Budget Committee Guidelines (Ratified December, 2015)

**Please note that the Budget Committee and Organizational Review Board (ORB) have merged to form the Budgets & Clubs Board (BCB) as of fall 2016. While they draft a new constitution and adopt guidelines governing their operations, the guidelines below, in conjunction with the former ORB’s constitution, will serve as their guiding documents.**

Article I:  Mission Statement of the Budget Committee

  1. The BCSG Budget Committee shall be responsible for the disbursement and oversight of the Student Activities Fund and the BCSG Co-sponsorship Fund. In its role as supervisor of the Student Activities Fund, the Budget Committee is required to present to the Senate for approval annual budgets for student organizations. The Budget Committee shall also have the primary jurisdiction over investigation of any violations of the Budget Committee guidelines, or of any matter that might come under its stated duties and responsibilities. The Budget Committee shall also reserve the right to take action on said investigation.

Article II:  Membership and General Operations

  1. The Budget Committee will be chaired by the Treasurer of the Bates College Student Government who shall be chosen in accordance with the BCSG Constitution. The Treasurer shall track the expenditures of the Student Government, student organizations, and will advise the student body on financial matters dealing with student organizations. The Treasurer shall assume all powers and responsibilities granted in the BCSG Constitution, its Bylaws, and the Budget Committee Guidelines.
  2. In addition to the BCSG Treasurer, the Budget Committee shall also include six (6) student members selected by the Selection Committee in accordance with provisions in the Budget Committee Guidelines and the Selection Committee guidelines in that order of precedence.
    1. The Selection Committee shall select new members if a vacancy created under (II.6) or (II.8) occurs.
    2. The Treasurer shall inform the Selection Committee if a vacancy occurs, and the vacancy shall be filled promptly.
    3. The Treasurer may also request that a vacancy be filled for a temporary duration only if a Budget Committee member is temporarily unavailable to fulfill their duties as specified in these Guidelines.
    4. The Treasurer and Selection Committee shall ensure the membership of the Budget Committee shall not exceed three (3) members of each class, and not be less than two (2) members of each class. This clause doesn’t apply during the Winter Semester to the Senior class, or the Fall Semester to the First-Year class.
  3. The Selection Committee shall select Budget Committee members through an at-large application and interview process.
    1. The Treasurer shall participate in the discussion on the selection of new Budget Committee members, but shall not be a voting member.
    2. The Treasurer shall conduct a separate interview of all Budget Committee applicants focusing on the specific duties of Budget Committee members.
  4. Budget Committee members shall be selected based on the following criteria in order of importance:
    1. Ability to attend all Budget Committee meetings and fulfill any other responsibilities outlined in these guidelines.
    2. Ability to potentially assume the responsibilities of the Treasurer if appointed so under (II.2) of the BCSG Constitution.
    3. Ability to make difficult decisions, weigh information and be objective.
    4. Ability to keep matters confidential.
  5. The Senate must approve the Budget Committee nominee(s) selected by the Selection Committee. If the Senate doesn’t approve the nominee(s), it must formally inform the Budget Committee as to why the nominee(s) was not approved.
  6. Budget Committee members shall remain on the Committee until the Winter semester of their senior year, until they voluntarily leave, or are removed under violations specified in (II.8).
  7. Budget Committee members shall adhere to the following rules. The Treasurer shall be included under this Section unless otherwise specified.
    1. No member shall take a direct part in the finances of any BCSG-recognized organization.
    2. All members must attend Budget Committee meetings set by the Treasurer unless a member notifies the Treasurer in a reasonable amount of time before the meeting.
  8. Violations under the rules in (II.7) by Budget Committee members shall be considered by the Parliamentary Council, who may apply the appropriate penalty under (II.8.b). Budget Committee Members are compelled to report violations under (II.7) to the Parliamentary Council.
    1. The Senate reserves the right to investigate violations of (II.7) by the Treasurer under the impeachment process.
    2. Appropriate penalties include temporary suspensions for minor or single violations, or removal for serious or recurring violations.
    3. Two violations of (II.7.b) will result in immediate removal from the Budget Committee.
  9. The Treasurer, after consulting the Budget Committee, shall set regular meeting times during the academic year.
    1. The Treasurer shall inform the Budget Committee at least one day before the next meeting of that meeting’s agenda, and any other instructions to prepare for the upcoming meeting. Any updates to the agenda shall also be communicated to the Budget Committee.
    2. Regular meetings may include, but are not limited to, the following:
      1. Co-sponsorships
      2. Proposed Budget Committee Guideline amendments.
      3. Trainings or briefings on related issues.
      4. Updates regarding other BCSG matters.
      5. Other matters within the Budget Committee’s jurisdiction.
    3. The Treasurer is considered the Chair of the Budget Committee, and is entitled to the same privileges and duties as outlined in the most recent edition of Roberts Rules of Order.
      1. The Treasurer may designate another Budget Committee member as acting Chair.
      2. Quorum for regular meetings is 4 members, including the Chair.
    4. The Chair shall ensure all present member’s opinions are heard and a sufficient time to discuss is granted. The Chair shall also guide the discussion towards consensus.
    5. If the conditions under (II.9.d) are fulfilled, the Chair shall call for a vote.
      1. All members have one vote excluding the Chair. In the event of a tie, the Chair shall cast the tie-breaking vote.
      2. A majority vote is required for all matters requiring the consent of the Budget Committee.
    6. All Budget Committee meetings except hearings during the Budget Allocation Process operate under (II.9).
    7. Business conducted during regular meetings may also be conducted through email.

