Article VII. Joint Club Funding Policy

Section A. The Co-Funding Board By-Laws

The Co-Funding Board (CFB) is comprised of five CSB senators and five SJU senators, elected by the student body. The SJU senators will be the Chair, Treasurer and three Club Auditors from the Activities and Allocations Board (AAB). The CSB senators will be the Club Allocations Chair, Treasurer, and all three Club Auditors. (For specific information about membership of the CFB, please refer to Section 2 in the CFB Guidelines.  For specific duties, please refer to the respective student senate constitution.) The CFB is chaired jointly by the CSB Club Allocations Chair and the SJU AAB Chair and will meet each Monday from 4:30 P.M through 6:30 P.M that classes are held.

I. Purpose

    1. The CFB is charged with allocating a portion of the student activity fee to institutionally recognized clubs in order to fund events that add to the communities at CSB/SJU.
    2. The percent of the student activity designated to the CFB will reflect the percent of the student body each senate represents.
    3. The CFB is responsible for auditing the spending of each jointly funded group. Clubs must complete an auditing form submission by the 15th of each month to be eligible for funding. Clubs will regain their eligibility once their form have been submitted.
    4. Clubs that are comprised of entirely CSB students or SJU students will be referred to their respective Senate.
    5. Fiscal stewardship of recognized student clubs is ultimately the responsibility of Co-Funding board oversight and management.

II. Membership

  1. The CFB will be composed of the AAB Chair (SJU), Club Allocations Chair (CSB), Saint Ben’s Senate Treasurer, Saint John’s Senate Treasurer, and three (3) Club Auditors from each
  2. Members of the Co-Funding Board shall serve until the end of the academic
  3. Upon election to the CFB, all members must disclose clubs in which they are actively involved, to the co-chairs.
  4. Failure to disclose involvement in a club may result in a referral to that Senator’s respective board of
  5. All members of the Co-Funding Board are required to go through the CFB training and pass the CFB quiz with at least 80% by the second week of their Co-Funding Board term. 

III. CFB Meetings

  1. Shall be held every Monday at 4:30 PM to 6:30 PM at CSB. The Chairs will give a 24-hour notice if any changes occur in the schedule and the meeting time needs to be changed.
  2. All Co-Funding Board meetings are mandatory. In the event of repeated tardiness or three (3) unexcused absences, senators may be subject to disciplinary procedures determined by the co-chairs.
  3. Quorum is defined as having 60% of CFB members
  4. All members of the CFB, including the co-chairs, are eligible to
  5. Spontaneous requests require a majority
  6. The Co-Chairs can call for an email vote as deemed necessary to review a spontaneous request outside of a regular CFB meeting, given that the request is not due to poor planning or negligence by the club, but due to unforeseen or extenuating circumstances such as advancing to a tournament. Such requests do not need to be submitted by the 5:00 P.M. on the Friday before the next CFB meeting. 60% of current CFB members’ email responses are needed for quorum and require a majority vote.

