SBA BUDGET GUIDELINES

Transcription

1 SETON HALL LAW SCHOOL SBA BUDGET GUIDELINES

2 STUDENT BAR ASSOCIATION BUDGET GUIDELINES Each year, the SBA is granted a budget intended to be used in advancing the career prospects, academic experience and social life of Seton Hall Law students. The SBA Treasurer selects a diverse and committed group of students to serve on the SBA Finance Committee. The Treasurer and Finance Committee members are tasked with reasonably allocating SBA budget funds to student organizations and SBA sponsored events. The Finance Committee allocates the budget through consideration of individual budget proposals from student organizations. Funding decisions are left to the discretion of the Finance Committee. Factors considered by the Finance Committee include the SBA Constitution, prior success of an event, the event s relation to the legal profession, access to the event by the majority of the student body and general proportionality. Budget requests must include detailed descriptions of events as well as a fundraising platform. The SBA budget is expansive but not unlimited. Each student organization should consider the balanced budget allotted each year to the SBA in deciding their budget requests. The SBA is unable to spend more on events than the original balanced budget provides. The SBA lacks the funding to continually expand student organization events, regardless of the event s success and popularity. If a student organization feels it was unfairly underfunded, they may appeal to the Finance Committee after the Senate passes the initial budget at the first SBA meeting. Additionally, student organizations may supplement their budget through fundraising activities and sponsorships. I. SBA FUNDS All student organizations will receive an automatic allotment of $150 to their discretionary fund. The discretionary fund allocation must be used to pay for any general meetings held by the club throughout the school year. Any funds not spent on meetings may be used at the discretion of each organization s e board. Any unused allocations will be deposited back into the SBA s general account at the end of the year. Any other events and expenditures will be funded through formal budget requests and evaluated on a case by case basis by the Finance Committee. The discretionary allocation is subject to alteration or being frozen should an organization violate or have violated any of the budget guidelines herein. Additionally, should an organization have exceeded its budget in a previous year, the overdraft will be subtracted first from discretionary account of the offending organization in the proceeding budget. Requests will be evaluated based on considerations including, but not limited to: The track record of the event and group The size of membership of an organization and probable attendance of an event Completeness of application package; budget requests lacking specifics will be denied outright The relevance of the event to the group s purpose and the Law School Reasonableness of the request The Finance Committee will evaluate these factors and decide whether to approve or deny requests. See section VII for Appeals Process.

3 All original receipts of funds spent must be given to the SBA Treasurer after making a copy for your records. Other than the Restricted Account (see section IX), any unused allotments will be returned to the general SBA fund. II. BUDGET PROPOSAL REQUIREMENTS Each Request must be submitted on the provided Budget Request Form spreadsheet, and contain the following: 1. Name of Organization 2. Number of current members of organization 3. A detailed description of each event being planned, including: a. Expected Overall Cost of the Event b. Whether there will be any guests/panelists invited* c. Description of event d. Proposed date of event** e. Types of expenditures food/beverages, decorations, etc. f. Breakdown of individual estimated cost of expenditures*** g. Prior or Expected Attendance**** h. Estimated amount of admittance fee for students, if applicable***** i. Whether the event is co sponsored by another organization j. Sponsorships obtained for the event k. Fundraising for event****** l. Event Priority Rank******* * The SBA Treasurer cannot authorize funding for guests/panelists travel expenses ** Timing of all weekday SBA funded events must include the time block between 4:00pm and 6:00 pm in order to allow all law students an equal opportunity to partake in the event. Under special circumstances, organizations may hold an event that does not occur within the 4:00pm to 6:00 pm time slot with prior permission from the Director of Student Services. *** The list of expenditures for each event must be made in as much detail as possible. Expenditures such as food and drinks must be in concert with the expected attendance of the event. Please keep in mind that a plain pie is $11/pie; with a topping $12/pie. A case of canned soda is $15/case. Each budget should list a total cost for the event, as well as each individual expenditure s cost. **** Prior attendance can be estimated. If an event is new or was not held the previous year, please indicate this along with a modest estimate of expected attendance. ***** The maximum student ticket subsidy cannot exceed 35% of the total per student cost. In general, please see the SBA Constitution, Bylaws, and the Student Organization Handbook for further rules and restrictions on funding. ******A general fundraising effort is required for each organization. The proceeds of the general fundraising effort will be considered by the Finance Committee during review of the budget requests. Each organization must specify which event will be subsidized by the fundraising proceeds. ******* Each event must be given a priority rank, 1 being the highest priority. An event with a lower priority rank has a higher probability of not having the full budgetary request approved.

