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I. OBJECTIVES This Financial Code is established to define policies and procedures for approving and expending funds under the control of Diablo Valley College Inter Club Council (ICC), to ensure that all financial transactions are made in the best interests of the clubs and in accordance with all pertinent Associated Student of Diablo Valley College (ASDVC), State, and District Financial regulations. The Diablo Valley College Student Life Office will handle all club financial transactions. Off-campus bank accounts are illegal according to the California Education Code. II. ICC BUDGET Section 2 ICC Budget 1. The budget shall be broken into three parts: club events, ASDVC attended Federal/State conferences such as ASACC and SSCCC, cccsaa, and retreat fund. 2. The Club Event budget will be broken into two parts, fifty percent (50%) will be used for events held during Fall semester, and fifty percent (50%) will be used for events held during the Spring semester. The amount left from the Fall budget will be transferred to the Spring semester. Funds for Spring semester events may be allocated in the Fall semester and will be counted as a Spring semester allotment. 3. To access reserves see article VII 4. ICC will allocate 2000 dollars to send ICC representatives to Federal or State Level conference attended by ASDVC board members and officially approved by ASDVC board such as ASACC and SSCCC. A. ICC member who desires to attend conference shall demonstrate knowledge and understanding of issue(s), which are discussed at ASACC and/or SSCCC conferences. B. This shall be demonstrated by giving a presentation about these issue(s) to the ICC board prior to the approval vote. C. Candidates are required to write essay(s); ICC executive board shall decide questions for essay(s). These questions shall include but are not limited to questions ASDVC requires its members to write. The ICC executive board shall have the power to ask any additional questions. D. The ICC board shall take a vote to approve any candidate; simple majority is required for approval. E. If there are more candidates than money allocated, additional funds could be requested from ASDVC. F. If there are more candidates than money allocated, each candidate is required to give a speech, write an essay, and give a presentation to The ICC board. The ICC board shall decide who will attend the conference by simple majority vote. G. ASDVC members are excluded from attending ASDVC sponsored conferences as representatives of ICC. 5. 1000 dollars shall be allocated for the ICC retreats during Fall and Spring semesters. The amounts are 500 dollars for each retreat. The amount left from Fall retreat will be transferred towards Spring retreat. No vote is required for this item. A. If retreat(s) costs more than 1000 dollars additional money will go through normal process of approval by the ICC board. B. ICC can approve more than 500-dollar maximum for retreat(s), if necessary. The maximum amount for retreat shall not exceed 600-dollar maximum. C. Retreat funds unused during spring retreat shall be used for club events. D. Fall Retreat shall take place no later than October 15th; if fall retreat takes place later than October 15th no funds shall be allocated from ICC budget. Spring Retreat shall be held no later than April 1st; if spring retreat takes place after April 1st no funds shall be allocated from ICC budget. III. ELIGIBILITY 1. All clubs except those currently inactive or on probation, according to the ICC Code, are eligible for funds from ICC and/or ASDVC.
IV. ALLOCATION PROCEDURES
i. Clubs must attend all ICC meetings ii. Club events that directly benefit a greater number of students over events benefiting a limited number of students iii. Club events enhancing the reputation of Diablo Valley College iv. Proposals that have been submitted well in advance before the event, allowing the board more time for thoughtful consideration v. Clubs who have conducted fundraising and have exhausted all other resources
i. Activities Request Form ii. Memo to the Dean of Student Life iii. Detailed Budget iv. ICC Funds Request form v. Any other forms that may be needed by the Office of Student Life vi. A map print-out of the starting and ending destination point for conferences and/or tournaments only.
i. In the event a club progresses with difficulty and fails to increase its general membership after a strenuous effort of tabling, classrooms presentations, and distributing promotional materials, it may then petition the ICC board for sustainability funds. ii. The ICC executive board will validate a club as a struggling club and that they have demonstrated a strenuous effort on a case-by-case basis with a simple majority vote. Sustainability funds will then be placed on the ICC agenda as a discussion item. iii. The sustainability funds request will be an action item the following week unless more discussion is needed. A major majority vote of the ICC is required to allocate the funds.
i. If approved, the money can be used for the current academic year according to the approved detailed budget.
