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De Anza Associated Student Body

The Green Initiative Fund

TGIF label


 Codes and Bylaws

MISSION


TGIF Codes and Bylaws are established to give the DASB Senate, Sustainability Coordinator, and the Environmental Sustainability Committee a set of procedures, guidelines, and other tangible tools to effectively characterize the DASB goals for campus sustainability, to look after the consistency of the DASB, and to ensure that the DASB Senate and specifically the sustainability coordinator, and environmental sustainability committee to stay in accordance with the college and district level of comment to augment of sustainability.

ARTICLE 1

SECTION 1.1 TGIF PURPOSE AND MISSION

TGIF will provide project funding for consolidated solutions for the students created by the students with a collaborated effort of faculty for campus sustainability. TGIF generates and gives DASB the authority to only allocate funds to projects or internships that increase renewable energy usage on campus, increase energy efficiency, reduce the amount of waste or other stainable friendly projects or internships created by De Anza College. Portions of the fund will support education initiatives, student aid (via return to aid), and internships. All funding from TGIF is administered through Budget and Finance Committee with approval of the Environmental Sustainability Committee.

ARTICLE 2

SECTION 2.1 VOTING

The Environmental Sustainability Committee Chair must have equal standing and/or position in a deciding vote governing TGIF. A simple majority (more than half of voting membership) of the Budget and Finance Committee’s voting membership is not the only required factor to make funding and any other official decisions, Environmental Sustainability Committee Chair must be present.

ARTICLE 3

SECTION 3.1 DUTIES
It shall be the duty of the Environmental Sustainability Committee and the Environmental Sustainability Coordinator:
1. Review project applications and determine allocation of funds.
a. Provide feedback for all project applications.
b. Direct project applications to appropriate campus officials if deemed necessary.
2. Build financial resources, campus support, and community awareness for TGIF.
3. Recommend employment, discharge, and/or prescribe the duties of all staff and interns of TGIF.
4. Provide any and/or all relevant references, sources, and citations regarding collegiate, local, state, and federal law to all parties and stakeholders who are involved and/or interested with TGIF upon request.

SECTION 3.2 REPRESENTATION

1. Voting members:
• DASB Vice President of Environmental Sustainability
• One (1) staff/faculty appointed and approved by Campus Environmental Advisory Group (CEAG)

2. Advisory Voting members:
• Student Trustee advisory vote. An advisory vote is simply a vote of advisement to the Committee.

ARTICLE 4 SUSATIANBILITY COORDINATOR

SECTION 4.1 DUTIES OF THE SUSTAINABILITY COORDINATOR

There will be one part-time staff position referred to as the Sustainability Coordinator (hereinafter referred to as Coordinator). The Coordinator is a Ex-Officio member of Environmental Sustainability Committee but not considered a voting member of the Environmental Sustainability Committee.

The function of the Coordinator is to:

• Coordinate the publicity and promotion of TGIF to students, faculty, and administration with the assistance of the Committee.
• Help guide students, faculty, and administration through TGIF application (i.e. proper signatures, requirements, etc.).
• Monitor the progress of projects that have received funding via reports submitted by grant recipients (Section 7.2).
• Prepare an annual report of the previous year’s budget and funded projects by two weeks before the start of Fall Quarter classes, and make it available to the public via the De Anza College website.
• Maintain the archives of the Committee as outlined in Section 7.3.
• Train new Committee members as deemed necessary.
Work with the Chair and the Vice Chair to schedule regular meetings.
• Monitor and provide counsel for active projects.
• Set quarterly deadlines for funding applications.

SECTION 4.2 HIRING THE SUSATINABILITY COORDINATOR

The Coordinator will be hired via open recruitment. Candidates must understand and agree to comply with all of TGIF’s guidelines and supporting documents. The Committee must approve the selected Coordinator candidate and participate in quarterly performance evaluations. The Committee, through a supermajority (2/3 of voting membership) vote, may recommend that the DASB Senate discharge the Coordinator in response to performance.

