Prerequisites
Documents which are prerequisite to this document: TACO Document Index & Definitions, Missional Statements, & Code of Conduct
Contents
Article 1 – Organizational Structure. 1
Article 2 – Selection and Management of Directors and Committee Leaders. 1
Article 3 – Board of Directors Roles. 2
Article 4 – Board of Directors Meetings. 3
Article 6 – TACO Team Members. 4
Article 7 – TACO Team Planning Meetings. 5
Article 1 – Organizational Structure
1.1 The Structure of The Alliance For Creative Outreach is hierarchical. The Executive Director and Board Chair are at the topmost level (Executive Team), followed by the Board of Directors and Committee Leaders (Leadership Team), TACO Team Members & TACO Trainees (Members). The TACO Tribe, an affectionate name for Discord members, are not official members of the organization.
Article 2 – Selection and Management of Directors and Committee Leaders
2.1 Application to Open Roles Directors & committee leaders will submit an application (Resume, CV, or letter of interest) to a published opening. (We do not use the “nomination for position” pattern, which applies pressure to someone to accept a role.)
2.2 Application Review & Selection The ED and/or BC shall review all applications, may interview applicants, agree upon the most qualified applicants, and bring those applicants before the board.
2.3 Requirements for Leadership Team Applicants:
| Do not have to be current community members or creators.Should show evidence of certification, training, connections, or abilities relevant to the role.Should carefully consider the time commitment and their personal/work schedule before accepting a role.Should commit to a period of leadership of 1 year. They may renew their role annually, and there are no renewal limits.Are required to agree to the organizational documents as part of accepting role.Have an active spiritual life outside of the organization as evidenced by involvement in a church, Bible study, ministry or mission.Have at least one spiritual advisor, outside of the organization, who they could go to with problems or questions of the faith. |
2.4 Approval Directors & committee leaders will be voted on by the existing directors & TACO Team Members, They must be approved by a quorum on the board first, then approved by a quorum of the TACO Team Members.
2.5 Interpersonal Issues If an existing Team Member or Director has in irreconcilable conflict or moral objection to an applicant, they should present it either at the application review, or privately to the ED or BC. If the issue cannot be resolved by the ED or BC, they usually will not be approved (even if they qualify otherwise), so as not to introduce personal conflicts into the organization.
2.6 Responsibilities of a Director or Committee Leader
| Performs the activities in their role description. Attend the meetings required of their role. (Directors attend board meetings. Committee leaders attend Creator Planning meetings.) Must remain in good standing, not be found to have violated the code of conduct or by-laws. Track data & goal progress; Submit reports for their area. Bring all conduct concerns observed by them, or reported to them, to the board. |
2.7 Unexpected Vacancies If a director or committee leader leaves unexpectedly, or is removed, the ED and/or BC can appoint a temporary replacement until the application & approval process can be completed.
Article 3 – Board of Directors Roles
3.1 The Directors It shall be the duties of the individual directors to pursue activities, connections, and resources to further the excellence of the organization in their area of responsibility. They may arrange contracts subject to the approval of the board. In all things, they shall preserve the assets and properties of the organization, and protect the creators. They will collect data and metrics as appropriate to their role. The directors shall submit reports on their activities and metrics prior to each regularly scheduled board meeting, and be prepared to present highlights and to discuss any aspect of their report. Directors may involve other leadership team members, TACO Team Members, committees, or approved 3rd-party partners/vendors/websites/applications to assist them to accomplish their duties.
3.2
Executive Director (ED) It shall be the duty of the Executive Director to preside at meetings of the board and creator planning meetings, preserve order, enforce the laws of the Club, and appoint all committees not otherwise ordered by the board. They will have general supervision of the day-to-day operations of the organization, working with committees & TACO Team Members to ensure activities are completed. They will also represent the organization in networking and events. The ED has authority to sign contracts or endorse checks on behalf of the organization.
3.3 Board Chair The Board Chair shall preside over meetings in the absence of the ED, and assist the ED in maintaining the order during the meetings. The board chair oversees the board’s work, manages the directors, and keeps the board informed. Also, the board chair is generally the primary person who works with the executive director to make sure things are running smoothly.
3.3.1 The ED and BC, when in agreement as a team, have complete authority to make decisions, exceptions, or changes. This includes staff changes (including removing people from roles or from the organization), rule changes or exceptions, schedule changes, and significant changes to organizational structure.
3.4 Communications Director shall maintain a list of the current Leadership Team, TACO Team Members, and TACO Trainees. They will keep on record the roles and contact information for all members. They will attend both the board and creator meetings, take roll and record minutes from these meetings, and be responsible for posting meeting minutes within 24 hrs after a meeting. They will also be responsible for maintaining the creator events calendar.