IV. Funding Procedure

  1. Initial Funding
    1. Each fully registered, institutionally recognized club will be designated a $500.00 operational budget for each fiscal year.  Requirements to be considered an institutionally recognized club are outlined in section VI.
    2. The CFB will appropriate to newly recognized clubs an operational budget that will be prorated from $500.00 based on days remaining in the school year.
    3. Clubs which fail to complete the yearly club registration process by the deadline will be reduced by $100 from their operational budget once registration is completed.
    4. Operational expenses are defined as those expenses incurred in order for the club to function. If a club chooses to spend their operational on events or large purchases, the club cannot request more money for typical operational expenses. The club can however continue to submit spontaneous requests for large events and expenses that do not fall under the operational category. Operational expenses include, but are not limited to:
      1. Club only food events
      2. Advertising expenses
      3. Prizes
        1. If a prize is a gift card, unless a club wants to use their generated funds, gift card amounts will be capped in keeping with CSB/SJU institutional policy through the Business Office.
      4. Involvement Fair Expenses
      5. Family Weekend Carnival
    5. The Co-Funding Board may choose to allocate funds upon request to a club for gifts (for special occasions). Gift amounts will be capped in keeping with CSB/SJU institutional policy.
    6. Any expenses defined as operational in the preceding paragraph are not eligible for spontaneous funding.
    7. Unused allocated funds will be reabsorbed by the CFB at the end of the fiscal year.
    8. Clubs must submit the appropriate expense approval form and have auditor approval before being eligible to spend any of their $500 operational budget.
    9. The club’s auditor will approve the request within 48 hours while classes are in session.
Clubs may be subject to forfeiture of operational funds. Those funds would be reabsorbed by the CFB if the club has spent less than 40% of their operational funds at the end of the fall semester. CFB may reabsorb up to 50% of unspent funds.
        B. Spontaneous Funding
    1. Any recognized club who intends to put on a successful event is eligible to receive spontaneous funding through the CFB.
    2. Spontaneous requests are for individual events, defined as:
      1. A single occurrence such as a dance, speaker, or publication.
      2. A recurring series of similar events such as Praise in the Pub or a competitive season
      3. A set of multiple events around one theme such as educational awareness weeks
    3. Clubs may have a maximum of three outstanding, uncompleted spontaneous requests at any one time. The CFB will not hear any further spontaneous requests until an outstanding request is completed.
    4. When applying for spontaneous funding clubs must include a detailed breakdown of expenses as outlined in the expense request form itself.
    5. Spontaneous requests must follow the funding guidelines outlined in section V, Funding Guidelines.
    6. Spontaneous requests must be received by 5:00 P.M. on the Friday before the next CFB meeting in order to be heard. No exceptions will be made unless outlined by those in section III. In the event that there are extraordinary changes to a club’s request prior to the CFB meeting, the club’s request may be tabled until a later date.
    7. Once a request is approved, the responsible club auditor will notify his/her club of the approval within 24 hours.
    8. Spontaneous funds must be used for the specific allocated purpose. Spontaneous funds will be reabsorbed if no longer needed for the allocated purpose, or at the completion of the allocated purpose excess funding remains.
    9. Before a club can present a request for spontaneous funds, they must have the most recent month’s audit form submitted and the treasurer must have passed the treasurer quiz with at least 80%.