SECTION 4.3 SALARY OF THE SUSTAINABILITY COORDINATOR

Funds for the Coordinator’s compensation (salary and benefits) are allocated monthly from TGIF before the amount available to be allocated for projects is calculated. The amount of the Coordinator’s compensation should be commensurate with the level appropriate to the responsibilities of the position.

The Committee, by a simple majority (more than half of voting membership) vote, can recommend to DASB Senate a change in the compensation of the Coordinator, which requires a simple majority (more than half of voting membership) vote.

A monthly stipend of the amount of $1600/month will be paid at the end of each month.


SECTION 4.4 OPERATIONAL BUDGET FOR THE SUSTAINBILITY COORDINATOR

The Coordinator may submit an annual budget request to the Committee for funds to be used for operational expenses incurred by the Grant Coordinator in the performance of his or her duties.

ARTICLE 5 ALLOCATION OF FUNDS & PROJECT SELECTION

SECTION 5.1 ALLOCATION OF FUNDS BY THE COMMITTEE

As noted in Section 3.1, the Committee shall decide to allocate funds to submitted projects by a simple majority (more than half of voting membership) vote of the Committee. The Committee may elect to fund only a portion of a proposal.

SECTION 5.2 GENERAL REQUIREMENTS FOR PROPOSED PROJECTS

All projects to be considered for TGIF funding must meet the following criteria:

• Infrastructure improvements must occur in areas that are inhabited by De Anza College’s students.
• Projects must promote environmental sustainability on De Anza College’s campus, including off-campus activities, which influence sustainability on campus.
• Projects must have a clearly defined, measurable outcome.
• De Anza College students, staff, and faculty may submit project proposals. Individuals and organizations extramural to De Anza College may not submit proposals.
• Projects shall have received all necessary written approval by appropriate campus officials prior to consideration.
• TGIF funding will not support projects already mandated by state or federal law or De Anza College policy directive (e.g., standards for new building construction), since De Anza College is already obliged to allocate funds for such projects.
• All projects shall have a mechanism for evaluation and follow-up after funding has been dispersed. At minimum, a project plan must include a report made to the Committee after successful (or unsuccessful) implementation. If a project is expected to have on-going benefits such as annual cost savings, the project plan must include a mechanism for tracking, recording, and reporting these benefits back to the Committee on, at least, an annual basis.
• Projects must serve the De Anza College students.
• Funds will not be appropriated between the final Committee meeting of Spring Quarter and the first meeting of Fall Quarter.
• All groups which have requested programming funds shall sign up for a hearing date and time when they turn in their funding proposals. This shall be their formal notification. This will ensure that all groups have the opportunity for equal representation before the Committee.

SECTION 5.3 PROJECT PROPOSALS THAT MUST BE REQUESTED AS LOANS

Many projects may result in cost savings or revenues to the person or group submitting the project proposal to the Committee. Where reasonable and at its discretion, the Committee may require that all or part of the project funding be dispersed as a loan (instead of a grant) to be repaid to TGIF over a reasonable time period. The Committee and the person or group proposing the project, before funds are allocated, will negotiate this time period. In exceptional cases, the Committee also has the authority to negotiate that a portion of all subsequent revenues (after the loan has been repaid) shall go into the DASB Miscellaneous Income Account (41-42400). Detailed income and expense reports are required from recipients and are subject to audit by the Committee.

SECTION 5.4 GUIDELINES FOR PROPOSED PROJECTS

The Committee shall give preference and priority to project proposals that also meet the following criteria in this section. However, meeting all of the following criteria is not required for projects to be considered for TGIF funding:

• Preference will be given to projects that demonstrate the greatest reduction in De Anza College’s negative environmental impacts for the least cost.
• Preference will be given to projects with a strong student leadership component.
• Preference will be given to projects that can obtain matching funds from sources other than TGIF.
• Preference will be given to projects that directly address sustainability on campus over projects that address sustainability elsewhere.

