ASSOCIATED STUDENTS
University of California, Santa Barbara
Senate Bill
Subject:
A Bill to Update the A.S. Office of the Controller
Author: _______ __Jonathan Rothschild______ Second:
Number:
__ FPP:
Bill Type:
Vote Required for Passage:
_____
_______________
_______
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COMMITTEE RECOMMENDATION
recommends to the A.S. Senate that the following action be taken:
Pass As Written:
Pass With Amendments:
Do Not Pass:
Refer To Committee:
Recommended by a Vote Of:
Chairperson's initials:
CONSTITUTION ANS BY-LAWS RECOMMENDATION
Grammatical Recommendations:________________________________________________________________
Structural Recommendations:___________________________________________________________________
Legal Code Violations:_________________________________________________________________________
Pass with Amendments:________________________________________________________________________
Table:________________________________________________________________________________________
STUDENT -SPONSORED LEGISLATION
Student Sponsor:
Student Co-Sponsor:
The Student-Sponsored Bill Liaison
has insured that this StudentSponsored Bill is correct in its form and adherence to the ASUCSB Legal Code.
Pass As Written:
Pass With Amendments:
Do Not Pass:
Refer To Ad-Hoc Committee:
FISCAL IMPACT
Amount:
$
0
Account:
A Bill
To Update the Description(s) of the A.S. Office of the Controller
Whereas: The A.S. Office of the Controller is a new entity with the Association this year
Whereas: The Office cannot hire until the Legal Code is updated as below
Whereas: The ASUCSB Senate stipulated a deadline of 10/15/14 during the 10/08/14 meeting for the
delivery of the below Legal Code
Therefore let it be enacted by the Associated Students in the Senate assembled:
ARTICLE X – A.S. CONTROLLER(S)
SECTION 4. OFFICE OF THE CONTROLLER
A) The Controller shall be empowered to appoint and remove and office within the following
positions:
1) Assistant Controller (Chief of Staff)
2) Historian
3) Within the Internal Branch:
a) One (1) Internal Operations Coordinator
b) One (1) Internal Oversight Coordinator
c) Two (2) Project Leads
4) Within the Venture Branch:
a) One (1) Venture Inception and Incubation Coordinator
b) Two (2) Project Leads
c) One (1) Venture Sustaining Coordinator
5) All members referred to above, with the exception of (1), (2), and (3) shall:
a) Be required to attend weekly all-hands-on-deck meetings.
b) Submit a bi-weekly checklist of assigned, achieved, and pending goals.
c) Miss no more than (1) meeting of any unit to which that position is a liaison.
d) Serve a term of office that shall be concurrent with that of the Controller.
B) The Office of the Controller shall:
1) Conduct yearly evaluations of A.S. Units
2) Implement new, sustainable, and viable units across campus
3) Advise A.S. Executive Director on staffing of A.S. enterprise units
4) Serve as the sole student fiscal authority within A.S., ensuring the fair, safe, and
most efficient use of all student fees currently employed throughout the
association.
C) Duties and Powers of the Internal Operations Coordinator:
1) Oversee all A.S. Units which are meant to generate a positive net income. This
includes but is not limited to: Notetaking, Publishing, Bike Shop, Cashiers, and Ticket
office.
2) Conduct a yearly evaluation of these units. This will culminate in three (3) separate
deliverables by week eight (8) of Fall, Winter, and Spring quarters, each addressing a
third of the aforementioned Units. These evaluations are to address operational
discrepancies within and between A.S. Units as it pertains to financial policies and
procedures.
3) Present changes to A.S. Policies that will facilitate sustained growth of these units
within the association over time
D) Duties and Powers of the Internal Oversight Coordinator:
1) Oversee all A.S. Units whose main focus is not necessarily the generation of a profit,
and determine the efficacy/necessity of current cash flows within, between, and out
of those A.S. Units.
2) With the help of the Associated Students Office of the Controller, Manage and
coordinate the creation of a tri-annual strategic plans for a specific subset of all A.S.
Units, which will be determined by the Controller. These plans must be approved by
the Finance and Business Committee by no later than week six (6) of Spring quarter.
E) Duties and Powers of the Venture Inception and Incubation Coordinator
1) Seek out and test new sustainable units across campus. This task is to be divided
into two main parts, one of which will be delegated to one or multiple Project Leads:
a) Inception: This consists of maintaining contact with newventure/entrepreneurial repositories on campus, constantly screening them
for ventures that fit the criteria set by the Venture Sustaining Coordinator.
