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Developments of the Constitution Reform Committee of Feb 15 2021

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Description Developments of the Constitution Reform Committee of February 15

Approved Changes
Article II s. 1.4
Replace “Oversee and approve club and association expenses…” with “When necessary, oversee and approve club and association expenses…” Reflecting the current reality of how funding oversight works.

Remove “(Article XI, sections 6-7).” Reference is outdated.

Article II s. 1.5
Replace “(Article XII)” with “(Article XI).” Previous version referenced the wrong Article.

Article II s. 2
Replace “The Executive shall distribute a copy of the Budget Document” with “The Executive shall distribute and make available a copy of the Budget Document available to the Student Body.” To increase flexibility and accessibility of the Budget Document.

Article III s. 1
Remove “(subsections 1-6):” Unnecessary, and to improve formatting consistency

Article III s. 1.1.3
Remove “(subsections 1-4:” Unnecessary, and to improve formatting consistency

Article III s. 1.1.4
Add section, stating “Set Yearly Expenses shall be provided to the Senate and House of Representatives alongside or separately from the budget, but are not required to be passed by either body.” To increase transparency for the Student Body.

Article III s. 1.2
Replace “(as outlined in Article VI)” with “(as outlined in Article VII).” Previous version referenced the wrong Article.

Article V s. 1
Replace “Each class representative, upon receiving the Budget, must discuss...” with “Each class representative, upon receiving the Budget, shall be informed by the Treasurer of their duty to”

Article VII s. 2
Replace “SAC fund eligibility is not limited for Associations.” with “Associations are entitled to request an unlimited amount of funds from the SAC.” To improve clarity of reading.

Article VII s. 5.1
Add section, stating “A vote on association status revocation can be called by any member of the SAC, first in the governing body in which the vote is called. A second vote in the other governing body will be held if the first vote is successful” To improve clarity of prior clause.

Article X s. 6.4
Replace “and the Club’s Staff Advisor” with “the Club/Association’s Staff Advisor.” For consistency.

Article XI s. 3
Replace “Clubs that request and receive funding in the first Budget Meeting...” with “Clubs and associations that request and receive funding in the first Budget Meeting…” To include associations

Article XI, s. 4
Replace s. 4, which currently reads:

“4. A club or association which through auditing the Treasurer learns to be irresponsible or dishonest with its funds will forfeit:
The right to receive funding for the remainder of the school year
And the right to receive funding for the following school year pending an appeal to the next school year’s Senate, to be approved by a majority (50% plus one) vote”

with

“4. A club or association which through auditing the Treasurer learns to be irresponsible or dishonest with its funds will forfeit:
4.1 The right to receive funding for the remainder of the school year
4.2 The right to receive funding for the following school year pending an appeal to the next school year’s Senate, to be approved by a majority (50% plus one) vote”
To improve formatting.


Further Considerations
Discussing with the Treasurer what the auditing process involves, when it’s being done, what it includes.

Reflect on the fact that, after the Senate has voted on the Budget, the Treasurer has the duty to “distribute the Budget Document to each class representative no later than three (3) school days before the next House of Representatives meeting.”

Reflect on the fact that the Treasurer has a duty to distribute an auditing report after the fact.

As expressed in these new amendments, The Treasurer will inform all class reps of their duty to “discuss the contents of the Budget, make the Budget available for respective homeforms to see, and take down any concerns to bring to the next House of Representatives meeting.” Would it be a good idea to do this at the next House of Reps Meeting, as a token of commitment to living our democratic responsibilities rather than just passing them onto the next student government

Association Status. The initial plan, brought by the SAC VP, was to allow Senators to vote based on their opinion of a club’s worthiness for unlimited funding and Senate representation. However, concerns have been raised about Senator’s ability to vote in an unbiased manner for clubs to become an Association. The argument made is that Senators will have their own interests in mind, and allowing them to vote by their own opinion will mean very few clubs can become associations. Senators do not want more organisations to split the funding, they do not want their voice to make up a smaller part of the system.
A compromise was suggested to have all clubs being voted on for association status to send one of their members to speak on its behalf, which would hopefully lessen the senators’ biases. This compromise was unsuccessful.
A third solution would be to have association status as being determined by 1) Having been around for at least 5 years and 2) Having X regular members, X being determined by the Senate and House prior to passing the constitutional amendment.
Concerns have been raised about clubs producing fraudulent numbers for their membership.

Admin has rejected the ideas to get rid of the $300 cap on new clubs, and the idea to expand the net of what clubs and associations can request money for. In essence “caps and barriers are there for a reason.”

Making optional the clause about explaining why funds will benefit the Student Body

Next Steps
Budget Act
Association Status
Student Activity Fee (exemptions and cancellations)
Student Activity Fee (Rainy day fund)
Discussing auditing/transparency
“Why funds will benefit Student Body” clause
$300 cap on new clubs
Elections Act
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Developments of the Constitution Reform Committee of Feb 15 2021