Governing Documents

Associated Students of Moorpark College

 

 

Article I
Title of Organization

 SECTION A. Title
This organization shall be known as the Associated Students of Moorpark College.

 SECTION B. Abbreviation
ASMC shall be the legal abbreviation of said organization.

SECTION C. Rights to Title
This organization shall be the only entity entitled to utilize the above designations.

SECTION D. Paraphrase
The Associated Students of Moorpark College may be referred to as the Associated Students within this document.

 

Article II
Purpose

The ASMC shall exist to serve the individual and collective needs of the students of Moorpark College.

 

Article III
Membership
 

SECTION A. Members
All Students enrolled at Moorpark College shall be members of the ASMC.

SECTION B. Privileges
All members of the ASMC shall be granted the following privileges:

 

Article IV
Board of Directors

SECTION A. Paraphrase
The ASMC Board of Directors may be referred to as the Board of Directors within this document.

SECTION B. Composition
The ASMC Board of Directors shall consist of all elected and appointed officers.

SECTION C. Appointments
Only those individuals approved by the Board of Directors to fill a vacant elected position, as provided for in this document, shall be considered appointed officers.

SECTION D. Voting
All officers of the ASMC, in both elected and appointed positions, shall have only one vote each on the Board of Directors.

SECTION E. Responsibilities
The Board of Directors shall be responsible for conducting the day-to-day business of the ASMC.

SECTION F. Distribution of Powers
All legislative, financial, judicial, and executive powers of the ASMC shall be vested in the Board of Directors, with the guidance of the Board’s Advisor.

SECTION G. Representation
The Board of Directors shall be the sole representative unit of the students enrolled at Moorpark College to all on and off campus entities.

 

Article V
Officers (Board of Directors)

SECTION A. Composition
The elected officers of this organization shall consist of a President, a Vice President, a Director of Academic Affairs, a Director of Budget and Finance, a Director of Campus Events, a Director of Constitution and Standing Rules, a Director of External Affairs, a Director of Public Relations, a Director of Student Organizations, and a Director of Student Services. These ten (10) officers are hereby named the Board of Directors.

SECTION B. New Officers
No other positions on the Board of Directors shall be created without an amendment to this document.

SECTION C. Creation of Staff
The Board of Directors may create staff positions to help the Board carry out the day-to-day business of the ASMC.

SECTION D.
A list of the jobs and responsibilities for all elected officers shall be kept in the Standing Rules of the Board of Directors, and may only be changed or revised with a three-fourths (¾) vote of all members of the Board of Directors.

SECTION E. 
A list of all staff positions will be included in the Standing Rules of the Board of Directors, and shall only be revised by a majority vote of the Board of Directors.

SECTION F.
If any elected position is not filled in a general election, or if it is left vacated by resignation or dismissal of the office holder, then it will be deemed an appointed position and shall be filled by a two-thirds (2/3) vote of the remaining members of the Board of Directors.

SECTION G.
The term of office for all ASMC Board of Directors shall be one academic year, unless replaced, terminated from their position, or in the case of resignation. Terms shall begin and end on June first (1) of the academic year in which the election was held.

SECTION H.
The only exception to Article V, Section G, is a student appointed to fill a Board member vacancy. In this case, the term of office will begin immediately after the appointment by the Board of Directors and shall end on June first (1) of the current term of office of all other Directors.

SECTION I.
At no time may the same individual hold the same elected position for more than two consecutive terms, nor shall any individual be allowed to hold office for more than five (5) terms during any ten (10)-year period of time.

SECTION J.
If the office of the President becomes vacant, the Vice President shall assume the office of the President, and a Vice President will be appointed from and by the existing Board of Directors, as provided for in Article V, Section F.

SECTION K.
Appointments for all Board of Director positions shall be made by the President with a two-thirds (2/3) vote of the Board of Directors required to confirm the appointment.


Article VI
Legislative Powers of the Board of Directors
  

SECTION A.
The ASMC Board of Directors shall have legislative authority in all matters related to the ASMC. These powers shall include, but not be limited to:

  1. The power to create and act upon motions, proposals, resolutions, and ordinances.
  2. The power to fix and collect membership fees.
  3. The power to sponsor, plan, and or implement activities on behalf of the ASMC.
  4. The power to determine the annual budget for the coming year. The budget shall be established no later than the fourth week of the fall semester.
  5. The power to authorize expenditures as specified in the Financial Code and to develop new sources of income.
  6. The power to make policies and procedures that are not delegated or otherwise prohibited by this document or the current laws, and to change these policies and procedures as determined necessary by the Board of Directors.
  7. The power to take a position on pending local, state, and federal legislation on behalf of the students enrolled at Moorpark College.
SECTION B.
  1. No proxy voting shall be permitted.
  2. The Board of Directors shall impose no ex-post-facto laws, rules, policies, regulation, or fees.
  3. The ASMC is created with the approval of, and is subject to the control and regulation of, the Ventura County Community College District Board of Trustees and the California Education Code. The Board of Directors shall not violate any rules or regulations of these entities/documents or any other laws of the State of California and/or the laws of the United States of America. All laws, regulations, codes, policies, and procedures shall be followed from the highest to the lowest level of authority.

 

Article VII
General Duties and Responsibilities of All Elected and Appointed Board Members 

SECTION A.
All members of the Board of Directors shall assume the duties of the office he/she was elected or appointed to as defined in the Standing Rules of the ASMC Board of Directors. In addition, each officer shall:

 

Article VIII
Elections

SECTION A.
The General Election shall be held in the spring semester for the purpose of electing the officers for the following term of office. The General Election will follow the Ventura County Community College District (VCCCD) Student Election Standing Operating Practices.

SECTION B.
The ASMC Advisor shall issue the oath of office to all newly elected and appointed board members prior to taking office.

