Texas Roundtable Constitution Mission, Rules, and Bylaws of Texas Roundtable As of Fall 2018 Table of Contents Article I - Purpose 4 Article II - Membership 4 Human Rights Clause 4 Three Classes of Membership in Texas Roundtable 4 Executive Board (must be a member in good standing) 4 Presidents: 4 Selected Representative 5 Temporary Members 5 Procedure for Selection of Membership. 5 Procedure for Membership Transition 6 Article III - Officers/Executives and Duties 6 Officer Status 6 Available Positions 6 Available Positions 6 President: 6 Vice-President - Internal 7 Vice-President - External 7 Secretary: 8 Treasurer: 8 Executive Board Accountability 8 Article V – Meetings 9 Executive Board Meetings 9 General Membership Meetings 9 Special Meetings 9 General Membership Meeting Attendance Requirements 9 Article VI - Elections 10 Election Notification 10 Timing 10 Election Requirements 10 Election Requirements 10 Nominating Processes for Elections 10 Election Results 10 Article VII - Finances 10 Dues 10 Article VIII - Amendments 11 Amendment Process 11 Amendment Notification 11 Required Vote 11 Amendment Documentation 11 Article X – Annual Structure 11 Fall Semester 11 Roundtable Reflections 11 Campus Community Fundraising Cause Selection 12 Spring Semester 12 Pancakes for Parkinson’s 12 Campus Community Fundraising Event Execution 13 Article IX - Ratification 13 Ratification 13 Article I - Purpose The purpose of this organization is to bring together presidents of established social, spirit, and honorary student organizations around The University of Texas at Austin. We exist to both establish this vein of communication among leaders, and also use our collective membership to advance the campus environment for students. Article II - Membership Section A. Human Rights Clause In no aspect of Texas Roundtables programs shall there be any difference in the treatment of persons on the basis of race, creed, color, religion, national origin, age, sex, pregnancy, disability, genetic information, status as a U.S. veteran, service in the U.S. military, sexual orientation, gender identity, associational preferences, or any other classification which would deprive the person of consideration as an individual. The organization will guarantee that equal opportunity and equal access to membership, programming, facilities, and benefits shall be open to all persons. Section B. Three Classes of Membership in Texas Roundtable 1. Executive Board (must be a member in good standing) ➢ President (Primary Representative) ➢ Vice-President Internal (Secondary Representative) ➢ Vice-President External (Secondary Representative) ➢ Secretary (Authorized Signer 1) ➢ Treasurer (Authorized Signer 2) 2. Presidents: ➢ UT Student Presidents of Student Organizations. Organization must have been in existence for ten years and/or voted into the council by 2/3 vote. ➢ Membership as of 11/28/2018: 1. Absolute Texxas 2. Forever Texas 3. Interfraternity Council 4. MenCanEnd 5. Student Athletic Advisory Council 6. Student Engineering Council 7. Senate of College Councils 8. UT Student Government 9. Tejas Club 10. Texas APO 11. Texas Blazers 12. Texas Darlins 13. Texas Iron Spikes 14. Texas Lassos 15. Texas Lonestars 16. Texas Orange Jackets 17. Texas Silver Spurs 18. Texas Spirits 19. Texas Sweethearts 20.Texas Wranglers 21. Texas Real Beauty 3. Selected Representative ➢ As it may be needed, each organization can send one selected ​ ​ representative in the place of their president if that person is unable to attend the selected meeting time. These members may vote in ​ their president’s absence. ➢ If the organization would like to have a representative in the case that they are unable to attend meetings, the organization must notify the Executive Board of who the selected representative is by the fourth meeting of the semester. 4. Temporary Members ➢ In addition, as our cause might demand, each organization can have an active member from their membership body to assist in the outreach, development, and communication of our current initiative. These members do not have a vote on Texas Roundtable. Section C. Procedure for Selection of Membership. 1. All University of Texas students meeting the above criteria are entitled to full membership in the organization. 