ERIC YAO Act

TITLE I–FUNDING FOR STUDENT ACTIVITIES AND EXTRACURRICULARS

Subtitle A–Terms and Definitions

SEC. 1001. TERMS AND DEFINITIONS.

1. DEFINITIONS.—In this section, the terms of this act shall be defined as the following:

1. ALLOCATION.– 

1. IN GENERAL.– The term “allocation” means a promise of funds set aside by the Acton-Boxborough Student Council in response to a request for funding.

2. APPLICANT.– 

1. IN GENERAL.– The term “applicant” refers to the student organization submitting a funding request.

3. FISCAL YEAR.– 

1. IN GENERAL.– The term “fiscal year” refers to the time period between the first and last day of the academic school year as approved by the Acton-Boxborough Regional School Committee.

4. FUNDING CYCLE.– 

1. IN GENERAL.– The term “funding cycle” refers to the period in which activities may apply for funding. There are four funding cycles per fiscal year, corresponding to the four academic terms. 

5. MAXIMUM ALLOCATION.– 

1. IN GENERAL.– The term “maximum allocation,” also referred to as “spending cap,” means the maximum funding an organization can request or the Student Council may allocate in a fiscal year.

6. STUDENT ORGANIZATION.– 

1. IN GENERAL.– The term “student organization” refers to an organization for the purpose of students attending the Acton-Boxborough Regional High School and recognized by the school administration.

7. QUOTE.– 

1. IN GENERAL.– The term “quote” refers to an estimation of the cost of goods or services for which the applicant is applying funds. The price quote must include unit costs or prices for each requested expense, cost of shipping and handling, if applicable, and come directly from the vendor of the items being requested.

8. VOTING MEMBERS.– 

1. IN GENERAL.– The term “voting members” refers to all Student Council officers, elected Student Council representatives, and delegates-at-large.

Subtitle B–Funding Allocation

SEC. 1002. ESTABLISHING THE STUDENT COUNCIL ACTIVITIES FUND.

1. $50,000 IN PLANNED INVESTMENTS OVER ONE DECADE FOR ACTIVITIES FUND

1. IN GENERAL.–The Student Council shall establish an activities fund for the sole purpose of allocating funds to student activities and clubs. The Student Council shall apportion $5,000.00 to this fund starting February 1, 2023 and allot $5,000.00 per fiscal year thereafter, until June, 2033.

SEC. 1003. STUDENT COUNCIL ACTIVITIES FUND GUIDELINES.

1. UNUSED FUNDS AND DEFINING THE ROLE OF THE TREASURER

1. IN GENERAL.–Unused funds from the preceding fiscal year will carryover to the succeeding fiscal year. The Student Council Treasurer shall keep record of all funding allocations in a fiscal year. Responsibilities of the Treasurer include, but are not limited to, proposing a budget plan for the activities fund, updating the Student Council on the fund, and working with the school finance director on distributing funds.

Subtitle C–Eligibility

PART 1–ORGANIZATIONS ELIGIBLE FOR FUNDS

SEC. 1004. ELIGIBILITY REQUIREMENTS FOR FUNDING REQUESTS AND ALLOCATIONS.

1. GUIDELINES FOR ORGANIZATIONS ELIGIBLE TO RECEIVE FUNDING

1. IN GENERAL.– To be eligible to request funds or to spend allocated funds an applicant must:

1. Register with and be approved by the school administration

2. Having students of Acton-Boxborough Regional High School comprise 100% of all members of the student organization

3. Be in good standing with the Student Council and Acton-Boxborough Regional High School administration 

4. Be distinctly different from other student organizations

PART 2–ORGANIZATIONS INELIGIBLE FOR FUNDS

SEC. 1005. ORGANIZATIONS INELIGIBLE FOR FUNDING.

