BILL 10-11-014 SFAB By-Law Changes

8/7/2019 BILL 10-11-014 SFAB By-Law Changes

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C U A f w D E f rASSOCIATION GENERAL ASSEMBLY--------------------- ---.--.-------~ ... -THE THIRD GENERAL ASSEMBLY2010-2011Bill 10-11-014

A Bill to Amend the Student Association BylawsSponsored by Delegate Joe st. George 2011

Whereas, The Student Association is committed to ensuring that our bylaws are current, succinct,and most beneficial to the student body

Whereas, and the Student Association Review and Reform Commission recently met to discussand suggest recommendations pertaining the Student Fee Allocation Board

Be it enacted that, the Student Association bylaws be amended to reflect the following changes:

Vo; (~ vo-t:c.Agreed to by a vote of __ yeas to nays on this date: :2 - ; J . . 3 -~I l with 0a b s t I D c z : r e S C LChris Pierno, Speaker of the SA General Assembly

Alex Lonnett, Secretary of the Assembly

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C U I \ f W D E l f rASSOCIATION GENERAL ASSEMBLYTHE THIRD GENERAL ASSEMBLY

2010-2011Appendix A

THE STUDENT FEE ALLOCATION BOARD BY-LAWSA s of F ' ebruary 16, 2011

Section 1.01 General ProvisionsSubsection 1 Quorum shall consist of 5 associate members and the Director.Subsection 2 The Student Fee Allocation Board (SFAB) shall be vested with the authority to adeptcreate, modify and adopt standard documents and forms required by this document and additionalprocedures deemed necessary by majority vote.Subsection 3 The SFAB shall have at its discretion the authority to take disciplinary action againststudent organizations who deviate from the prescribed process below, or who commit fraud or anyform of misrepresentation to the board.Subsection 4 All SFAB meetings shall be open to the public except for any deliberations on anOperating Budget or Funding Request. The Chairperson of the SAGA Committee on AllocationReview, or his/her designee, may be allowed to sit in on the deliberations for the purpose of beinginformed on the details of each decision with the approval of the Director.Su bsection 5 The Director shall appoint the SFAB representative to the Student Association JointBudget Committee.

Section 1.02 Allocation Eligibility Requirements for non-club sports Registered StudentOrganizations

Subsection 1 The student organization is registered as an active undergraduate student organizationthrough the process prescribed by the office of Campus Activities.Subsection 2 The student organization is open to all undergraduate students of Catholic University.Subsection 3 The student organization's activity is open to all undergraduate students of CatholicUniversity with the exception of conference travel.Su bsection 4 The request upholds the stated and published mission and goals of the organization,which are concurrent to the mission and values of the University.Subsection 5 The student organization has a sound financial history.Subsection 6 The Student organization must meet with their respective liaison prior to first requestof the year.

Section 1.03 Allocation Eligibility Requirements for Club SportsSubsection 1 The club sport organization is registered as an active undergraduate studentorganization through the process prescribed by the Athletic Department.Subsection 2 The club sport organization is open to all undergraduate students of the CatholicUniversity of America.Subsection 3 The request upholds the stated and published mission and goals of the organization,which are concurrent to the mission and values of the University.

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C U A f T u D E f rASSOCIATION GENERAL ASSEM BLYTHE THIRD GENERAL ASSEMBLY

2010-2011Subsection 4 The club sport organization has a sound financial history.

Section 1.04 Non Student Organization Allocation Eligibility RequirementsSubsection 1The activity is open to all undergraduate students at the Catholic University ofAmerica.Subsection 2 The request upholds the stated and published mission and goals of the CatholicUniversity of America.

Section 1.05 Allocation ProcessSubsection 1 An organization must fill out a funding request form, which shall minimally include:(i) An itemized list of projected activity expenses(ii) A complete list and accounting of all sources of revenue(iii) A detailed explanation of the activity and the contribution to the undergraduate community.Subsection 2 The funding request form must be submitted to the SFAB before the proposed event.Subsection 3 One or more representative should present the completed funding request form at theweekly SFAB meeting. Representatives should be prepared to respond to the questions and concernsof the SFAB.Subsection 4 The SFAB shall determine an appropriate amount to allocate to the studentorganization based upon:(i) The organization's presentation and responses to inquiries(ii) The organization's fulfillment of the eligibility requirements(iii) Attempts to fundraise or secure alternate funding

......\ . i~2..T~~ :..~i-,,:~:~.i!X...~..~~~~ll!,.~.:I:?!J?E?P?~~.~....~ 1 : l : . ~ I ~ ~ ~ ~ ~. . . .(v) The cost effectiveness of the activity(vi) The frequency of the activity, its past success and attendance(vii) The organization's financial history.