4 III. FUNDRAISING REQUIREMENT Each student organization must submit a fundraising platform with their budget proposal. Budget proposals will not be approved until a fundraising platform is submitted. The fundraising platform should consist of a description of one fundraising activity to occur during the academic year.* While the SBA would like to grant all budgetary requests in full, the reality is, it cannot. The SBA is prohibited from granting funds for specific purposes; such as registration fees, travel expenses, speaker s costs, ect. Furthermore, the SBA has limited funds with a large number of orgs to support. Therefore, the SBA strongly encourages the individual student organizations to fundraise on their own. Fundraising is incredibly beneficial to individual student orgs. Proceeds from each organization s fundraising efforts will be placed in the organization s restricted account only to be used for that student organization s membership. This account will roll over every school year. Please read the following example for clarification purposes: Student Org X wants to attend a National Conference. The SBA cannot pay for Student Org X to attend this conference or any travel expenses related to it. Student Org X has a bake sale in the Atrium for 2 days and raises $800. The $800 is placed in Student Org X s restricted account. The conference cost $100 to attend and $50 in travel expenses, which is paid from the restricted account. At the end of the year, Student Org X has $650 left in their restricted account. This money will be available for them to use the following year(s). * Suggested fundraising activities include membership dues, bake sales, organization themed t shirt, sweatshirt, hat, drink koozie, mouse pad, or other themed item sales, athletic events, auctions, and penny drives. Please keep in mind that the object of these events is to raise additional funds over the cost of the fundraising activities. Each organization s fundraising platform must include the costs associated with the fundraising event along with either the individual costs per person participating in the event or the purchase price of the fundraising item. IV. DEADLINE All organizations must submit their budget requests for the year by August 1, All proposals must be on the excel spreadsheet provided, and sent via to Patrick.Smith@student.shu.edu. The Finance Committee can discretionarily approve additional events throughout the school year if funds are available. All additional event proposals must be cleared through Molly Marmion Zlock as to scheduling and then submitted at least three weeks before the event to the SBA Treasurer. Please contact Patrick Smith as soon as you know you may have a need for funds.

5 V. FINANCE COMMITTEE The Finance Committee will review all final proposals and vote on whether or not to approve the budget. The purpose of the Finance Committee is to determine whether the allocation of SBA funding is consistent with the constitution as well as the overall benefit of the student body and law school community. The organization will be notified of the Committee s decision, and if denied, in whole or in part, the decision will be explained. See section VII for the appeals process. VI. APPEALS PROCESS Article 11, Section J(5) of the Seton Hall Law SBA Constitution states: Following the creation of the working SBA Budget and prior to the first SBA meeting, the Treasurer shall submit to the Student Organizations a compiled list consisting of the Student Organizations requested amounts to ensure that all requests have been considered. Following approval of the SBA Budget at the first SBA meeting, the Treasurer shall submit to the Student Organizations on the following Monday a list consisting of the Student Organization s requested amounts and corresponding approved amounts. Article 11, Section J(6) of the Seton Hall Law SBA Constitution states: Following approval and dissemination of the SBA Budget, there shall be a one week period of budget allocation appeals. The Finance Committee shall review all appeals and submit appeal decisions within two weeks of the SBA Budget approval at the first SBA meeting. Prior to the budget vote by the Senate, each organization will receive notice from the Treasurer containing the total amount requested by each student organization. This correspondence serves as a check to insure that each organization s budget proposal is considered by the Finance Committee in its budget meeting. Notification of the total amount requested does not, in any way, reflect the amount granted by the Senate. Notifications will be sent to student organizations prior to the Senate s budget vote. Following the Senate s vote on the budget, student organizations are availed the opportunity to appeal their budget allocation. Budget appeals should be e mailed to the Treasurer, Patrick T. Smith, PatrickT.Smith@yahoo.com, no later than one week after SBA budget approval. The Treasurer and Finance Committee will provide the general reasoning behind their initial budget allocation as well as the final appeals decision within two weeks of the SBA budget approval at the first meeting. Appeals decisions will be provided to both the SBA e board and the appealing organization s e board. VII. CO SPONSORED EVENTS The SBA encourages Co Sponsored Events to promote organizations to work together and to achieve the highest amount of student involvement. Co sponsored events should further the purpose of the organizations and also benefit the student body as a whole. A major benefit of co sponsored events is to share expenses while promoting unity among the student body. If an event is co sponsored, each participating organization must indicate so in their budget requests.

