Bill Status: Passed on Special Order Student Government UNIVERSITY OF COLORADO BOULDER University of Colorado Student Government Legislative Council December 8*“, 2016 86 LCB 03 — A.U.D.l.T. Acknowledged Understanding of Dire Internal Transformation Sponsored by: Alec Havey Legislative Council President Gabriel Elbert Senator for the College of Engineering and Applied Science; Parliamentarian Austin Rugh Speaker of Representative Council Madalena DeAndrea President of Internal Affairs Authored by: Alec Havey Legislative Council President Gabriel Elbert Senator for the College of Engineering and Applied Science; Parliamentarian Austin Rugh Speaker of Representative Council A Bill to Comply with the Audit of CU Student Government Bill History In late 2015, following a period of unsustainable appropriations of student fees to student organizations, the Board of Regents of the University of Colorado instituted an audit of CU Student Government (CUSG). The objective of this audit was to assess CUSG’s system of fiscal controls and determine compliance with bylaws, procedures, and CUSG policy, as well as the procedures and policies of the general university and University of Colorado Boulder. The findings of the audit included the discovery that many previousiy established procedures and controls were not consistently enforced, and also noted that guidance regarding the training of new members was limited and insufficient to adequately prepare students to understand the scope of their roles and responsibilities within the organization of CUSG. The findings of this audit were announced in May of 2016, and called for specific action items and issue owners to address the findings of the review. This bill serves to address the audit action items that are delegated to the legislative body of CU Student Government, and looks to establish policies and changes to governing documents that will not only address the issues of the audit, but also place Legislative Council and the entirety of CUSG in a position to further build upon these findings and enhance the internal governance of our organization. Bill Summary The primary action items delegated to the Legislative Council of CU Student Government pertain to finding number 6 of the auditl, namely that “CUSG leadership will develop and document procedures for updating and maintaining CUSG bylaws and governing documentation. These procedures will include specified timeframes for when documentation will be updated following approval. These procedures will also include a provision for a signed acknowledgment by the appropriate CUSG representative that the revisions are consistent with approved legislation.” It has been determined that the scope of this finding calls for legislation that not only outlines the procedure by which Legislative Council bills are communicated, but also formally establishes the timeline of governing document review and outlines the creation of new, expedited training requirements for all members of CU Student Government. Through revisions to the Legislative Council bylaws and other proposed items, this bill serves to address each of the aforementioned audit action items. Whereas, to protect the autonomy of CU Student Government, it is crucial that all conditions of the Board of Regents-mandated audit are met in their entirety; Whereas, the findings of the audit address critical pitfalls of our organization and changes should be implemented to bolster our internal operating procedures and standards; Whereas, an expedited training deadline ensures preparedness to accomplish one's job roles and responsibilities and minimizes risk. Likewise, a compliance system should be in place that outlines procedural action if this deadline is not met; Whereas, ensuring that governing documents are frequently reviewed allows for better understanding of their framework, and allows the party responsible for review to ensure these documents are in good working order for future holders of their position; Whereas, explicit communication of Legislative Council bills, both internally and externally, is crucial for aiding in compliance with legislation and ensuring it is properly documented for future use; This was passed as an Emergency Act of the Legislative Council. it shall cease to have any effect at the end of the next legislative session, unless renewed by the following legislative session. 1 A copy of the audit can be viewed in the CU Student Government Office upon request. THEREFORE, BE IT ENACTED by the Legislative Council of the University of Colorado Boulder Student Government, THAT: Section 1: All members of the Executive, Legislative, and Judicial Branches, and the Election Commission, shall be required to complete mandatory trainings on a timeline not to exceed four (4) weeks from the time of ratification or swearing-in. This timeline shall supersede any previously established training deadlines within the governing documents of CU Student Government and prior pieces of legislation. Section 2: All voting members of the Joint and Advisory Boards shall be required to complete mandatory trainings on a timeline not to exceed four (4) weeks from the time of ratification. Failure to complete this requirement shall result in initiation of removal actions of the member as prescribed by the CUSG Constitution, or applicable bylaws. 