TxTPEG Constitution

TxTPEG Executive Officer Branch Leadership Positions and Duties

All members of the Leadership must fulfill the appropriate duties for their positions, including all duties mentioned in this Constitution. Executive positions are elected each year at the end of the spring semester. For information on the election procedures, click HERE.

Constitution of Texas Theme Park Engineering Group
at the University of Texas at Austin

PREAMBLE
The Texas Theme Park Engineering Group (TxTPEG) is focused on introducing students to the field of theme park engineering and engaging them in activities which involve hands-on educational experiences. Our goal is to help passionate engineers explore options within the themed entertainment industry and discover atypical career options within their degrees.

ARTICLE I – UNIVERSITY COMPLIANCE

This organization is a recognized student organization at The University of Texas at Austin and shall comply with all campus policies as set forth in the Institutional Rules on Student Services and Activities and Information on Students' Rights and Responsibilities.

ARTICLE II – PROHIBITION OF HAZING

State law and Sec. 14-103(3) of the Institutional Rules on Student Services and Activities and Information on Students' Rights and Responsibilities define hazing as any intentional, knowing or reckless act, occurring on or off the campus of an educational institution, by one person alone or acting with others, directed against a student, that endangers the mental or physical health or safety of a student for the purpose of pledging, being initiated into, affiliating with, holding office in or maintaining membership in any organization whose members are or include students at an educational institution.

ARTICLE III – MEMBERSHIP

Membership Restriction: In accordance with Sec. 6-202(a)(2) and Sec. 6-302 of the Institutional Rules on Student Services and Activities and Information on Students' Rights and Responsibilities, this organization restricts membership to students, faculty members, and staff members of the University.
Membership Eligibility: In accordance with Sec. 6-202(a)(3) of the Institutional Rules on Student Services and Activities and Information on Students' Rights and Responsibilities, this organization may not deny membership on the basis of race, color, religion, national origin, gender, age, disability, citizenship, veteran status, sexual orientation, gender identity, or gender expression, except that a registered student organization created primarily for religious purposes may restrict the right to vote or hold office to persons who subscribe to the registered student organization’s statement of faith; and a registered student organization may restrict membership based on the provisions of Title IX of the Education Amendments of 1972.
Membership Status: A student will be considered a member of TxTPEG upon attending at least one meeting and paying the semester dues.
Procedure for Member Removal: Membership may be revoked from an individual upon non-adherence to university guidelines (i.e. hazing, discrimination) and a unamious vote from the officer team.

Article IV – OFFICERS

All Officers Must:
1. Be paid members of TxTPEG
2. Attend all chapter meetings (pending extenuating circumstances), including setup and teardown times
3. Attend all (usually bi-weekly) officer meetings to discuss what is going on and to plan for other activities
4. Participate in any and all opportunities that could be beneficial to the chapter as a whole (recruiting, fundraisers, etc.)
5. Assist the following year’s officer in their position by maintaining transition documents and making themselves available to give advice and answer questions to ensure the following year’s success.
6. Attend (at least partially) any fundraising, social, or outreach activities to the best of their abilities
7. Organize details for their own events and utilize the general Events Sign-Up form to create and track sign-ups.
8. Promote events to members by sending group messages or posting flyers across campus
9. Send newsletter updates to the Secretary by the deadline required
10. Take photos of events that they run and upload them to the club drive, or delegate someone to do so
11. Update the Officer Meeting documents and General Meeting slides by the deadlines required
12. Keep their respective officer emails neat and in order
13. Keep their respective club drive folders neat and in order
14. Remain in communication with the officer team, checking Emails, Facebook, Slack, GroupMe and/or Text Messages frequently

Procedure for Officer Removal: Officer positions may be revoked from an individual upon non-adherence to university guidelines(i.e. hazing, discrimination) or three verbal warnings for not performing officer duties outlined in the bylaws and a unamious vote from the rest of officer team.

President
1. Oversee and lead the general meetings
  1. Make the general meeting presentation outline
2. Supervise all officers and do whatever is necessary to ensure the success of the organization
3. Oversee and lead the officer meetings
  1. Organize the officer bi-weekly meetings, setting a time so that everyone can come
  2. Make an agenda for the officer meetings and distribute notes to all officers afterwards
4. Book meeting room the first day reservations are made available
5. Set up at least two tours/trips throughout the school year
6. Attend the monthly President meetings with Engineering Student Life (ESL) and Student Engineering Council (SEC)
7. Monitor the TxTPEG general email account as well as the Facebook page, creating all meeting events as necessary.
8. Update authorized officers each semester on Hornslink and ensure good standing with the university. Reapply for membership on Hornslink at the end of each school year.
9. Send out an end-of-semester survey and complete the annual report by the required deadline through the Dean of Students.
10. Assist officers with individual responsibilities as necessary, including helping External VP organize IAAPA/ASTM trips, and helping Treasurer procure funds from SEC or buy/sell chapter T-shirts and other paraphernalia
11. Review and make any adjustments to the Constitution and/or By-Laws and refer those edits to the officers for approval
12. Run semesterly officer nominations and elections as appropriate
13. Manage the Alumni Network
14. Must be a 2nd year TxTPEG member or above
15. Must have been an officer previously

