INFORMATION AND SOUVENIR COMMITTEE RULES AND REGULATIONS APPROVED BY EXECUTIVE COMMITTEE 12/15/09. Article 1. ORGANIZATION AND COMMITTEE

Transcription

1 INFORMATION AND SOUVENIR COMMITTEE RULES AND REGULATIONS APPROVED BY EXECUTIVE COMMITTEE 12/15/09 Article 1. ORGANIZATION AND COMMITTEE Section 1.1. The Star of Texas Fair and Rodeo (STFR) is a 501 (c)(3) non profit corporation. The mission of the Star of Texas Fair and Rodeo is Promoting Youth Education Preserving Western Heritage. Section 1.2. The Information and Souvenir Committee is a committee of volunteer individuals organized under and governed by the Articles of Incorporation and Bylaws of the Star of Texas Fair and Rodeo, a Texas non profit Corporation, and these Rules and Regulations. In the event these Rules and Regulations conflict with the STFR Articles of Incorporation or Bylaws, the STFR Bylaws or Articles of Incorporation shall prevail. Article 2. PURPOSE Section 2.1. The purpose of the Information and Souvenir Committee is to provide general information and directions to patrons visiting the Fairgrounds and Rodeo while also organizing, promoting and selling official Rodeo Austin souvenirs. Article 3. OBJECTIVES Section 3.1. The Objectives of the Information and Souvenir Committee are: 1. To provide general information and help to the public at the Information Booth on the Fairgrounds. 2. To develop, organize and inventory the souvenir merchandise. 3. To sell Rodeo Austin souvenir merchandise at STFR events. 4. To organize and stage the souvenir booths on the Fairgrounds and in the Rodeo Arena. Page 1 of 6

2 Article 4. PARLIAMENTARY AUTHORITY Section 4.1. The Information and Souvenir Committee shall recognize Robert s Rules of Order as the standard authority on matters relating to parliamentary practices and usage for all matters of procedure. Article 5. MEMBERSHIP Section 5.1. Committee Requirements. 1. Each individual must be a member of the STFR and a person of good, reputable character, without regard to race, color, creed or gender. 2. Each member must show a willingness and desire to be an active member in helping the Information and Souvenir Committee achieve its objectives. 3. Members must acknowledge and comply with all STFR rules and policies presented in the Volunteer Membership Application and the Release of Liability and Indemnity Agreement contained therein. Copies can be found at under the Get Involved Membership tabs. 4. Compliance with STFR rules and policies includes each member s certification that such member has never been convicted or received deferred adjudication as a sex offender or any crime related to abuse, assault or violence toward a child. Each member must authorize STFR to review any sex offender registries under member s name and agree that, if member is charged with such a crime, the member shall immediately notify STFR. Section 5.2. Committee Guidelines and Member Expectations. 1. Committee shall not, through itself or its individual members, develop policy or make representations or agreements on behalf of STFR unless otherwise adopted by resolution by the STFR Executive Committee or the STFR Board. 2. Committees shall maintain all funds with the STFR and its accounting system. All disbursements shall be made through the STFR office with such disbursements paid by authorized STFR personnel. Committees shall not maintain separate bank accounts apart from the STFR accounting system. Section 5.3. Committee Member Expectations. 1. Code of Conduct: Smile The committee volunteers are asked to conduct themselves as ladies and gentlemen in their conduct, speech and presentation. We want a fair and rodeo patron to enjoy their visit to Rodeo Austin and return next year! Please make every effort to assist and deal with Rodeo Austin guests in a helpful and cheerful manner. 2. Patron Misconduct: Report. In the event that a visiting patron to Rodeo Austin acts disrespectfully, aggressively, rudely or obnoxiously to any level please inform a Coordinator or Chair person. Do not hesitate to call for assistance or security. Page 2 of 6

3 3. Dress Code: Appropriately, with weather in mind. Our preferred dress code is nice jeans, a long sleeved western shirt and boots weather permitting. Layering of a shirt over an undershirt is appropriate, as well. Many members dress in nice t shirts, pants, appropriate length skirts, dresses, sneakers, etc. The main request is that you dress nicely and appropriately as a representative of the committee and Rodeo Austin. No muscle shirts, shorts, mini skirts, torn jeans, excessive sagging, exposed thongs or underwear, hate slogans or skull and bones prints, etc. 4. Public Intoxication: Dismissed. If you are visibly intoxicated prior to, or during, your volunteer shift you will be asked to leave and be removed from the committee as a member. 5. Chairs and Coordinator Staff: We are here for you Remember that the Information & Souvenir Staff Member is here to assist you. Each Staff Member has served their time in the very task(s) you are being asked to do and continue to do so when positions need to be covered due to illnesses or other issues that keep a scheduled volunteer from working. The Staff Members have been asked to step up to the next level because of years of experience and commitment. These people dedicate time all year long before, during and after the actual two weeks of Rodeo Austin to ensure a smooth running committee and Rodeo for all to participate in. If you have any questions or concerns, please do not hesitate to contact a Staff member. Article 6. LEADERSHIP Section 6.1. Selection of Chairperson and Vice Chairperson. The STFR CEO will name one (1) Information and Souvenir Chairperson and one or more (1) Information and Souvenir Vice Chairperson annually to be approved by the STFR Executive Committee. Section 6.2. Selection of Sub Committee Chairpersons. The Information and Souvenir Chairperson, with the advice of the Information and Souvenir Committee Vice Chair, will appoint Sub Committee Chairpersons for all Sub Committees. Section 6.3. Vacancies. A vacancy in any leadership position because of death, resignation, disqualification, or otherwise, may be filled by the above defined selection process. Section 6.4. Chairperson. The Chairperson shall be the leader of the Information and Souvenir Committee and shall in general supervise and be responsible for all of the business affairs of the Committee. The Chairperson shall preside at all meetings of the members. The Chairperson shall strive to fulfill the objectives of the Information and Souvenir Committee. Page 3 of 6

