TED x Task Force By-Laws

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1 TED x Task Force By-Laws For Academic Year DATE: 12 May 2016 Article I. Name The name of this Organization shall be the TEDx Task Force. Article II. Purpose The TEDx Task Force, serving Embry Riddle Aeronautical University in Prescott, is committed to planning, organizing, and executing independently organized TED conferences at Embry Riddle Aeronautical University in Prescott. Article III. Definitions A. Quorum is defined as one half of active membership + 1 member. B. Consensus is an effort to incorporate a quorum of members' legitimate opinions; it is not unanimity nor result of a vote. C. Conference cycle is defined as as the time period beginning when preparations for one individual conference starts and ending when all post conferences activities have been completed. Article IV. Membership A. Members: 1. The members of this organization become members by application and approval by current members via consensus. 2. Membership is limited to 20 members, including the executive team and additional volunteers. B. Privileges and Responsibilities of Membership: 1. Voting: Each member is entitled to one vote. 2. Privileges: Each member shall be entitled to all services of the organization. 3. Conference admission: Each member is entitled to admission into the TEDxEmbryRiddlePrescott conference. 4. Participation: Each member shall be entitled to participate in all organizational events. 5. Responsibilities: Each member shall

2 a. Maintain communication with the entire team on a regular basis as required by current assignments and duties. b. Complete all assigned duties in a timely manner. c. Be a positive contributor to the organization and its efforts. d. Serve as an ambassador to the campus and local community on behalf of the Lead Organizer. e. Attend all regularly scheduled meetings, or provide timely and justifiable reasons for unavailability. f. Fully adhere to the organization s Code of Conduct and Member Agreement. C. Qualifications 1. All members shall be currently enrolled students, staff, faculty, or alumni at Embry Riddle Aeronautical University in Prescott. 2. All prospective members of the organization must become familiar with TED, TEDx, and the difference between them. 3. All prospective members must read and be familiar with the TEDx Organizer s Manual. 4. All prospective members must be familiar with Robert's Rules of Order, Revised. 5. All prospective members must read and understand the TEDx Task Force by laws. Article V. Membership Meetings A. The regular meetings of the membership will be held as needed. Notification of this meeting shall be made 48 hours prior to said meeting. B. The Lead Organizer may call other meetings. Article VI. Executive Team A. Titles: TEDx Task Force shall have the following Executive Team selected from the current membership: 1. Lead Organizer 2. Co organizer 3. Lead Curator 4. Executive Producer 5. Event Manager 6. Sponsorships and budgets manager 7. Designer 8. Communications, editorial and marketing director 9. Website manager 10. Video and production lead 11. Advisor

3 B. Qualifications: 1. The Lead Organizer shall be the club s founder. Upon the founder s departure, the position shall be filled by a member who has been in the Executive Team for at least two conference cycles via the procedures specified in 5.D The other members of the executive team must be current members of the organization. C. Duties of Officers: 1. Lead Organizer shall preside at all meetings and ensure they are conducted in an efficient manner. He or she shall be responsible for appointing all standing, special, and ad hoc committees and shall perform such other duties as usually required of this office. The Lead Organizer shall be an ex officio member of all committees. 2. Co organizer(s) shall act in the absence of the Lead Organizer in all capacities as listed above and shall assist in conducting the business of the organization. 3. Secretary shall prepare and distribute meeting agendas, take notes, and create and distribute meeting minutes. He or she shall assist the Executive Team in all clerical tasks as assigned by the Lead Organizer or Co organizer. 4. Head of Volunteer Recruitment and Management shall work with the executive team to find the right people to be a part of the organization. He or she will be in charge of member recruitment, on boarding, training, and will provide morale support at meetings. 5. Lead Curator shall decide who will be speaking at the event. He or she shall oversee the core team of curators and tackle individual tasks as needed or desired. 6. Executive Producer shall lead all production and planning for the day of the event. He or she oversees all of the roles happening on the day of the event related to content production, stage management, technology, and video. 7. Event Manager shall manage most of the event s day of logistics, and is responsible for creating a TEDx experience for the guests. He or she serves as the contact with the venue s staff, manages day of event activities outside of the main stage, and is in charge of ticketing and registration needs. 8. Sponsorships and Budgets Manager shall be responsible for raising money from sponsors for event expenses, and managing the event s finances. 9. Designer shall create the event logo, website, branding materials and other aesthetic components of the event. 10. Communications, Editorial and Marketing Director shall create and manage a strong online presence of the event, including website content, a blog and social media. 11. Website Manager shall be responsible for developing and managing the event website.

