Touch-N-Go Bylaws

Page Updated: June 18th, 2019

Document Ratified: March 20th, 2018

Article I:

Name

A. The name of this organization shall be Touch-N-Go Productions (TNG) and shall comprise a division of the Embry-Riddle Student Government Association in accordance with the policies, bylaws, and Constitution of the Student Government Association.

Article II:

Purpose

A. The purpose of Touch-N-Go Productions is to improve the University environment by providing quality entertainment and educational events for the Embry-Riddle Aeronautical University (ERAU) student body, alumni, faculty, and staff.

B. Touch-N-Go Productions strives to involve and unify the student body. This is to be done by producing and coordinating activities such as concerts, box office movies, stand-up comedians, and other innovative events.

Article III:

Standards

A. Touch-N-Go Productions will maintain professional operating standards in order to provide the best possible presentation to the students of Embry-Riddle Aeronautical University and to proudly represent ERAU to students of other universities, the Daytona Beach community, and the entertainment industry.

B. The actions of Touch-N-Go Productions are a direct reflection of ERAU’s Student Government Association. Therefore, it requires that its members act responsibly and in the best interests of Touch-N Go Productions and the SGA.

1. It shall be the responsibility of every member to promote Touch-N-Go Productions in a positive manner.

2. Any person found guilty of unauthorized use or misuse of the Touch-N-Go Productions name, logo, or identification of its members as such, in printed or broadcast media shall be subject to dismissal.

Article IV:

Meetings

A. General Board and Executive Board meetings will be weekly, starting with the first full week of each semester, when logistically possible, with the exception of summer terms.

B. Meetings shall be conducted using Roberts Rules of Order for guidelines, as the Executive Board deems fit, for the semester.

Article V:

Membership

A. The organization will be comprised of students who participate in the planning and production of Touch-N-Go events.

B. Membership is open to all students of Embry-Riddle Aeronautical University that are enrolled in at least (6) credit hours, three (3) credit hours for graduate students, and holds/maintains a minimum cumulative GPA of 2.0.

C. The members of the organization shall have the opportunity to hold one of the positions listed
below.

1. Executive Board

a) The Executive Board will be comprised of a Chairperson, Vice-Chairperson, Administrative Coordinator, Promotions Coordinator, Hospitality Coordinator, Productions Manager, Security Coordinator, and Budget Manager.

b) The Executive Board supports the Chairperson and all of the members by overseeing committees and coordinating events.

c) Each Executive Board member shall have an assistant or person in training and/or a committee as needed.

d) Each Executive Board member will be required to post and attend five (5) office hours per week, except the Chairperson, which shall post and attend ten (10) hours per week.

e) Each Executive Board member must have a minimum cumulative GPA of 2.5.

(1) Failure to uphold the GPA and credit hour requirements will result in dismissal.

f) Each Executive Board member shall keep track of their transaction receipts and report the transactions to the budget manager in a timely manner.

2. Sound Technicians:

a) Sound Technicians will be comprised of individuals who have demonstrated
exceptional knowledge of and experience with equipment and demonstrated skill as it pertains to production events and services.

b) Each Sound Technician must have a minimum cumulative GPA of 2.5.

(1) Failure to uphold the GPA and credit hour requirements will result in
dismissal.

c) The Sound Technicians will be supervised by a Sound Engineer. The Sound
Engineer shall:

(1) Be appointed by the Chairperson, to a term of one academic year, after the
Chairperson’s election during the spring semester and before spring commencement.

(2) Be a current or past Sound Technician or Sound Assistant.

(3) Be responsible for the maintenance and operational control of all sound equipment.

(4) Assist the Productions Manager in the coordination of technical and logistical requirements for events.

d) There shall be no more than one (1) Sound Engineer and two (2) Sound Technicians at any time.

(1) There shall be at least one Sound Assistant or person in training.

e) Sound Technicians shall be appointed at the discretion of the Sound Engineer.

(1) An appointed Sound Technician must be approved by a two-thirds majority vote of the Executive Board.

f) All Sound Technicians must sign a Contract of Services.

3. Shop Technicians:

a) Shop Technicians will be comprised of individuals who have demonstrated exceptional knowledge of and experience with production equipment.

b) Each Shop Technician must have a minimum cumulative GPA of 2.5.

(1) Failure to uphold the GPA and credit hour requirements will result in dismissal.

c) The Shop Technicians will be supervised by the Productions Manager.

d) Shop Technicians shall be appointed at the discretion of the Productions Manager.

