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:
- Preservation: The biodiversity and the ecological integrity of the coast are vital and irreplaceable. The Coastal Fund is committed to preserving and enhancing these aspects of the local coastline.
- Education: Environmental education is fundamental to the future health and well-being of the UCSB community. The Coastal Fund seeks to develop educational materials and opportunities that are dynamic, proactive, and informative.
- Access: Finding a balance between open public access to the coast and respecting sensitive habitat is essential. The Coastal Fund supports the protection of sensitive habitats while providing public access that is open, safe, and has minimal environmental impact.
- Research: Research is fundamental to the understanding of coastal resources, natural processes and human influences that act upon them. The Coastal Fund encourages studies that have direct application and relevance for the coastline associated with UCSB.
- Restoration: Coastal development and past human activity have negatively affected the coastal environment. The Coastal Fund promotes the restoration of shoreline and watershed habitats that are critical to maintaining natural and healthy ecosystems linked to the coast.
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:
- Must have potential for clear positive impact on the Santa Barbara coastline, Santa Barbara channel, or Channel Islands National Marine Sanctuary.
- Must positively impact the Santa Barbara community.
- Should be geographically situated in the Santa Barbara coastal watershed.
SECTION 2.02 FUNDING RESTRICTIONS
The following projects that will be considered ineligible for funding include but are not limited to:
- Those not in agreement with the California Coastal Act and/or have not been approved by the California Coastal Commission when applicable.
- Those that have not received written approval by appropriate campus officials prior to consideration.
- Those for required mitigation are considered on a case-by-case basis. Note: enhancement of/or additions to existing mitigation measures may be considered.
- Those that maintain, enhance, or construct seawalls, groins, or breakwaters.
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):
- Department-wide Undergraduate Student Representative (5)
- Department-wide Graduate Student Representative (2)
- Senate Liaison
- Attorney General
- External Vice President for Local Affairs Liaison
- Environmental Affairs Board Representative
- Isla Vista Surfrider Representative
Coastal Fund Staff:
- Environmental Programs Advisor
- Student Administrative Coordinator/Coastal Service Program Coordinator (up to 2)
- Student Education and Outreach Coordinator (up to 3)
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
- Shall attend all regularly scheduled meetings.
- Shall review project applications and consider funding of the projects that are found to be consistent with the Charge of the Coastal Fund.
- Shall hold at least one (1) regularly scheduled office hour per week.
- Shall serve as project liaison to previously funded projects as assigned.
- Shall help fill Board member vacancies as soon as positions become available.
- Shall attend a quarterly retreat.
SECTION 4.08 DUTIES OF CHAIR
- Shall fulfill all duties and responsibilities of Directors.
- Shall preside at all meetings of the Board.
- Shall coordinate and approve meeting agendas with the A.S. Environmental Programs Advisors and Administrative Coordinator.
- Shall act as mediator and facilitator during the Board meetings, and is responsible for holding meetings to the agenda in a timely fashion.
- Shall hold two (2) regularly scheduled office hours per week.
- Shall be sole representative and the primary communicator with the media and community unless the Chairperson delegates to another Director.
- Shall be responsible with the Vice Chair for the accountability of the Directors and staff.
- Shall attend A.S. Assembly each quarter.
- Shall report one (1) time per quarter to the A.S. Senate about the Coastal Fund’s progress.
- Shall create agenda for and preside over the quarterly Coastal Fund retreat.
- Shall keep record of a Board task list after every scheduled meeting with reminders and preparation for next meeting.
SECTION 4.09 DUTIES OF VICE-CHAIR
- Shall fulfill all duties and responsibilities of Directors.
- Shall perform all the duties of the Chair in his or her absence, and when so acting shall have all the powers of, and be subject to all the restrictions on, the Chair.
- Shall also assist the Chair in their responsibilities when needed.
- Shall hold two (2) regularly scheduled office hours per week.
- Shall partner with the Chair on oversight of funded project reports.
- Shall partner with the Chair on special projects.
- Shall be responsible with the Chair for the accountability of the Directors and staff.
- Shall attend all AS A.S. Assembly with the Chair, or proxy for the chair if they are unable to attend.
SECTION 4.10 DUTIES OF A.S. ENVIRONMENTAL PROGRAMS ADVISOR
- Shall train new Board members in policies, procedures, and ethical considerations as they relate to the Coastal Fund.
- Shall provide organizational memory on past funding decisions and priorities.