SECTION C.
Special Elections may be called at the discretion of the Board of Directors for any purpose provided for in this document; the Standing Rules, or the VCCCD Student Election Procedures.

SECTION D.
A two-thirds (2/3) vote of the Board of Directors is required to authorize a Special Election, and a majority vote is required to set the dates for the Special Election.

 

Article IX
Amendments

SECTION A.
Amendments to this document may only be made during the General Election, held in the spring semester.

SECTION B.
The Board of Directors may place an amendment on the ballot with a two-thirds (2/3) vote of the members of the Board.

SECTION C.
Board members may bring forward measure or propositions to be placed on the ballot during a General Election, following the same procedures as for amendments, unless the Board of Directors approves a Special Election.

SECTION D.
Any enrolled Moorpark College student may bring forth/present an amendment for consideration by the Board of Directors, during Public Forum at a regularly scheduled Board of Directors meeting.

 

Article X
Parliamentary Authority/Rules
 

SECTION A. Governing Authority
In cases not provided for in this document, the governing authority for the determination of all procedural matters shall be Robert’s Rules of Order, Newly Revised Edition.

SECTION B.
No motion, either oral or written, shall be adopted until the same shall be seconded and distinctly stated to the Board of Directors by the presiding officer. The minutes shall identify the maker and second of each motion.

SECTION C.
All other rules and policies shall be contained in the Standing Rules of this organization.

 

Article XI
Legal Conflicts
 

SECTION A.
Should any portion of this document be found illegal, the remainder of this document shall remain in effect, until otherwise changed by amendment.

SECTION B.
Should any local, state, or federal law, regulation, or code be found to be in conflict with this document, then the portion in this document which is in question shall be considered to be null and void, however the remainder of the document will remain in full force. The law, regulation, or code from highest-ranking authority shall take precedence over all others and will be obeyed by the ASMC.

 

 


Associated Students of Moorpark College

ARTICLE I
Composition

SECTION A. Membership Privileges
Every enrolled student at Moorpark College is a member of the Associated Students and is entitled to participate in Associated Students sponsored activities.

SECTION B. Associated Students Board of Directors Meetings

  1. The Associated Students Board of Directors (ASBOD) hereinafter referred to as the Board of Directors (BOD), shall hold regular meetings at least once a week during the fall and spring semesters, excluding spring break, summer sessions, and semester breaks.
  2. The first regular meeting of the newly elected Board of Directors shall be convened prior to July first (1) in the year that the elections were held.
  3. A quorum shall be necessary to conduct general business of the Associated Students. A quorum is defined as more than half the filled positions in any meeting of the Board of Directors.
  4. The Pledge of Allegiance to the United States of America shall be recited at the beginning of all ASBOD meetings.
  5. There shall be no use of direct communication, personal intermediaries, or technological devices between individuals during any ASBOD meeting that fall under the parameters of the Brown Act.
              a.   This includes, but is not be limited to, instant messaging, text messaging, emailing, and note   
                     passing.
              b.   This does not apply if specifically indicated by a chair or agenda topic.

SECTION C. Qualifications of Directors (Ventura County Community College District Student Election Standard Operating Practices)

  1. Must be a resident of California.
  2. Shall be at least eighteen (18) years of age prior to assuming office (June 1st).
  3. Shall be a currently registered student at Moorpark College.
  4. Shall be continuously enrolled in 5 or more units at Moorpark College when declaring candidacy and during term of office (excluding summer sessions)
  5. Shall have at the time of application, and hold and maintain, during term of office, a cumulative grade point average (GPA) of 2.0 or higher.
  6. Shall be in good standing academically, not currently on academic or disciplinary probation, or have been expelled from a college-based associated students’ position.
  7. The presidential candidate and vice presidential candidate of the Associated Students shall have completed a minimum of 12 semester units at Moorpark College, completed by the end of the current spring semester.
  8. Shall not hold the position of Student Trustee concurrently with that of an Associated Students’ position at any of the colleges within the Ventura County Community College District.
  9. Shall not hold the position of President or Vice President in any other student organization besides Associated Students.
 SECTION D.
  1. The Board of Directors shall approve the seating of its own members in order to fill any available board positions after the spring election or in the event of a board member vacating their position.
  2. The President, with a two-thirds (2/3) vote of the Board of Directors, shall make appointments for all vacant offices.
  3. The term of office will begin immediately after the appointment is certified by the Board of Directors and shall end on June first (1) of the current term of office of all other Directors.
  4. Appointed board members shall be installed at the Board of Directors meeting in which they are confirmed for appointment.

SECTION E. Discrimination

  1. The Associated Students of Moorpark College and the Board of Directors shall not support or affiliate with any organization which illegally discriminates on the basis of: race, creed, sex, national origin, religion, physical handicap, or sexual orientation.

SECTION F. Student Employees of the Board of Directors

  1. The minimum recommended student employees of the Associated Students Board of Directors are:
  • Recording Secretary
  • Office Manager

ARTICLE II 
Board of Directors

The Board of Directors shall be responsible for the safeguarding of the rights of the students to vote and to participate in all Moorpark College sponsored activities. The Board of Directors shall oversee the promotion of close cooperation between the Associated Students, administration, faculty, and staff of the college. The official representation of the Associated Students of Moorpark College shall be entrusted to the Board of Directors. The Board of Directors will ensure that good relations are maintained with student body governments at other colleges and universities.

The Board of Directors shall be in charge of approving the annual budget of the Associated Students. The Board of Directors will be entrusted to sponsor programming for the students of Moorpark College, as it deems appropriate. Current members of the Board of Directors shall be eligible for positions on the Student Senate for California Community Colleges (hereby referred to as SSCCC).