1. This section shall take effect January 17, 2017. Section 3: Amend Article lll.A.j of the Legislative Council Bylaws to include a new section, to be inserted after existing sub-section iii., that shall read: iv. After every motion made on a bill or resolution and amendments thereof have been voted upon, the Vice President of Legislative Council shall record the date, motion made, and vote count of that motion. All of these shall be compiled in a teller’s report to be affixed to the end of the bill or resolution, before the signatures of the Legislative Council President and Executive, in a section to be titled “Vote Count." Upon completion of each reading of the respective bill or resolution, this section shall be confirmed by the Legislative Council President and acting Parliamentarian. Section 4: Amend the Legislative Council Bylaws to add a new article that shall read: ARTICLE XV — Audit Compliance A. Procedural Measures for Transmission of Legislation (a) Upon Conclusion of Final Reading in Legislative Council: i. The bill or resolution, including all motions, amendments, and vote counts, shall be sent in electronic format to the CUSG Office Staff. By 12 noon on the day immediately following the meeting in which the bill or resolution was approved, it shall be signed by the Legislative Council President and physically placed on the desk of the Executive(s) by a member of CUSG office staff. Likewise, once signed by the Executive(s), a member of CUSG office staff shall toward a non-editable digital copy of this legislation to all relevant CUSG members and impacted cost center Advisory and Joint Board Chairs. ii. All vetoed legislation shall be returned to the floor of Legislative Council at its next meeting. 1. Upon override of a veto in Legislative Council, the bill shall be made publicly available on the CUSG website by the process as outlined in these bylaws, Article XV.A.b. The Executive(s) shall be notified of such an override by the Legislative Council President within 24 hours of the council meeting in which the veto was overridden. (b) All pieces of legislation, including those which have been signed into law or vetoed by the Executive(s), or bills that have failed passage in Legislative Council, shall be sent in an electronic format by a member of CUSG office staff to the executive staff position in charge of the CUSG website. Within one week of the final reading of the legislation, the relevant position of executive staff shall upload an electronic copy of the bill or resolution to the CUSG website in a non-editable format. (0) Failure by any individual to complete the aforementioned tasks, as delegated to them in this section, shall serve as evidence of failure to perform theirjob duties, and may be used by appropriate parties as ground for disciplinary action or removal of the individual in question. B. Training Requirements (a) Every member of Legislative Council who receives a stipend shall not be eligible to receive stipend payment until such time as they have completed all mandatory trainings on a timeline not to exceed 4 weeks from the time of swearing-in. If a period of 4 weeks elapses without the completion of training, the Vice President of Legislative Council shall bring to the floor Articles of Impeachment against that individual, and Legislative Council shall begin the process of impeachment of that individual. i. This section shall not be construed to entail that sworn—in members of Legislative Council are not entitled to receive any pay that would normally be given to them over the course of the four-week training period. Should the sworn-in member of Legislative Council successfully complete the trainings, they shall be entitled to receive all pay they would have otherwise been given to them during that 4- week period. C. Mandatory Review of Legislative Council Bylaws (a) These bylaws and the Legislative Council standing rules shall be subject to a mandatory review by the Legislative Council President, Legislative Council Vice President, and Rules Committee, which shall occur no later than 4 weeks prior to the end of each Legislative Council Session. Although a review may find that no changes to the bylaws are merited, this review should be utilized to ensure that the bylaws are adequately prepared to address all issues that arose over the course of the session, and are in good working order for subsequent legislative sessions. D._ Any provision of these bylaws that is in direct contradiction with this article shall be superseded by