BYLAWS OF THE ASSOCIATED STUDENTS COASTAL FUND
Charge of the Coastal Fund:
The Coastal Fund (CF) shall provide funds to conserve, protect and promote awareness of the terrestrial and marine environments associated with the University of California, Santa Barbara through preservation, education, open access, research, and restoration. The following five (5) principles shall guide and govern the funding of projects by the Coastal Fund:
ARTICLE 1 PURPOSES
SECTION 1.01 OBJECTIVES AND PURPOSES
The primary objective and purpose of this fund is to provide support for projects that embody the Coastal Fund’s Mission Statement and guiding principles while adhering to the Legal Code of the Associated Students, University of California at Santa Barbara, and UC Regent policies.
ARTICLE 2 FUNDING JURISDICTION
SECTION 2.01 FUNDING REQUIREMENTS
Projects funded by the Coastal Fund:
SECTION 2.02 FUNDING RESTRICTIONS
The following projects that will be considered ineligible for funding include but are not limited to:
ARTICLE 3 OFFICES
SECTION 3.01 OFFICE
The principal office of the Coastal Fund, including the transaction of its business, is located within the department of Associated Students (A.S.), University of California at Santa Barbara.
ARTICLE 4 MEMBERS
SECTION 4.01 NUMBER & REPRESENTATION
The Coastal Fund shall have no more than seven (7) voting members who collectively shall be known as the Coastal Fund Board of Directors (hereafter “the Board”). The Coastal Fund shall also include several ex-officio and staff members. The members of Coastal Fund are defined as follows:
Voting Membership (Board of Directors):
Coastal Fund Staff:
SECTION 4.02 POWERS
The Board of Directors shall conduct all activities and affairs of this Fund under and according to the powers and responsibilities designated to them in the bylaws.
The Board of Directors is the unit of authority within Coastal Fund. Apart from their normal function as a part of this unit, Directors have no individual authority. As individuals, Directors may not commit the Fund to any policy, act, or expenditure. Directors do not represent any fractional segment of the student body, but are, rather, a part of the student body and represent it as a whole. The basis of authority for the Coastal Fund is the students’ approval of the Shoreline Initiative (student elections, Spring, 1999), a $3.00 per student (undergraduate and graduate) per quarter lock-in fee and $.6.67 per student (undergraduate) per quarter lock-in fee (student elections, Fall, 2006). The Directors have the power to appropriate these funds as determined by the initiative itself, bylaws, and mission statement. Final approval is authorized through Associated Students Senate and the Associated Students Executive Director.
No persons, members of the Board of Directors, Environmental Programs Advisor, employees, advisers, interns, or any persons from the general public shall be allowed to represent, imitate, or speak on behalf of The Coastal Fund without the consent granted by an act of the Board of Directors of the Coastal Fund with the exception of the current Chair of the Board of Directors. Additionally, the current Chair of the Board of Directors is allowed to grant the consent of public representation to any Directors, Environmental Programs Advisor, employees, advisers, and/or interns.
SECTION 4.03 TERMS OF OFFICE
While there is no term limit for a Director, one “grant cycle” shall be defined as the period between when major grants are due and when final funding decisions are made. Each Director may hold office until they are no longer a registered student at UCSB, resigns, or is removed.
SECTION 4.04 QUALIFICATIONS
All Board members must be registered UCSB students during their term of office. Board members’ ideology should reflect that of the Mission Statement and guiding principles. A prospective Director should expect to serve on the Board for at least three grant cycles.
SECTION 4.05 APPOINTMENTS, NOMINATION, & ELECTION
Applicants to the Board shall be interviewed by a subcommittee with members from Coastal Fund’s staff and/or Board. The nominated Directors will be approved by a majority vote by the Board, then recommended to the A.S. Committee on Committees, and nominated by the A.S. President, with final approval by the Senate for a term of, but not limited to, one (1) academic year.
Environmental Affairs Board and Isla Vista Surfrider may choose, if they wish, to nominate one representative each to attend Coastal Fund meetings and facilitate dialogue between the groups.