Subsection 5 Within fifteen (15) academic days after the activity has occurred, the organization shallsubmit a financial summary form, which shall minimally include:(i) An itemized list of expenses(ii) An itemized list of revenues(iii) Original receipts/invoices for all expenses( PI) A th of ou gb as se ss llle nt of th e s ue cc ss Pf th ee vent(v)In the.qaseofe()nfererices,delegations,()r.e()~'1entions,.partieqJfllltssrall.pro'liclc.a.ieportd es erib in ghO't\'th eire xp ed en ce w ill c on trib ute to .th e stu de ftt- be dy a nd . u niv er sity .

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C U A f T U D E f rASSOCIATION GENERAL ASSEM BLY

THE THIRD GENERAL ASSEMBLY2010-2011

Subsection 6 Consequences for deviation from the approved budget and violations of the spendingguidelines are at the discretion of the SFAB. Consequences include, but are not limited to, aprobationary period during which funding may be limited, restricted, or withheld, and possible denialof funding for current and subsequent semesters.Subsection 7 Any unused money from an SFAB allocation with the exception of Operating Budgetswill be returned to the SFAB upon completion of all financial reconciliations for that particularfunding request.Subsection 8 If a financial summary form is not submitted within the fifteen (15) day time period,the Student Organization or person will not be eligible to receive funding until the form is completed.

Section 1.06 Guidelines for Use of the Student Activity FeeSubsection 1All student organizations are encouraged to secure funding through fundraisers,revenue, donations, university departments, dues, etc. Generated revenue shall be defined as anymoney that subsidizes the cost of a particular event or funding request. Fundraised money shall bedefined as net profit. The following guidelines sha11not apply to fundraised money, althoughuniversity policies will apply. Furthermore, all fundraised money shall rollover from one fiscal yearto the next.Subsection 2 For all activities funded in whole or in part by the student activity fee through theStudent Association, all advertisements, programs, signs, and publicity must acknowledge thefunding from the Student Activity Fee.Subsection 3 Apparel: the student activity fee shall pay for no shirts, shorts, or other apparel with theexception of apparel determined to be equipment.Subsection 4 Food: No money shall bea!lotted fur food, ,tYiththefullO'ivingexceptions: FoodAllocations(i) Food for two (2) general interest meetings per year shall each be allocated up to $100.(ii) Food for cultural or food fairs shall be allocated up to 75% of the total projected cost.(iii) End of year banquets shall be allocated up to 50% of the total projected cost.

(iv) Food as specified as part of a performance contract.(v) No student activity fee allocation can be used for the purchase of alcohol.(vi) Further exceptions for programming that is deemed to support the undergraduate CUAcommunity are at the discretion of the SFAB.Subsection 5Banquets: Student Fee Allocation Board has the discretion to alJocate up to 100% forend of the year banquets.Subsection 6 Equipment: All equipment purchases costing more than $1000 shall be the property ofthe Student Association, which reserves the power to transfer borrowing rights.Subsection 7 Conferences: If approved, associated registration and fees shall be covered for up tofive (5) students to attend. Full or partial subsidization may be available for additional attendants.

