2c Terms of Reference of the Board

Management Structure of IPTGSA

 (Institute for Professional Tourist Guides in South Africa)

Overview

The IPTGSA is a volunteer-driven organisation dedicated to professionalising cultural tourist guiding in South Africa through high standards of knowledge, service, and ethical conduct. For the past 10 years, it has operated with an all-volunteer management structure, guided by its constitution.

The "guides for guides" principle—where experienced guides mentor others—is a core tenet, ensuring skill transfer and professional growth. The Executive Committee (Exco) holds leadership responsibilities as outlined in the constitution. The structure is designed to transition to include paid staff once IPTGSA exceeds 100 full members and achieves sustainable membership income.

Current Volunteer-Based Structure

General Assembly of Volunteers

• Role: The supreme body that elects the Exco, approves constitutional amendments, and sets strategic direction during the Annual General Meeting (AGM).
• Frequency: Meets annually (AGM) or as needed for special resolutions.
• Guides for Guides Principle: Senior Professional Members mentor Aspirant Members, aligning with IPTGSA’s emphasis on earning professional status through dedication.

Executive Committee (Exco)

• Composition: Elected volunteer tourist guides (typically 5-7 members), serving as the management body per the constitution.

• Tenure: Volunteers serve 2-year terms, renewable via election at the AGM.

• Responsibilities:

  • Chairperson:
    • Leads the Exco and represents IPTGSA externally.
    • Oversees strategic goals, such as professionalisation and CPD.
    • Mentors Exco and members, embodying the "guides for guides" principle.
  • Vice-Chairperson:
    • Supports the Chairperson and assumes leadership in their absence.
    • Coordinates volunteer recruitment and diversity efforts across South Africa’s provinces.
    • Guides CPD training initiatives or regional groups.
  • Secretary:
    • Maintains records (e.g., membership lists, AGM minutes) and manages communications.
    • Trains volunteers on administrative duties, supporting professional standards.
  • Treasurer:
    • Manages finances, including annual membership fees, fundraising, and budget reporting.
    • Ensures accountancy compliance.
    • Mentors volunteers in financial management for tourism activities.
  • Communications Officer (optional):
    • Manages external messaging (e.g., website updates, social media) to promote IPTGSA’s role in South African tourism.
    • Trains volunteers in communication skills, supporting professional credibility.
  • Disciplinary Chairperson:
    • Oversees compliance with the Code of Conduct.

• Decision-Making: The committee meets regularly.

Volunteer-Driven Operations (Last 10 Years)

• IPTGSA has relied solely on volunteers for a decade.
• Professional Members and Aspirant Members have sustained operations, aligning with the constitution’s rigorous standards.
• The "guides for guides" approach ensures knowledge transfer, with events like educational days reinforcing mentorship.

Transition Plan (Upon Reaching 100+ Full Members)

When IPTGSA exceeds 100 full members and secures sustainable annual membership income, the structure will undergo review.

Permanent Staff: To Be Reviewed

Exco Evolution

• Transitions into a governance board of volunteers, focusing on oversight, policy, and alignment with constitutional objectives (e.g., professionalisation, ethics).
• Advises paid staff rather than managing daily operations.

Volunteer Role Shift

• Volunteers focus on CPD training delivery, mentorship, and regional outreach under paid staff supervision.
• The "guides for guides" principle continues, supporting IPTGSA’s mission.

Scalability and Budget Considerations

Current State

• With fewer than 100 members, the volunteer model leverages the dedication of South African tourist guides, keeping costs low.

Post-100 Members

• Growth will increase revenue, enabling paid staff.
• The Exco will prioritise hiring an Executive Director, followed by additional roles as funding from fees, grants, or partnerships expands.

Alignment with IPTGSA Constitution

• Professionalisation: The structure supports IPTGSA’s goal of elevating guiding through CPD, peer reviews, and SAQA alignment.
• Ethical Standards: The Code of Conduct enforces principles such as non-discrimination and quality service.
• Membership Focus: The Exco ensures vetting and member benefits.
• Governance: The AGM and Exco elections reflect democratic principles.

Summary

The IPTGSA’s current volunteer-based management structure, led by an elected Exco, reflects its constitutional commitment to professionalising cultural tourist guiding in South Africa. It has operated successfully for 10 years, guided by the "guides for guides" principle, with roles tailored to CPD training, ethics, and outreach.

Upon exceeding 100 full members, IPTGSA will transition to a mixed model with paid staff while retaining volunteer involvement, ensuring scalability and alignment with its mission.