The A.S. Senate liaison shall be appointed by the Internal Vice President, approved by the Senate with final approval by the Board Chair, for a term of one (1) academic year.
The Chair and Vice Chair shall be elected by the Board during the last meeting of each academic year for the following academic year. Chair and Vice Chairs may nominate themselves or be nominated by another Director upon their agreement. Appointments will be made by majority vote. Only active Directors attending the noticed meeting will have a vote. Chair and Vice Chair can serve no more than two (2) consecutive academic years.
SECTION 4.06 VACANCIES
Vacancies on the Board shall exist on the graduation, resignation, or removal of any Director. The Board may choose to remove a Director following two consecutive unexcused absence or for violating the Coastal Fund Code of Ethics or Conflict of Interest Policy. Removal should follow the Coastal Fund Disciplinary Process described in Article 6, Section 12.
Any Director may resign effective upon giving written notice to the Board Chair, unless the notice specifies a later time for the effectiveness of such resignation. If a vacancy occurs during the academic quarter, the vacancy should be filled before the beginning of the proceeding quarter.
Vacancies on the Board may be filled by Board approval or, if the number of Directors then in office is less than a quorum, by (1) the affirmative vote of a majority of the Directors then in office at a noticed meeting, as defined in these bylaws, (2) a sole remaining Director.
A person elected to fill a vacancy as provided by this Section shall hold office on the Board until his or her graduation, resignation, or removal from office.
SECTION 4.07 DUTIES OF ALL COASTAL FUND DIRECTORS
SECTION 4.08 DUTIES OF CHAIR
SECTION 4.09 DUTIES OF VICE-CHAIR
SECTION 4.10 DUTIES OF A.S. ENVIRONMENTAL PROGRAMS ADVISOR
SECTION 4.11 DUTIES OF THE COASTAL FUND ADMINISTRATIVE COORDINATOR/COASTAL SERVICE PROGRAM COORDINATOR
SECTION 4.12 DUTIES OF THE COASTAL FUND OUTREACH ASSISTANT(S)
SECTION 4.13 DUTIES AND RESPONSIBILITIES OF THE A.S. SENATE LIAISON
SECTION 4.14 HONORARIA
Directors shall be eligible for a $200 honoraria per quarter, and the Chair shall be eligible for $350. Each unexcused absence results in a deduction of $50.
SECTION 4.15 COMPENSATION FOR STAFF
The Coastal Service Program Coordinator, Outreach Coordinator, and/or the Administrative Coordinator shall be compensated at a Level 2 wage as defined by the A.S. Student Staff Salary Scale.
ARTICLE 5 MEETINGS
SECTION 5.01 REGULAR MEETINGS
Meetings shall be held at a location designated by the Chair in communication with the Board of Directors on Tuesdays at 6 p.m. from the second through the ninth week of fall, winter, and spring quarters of the official academic calendar of the University of California, Santa Barbara.
If the regular meeting falls on a University Holiday, the regular meeting may be rescheduled to a time and date agreed upon by the Board.
Special meetings of the Board of Directors may be called by the Environmental Programs Advisor, the Chair of the Board of Directors, or by any two Directors.
SECTION 5.02 ATTENDANCE
Any member of the Board of Directors forfeits fifty dollars ($50.00) of honoraria for each unexcused absence for a regularly scheduled meeting. If a member of the Board has an unexcused absence for two (2) consecutive meetings in a quarter (regardless of proxy), no honoraria shall be awarded and a re-evaluation of that Director by the Board shall be required. Attendance is defined as being present more that fifty percent (50%) of the total meeting time.
SECTION 5.03 OPEN AND CLOSED MEETINGS
All regularly scheduled meetings are open to the public, though portions of meetings in which the Board discusses funding decisions are closed. Any Board member may request a closed meeting, which may be re-opened by a 2/3-majority vote of the Board. Closed meetings are held for the sole purpose of discussion of applications and personal matters.
SECTION 5.04 NOTICE OF MEETINGS
Regular meetings of the Board of Directors may be held without public notice. Special meetings of the Board of Directors shall be held upon forty-eight (48) hours notice by electronic communication, web page, and/or public posting to all of the Board of Directors and staff members.
