Student Activities Budget Review Committee (SABRC) Constitution
Tom Coy, Director
141 Sisson Hall, ext. 3050
Crystal Rams, Chairperson, ext. 3051
Article I: Name
The name of this organization shall be the Student Activities Budget Review Committee (SABRC) herein also referred to as the Board.
Article II: Purpose
- To fund those student organizations recognized and approved by Bradley University which provide activities for Bradley University students through education, entertainment or service.
- To review and evaluate budgets and student activities planned by the organizations so that money is spent in the best interest of Bradley students.
- To monitor and audit expenditures by student organizations of funds provided by SABRC.
Article III: Goals
- To make optimum use of student activity funds by funding those activities which provide for the greatest return to the students in a fair and unbiased manner.
- To provide the means of collectively providing activities for students which they cannot provide individually.
- To strive for student activities which provide education (the knowledge and development resulting from cultural and co-curricular education), entertainment (activities diverting or engaging) and/or service to the campus.
- To serve as the budgetary authority for University authorized student activity funds and be responsible for all funds appropriated to participating student organizations.
Article IV: SABRC General Policies
- All budgets are “zero-based”, i.e., each budgeted dollar shall be justified anew each year.
- All contracts, to be legally binding under SABRC policies shall be signed by the Director of Student Activities or his/her designee.
- The Board audits expenditures of the funds each organization receives for activities during the year.
- The Board shall be notified promptly when an SABRC funded activity or event is to be canceled or substituted.
- Any SABRC funded activity or event to be substituted with an alternative activity or event shall be submitted to the SABRC Chairperson for approval prior to substitution. Funding is not transferable.
- The Board will review its funding policies annually. A copy of the policy statement will be provided to each organization.
- All allocations will be awarded on the merits of the program offered and the projected student participation.
- No allocations are automatic, regardless of previous funding.
- SABRC does not direct policies or activities of student organizations, but does take into account the objectives in the merit of service to the students.
- SABRC will grant each funded organization flexibility in its use of funds, but deviation above 5% of the approved budgeted items requires SABRC approval. Deviation above the 5% allowance without SABRC Chairperson approval must be made up for by the organization. Funds for all future programs will be frozen until payment is made.
- Policies for the Special Events Reserve Fund (SERF) are listed following SABRC policies. All general policies for SABRC apply to SERF allocations.
- If an organization wishes to appeal its final SABRC allocation decision, it must do so with the Student Arbitration Board. If either SABRC or the appealing organization wish to appeal the Arbitration Board’s decision, the appeal must be directed to the Interim Vice President for Student Affairs.
- SABRC shall maintain a reserve fund, which shall be available for unforeseen events or expenses.
- An organization will be eligible for office supplies only if it meets one of the following requirements:
- The organization has at least (1) funded event by SABRC.
- The organization is new to campus and has an office.
- The minimum dollar amount that can be requested to the Board is fifty ($50) dollars, with the exception of office supplies.
- Sports Clubs may request funding for league membership fees, tournament fees, facility rentals, umpires/referees, and advertising of campus games/tournaments.
Article V: Membership
- SABRC shall consist of at least twelve (12) student members including a Chairperson, the Student Body Treasurer and student representatives. There shall be at least two (2) advisors.
- The Chairperson shall be a non-voting member except in the case of a tie vote. The newly elected Chairperson shall assume his/her duties one (1) week after the completion of elections.
- The Chairperson shall be elected in the following manner:
- Nominations shall be taken the week of the allocation meeting.
- Candidates will be interviewed by the Board. Candidates must have attained SABRC membership before budget hearings in the previous spring.
- The Chairperson shall be elected by a simple majority vote.
- The out-going Chairperson shall train the Chairperson-elect.
- In the case of a mid-term election, the qualifications of the candidates will be determined at the Board’s discretion.
- The student members shall be selected by the SABRC Chairperson, Vice-Chairperson, the Student Body Treasurer, a student member and the advisors according to Article IV, Sections C, D, E of the SABRC By-laws. The student members shall have the following rights and responsibilities:
- Attend all budget hearings and SABRC meetings unless otherwise notifying the Chairperson.