4 Section 6.5. Vice Chairperson. The Vice Chairperson shall assist the Chairperson in all endeavors. The Vice Chairperson shall assume the position and authority of the Chairperson, in the Chairpersons absence. Section 6.6. Sub Committee Chairpersons. The Sub Committee Chairpersons shall be responsible for conducting Sub Committee meetings and conveying the goals and objectives of the Information and Souvenir Committee to the members. Article 7. SUB COMMITTEES Section 7.1. The following are the Sub Committees of the Information and Souvenir Committee: 1. Booth Teams 2. Ally Kids Article 8. MEETINGS Section 8.1. Notice and Records. Committee meetings must be scheduled, approved, and recorded through the office of the STFR CEO. The Committee Chairperson, or Sub Committee Chairperson, as appropriate, shall deliver notices of meetings, either personally, by mail, or electronic communication, to the STFR CEO and members of the committee that are meeting, not less than ten (10) nor more than fifty (50) days before the date of such meeting. The purpose(s) for which the meeting is called shall be stated in the notice. The Committee shall keep a record of the minutes of the proceedings of its members. Section 8.2. Leadership Meetings. 1: Attendees: Information and Souvenir Chair, Vice Chair, and Executive Liaison. 2: Frequency: Committee shall meet at the discretion of the Chairperson annually. 3: Purposes: These meetings are intended to provide discussions on direction and goals for the entire Information and Souvenir Committee. Section 8.3. Committee Meetings. 1: Attendees: Information and Souvenir Committee Meetings shall consist of all members of the Committee. 2: Frequency: The Information and Souvenir Committee shall meet at the discretion of the Chairperson annually. 3: Purposes: These meetings are intended to motivate the Committee membership, set goals/targets for the entire Committee, provide feedback on accomplishments and strategies of Sub Committees, and coordinate the production of the Information and Souvenir Booth. Page 4 of 6

5 Section 8.4 Sub Committee Meetings. 1: Attendees: Information and Souvenir Sub Committee Members. 2: Frequency: Each Sub Committee shall meet independently from the full Information and Souvenir Committee at the discretion of the Sub Committee Chairperson annually. 3: Purposes: These meetings are intended to provide a means for each Sub Committee to discuss and execute plans of action for targeting goals for their respective area of the Information and Souvenir. Article 9. VOTING Section 9.1. Entitlement. Each Member of the Information and Souvenir Committee shall be entitled to one (1) vote. Section 9.2. Quorum. A quorum shall be necessary for the transaction of normal business requiring a vote. A quorum consists of at least twenty five percent (25%) of the Information and Souvenir Committee Members holding votes. Section 9.3. Normal Business. An affirmative vote of more than fifty percent (50%) of the members constituting a quorum shall be binding on the Information and Souvenir Committee. Article 10. BUYERS GROUP Section Buyers Groups formed by any committee of the STFR shall be governed and bound by the terms and conditions promulgated in the STFR Buyers Group Agreement. Copies of the Buyers Group Agreement are available from the office of the STFR CEO. In the event that the Information and Souvenir Committee forms a Buyers Group to raise funds to support the auctions sponsored by STFR, the Information and Souvenir Committee shall: (1) before engaging in any activity relating to the Information and Souvenir Committee Buyers Group, acquire, execute and return a current Buyers Group Agreement to the STFR CEO; and (2) adopt and adhere to such Buyers Group rules and regulations contained in the agreement, and any amendments thereto, as part of the Committee s rules. Page 5 of 6

6 Article 11. AMENDMENTS Section Notwithstanding Article 9, these Information and Souvenir Committee Rules and Regulations may be amended at any regular or special meeting of the Information and Souvenir Committee attended by at least two thirds (2/3) of the Information and Souvenir Committee members; provided, however, that no amendment shall be made or adopted unless a written notice and copy of the proposed amendment has been sent to each Information and Souvenir Committee member not less than ten (10) nor more than fifty (50) days before the meeting at which this amendment will be before the Information and Souvenir Committee. No amendment shall be adopted that does not receive the affirmative vote of at least two thirds (2/3) of the Information and Souvenir Committee members present. No amendment shall be adopted that does not receive approval of the STFR CEO and STFR Executive Committee. The STFR Executive Committee shall have the final and absolute right to modify and/or make amendments to these Information and Souvenir Committee Rules and Regulations at any time. Article 12. FISCAL YEAR Section The Information and Souvenir Committee s Fiscal Year is June 1 through May 30 of each year. ADOPTED this day of,. APPROVED: Committee Chairperson STFR CEO STFR President Page 6 of 6