The Associated Students President shall be the presiding officer of the Board of Directors. In his/her temporary absence, the Vice President shall serve as the presiding officer of the Board of Directors. In the case of both the President and the Vice President being absent, the Board shall elect from among themselves an acting presiding officer. If acting as a chair for a committee, the Director must report all committee business to the Board of Directors at all Associated Students Board of Directors meetings. Neither attendance by proxy nor vote by proxy shall be recognized at any meetings of the Associated Students, its subsidiary agencies, committees, or commissions.

All members on the Associated Students Board of Directors have the right to attend any Associated Students Board of Directors committee meetings and speak only during public comment, unless acknowledged by the chair. Directors attending said meetings are not entitled to a vote.

All members on the Associated Students Board of Directors shall serve on Associated Students standing or ad hoc committees as needed.

 

Elected Officers of the Associated Students

  •  President
  •  Vice President
  •  Director of Academic Affairs
  • Director of Budget and Finance
  • Director of Campus Events
  •  Director of Constitution and Standing Rules
  •  Director of External Affairs
  •  Director of Public Relations
  • Director of Student Organizations
  • Director of Student Services

SECTION A. President of the Associated Students

  1. Shall preside at all meetings of the Associated Students Board of Directors (hereby referred to as AS BOD).
  2. Shall be responsible for all executive functions of the AS BOD, and shall be responsible for carrying out all orders, sanctions, and resolutions as effectively as possible, while serving as the official spokesperson of the Associated Students Board of Directors and representing only those positions endorsed by the AS BOD.
  3. Shall serve as a liaison between the college administration and the Associated Students.
  4. Shall report to the AS BOD any action or occurrence taken or witnessed at a meeting or function attended on behalf of the Associated Students as it pertains to the purpose of the Associated Students.
  5. Shall prepare and post an agenda for the Board of Directors meeting in consultation with the Vice President and the AS Advisor and distribute the agenda and related documents to each officer seventy-two (72) hours in advance of each meeting, in accordance with the Brown Act.
  6. Shall have the power to call for special Board of Directors meetings, giving notice to all members of the AS BOD and AS advisor and posting an agenda twenty-four (24) hours in advance, in accordance with the Brown Act.
  7. The President shall reserve his/her vote only in the event of a tie, or where his/her vote will affect a constitutionally required two-thirds (2/3) or three-fourths (3/4) vote.
  8. Shall be an authorized signatory on all accounts of the Associated Students.
  9. Shall make all appointments to vacant positions of the AS BOD with two-thirds (2/3) approval of the existing AS BOD.
  10. Shall meet with the AS Advisor on a weekly basis during the term of office (fall and spring semesters, excluding breaks and summer sessions).

SECTION B. The Vice President of the Associated Students

  1. Shall, in the temporary absence of the President, assume all the responsibilities and powers of the President's office. When acting as presiding officer of the Board of Directors, the Vice President shall retain his/her vote.
  2. In the temporary absence of the President, shall be an ex-officio member of all Associated Students committees in which the President holds membership.
  3. Shall appoint each Board member to at least one participatory governance committee, and may make appointments to non-academic committees, boards, and task forces at the college as needed.
  4. Shall review letters of intent for vacant positions open to appointment and make recommendations for said appointments to the President of the Associated Students.
  5. Shall be responsible for the administrative duties of the Board of Directors.
  6. Shall be the Vice Chair of the Inter Club Council.
  7. Shall oversee the appointments of student representatives to participatory governance committees.
  8. Shall be an authorized signatory on all accounts of the Associated Students.

SECTION C. The Director of Academic Affairs

  1. Shall be responsible for representation of the Associated Students on matters of academic and educational policy, serving as a member on the college Curriculum Committee.
  2. Shall attend all meetings of the Moorpark College Academic Senate and present the concerns of the Associated Students as endorsed by the AS BOD.
  3. Shall oversee the Associated Students Scholarship program.

SECTION D. The Director of Budget and Finance

  1. Shall have general supervision in cooperation with the AS Advisor of all Associated Students finances.
  2. Shall have primary responsibility for the preparation and development of the budget of the Associated Students.
  3. Shall notify the Board of Directors and the AS Advisor in writing, when an account or budget line item has become or is in danger of becoming overdrawn.
  4. Shall be an authorized signatory on all accounts of the Associated Students.
  5. Shall prepare requisitions for expenditures of the Associated Students funds.
  6. Shall maintain an accurate record of all Associated Students Trust Accounts.Shall maintain an accurate record of all Associated Students Trust Accounts.
  7. Shall be responsible for representation of the Associated Students on matters of fiscal planning as a student member of the Moorpark College Fiscal Planning Committee.
  8. Shall prepare a financial statement to be presented to the Board of Directors at least once a month during the regular academic year.
  9. Shall serve as chairperson of the Associated Students ad hoc Finance Committee if established.
  10. Shall serve as a voting member on the Associated Students Programming Committee.

SECTION E. The Director of Campus Events

  1. Shall serve as chairperson of the Associated Students Programming Committee and assist the AS BOD in facilitating the use of the Associated Students Programming Fund and Inter Club Council Fund.
  2. Shall be responsible for the representation of the Associated Students on matters of non-academic administrative policy concerning the use of campus facilities for student programming.
  3. Shall serve as the chair of the ad hoc Campus Events Committee if established.
  4. Shall oversee and facilitate all Associated Students events and activities.

