Southern Oregon University : Inter-Club Council : Guildelines

Inter-Club Council

Operational Guidelines

Function Of The Inter-club Council

The Council's primary function is to:
1. Allocate funds to recognized clubs/organizations.
2. Coordinate and share information about campus club/organization activities
3. Promote collaborative efforts amongst campus clubs and organizations.

Operational Guidelines

The Inter-Club Council is composed of a representative from each of the registered student clubs and organizations on campus. Representation is mandatory for all organizations in order to be eligible for Council funding. Meetings are held four times per term (or more often if needed). One absence is allowed per term to still be eligible for Council funding. A minimum of 15 clubs must be in attendance to conduct official business. Clubs will wait 10 minutes from the official meeting start time to see if additional Council members show before declaring "No Quorum" for the meeting.

It takes a vote of only 50% +1 members present to decide issues other than guideline changes. A two-thirds majority vote of the Council members is required to rehear an issue or to change the ICC Guidelines.

Co-Speakers, a Secretary, a Treasurer, Co-Activity Coordinators and an Ambassador to EAAC are elected for the year by a majority vote at the final Council meeting each Spring Quarter. Officers can be impeached for a violation of Council rules by a 2/3 vote of the Council. Officers are allowed two unexcused absences and no more than three absences to retain their office. Officers must notify the Associate Director of Student Activities in advance for the absence to be excused. An election to fill any vacant offices will be held at the first possible ICC meeting.

Co-Speakers:
1. Schedules agenda items in cooperation with the Coordinator of Multicultural & Student Activities
2. Presides at and conducts meetings in an orderly fashion.
3. Strictly monitors time during hearing process
4. Calls officer meetings
Secretary:
1. Takes and types minutes
2. Keeps attendance records
Treasurer:
1. Keeps fiscal records of all Council business.
2. Prepares budget summary for each meeting
Co-Activity Coordinators:
1. Advertises ICC meetings (banners, dry erase board, Siskiyou, etc.)
2. Coordinates activities of the Council
Ambassador:
1. Serves on EAAC
2. Represents the Council to SFC, the Faculty Senate and ASSOU
The Council is advised by the Associate Director for Multicultural & Student Activities on budget, event, funding, operational, and administrative matters.

Allocation Of Funds

The amount of funding available to student clubs and organizations for each academic year is determined through the Student Fee process in the spring of the preceding school year. These funds are to be used in subsidizing/sponsoring those events that are designed to complement the further development of the organization. Examples of such expenditures are speakers, seminars, workshops, films, travel, etc.

ICC has developed the following guidelines to be used in allocating funds to student clubs and organizations:
1. ICC will not normally fund routinely occurring operating expenses.
2. Clubs may request up to $400 a year towards travel. Clubs receiving funds for travel must either submit a written report about their trip or hold a workshop to share the information they learned with other SOU students.
3. Events must be open to the entire student body.
4. There is a $50 cap per year on allocations for club food parties.
When granting funding the following priorities will be used:
1. On-campus events, projects, programs
2. Benefit-to-cost ratio (i.e. those events and programs which serve the greatest number of students).
The Council controls the allocation of these funds and has established the following procedures by which student organizations can request money. The two-step process for receiving money is:
1. Budget requests
2. Disbursement of funds
1. Budgets
  
  The following are ICC budget and meeting dates for the year:
  
  Fall Quarter
  All Clubs Register: Second Friday of the Term
  Annual Budgets Due*: Third Friday of the Term
  Fall Quarter Budgets Due**: Third Friday of the Term
  ICC Meetings: Next four(4) consecutive Wednesdays
  * Although some preliminary planning may have been completed by clubs and organizations, it is not expected that the details will have been worked out for each event at this time.
  ** In addition to a yearly budget, a quarterly budget must be submitted to and approved by the Council at the beginning of each quarter.
  
  Winter Quarter
  Winter Quarter Budgets Due: First Friday of the Term
  ICC Meetings: Next four(4) consecutive Wednesdays
  
  Spring Quarter
  Spring Quarter Budgets Due: First Friday of the Term
  ICC Meetings: Next four(4) consecutive Wednesdays
  1. A copy of the club's/organization's budget is due in the Stevenson Union office as indicated above. Clubs and organizations not adhering to the budget deadline risk a budget reduction or no allocation for the quarter.
  2. Late budgets are assessed the following penalty: 10% off each fund request for budgets up to one week late; 20% off each fund request for budgets between one and two weeks late; and budgets more than two weeks late will not be considered at all.
  3. At the first Council meeting of the year annual and fall quarter budgets are totaled and distributed to all organizations for careful scrutiny. The annual budget will be used as a guideline to make allocation decisions. No actual action needs to be taken on this budget.
  4. Review of the fall quarter budget can begin at the first ICC meeting if time permits. Quarterly budgets will be reviewed in the order they were received by the Associate Director for Multicultural & Student Activities. When a quarterly budget is introduced to the Council, the club has five minutes per proposal with a maximum of 15 minutes during which information may be presented and questions asked. If an organization's representative is not in attendance, the budget cannot be considered and will be placed at the bottom of the request list. Organizational representatives should be able to answer questions knowledgeably about their events at the Council meeting when funds are being requested.
  5. After discussion, a vote will be taken. A simple majority vote is necessary to approve or reject budgets. A second motion can be made if the first motion fails. If the motion fails a second time, the budget goes to the bottom of the consideration list. Individual budgets not approved after two attempts can be referred to EAAC.
  6. In the event the budget is not approved, the organization has five school days to appeal the Council's decision. The appeal must be in writing, with grounds specified, to be reviewed by the Educational Activities Advisory Committee. The decision of the EAAC can also be appealed by filing a written explanation within five school days to the Student Fee Committee.
  7. Any reversal of a Council decision by EAAC can be appealed by the Council to the SFC within five school days.
  8. Budgets can only be approved for the current academic year. All unused funds revert back to ICC at the end of each quarter.
  9. Funding granted by ICC will be rescinded if a club/organization misses more than one meeting in a term. Attendance will be taken at the beginning and at the end of each meeting. If a Council member was originally at the meeting and had to leave before the end of the meeting, the club will receive a one-half absence towards their one allowable absence. The co-chairs have the authority to excuse absences. The club/organization would have to reapply for funding during the next quarter. The treasurer is to make a notation for the record of clubs that receive funding but do not participate as required by the Guidelines.
2. Disbursement of Funds
  1. After funds have been approved, it is the responsibility of the organization to arrange appropriate methods of disbursing funds with the Stevenson Union Office.
  2. Resolution of the expenses for any event should take place within 30 days following that event. This deadline may be altered by requesting an extension from the Stevenson Union Office.
  3. A report outlining how many individuals (student and non-student) attended the event must be submitted to the Associate Director for Multicultural & Student Activities for all events funded through ICC. Additional funding will not be granted until the report is on file.
  4. Clubs receiving funding for travel must also submit either a written report or conduct a workshop about the trip taken/information learned.
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Coordination Of Campus Activities

In addition to allocating Student Fee funds in support of club/organization activities the Council may choose by a 2/3 majority vote to sponsor activities as a Council. Planning would be conducted during regular Council meeting times and job assignments given accordingly.

Optional Workshops

From time to time mini-workshops on a variety of leadership topics will be offered to Council members at the end of regularly scheduled meetings as a way of sharing information with SOU's clubs/organizations.