6 VIII. RESTRICTED ACCOUNTS All organizations have restricted accounts. Restricted funds can be used to supplement an SBA allocation or to fund activities and purchases not permitted with general SBA funds, including: IX. AUDITS 1. Fundraising costs 2. Gift Purchases 3. Purchases of tickets for organization events 4. Travel Expenses 5. Registration Fees Each Organization is required to submit to Patrick Smith, by January 5, 2013, a record of their accounts. The SBA Finance Committee will conduct an audit of their account and balance it with the SBA Treasurer records. In addition, as per University policy, the Finance Committee will check to make sure that proper use of funds in the restricted accounts has been observed. X. REIMBURSEMENT All original receipts must be given to the SBA Treasurer with Seton Hall Check Requisition Form, and the Organization s Treasurer must keep a copy!! No reimbursements can be made without an original receipt. All receipts must have printed on the back the name of the person to be reimbursed along with his/her student identification number and mailing address. Please note that this address must match the local address registered to the student ID# on LawNet s Banner system. XI. INFRACTIONS AND VIOLATIONS Funding allocated by the Treasurer and/or SBA must be spent for the express purposes for which it was allocated. Should an organization wish to re allocate funding, it should contact the Treasurer immediately. If any student organization overspends or misappropriates any allocations or for any other purpose violates the provisions of the SBA Constitution, Bylaws, or Guidelines, the Treasurer, President, or the SBA Senate may freeze the organization s funds. The SBA reserves the right to withdraw funding in the event that a student organization violates any SBA or Seton Hall Law policy. It is the responsibility of the organizations Executive Boards to become familiar with all policies regarding student organizations and activities. XII. NOTES All SBA grants NOT used for their designated purpose will revert back to the SBA discretionary account. Funds in student organizations restricted accounts will roll over to the following year. In addition to these general budget guidelines, please also refer to the guidelines set forth in the Student Organization Handbook about what the SBA can and cannot fund. In addition, organizations should be aware that policies in other SBA governing documents (such as the Election Bylaws) may be applicable to organizations, and could affect future funding allocations.

7 XIII. CONTACT INFORMATION Please feel free to contact the SBA Treasurer or Director of Student Services if you have any questions regarding these budget guidelines or need help planning your events. Patrick T. Smith SBA Treasurer Molly Marmion Zlock Director of Student Services Thank you for your involvement within the student organizations. I am excited to be your SBA Treasurer and looking forward to an exciting and successful year! Sincerely, Patrick T. Smith SBA Treasurer