- Shall oversee the administration of all Coastal Fund grants and all related documentation and approvals.
- Shall oversee the day-to-day work of all Coastal Fund paid student staff.
SECTION 4.11 DUTIES OF THE COASTAL FUND ADMINISTRATIVE COORDINATOR/COASTAL SERVICE PROGRAM COORDINATOR
- Attend Coastal Fund Board meeting and present Administrative and Coastal Service Program reports
- Take minutes at all Board meetings and distribute to Board members and listservs as required
- Update grant files to reflect any Board decisions, communicate decisions to respective grant holders
- Develop Coastal Service Program quarterly calendar
- Confirm attendance and prepare paperwork for any upcoming Coastal Service Program events, process paperwork for payment
SECTION 4.12 DUTIES OF THE COASTAL FUND OUTREACH ASSISTANT(S)
- Act as the main communication line between the Board and the Santa Barbara campus and community through the use of newsletters, social media, and other avenues
- Implement outreach initiatives and strategies to increase awareness of Coastal Fund
- Plan the Coastal Fund Annual Gala
SECTION 4.13 DUTIES AND RESPONSIBILITIES OF THE A.S. SENATE LIAISON
- Shall attend the majority of Coastal Fund meetings through the administrative portion of the agenda.
- Shall communicate any Senate actions or proposals that may impact Coastal Fund to the Chair.
- Shall present a detailed report to the Senate concerning the activities of Coastal Fund when appropriate. They shall have access to all Coastal Fund records and documents needed to develop his or her report.
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:
- At the first meeting of the academic year, all members of Coastal Fund shall state all organizations with which they are currently affiliated, as well as any current employment, internships, research programs or volunteer activities. These declarations shall be recorded in the meeting minutes. If a new Director or staff member joins the Board mid-year, that individual shall declare their involvements at the next Board meeting.
- If any member of Coastal Fund has any documented connection to a funding request that is to be considered during the weekly agenda, that person shall remind the rest of the Board of the conflict and the remaining Directors shall decide if the actual or perceived conflict is sufficient enough that the member shall leave the meeting while the request is considered. The minutes should reflect that the member stated their involvement and either was or was not present for discussion.
- Members of Coastal Fund must also declare any unexpected perceived or actual conflicts that arise, including but not limited to a significant personal or professional relationship with an applicant or an individual representing the applicant or interest in future involvement with the organization or project under consideration.
- Members who announce conflicts may answer questions about projects or organizations under consideration when asked by another Director.
- The Administrative Coordinator(s) shall not give any preferential treatment to groups or individuals when setting presentation dates or organizing Coastal Service Program participation.
- When a member of Coastal Fund is considering whether to publicly declare a potential conflict, they should err on the side of openness.
- An active member of Coastal Fund may not be the project lead or main contact for a grant application, and may not write, edit, proofread or present a proposal.
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:
- All members of Coastal Fund shall be professional when representing Coastal Fund and shall treat fellow Board members with respect and integrity.
- All members of Coastal Fund shall treat all applicants and prospective applicants professionally and respectfully by being attentive and maintaining clear communication before, during, and after the application period. Board members must ensure that all applicants are treated equally and without bias.
- Board members should refrain from discussing Board opinions or decisions with non-Board members before they have been publicly announced.
- Opinions of all Directors should be acknowledged and included in all discussions. Once a decision has been made, all members of Coastal Fund shall support that decision.
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:
- Minutes of all meetings of the Board of Directors indicating the time and place of holding such meetings, whether regular or special, how called, the notice given, and the names of those present and the proceedings thereof;
- All submitted funding requests and related documentation;
- Adequate and correct books and records of accounts, including accounts of its properties and business transactions and accounts of its assets, receipts, disbursements, gains and losses;
- A record of its members, if any, indicating their names and contact information and, if applicable, the class of membership held by each member and the termination date of any membership;
- A copy of the Coastal Fund’s bylaws as amended to date, which shall be open to inspection by the members, if any, of the Fund at all reasonable times during office hours.
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:
- The assets of the Fund at the end of the fiscal year;
- The changes in assets during the fiscal year;
- The revenue or receipts of the Fund, both unrestricted and restricted to particular purposes, for the fiscal year;
- The expenses or disbursements of the Fund, for both general and restricted purposes, during the fiscal year.
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:
- An individual designated as the project lead
- An explanation of how the project is connected to the Coastal Fund mission
- Specific goals or deliverables for the project
- A plan of action and timeline
- An estimated budget
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.