Sports Club Council Constitution California State University, Monterey Bay

Transcription

1 Approved: 09/14/2011, Sports Club Council Revised: 09/19/2011 Revised: 08/23/2012 Approved: 09/16/2013, SCC Revised: 11/04/2013 Approved: 12/09/2013, SCC Revised: 04/02/14 Approved: 04/14/14, SCC Revised: 09/08/14 Approved: 09/22/14, SCC Sports Club Council Constitution California State University, Monterey Bay Article I: Organization Name The name of this organization is Sports Club Council and is referred to as SCC in this document. The Associated Students governing documents will supersede this document. The Associated Students will be referred to as AS in this document. Article II: Organization Purpose The purpose of this organization is to serve as a central governing force bringing together all of the recognized sports clubs for resource appropriation, advocacy, and networking. Article III: Leadership Section 1: Elected officers shall be: President, Vice President, Treasurer, Safety Officer, and Secretary. Officers must attend all SCC meetings, otherwise stipends may be reduced. The duties and powers of the officers shall be as follows: A. President 1. Preside at all SCC meetings. 2. President is a non-voting member, but votes on SCC funding proposals in the case of ties and when voting is brought to the board. 3. Sign the authorization of funds from proposals. 4. Interpret and enforce all funding guidelines. 5. Appoint and dissolve subcommittees. 6. Propose interpretations of the Constitution and Standing Rules to SCC. 7. Attend Otter Student Union (OSU), Internal Affairs Board (IAB),and External Affairs Board (EAB) meeting; is a voting member of the AS Finance Board if no Treasurer. These duties may be delegated to another board member with approval from the board. 8. Serve as communications link between AS, OSU, and Inter-Club Council (ICC) by reporting to each organization on a regular basis. 9. Adhere to all duties and responsibilities as set forth by Associated Students' governing documents. 10. Cannot vote on SCC Funding Proposals or propose on behalf of a club for funding. 11. Cannot vote in Board elections. 12. In collaboration with the Vice President, Treasurer, Safety Officer, and Secretary, define and submit SCC yearly goals to the Sports Club Advisor for publication. B. Vice President 1. Attend all SCC Meetings. 2. Attend meetings as delegated by SCC President. 3. In the absence of the President, the Vice President shall assume all of the President's duties. If the President cannot complete the term, then the Vice President shall step up and assume the President s Position for the remainder of that term.

2 4. Take attendance at each council meeting over the year. 5. Cannot vote on SCC Funding Proposals or propose on behalf of a club for funding. 6. Cannot vote in Board elections. 7. Create, develop, and maintain board applications and elections. 8. Assist the president and fellow board members with projects and assignments. 9. The Vice President shall help improve the efficiency of the SCC and the SCC Board. 10. Assist in writing proposed changes to all SCC governing documents. 11. The Vice President shall also take over an officer position if the officer leaves their position before the end of their contract until a new officer is hired. 12. Update the President, Vice President, and Treasurer Contact List every year for the Board to have. 13. Is responsible for contacting/ ing the President and Representative of a Sports Club if they did not have a representative present and/or if their representative was late/ left early from the council meeting no later than seventy-two (72) hours after the board meeting. 14. Keep track of student organization attendance and SCC Representative attendance over the year, including at meetings and events. 15. Inform clubs if they have fallen out of good standing as discussed with board as delegated by the President. 16. In collaboration with the President, Treasurer, Safety Officer, and Secretary, define and submit SCC yearly goals to the Sports Club Advisor for publication. C. Treasurer 1. Attend all SCC meetings. 2. Attend meetings as delegated by SCC President. 3. Maintain the most updated version of budget and maintain accurate records of all financial dealings of SCC. 4. Review all funds dispersed and deposited into the SCC account with the AS Administrative Assistant. 5. Meet with the SCC Advisor/SA&LD Office Manager as needed to discuss and sign for the appropriation of Base Operating Funds and appropriate administrative staff to update budget. 6. Present this budget as outlined in the AS governing documents, which include proposing to the AS Finance Board in the first three weeks of the academic year. 7. Represent SCC as a voting member on the AS Finance Board and submit reports each semester to AS Finance Board when update is available. 8. Must Complete Completed Proposal Information (Google Doc) after the SCC approves a funding proposal. 9. Must keep and update Sports Club Council Budget Update (Google Doc) each semester when update is available. 10. Cannot vote on SCC Funding Proposals or propose on behalf of a club for funding. 