4 12. Video and Production Lead shall oversee the video and production of the event from managing audio and video needs, camera operators and the livestream of the event. 13. Advisor shall provide guidance as he or she sees fit to ensure full compliance with university policies. Additionally, the Advisor shall participate in the organizing of the event as desired. D. Terms of Office: 1. The executive team shall be appointed annually by the members at one of the regular meetings. Appointments shall be by the consensus of the membership. 2. Each officer shall take office at the conclusion of a conference cycle, serve a term of one conference cycle, and may be re appointed consecutively to the same position for an additional term of one conference cycle. a. In the event of a change in the Lead Organizer position, the outgoing Lead Organizer shall immediately initiate the procedure of releasing the TEDx license. E. Vacancies and Removal: 1. A vacancy in the office of the Lead Organizer shall be filled by the Co organizer unless he or she is unable to serve, at which time the vacancy shall be filled by election of the members by a majority of votes cast. A vacancy in the office of the Co organizer shall be filled by appointment of the Lead Organizer. 2. Any member, including the Lead Organizer, may be dismissed from his or her position in the organization and reassigned to more appropriate responsibilities if regular performance evaluations indicate performance is below what is required to ensure the quality of work meets the organization s standards. 3. Any member, including the Lead Organizer, may be removed from the organization by a vote of two thirds of the members at a regular meeting. Initiating removal or suspension requires a valid cause as deemed appropriate by the Lead Organizer. In the event of the Lead Organizer facing removal, the Advisor shall evaluate the validity of the cause. The person under consideration shall be given an opportunity to be heard at the meeting with sufficient notice of the proposed removal or suspension, the person under consideration shall not be counted in determining the presence of a quorum not whether the required two thirds vote has been obtained. Upon a vote of removal or suspension of the Lead Organizer the Co organizer shall preside at the meeting. Article VII. Strike Teams A. The Lead Organizer, subject to the approval of the organization, shall appoint such standing, special, or ad hoc strike teams as may be required by the bylaws, as he or

5 she finds necessary. Strike team leaders shall be appointed by and responsible to the Lead Organizer. B. A vacancy in a strike team leader position shall be filled by appointment of the Lead Organizer of the organization with input from the outgoing strike team leader. Article VIII. Voting A. All club decisions must be done with quorum consensus. B. In the event of no consensus and/or lack of quorum, the Lead Organizer shall have the power to enact any decision. Article IX. TED x EmbryRiddlePrescott Conference A. Finance 1. Price of admission shall not exceed $30 per attendee. 2. Revenues from ticket sales shall not exceed the full cost of the event. B. The conference shall follow all the rules and guidelines as specified by TED. C. Curators will present an abstract of each talk to be given at TEDxEmbryRiddlePrescott to the club advisor and a university appointed faculty member for their approval prior to the conference. The club advisor and the appointed faculty member shall have the power to veto any talks prior to the conference. Article X. Parliamentary Authority The rules contained in Robert's Rules of Order, Revised, shall govern the organization in all cases to which they are applicable and in which they are not inconsistent with the bylaws or the special rules of order of the organization. Article XI. University Policies This organization shall abide by all applicable policies instituted by Embry Riddle Aeronautical University including the current Organization Agreement and the therein specified non hazing compliance. Article XII. Amendments A. These bylaws may be amended by consensus and a vote of two thirds of the members of the organization present at any regular meeting or at a special meeting called for that purpose. The membership shall be notified of adopted bylaw amendments by the most feasible means. B. These bylaws shall be annually updated by the Lead Organizer and his/her designee as required by the Student Government Association of Embry Riddle Aeronautical University in Prescott for organization re registration. Time permitting, the updated

6 bylaws will presented to the organization membership for review and feedback prior to submittal. Article XIII. N o n - D i s c r i m i n a t i o n C l a u s e Eligibility for membership or appointed or elected student officer positions may not be limited on the basis of race, religion, national origin, ethnicity, color, age, gender, gender identity, marital status, citizenship, sexual orientation or disability. The organization shall have no rules or policies that discriminate on the basis of race, religion, national origin, ethnicity, color, age, gender, gender identity, marital status, citizenship, sexual orientation, or disability. Article XIV. U n i v e r s i t y P o l i c y C l a u s e This organization is a recognized student organization at Embry-Riddle Aeronautical University, Prescott, and adheres to all campus policies as set forth by Student Activities & Campus Events.

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