UNIVERSITY STUDENT UNION ADVISORY BOARD
OPERATING RULES (Last revised 4/10/2009)
Table of Contents
Article II: Advisory Board Members
Article V: Membership
Section 1. Members
Section 2. Term of Office
Section 3. Voting
Section 4. Resignation and Removal
Section 5. Vacancies
Section 6. Compensation of Members
Section 7. Stipends for Student Members
Article VI: Delegation of Authority
Article VII: Meetings of the Board
Section 1. Place of Meeting
Section 2. Time of Meeting
Section 3. Meeting
Section 4. Notice of Meeting
Section 5. Quorum
Section 6. Minutes of Meetings and Conduct
Article VIII: Officers
Section 1. Election and Terms of Office
Section 2. Responsibilities of Corporate Officers
Section 3. Resignation and Removal
Section 4. Vacancies
Section 5. Advisory Board Chair
Section 6. Vice Chair
Section 7. Treasurer
Article IX: Committees
Section 1. Standing Committees
Article X: Designated Standing Committees
Section 1. Finance Committee
Section 2. Policies and Procedures
Section 3. Facilities and Long Range Planning
Section 4. Programming
Article XI: Accounting
Section 1. Fiscal Officer
Section 2. Books and Records
Section 3. Annual Financial Report
Section 4. Fiscal Year
Article XII: Miscellaneous
Section 1. Conflict of Interest
Article XIII: Amendments
Section 1. Vote Required
Article XIV: University Status
Article I: Name
This Advisory Board shall be known as the University Student Union Advisory Board (USUAB) of California State University San Marcos.
Article II: The Board
For the purpose of these Operating Rules, "Advisory Board" refers to the University Student Union Advisory Board; "University" refers to California State University San Marcos; and “The Clarke” refers to the M. Gordon Clarke Field House / University Student Union.
Article III: Purposes
The Advisory Board shall have such purposes as are appropriate to an advisory board of the California State University San Marcos and as are now or may hereafter be set forth in its Operating Rules.
Article IV: Powers
The Advisory Board shall have such powers that are given to it by order of the President of the University, except as limited by the provisions of its Operating Rules.
Section 1. Members
The Advisory Board shall have the following members:
a) Six (6) student members of the University shall be selected to serve a one (1) year term through an application process and selected by voting members of the Advisory Board. Students must be enrolled during both the Fall and Spring semesters of their one year term. All students may be selected for a second term. All student members must have a 2.5 cumulative grade point average at the time of their selection to the Advisory Board. All must have earned no less than six (6) units and have completed at least one semester at the University prior to application. Throughout the term of membership, students must be currently enrolled and in good standing, maintaining a 2.5 cumulative GPA throughout their term. Students placed on academic or disciplinary probation may be subject to removal by the USUAB. These six (6) student members shall not serve concurrent academic year terms as Associated Students, Incorporated (ASI) Board representatives or as members of the ASI Campus Activities Board. Student members shall be voting members of the Advisory Board, approved by the University President, and may serve on ASI committees. Student members are required to attend all board meetings, as well as a retreat to be held at the end of the academic year and a summer training session focused on programming to be held prior to the start of the academic year. Student members are required to spend an average of ten (10) hours per week conducting board business and / or planning and presenting events. This includes three to four (3-4) mandatory office hours to be held weekly at the USUAB office located in The Clarke. Office hour duties will be assigned by the Chair. The programming duties will be assigned by the Vice Chair based on current programming needs. Student members are required to be a member of the Programming Committee. Active involvement in the execution of all USUAB programs is mandatory. In addition, a leadership role is required for a minimum of two (2) programs per semester. Membership to one additional standing committee is also required. (Requirements for the Chair differ - see Article VIII. Section V.)
b) Associated Students Incorporated (ASI) President, or designee, who shall be appointed by the ASI President and confirmed by the ASI Board of Directors. The ASI President or designee shall be an ex-officio voting member.
c) Alumni Association President, or designee, who shall be appointed by the CSUSM Alumni Association president and appointed by the USUAB for a two (2) year term of office. Alumni representatives must remain in good standing with the Alumni Association and be available to attend all Advisory Board meetings. The Alumni representative shall be a voting member of the USUAB.
d) One (1) faculty member upon recommendation of the University's Academic Senate to serve a two (2) year term. This Faculty position shall be a voting member of the Advisory Board, and approved by the University President.
e) One (1) staff member of the University shall be nominated to serve a two (2) year term upon recommendation of the University’s Staff/ Administrative Appointments Committee. This staff position will be a voting member of the Advisory Board and approved by the University President. MPP employees and Student Union staff are not eligible.