(1) An appointed Shop Technician must be approved by a two-thirds majority vote of the Executive Board.

e) All Shop Technicians must sign a Contract of Services.

f) Sound Technicians are permitted to hold a Shop Technician position as well.

D. In order to fulfill University requirements, a University official will serve as advisor to the
organization.

1. The Office of Student Engagement and Student Union will name this person(s).

Article VI:

Executive Board

A. Chairperson:

1. Has overall responsibility and authority for the legal and financial operation of Touch-N Go Productions and will ensure the purpose and standards of Touch-N-Go Productions are met.

2. Chair all meetings and will vote at Executive Board Meetings.

a) Will not vote at weekly member meetings, but will decide in the case of a tie vote.

3. Has ultimate responsibility for procuring entertainment, negotiating contracts and meeting contract requirements.

4. Returns agency phone calls and emails in a timely manner.

5. Is responsible for booking all appropriate event locations and resources on SchedulER.

6. Must be in the Daytona Beach Area and maintain a posted office schedule for at least one summer session during their term of office.

a) If the Chairperson and Vice-Chairperson will be absent during a summer semester, the Chairperson, in coordination with the Advisor, may appoint an Acting Chairperson from the Executive Board. The term of appointment will be for the summer semester only.

b) During this time, the Acting Chairperson is responsible to the Chairperson and Staff Advisor(s).

B. Vice-Chairperson:

1. In the absence of the Chairperson, the Vice-Chairperson will assume the responsibilities of the Chairperson.

2. Is responsible for duties assigned by the Chairperson.

3. Is responsible for the purchasing and inventory of polos and event staff t-shirts.

4. Is responsible for recruiting new members through the activities fair and other creative
means.

5. Is responsible for all member relations, including but not limited to, members of the month, general and executive board retreats and incentives, event hours, meeting attendance and “Active” member status.

6. Is responsible for notifying members of meeting times and places, as well as future events.

7. Is responsible for creating, in coordination with the Executive Board, a strategic plan due at the first executive board meeting of the fall semester.

8. Is responsible for entering event descriptions into SchedulER at least 2 weeks prior to the event date.

9. Is responsible for procuring talent, negotiating contracts and bids, meeting contract requirements, and overseeing the last major event of the academic year. The Chairperson will act as the Vice-Chairperson during this event.

C. Administrative Coordinator:

1. Will record meeting minutes and post them to the Student Government Association
website pending Executive Board approval.

2. Is responsible for the distribution of mail and messages to the Executive Board members.

3. Will order any necessary office supplies.

4. Is responsible for creating, conducting and analyzing evaluation data to include event
attendance, event feedback, and surveys.

5. Is responsible for preparing and maintaining all budget records.

a) Final approval for all transactions is required from the Chairperson.

6. Will maintain copies of all receipts up to three years for financial records.

7. Ensure that bills are paid and respond to all financial questions.

8. Is responsible for submitting weekly financial updates to the Chairperson and SGA Treasurer.

9. Is responsible for designing, distributing and collecting tickets at all events that require tickets.

10. Is responsible for maintaining all archives, including photos.

D. Special Events Coordinator:

1. Is responsible, with help from the Chairperson, for booking, coordinating, and running all daytime programs, or “In-Flight Entertainment” events.

2. Is responsible for the weekly Thursday night movie program:

a) Coordinating, procuring, downloading, and showing films

b) Maintaining and updating the glass movie case(s)

c) Coordinating with IT Events for technical support

d) Submitting all movie invoices to the Accounts Payable Department

e) Purchasing movie prizes

f) Coordinating all aspects of the weekly pre-movie slideshow

3. For all co-sponsorships: will act as a liaison between Touch-N-Go and the co-sponsoring
organization and oversee the event on the day of show.

a) Organizations requesting to hold a co-sponsorship will contact the Special Events
Coordinator for assistance who will:

(1) Outline Touch-N-Go’s co-sponsorship process, deadlines, and rules.

(2) Assist the co-sponsoring organization with reserving the appropriate event
locations and resources in SchedulER.

(3) Organize deliverables to include script and media files for use by Touch N-Go.

(4) Complete the co-sponsorship event review form and communicate the
results of the event to the co-sponsoring organization within two (2) weeks.

E. Productions Manager:

1. Will secure a productions company for any events in which it is a contractual requirement or when Touch-N-Go equipment is deemed insufficient.

2. Is responsible for coordinating sound, lighting, staging, set-up, and teardown for all events.

3. Oversee the stage crew in designing and erecting stage sets.

4. Coordinate maintenance of all production equipment, including but not limited to stage,
lights, audio/video equipment, and outdoor movie screen.