8 ARTICLE TEN: STUDENT ORGANIZATIONS AND COMMITTEES Section 1: Student Organizations A. An Organization seeking official recognition from the SBA must first become a Provisional Organization before becoming a Recognized Organization. This is done by following the provisions contained in this Section. B. Recognized and Provisional Organizations must be run by members of the Student Body for the benefit of the Student Body. C. Membership in any Recognized or Provisional Organization shall be open to all members of the Student Body. D. Every Recognized and Provisional Organization must have a member of its Executive Board serve as a representative to the SBA. The privileges and duties of those organization representatives include: 1. That representative (or an alternate) shall by required to attend meetings of the SBA in which business is conducted that relates to the organization and/or upon the request of the SBA President. 2. Organization representatives shall have the right to propose business before the SBA and/or have the same rights as all other SBA members to engage in debate regarding any SBA business. 3. Organization representatives may also serve on, and act as SBA representatives on, SBA Committees. E. To become a Provisional Organization, an Organization must submit a written proposal to the Executive Board of the SBA in a reasonable time in advance of the next regularly scheduled SBA meeting. The proposal must indicate the Organization s purpose, goals, and needs. Additionally, the Organization must submit a set of Bylaws under which the organization will operate. F. Upon a majority vote of the Senate, the Organization shall become a Provisional Organization. G. If the Organization fails to get the requisite majority vote, that Organization may reapply at the next regular meeting of the SBA in accordance with this Constitution. H. During the interim period after becoming a Provisional Organization but before seeking to become a Recognized Organization, a Provisional Organization must demonstrate that: 1. Law School students have shown a significant interest in the Provisional Organization and its purpose;

9 2. Members have undertaken creative activities that promote educational, social, or philanthropic endeavors that contribute to the law school community; and, 3. Members and non-members attended or participated in Organizationsponsored events. I. Provisional Organizations shall be permitted to request money from the SBA Discretionary Account to achieve the above requirements. The amount shall be determined in accordance with the provisions of this Constitution. J. All Provisional Organizations must create a report detailing how the requirements of Section H were satisfied. This report is to be submitted to the Executive Board no sooner than three (3) months after (but no later than nine (9) months after) the Organization became a Provisional Organization. The Executive Board will be responsible for submitting this report to the Senate prior to the next regularly scheduled meeting. K. At the next regularly scheduled meeting, upon a two-thirds majority vote by the Senators present and voting, the Provisional Organization shall become a Recognized Organization. L. Recognized and Provisional Organizations seeking funding shall submit to the Executive Board a copy of their current constitution. Organizations are required to submit an updated copy of their constitution promptly following any changes. Failure to comply with this section may result in sanctions. M. Failure to comply with an SBA rule, regulation, or policy may result in sanctions by the SBA. Section 2: Finance Committee A. The SBA Treasurer shall serve as the ex-officio chairman of the Finance Committee. B. A minimum of three (3) and a maximum of five (5) people in addition to the SBA Treasurer shall be appointed as members of the Finance Committee by the President of the SBA and approved by Senate at the first general meeting of the newly elected SBA. 1. Prior to the first meeting of the SBA, the SBA President may appoint and the Executive Board may approve interim members of the Finance Committee, said members may act with the full capacity of official members, but shall be subject to re-appointment and ratification at the first meeting of the newly elected SBA. C. Committee members shall serve at the will of the SBA. D. The Finance Committee shall determine all rules and procedures for allocation of SBA funding not inconsistent with this Constitution and subject to the approval of the Officers and Senator s of the SBA. 1. The Finance Committee shall take and keep records of any final decision to approve or deny funding.