V.   Funding Guidelines

  1. In General
    1. The CFB may:
      1.  Only consider proposals if the activity/event is open to all students of both campuses.
      2. Only consider proposals presented by recognized clubs.
      3. Fund an event that is open to all students where charitable donations are raised.
      4. Fund a flat percentage of the student activity fee to any group with the majority approval of the CFB, plus two-thirds (2/3) approval of both the Saint Ben’s Senate and Saint John’s Senate.
      5. Fund a club initiative that is co-sponsored by the SBS and SJS
    2. The CFB may not:
      1. Fund more than $8,000.00 per club/year. Fund any expenses that fall within the SBS/SJS funding guidelines or are already funded by the SBS/SJS.
      2. Fund institutional programs, departments, or departmental organizations.
      3. The CFB cannot fund individual students who are not associated with a club.
      4. Fund any club with more than $8,000 in its generated account. The CFB will hear the request to determine when the balance falls below $8,000 and spontaneous funding can be granted. This allows the CFB to partially fund a request after the club has spent enough from its generated account to have a balance under $8,000 on said request.
      5. Allow funds, allocated or generated, to be used to pay for alcoholic beverages (including bartending services that allow for alcohol to be served), tobacco-based products or ammunition.
      6.  Allow clubs’ funds, allocated or generated, to be kept in off-campus account, or in the form of cash.
      7. Fund donations to charitable causes.
      8. Fund activities/events that are only open to students from one campus. They may be directed to the respective student senate.
      9.  Fund Capitol Expenses for either school’s advancement at the discretion of the CFO on either campus
  2. In the Case of Travel Expenses:
    1. The CFB may only fund:
      1. Up to 65% of the cost to rent a university van/car for the use of a student group.
      2. Up to 65% of the cost of fueling the university van/car for the duration of the
      3. Up to 65% of the cost of other modes of transportation in situation where it is deemed cost-effective by the
      4. Up to 65% of the cost of lodging/hotel fees for club affiliated attendees of the approvedconventions/conferences.
      5. Up to 65% of the cost of the fuel for a non-university van/car.
      6. Approved travel and lodging expenses not to exceed $8,000 per year.
      7. In the event of a weather-related emergency or natural disaster, the CFB may fund 100% of unanticipated travel costs even if that causes total travel costs to exceed the $8,000 cap.
  3. In the case of Travel Expenses incurred during international travel:
    1. The CFB may only fund:
      1. Up to $300 per person or 65% toward the cost of lodging and travel, whichever is less.
      2. Approved travel and lodging expenses not to exceed $6,400 per year.
      3. In the event of a weather-related emergency or a natural disaster, the CFB may fund 100% of unanticipated travel costs even if that causes total travel costs to exceed the $6,400 cap.
      4. If the funding you are requesting is for international travel (travel outside of the USA), you must comply additional policies and procedures before you can receive institutional funding:http://www.csbsju.edu/global/find-an-education-abroad-program/other-opportunities-abroad/international-travel-registration
      5. CSBSJU does not guarantee funding or reimbursements for advisors’ travel costs even though they are required by institutional policy for international trips.
  4. In the Case of Registration Fees:
    1. The CFB may only fund:
      1. Conventions/conferences to which a registration form has been presented.
      2. Registration fees for approved conventions/conferences in the amount of up to $300.00 per person, not to exceed $1,800.00 per event
      3. Club dues to an organization.
    2. The CFB may not fund:
      1. The cost of food for any participant of an approved convention or conference, unless included in the cost of the conference or
      2. Individual membership fees except when the payment of such fees reduces the overall cost of attending a conference.
  5. In the Case of Stipends:
    1. The CFB will not allow the funding of stipends/honorariums to students of a club/organization out of the student activity fee. If groups desire to fund monies for these purposes, clubs must:
      1. Use their generated
      2. Gain the approval of the club auditor assigned to that
      3. Not exceed the appropriate amount as outlined by the Offices of Student Accounts, Financial Aid, and the Student
      4. Report amounts and recipients of stipends to the Offices of Student Accounts, Financial Aid, and Student
  6. In the case of Food/Refreshments at Open Functions:
    1. The CFB may fund:
      1. The reasonable cost of food/refreshments for students only.
      2. The reasonable cost of food/refreshments for one meeting per semester of an academic year, as deemed by the board, in accordance to the policies of the
      3. The reasonable cost of food/refreshments at group sponsored events (such as speakers, etc.) on a case-by-case basis, in accordance with the policies of the
      4. Requests must comply with the rules set by the culinary/catering department of the campus on which the event is held.
    2. The CFB may not fund:
      1. Food/refreshments for outside guests, faculty, staff, or any non-student participant, except for in the case of paid service providers for the event at a reasonable cost.
  7. In the Case of Clothing, Uniforms, and Equipment:
    1. The CFB may fund:
      1. Cost of uniforms, clothing, or equipment for the use of a club as long as these items remain in the possession of the club for further years’
      2. Joint Club Sports that need funding beyond their initial allocation for capital expenses or post-season competition may seek funding.
      3. Student Activities must approve the clothing or uniform design for institutionally recognized clubs. St. John’s Club Sports Commissioner must approve the clothing or uniform design for Joint Club Sports.
    2. The CFB may not fund:
      1. Cost of personal clothing, uniforms, and equipment
  8. In the Case of Loans:
    1. The CFB may fund:
      1. Loans to clubs who wish to produce and sell clothing, in order to increase generated funds or club awareness. In this case, Student Activities must approve the clothing design and any loaned monies must be fully repaid by the end of the semester of the
      2. Funds made as a result of money loaned by the CFB may be placed in the clubs generated
    2. The CFB may not fund:
      1. Loans to clubs submitted after the start of Fall or Spring Semester, D Clubs may reapply after the start of the following semester.
  9. In the Case of Speaker Fees:
    1. The CFB may fund:
      1. Up to $8,000 per event.
      2. Up to $8,000 to each club per year.
  10. In the Case of Competitions:
    1. The CFB may fund:
      1. Registration to competition.
      2. Up to 65% of travel and lodging to and from the competition.
  11. In the Case of Decorations:
    1. The CFB may fund:
      1. Up to $500.00 per event
      2. Items with the potential to be reused by the club in the future.

VI. General Application

  1. Institutionally Recognized Clubs
    1. Institutionally, the Department of Student Activities and the Joint Club Board define recognized clubs as those clubs who have successfully completed the new student club recognition process.
    2. Only groups adhering to all application processes and timeline policies will be considered for funding.
    3. Each institutionally recognized club will be appointed an auditor and must have a recognized treasurer whose name has been reported to the Department of Student Activities. The auditor and the recognized group’s treasurer are the only authorized signatories of the group’s account.
    4. Clubs are required to follow all CSB/SJU Business Office policies and procedures.
    5. Clubs are granted only one operational and only one generated account.
    6. Any club wishing to fundraise outside of the immediate university or college must contact Institutional Advancement.

VII.   The Record

  1. The CFB acknowledges that the Record is a non-event producing club with high operational costs that are consistent with their mission.
  2. Therefore:
    1. The student newspaper, The Record, will be allocated an operational budget.
    2. The Record must submit an operational budget to be reviewed by the CFB prior to the publication of the first weekly paper of the academic year.
    3. Any expenses above the operational budget will be treated as a spontaneous request to be heard by the CFB and held to the above funding procedures including a cap of $8,000.
    4.  The CFB reserves the right to reevaluate The Record’s operational budget on a yearly basis.