SECTION 5.5 ADDITIONAL PROJECT CRITERIA COMMITTEE

The Committee may determine additional requirements or preferences for each year’s funding cycle, which are at the discretion of the Committee, provided that these additional criteria are:

• Consistent with the overall mission of TGIF.
• Consistent with the requirements and preferences outlined in these Bylaws.
• Consistent with the Sustainable Management Plan and all applicable local, state, and federal laws and regulations that pertain to environmental sustainability.

ARTICLE 6 OTHER RULES GOVERNING TGIF FUNDS

SECTION 6.1 GUIDELINES FOR ALLOCATIONS AND FOR UNALLOCATED FUNDS

• Any funds not allocated in a given year shall remain in the TGIF account for future use.
• Funds allocated to a project that are not spent within the project timeframe shall be returned to TGIF for reallocation.
• Standing funds should be invested in a socially and environmentally responsible manner.
• TGIF funds are not to be used or reallocated for purposes other than those described in these Bylaws.
• TGIF shall continue to operate even after student fees are no longer collected into the TGIF account, as long as sufficient money remains in TGIF account.

ARTICLE 7 ACCOUNTABILITY, RECORDS AND REPORTS

SECTION 7.1 TGIF’S ACCOUNTABILITY TO THE DASB

TGIF shall be accountable and transparent to the DASB, and therefore shall:

• Make all of its records (outlined in Section 7.3) available to the public via the De Anza College website. This shall be the responsibility of the Sustainability Coordinator (outlined in Section 4.1).
• Issue an annual report of its activities to DASB Senate, College Environmental Advisory Group, Campus Facilities, the College Council, and all advisory groups, stakeholders, and governance teams deemed necessary by the Committee.
• Submit a year-end evaluation report for approval by DASB Senate.

SECTION 7.2 ACCOUNTABILITY OF PROJECTS

• If projects are funded for multiple years, then all projects funded by TGIF shall submit a report to the Sustainability Coordinator at the conclusion of the project or annually from the date of the project approval. The report must include a budget detailing the spending of all funds.
• If upon review of project reports, the Committee determines that the project’s funds are being used irresponsibly or the goals of the project are not being met, then the Committee may choose to put the projects on “probation,” meaning the project leaders have an allotted time period to make adjustments in order to fulfill the Committee’s expectations. If after this time period the Committee’s expectations are not met, the Committee may require all unspent funds to be returned to TGIF. All funds allocated by TGIF may be frozen or reallocated back to the TGIF account with a confirmation by a simple majority (more than half of the voting membership) vote of the Committee.

SECTION 7.3 RECORDS AND REPORTS

TGIF must keep on record:

• Minutes of all meetings of the Committee indicating the time and place of holding such meetings, the names of those present, and the proceedings thereof.
• Complete books and records of account, including accounts of its properties and business transactions and accounts of its assets, receipts, disbursements, gains, and losses.
• Record of projects selected each year and the funds allocated to each.
• Reports made back to TGIF on completed projects and all annual reports received from projects with ongoing benefits.
• Copies of all annual reports which TGIF has issued to: DASB Senate, College Environmental Advisory Group, Campus Facilities, the College Council, and all advisory groups, stakeholders, and governance teams deemed necessary by the Committee.



ARTICLE 8 AMENDMENT OF TGIF BYLAWS

SECTION 8.1 REGULATIONS FOR AMENDING TGIF BYLAWS

Review amendments to TGIF Bylaws as deemed necessary. With a supermajority (2/3 of voting membership) vote, propose TGIF Bylaw amendments to the DASB Senate and act in accordance with the adopted TGIF Bylaws.
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DASB Environmental Sustainability Committee
Building: Hinson Campus Center, Lower Level
E-mail:  DASBES@deanza.edu
Phone: 408.864.5432 x3746
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Last Updated: 2/10/10