SECTION F. The Director of Constitution and Standing Rules

  1. Shall be familiar with the content of the Constitution, Standing Rules, and any other subsidiary rules of the Associated Students and provide parliamentary commentary and/or consultation at the Board of Directors meetings.
  2. Shall serve as chairperson of the ad hoc Elections Committee.
              a.   In the event that the Director of Constitution and Standing Rules is to become a candidate for 
                    another VCCCD elected position, the ASBOD shall appoint a new chair with a majority vote.
  3. Shall examine all legislative matters as it is brought forth to the Board of Directors and verify that the items being considered and their implementation thereof do not violate the Constitution and/or the Standing Rules.
  4. Shall make an effort to be familiar with all local, state, and federal governing documents pertaining to the Associated Students and its subsidiary councils, committees, and chartered student organizations. These documents include, but are not limited to: the Associated Students Constitution and Standing Rules, Moorpark College Policies & Procedures, Ventura County Community College District (hereby referred to as VCCCD) Governing Board Policy Manual, California Education Code, and California Community Colleges Title V regulations.
  5. Shall keep a record of all late arrivals and absences for AS BOD meetings.

SECTION G. The Director of External Affairs

  1. Shall assist the President and Board of Directors in coordinating advocacy efforts on behalf of student interests and shall represent the Associated Students to off-campus entities as delegated by the President or the Board.
  2. Shall ensure that the Board of Directors understand the issues being advocated by the Associated Students and Associated Students sponsored groups, and shall provide all necessary documentation and presentations to that end.
  3. Shall be responsible for representation of the Associated Students at all of Student Senate for California Community Colleges (SSCCC) Region VI meetings and functions and comply with the Constitution and Standing Rules of the Student Senate for California Community Colleges as they apply to the Associated Students of Moorpark College.
  4. Shall be responsible for Associated Students representation at all monthly Ventura County Community College District Board of Trustees meetings as they apply to the Associated Students of Moorpark College.

SECTION H. The Director of Public Relations

  1. Shall oversee the preparation and distribution of press releases with consultation of AS Advisor.
  2. Shall coordinate publicity for all Associated Students and Inter Club Council (hereby referred to as ICC) functions and sponsored activities.
  3. Shall be responsible for the maintenance of all Associated Students publicity materials, including, but not limited to: banner paper, helium tank, balloons, signboards, and bulletin boards.
  4. Shall generate appropriate publicity materials and distribute them as requested by the Director or ICC sponsored event.
  5. May generate appropriate publicity materials and distribute them as requested by the Moorpark College Student Activities office or any Associated Students recognized student organization, for events not officially sponsored by the Associated Students or ICC.
  6. Must approve all advertising materials pertaining to AS BOD sponsored/co-sponsored events/activities.
              a.   This does not include events/activities in which funds were provided by the AS Programming
                    Committee.
  7. Shall maintain copies of all newspaper articles concerning the Associated Students and Moorpark College.
  8. Shall serve as the chairperson of the Associated Students ad hoc Public Relations Committee if established.
  9. Shall serve as voting member of the Inter Club Council.

SECTION I. The Director of Student Organizations

  1. Shall represent to the AS BOD, within their respective capacity, all recognized student organizations in good standing.
  2. Shall serve as the liaison between the AS BOD and the Inter Club Council (hereby referred to as ICC).
  3. Shall chair ICC meetings, and prepare an agenda and related materials to all members of the ICC, in accordance with the Brown Act.
  4. Shall process and manage student organization renewals during the fall semester in conjunction with the AS Advisor.
  5. Shall review new student organization applications and present recommendations for AS BOD approval.
  6. Shall notify the Board of Directors of any action to place a student organization on probation or suspension within twenty-four (24) hours of the time such action is recommended. The AS BOD may take such action as appropriate upon notification.
  7. Shall serve as a voting member on the Associated Students Programming Committee.

SECTION J. The Director of Student Services

  1. Shall be responsible for organizing and promoting in cooperation with the Director of Campus Events, those activities which promote the health, welfare, and safety of the student body at Moorpark College through awareness and education.
  2. Shall be responsible for the representation of the Associated Students to the administration and faculty on matters of student services as a student member of the Moorpark College Student Services Council.
  3. Shall be responsible for the representation of the Associated Students to the administration and faculty on matters of health and safety as a student member of the Moorpark College Safety Advisory Committee.
  4. Shall oversee the Associated Students college photo ID daily operations sales as well as cardholder benefits and discounts.
  5. Shall oversee the Associated Students Commissioned Arts Program.

SECTION K. Limitation
The above duties, except those outlined for the Associated Students President, shall in no way be construed as authorization for members of the Board to endorse positions on behalf of the Associated Students for which a formal position has not yet been stated by the Associated Students Board of Directors. 

SECTION L. Attendance Policy

  1. The Associated Students Board of Directors shall have the power to excuse absences and late arrivals of its Board Members.
  2. An excused absence is one that is approved by the President, Vice President, and/or Advisor prior to the meeting. Without appropriate approval, the absence of the Board member will be un-excused. This can be reviewed and changed following the AS BOD meeting for an excused absence with a two-thirds (2/3) vote.
  3. Any member of the AS BOD, who has two (2) un-excused absences in a semester, shall be given a written warning notice from the Associated Students Vice President. One additional un-excused absence shall result in a vacancy of office if declared by a two-thirds (2/3) vote of the AS BOD.
              a.   In the case that the Vice President is the absentee, the President shall assume the
                    responsibilities as listed above.
  4. The term "meeting" shall be defined as any and all commitments that Board members are assigned (i.e. Board meetings, Participatory Governance Committee meetings, Associated Students Committee meetings, Student Senate for California Community Colleges – SSCCC –meetings, or VCCCD meetings).

SECTION M. Business Office Hours and Availability

  1. AS BOD members are recommended to serve a minimum number of hours by working in the Associated Students Office.
  2. The recommended minimum number is three (3) office hours per week, excluding the required weekly ASBOD meetings.
  3. While serving office hours, AS BOD members shall be charged with the responsibility of answering the Associated Students telephones, making college photo ID cards, answering questions, and providing general assistance in areas that are in keeping with the purpose of the Associated Students.
  4. While serving office hours, AS BOD members have priority use of all Associated Students equipment and facilities, in compliance with the office guideline and procedures.