Article III:  BCSG Treasurer Powers and Responsibilities

  1. The Treasurer has the primary responsibility to ensure that the Budget Committee allocates the Student Activities Fund and the co-sponsorship fund in an equitable and efficient manner, and facilitate the proper Budget Committee operation as outlined in these guidelines.
  2. The Chair is responsible for the orderly operation of the Committee, and the management of the other members on the Budget Committee.
  3. The Treasurer is the liaison between the Budget Committee and the Senate, and has the following responsibilities:
    1. Required to inform and advise on any matter regarding or pertaining to the Budget Committee’s duties and responsibilities as laid out in the BCSG constitution and its bylaws as well as the Budget Committee Guidelines.
    2. Report on the state of the co-sponsorship fund to the Senate monthly.
    3. Supervise the BCSG budget to ensure it is spent in a responsible manner.
    4. Present co-sponsorships and the annual budget to the Senate, and address any relevant questions.
  4. The Treasurer is expected to be familiar with the Budget Committee Guidelines, act as an advisor to all in and outside the BCSG concerning any matter under the Budget Committee’s jurisdiction. Those outside the BCSG include but is not limited to the administration, the student body, and BCSG-recognized organizations.
  5. The Treasurer may step down from his/her position temporarily for any reason. The Treasurer shall assign another member of the Budget Committee to assume the Treasurer’s duties for up to a semester.
    1. The Senate must confirm the acting Treasurer.
    2. The Treasurer may return to their position at any time.
    3. If the Treasurer is unable to return to their position after a semester, a new Treasurer shall be selected in accordance with the BCSG Constitution.
    4. The Senate may under extraordinary circumstances, in consultation with the Budget Committee, extend the Treasurer’s leave of absence without the application of (III.5.c).