11. Cannot vote in SCC Board elections. 12. Perform other duties as assigned by the SCC President. 13. Manage Funding Proposal Checklist, and ensure clubs complete checklist prior to receiving funding. 14. Reduce stipends if the SCC President and/or Advisor sees fit. Money will be put into a separate fund in the budget once removed from officer stipend. 15. Meet with Financial Advisor to lock the funds of those clubs in Bad Standing until they re-establish Good Standing. 16. Preside at SCC meetings in the absence of the Vice President and receive a pro-rated percentage of the stipend for doing so In collaboration with the President, Vice President, Safety Officer, and Secretary, define and submit SCC yearly goals to the Sports Club Advisor for publication. D. Public Relations and Safety Officer 1. Attend all SCC Meetings. 2. Attend meetings as delegated by SCC President. 3. Ensure the health and safety of Club members. 4. Assist clubs with complying with CSUMB Sports Club policies, procedures, and emergency action plans. 5. Enforce any rules and regulations imposed by the CSU, CSUMB, and National Governing Bodies, and serve as a safety advocate for the Council.

3 3 6. Maintain and update the public calendar. 7. Manage all official SCC publications including print and social media. 8. Inform clubs that they are responsible for maintaining First Aid kits at all practices and competitions. 9. Ensure that no individuals participate in practice, competitions or organized/sponsored activities unless they are approved members of the Sport Club and they have all necessary documentation on file in the Sports Club Office. This includes coaches and volunteer assistants. 10. Ensure that clubs complete a Club Form Needs Checklist each year, and keep updated record for each club. 11. Communicate with all clubs not in Community within the first month of the fall semester. 12. Collect Club Form Needs Checklist and all necessary documents within the first three Council Meetings. 13. Any other powers and/or responsibilities as defined in the Standing Rules. 14. Cannot vote on SCC Funding Proposals or propose on behalf of a club for funding. 15. Cannot vote in Board elections. 16. Oversee Travel Procedures and documentation with Sports Club Advisor. 17. In collaboration with the President, Vice President, Treasurer, and Secretary, define and submit SCC yearly goals to the Sports Club Advisor for publication. E. Secretary 1. Attend all SCC meetings. 2. Attend meetings as delegated by SCC President. 3. Draft and distribute SCC meeting agendas, minutes, and necessary meeting documents seventy-two (72) hours prior to the meeting. 4. Ensure there is quorum at each meeting. 5. Perform other duties as assigned by the SCC President. 6. Provide necessary documents to the board and council, and any public/internet venues as needed. 7. Serve as communication link between the SCC and the AS Executive Board. 8. Record and publish yearly goals for the SCC board. 9. Cannot vote on SCC Funding Proposals or propose on behalf of a club for funding. 10. Cannot vote in Board elections. 11. In collaboration with the President, Vice President, Treasurer, and Safety Officer, define and submit SCC yearly goals to the Sports Club Advisor for publication. 12. Publish yearly goals on behalf of the SCC board. Article IV: Officers Section 1: All officers shall be in good standing with the University requirements of the CSU System. University recognized student organizations must comply with all CSU and campus rules and regulations, (specifically Chancellor's Executive Order # 1068, certain sections of Title 5 of the California Code of Regulations, and policies adopted by the Academic Senate pertaining to single gender social and/or living groups exempt from Federal Title 9 gender discrimination statutes), and all applicable local, state, and Federal statutes. Section 2: The terms of the President, Vice President, Treasurer, Safety Officer, and Secretary shall be one academic year. Section 3: The advisor shall be determined by Student Activities & Leadership Development. The SCC advisor has no vote. Section 4: All officers shall be paid stipends at the end of each semester upon completion of duties and being evaluated by SCC Advisor. A. Officers can choose to have their stipends paid to a student organization. B. Stipends shall be decided on or before the first board meeting of the academic year if possible, and the council will vote on the entire budget as currently listed during first council meeting where quorum is met if possible. Section 5: Officers must attend all SCC meetings unless it is considered excused at least twenty-four (24) hours in form to the scc@csumb.edu account, otherwise stipends can be reduced; this reduction is decided and voted upon at a board meeting; only board (not the advisor) may vote. The council can challenge this decision; however, the SCC President has the final say. If the President is not present, the decision goes to the Vice President. Section 6: Officers shall review and revise, if necessary, standing rules each academic semester.