 

ARTICLE III
Expectations and Accountability

SECTION A. Oath of Office

  1.  Each Board member of the Associated Students shall read the Constitution and Standing Rules of the Associated Students in their entirety.
  2. Each AS BOD member must take the following oath prior to installation: "I (name), do hereby affirm that I will, to the best of my ability, support the Constitution and the Standing Rules of the Associated Students of Moorpark College, and that I will, to the best of my ability, promote, maintain, and extend the worth, value, and name of the Associated Students of Moorpark College."

SECTION B. Associated Students Board of Directors Code of Conduct
In joining the Associated Students Board of Directors, the student enjoys the right and shares the responsibility in exercising their role as a member of the Board of Directors. Board members are expected to conduct themselves in accordance with this document, the Associated Students Board of Directors Oath of Office as stated in Article III, Section A, and the standards of Board member conduct established within this section.

Board members are subject to charges of misconduct for any of the following acts with respect to actions on campus, at a college sponsored activity, or while conducting business as a Board member of the Associated Students Board of Directors:

  1. Willful disobedience of college and Ventura County Community College District code, policy, and procedure, including the Moorpark College Student Conduct Code.
  2. Dishonesty, such as knowingly furnishing false information to the Associated Students Board of Directors or the Associated Students Advisor.
  3. Willful obstruction or disruption of Associated Students business or property.
  4. Theft of, or damage to, Associated Students property or possession of stolen property belonging to the Associated Students.
  5. Acts or statements of malicious intent towards the Associated Students, other Board Members, or the Associated Students Advisor.
  6. Deliberate disregard of established guidelines of the Associated Students, including all financial guidelines.
  7. Deliberate attempt of misrepresentation of the Associated Students Board of Directors.

SECTION C.  Accountability and Removal from Office

  1. The Board, for proven misconduct, may impose disciplinary action upon an individual Board member for violation of specified rules, regulations, and/or procedures held within this document.
  2. In the event of malfeasance, misfeasance, or nonfeasance on the part of any of the Board Members, the Board of Directors may reprimand the offending Board member with a two-thirds vote. The term “reprimand” shall be defined here as a formal written statement approved by the Board of Directors, and presented to the offending Board member.
  3. In cases of gross neglect of duty, violation of oath of office, or misconduct, any Board member may be removed from the office only by three-fourths (3/4) of the Board members present, which shall be the sole judge of cause and which shall represent the final decision of the Associated Students.
  4. In the event that any Board member of the Associated Students Board of Directors has violated the Moorpark College Student Conduct Code or is placed on Academic Probation, that Board member will be automatically removed from office, deemed ineligible to hold office, and the position will be declared vacant.

 

ARTICLE IV
Committees

SECTION A. Standing Committee
The Associated Students standing committee is a perpetual committee that meets continuously throughout the year and must hold meetings in accordance with the Brown Act.

  1. Programming Committee
              a.   Shall be chaired by the Director of Campus Events.
              b.   The Director of Campus Events or acting chair shall post an agenda seventy-two (72) hours in
                    advance, in accordance with the Brown Act.
              c.   Shall allocate Associated Students Programming funds for campus activities in accordance with
                    Associated Students Programming guidelines.
              d.   Shall allocate Inter Club Council funds for student organizations and campus activities in
                    accordance with VCCCD accounting policy and procedures.
              e.   All student organizations or campus departments seeking funds from the Associated Students
                    Programming Committee must submit an Associated Students Programming Committee
                    Application for Funding, before the funds are needed, in accordance with VCCCD accounting
                    policy and procedures. (VCCCD policy does not allow reimbursements.)
              f.   The Director of Budget and Finance and the Director of Student Organizations shall be voting
                    members of this committee.

SECTION B. Ad Hoc Committees
Ad hoc committees shall be formed at the discretion of the Board of Directors by a simple majority vote and shall have a set ending date. An ad hoc committee is defined as a committee activated for a specific purpose. The decision to implement an ad hoc committee may be voted upon in a Board of Directors meeting during its first agenda appearance.

  1. Inter Club Council
              a.   Shall be chaired by the Director of Student Organizations. In the event that the Director of
                    Student Organizations position is vacant, the Associated Students Vice President shall serve as
                    chair of the committee.
              b.   Shall be responsible for establishing coordination, communication, and cooperation of
                    recognized student organizations of Moorpark College.
              c.   Shall serve as an advisory group to the Board of Directors on matters which have, or may
                    have, a significant effect on student organizations.
              d.   Shall comply with the policies and procedures adopted by the Board of Directors for the
                    administration and operation of the Inter Club Council, as described in Article V of this
                    document.
  2. Elections Committee
              a.   Shall be chaired by the Director of Constitution and Standing Rules.
                              i.   In the event that the Director of Constitution and Standing Rules is to become a
                                   candidate for another VCCCD elected position, the ASBOD shall appoint a new chair
                                   with a majority vote.
              b.   The Elections Committee Chair shall appoint at least two (2) Board members to serve on this
                     committee in accordance with the VCCCD Student Election Standard Operating Practices.
              c.   Shall be responsible for the impartial administration of all elections of the Associated Students
                    in accordance with the provisions VCCCD Student Election Standard Operating Practices.
              d.   The Elections Committee Chair shall confirm the election results from the “Statement of
                    Accuracy” with the rest of the Board at the first Board of Directors meeting following the
                    election.

Board members may activate ad hoc committees as needed to assist in fulfilling their duties or to complete a specific project or event. 