- Any member with more than two (2) absences in a budgeting semester may have his/her situation reviewed with the advisors, the Chairperson and the Vice-Chairperson.
- Resignation from the Board must be made in writing to the Chairperson.
- Only members who have participated on the Board for one (1) funding weekend have the right to vote.
- Be familiar with the SABRC Constitution, By-laws and Policies.
- Keep orderly SABRC records including the SABRC Constitution, By-laws, Policies, budget requests, notes, minutes and preliminary and final allocations.
- Members who must resign to be off campus for co-op, intern or study abroad will have first priority for a new vacancy for membership.
- Membership shall end upon graduation, dismissal from the Board or resignation.
- There shall be at least two (2) advisors.
- The advisors shall be members of the faculty and/or administration. One advisor shall be the Director of Student Activities.
- The advisors shall be non-voting members.
- The advisors shall have the responsibility to attend SABRC meetings and budget hearings and to offer advice to the student members and/or Chairperson.
- If an advisor fails to be present at two (2) or more meetings without cause, the Board may review his/her continued membership.
- Role of the newly selected student members.
- The newly selected student members shall assume a student membership to fill avacancy. Such replacement shall constitute appointment to regular student membership status.
- The newly selected student members shall have the responsibility to observe and participate in Board meetings.
- If the Board lacks quorum at a meeting, the Chairperson may declare the newly student selected members temporary voting members, provided that the alternates are abreast of current Board deliberation and policies.
- Upon witnessing one funding weekend, newly selected student members will become full voting members.
- Role of the Student Body Treasurer.
- Serve as a voting member for the length of his/her term. The term begins at the beginning of the fall semester and ends at the completion of the spring semester.
- Serve as a source of communication between SABRC and Student Senate.
Article VI: Officers
There shall be two (2) officers: Chairperson, Vice-Chairperson. There shall also be an Accounts Clerk.
- The duties of the Chairperson shall be:
- Call and chair Board meetings and hearings.
- Provide written notification and justification of all budgetary decisions to the involved organizations.
- Communicate budgetary decisions to the student body, affected organizations, the Student Senate and Interim Vice President for Student Affairs of Bradley University.
- Keep orderly SABRC records including the SABRC Constitution, By-laws, Policies, contact information for members, all budget requests, notes, minutes, all SABRC correspondence, preliminary and final allocations and final reports.
- Appoint the Vice-Chairperson from the student membership with approval from the Board.
- Present the completed student activities budget for the upcoming fiscal year to Student Senate for approval.
- Train the Chairperson-elect.
- The duties of the Vice-Chairperson shall be:
- Chair a SABRC meeting or hearing in the Chairperson’s absence.
- If the Chairperson cannot fulfill his/her duties, serve as Acting Chairperson until an election can be held.
- The duties of the Accounts Clerk shall be:
- Serve as the financial accountant for SABRC and SABRC funded organizations.
- Attend all SABRC meetings and record allocation decisions.
- Properly control and account for funds allocated to organizations and their expenditure of those funds.
Article VII: Meetings
- The regular meetings of SABRC shall be held when necessary and at an agreeable time for a quorum of the student members and advisors.
- The Chairperson or Vice-Chairperson, two advisors and 51% of voting members shall constitute quorum.
- Budget hearings shall begin no later than the first week of April.
- Each organization will be scheduled to give oral presentation of their budget request
- Discussion shall follow Robert’s Rules of Order.
Article VIII: Voting
- A quorum must be present in order to conduct business.
- All budgetary decisions require a simple majority vote of the student members present.
- There shall not be voting by proxy.
Article IX: Ratification and Amendment of the Constitution
- This constitution may be amended at any meeting of the Board by a three-fourths (3/4) vote of the entire student SABRC membership, provided the amendments have been submitted to the Board in writing at least one (1) week prior to its presentation.
- All amendments to the constitution must be submitted to the Interim Vice President for Student Affairs of Bradley University for approval.
- This Constitution must be ratified by a three-fourths (3/4) vote of the entire Board and by the approval of the Interim Vice President for Student Affairs of Bradley University.