SECTION 5.05 CONTENTS OF NOTICE
Notice of meetings not specified herein will announce the place, day and hour of the meeting. The purpose of any Board of Directors’ meeting need not be specified in the notice.
SECTION 5.06 WAIVER OF NOTICE AND CONSENT TO HOLDING MEETINGS
The transactions of any meeting of the Board of Directors, however called and noticed, or wherever held, are as valid as though the meeting had been duly held after proper call and notice, provided a quorum, as hereinafter defined. All such waivers, consents, or approvals shall be filed as part of the minutes of regularly scheduled meetings.
SECTION 5.07 QUORUM FOR MEETINGS
A quorum shall consist of a majority (50% + 1) of the voting membership of the Board of Directors. No business shall be considered by the Board of Directors at any meeting at which a quorum is not present.
SECTION 5.08 MAJORITY ACTION AS BOARD ACTION
Every act or decision done or made by a majority of the Directors present at a meeting duly held at which a quorum is present is the act of the Board.
SECTION 5.09 CONDUCT OF MEETINGS
Meetings of the Board of Directors shall be presided over by the Chair of the Board and governed by these bylaws. The Chair shall have the same rights as the other members of the Board of Directors in voting, introducing motions, resolutions and any discussion of questions that follow said actions. The latest edition of Robert’s Rules of Order, Revised shall be used as a general guideline for meeting protocol. The Coastal Fund’s policies shall prevail whenever they are in conflict with Robert’s Rules of Order, Revised.
In the absence of the Chair of the Board, the Vice-Chairperson of the Board of Directors shall serve as Chairperson of the meeting of the Board. If the Chair and the Vice-Chairperson of the Board are both absent, the remaining members present shall select one of themselves to act as Chairperson of the meeting.
All meetings of the Board of Directors shall commence at the time stated on the agenda and shall address each item on the agenda.
SECTION 5.10 CONFLICT OF INTEREST
It is essential that the Board of Directors remains free both of actual and perceived conflicts of interest. To achieve this aim, the following practices will be followed:
SECTION 5.11 CODE OF ETHICS
The Board of Directors is committed to providing excellence in leadership resulting in the highest quality of coastal stewardship. In order to assist in the governance of the behavior between and among the Members of the Board of Directors the following rules shall be observed:
SECTION 5.12 DISCIPLINARY POLICY
If a Director violates the Coastal Fund Conflict of Interest Policy or the Code of Ethics, the remaining Directors may opt to take disciplinary action. For minor or first violations, the Chair may speak to the Director separately and ask that the issue be corrected.
For repeated or serious violations, the full Board of Directors may discuss the issue and give the Director under question a chance to explain his or her actions. The Director must then leave the meeting while the remaining Directors discuss further. The remaining Directors shall vote to remove or retain the Director. In the case of a tie, the Environmental Programs Advisor shall cast the tiebreaking vote.
SECTION 5.13 PROXIES
In the event a member of the Board cannot attend a regularly scheduled meeting, that member may appoint a proxy. A proxy must be approved by the Board through majority vote. The proxy shall be given temporary authority of a Director for the duration of that meeting. Appointment of a proxy does not constitute a Director’s attendance at a meeting and is not counted towards quorum.
ARTICLE 6 DEPOSITS AND FUNDS
SECTION 6.01 DEPOSITS
All funds from student fees assessed by UC Regents or other sources such as public or private donations shall be deposited to the credit of the Coastal Fund in such depositories within Associated Students.
All funds remaining at the end of the fiscal year shall be rolled over into the following year’s account.
ARTICLE 7 RECORDS AND REPORTS
SECTION 7.01 MAINTENANCE OF RECORDS
The Coastal Fund shall keep at its principal office:
SECTION 7.02 DIRECTORS’ INSPECTION RIGHTS
Every Director shall have the absolute right at any reasonable time to inspect and copy all records and documents of every kind and to inspect the physical properties of the organization.