4 Section 7: Officers will attend additional pre-semester trainings, Otter Leader Training, Student Leadership Conference, and other mandatory trainings unless they have gained the approval of the SCC Advisor. Article V: Membership Section 1: General membership is open to all student organizations recognized or having pending recognition through Student Activities & Leadership Development. Section 2: Voting membership is reserved for general members who are in good standing with both Student Activities & Leadership Development and SCC. A. Good standing with Student Activities & Leadership Development is defined by SCC and Student Activities & Leadership Development. B. Good standing with SCC is defined in Article VI of this Constitution. C. A new club that registers and becomes recognized by Student Activities & Leadership Development may propose for funds no sooner than four (4) months after recognition assuming the club remains in good standing set forth in Article VI of this document. Section 3: All funding for eligible student organizations is defined in the Standing Rules of Order. Article VI: Good Standing Section 1: All registered clubs shall begin each academic year in good standing assuming the club completed the semester in good standing. Section 2: Good standing will be lost by the unexcused absence from two (2) meetings per semester. Two (2) late arrivals or two (2) early departures (or any combination of the two) will equal one absence. An excused absence will be considered when club representative s any SCC Board Member 24 hours in advanced stating reason of absence. Section 3: Good standing will be lost by violations of the Student Code of Conduct, Executive Order 1068, the SCC Manual, CSUMB Policy, the misuse of SCC funds, overspending club funds (refer to SCC Manual), or failure to forfeit unused SCC funds. Section 4: Good standing is lost for the academic year, but may be regained by petitioning with compelling reasons to SCC board and granted their approval. Approval must be granted with at least three-fourths (3/4) vote of the board. Good Standing can be gained by completing the Re-establishing Good Standing Checklist. Funds will be locked for all clubs in bad standing until the next funding hold. Section 5: SCC Clubs must attend required tabling events based on their appropriate tier. Section 6: All SCC Clubs must have a representative attend and assist with the SCC Homecoming event, unless there is an event that the whole club is participating in (i.e. tournament, game, show, competition, etc.) If they do not attend the designated events, it will be one check to the clubs account. Section 7: All SCC Clubs must have the Club Form Needs Checklist completed and turned in to the Public Relations and Safety Officer by the beginning of the third council meeting. Failure to do so, will force the club into bad standing. Section 8: All active members of each SCC Club must fill out the essential paperwork, have a posted Club Constitution (not SCC s Constitution), and have a functioning and reliable community profile to be eligible for funding. The forms that need to be completed are Sports Club Individual Member Registration Form, Sports Club Release of Liability Form, Sports Club Student Code of Conduct Form and the Sports Club Roster Form. All these must be completed at the discretion of the Public Relations and Safety Officer before coming to see the board before asking for funding. Article VII: Meetings Section 1: Meetings will be held according to Robert s Rules. Section 2: Meetings will take place on a recurring basis and are announced by the first week of each academic semester. The day and time shall be outlined in the Standing Rules and may be changed by a majority vote of council at the beginning of 4

5 each academic semester. There shall be separate meetings of the board and council. Clubs are only required to attend the council meetings. Section 3: One-third (1/3) representation of the voting members of SCC shall constitute a quorum. Section 4: One person may represent only one student organization for voting purposes. One person may represent up to one student organization for attendance purposes. Section 5: SCC officers cannot represent a club for attendance purposes. Section 6: For the purposes of quorum, recognized clubs in good standing from the previous academic year will be allowed to vote until the registration process is complete through Student Activities & Leadership Development. The registration date will be set by Student Activities & Leadership Development each academic year. Article VIII: Voting Section 1: Voting eligibility is defined by the standing