VIII. Alleged Violations of CFB Policies and/or Guidelines

  1. Any club found in violation of any CFB policy, guideline, or ruling will be subject to the following procedure:
    1. Group officers/representatives will be called upon to explain the
    2. All club accounts, both allocated and generated, may be frozen until the problem is solved.
    3. Any misused funds, or funds used without the knowledge and approval of the CFB, will be repaid andreabsorbed by a timeline deemed fit by the CFB.
    4. The group may be referred to the Joint Club Board/Department of Student
  2. In the case of damages incurred during a club event, the club will be held fiscally liable through the following procedure:
    1. The club’s generated account will be charged for the amount of the damages. If the cost of damages is not fully covered by generated funds, the current year’s remaining operational funds will be used.
    2. If the club’s generated account and the current year’s operational funds do not fully cover the cost of the damages, the club can either raise the funds, or the remaining amount will be deducted from their operational funds budget at the start of the next academic year.
    3. If there is still a remaining amount due after steps 1 and 2, the CFB will work with the club to create a repayment plan. The club is not eligible for additional funding until repayment is complete.
    4. In extenuating circumstances, refer to Section VIII, part C.
    5. The CFB may temporarily front the cost of the damages until the cost is repaid by the club.
  3. The following procedures will be used when a group incurs an outstanding debt:
    1. All debt issues will be subject to CFB review. However, if a debt greater than $1,000.00 or a gross misuse of funds occurs, the CFB may withhold funding for as long as the CFB deems fit.
    2. The accounts in question may be frozen until the problem is solved. 
    3. The club officers/representatives will be called upon to explain the debt and create a plan of debt forgiveness (which may include plans for fundraising).
    4. If a problem is still unresolved, the groups could have all funding suspended for an amount of time deemed appropriate by the board
    5. The group may be referred to the Joint Club Board/Department of Student Activities.

    6. Any other extenuating circumstances will be referred to the institution for institutional conduct analysis and possible legal action against responsible parties.The following procedures will be used when a group incurs an outstanding debt:

      IX. Appeals

      1. Appellate Board
        1. The appeal board shall consist of the following members:
          1. CFB Co-Chairs
          2. Joint Club Board Co-Chairs
          3. Saint Ben’s Senate and Saint John’s Senate Presidents
          4. Saint Ben’s Senate and Saint John’s Senate Vice Presidents
          5. The auditor of the appealing club
        2. Any decision of the CFB may be appealed, in writing, to each full Senate within a time period not to exceed two successive meetings of each respective Senate.
      2. The motion to appeal the CFB decision must be approved by a majority vote of the Appellate Board.

      X. Executive Assistant

      1. An Executive Assistant shall be hired by Student Activities.
      2. Duties and responsibilities:
        1. To maintain attendance at all CFB meetings.
        2. To serve as secretary for all CFB meetings.
        3. To distribute detailed minutes to all CFB members, advisor, and Financial Operational Assistant for all meetings by the Wednesday following that meeting.
        4. The executive assistant to the CFB shall receive a stipend of $200.00 per semester.
      * The CFB reserves the right to change this document [Article VII. Joint Funding Policy] with a majority vote of the board, and adoption by the respective senates according to their constitutions. The CFB also reserves the right to make special considerations for proposals on a case-by-case basis as deemed necessary by the board.
       
      STANDING RULES OF THE CO-FUNDING BOARD
      1.0  Rules
      1. At the beginning of each semester, the CFB will review whether the use of Roberts Rules and formal address of one another will be used during meetings. If the Co-Chairs decide, Senators are to address each other as “senator” during meetings in order to maintain a level of professionalism. Members of the Executive Board shall be referred to by their title.
      2. Senators must be seated by 4:30 p.m. when the Co-Chairs call the meeting to order. In the event of an unavoidable absence, the Co-Chairs must be informed ahead of time.
      3. All agenda items should be sent to the Co-Chairs and CFB account by Sunday at 5 p.m. to be on Monday’s agenda.
      4. Unapproved minutes will be emailed to all senators by Wednesday morning from the Executive Assistant for review.
      5. The Co-Chairs of the Co-Funding Board are able to end a meeting at any point using their discretion.
      6. Can move into Roberts Rules at the discretion of the chairs.
      7. If violation of the rules occurs, the senator in question can lose speaking rights.
      8. In the event of an informal or formal meeting, the Co-Chair delegating the meeting will call upon board members by name to allow them to speak. The Co-Chair delegating the meeting is able to recognize the Advisor if they are in need of having a question answered or guidance on a decision.