5. During productions, the Productions Manager will communicate with road managers and will provide technical assistance.

6. The Productions Manager will also be responsible for coordinating technical and logistical requirements for the technical riders (i.e. with the Facilities, Grounds, Materials Management, Electrical Departments, and the Sound Technicians).

7. Required to prepare a stage diagram two (2) weeks prior to the show.

8. Will oversee the Shop Technicians and equipment maintenance schedule.

F. Promotions Coordinator:

1. Is responsible for publicizing upcoming events and movies to the student body at least
two weeks prior to the event.

2. All available means of promotions shall be utilized, as deemed appropriate by the
Executive Board including but not limited to A-frames, flyers, banners, mailbox stuffers, movie magnets, social media, table tents, and t-shirts.

3. Is responsible for delivering all available information, about events, to the campus newspaper and radio.

4. Is responsible for maintaining the TNG website with upcoming events and movies and
current information.

5. Is responsible for coordinating and chairing the Marketing Committee.

G. Hospitality Coordinator:

1. Is responsible for securing lodgings, meals, and beverages before, during, and after a
show for the performer.

2. Is responsible for the arrangement of green rooms when needed for event performers.

3. Is responsible for arranging transportation and reserving vans for performers and TNG
members.

4. The Hospitality Coordinator will make catering arrangements for members of Touch-N-Go.

5. Is responsible for arranging catering that requires out sourcing.

6. Is responsible for maintained a well-stocked cabinet of hospitality related supplies.

7. Is responsible for the organization of all hospitality supplies.

H. Security Coordinator:

1. Will organize the volunteer security staff during events.

2. Will coordinate with the University Safety Department and all other emergency services
and act under their guidance to provide a safe atmosphere.

3. Will arrange a mandatory meeting with the University Safety Department and security
personnel at least once per year at the beginning of the fall semester.

4. Is responsible for ordering necessary security equipment (i.e. armbands, radios, etc.).

5. Is responsible for recording the number of attendees at each event and forwarding the information to the Administrative Coordinator.

6. Is responsible for securing the venue before, during, and after events as needed.

7. Is responsible for maintaining an access list and distribution of keys for the office and the equipment rooms.

8. Will create a security diagram for all events at least two (2) weeks in advance.

9. Is responsible for operating and maintaining radio equipment which includes but is not
limited to, keeping up to date and in full compliance with all current FCC regulations.

Article VII:

Committees

A. Marketing Committee

1. The Promotions Coordinator will be responsible to chair all Marketing Committee meetings.

2. The Promotions Coordinator will vote in the case of a tie.

3. The Marketing Committee will be composed of a number of members decided upon by the Executive Board, but not more than 6 members total.

4. The Promotions Coordinator, with the help of the Executive Board and Advisor, will
select the candidates to be on the committee

5. Responsibilities of committee members:

a) Required to attend at least 75% of the meetings

b) Required to complete all assigned tasks by respective due dates

c) Will notify the Promotions Coordinator in the event that a deadline cannot be met

d) Must be trained on proper A-frame maintenance

e) Members will not disclose any information obtained that is not general knowledge

f) Will report any damaged or illegal advertisements

6. Failure to meet these responsibilities may result in dismissal as determined by the
Executive Board

Article VIII:

Membership in National and State Organizations

A. The active members of the organization shall have the authority to enter into membership with national, regional, and state campus activities organizations whose programs and services are deemed to be of values to the University and Touch-N-Go Productions.

B. National Association for Campus Activities (NACA)

1. The NACA Vision Statement (2015) – The National Association for Campus Activities will be the recognized leader in higher education for providing the knowledge, ideas and resources to promote student learning through engagement in campus life.

2. Delegates

a) Selection:

(1) Priority will be given to members who plan on returning to Touch-N-Go
Productions next semester.

(2) All members who wish to go will submit an application to the Chairperson and Vice-Chairperson.

(3) Delegates will be picked by the Chairperson and the Vice-Chairperson and approved by the Advisor(s).

(4) Delegates must fulfill General Membership requirement stated in Article V Section C.

b) All delegates must sign a Rules of Conduct form.

c) Delegates have the authority to choose acts for the following semester.

3. Act Selection:

a) Delegates may spend up to half (½) of the General Acts budget, excluding movies
and “Big Show(s)”, determined by the previous semesters budget or as approved by the Executive Board.

b) Act selection at NACA must be a majority vote of all Delegates (Tie votes will not
be chosen).