Article IV:  Student Organization Rights and Responsibilities

  1. All BCSG-recognized organizations are entitled to:
    1. An account with the Bates College Accounting Office.
    2. The right to request co-sponsorship funding under (VII).
    3. The right to a hearing and an allocation under (VI).
    4. Monthly activity reports from the Accounting Office.
    5. A budget of up to $250 for the organization’s first year in existence.
      1. The final allocation shall be decided by the Budget Committee.
    6. Access to the Budget Committee Guidelines or any other relevant information or rules, and the right to consult the Budget Committee on budgetary matters.
    7. Any other rights specifically granted in these Guidelines, the BCSG Constitution and its Bylaws, and by the College.
  2. All BCSG-recognized organizations have the following the responsibilities:
    1. Adhere to all rules governing the operation of BCSG-recognized organizations.
    2. Be active on campus and/or off campus.
    3. Attend required meetings and hearings in a timely and orderly fashion.
    4. All other responsibilities contained in these Guidelines.
    5. The responsibility to submit an annual budget under (VI).
  3. Any new organization approved by the Senate is obligated to meet with the BCSG Treasurer or a BCSG Treasurer designated representative to be informed about their rights, rules and responsibilities as a BCSG-recognized organization.
    1. Only after a new organization fulfills its obligation under (IV.3) shall that organization receive the benefits entitled under (IV.1).

Article V:  Student Organization Budget Rules

  1. Upon review of a student organizations previous year’s allocation and the present budget proposal, the Budget Committee shall have the authority, to subtract (cut) any amount it feels necessary from an organization’s budget proposal or co-sponsorship request.
  2. An organization shall not be permitted to use their allocation for the following:
    1. Promotional merchandise (only if the merchandise is part of a fund- raising effort and the money spent on the merchandise is put back into the organization’s budget, will it be allowed). If costs are not covered by sale of merchandise, the difference will be cut from the organization’s final allocation.
    2. Alcohol, tobacco products, and drugs.
    3. Events and/or resources which are not open to members of the Bates community for attendance and/or use. This includes events and/or resources in which no concerted effort was made to get the campus community involved and/or informed of its availability.
    4. Donations and gifts (does not include awards or prizes compliant with V.3).
    5. Payments directly to students for services rendered.
      1. In-kind payments to student employees for related expenses may be exempted.
  3. All expenses must be in accordance with that organization’s mission statement as defined by that organization’s BCSG-approved constitution.
  4. Organizations may sponsor an individual, but that individual’s project must be directly related to that organization’s mission on campus and cannot be used for a Bates academic endeavor.
  5. Student organizations may fundraise, but must report all fundraising activity to the BCSG Treasurer. All fundraised money shall be deposited into the organization’s BCSG-designated account.
    1. Fundraising may not be conducted for the purpose of charitable giving or charitable donations to organizations and entities outside of Bates College as specified in (V.2.d)
    2. The Budget Committee reserves the right to allocate less funding to any student organization authorized to raise funds outside of Bates College.
    3. The BCSG Treasurer, in consultation with the Office of Advancement and Office of the Treasurer, reserves the right to prohibit and rescind any and all student organization fundraising activity and privileges.
  6. Student organizations may not spend into debt. If any organization spends into debt at any time, the financial officer of said organization must immediately report this to the BCSG Treasurer. The Budget Committee shall then meet to determine a course of action in order to resolve the situation.
    1. If an organization spends into debt at the end of the fiscal year, the debt shall be repaid with the organization’s allocation for the next year as well as a penalty of 10% of the debt incurred.
    2. After the final Student Activities Report of the fiscal year is sent to the Treasurer, the Treasurer shall determine whether any organizations have violated the debt rule as specified in (V.6.a).
    3. The Treasurer shall impose the penalty as stated in (V.6.a) before the start of the academic year after ensuring there are no outstanding expenses or revenues.
    4. The Treasurer shall inform all indebted organizations of the penalty.
    5. The penalty specified in (V.6.a) is non-appealable.
  7. A student organization which is funded or has the potential to be funded by any department on campus is not eligible to receive funding from the Student Activities Fund.
  8. Organizations shall not have any other accounts outside their designated BCSG account.
    1. Exceptions may be made for accounts established by outside gifts.
    2. The establishment of outside accounts under (V.8.a) must be reported to the Budget Committee.
  9. All remaining funds except private and gifts and fundraising revenue in organization’s account at the end of the college’s fiscal year shall be forwarded to the co-sponsorship fund for the upcoming year.
    1. Revenue from fees or reimbursements does not count as fundraised revenue.
    2. BCSG allocated funds shall be spent first, while private gifts and fundraised revenue shall be spent last.