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C U A f W D E i rASSOClATION GENERA L A SSEM BLY._---------------------------_ .. _-----THE THIRD GENERAL ASSEMBLY2010-2011Subsection 8 Travel: A maximum of $250 or75%ofthe total costs per person, whichever is less,may be covered fur travel and lodging expensesto conrel'ences, delegations, and conventions. Forlodging, food and transportation for all student travel to off campus destinations OR to conferences,

conventions or retreats. Airfares will not be covered unless ail' travel is more efficient than groundtransportation. Student organizations are encouraged to use campus vans.Subsection 9 Publications: Student organizations that produce publications may apply for fundingfor their regular operating costs if they are unable to secure funding through outside sources,including sales. For those publications seeking funding, the SFAB shall consider:(i) The organization's presentation and responses to inquiries(ii) Attempts to fundraise or secure alternate funding(iii) The diversity and number of readers(iv) The cost effectiveness of the publication(v) The frequency of the publication, its past success and readership(vi) The organization's financial historySubsection 10 Operating Costs: Necessary and appropriate operating costs, such as office suppliesand telephone bills for student organization business, can be covered.Subsection 11 Student organizations may be allocated money for fundraising events. Generatedrevenue shall return to the SFAB. Fundraised money belongs to the student organization.Section 1.07 Rollover Funds From the previous Fiscal YearSubsection 1 Student Organizations will retain all operating budget rollover funds from the previousFiscal year. Those funds will become part of the student organization's operating budget.

Section 1.08 Allocation Appeals ProcessS U b s e c i i o i i IA l lo i :g a n l z a t Io l lln a y f o ! : m a i T y a p p e a T a n a H o c a t i o n d e c ! s ! o l l f i :o l il i h e S F A H . tE eorganization must fill out an appeals form. The following attachments shall be included.(i) The original funding request form(ii) A revised funding request form, if applicable(iii) A detailed explanation of any changes from the original funding request(iv) A justification of expenses and an appeal for a revised allocation decision.

Subsection 2 An organization may seek formal support from SAGA by means of a letter signed bythe Speaker on behalf of the body, or a petition signed by more than two-thirds (2/3) of SAGAmembers.Subsection 3 The formal appeal shall be submitted to the SFAB Director.

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C U A f T U D E I rASSOCIATION GENERAL A SSEM BLYTHE THIRD GENERAL ASSEMBLY

2010-2011Subsection 4 Within five (5) academic days, the SFAB shall fully reconsider the funding request at aregularly scheduled meeting or a special session. The SFAB shall request that two representatives ofthe organization present the appeal.Subsection 5 Within one (1) academic day of presentation of the formal appeal, the SFAB shalldetermine an appropriate amount to allocate. The SFAB shall respond to the appeal in a formalwritten decision.Subsection 6 Formal appeals are limited to one per activity.

Section 1.09 Appointment ProcessSubsection 1The newly elected Director, with the consultation of the board, shall manage theprocess of appointments for the four (4) associate members. The Director shall appoint the four (4)associate members by the last meeting of SAGA for the academic year.Subsection 2 All potential appointments must apply for the position of associate membershipthrough a standard application process.Subsection 3 The Director shall schedule in-person interviews with the field of candidates who weresubmitted for further consideration by the SFAB. The Director shall notify the SFAB of the interviewschedule.Subsection 4 The out-going Director and the newly elected SAGA members have the privilege torecommend applicants for consideration in the interview process.Subsection 5 Within one (1) academic day, the Director shall notify SAGA of the appointment.

Section 1.10 VacanciesSubsection 1The Director shall manage the process of filling vacancies from elected and appointedpositions at her discretion. The Director must fill the vacancy within fifteen (15) days.(i}![llgyi~~I~~~~~i~~~~~~~~~f


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C U A f w D E f rASSOCIATION

----------------------GENERAL ASSEM BLY

THE THIRD GENERAL ASSEMBLY2010-2011

Subsection 3 The full text of the proposed amendment must be distributed within one (1) academicday to all SFAB members. The vote for approval must take place at the next regularly scheduledmeeting.Subsection 4 There must be seven (7) SFAB members voting in approval. In case of only six (6)SFAB members voting in approval, the SFAB Director may vote to determine the outcome.Subsection 5 Upon approval of an amendment by SFAB, a Delegate to the Student AssociationGeneral Assembly (SAGA) must propose the amendment to the Assembly and the Assembly shallapprove the amendment by a 2/3 vote.Subsection 6 The approved amendment will take effect at the next regularly scheduled meeting ofthe SFABfollowing the vote of approval. Any approved amendment pertaining to the allocation offunds must be distributed to all registered student organization presidents within one (1) academicday of taking effect.

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BILL 10-11-014 SFAB By-Law Changes