1. GUIDELINES FOR ORGANIZATIONS INELIGIBLE TO RECEIVE FUNDING

1. IN GENERAL.– Organizations ineligible to request funds or to spend allocated funds are outlined as follows:

1. Student organizations composed of members who do not attend the Acton-Boxborough School District.

2. Student government organizations.

3. Organizations that require an activity or participation fee as defined in the Acton-Boxborough Regional High School Student Handbook, but have not collected fees from all members. Funding requests will be denied until the collection of activity or participation fees from all members in applicable organizations is completed.

Subtitle D–Funds

SEC. 1006. FUNDING GUIDELINES.

1. RULES ON STUDENT COUNCIL ALLOCATING FUNDS

1. IN GENERAL.–The Student Council allocates funds according to these guidelines. The Student Council will provide opportunities for the applications for funding requests each funding cycle in a fiscal year, with the potential for a special projects funding cycle as long as the organization stays within its spending cap. The special project's funding will be determined by the Student Council on an as-needed basis each cycle. When funding decisions are released, the funds will be used towards expenses that occur between the first and last days of the academic year. Allocations do not guarantee that specific reimbursements or payments will be issued. For this reason, organizations are advised to consult with the Student Council before entering into any commitment with financial consequences. Within a category, organizations can adjust original budget allocations if the proposed items are permitted within the guidelines at the discretion of the Student Council.

SEC. 1007. TIERS FOR FUNDING.

1. GUIDELINES ON ASSIGNING TIERS FOR STUDENT ORGANIZATIONS

1. IN GENERAL.–All student organizations shall be classified into one of four tiers based on student membership, size of outside audience, and impact on the Acton-Boxborough community, as defined by the following:

1. Tier 1—An organization with a minimum of 50 student members or an organization with high levels of impact and involvement in the community.

2. Tier 2—An organization with a minimum of 30 student members or an organization with moderate impact and involvement in the community.

3. Tier 3—An organization with a minimum of 20 student members.

4. Tier 4—A newly established organization or an organization with fewer than 20 student members.

SEC. 1008. MAXIMUM ALLOCATIONS FOR TIERS.

1. SPENDING CAPS FOR EACH TIER

1. IN GENERAL.–The Student Council assigns each organization a maximum allocation or “spending cap”, which determines the maximum cumulative amount of funding a student organization can receive in one fiscal year. The maximum allocation, or “spending cap” of each tier is determined as the following:

1. Tier 1— $1,000.00

2. Tier 2— $800.00

3. Tier 3— $500.00

4. Tier 4— $200.00

SEC. 1009. PERMITTED ACTIVITIES FOR FUNDS.

1. EXPENSES PERMITTED TO REQUEST FUNDING

1. IN GENERAL.–All expenses shall abide by the rules of the Acton-Boxborough Regional High School and be used towards activities or programs that positively influence the school community. In this section, the types of expenses a student organization may request and the Student Council may fund are outlined by the following:

1. Capital Expenses

i. IN GENERAL.–Capital expenses are items or supplies that are usable over an extended period of time. All capital purchased with Student Council funding is the property of the Student Council and the Acton-Boxborough Regional High School. All capital is subject to school regulations. All capital must be stored in a space approved by the Acton-Boxborough Regional High School administration. Equipment that can be secured on-campus do not qualify as capital expenses.

2. Operational Expenses

i. IN GENERAL.–Operational expenses are expenses to support the operation of a student organization. The following items are permitted to receive funding under this category:

1. Repairs and maintenance of equipment

2. Durable goods (any item that lasts longer than 2 years)

3. Recurring expenses essential to the organization’s mission or operation

3. Program Expenses

i. IN GENERAL.–Program expenses include public and private events. Public and private events receiving funding must acknowledge the ABRHS Student Council, or “StuCo” in all advertising materials and during the event. Permitted expenses under this category include:

1. Public events

aa. IN GENERAL.–Public events are defined as events open to the entire Acton-Boxborough community or the entire Acton-Boxborough Regional High School. Program expenses for public events include food and drinks, materials essential to the event, speaker fees, venue rental, and professional event production service including video, and or sound recording. 