f) Vice President of Student Affairs, or designee, shall be an ex-officio voting member of the Advisory Board.
g) Director of Student Life and Leadership shall be an ex-officio voting member of the Advisory Board.
h) University President, or designee, shall be an ex-officio voting member of the Advisory Board.
i) University Chief Fiscal Officer (Vice President for Finance and Administrative Services), or designee, shall be an ex-officio voting member of the Advisory Board.
j) Executive Director of the University Student Union shall be an ex-officio non-voting member of the Advisory Board.
k) ASI Campus Activities Board Representative shall be appointed by the ASI President and confirmed by the ASI Board of Directors. The representative from ASI Campus Activities Board shall be an ex-officio voting member of the USUAB. The representative from ASI Programming Board shall be an active member of the standing Programming Committee.
l) Ex-officio membership shall automatically expire at the time the person holding such membership ceases to hold the position, which qualifies them for membership. The University President may appoint additional ex-officio members of the Advisory Board. The additional ex-officio members of the Advisory Board shall be entitled to all of the rights and privileges of members, but shall not vote, can't be counted in determining the existence of a quorum, and are not eligible to serve as an officer or collect a stipend.
Section 2. Term of Office
The term of office for the six (6) selected student members shall be for one (1) year and shall begin on June 1 and end May 31.
Section 3. Voting
Each voting member of the Advisory Board shall have one (1) vote; said vote may not be cast by proxy.
Section 4. Resignation and Removal
Any selected member may resign from the Advisory Board at any time by giving written notice to the Advisory Board Chair and the Executive Director and, unless otherwise specified therein, the acceptance of such resignation shall not be necessary to make it effective. Members, other than ex-officio members, may be removed from office by majority vote of the Advisory Board at any regular meeting of the Advisory Board at which a quorum is present, and may also be removed from office for cause at any special meeting at which a quorum is present if notice of the meeting and proposed action has been posted seven (7) days prior to assembly. A member (other than an ex-officio member of the Advisory Board) may be removed from office if he or she fails to attend two (2) consecutive regular meetings of the Advisory Board and/or required committee meetings without being excused there from. A student may be asked to resign if their class schedule conflicts with required meetings of the Advisory Board. Removal from the Advisory Board will impact the stipend award for eligible members (see section 7).
Section 5. Vacancies
A vacancy in any office shall be filled in the same manner as the prior member was selected or appointed for the unexpired portion of the term. Vacancies shall be filled at the first meeting following the vacancy. If the vacancy is not filled by the second meeting following the vacancy, the University President shall appoint an individual to fill the unexpired term.
Section 6. Compensation of Members
No member shall receive any salary or other similar compensation other than that addressed in Section 7 for any services as a member. However the Advisory Board may authorize in advance the reimbursement of actual and necessary expenses incurred by individual members performing duties as members or when the member serves the USUAB in any other capacity.
Section 7. Stipends for Student Members
The six selected student members are eligible to receive stipends throughout their term of office while they are members on the Advisory Board. The amount, requirements, criteria, and eligibility shall be recommended by the Advisory Board and approved by the President of the University. Students must meet all requirements of their position and remain in good standing to receive their stipend. Stipends are paid in two equal installments per semester (see appendix A). Prior to the issuance of stipends, individual evaluations will be conducted to provide performance feedback to all student members. A stipend is defined as “ a fixed sum of money paid periodically for services” and is considered taxable income. Student members may receive a 1099 form at the end of the tax year that shows income reported to the IRS.
Article VI
Responsibilities of the Executive Director
The Executive Director, appointed by the University President upon the recommendation of the Advisory Board, has the responsibility to implement all policies and procedures established by the USUAB. The Executive Director is responsible to the Associate Vice President of Student Development Services and Dean of Students for all services, programs, fiscal matters, and personnel pertaining to The Clarke. The Executive Director is responsible for the development and operation of The Clarke, the Lower Field and the Mangrum Track & Soccer Field. The Executive Director has full responsibility for the financial operations of and for maintaining the financial procedures of The Clarke, the Lower Field and the Mangrum Track & Soccer Field in accordance with University and Chancellor's Office procedures, and shall serve as treasurer of the USUAB (see Article VIII Section 7).
Article VII: Meetings of the Advisory Board
Section 1. Place of meeting
All meetings of the Advisory Board shall be on campus unless otherwise designated by the Advisory Board.
