Subject: Re: Proposed Levy Group Reporting Policy (draft #1) Date: Fri, 16 Feb 2001 23:31:08 -0500 (EST) From: dmcintosh@trentu.ca To: John K Muir CC: eaddison@trentu.ca, Rich Eberhardt , arthur , dwallbridge , trentradio , opirg , dmcintosh Hi John, Please find attached below the text of a draft operating resolution for the TCSA which I have compiled based on the proposal which you wrote (you will notice that large parts of it are pulled directly from your proposal). Please advise as to whether or not what I have written below accurately reflects your (and others') wishes. If you could get any feedback to me before the end of reading week, we could then, perhaps jointly, send out the draft resolution to all levy groups for feedback until 11 March. On 11 March, I would then bring the resolution (with any recommended or required changes) to the TCSA Board of Directors for notice. It could then be approved by the Board on 25 March. In the interim, I would of course confer with the in-coming Executive of the TCSA to assure myself that they do not see any problems with the proposed resolution. Thanks once again for your initiative on this. Cheers, Derrick > Is the reporting policy manageable from the point of view of a levy group? I don't believe that I would be best to try to answer this question. Hopefully we might hear the response from others. > The TCSA staff is already working pretty hard, who is going actually going to do the TCSA work? You will notice that I have assigned the responsibility for the compilation of the levy information to the TCSA's VP Finance; this would be his/her responsibility, but the actual work would be shared amongst him/her, the TCSA's office staff and the TCSA's club/group coordinator. All in all, I feel confident that these individuals (ie whichever individuals would happen to be in the positions) could handle the additional responsibilities/work without excessive duress. > TrentU calendar. I have reordered the levy group listing to show those that come under the purview of a TCSA referenda. Do I have it right? I am unaware as to how the college cabinets' levies were approved. I suspect that some inquiry about the role of college cabinets/councils might be made by the 15 college representatives on the TCSA Board...if cabinets/councils felt inclined to participate in this sort of reporting process, recognizing that it does not infringe on their autonomy any more than on a levy group, I don't believe that I would try to prevent them. If non-participation were elected for, however, as is the case with the levy groups, I don't believe that 'forcing' participation would be either possible or prudent. I will inquire with college presidents about how they see/do not see involvement for their cabinets/councils in this. > Also, say a full-time student starts in January. Do they pay student association and organisation fees? If so, how much? Contrary to what I was told until February of 2001, the answer (as of Feb. 2001) is no. (Please note the inconsistency between what I was told up to Feb. 2001 and what I was told as of Feb. 2001). **************************************************************** DRAFT Operating Resolution DRAFT Levy Groups Levy groups are autonomous organizations which, through student referenda, have won the right to receive an annual levy fee collected on their behalf by Trent University. While the TCSA is responsible for conducting referenda which determine levy fees and for annually submitting an accurate list of levy organizations and the fees to be collected on their behalf to the University, the TCSA does not exercise authority over the conduct, business, finances or policy of levy groups. Levy groups, the TCSA and Trent University are in a position of trust in collecting, disbursing and administering levy fees. In the interests of permitting students to be informed of the use of their levy fees, the Vice-President Finance shall in the second term of each year coordinate the production of an overview report on the collection, disbursement and expenditure of levy fees. This report shall be presented to the Annual General Meeting of the TCSA and shall be kept on file in the TCSA office. In order to compile this report, each levy group shall be requested to provide on an annual basis a) a simple statement outlining the objectives and goals of the organization b) a simple report of the group's activities c) i) an audit or review report for levy groups having an annual independent audit or financial review or ii) for levy groups not subject to an annual independent audit or financial review, a summary financial report including a statement of monies received, how these monies were disbursed and an indication of surplus or deficit, according to generally accepted accounting principles. This would include the name or names of those who had prepared the report. d) contact information, including how those interested can become involved and, if applicable, important dates e) The date of the filing and the name or names of those who prepared the filing and who to contact for more information the University shall be requested to provide a) the total number of students to whom the full-time undergraduate levy fees are assessed b) the total amount of funds collected for each levy group and whether or not the levy cheques have been claimed and, if so, by whom. For the purposes of conducting an independent audit or financial review, those groups with total levy revenues in excess of $10,000 shall be invited to submit their books along with the TCSA's for auditing. Levy groups participating in an audit with the TCSA shall be required to share the cost of the audit on a pro rata basis, taking into consideration the total levy revenue of each group. In the interests of increasing continuity and consistency in the management of levy groups, the TCSA encourages levy groups with annual levy revenue in excess of $20,000 to incorporate. Further, the Vice-President Finance shall, each year, coordinate governance development seminars for newly-established student groups, with topics focusing on legal and fiduciary responsibility, budgeting and fundraising. DRAFT DRAFT