SECTION C. Replacement of Committee Members

  1. In the event of a vacancy, the chair shall appoint a member of the AS BOD to fill the position.
  2. In the event that the position of chair is or becomes vacant, the AS BOD shall appoint a director as chair with a majority vote.
  3. If any member on a committee is considered to be inactive by the chair, the chair shall have the option to put forth a vote upon the AS BOD for a replacement of said member by a majority vote.
              a.   A verbal, followed by a written warning, must be given to the inactive member before said
                    action can be taken.
  4. In the event that the chair is considered inactive, the committee has the option to put forth a vote to the AS BOD for the replacement of the chair by a (2/3) vote.
              a.   A verbal, followed by a written warning, must be given to the chair, with a majority vote by
                    the committee, before said action can be taken.

 

Article V
Inter Club Council

The Moorpark College Mission Statement states the college will create learning environments that blend curriculum and services in providing to students extracurricular activities that promote campus community involvement and personal development. The Associated Students of Moorpark College support student life on campus by overseeing all college student organizations. All active Moorpark College student organizations are a part of the Associated Students Inter Club Council.

The purpose of the Inter Club Council (hereby referred to as “ICC”) is to provide students with opportunities to experience personal growth and apply classroom theories, concepts, and principles to real life situations. Participating students gain valuable leadership experience while developing personal and professional relationships. The ICC is composed of ICC officers, and a voting representative from each student organization, in order to represent the cultural, educational, honorary, philanthropic, and social interests of Moorpark College students.

SECTION A. ICC Officers
The Director of Student Organizations shall assume the position of ICC Chair. The Associated Students Vice President shall be the ICC Vice-Chair.

ICC Chairperson – Director of Student Organizations

  1. Shall preside over all ICC meetings.
  2. Shall prepare an agenda and all related materials.
  3. Shall be a voting member at ICC meetings.
  4. Shall serve as a liaison between the Associated Students Board of Directors and the ICC.
  5. Shall process and manage student organization renewals during the fall semester in conjunction with the AS Advisor.
  6. Shall review new student organization applications and present recommendations for AS BOD approval.
  7. Will collect student organization data (i.e. roll sheets, officer lists, meeting dates, events, and activities) from each organization for the Student Activities Programming Plan.

ICC Vice-Chair – Vice President of Associated Students

  1. Shall assume the duties of the ICC Chair during his or her absence.
  2. Shall be a voting member at ICC Meetings.
  3. The Associated Students Director of Public Relations shall also have a seat as a voting member of ICC.

SECTION B. Starting a Student Organization
Student organizations are officially "recognized" by the Associated Students Board of Directors are required to use the college name in all publicity, and are entitled to use college facilities, and request funds from the Associated Students Programming Committee.

To obtain official "recognition" from the Associated Students Board of Directors, a student organization must do the following:

  1. Have a minimum of four (4) members. Organization membership must be compromised solely of currently registered Moorpark College Students. Non-students may participate in student organization activities as guests, but may not vote, hold office, or pay dues.
  2. Have a minimum of one (1) advisor, who will advise the organization on college rules and regulations, attend organization meetings, supervise the organization's financial transactions, and give general guidance to the organization. The advisor must be a Moorpark College faculty or staff member.
  3. Must have a written Constitution and Standing Rules that has been approved by the Associated Students Board of Directors and is in accordance with the Moorpark College Associated Students Constitution and Standing Rules.
  4. Must complete and have on file in the Associated Students Office a Student Organization Information Form and Advisor's Agreement.
  5. Must set up and handle all financial transactions through a VCCCD Trust account, in accordance with the VCCCD accounting policy and procedures.
  6. Encouraged to attend a Student Organization Orientation held by the Student Activities office or meet with the Student Activities Advisor to learn the VCCCD accounting policy and procedure process.

Student Organization Finances

  1. All student organization money must be deposited in a VCCCD student organization Trust account at the college Student Business Office.
  2. All student organization finances must be transacted through a VCCCD Trust account.
  3. All student organization finances shall be conducted in accordance with to the VCCCD accounting policy and procedures.
  4. Advisors, as well as organizations officers, are responsible for ensuring that the VCCCD accounting policy and procedures are followed.
  5. A Trust account authorization card must be completed to establish a new account. No expenditures or deposits can occur without completion of this form. The following signatures on the account authorization card are required for all organizations: student officers (two (2) officers of the organizations choice, usually the President and Treasurer), and always the student organization advisor(s).
  6. A trust account signature update card is to update authorized signatures for the account (i.e. change in the student offices) and is to be completed and returned with all signatures to the Student Activities Advisor.
  7. Funds must be available in the account for expenditures to be processed.

SECTION C. Suspension, Forfeiture, and Falling out of Recognition

  1. The term “suspension” shall be defined as:
              a.   The removal of official “recognition” by the Associated Students Board of Directors.
              b.   The automatic freezing of a student organization’s Trust account(s).
              c.   Any student organization or club officially recognized by the AS BOD, who has two (2)
                    un-excused ICC absences in a semester, shall be given a written warning notice from the ICC
                    Chair. One additional un-excused absence shall result in the suspension of said organization if
                    declared by a two-thirds (2/3) vote of the AS BOD.
  2. The term “forfeiture” shall be defined as:
              a.   Failure of a suspended student organization to renew their organization by the October 1st
                    deadline.
              b.   The automatic deposit of all monies remaining in a student organization’s account to the
                    Associated Students Inter Club Council account.
              c.   The automatic closure of the student organization’s Trust account(s).
  3. Falling Out of Recognition
              a.   If at any time during the fall and spring semesters of the current academic year, after a
                    student organization has obtained official recognition for that academic year, the student
                    organization fails to meet any of the requirements for obtaining official recognition, then that
                    student organization has “fallen out of recognition” and shall be placed on suspension until the
                    student organization has proven to be back in compliance with the recognition requirements.