Section 2. Time of meeting
Whenever possible, all meetings shall be held during the regular business hours of California State University San Marcos.
Section 3. Meeting
Regular meetings of the USUAB shall be held no more than monthly during the academic year. Special meetings may be called as needed with no less than forty-eight (48) hours notice. Absences at special meetings are not subject to Article V, Section 4.
Section 4. Notice of Meeting
Whenever possible, the Chair, Vice Chair, and Executive Director will notify members of meetings seven (7) days prior with the time, place and agenda for the meeting. Notice of meetings will be sent electronically to the email addresses provided by the members. An annual calendar of meetings is available at the beginning of each year.
Section 5. Quorum
Fifty percent plus one (50% + 1) of all voting members shall constitute a quorum of the Advisory Board for the transaction of business.
A meeting at which a quorum is initially presented may continue to transact business notwithstanding the withdrawal of a member or members if any action taken is approved by at least a majority of the required quorum for that meeting.
Section 6. Minutes of Meetings and Conduct
Regular minutes shall be completed and emailed within 14 days after each Advisory Board meeting. The proceedings of the Advisory Board shall be kept in a book provided for that purpose. The Advisory Board Chair shall preside at the meetings of the Advisory Board. The Executive Director of the USUAB shall appoint a staff member to take minutes and provide administrative support to the Advisory Board.
Article VIII: Officers
The officers of the Advisory Board shall be the Chair, Vice Chair and Treasurer. The Advisory Board, at the discretion of the members, may have additional officers. The Treasurer shall be the Student Union Executive Director. All other officers shall be selected from among the Board. A person may not hold more than one office at a time. Appendix A provides specific parameters on ex-officio members holding officer roles on the Advisory Board.
Section 1. Selection and Terms of Office
Each officer shall hold office for a term of one (1) year from June 1 to May 31.
Section 2. Responsibilities of Advisory Board Officers
The Advisory Board officers shall be responsible for their assigned duties and any other duties that the USUAB may assign them to maintain an orderly process of conducting the business of the Advisory Board.
Section 3. Resignation and Removal
The Advisory Board Chair and Vice Chair elected by the Advisory Board may be removed from their officer position by the Advisory Board at any meeting at which a quorum is present whenever, in their judgment, the best interests of the Advisory Board would be served thereby. Any officer may resign at any time by giving written notice to the Executive Director of the Advisory Board, and unless otherwise specified therein, the acceptance of such resignation shall not be necessary to make it effective.
Section 4. Vacancies
A vacancy in the Chair or Vice Chair’s office may be filled by the Advisory Board for the unexpired portion of the term. Vacancies shall be filled at the first meeting following the vacancy.
Section 5. Chair
The Chair shall be elected from among the Advisory Board and shall be a non-voting director except in the case of a tie. The Chair is expected to serve a weekly time commitment of at least ten (10) hours, including two (2) office hours to be held at the USUAB office within The Clarke. Duties include conducting such tasks as preparing the meeting agendas, reviewing draft meeting minutes, assigning office hour duties, presiding at all meetings of the University Student Union Advisory Board and meeting weekly with the Executive Director of the USUAB. The Chair may be asked to represent the USUAB on various campus committees and is responsible for oversight and accountability of the student representatives. The Advisory Board Chair shall be an ex-officio voting member of and attend all standing USUAB committee meetings. The Chair is expected to attend all USUAB-related programs/events during the course of each semester. The Chair is also required to attend the summer and winter retreats. The Advisory Board Chair must be a student (see Appendix A) and is expected to serve a 12 month commitment.
Section 6. Vice Chair
The Vice Chair shall be elected from among the Advisory Board and shall be a voting director. In the absence of the Advisory Board Chair, the Vice-Chair shall perform the duties of the Chair. A weekly time commitment of at least eight (8) hours per week is expected, including two (2) office hours to be held at the USUAB office within The Clarke. The Vice Chair will also handle other duties as may be assigned by the Advisory Board Chair, including the assignment of office hour duties. The Vice Chair is required to chair the programming committee and maintain membership on one additional standing committee as a voting member. The Vice Chair is required to attend all USUAB programs and shares overall responsibility for USUAB programs. The Vice Chair is also required to attend the summer and winter retreats. The Vice Chair must be a student (see appendix A) and is expected to serve a 12 month commitment.