2. Private events

aa. IN GENERAL.– Private events are defined as events exclusive to members of a student organization. Private events include: general meetings, on-campus or virtual social club activities, activities core to the mission of a club. This includes but is not limited to club competitions, practices, or select travel events. To receive funding under this sub-category, clubs must attach their mission statement to the budget and explain how the event is related to that mission statement. Program expenses for private events include materials required for the event, excluding food. 

SEC. 1010. PROHIBITED ACTIVITIES FOR FUNDS.

1. EXPENSES PROHIBITED FROM RECEIVING FUNDING

1. IN GENERAL.–Items that are prohibited from receiving funding from the Student Council include, but are not limited to the following:

1. Activity or participation fees

2. Stipends or salaries

3. Gifts and prizes

4. Items prohibited by policies of the Acton-Boxborough Regional High School or other applicable laws and regulations

5. Duplicates functionality or service already available on school campus

6.      Meal subsidies for members of the student organization

7.      Capital equipment allotted to an organization stored at an off-campus facility

8. Advertising

9. Items deemed non-essential by the Student Council

SEC. 1011. ADDITIONAL FUNDING FOR SPECIAL PROJECTS.

1. ORGANIZATIONS MAY REQUEST FUNDING FOR SPECIAL PROJECTS

1. IN GENERAL.–To allow organizations to request funds in certain new or special circumstances, the Student Council permits the submission of special project requests as needed. Special project funding requests will use funds separate from the Student Council activities fund.

SEC. 1012. FUND USAGE CONFIRMATION.

1. ADVISORS MUST SUBMIT A CONFIRMATION OF FUND USAGE

1. IN GENERAL.–A faculty advisor of the student organization receiving funding shall submit a confirmation regarding fund usage. This may include photos of events, receipts, or a description of the fund usage and impact. Failure to submit confirmation of fund usage will impact future funding application decisions.

Subtitle E–Funding Application Process

SEC. 1013. FUNDING ELIGIBILITY.

1. FUNDING APPLICATION REQUIREMENTS

1. IN GENERAL.–A completed funding application is required for a student organization to receive funds. The Student Council reserves the right to ask applicants for more information. The application assumes the information provided is accurate. Providing false or inaccurate information will impact the funding request decision and may result in penalties. A Student Council member, including officers, elected representatives, delegates-at-large, and walk-on members, is prohibited from contributing or submitting an application on behalf of a student organization.

SEC. 1014. FUNDING CYCLE GUIDELINES.

1. FOUR FUNDING CYCLES FOR ORGANIZATIONS TO REQUEST FUNDING

1. IN GENERAL.–Student organizations must submit funding applications within 20 school days of a new funding cycle. Funding application decisions are released on a rolling basis. One-fourth of the total apportioned funding is allocated to each funding cycle. If a student organization fails to submit a funding application before the deadline or all funding allocated to a funding cycle is used, the student organization may apply in the succeeding cycle.

SEC. 1015. SUBMISSION OF APPLICATION FORM.

1. FUNDING APPLICATION REQUIREMENTS

1. IN GENERAL.–A member or faculty advisor of the student organization shall obtain and complete the application form on paper and submit the form to a Student Council advisor. Applicants may complete the application online and E-Mail the completed application to a Student Council advisor. Completed applications will be reviewed by the Student Council at the next Student Council meeting from the time of submission. Incomplete applications or applications containing inaccurate information may delay the funding request decision. 

SEC. 1016. APPLICATION FORM BUDGET DEFENSE.

1. BUDGET DEFENSE REQUIRED ON ALL APPLICATIONS

1. IN GENERAL.–In addition to basic information pertaining to the student organization requesting funding, the applicant shall provide a budget defense. The budget defense provides an explanation for requesting funding, a description of expenses, and a quote.