SECTION D. Student Organization Renewal Procedures
To renew a student organization, you must:

  1. Have a current Student Organization Information form on file.
  2. Have a current Advisor’s Agreement form on file.
  3. All student organization finances shall adhere to the VCCCD accounting policy and procedures.
  4. Must attend a Student Organization Orientation held by the Student Activities office.
  5. Continuing student organizations shall complete the student organization renewal process by October first (1st).
  6. Should a student organization not renew by the October first (1st) deadline, then that organization shall be placed on suspension for that academic year. The Trust account(s) shall be automatically frozen for the fall and spring semester of that academic year.
  7. The student organization must wait until the following fall semester to renew for the next academic year or fall into forfeiture.
  8. Should a suspended student organization not renew the following fall semester by October first (1st), after their accounts have been frozen, then that organization shall fall into forfeiture and all monies remaining in their accounts shall be deposited into the Associated Students ICC account and the student organization trust account(s) shall be dissolved.

SECTION E. ICC Representation

  1. The ICC student organization representative is a Moorpark College student member from the student organization membership.
  2. The ICC student organization representative shall have only one vote on the ICC.

SECTION F. ICC Meetings and Procedures

  1. Meetings and Procedures
              a.   Student organizations are required to attend ICC Meetings.
              b.   The ICC shall hold a minimum of one meeting a month during the fall and spring semesters
                    after October first (1st).
              c.   The ICC chair shall notify the student organizations of the ICC meeting calendar dates, times,
                    and locations.

SECTION G. Student Organization Guidelines

  1. Student Organization Meetings
              a.   It is recommended that student organizations meet at least monthly during the fall and spring
                    semesters, posting an agenda prior to their meetings.
              b.   Student organizations shall submit a current copy of their meeting schedules to the Associated
                    Students Director of Student Organizations.
  2. In accepting any funds from the AS BOD or Programming Committee, the student organization or campus department must name the Associated Students as a co-sponsor of the event, activity, or program.
              a.   If funding was provided through the AS BOD, all advertising materials must be approved by
                    the Director of Public Relations.
              b.   If funding was provided through the Programming Committee, all advertising materials must be
                    approved by the chair of said committee.

SECTION H. Eligibility for Student Organization Officers, Members, and Term Limits

  1. Student Organization Officers
              a.   Student organization officers are limited to holding no more than one (1) officer position within
                    the same student organization.
              b.   A student may hold the position of President or Vice President in only one student
                    organization.
              c.   Shall currently be registered and continuously enrolled in a minimum of five (5) units at
                    Moorpark College during fall and spring semesters in accordance with the Associated Students
                    Standing Rules, Article 1, Section C.
              d.   Shall achieve and maintain a cumulative 2.0 minimum grade point average to assume and
                    maintain an officer's position in accordance with the Associated Students Standing Rules,
                    Article 1, Section C.
              e.   At no time may the same individual hold the same elected position for more than two
                    consecutive terms, nor shall any individual be allowed to hold office for more than five (5)
                    terms during any ten (10)-year period of time in accordance with the Associated Students
                    Constitution, Article V, Section I.
              f.   The student organization advisor shall be responsible for verifying student organization
                    officers’ eligibility to hold office.
  2. Student Organization Members
              a.   Only currently enrolled Moorpark College students may be members of a student organization.
              b.   Non-students may participate in student organization activities as guests but may not vote or
                    hold office.

SECTION I. Student Organization Advisors

  1. Shall be sufficiently knowledgeable of the governing documents, purpose and activities of the student organization to advise the members of their actions and the possible consequences of illegal or irresponsible behavior.
  2. Shall have the primary responsibility for understanding, interpreting, and applying all campus rules and regulations as they apply to campus facility use, organizational programs and scheduled activities both on and off campus.
  3. Must provide assistance for assessment and constructive review of programs and funding proposals for student programmers.
  4. Shall have fiduciary responsibility over all of the student organization accounts and finances.  Advisors are to be familiar with VCCCD accounting policy and procedures.  Advisors must be signatories on all of the student organizations Trust accounts.
  5. When sponsoring an off campus activity, advisors are to be familiar with VCCCD policy and procedures regarding student travel. An advisor must be present at all off-campus activities.
  6. Advisors are to review, approve and sign all of the organization’s Facility Use Form requests and forward them to the Student Activities office for processing.
  7. Advisors will oversee the organization’s elections to ensure open and fair elections.
  8. Advisors are to attend all student organization meetings and events both on and off campus.

SECTION J. Use of Campus Facilities
All recognized student organizations are entitled to use Moorpark College facilities to host meetings, events, and activities. The following procedures will be adhered to when reserving a campus facility:

  1. Complete a Moorpark College Facilities Use Form, obtaining the student organization’s advisor’s signature, and submit the form to the Student Activities office for processing, in accordance with the Moorpark College Business Services policy and procedures.

SECTION K. Moorpark College Posting Policy and Advertising on Campus

  1. All recognized student organizations will adhere to the Moorpark College Posting Policy when advertising (i.e. flyers, posters, and banners) on the college campus.

 

ARTICLE VI
Election Code

All Student Elections will follow the Ventura County Community College District Student Election Standard Operating Practices.

 

ARTICLE VII
Financial Guidelines

The fiscal year of the Associated Students shall begin on July first (1) and run through to June thirtieth (30) of the following calendar year, in accordance with the parameters adopted by the State of California. The final budget must be adopted no later than September fifteenth (15) in the fall semester of the same calendar year.