SECTION 7.03 PUBLIC INSPECTION RIGHTS
The public has the right to request and receive copies of the records, minutes, or project applications related to the proceedings of the Board. Copies must be made available within thirty (30) days of request. Cost of reproduction of said documents will not be paid for by the Coastal Fund.
SECTION 7.04 ANNUAL REPORT
The Board of Directors shall produce an annual report in collaboration with the Environmental Programs Advisor not later than one hundred and twenty (120) days after the close of the Fund’s academic year for all Directors of the Fund and staff members, or to any member who requests it in writing, which shall contain the following information in appropriate detail:
ARTICLE 8 AMENDMENT OF BYLAWS AND ARTICLES
SECTION 8.01 AMENDMENT
A two-thirds (2/3) vote by the members of the existing Board may amend, create, or repeal a Bylaw/Article unless the Bylaw amendment would materially and adversely affect the rights of members, or the mission of the Coastal Fund Board.
AMENDMENT I SELF-INTRODUCTION OF PROJECT PROPOSALS
All project proposals that are initiated by any person internal to the organization of the Coastal Fund shall hereafter be referred to as “SELF-INTRODUCED PROJECT PROPOSALS.” Any person who initiates a self-introduced project proposal shall hereafter be referred to as “INTERNAL APPLICANT.”
Any individual Board Member or advisor may submit a self-introduced project proposal for review by the Board of Directors at times that are permitted by the Coastal Fund funding cycle. In accordance with section 3.20 of these bylaws, the applying Board Member or advisor will immediately lose all powers and privileges, including voting membership, if any, granted by these bylaws in the discussion, decision, or any related matters associated with the relevant self-introduced project proposal.
Internal applicants shall obey all funding deadlines. Internal applicants shall not receive any special exemptions from what is allowed by the policies of the Coastal Fund and these bylaws.
Self-introduced project proposals must have as a sponsor, one or more outside person(s) or organization(s). Such person(s) or organization(s) shall carry any and all liability and shall hold harmless the Coastal Fund and the Associated Students of UCSB. Such an agreement shall be coordinated and approved by staff.
No more than one Board Member or advisor may apply for the same self-introduced project proposal. Any communication by an internal applicant with another Board Member ex parte to the quorum of the Board of Directors regarding the proposal must be disclosed by an oral or written statement submitted to staff prior to the next scheduled meeting of the Board of Directors.
Any one Board Member shall be prohibited from submitting more than one (1) self-introduced project proposal during any academic quarter over the amount of five hundred dollars ($500). Such a limitation shall not apply to self-introduced project proposals equal or under the amount of five hundred dollars ($500).
Any persons serving as staff of the Coastal Fund shall be prohibited from initiating or participating as an applicant in any project proposal.
Proxies appointed by internal applicants will also lose all powers and privileges, including voting membership, if any, granted by these bylaws in the discussion, decision, or any related matters associated with the relevant self-introduced project proposal.
Internal applicants shall be prohibited from the use of the Coastal Fund e-mail listserv, or any other internal communication capabilities that the organization may have, in the discussion, decision, or any related matters associated with the relevant self-introduced project proposal.
AMENDMENT II REPEAL OF AMENDMENT I
The first amendment of the Coastal Fund Bylaws is hereby repealed.
AMENDMENT III: SPECIAL PROJECTS
Special Projects are projects that advance the Coastal Fund mission statement and provide clear and direct community benefit. Only a Director may propose a Coastal Fund Special Project, and Directors must oversee implementation though community members or organizations may serve as partners. To begin the process, a Director should propose a project idea as a discussion item during a regular Board meeting. If the Board as a whole is generally receptive and interested in exploring the idea further, it shall designate a subcommittee with a minimum of 3 members.
The project subcommittee shall develop a written project proposal. The proposal does not need to follow a particular format, but must include the following:
The subcommittee shall present the completed proposal at the next Board meeting. The Board must approve the project concept unanimously for it to be adopted as a Special Project. The subcommittee may then begin the project, and must provide weekly updates to the Board. Funding allocations must be approved separately as needed over the duration of the project; approval of the project as a concept does not indicate approval of funds.