other meetings attend to the writing of minutes and their circulation and execute other resolutions agreed by ANTOR. The Committee has also the right to invite professional assistance within the limits of existing funds. Member of the Committee members in excess of these limits or of a vacancy occurs on the Committee during the term of office, the Committee shall replace the member by another full member of ANTOR until the next AGM.
The Chairman's term of office shall be two years. The Chairman shall preside over the AGM, represent AGM in its external relations and act in accordance with the resolutions made at the meetings. A Chairman may not be re-elected sooner than 3 years after last term of office has expired. Should the post of Chairman become vacant, the Vice Chairman shall become interim Chairman until the next general meeting. Nominations for a new Chairman must be received by the Secretary at lest one month before the existing Chairman's term of office expires.
5. ANNUAL GENERAL MEETING (AGM)
The AGM shall consist of all active members of ANTOR. The AGM shall be chaired by the Chairman or in his absence by the Vice-Chairman, with the exception of the voting procedure, which shall be directed by the Doyen. Members shall be summoned to the AGM in November each year but the Chairman or a group of at least 20% of ANTOR active members may also summon an extraordinary meeting. The AGM shall also elect two auditors, these not being members of the Committee. A Quorum of 50% plus one of active members is required for decisions to be valid. However, if the number of the active members present at the AGM is less than 50% of the membership, the AGM may be adjourned for 30 minutes and an absolute majority of active members present will be sufficient. Each member may hold a maximum of two written proxies behalf of absent colleagues.
6. ANNUAL SUBSCRIPTION
The annual subscription shall be compulsory and in the case of new members be paid on acceptance of membership. The amount of the annual subscription shall be decided at the AGM on recommendation of the retiring Committee. It shall be paid to the Treasurer within 60 days from the date of the AGM decision and shall cover the period from 1st to Dec 31st. The new Committee has right to amend the proposed annual subscription, subject to approval by a special general meeting.
Resignations must be made in writing to the Chairman.
The Secretary shall summon members to the AGM no later than three weeks before the date which has been decided at the previous AGM. The letter of summons shall also include the Agenda and the names on candidates for election. Each member may send to the Committee suggestions for the Agenda no later than one month before the AGM. Regular meetings will take place every month, unless otherwise agreed by the Committee. These meetings are to be followed by a luncheon or a dinner for all members. At this luncheon or dinner the Committee shall have the power to invite, at the expense of ANTOR, guests of distinction within any field of mutual interest to all members, or members of other ANTOR. Decision at meetings will be taken on the majority vote of active members present consisting of at least 50% of the total membership (this number includes votes by proxy). In the every of a tie, the Chairman of the meeting has the deciding vote. However, members have the right to opt out of any common activity which is outside their budget. Those offices which for any reason opt out must inform the Secretary in writing.
All resolutions shall be decided by an absolute majority of all active members present in connection with every proposal which shall decided by voting. Consideration shall be taken of any member's special interest with regard to each tourist office's responsibilities, operational methods, directives from Head Offices or similar.
The incoming Executive Committee has the right to appoint subcommittees for preparation and elaboration of special tasks within the framework of its activities, i. e. social, trade relations, public relations, international relations.
11. SPECIAL STATUTES
For certain actives of ANTOR special statutes can, if considered necessary, be determined by the AGM, in accordance with article 10, and can be included as an appendix to the statutes.
12. ALTERATION TO STATUTES
The present Statutes shall be valid after ratification at an Extraordinary General Meeting by a majority of active members present. All alterations to the Statutes should be subject to the AGM's decision by 2/3 majority of all active members present and voting.