of the Sports Club; a club in good standing can vote, and a club in bad standing cannot vote. Section 2: Each student organization with a voting membership may have only one vote (see voting restrictions listed under each board positions duties). Section 3: Definitions of voting terms: Yes: Those in favor of a motion. No: Those against a motion. Abstentions: Those not voting on a motion. Article IX: Amending and Ratifying the Constitution Section 1: Amending the Constitution A. An amendment must be proposed at a board meeting and proposed and approved at the council meeting. B. An amendment will pass with a motion and a two-thirds (2/3) majority vote. Section 2: Ratifying the Constitution A. The Constitution shall become effective immediately upon a two-thirds (2/3) majority vote. Article X: Elections Section 1: Requirements to Run for Office A. Candidate G.P.A 1. Candidates must have a minimum cumulative campus and overall G.P.A. of 2.0, a minimum 2.0 G.P.A. in the term preceding the semester of candidacy, and must maintain at least a 2.0 G.P.A. for each term in office including the term in which they are elected. B. Candidate Residency 1. Undergraduate candidates for office must have been enrolled at CSUMB and have completed at least one semester prior to the election, earning a total of six (6) semester units during that semester total or twelve (12) semester units during their last year as an undergraduate to be eligible. 2. Graduate and credential candidates for office must earn six (6) semester units per term of continuous attendance as a new graduate or credential student to be eligible. 3. Graduate and credential students who received a bachelor's degree or credential within the past three years from CSUMB must have earned a total of twelve (12) semester units during their last year as an undergraduate to be eligible. C. SCC Eligibility 1. All SCC Board officers must be active members of a Sports Club in good standing. 5

6 2. Only one member from each club may be eligible to run for an officer position each year. The only exception to this is in the event of a vacant position during elections, during which the outgoing board and advisor will decide on the best course of action. Section 2: Voting A. Only current members of SCC are eligible to vote in general or special elections, may only vote once during each election, and may cast only the allowed total number of votes for each position. B. All current members of SCC are eligible to cast one vote in all positions on the ballot. C. Current members of SCC may only vote for candidates listed on the ballot. D. Write-in votes are not permitted. E. To be elected, a candidate must receive a majority of the valid votes for that position. F. Elections will take place at least one meeting prior to the last meeting of each year for the President, Vice President, Treasurer, Safety Officer, and Secretary. The officers terms are to begin the next academic year. Section 3: Officer Resignation A. In the case of an officer resignation, the SCC Board can appoint a Council member to replace the officer for the remainder of the academic school year. B. In the case of an officer resignation, said officer cannot run for or hold another officer position for the remainder of the academic school year. 6

7 7 Sports Club Council Financial Guidelines ARTICLE I: DOCUMENT NAME The name of this document is Financial Guidelines and is a supplemental document to the SCC Constitution. ARTICLE II: DOCUMENT PURPOSE The purpose of this document is to provide the financial guidelines of SCC to student organizations. ARTICLE III: SUPERSEDING DOCUMENTS Section 1: Precedence of Documents The Financial Guidelines are superseded by financial documents of its governing organizations, including but not limited to the AS Finance Board of CSUMB, CSU financial policy, and state financial policy. Section 2: Immediate Revision Should the Financial Guidelines fall out of synchronization with any superseding financial documentation, the Financial Guidelines are required to be adjusted at the next general SCC meeting following the guidelines for modifying this document. ARTICLE IV: BASE OPERATING FUNDS Section 1: Amount of Base Operating Funds A. Base Operating Funds for student organizations are set based on university enrollment and allocation of funding from the AS Finance Board, and will be announced at the first SCC meeting of the academic year. B. In order to receive Base Operating Funds, the organization must be in good standing with Student Activities & Leadership Development and the SCC as defined by Student Activities & Leadership Development and this constitution. Section 2: Payment of Base Operating Funds A. Base Operating Funds will be allocated at each fall semester. B. Base Operating Funds will be paid as soon as possible, limited by the processing speed of transactions and setting up club accounts by the university. Section 3: Process for Base Operating Funds A. SCC Board and Student Activities & Leadership Development will determine which active clubs are able to receive base operating funds. B. The list of clubs to receive Base Operating Funds will be submitted to the SCC Advisor. C. A returning club is defined as having registered by the last day of September or February within an academic year calendar and remained in good standing thereafter. Section 4: Expiration of Base Club Accounts A. An organization that has not been registered with Student Activities & Leadership Development for two (2) consecutive semesters is considered an inactive organization. B. Inactive organizations will have their account closed out after three (3) semesters, and funds in the account are returned to Student Activities & Leadership Development and the SCC. ARTICLE V: LIMITS OF FUNDING Section 1: Funding Caps Funding caps are set based on university enrollment and the allocation of funding from the AS Finance Board. Funding Caps will be announced at the first SCC meeting of the academic year by the board, and then approved by council. ARTICLE VI: PROPOSALS FOR FUNDING

8 8 Section 1: Eligibility for Funding A. Organizations that are eligible to receive funding must meet the criteria for SCC voting as defined in the SCC Constitution. B. Organizations must also have no outstanding reports that are due to SCC from previous SCC funded events (see Article VIII). C. Organizations must also be in good standing with Student Activities & Leadership Development as defined by Student Activities & Leadership Development and Sports Club Council. Section 2: Personal Reimbursements A. All personal reimbursements, for funds approved by SCC, must have prior approval from the AS Administrative Assistant and/or SA&LD Office Manager. B. All receipts must be turned in within six (6) weeks after the event or activity. Any receipts not turned in within six (6) weeks of the event or activity will not be paid. Section 3: On Campus Events Organizations that wish to propose for an on campus event must abide by the following deadlines and processes: A. Submit a copy of the SCC Proposal to the SCC Board at board meeting one week before the next SCC general meeting, or earlier. B. The proposal will be reviewed and copies of the SCC Proposal will be added to the SCC Agenda for the next meeting. The organization is responsible for any supplemental materials beyond the SCC Proposal that they wish to provide at the meeting. The proposal must be presented at least four (4) weeks before the event is to take place. Proposals that do not adhere to this timeframe will not be heard at the SCC Meeting. C. Upon approval, the organization needs to contact the AS Administrative Assistant and/ or SA&LD Office Manager within one week of the proposal being approved. A copy of the approved SCC Proposal will be sent to the AS Administrative Assistant and/ or SA&LD Office Manager from the SCC Advisor. Failure to contact the AS Administrative Assistant and/ or SA&LD Office Manager within one week of the meeting which funding was approved will result in forfeiture of the granted funding. Clubs that forfeit their funds in this manner may propose again to SCC, assuming the above criteria are still met. If funds are returned to SCC and the club wishes to re-propose, individual club cap will not be affected. Organizations approved for funding will not receive the funds for their event until Student Activities & Leadership Development has approved the Event Proposal or similar form. Section 4: Non-Campus Events Non-Campus Events are events that do not take place on CSUMB property or are not open to the CSUMB community at large. This section does not include off campus events that require travel. Organizations that wish to propose for an off campus event must abide by the following deadlines and processes: A. Submit a copy of the SCC Proposal to the SCC Board at board meeting one week before the next SCC meeting, or earlier. B. The proposal will be reviewed and copies of the SCC Proposal will be added to the SCC Agenda for the next meeting. The organization is responsible for any supplemental materials beyond the SCC Proposal that they wish to provide at the meeting. The proposal must be presented at least four (4) weeks before the event is to take place. Proposals that do not adhere to this timeframe will not be heard at the SCC