Article IX:

Quorum, Elections, and Voting

A. Quorum

1. A Quorum for the purposes of an Executive Board meeting will be made up of at least
75% of the Executive Board present.

2. A Quorum for the purposes of a General Board meeting will be made up at least 75% of
the current active members.

B. Executive Board Elections:

1. Nominations:

a) Nominations will be taken at the General Board meeting one week prior to
elections and on the day of elections.

(1) Nominations can be made during the week leading up to elections.

(2) Two (2) executive board members must be present and communicate the nomination to the Chairperson.

b) Final nominations will be taken before each position is voted on.

c) Each person nominated can only be elected to one position.

d) Individuals nominated must be present at the elections meeting to be elected to the respective position (at the discretion of the Chairperson).

2. Chairperson Eligibility:

a) The Chairperson must meet the GPA requirement of 2.5 set for an SGA Official
by the SGA Constitution at the time of nominations.

b) Only current Executive Board members are eligible.

3. Executive Board Eligibility:

a) Executive Board members must meet the cumulative GPA requirement of 2.5 set
for an SGA Official by the SGA Constitution at the time of nominations.

b) Executive Board members will require one active semester with Touch-N-Go Productions as an active member.

4. Standard Elections:

a) Regular elections will be held one week prior to the anticipated week of SGA
elections.

b) Executive Board members will begin their term the day of spring commencement.

c) Elections will proceed in the order listed in Article VI.

d) The active membership will elect officers by a simple majority vote.

(1) The Chairperson’s vote shall only count to break a tie.

e) There is no absentee or proxy voting.

5. Special Elections:

a) If in the event the Chairperson vacates their position for any reason, the Vice Chairperson will assume the role of Chairperson. A special election will be held for the position of Vice-Chairperson.

(1) In the event the Vice-Chairperson refuses the role of Chairperson, a
special election will be held for the position of Chairperson.

b) If any other member of the Executive Board vacates their position for any reason,
nominations will be Conducted in accordance with Article IX.

6. Spring Vacancies

a) Nominations for vacancies during the spring semester will take place 2 weeks
prior to the end of the fall semester in accordance with Article IX, Section B, Subsection 1.

b) Nominees must meet the eligibility requirements in Article IX, Section B,
Subsection 3.

(1) Members who have met the requirements to be on the active roster in
Article XI, Section B may run for a position even though the fall semester has not yet been completed.

c) Elections will take place at the last meeting of the fall semester in accordance
with Article IX, Section B, Subsection 4.

(1) Members who have met the requirements to be on the active roster in
Article XI, Section B may vote even though the fall semester has not been
completed.

d) Newly elected Executive Board members will take office immediately.

7. Summer Session:

a) If there is work to be done by an Executive Board member over the summer, and
the person elected to the position is unable to attend summer sessions or unable to do such work, the Chairperson may appoint another person to the position for the duration of summer sessions.

b) The person appointed to such a position must have at least one semester
experience on the Executive Board.

C. General Business Voting

1. All students attending a meeting about special events may have voting rights approved by the Executive Board for that meeting. For the first two meetings of the current semester, only members with voting privileges from the previous semester will be allowed to vote.

2. There is no proxy or absentee voting.

Article X:

Removal From Office

A. Chairperson:

1. Failure to comply with the bylaws of Touch-N-Go Productions is sufficient grounds for
investigation leading to removal from office.

2. Charges against the Chairperson will be brought to the Staff Advisor(s), who will notify
the Chairperson.

3. If the Staff Advisor(s) considers the charges to be valid, removal proceedings will be
recommended to the Student Court.

4. The Staff Advisor(s) and The Student Court would conduct the investigation.

5. At this time, the Chairperson will be suspended from their responsibilities.

6. At the next Touch-N-Go General Board meeting a discussion of the investigation will
take place.

7. At the following regularly scheduled Touch-N-Go Productions General Board meeting, a
vote will be taken on whether to retain or remove the Chairperson.

8. A two-thirds majority vote is needed to remove the Chairperson, and a quorum must be present.

9. The Chairperson in question does not have a vote in the removal proceedings.

10. The Chairperson is also subject to removal as outlined in the SGA Constitution.

B. All Executive Board Members:

1. Failure to comply with the bylaws of Touch-N-Go Productions is sufficient grounds for
investigation leading to removal from office.

2. Charges against an Executive Board member will be brought to the Chairperson and/or
Staff Advisor(s), who will notify the executive board member.

3. If the Staff Advisor(s) and Chairperson consider the charges to be valid, removal
proceedings will be recommended to the Student Court.