V. EXPENDITURES OR CHANGES TO ALLOCATIONS 1. All financial transactions will be made through the Student Life Office. 2. Clubs that receive a grant or loan from the ICC, the reimbursements will be paid directly out of the ICC account. Funds will NOT be transferred into the club account. Funds that are not spent on the approved activity remain in the ICC account. 3. Once the ICC has approved the funds, the club president and the club advisor must sign and submit the “ASDVC/ICC Funds Agreement” before reimbursements or payments will be made. 4. In order to be reimbursed, expenditures must be made according to the detailed budget submitted and approved by the ICC. 5. If the club wishes to reallocate approved funds, a new detailed budget must be submitted to the ICC President at least 72 hours before the ICC meeting. It will be placed on the agenda as an action item and must be approved by a super-majority vote. 6. Appropriate documentation for all reimbursements and expenditures must be submitted to the Student Life Office no later than three (3) weeks after the event. All reimbursements requests must be submitted prior to the end of the fiscal year (June 30). An ASDVC Reimbursement Form must be submitted along with the following documentation: · A copy of the approved detailed budget · A list of who attended/participated in the activity/conference (event) · All original receipts and/or invoices for each person that needs reimbursement 7. Amounts that exceed the approved detailed budget will not be reimbursed unless approved by the ICC. 8. Allow 10 business days for processing of a check for reimbursement or payment. 9. For depositing collected funds see “The Student Organization Handbook.” VI. FUNDS FROM INACTIVE CLUBS 1. Funds from clubs that have been on inactive status for at least two consecutive academic years (fall and spring semesters of two academic years) will revert to the ICC reserve account in the fifth semester for allocation per this Code. 2. Students who reactivate a club within four semesters of the onset of inactive status will retain the funds in the club’s account under the following conditions: a. The reactivated club’s basic mission and goals remain consistent with those stated in the inactive club’s last constitution. b. The ICC President in consultation with the ICC Advisor will determine this. In the case of a disagreement, the Dean of Student Life will make the final determination. c. The club meets the requirements stated in the ICC Code. VII. RESERVE ACCOUNT 1. All funds that are collected from inactive clubs will be placed in a reserve account. 2. The ICC may access said account under the following conditions: a. Must exhaust all ASDVC allocated funds for that semester b. The executive board will make a recommendation to ICC via super majority. A super majority is required by the ICC board for accessing the reserve account. c. The ICC may take out up to 8% for the reserve account per semester. VIII. AMENDMENTS 1. Any member that wishes to amend the Financial Code must submit their amendment(s) to the ICC Executive Board. The Executive Board must discuss the amendment(s) and vote with a simple majority whether to present the amendment(s) to the ICC board. If said amendment(s) is(are) presented to the ICC board, the amendment(s) must pass with a super majority. [M2] 2. If the Executive Board rejects the amendment(s), the ICC member must get written consensus from 25% of the ICC board and submit the amendment(s) and the written consensus to the ICC president. 3. Amendments must be submitted to the ICC president in writing at least seventy-two (72) hours before the ICC meeting to be discussed at a previous ICC regular official meeting prior to a vote. The amendment(s) must pass with super majority from the ICC board and ASDVC. 4. The ICC president will present the amendments to the ASDVC board for final approval. The ASDVC board may only accept or reject the amendment(s). VII. DEFINITIONS Struggling Clubs Clubs that don’t have at least six (6) active members (members that show up every meeting) to conduct club activities. Super majority 3/4 vote Simple majority 50% + 1 vote Major majority 2/3 vote Events Need to have an activities request form and a memo, please see Student Hand Book and ICC Code Materials Items that are used for club events cannot be the following: refreshments, promotional and/or edible items. Examples: equipment, sound systems Academic year Fall and Spring Semester only Promotional Materials Any materials used to promote the club that are, but not limited to: fliers, posters, banners. Mileage Reimbursement Reimbursements will only be given to drivers (club members) that transport only club member, currently registered DVC students, or club advisors.
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