External Vice-President
1. Provide assistance to all officers when necessary
2. Create and mail out corporate packet for sponsors
3. Communicate with industry professionals to set up presenters for each speaker meeting
4. Maintain all contact lists with relevant companies and individuals who are supportive of the chapter
5. Maintain the TxTPEG LinkedIn page
6. Attend and advertise at both fall and spring Engineering Career Expos to build new relationships with corporate partners
7. Host Lunch-and-Learns for the members if speakers are available
8. Write and compose thank you letters to all companies and/or individuals who assist or contribute to our success in events or in general (including companies, professors, alumni, faculty/staff of the university) using TxTPEG letterhead/envelopes. These shall be signed by both the President and External VP
9. Assists officers in coordinating their events with professionals
10. Must be a 2nd year TxTPEG member or above
11. Must have been an officer previously

Internal Vice-President
1. Responsible for attending monthly Cockrell Relations Chair meetings with Student Engineering Council (SEC)
2. As Cockrell Relations Chair:
  1. Attend additional SEC events/planning/voting meetings as required
  2. Plan 1 event/social with another SEC organization per year
  3. Promote SEC and joint events to Cockrell School (if applicable) and TxTPEG
3. Coordinate all E-Week activities
  1. Plan and lead the TPEG hosted event
  2. Promote E-Week activities and member participation in events and the scavenger hunt
4. Complete any and all forms related to the checkout of any needed SEC equipment
5. Assist the President, Treasurer, and Project Chair in completing all administrative documents/forms such as food distribution, and safety training in compliance with the Office of Student Life and the Office of the Dean of Students
6. Plan non-speaker general meetings
  1. Coordinate with other officers to lead meetings
  2. Develop meeting activities and ensure all required supplies are secured
7. Try and coordinate with other college theme park and UT organizations to have joint activities
8. Must be a 2nd year TxTPEG member or above

Secretary
1. Create a membership google document and monitor membership (coordinate with the Treasurer for dues)
2. Create a separate form for prospective students interested in signing up for membership
3. Ensure that enough computers will be present at the meetings for signups and ensure that everyone present at the meeting signs in for attendance
4. Collect officer updates and prepare and send weekly newsletter
5. Create digital flyers and social media graphics (such as Facebook banners) for all events or delegate as necessary
6. Assist the Treasurer in collecting dues and distributing chapter paraphernalia
7. Store and take charge of the general chapter tshirts (bring to meetings) or delegate someone else to.
8. Keep website and calendar up to date and take updated officer photos
9. Manage the membership point system
10. Assist with the organization of semesterly officer nominations and elections as appropriate
11. Work with the President to keep all internal documents up to date and correct

Treasurer
1. Host at minimum of 3 fundraising events a semester
2. Create and maintain a semesterly budget for each officer position, allocating funds appropriately
3. Keep a resting balance of $1,000 across all accounts (with the help of other officers) This includes obtaining any Environmental Services permits and ensuring all rules are followed.
4. Work with the External VP to provide an annual list of sponsors and amounts
  1. File and maintain all receipts of expenses and invoices to corporate sponsors
5. Work with the president on applying for appropriations each semester
6. Maintain accurate bookkeeping of our PayPal account, off-campus account, and on-campus account
  1. Supervise use of the PayPal account and off-campus bank account specifically
7. Keep track of membership dues and work with Secretary to ensure all paid members have filled out membership form and vice versa
8. Coordinate the ordering and trademark process of the general tshirts and officer polos with the President
9. Maintain accurate financial records that are updated continually such that at any given time, analysis can be made of our financial standing
10. Reimburse members and/or officers for expenses in a timely manner
11. Provide the President with a financial report every month or when asked
12. Maintain the responsibility of financial aspects for any fundraiser
13. Store and take charge of all fundraising materials (including the cooler, plates, napkins, and things of that nature, may be necessary to coordinate with the social chair).
14. Work with the President to update the Official Inventory spreadsheet
15. Bring fundraising supplies to meetings as needed
16. Obtain and bring food for meetings