Section 7. Treasurer
The Executive Director of the Advisory Board shall be the Treasurer. The Treasurer shall have charge and custody of and be responsible for all funds and securities of the Advisory Board; receive and give receipt for moneys due and payable to the Advisory Board from any source whatsoever; deposit all such moneys in the name of the Advisory Board in such banks, trust companies, or other depositories as shall be selected in accordance with the provisions of these Bylaws, herein; and in general, perform all the duties incident to the office of Treasurer and such other duties as from time to time may be assigned to him or her by the Chair or by the University Student Union Advisory Board.
Article IX: Committees
Section 1. Standing Committees
The Advisory Board may appoint additional committees, each consisting of two or more voting members, and delegate to such committees any of the authority of the Advisory Board except with respect to:
a) The filling of vacancies on the Advisory Board or in any committee;
b) The amendment or repeal of Operating Rules or the adoption of any new Operating Rules;
c) The amendment or repeal of any resolution of the Advisory Board which by its express terms is not so amendable or repealable;
d) All standing committees shall be chaired by a voting member of the Advisory Board. No member shall chair more than one standing committee at a time. The Advisory Board may appoint, in the same manner, alternate members of any committee who may replace any absent member at any meeting of the committee. Minutes shall be kept of each meeting of each committee. A copy of committee minutes shall be given to the Board Support prior to the next committee meeting. The original committee minutes shall be kept in a book provided for that purpose and reside with the Executive Director or the committee chair. Standing Committees cannot appoint committee members without Advisory Board approval. Chairs of standing committees may assign office hour duties to be completed by student members at-large, as deemed necessary to the work of the committee. The membership of each committee is required to have a minimum of one student representative in addition to the Chair.
Article X: Designated Standing Committees
Section 1. Finance Committee
This committee shall draft a budget for the following fiscal year and present its proposed budget to the Advisory Board for consideration and approval prior to the last meeting of the Spring Semester. This committee shall also consider any other financial matters that may arise and recommend its position on such matters to the Advisory Board. The Chair of the Finance Committee shall be the University Chief Fiscal Officer or their designee.
Section 2. Policies and Procedures
This committee shall prepare, review and recommend policies and procedures related to The Clarke, the Lower Field and the Mangrum Track & Soccer Field to the Advisory Board for approval.
Section 3. Facilities and Long Range Planning
This committee shall review the facilities operations and maintenance as well as develop long-range plans for the facility. The committee shall meet with the facility management and others as appropriate.
Section 4. Programming
This committee shall review, recommend, plan and implement programming activities for the Student Union Advisory Board. All six student members and the ASI Programming Board Representative are required to be standing members of this committee. This committee shall be co-chaired by the USUAB Vice Chair. Weekly reports are required to be submitted to the Chair outlining programming tasks that have been completed or are in process. In addition, a summary report is required to be written and submitted for each program that is sponsored or co-sponsored by the USUAB. All reports are to be maintained in a shared folder system set-up at The Clarke. The Programming Committee may exercise the option of utilizing student assistants for program-related support, not to exceed the annual budget allocation approved for the academic year.
Article XI: Accounting
Section 1. Fiscal Officer
The Chief Fiscal Officer of the University (Vice President of Finance and Administrative Services) shall be the custodian of the Advisory Board's monetary accounts.
Section 2. Books and Records
The Clarke staff members shall track expenses and revenues and reconcile those records with the university financial records. Accounting and other related business expenses will be accessed by the university at the standard indirect cost recovery fee. An estimate of these expenses shall be obtained from the Chief Fiscal Officer of the University for inclusion in the Advisory Board's annual budget when that budget is prepared.
Section 3. Annual Financial Report
The Executive Director of the USUAB shall provide to the members, at a regular meeting, within one hundred twenty days (120) after the close of its fiscal year, its balance sheet and a brief narrative concerning the prior year’s budget.
Section 4. Fiscal Year
The fiscal year of the Advisory Board shall be from July 1 through June 30.
Article XII: Miscellaneous
Section 1. Conflict of Interest
Members shall not engage in any activity during their membership on the Advisory Board which might impair their performance as a member of the Advisory Board or provide a conflict of interest. Advisory Board members individually or in association with another entity shall have no financial interest in or contract with the Student Union of California State University San Marcos. Member conduct is governed by State of California Education Code 89906 – 89909.
Article XIII: Amendments
Section 1. Vote Required
The operating rules may be amended at any regular meeting by a two thirds of a quorum of the Advisory Board, subject to the approval of the President of the University.
Article XIV: University Status
Should the President of the University determine in the future that The Clarke be operated through an auxiliary organization, the California Education Code and the California Code of Regulations, Title 5 shall become the statutory and regulatory operational guidelines for the M. Gordon Clarke Field House / University Student Union.