3.5 Financial Director shall keep a written record of all financial business transacted at the meetings of the Club, both regular and special. They shall collect all fees, sales or other income and keep record of the same. They shall keep a record of all money spent. They shall report at each meeting the balance on hand, and be responsible for paying the bills of the organization. On an annual basis at fiscal year end, they will prepare an annual statement, reporting all assets, liabilities, income and expenses for said fiscal year. In the event that the Financial Director is not available for any reason to sign or endorse checks the Executive Director shall have the authority to do so.
3.6 Fundraising Director – works with ED to identify and connect with organizations who may provide grants or donations to the organization. May work with the creative director to design promotions or fundraising events.
3.7 Marketing Director – in charge of managing marketing efforts, researching trends, and designing TACO Team Members group events & collaborations. Also posts to social network properties and website.
3.8 Training Director – in charge of applications, scheduling, and tracking training attendance. May also be a trainer, but not necessarily. Can hold other roles.
3.9 Creator Liaison – spends time with various creators, takes interest in the personal and organizational health of Team Members and TACO Trainees, and reports needs and successes to the board. Manages the TACO TARGET Program (Continued Involvement Plan) to track TACO Team Members involvement. This person also takes complaints or disciplinary reports and brings them to the board. Refers creators to Counseling/Mental Health resource as needed.
Article 4 – Board of Directors Meetings
4.1 Schedule The Board meetings of The Alliance for Creative Outreach shall be held quarterly, on a schedule agreed upon by a majority at any regular meeting with quorum present at the meeting.
4.2 Attendance The Executive Director, Board Chair, and Communications Director (or their appointees), must be present. In addition, a quorum of the total board must be present.
4.3 Absence Directors are required to contact the Executive Director or the Board Chair if they are unable to make a meeting. Failure to contact constitutes a no-contact absence. After 3 no-contact absences in a 12 month period they may be called upon to resign.
4.4 Appointees Directors may appoint another board member to attend a meeting for the purpose of conducting business or reporting on their behalf. (Assigning an appointee does NOT count as contacting the ED or BC, nor cancel the absence.) Appointees do not count towards quorum, and cannot vote on behalf of the missing member; they have forfeited their vote for that meeting.
4.5 Agenda The board meeting agenda shall be provided in advance of the meeting, and organized as follows:
| · Call to order – Communications Director confirms roll call, reports received, and begins meeting minutes. · Prayer · Guest Business – New leadership applications, new creator applications, or guest presentations shall be presented first, so that guests can be dismissed before business begins. · Voting on new director or new creator · Consent agenda – Routine items that require little or no discussion. Directors can move to withdraw an item from the consent agenda if it needs additional discussion. · Report highlights – Director reports shall be turned in to the Communications Director, in digital format, prior to the meeting. Only items which require special attention shall be discussed. · Unfinished business – items which were previously tabled and are ready for discussion · New business – any director may present as new business any concerns, requests, or initiatives · Confirmation of Action Items & and updates to roll call or reports received Adjournment |
4.6 Meeting Minutes Shall be completed by the Communications Director and published within 24hrs after a meeting. The ED, BC, and Directors will have an additional 24hrs to respond with corrections, after which minutes shall be considered affirmed.
Article 5 – Committees
5.1 Establishment Committees shall be established by the ED to foster specific activities within the organization, and may be dissolved it the specific activity is no longer supported. Specific committees need not be codified in the bylaws.
5.2 Committee Organization Committee leaders should be empowered to organize committee meetings, communications, or collaboration however they choose for their committee, as appropriate to the community and activity they are supporting.
Article 6 – TACO Team Members
6.1
Application for TACO Team Membership The process for application is described in TACO Trainees
6.2 The Requirements for TACO Team Members:
| Must have completed a successful application, training , and evaluation. Agree to the organizational documentsMust remain in good standing, not be found to have violated the code of conduct or by-laws.Include the The Alliance for Creative Outreach (TACO) logo and link on their primary platform’s profile page (at minimum), and potentially on overlays and in other materials.Attend monthly TACO Team Members planning meetingsMaintain the level of content creation they committed to, and the minimum levels required for their primary platform.Work with other official creatives via collabs, group events, challenges, etc.Maintain active membership by submitting {#} of qualifying TACO Target points quarterly (See TACO TARGETS Program document)Bring all conduct concerns observed by them, or reported to them, to the board |
6.3 May sit on committees or hold director roles. (Voluntary resignation from a director role does not automatically remove someone as a TACO Team Member.)