Meeting. C. Upon approval, the organization needs to contact the AS Administrative Assistant and/or SA&LD Office Manager within one week of the proposal being approved. A copy of the approved SCC Proposal will be sent to the AS Administrative Assistant and/or SA&LD Office Manager from the SCC Advisor. Failure to contact the AS Administrative Assistant and/or SA&LD Office Manager within one week of the meeting which funding was approved will result in forfeiture of the granted funding. Clubs that forfeit their funds in this manner may propose again to SCC, assuming the above criteria are still met. If funds are returned to SCC and the club wishes to re-propose, individual club cap will not be affected. Organizations approved for funding will not receive the funds for their event until Student Activities & Leadership Development has approved the Event Proposal or similar form. Section 5: Travel Organizations that wish to propose for an event requiring travel must abide by the following deadlines and processes: A. Submit a copy of the SCC Proposal to the SCC Board at board meeting one week before the next SCC meeting, or earlier.

9 9 B. The proposal will be reviewed and copies of the SCC Proposal will be added to the SCC Agenda for the next meeting. The organization is responsible for any supplemental materials beyond the SCC Proposal that they wish to provide at the meeting. The proposal must be presented at least four (4) weeks before the event is to take place. Proposals that do not adhere to this timeframe will not be heard at the SCC Meeting. C. Upon approval, the organization needs to contact the AS Administrative Assistant and/or SA&LD Office Manager within one week of the proposal being approved. A copy of the approved SCC Proposal will be sent to the AS Administrative Assistant and/or SA&LD Office Manager from the SCC Advisor. Failure to contact the AS Administrative Assistant and/or SA&LD Office Manager within one week of the meeting which funding was approved will result in forfeiture of the granted funding. Clubs that forfeit their funds in this manner may propose again to SCC, assuming the above criteria are still met. If funds are returned to SCC and the club wishes to re-propose, individual club cap will not be affected. Organizations approved for funding will not receive the funds for their event until Student Activities & Leadership Development has approved the Event Proposal or similar form. Section 6: Equipment Organizations that wish to receive funding for purchasing equipment must abide by the following deadlines and processes: A. Submit a copy of the SCC Proposal to the SCC Board at board meeting one week before the next SCC meeting, or earlier. B. The proposal will be reviewed and copies of the SCC Proposal will be added to the SCC Agenda for the next meeting. The organization is responsible for any supplemental materials beyond the SCC Proposal that they wish to provide at the meeting. The proposal must be presented at least four (4) weeks before the event is to take place. Proposals that do not adhere to this timeframe will not be heard at the SCC Meeting. C. Upon approval, the organization needs to contact the AS Administrative Assistant and/or SA&LD Office Manager within one week of the proposal being approved. A copy of the approved SCC Proposal will be sent to the AS Administrative Assistant and/or SA&LD Office Manager from the SCC Advisor. Failure to contact the AS Administrative Assistant and/or SA&LD Office Manager within one week of the meeting which funding was approved will result in forfeiture of the granted funding. Clubs that forfeit their funds in this manner may propose again to SCC, assuming the above criteria are still met. If funds are returned to SCC and the club wishes to re-propose, individual club cap will not be affected. Organizations approved for funding will not receive the funds for their event until Student Activities & Leadership Development has approved the Event Proposal or similar form. D. Equipment purchased with SCC funds will remain property of SCC and must be coded by University s Property Coordinator through the Business & Support Services. Any items paid in part by SCC funds will remain property of SCC, unless the purchasing organization pays the difference and equipment will be transferred to the paying organization. E. Any equipment purchased with SCC funds must be stored on school property with Student Activities & Leadership Development or SCC Advisor. Section 7: League and Association Fees Organizations that wish to receive league and association fees must abide by state and CSUMB regulations. Section 8: Proposing for Funds Note