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Texas Aces Bylaws

Purpose
The Texas Aces organization serves as a spirit support group for the varsity tennis program at the University of Texas at Austin; it seeks to promote and develop friendships among its members through a variety of activities, to include the support of the tennis programs. The main function of Texas Aces is to keep score at all home matches and support all major Tennis events. Additional support includes attending all home matches, working on scrapbooks for players and coaches, support teams by providing or coordinating spirit and social events for the Texas Tennis program, assist in marketing and promotional events at matches, and to recruit faculty and staff members to attend matches. The organization provides members the opportunity to be involved in the University of Texas at Austin Athletics’ events and the Austin community.

Requirements
Membership in Texas Aces will be open to all students of the University of Texas at Austin. Prospective members are to complete and submit an official application to be reviewed by the officers of Texas Aces.

Selection for Membership

  1. Members will be selected through an application process.
  2. Recruitment and selection will occur at the beginning of the fall and spring semesters.
  3. Complete information concerning activities and time commitment will be presented to prospective members.
  4. Members will be selected based on their ability to fulfill time requirements, active participation and on the recommendation of the Texas Aces Officers.

Expectations

  1. Attend all home tennis matches
  2. Keep score at 3 home matches
  3. Attend all meetings
  4. Participate in community service projects

Texas Aces Behavior

  1. All business matters regarding Texas Aces and the Texas Tennis program must be kept confidential.
  2. An Ace is a representative of the University of Texas, Athletics Department and the Tennis programs. Appropriate behavior and dress is expected when representing the University of Texas, the Athletics department and the Tennis programs. No consumption of alcoholic beverages, drugs, smoking, or inappropriate language while in uniform or in attendance at the Penick-Allison Tennis Center or any university facility.
  3. Texas Aces is a non-hazing organization. Hazing will not be tolerated in any form. Any hazing violation will result in the violators’ immediate expulsion from Texas Aces.
  4. Improper behavior will be reviewed by the Executive Council and the Texas Tennis coaches, and is subject to immediate dismissal from Texas Aces organization.
  5. No relationship with players is permitted, unless established prior to becoming a member.

Match Day Behavior

  1. All Aces who are signed up to score must report to the Penick-Allison Tennis Center at least 30 minutes prior to the beginning of the scheduled match time.
  2. On match day, the uniform shall be worn in its entirety for those Aces on the courts scoring. Failure to do so will result in a review by the Executive Council on the member’s status in the organization.
  3. The Match Day Chair and Secretary/Treasurer shall notify members of the uniform to be worn that day.
  4. The uniform shall consist of clothing provided by the University of Texas Athletics Department. Lost or damaged items must be replaced by retail value to the UT Tennis Program.
  5. All Aces who attend the match in the stands and are not scoring, MUST wear their Texas Aces nametag and an University of Texas t-shirt/top.

Attendance Rules and Regulations

  1. All Texas Aces meetings are mandatory.
  2. Texas Aces are allowed a total of two (2) excused absences from meetings in the fall and one (1) excused absence in the spring. An officer should be notified at least 24 hours before the start of a meeting. All meetings are mandatory.
  3. After the maximum number of excused absences, an Ace will be subject to dismissal from the organization. All dismissals will receive prior approval from the organization’s advisor.

Organizational Structure

  1. Elections
    1. A term of office shall be for two (2) semesters
    2. All members in good standing shall be eligible to vote in officer elections
    3. Officers are to be elected with a majority of ballots cast
    4. If there is a tie, a run-off election may occur, or the office may be shared
    5. Elections will be held at the end of the spring semester to elect officers for the following year
  1. Officer Descriptions
    1. Events Coordinator: The Events Coordinator is responsible for locker room decorations, clean up areas after decorating, organizing social activities for the group, IAW & IAM Tennis teams, arrangement of spirit packs for players or spirit tubs for each team’s locker room, and the organization of one community service event per semester. Obtaining supplies are the responsibility of the Events Coordinator. The Events Coordinator will confer with the other officers prior to submitting a Request for Funds.
    2. Historian: The Historian is responsible for compiling a scrapbook committee, collecting articles, purchasing scrapbook materials, and most importantly ensuring that all senior scrapbooks are completed prior to the seniors’ graduation or end of season banquet. The Historian is to contact the Secretary/Treasurer to request funds for scrapbook materials. The Historian will collect scrapbooks from the Organization’s Advisor.
    3. Match Day Chair: The Match Day Chair is responsible for at-home Men’s and Women's Tennis match scorekeepers, training new members on the techniques of scoring and court etiquette, preparing each court with scoreboard equipment and chairs. They will contact the organization’s members a week prior to each at-home match for scorekeepers’ availability.
    4. Recruitment & Website: The Recruiting officer’s main responsibility is to recruit new members into the Texas Aces organization. The Recruiting officer will provide potential activities to encourage and attract new members. The Recruitment officer will also be responsible for the upkeep of the club website.
    5. Secretary & Treasurer: The Secretary & Treasurer is responsible for meeting notes/minutes, maintain attendance records and apply credit to each member in attendance and recording membership participation in events. The S/T will distribute meeting notes/minutes prior to the next meeting or 72 hours after the initial meeting. The S/T will submit to the Organization’s Advisor Compliance Approval forms 5 days in advance prior to activity. The S/T is responsible for record-keeping of expenditure receipts, funds and submitting receipts to the Organization’s Advisor 3 days after an activity or event.
  1. Officers : Dismissal or Resignation
    1. An officer may choose to resign his/her position due to school duties, or personal reasons. No officer will be dismissed from their position due to their academic responsibilities.
    2. An officer may be asked to step down or step aside if he/she is unable to effectively carry out his/her duties and the burden falls to the officers to carry out the duties. Prior approval must be received from the Organization’s Advisor before any action is taken.
    3. In the event that an officer resigns or is dismissed the Officers may appointed a member to carry out the un-occupied office for the remainder of the year. The appointed member is allowed to run for office the following year.

Bylaw Procedure

  1. A 2/3 majority of the organization will ratify the bylaws
  2. All amendments to the bylaws will be reviewed by the officers prior to presentation to its members
  3. Amendments that have passed administrative review may be presented to the members for a vote
  4. A two-thirds (2/3) majority will amend by-laws.