this article, and thereby considered null and void. No provision of this article shall supersede the CUSG Constitution. E. The Rules Committee shall meet during the 86th Session of Legislative Council to ensure proper integration of the provisions of this article into appropriate sections of the Governing Documents of CU Student Government during their planned governing document review. Section 5: Governing documents of CU Student Government shall be reviewed per the following provisions: 1. An annual review of the University of Colorado Student Government Constitution shall be completed by an assembly of the Rules Committee, Legislative Council President and Legislative Council Vice President, the Executive(s), and other relevant stakeholders, and shall occur prior to the end of the fourth week of the fall semester. An annual review of the Executive Bylaws shall be completed by the Executive(s) and shall occur no later than 4 weeks prior to the end of the Executive term in office. An annual review of the Appellate Court Bylaws shall be completed by the Appellate Court Chief Justice and Deputy Chief Justice and shall occur no later than 4 weeks prior to the end of the spring semester and no less than once per year. A bi-annual review of the Representative Council Bylaws shall be completed by the Speaker and Vice Speaker of Representative Council, and shall occur no later than 4 weeks prior to the end of the fall and spring legislative sessions. A bi-annual review of the Council of Colleges and Schools Bylaws shall be completed by the Chair and Vice Chair of the Council of Colleges and Schools and shall occur no later than 4 weeks prior to the end of the fall and spring legislative sessions. An annual review of the Student Fee Regulations shall be completed by a committee of funding board chairs and other relevant stakeholders (as is outlined in the Student Fee Regulations) and shall occur prior to the end of the fourth week of the fall semester. An annual review of the Freshman Council Bylaws shall be completed by the Legislative Council liaison to Freshman Council, the executive staff member appointed to oversee Freshman Council, and other relevant members of Freshman Council, and shall occur no later than 4 weeks prior to the conclusion of the Freshman Council term. An annual review of the bylaws of all Joint Boards (as defined by the CUSG Constitution) shall be completed by the Chair and Vice Chair of each respective joint board, and shall occur no later than 4 weeks prior to the end of the Chair and Vice chair terms’ end. An annual review of all other CUSG board bylaws and governing codes, including those of the Center for Student Involvement, the Volunteer Resource Center, the Student Health Advisory Board, the Campus Dining Advisory Board, the Distinguished Speakers Board, and the Student Organization Allocation Committee (SOAC), shall be completed by the Chair and Vice Chair of each respective board, and shall occur no later than 4 weeks prior to the end of the chair and vice chair terms. 10.Al| relevant provisions of this section shall be incorporated into the bylaws and/or relevant governing documents of the aforementioned bodies by the proper amendment procedure for each of those documents. Section 5: Chapter 1, Section 103 of the Election Code shall be amended to include the following: (0) A bi-annual review of the Election Code shall be completed by the election commission, and shall occur no later than 4 weeks after the completion of the fall and spring election cycles. Section 6: This bill shall take effect upon passage by the Legislative Council and upon either obtaining the signatures of two Tri-Executives or the lapse of six days without actions by the Tri-Executives. Vote Count: 12/8/16 Bundled all pre-first reading amendments Acclamation 12/8/16 Approved bundled amendments Acclamation 12/8/16 Amended Section 4 A.b.i to change ‘by relevant Acclamation parties’ to ‘by appropriate parties‘ 12/8/16 Amended Section 4 A.b.i to become A.c Acclamation 12/8/16 Amended to add footnote one in bill history to be Acclamation ‘pertain to finding number 6 of the audit“. Footnote one reads ‘A copy of the audit can be viewed in the CU Student Government office upon request.‘ 12/8/16 Amended Section 4 Ba to include a new subsection Acclamation i which reads ‘This section shall not be construed to entail that sworn-in members of Legislative Council are not entitled to receive any pay that would normally be given to them over the course of the four- week training period. Should the sworn-in member of Legislative Council successfully complete the trainings, they shall be entitled to receive all pay they would have otherwise received during that 4-week penodf 12/8/16 Approved on Special Order 14-0-4 eci-lavey Marcus Fotenos Legislative Council President President of External Affairs Colton Lyons Madalena DeAndre'a President of Student Affairs President of Internal Affairs