that SCC funds cannot be loaned out for club fundraising efforts. A. Step 1: Obtain and complete the Funding Proposal Checklist. B. Step 2: Present Funding Proposal Checklist to SCC Board at least 4 weeks before funds are needed. C. Step 3: Present Funding Proposal Checklist to SCC Council at least 3 weeks before funds are needed. If budget is approved: Meet with AS Administrative Assistant and/or SA&LD Office Manager within one week. Upon approval, the organization needs to contact the AS Administrative Assistant and/or SA&LD Office Manager within one week of the proposal being approved. Failure to contact the AS Administrative Assistant and/or SA&LD Office Manager within one week of the meeting which funding was approved will result in forfeiture of the granted funding. Clubs that forfeit their funds in this manner may propose again to SCC, assuming the above criteria are still met. ARTICLE VII: REPORTING ON SCC FUNDING

10 Section 1: Making the Report A. Organizations that have received funding for events, activities, equipment, or travel, are required to submit an electronic report to SCC Treasurer within 72 hours after funds are used for an event, activity, or travel. B. The report to SCC must be submitted electronically and must contain at a minimum the following: - An explanation / summary of the event - What the student organization has gained from the event - Recap of SCC funds allocated and spent including receipts Section 2: Penalty for Failed Reporting Failure to report back to SCC results Bad Standing until the next hold. ARTICLE VIII: ACCESSIBILITY AT EVENTS AND PUBLICITY Student organizations hosting on-campus events must provide accessibility to those events for individuals with disabilities. Any organization recognized by SCC as defined in the SCC Constitution and in good standing with the Student Activities & Leadership Development, as defined by the Student Activities & Leadership Development, will have access to funding to provide for disabilities. This funding is available regardless if the organization has approached SCC for funds or not. The Student Disability Resources office in conjunction with the student organization will determine the expense for this access. Submit via e- mail or hard copy all publicity, for editing and approval to Student Activities & Leadership Development, prior to publicizing. All publicity must include in at least twelve (12) point font the following clause: For more information or to request sign language interpreters or other disability-related accommodations please contact [phone # & of reliable person in your organization] by [date ten (10) days prior to event]. ARTICLE IX: CHANGING THIS DOCUMENT The Financial Guidelines may be amended by a majority vote at any SCC meeting, assuming quorum. 10

11 STANDING RULES OF ORDER These shall be updated at the beginning of each academic year by the SCC board and with approval of the council. Section 1: Funding Proposal Cap Funding Proposal Cap is set by the Funds Excel Workbook, and will adjust on two dates set by the SCC Board. Section 2: Meetings SCC meetings for each academic year will be decide by the SCC Board at the beginning/ending of the semester. Clubs will receive an from the SCC President by the beginning of each semester/year. Meeting times and places will be announced in the as well. Bi-weekly Board and Council meetings shall take place in the Student Center. Meetings shall alternate but will be outlined during the first council meetings as holidays may affect occurrence. Sample meeting agenda is attached. Section 3: Officer Stipends Stipends are set by the Funds Excel Workbook. Section 4: Stipend Accountability a. All Board Members whose stipends are paid by SCC fees are held accountable to their stipends. b. Deductions to stipends will be distributed based on the chart below. Each deduction is valued based on the chart below. c. Before deductions are made the officer will receive a warning from the SCC advisor or President. One warning will be given for the first infraction before a deduction is made. Each officer shall be allowed no more than one warning. d. Penalty definitions: A late arrival means that an officer has arrived after the President has called the session to order and an early departure is defined by leaving before the President brings the session to adjournment. An absence means that an officer has missed more than half of the total time of a session. First offense Second offense Third (plus) offense One warning from SCC President or Advisor $5 deduction $10 deduction Discretionary The SCC President and Advisor have the discretionary power to collectively reduce stipends