2. All faculty, staff, and interested community members may request to receive general membership in the organization, but are not guaranteed. Section D. Procedure for Membership Transition 1. Upon your organization's election of a new President, that President has until the end of the semester in which the election occurred to terminate their membership in Roundtable and transition their new President into the role. Article III - Officers/Executives and Duties Section A. Officer Status 1. Officers must be enrolled at the University of Texas at Austin. Officers may run again for all positions. Section B. Available Positions 1. The following officers shall be elected every semester from the current Texas Roundtable member body: 1. Available Positions The following officers shall be elected every semester from the current Texas Roundtable member body: ➢ President: All candidates running for President shall have had at least one semester of membership in Roundtable. If no individual on Roundtable is available to return as President, the current members will select a President from eligible incoming organization Presidents, who will be members of Texas Roundtable the following semester. The duties of the President shall include, but shall not be limited to: ✓ Maintaining and enforcing the Constitution and University registration of the organization. ✓ Managing membership roster including a list of organization presidents and selected representatives. a. Secretary will use this membership roster to take attendance. ✓ Keeping in contact with the organization(s) advisor(s). ✓ Organizing and conducting periodic board meetings. ✓ Preparing meeting logistics (room reservations, etc), agendas, and collecting information from board members on projects/tasks. ✓ President shall have general executive power in settling disputes with the organization's Executive Board. ✓ Communicating Executive Board expectation and general membership requirements to Roundtable members in the beginning of the semester and throughout. ✓ Assisting Officers with excessive duties. ➢ Vice-President - Internal All candidates running for Vice-President Internal shall have had at least one semester of membership in Roundtable. The duties of the Vice-President Internal shall include, but shall not be limited to: ✓ Assisting with meetings and matters concerning the organization. ✓ Working with the President to complete tasks and succeeding the President in the event he or she is unable to perform assigned duties. ✓ Organizing social activities for Texas Roundtable members to network and strengthen communication with each other. ✓ Managing and updating status/records of organization membership at the end of the semester by evaluating completion of membership requirements. ✓ Managing alumni relations and communicating with alumni about events and Texas Roundtable updates. ➢ Vice-President - External All candidates running for Vice-President External shall have had at least one semester of membership in Roundtable. The duties of the Vice President shall include, but shall not be limited to: ✓ Updating the organization's website, social media, and managing public relations. ✓ Managing, planning, and organizing the Roundtable Campus Community Fundraising Event during the spring semester. ✓ Working with university organizations, support services, or student programs to inform members of potential fundraising efforts for the Spring semester. ✓ Designing and distributing materials pertaining to upcoming group events to group members and advisors. ➢ Secretary: All candidates running for Secretary shall have had at least one semester of membership in Roundtable. The duties of the Secretary shall include, but shall not be limited to: ✓ Updating every organization’s contact information (including individual organization meeting times). ✓ Taking meeting attendance and managing excuses/ records for meeting attendance. a. In the event that members have unexcused absences, Secretary must communicate with members and notify them of their status. ✓ Recording, typing, and distributing meeting minutes of board and group meetings. ✓ Sending emails for all upcoming organization events, as well as, additional reminders the day preceding or day of an event ✓ Sending weekly updates to members of the organization through the weekly newsletter RoundtheTable. ✓ Gathering announcements from organizational membership to share with members of Roundtable. ➢ Treasurer: All candidates running for Treasurer shall have had at least one semester of membership in Roundtable. The duties of the Secretary shall include, but shall not be limited to: ✓ Managing Roundtable finances and creating semesterly updated budgets for the following: a. Pancakes for Parkinson’s b. Campus Community Fundraising Event c. Texas Roundtable website fee ✓ Collecting and managing membership dues ✓ Collecting and managing alumni donations if received 2. Executive Board Accountability ➢ All Executive Board members are expected to attend all meetings each semester unless a previous arrangement has been made or a pre-existing engagement prevents them from attending. All members of the Executive Board are strongly encouraged to attend other activities and general meetings. ➢ Should an Executive Board Member need to be