Project Chair
1. Assess best times and plan weekly project work hours to ensure a successful project.
2. Host weekly project meetings with an agenda and goals
3. Work with members to find strengths and weaknesses and assign project duties as appropriate
  1. Delegate work appropriately to various groups and/or assemble committees
  2. Subdivide members into smaller groups if need be to emphasize certain strengths.
4. Actively search for and procure new projects for the organization or new ways to improve former projects
5. Work with Treasurer to set preliminary spending needs and procure/fundraise appropriations money as needed
6. Help procure project supplies and work with Treasurer to provide receipts for reimbursements of purchased items
7. Secure room reservations, supply rentals, workshop training, and other permissions for the project
8. Store and take charge of all project materials, or delegate someone to
9. Bring project supplies to project meetings as needed
10. Ensure documentation and/or long-term storage of project
11. Coordinate project responsibilities with Project Co-Chair and/or Committee

Outreach Chair
1. Communicate with schools and organizations to attend or create outreach opportunities
2. Host and plan outreach events in which members can volunteer to help or teach the community
  1. These activities should promote member involvement in the community and/or the university
3. Be aware and communicate with Cockrell School about any volunteer events they host, such as Longhorn Halloween, Girl Day and ExploreUT
4. Provide the Treasurer with receipts for reimbursement and set preliminary spending needs
5. Maintain a contact list of outreach representatives to exchange to next year’s outreach chair
6. Work with President to coordinate travel accommodations to/from outreach events
7. Contact members in case of absence, keeping a record of members attending each event to provide to Secretary
8. Store and take charge of all outreach materials
9. Bring outreach supplies to events when necessary
10. Organize and be responsible for all recruitment activities, such as summer orientation recruitment and other UT student organization fairs
11. Reach out to non-engineering majors and encourage them to be involved

Social Chair
1. Host and plan monthly social outings throughout the semester
  1. Coordinate activities/food/logistics
2. Provide the Treasurer with receipts for reimbursement and set preliminary spending needs
3. Work with Treasurer to obtain appropriations money for events as needed
4. Work with President to coordinate travel accommodations to/from social events
5. Contact members in case of absence, keeping a record of members attending each event to provide to Secretary
6. Store and take charge of all social materials (may be necessary to coordinate with Treasurer)
7. Bring social supplies to events as needed
8. Coordinate group social discounts
9. Coordinate with Internal VP to plan a joint social with another SEC organization
10. Plan an end of semester banquet/social gathering
11. Keep club Instagram feed and stories updated weekly, assisting President with Facebook or External VP with LinkedIn as necessary
12. Assist Secretary with creating digital flyers and social media graphics

Article V – MEETINGS

Meetings will be held biweekly(exceptions for university breaks), through the last week of classes. Individuals must be a paid TxTPEG member and have attended at least one meeting to vote in the semester elections. Voting shall take place during one general

ARTICLE VI - UNIVERSITY ADVISOR

In accordance with Sec. 6-101 (14) and Sec. 6-101(15) of the Institutional Rules on Student Services and Activities and Information on Students' Rights and Responsibilities, this organization may have a University Advisor who is at least twenty-one years of age, is not enrolled as a student at the University, and serves as either:
1. a part-time or full-time employee of the University.
2. a representative of a national organization that is associated with the registered student organization.
3. serves as either.
  1. a part-time or full-time employee of the University.
  2. a representative of a national organization that is associated with the registered student organization (registered student organizations only).
University Advisor should support the current President through a meeting at the start of the semester and attend design competitions as a judge when possible.

ARTICLE VII – FINANCES

Membership dues shall be determined annually for both year long and semester long memberships by the Treasurer. Dues shall be no more than $30 annually.
The Treasurer is responsible with collections of dues and reporting to the Secretary to record individuals who have paid.
The Treasurer is responsible for managing the TxTPEG budget and allocating semester spending. The Treasurer should also coordinate efforts to request funds and fundraising.

ARTICLE VIII – ELECTIONS

Elections shall be held at the last meeting of each semester.
Members will be notified twice of upcoming elections in the weekly newsletter.
The current Secretary will manage the election procedures and nomination process. Individuals may nominate themselves or another member.
At least ten members must be present at elections and a simple majority vote is required to be elected for a position.

ARTICLE IX – AMENDMENTS

A section of the constitution may be amended after the end of the current semester by a unanimous vote of the incoming officer team.
Amendments may be proposed by any paid member.
All amendments or changes to this constitution must be reflected in an updated constitution that must be submitted to Student Activities in the Office of the Dean of Students at 2609 University Ave., Suite 2.112 within 14 days of its approval.

TxTPEG ­ Executive Officer Branch Leadership Positions and Duties

TxTPEG Executive Officer Branch Leadership Positions and Duties