4. The Staff Advisor(s) and The Student Court would conduct the investigation.

5. At this time, the Executive Board member will be suspended from their responsibilities.

a) The Chairperson may appoint another member to the position during the
investigation.

6. At the next Touch-N-Go General Board meeting a discussion of the investigation will
take place.

7. At the following regularly scheduled Touch-N-Go Productions General Board meeting, a
vote will be taken on whether to retain or remove the Executive Board member.

8. A two-thirds majority vote is needed to remove the Executive Board member, and a
quorum must be present.

9. The Executive Board member in question does not have a vote in the removal
proceedings

10. Executive Board members are also subject to removal as outlined in the SGA
Constitution.

C. Sound & Shop Technicians:

1. Failure to comply with the bylaws of Touch-N-Go Productions and/or a violation of the
Contract of Services can lead to charges against a Sound or Shop Technician, which will be brought to the attention of the Staff Advisor(s) and the Chairperson.

2. The Advisor(s) and the Chairperson will review the allegations and determine the validity of the charges.

3. If the Staff Advisor(s) and the Chairperson find the charges to be valid, a
recommendation of removal will be presented to the Executive Board.

4. During this time, the Sound or Shop Technician in question will be unable to work for
compensation or interact with any piece of sound equipment.

5. A two-thirds majority vote of the executive board is needed to dismiss the Sound or Shop Technician.

Article XI:

Attendance

A. Members:

1. Members of Touch-N-Go may voluntarily attend meetings and events.

2. In order to be considered an active member, a member must attend one half of the
General Board meetings and one half of the total hours for the current semester’s events.

3. Any incentives of membership shall be for active members, or other members at the
Executive Board’s discretion.

4. Any event scheduled during their registered class, the hours lost are not compensated for.

a) If at the end of the semester a member does not meet the minimum requirements
to be on the active roster, they may appeal for the missed class time hours on a case-by-case basis at the discretion of the Executive Board.

5. All other non-originated TNG events (co-sponsorships and equipment rentals) will be
counted towards attendance unless determined by the Executive Board and must be declared at the Executive Board meeting beforehand.

B. Executive Board:

1. Any Touch-N-Go officer shall be automatically dismissed from their position if they
accrue three (3) unexcused absences from Touch-N-Go meetings, events or less than 33% of the Touch-N-Go movies per semester.

a) For attendance at a movie to count, the officer must stay for the entire duration of
the movie.

2. In order for an absence to be considered excused, the Chairperson must be notified prior
to the start of the meeting or event at which the absence will occur, and the Chairperson will deem whether the absence is excused.

3. The Chairperson will consider any extenuating circumstances no later than twenty-four
(24) hours after the meeting.

4. Any Touch-N-Go officer who arrives more than fifteen (15) minutes after the
meeting/event has been called to order or departs more than fifteen (15) minutes prior to the meeting/event’s adjournment without approval, will have accrued an unexcused absence.

5. Any event scheduled during their registered class time is excused.

C. Sound Technicians:

1. The number of Sound Technicians required will be decided on an event basis by the
Executive Board at the executive board meeting proceeding the event.

2. Designated Sound Technicians shall be decided by the Sound Engineer.

a) Reasonable attempts to include all appointed Sound Technicians for
compensation should be made by the Sound Engineer.

3. Any event scheduled during their registered class time is excused.

D. Emergency Meetings:

1. In the event of special circumstances, the Chairperson may call an Emergency Executive Board Meeting in which Executive Board Members will be asked to exercise their voting rights.

2. In the event of extreme circumstances the Chairperson in consultation with available
Executive Board members and the Advisor(s) will have the authority to make decisions after every reasonable attempt has been made to locate Executive Board Members.

Article XII:

Compensation

A. Executive Board

1. All Executive Board members are eligible to receive a Student Leadership Assistance
Voucher through the Student Government Association.

B. Sound & Shop Technicians

1. The Sound Technicians and Shop Technicians are paid positions in Touch-N-Go
Productions.

Article XIII:

Revision of Bylaws

A. The bylaws will be reviewed by the Chairperson and the Executive Board at the first meeting of
the fall semester but can be revised at any time.

B. A proposed revision can be introduced at any Touch-N-Go meeting and is approved with a
simple majority vote of the Executive Board.

C. A proposed amendment must be tabled for one week.

D. Once approved by the Executive Board, the amendments must be presented to the SGA Student
Court for review.

E. An opt of the ratified bylaws must be sent in to the Student Court within one week of approval.

Article XIV:

Definition

A. An event is any function that is originated by Touch-N-Go Productions, excluding movies presented in the IC Auditorium.