Article VI: Budget Allocation Process

  1. The budget allocation process shall begin no later than the week prior to February Break.
    1. At this time the Treasurer shall reserve a room for budget allocation hearings.
    2. The Treasurer shall send information to all organization leaders about the budget process. This information shall include the current Budget Committee guidelines, a time frame of the budget allocation process and any other information pertinent to writing, submitting, and defending budget requests.
    3. The Budget Committee shall create a Budget Framework detailing how budget allocations will be decided.
      1. This Framework must comply with the Budget Committee guidelines, the BCSG Constitution and its bylaws.
      2. The Treasurer shall send the Budget Framework to student organizations.
    4. An organization’s budget request will consist of the following elements:
      1. Mission statement, as defined by that organization’s constitution.
      2. Active membership.
      3. Goals for the following year.
      4. Use of current allocation from the beginning of the fiscal year to March of the current fiscal year.
      5. Anticipated spending from March of the current fiscal year to the end of the current fiscal year.
      6. Proposed budget for the following academic year.
      7. Any non-financial challenges the organization faces on campus.
    5. In addition, an organization’s budget proposal shall include a lined Excel or Word spreadsheet containing all revenues and expenses that reflects the information in (VI.1.d.iv-vi), in its student activities report, and in any outside accounts as permitted under (V.8).
    6. Organizations electing to receive no funding during the budget allocation process must submit a budget of $0 or a Declaration of Non-Funded Status in order to maintain all entitlements guaranteed under (IV.1).
  2. Beginning the first Monday after February Break, the Treasurer shall hold office hours until the budget request due date. This will be done in the following manner:
    1. Office hours will entail the Treasurer sitting in the BCSG office and making him/herself available to answer any questions relevant to the budget allocation process.
    2. The Treasurer may assign a Budget Committee member or members to consult student organizations on writing and preparing their budget requests.
  3. Budget requests shall be due on the second Tuesday after February Break.
    1. An extension of the budget request due date may be granted by the BCSG Treasurer if advance notification of at least four (4) days is given by the leadership of the particular organization.
    2. The latest a budget proposal can possibly be handed in, even with an extension, shall be 4:00 p.m. the Thursday before Budget Weekend.
    3. There shall be no penalties if an extension is granted by the BCSG Treasurer and the organization in question submits their budget request by the extension due date.
    4. If an organization is late in submitting their budget request without an extension from the BCSG Treasurer, that organization shall have 10% deducted from their final allocation.
    5. If an organization has an extension from the BCSG Treasurer and that organization submits their budget request past the extension date and time, then that organization shall have 10% deducted from their final allocation.
  4. The Budget Committee shall meet to review the budget requests before Budget Weekend. Members of the Budget Committee are expected to be familiar with the budget requests of all organizations.
  5. Budget hearings shall begin on the third Friday after February Break and continue through the following Saturday and Sunday.
    1. The Budget Committee shall post a hearing schedule to student organizations one week before the start of Budget weekend.
      1. An Organization may request to switch hearing times with another organization, only if both organizations consent to the switch.
      2. Exceptions to (VI.5.a.i) may be granted under extraneous circumstances.
    2. Budget hearings shall last no more than 15 minutes per organization, and involves the Budget Committee questioning organizations on any matter relevant to their budget proposal.
    3. If an organization misses their hearing the Budget Committee is under no obligation to allocate any funds to that particular organization.
      1. The Budget Committee may, under extraneous circumstances grant that organization another hearing.
    4. If an organization is late by five (5) minutes or more to their budget hearing, the organization shall forfeit 5% of their final allocation.
    5. At the discretion of the Budget Committee, the Budget Committee may request a second hearing of a particular organization to further clarify the budget proposal of that organization. The Budget Committee reserves the right to deduct from the organization’s final allocation if the second hearing is a result of inadequacies in the organization’s budget proposal.