6.4 Have access to:
| The community areas of Discord, community game servers, publically offered trainings, and community events.The Mentorship group area of Discord, if currently attending or teaching classes.The TACO Trainees area of Discord, for the purpose of mingling and evaluation.The TACO Team Members area of Discord. |
Article 7 – TACO Team Planning Meetings
7.1 Schedule The planning meetings for TACO Team Members shall be held monthly (the fourth Friday of every month at 5 PM ET is the current time), unless otherwise voted at any regular meeting with a quorum, or directed otherwise by the ED.
7.2 Attendance The Executive Director and/or Board Chair, and the Communications Director (or their appointees), must be present. In addition, a quorum of the total TACO Team Members must be present. (TACO Trainees do not attend this meeting.)
7.3 Absence TACO Team Members are required to contact the Executive Director or the Board Chair if they are unable to make a meeting. Failure to contact constitutes a no-contact absence. After 3 no-contact absences in a 12 month period they may be called upon to resign.
7.4 Appointees Board members and TACO Team Members may appoint another board member or TACO Team Members to attend a meeting for the purpose of conducting business or reporting on their behalf. (Assigning an appointee does NOT count as contacting the ED or BC, nor cancel the absence.) Appointees do not count towards quorum, and cannot vote on behalf of the missing member; they have forfeited their vote for that meeting.
7.5 Agenda The creator planning agenda shall be provided in advance of the meeting. In general, the agenda will be organized as follows:
| Call to order – Communications Director confirms roll call, reports received, and begins meeting minutes.PrayerGuest Business – New leadership applications, new creator applications, or guest presentations, so that guests can be dismissed before business begins.Voting on new board member or new creatorBoard business – any items the board wishes to pass down to creators, or any committee highlights the creators should be made aware ofCreator Committee Highlights – Creator Committee reports shall be turned in, in digital format, prior to the meeting. Only committee items which require special attention shall be discussed.Scheduling of TACO events – the ED works with creatives to schedule TACO events for the monthAnnouncements & collabs– Creators announce events for their channels and/or request collabs Adjournment |
7.6 Meeting Minutes AND Creator Calendar Shall be completed by the Communications Director and published within 24hrs after a meeting. Creators will have an additional 24hrs to respond with corrections, after which minutes shall be considered affirmed.
Article 8 – TACO Trainees
8.1
TACO Trainees are provisional members in the process of training and evaluation.
8.2
Application Process Leadership will announce an open-application period. Applicants will Complete and submit an application form, including agreeing to the organizational documents. (The application form captures what type of creative, links, measurements, background information.) The application, and the creator’s linked content, will be reviewed by the ED and/or a member of the leadership team. The ED/leader may request a brief discussion (DM, voice, or video) with the applicant. The ED/leader will then reject or accept the application.
8.3
The Requirements to be accepted as a TACO Trainee:
| Must agree to the organizational documents.Must be signed up for TACO training & evaluation, or have completed TACO training previously (on rare occasions, fast-tracking exceptional creators may be done by agreement of the ED and BC with input from the TACO Team Members). Be actively creating content to the minimum standards of their primary platform and/or to the schedule described in their application.Must have their application accepted. |
8.4
TACO Trainee Must maintain the level of content creation they committed to, and the minimum levels required for their primary platform.
8.5
TACO Trainee should bring all conduct concerns observed by them, or reported to them, to the board
8.6
May sit on committees or hold director roles. (But otherwise, if they are not a member of the Leadership Team, they have no influence over organizational decisions.) Voluntary resignation from a director role does not automatically remove someone as a TACO Trainee.
8.7
TACO Trainees Have access to:
| The community areas of Discord, community game servers, publically offered trainings, and community events.The Mentorship group area of Discord.The TACO Trainees area of Discord, for the purpose of mingling and evaluation. |
8.8
May NOT use the The Alliance for Creative Outreach (TACO) brand, or make any claims of affiliation, other than successful application.
8.9
The Requirements to advance from TACO Trainee to TACO Team Member:
| Must have completed training and evaluation. Must remain in good standing, not be found to have violated the code of conduct or by-laws.Be actively creating content to the minimum standards of their primary platform and/or to the schedule described in their application.Bring all conduct concerns observed by them, or reported to them, to the board |
Article X – Dissolution
X.1 Dissolution Decision Adissolution decision can be made by an agreement between the ED and BC.
X.2 Dissolution of Assets If there are assets to be dissolved, such assets, (less liabilities), shall be distributed to chartered, charitable organizations as agreed between the ED and BC at the time of dissolution.