for conduct issues or any issue not detailed above. - Late arrival or early departure from a meeting - Failure to post an agenda for a required meeting - Unexcused absence from a meeting - Missing one day of a retreat without excused absence - Lack of job fulfillment Section 5: Base Operating Funds Base operating funds are set by the Funds Excel Workbook. Section 6: Club Registration is also defined online at csumb.edu/activities. STEP 1: Register your Sports Club at csumb.edu/activities. STEP 2: Create a public group on Community with a mission statement and constitution as well as meeting times and location. STEP 3: Designate a SCC representative who must attend all SCC meetings.. STEP 4: Fill out the online registration form. Submitting this form will initiate a meeting with the Sports Club Advisor, who will hand you some information and paperwork, and will remind you that your club officers and advisor MUST attend trainings specific to them. STEP 5: Complete Club Form Needs Chart and turn in to Public Relations and Safety Officer. Section 7: Student Activities & Leadership Development Recognition 11

12 Submit a room/venue request online through the Community website under your sports club group in the Events tab for room reservations/club meetings, practice, and home and away games. Free venues for club events includes the University Center, Meeting House, Dance Studio, Library, Media Learning Center, Student Center, and others. Publicity via Master Calendar and the weekly blast: Otter Be Involved. Club/Organization website that webmaster maintains after attending Charlotte version 2 training. Financial account is setup and maintained by Student Activities & Leadership Development. Event planning support. Access to student fee money through SCC as well as startup funds automatically deposited to your club account. Will receive own club mailbox housed at the Student Center. Trainings vital for the success of each organization that are sponsored by Student Activities & Leadership Development and SCC. Access to Google Calendar that can then be an overlay to personal calendar which is also accessible to any group member. 12

13 Sample Agenda I. CALL TO ORDER II. ROLL CALL: One person may represent for up to two clubs. When your club is called, please raise your name card and say, here. III. APPROVAL OF THE MINUTES: Look over given minutes. Evaluate if any changes need to be made. President will entertain any amendments noted by board and council. Council member may motion to approve minutes as a whole (**note: we do not approve each individual amendment). Council member may motion to approve. Council member may second the motion. President will ask for all those in favor, opposed, and abstentions of the approval. If there is two-thirds (2/3) in favor, then minutes are approved. IV. APPROVAL OF THE AGENDA: Look over given agenda. Evaluate if any changes need to be made. See above for rest of approval process. V. BOARD REPORTS: Each board member will give a report. At the end of each report, questions may be asked. VI. DISCUSSION Old Business: Reports of events and anything that was started last meeting, and needs to be completed. Council member may give a brief report (no more than three (3) minutes) about club event. Questions, if any, may be asked. Question and answer session may not exceed three (3) minutes. Report must include attendance of event and how much money was spent. New Business: Any new matters that need to be presented to the board. VII. FUNDING PROPOSALS: Council member may give a short description of the event, how much money is needed, and for what items. Discussion will then take place. Questions may be asked. Proposal may be: AMENDED: Council members may motion to amend any part of proposal. President will entertain a motion and second to approve amendment. Council will vote. President will entertain motion and second to approve proposed funding. Council will vote. If amendment rejected, then go back to original proposal. APPROVED: Council members may motion and second to approve. Council will vote. REJECTED: In the rare case that a proposal makes it to a meeting and is either inappropriate for our needs, the club has not followed proper procedure, or club is not in good standing then the President will entertain a motion and second to deny funds. Council will vote. VIII. OPEN FORUM: Intended for items from the membership or the general public, which are not listed on the agenda. Council member may raise hand to be recognized and called on by the board to make any announcements. IX. ADJOURNMENT: President will entertain a motion and second to adjourn. Council will vote. 13