SECTION A. Source of Funds

  1. Sales from College Photo IDs
              a.   55% General Fund
              b.   15% Inter Club Council Fund
              c.   15% Scholarship Fund
              d.   15% Reserve
  2. Student Representation Fee ($1 optional fee)
              a.   This optional one dollar fee provides support for students of representatives who state
                    positions and viewpoints before city, county, district governments and before offices and
                    agencies of the state and federal government. This fee is authorized by the California
                    Education Code Section 7606.5. This fee may be waived for religious, political, financial, or
                    moral reasons.
  3. Moorpark College Bookstore Profits
              a.   All revenue from this source goes directly to the Associated Students Programming Fund for
                    allocation by the Associated Students Programming Committee.
  4. Student Center Fee (mandatory fee)
              a.   $1.00 per unit, maximum $10.00 per year per student to establish the Student Center Fee to
                    renovate the existing Campus Center. California Education Code says that this fee cannot
                    exceed $10.00 per year per student. This fee will remain in place for the life of the college.
              b.   All revenue from this fee goes directly to the Associated Students Student Center Fee
                    Account.
              c.   This fee was implemented in March of 2000. The Moorpark College Student Body approved this
                    mandatory Student Center Fee to build, renovate, and operate a Moorpark College student
                    union.

SECTION B. Expenditures

  1. When an account or budget line item has become or is in danger of becoming overdrawn, the Director of Budget and Finance shall notify the Board of Directors and the AS Advisor in writing.
  2. Authorized expenditures shall carry signature approval of the Director of Budget and Finance, President, Vice President, and the Associated Students Advisor.
  3. All Associated Students Board of Directors Trust account expenditures will adhere to the VCCCD accounting policy and procedures.

 

ARTICLE VIII
Programming Committee
Guidelines for the Allocation of Funds

The Associated Students Programming Fund is derived in part, from a designated portion of those surplus funds generated by the operation of the Moorpark College Bookstore, which was approved in April 1994 by members of the Moorpark College Co-Curricular, Fiscal Planning, and College Council committees. The purpose of the fund is to provide extracurricular campus activities, programs, and resources for the students of Moorpark College. This objective shall be achieved by allocating said funds through the Associated Students (AS) Programming Committee.

SECTION A. Determination of Funds

  1. The College Bookstore issues an annual allocation to the Associated Students to promote extracurricular campus activities.
  2. The College Bookstore allocation will be disbursed through VCCCD accounting policy and procedures.
  3. Said funds are to be held in a special college Trust account known as the Associated Students Programming Fund.
  4. All funds allocated from the Associated Students Programming Fund by the AS Programming Committee will be disbursed following VCCCD accounting policy and procedures.
  5. Any funds remaining from a previous AS Programming Committee Fund that went unused shall remain in the AS Programming Fund account, and roll over to the next fiscal year for allocation by the next year’s AS Programming Committee.
  6. The AS Programming Committee shall allocate this fund through a proposal application process.
  7. The AS Programming Committee may designate a portion of this fund for use in Associated Students campus programs and events.

SECTION B. Composition of the Associated Students Programming Committee

The Associated Students Programming Committee shall be composed of the following:

  • The Director of Campus Events who shall serve as the chair of the committee.
  • The Director of Budget & Finance
  • The Director of Student Organizations
  • The Advisor of the Associated Students who will be a non-voting ex-officio member of the committee.

Three members of the committee shall constitute a quorum.

The chair (Director of Campus Events) shall be an active voting member of the committee. 

SECTION C. Responsibilities of the Associated Students Programming Committee

  1. The committee shall to notify all officially recognized student organizations and college departments of the available programming funds.
  2. The first meeting of the AS Programming Committee shall be no later than the eighth week of the fall semester.
  3. The chair shall post an agenda and distribute agenda packets to committee members at least seventy-two (72) hours in advance of a committee meeting in accordance with the Brown Act.
  4. All groups who have requested programming funds shall be granted the right to attend the AS Programming Committee meeting in which their proposal will be reviewed.
  5. The AS Programming Committee shall submit periodic reports to all members of the AS Board of Directors at least once a semester.
  6. Shall submit a year-end report by mid-May to the AS Board of Directors.

SECTION D. Eligible Organizations

  1. All officially recognized Moorpark College student organizations shall be eligible to apply for the AS Programming Fund and/or ICC Fund.
  2. Any Moorpark College department that provides a direct benefit to students shall be eligible to apply for AS Programming Fund.
  3. Any Moorpark College student organization or Moorpark College department may be denied AS Programming Funds by the AS Programming Committee.

SECTION E. Application Procedures
To apply for AS Programming Funds and/or ICC Funds, student organizations and campus departments must complete and submit in writing, the Associated Students Programming Committee Application for Funding. This application must be submitted to the AS Programming Committee chair or the AS Advisor for consideration.

SECTION F. Distribution of Allocated Funds

  1. In accepting any AS Programming Funds and/or ICC Funds, the student organization or campus department accepts an agreement to spend the allocated money in good faith and in accordance with these guidelines, and the VCCCD accounting policy and procedures.
  2. In accepting any AS Programming Funds and/or ICC Funds, the student organization or campus department must name the Associated Students as a co-sponsor of the event, activity, or program.
              a.   All advertising material and/or programs must be approved by the chair of the AS Programming
                    Committee.
  3. The Director of Budget and Finance will be responsible for all accounting for the AS Programming Fund allocations.
  4. Student organizations or campus departments will be notified of AS Programming Committee allocations via written notice by the committee chair.

 

ARTICLE IX
Amendments

SECTION A. Amendments to the Standing Rules

  1. The AS BOD may only make amendments to this document with a five (5) school day written notice for any and all proposed changes.
  2. The written proposed amendments shall be reviewed under "New Business", as a first reading, at a regularly scheduled AS BOD meeting, and voted upon at the following AS BOD regularly scheduled meeting.
  3. Proposed amendments shall be considered in effect immediately, upon a two-thirds (2/3) vote, in the affirmative, by the AS BOD. 

 

Last Revised: May 05, 2011