    6. The Treasurer or a Treasurer-designated Budget Committee member shall maintain an Excel sheet during budget process that tracks organization allocations, penalties and any other relevant data.
  6. A minimum number of Budget Committee members are required to conduct budget allocation hearings.
    1. In budget allocation hearings, at least four (4) members of the Budget Committee must be present.
    2. If the minimum number of Budget Committee members are not present for any hearing (and an adequate number of members cannot be reached or will be unavailable for a reasonable amount of time) the Budget Committee members present will reschedule the hearing(s) in question.
    3. No Budget Committee member shall be present during an organization’s hearing if they are an active member of that particular organization.
  7. Final decisions shall be made on the last day of budget hearings, with sufficient discussion allowed after the last budget hearing.
    1. All percentage cuts will be deducted in order of occurrence. Said cuts will be made after, and without any regard for, any other cuts made by the Budget Committee for reasons stated in (V).
    2. The Budget Committee may decide to allocate part of the student activities fund to the following fiscal year’s co-sponsorship fund. Any amount forwarded to the co-sponsorship fund must be reported to the Senate during the Senate meeting in (VI.9).
  8. Notification to the organization’s treasurer or president of their budget allocation shall be sent out on the Monday following Budget Weekend. Said notifications shall include allocation amount and Grievance Process information and deadlines. Notification of exactly where cuts were made to the budget and a rationale be provided prior to the Grievance meeting or upon request from any organization.
    1. The Grievance Process is optional, and provides organizations the opportunity to appeal their budgets if they demonstrate that their initial budget is insufficient to carry out their organization’s mission.
    2. The Grievance Process shall involve the BCSG Treasurer, representatives of the grieving organization, and the Grievance Arbitrator.
      1. The Treasurer may assign a Budget Committee member to aid the Treasurer in the Grievance Process.
      2. The Grievance Arbitrator shall be the Senate member on the Audit Committee as specified in (IX) of these guidelines.
      3. The role of the Grievance Arbitrator shall be to hear where cuts from that budget were made and why organizations requires an increase in funding.
      4. The Grievance Arbitrator shall allocate the Grievance Fund based on the justifications of the Budget Committee and the needs of the grieving student organization.
    3. Grievance proposals shall be due the Thursday after the Monday of notification. Grievance proposals should include the following:
      1. Organization name.
      2. Initial allocation from the budget allocation process.
      3. Constitutionally defined mission statement.
      4. An explanation why and how much grievance funding the organization should receive.
    4. The Grievance hearings shall be the Sunday of the week of notification.
    5. Notification of the results of the Grievance Process shall be sent out on the following Monday.
    6. The Grievance Fund shall be allocated 1.5% of the base amount of the Student Activities Fund. This amount shall be set-aside at the beginning of the budget allocation process.
    7. Any funds not used in the Grievance Fund shall be given to the BCSG Co- Sponsorship Fund for the following fiscal year.
  9. The budget shall be presented to the Senate the Monday before the grievance hearings.
    1. The Treasurer shall present the following to Senate:
      1. Allocations for the current fiscal year.
      2. Budget request for the following fiscal year.
      3. Proposed final allocations for the following fiscal year.
      4. Information on the how the budget allocation process works.
      5. Methodology for determining budget allocations.
    2. The Treasurer may ask other Budget Committee members to be present during the Senate meeting to aid the Treasurer in presenting the budget.
    3. The Senate shall vote on the proposed budget at the Senate meeting in (VI.9.).
    4. If the Senate doesn’t approve of the budget, it must formally inform the Budget Committee as to why the budget was not approved.
    5. Should the budget not be approved, the Budget Committee shall reconvene to reconsider the proposed budget.
  10. After Senate approval, the Treasurer shall send the final allocation information to the Accounting Office, the Assistant Dean of Student Activities, and the Dean of Students.
  11. The timeline set by the clauses under this article are subject to change at the discretion of the Treasurer, upon consultation with the Budget Committee. However, it is expected that the clauses laid out herein be adhered to as closely as possible.