Subtitle F–Voting

SEC. 1017. VOTES ON STUDENT COUNCIL ACTIVITIES FUND.

1. STUDENT COUNCIL VOTES ON REGULATING ACTIVITIES FUND

1. IN GENERAL.–Student Council officers and all voting members may propose changes to the Student Council activities fund whenever deemed necessary. A unanimous vote of all present voting members, with no less than two-thirds of all voting members present, is necessary to increase funding for the activities fund. A quorum of one-half plus one of the present voting members is necessary to decrease funding. This act must be renewed by a simple majority vote and the signature of the Student Council President by June 2033. The Student Council, whenever a quorum of two-thirds plus one of the present voting members shall deem it necessary, may repeal this act.

SEC. 1018. VOTES ON SPENDING CAPS.

1. STUDENT COUNCIL VOTES ON REGULATING SPENDING CAPS

1. IN GENERAL.–The Student Council will annually evaluate the spending caps and the total number of organizations and may increase or reduce the spending cap throughout the fiscal year depending on the number of funds available and the number of new organizations that request funding. Spending caps shall be adjusted proportionally based on changes in total funding. Overriding spending caps can only be approved with a quorum of two-thirds plus one of the present voting members.

SEC. 1019. VOTES ON FUNDING REQUESTS.

1. STUDENT COUNCIL VOTES ON REGULATING FUNDING REQUESTS

1. IN GENERAL.–All applications that abide by the rules of this act must receive a vote. A quorum of one-half plus one vote of all present voting members is necessary to approve the funding request. The support of at least one Student Council faculty advisor is needed to approve a request. An applicant may not submit more applications requesting funding for the same or similar expenses in the same fiscal year and must apply again in the succeeding fiscal year, unless the student organization is unable to secure funding due to missed application deadlines or lack of available funds.

SEC. 1020. ENSURING IMPARTIAL DECISIONS ON FUNDING REQUESTS.

1. ETHICAL GUIDELINES ON FUNDING VOTES

1. IN GENERAL.–All Student Council voting members present at a vote for funding requests must make their participation, membership, or leadership in the student organization applying for funding known explicitly. Failure to disclose connections with a student organization applying for funding may result in the voting member’s vote invalidated. The vote from one voting member not affiliated with a student organization requesting funding in any capacity is required.

SEC. 1021. APPROVING FUNDING REQUESTS.

1. PROCEDURES FOR APPROVED FUNDING REQUESTS

1. IN GENERAL.–Once an application has been approved, all Student Council officers and a minimum of one Student Council faculty advisor shall sign the application. The applicant and faculty advisors of the student organization will be notified of the decision. The student organization of the applicant must have a minimum of one student officer or leader and one faculty advisor to affirm their approval for each funding request. The Student Council Treasurer shall work with the School Finance Director and leaders of the student organization to secure funding. 

Subtitle G–Suspension of Funds

SEC. 1022. OFFENSES MERITING A SUSPENSION OF FUNDS.

1. OFFENSES REQUIRING CONSEQUENCES

1. IN GENERAL.–The Student Council reserves the right to deny funding applications and suspend approved funding requests and transactions in progress. The following offenses by a student organization require a suspension of funds:

1. When the Acton-Boxborough Regional High School policies, as outlined in the Student Handbook, are broken.

2. Providing a misleading quote.

3. Using funds for activities not reported on application or approved by the Student Council.

4. Misrepresenting the organization’s size with the intent of obtaining a higher spending cap.

SEC. 1023. CONSEQUENCES FOR ORGANIZATIONS VIOLATING THE TERMS OF THIS ACT.

1. PENALTIES FOR VIOLATIONS 

1. IN GENERAL.–If an organization is found guilty of violating the rules as defined in this act and in the funding agreement, the organization is ineligible to apply for funding for a period of no less than one fiscal year. Student Council Officers may select Student Council members to a committee to investigate offenses. Further consequences shall be determined by the Student Council and Student Council faculty advisors.