10 2. The SBA Treasurer shall make available, upon request, the approved budget of any Student Organization or the records of any final decision to approve or deny funding of any organization by the Finance Committee to any member of the student body or faculty. 3. Additionally, the Finance Committee shall act in any other capacity proscribed by this Constitution or the standing rules of the SBA. ARTICLE ELEVEN: SBA FINANCES A. The SBA funds shall be kept in a manner provided for by the University, the Law School, and the SBA Treasurer. B. The SBA Treasurer shall keep an accurate record of all SBA finances, a copy of which shall be provided to any member of the Student Body upon his or her request. C. Prior to the first meeting of the newly elected SBA, the SBA Treasurer shall create a working budget of all SBA Funds for the upcoming year. Said budget shall, at minimum, include speculative budgetary allotments for Student Organization Budget Allocations, Student Organization Special Requests, SBA Events, SBA Operating Costs, and Other Expenses. D. The working budget shall be approved by a majority vote of the Executive Board. E. Prior to the first meeting of the SBA, the Executive Board may approve actual monetary allocations that cumulatively do not exceed 10% of the total SBA budget, provided that they do not exceed any budgeted allotments. F. Prior to the first meeting of the SBA, the Finance Committee may assist the SBA Treasurer in preparing the SBA Budget and individual budgetary allotments, but may not allocate any funds of the SBA. G. At the first SBA meeting of the new term, in addition to confirming the members of the SBA Finance Committee, the SBA shall also approve, by majority vote, the working budget of the SBA (which once approved shall be referred to as the SBA Budget ). Once approved, the budgetary allotments may not be exceeded by any allocation without the SBA first voting to amend the SBA budget. H. At no time may the SBA operate an unbalanced budget. I. The SBA may allocate the authority to distribute funds pursuant to the budgetary allotments ratified by the SBA to the Finance Committee. The Finance Committee will then retain the power to act in that capacity until, and unless, the SBA removes the Finance Committee s authority. By majority vote of either the Senate or the Executive Board any allotment of the Finance Committee may be overruled.

11 J. Budget Process 1. The Treasurer, prior to soliciting budget requests, shall meet with the President and the Director of Student Services to establish budget guidelines to be released to the Student Organizations. 2. At the end of the preceding spring semester, the Treasurer shall host an Information Session for Student Organizations to inform them of the budget request process. 3. Budget Request Forms shall be distributed to the Student Organizations at the end of the spring semester. The Form must contain at least the following fields: Amount Requested, Reason for Request, Description of Event, Event Date, and Event Priority Rank 4. The Treasurer and the Finance Committee shall meet prior to the first day of the fall semester to review the budget requests and give preliminary approval/disapproval to create the working budget. At said meeting, the SBA Secretary or other scribe, who is not a member of the finance committee, shall be present taking accurate minutes to reflect discussion and rationale behind a final budget decision. These minutes shall be for internal use only and shall not be released to anyone outside of the Finance Committee. 5. Following the creation of the working SBA Budget and prior to the first SBA meeting, the Treasurer shall submit to the Student Organizations a compiled list consisting of the Student Organizations requested amounts to ensure that all requests have been considered. Following approval of the SBA Budget at the first SBA meeting, the Treasurer shall submit to the Student Organizations on the following Monday a list consisting of the Student Organization s requested amounts and corresponding approved amounts. 6. Following approval and dissemination of the SBA Budget, there shall be a oneweek period of budget allocation appeals. The Finance Committee shall review all appeals and submit appeal decisions within two weeks of the SBA Budget approval at the first SBA meeting. 7. Budget reallocations for the second semester may be requested by Student Organizations and approved at the discretion of the Treasurer/Finance Committee. All reallocations must get prior approval from the Treasurer.

12 Women's Law Forum Wine and Cheese Networking Reception Expenditure #1 Expenditure #2 Expenditure #3 Expenditure #4 Requested Amount Event Description Priority Rank Attendance Estimate Date # of Years in Existance Is the event Co Sponsored? W/ who? $ Event for students over wine and cheese plates to network with accomplished women in the legal field 100 1/1/ no $ Wine $ Cheese $ Service: bartender wait staff Expenditure #5 Expenditure #6 Expenditure #7 Expenditure #8 Expenditure #9 Expenditure #10

13 Domestic Violence Film Expenditure #1 Expenditure #2 Expenditure #3 Film entitled "domestic violence" will be shown to raise awareness for victims of domestic violence and how the legal $ profession can help prevent occurences. Refreshments will be provided 25 12/1/ no $ Movie rental cost $ soda and chips Expenditure #4 Expenditure #5 Expenditure #6 Expenditure #7 Expenditure #8 Expenditure #9 Expenditure #10