Article VII: Co-Sponsorships

  1. The BCSG co-sponsorship fund shall be administered by the Budget Committee and can only be allocated at the Budget Committee’s approval and the Senate’s authorization. The co-sponsorship fund consists of allocations under the budget allocation process as specified in (VI), remaining funds in organization’s accounts at the end of the college’s fiscal year, and penalties collected from student organizations.
  2. Any student organization funded by the BCSG may request additional funds from the co-sponsorship fund.
    1. A co-sponsorship request must include the following: organization name, contact information, date, current budget, proposed usage of co-sponsorship funds, itemized list of costs, total amount requested, and other sources of funding.
    2. Organizations must submit a co-sponsorship request of less than $2,000 at least two weeks before their event and requests of $2,000 or more a month before the event.
      1. Exceptions by the Treasurer may be granted under extraneous circumstances.
      2. The Budget Committee reserves the right to not review late co-sponsorship requests.
    3. Co-sponsorships will not be reviewed during finals week.
  3. Upon receipt of a co-sponsorship request, the BCSG Treasurer shall place the co-sponsorship on the agenda for upcoming Budget Committee meeting.
  4. All expenses must be in accordance with (V) of the Budget Committee Guidelines.
  5. If the Budget Committee approves the co-sponsorship request, then the BCSG Treasurer shall bring the request before the Senate. The Senate must discuss the proposed co-sponsorship request, and then by majority vote, approve or not approve the request.
  6. If approved, the Treasurer shall authorize the transfer of funds from the co-sponsorship fund account to the said organization’s account by the next day, and inform the organization of the decision.
  7. The Budget Committee reserves the right to amend the amount requested in a co-sponsorship request as necessary.
  8. The Budget Committee may ask organizations to meet with the Budget Committee and/or attend a Senate meeting to clarify any question regarding its proposed co-sponsorship.
  9. The Budget Committee may rescind co-sponsorship funding all or in part if the receiving organization fails to use allocated co-sponsorship in part or at all.
    1. Organizations are required to inform the Budget Committee if there are any changes to the co-sponsorship.

Article VIII: Exemption Process

  1. The Budget Committee may choose to exempt BCSG-recognized organizations from any rule under (V) if the organization’s mission, constitution, and legal requirements are not consistent with current Budget Committee Guidelines.
  2. An organization may petition the Budget Committee to exempt them from any rule in (V). The petitioning organization shall meet with the Budget Committee to explain their reasoning, but the Budget Committee will make the final decision.
  3. All exemptions must be approved by the Senate.
  4. The Budget Committee shall record all exemptions made.

Article IX: Audit Committee

  1. The Audit Committee shall review the Student Activities Report monthly and certify to the Budget Committee that there are no violations of the Budget Committee guidelines.
    1. The Audit Committee shall comprise of one (1) member of the Parliamentary Council selected by the Chief Parliamentarian, one (1) member of the Budget Committee selected by the Treasurer, one (1) Senate member elected by the Senate, and one (1) member of the Selection Committee selected by the Vice President.
    2. The Chair of the Audit Committee shall be the Budget Committee representative, and will have all the powers granted by Roberts Rules and these guidelines, but shall not have a vote, unless there is a tie.
  2. The Budget Committee shall report any violations to the Executive Council and Senate.
  3. BCSG-recognized organizations may also be audited under one of three possible processes:
    1. Information or suspicion of violations of budget guidelines.
    2. Information or suspicion of fiscal irresponsibility.
    3. A randomized process that shows no bias.
  4. The Audit Committee shall notify the organization’s president of the impending audit before it starts.
  5. The Audit Committee will then collect all necessary data pertinent to the investigation provided by the audited organization.
  6. If questions arise from the data obtained, then the student organization’s president and treasurer will be asked to attend a hearing to provide clarifications and answers to the questions the Audit Committee may have.
  7. If questions of possible improprieties remain and/or the Audit Committee feels that there is evidence of violation of the Budget Committee guidelines or there is evidence of fiscal irresponsibility, then the Budget Committee is authorized to take whatever action it may feel necessary. The action should be designed so as to facilitate three goals.
    1. To determine whether the situation arose due to intentional fiscal irresponsibility on the part of the student organization.
    2. To determine and enforce a suitable penalty for such an infraction.
    3. To provide a reasonable solution so as to ensure that there are no repetitions of such infractions.
  8. When the process is completed the Audit Committee will submit a report of their findings to the Budget Committee, Executive Council, and The Senate.
  9. Audit Committee members must recuse themselves from any significant conflict of interest that occurs during the auditing process.

Article X: Bates College Student Government Body Spending

  1. In accordance with the BCSG Constitution and Bylaws, Executive Council members (except ex-officio members) are authorized to spend the Bates College Student Government Body allocation. Executive Council members include only the President, the Vice President, the Treasurer, and the Chief Parliamentarian.
  2. Executive Council members, except the BCSG Treasurer, may request additional funding from the co-sponsorship fund, but must receive approval from the Budget Committee. Any expenses made by the BCSG Treasurer must be approved by the Senate.
  3. The President of the BCSG shall compile the BCSG Body budget for the year by no later than October 15.
    1. The Executive Council shall meet to discuss and vote by a two-thirds (2/3) majority vote to approve or not approve the BCSG Body budget.
    2. If the Executive Council approved the BCSG Body budget, the Senate shall discuss and vote to approve the BCSG Body budget by a simple majority.
    3. If either the Executive or Senate doesn’t approve the BCSG Body budget the President shall write a new budget and the process should start again.
    4. The BCSG Body budget shall be drawn from the co-sponsorship fund.
  4. BCSG recognized committees (not including student/faculty committees) may use the BCSG Body budget only with the consent of the Budget Committee and the Senate.
  5. Supplemental funding from the co-sponsorship fund may be requested by any BCSG body and shall be allocated only by the consent of the Budget Committee and the Senate.
  6. All expenses must be in accordance with (V) of the Budget Committee Guidelines, and must be directly pertinent to the responsibilities and powers of the officer as defined by the BCSG Constitution and its Bylaws.

Article XI:  Communication and Inactivity

  1. The Budget Committee shall maintain a listserv of student organization officers.
    1. At the beginning of the academic year, the Budget Committee shall create a listserv of organization officers from information provided by the Student Activities Office.
    2. The Budget Committee shall ensure the listserv’s accuracy two times during the academic year: once at the beginning of the academic year, and once at the beginning of the Winter semester.
    3. The Budget Committee shall inform the Student Activities Office and the Accounting Office of any new officer changes.
  2. Student Organizations that have not submitted a budget or Declaration of Non-Funded Status during the budget allocation process, or have no recorded transactions in their account for an entire academic year may be deemed inactive only by the BCSG Treasurer after instruction by the Budget Committee.
    1. Student Organizations deemed inactive will have all funds currently in their account reallocated to the BCSG co-sponsorship fund and their accounts closed by the Accounting Office by the end of the fiscal year.
    2. Student organizations deemed inactive may be returned to active status at the beginning of the following academic year under the following process:
      1. The Treasurer will inform the Bates student body of the fact that a student organization is under suspicion of being inactive.
      2. If there is a response from the student body to this effect, a meeting will be scheduled for the respondent and the Budget Committee by the Treasurer. If there is no response, then it will be assumed that the student organization is inactive.
      3. The respondent must demonstrate the need for resources by the student organization. This will entail presenting a budget plan for the current fiscal year.
      4. The Budget Committee, upon review, may allocate funding to the student organization from the co-sponsorship fund and return the organization to active status.

Article XII:  Amendments

  1. This document may be amended by the BCSG Budget Committee if the amendment is ratified by a simple majority vote of Budget Committee and the Representative Assembly.
  2. A Senate member may propose an amendment to the Budget Committee Guidelines to the Senate after discussion with the Treasurer regarding the amendment.
  3. An amendment introduced by a Senate member must be ratified by a three-quarters (3/4) vote of the entire Senate membership.
  4. The Parliamentary Council may propose an amendment to the Budget Committee Guidelines to the Senate after discussion with the Treasurer regarding the amendment.