These repositories include but are not limited to: The Technology
Management Program, the New Venture Competition, the Entrepreneurial
Association, and the Bren School Eco-Entrepreneurship Program. Once a
new venture idea is deemed feasible, it is to be passed on to Incubation
b) Incubation: This consists of nurturing and facilitating the growth of newly
incepted ventures within A.S. For every venture that is forwarded to
Incubation, there shall be one (1) designated liaison. This liaison is to
perform all duties necessary to implement the Unit within A.S. This includes
but is not limited to: Attending and/or presenting to the A.S. Senate,
drafting relevant policies, and maintaining contact with relevant
A.S./University staff in order to get a Unit to the point of self-sustainability.
The performance of this section of the office shall be evaluated by the
average time required in order to insure the viability of assigned Units.
F) Duties and Powers of the Venture Sustaining Coordinator
1) Evaluate and oversee the procedures and methodologies of all matters related to
Venture Inception and Incubation, with the goal of compiling a constantly updated
list of criteria that characterizes the types of ventures that will succeed within the
Association. This list of guidelines shall be presented to the Associated Students
Office of the Controller on a weekly basis, and shall culminate in the creation two
final reports that are to be delivered by week eight (8) of winter quarter and week
six (6) of spring quarter.
2) Locate policies within A.S. which hamper the successful, sustainable, and safe
implementation of any new venture to A.S. and present suggestions for changes to
these policies at weekly all-hands-on-deck meetings.
G) Duties and Powers of the Project Lead(s)
1) Initially, project leads are to be hired into a single pool of staff. From this pool, each
Individual Project Lead is to choose by week (6) of Fall quarter whether they wish to
work exclusively with the Internal Branch, or the Venture Branch. Until this time,
project leads may take on slightly simpler tasks within any part of the Office in order
to find the area in which they are best fit. There are a limited number of possible
project lead within each branch, and therefore will be assigned on a first-come, firstserved basis.
2) Assist the A.S. Office of the Controller Coordinators in all matters related to their
respective job descriptions. Project Leads may choose to either:
a) Work specifically under a designated coordinator, with a set list of tasks
defined by that coordinator and approved by both the Controller and
Assistant Controller.
b) Under the discretion of the Controller, Work on multiple projects within
that project lead’s respective branch in the Associated Students Office of
the Controller. Project leads under the Venture branch may work on any
Inception, Incubation, or Sustaining related project, and Project leads under
the Internal branch may work on any Operations or Oversight related
project.
H) Duties and Powers of the Historian
1) The primary role of the historian is to document the activities of the AS Controllers
Office. This process is built on three pillars: Narrative, Data and Analysis. The
historian submits weekly reports on the AS Controller, the contents of which
includes but not limited to: actions, decisions, and motions at all-hands-on-deck
meetings and status reports of the overall mental and operational health of the
different positions within the office. All of this is to be summarized into one large
monthly report.
2) In addition, the historian shall attend all staff meetings and collect all
reports/deliverables created by anyone within the Office. These reports are to be
streamlined into an easy to comprehend briefs, with the main goal of showing how
each of the respective parts fit together. From these analyses, the historian is to
suggest ways in which collaboration and efficiency can be increased within the
office.
3) Deliver, by week six (6) of spring quarter, a final 5 year strategic plan defining how
the office of the controller should grow in the coming years. This final deliverable is
to be based on the data, interviews, and personal relationships that were cultivated
and fostered throughout the year with members of the Associated Students Office
of the Controller. This report should highlight improvements that will increase the
overall operational effectiveness of the office, as well as the strategies required to
ensure proper execution of the office in coming years.
4) The Historian shall serve as a semi-autonomous member of the office, answering
only to the Controller and Assistant Controller. It is imperative that the Historian
remain impartial, approachable, and inclusive to all members of the Office.
I) Duties and Powers of the Assistant Controller
1) Record the Minutes
2) Attend all Associated Students Office of the Controller meetings
3) Run meetings in the absence of the Controller
4) Hold at least two (2) weekly office hours
5) Oversee the duties of three (3) Associated Students Office of the Controller
coordinators at a time, rotating as he or she sees fit or at the end of the Academic
Quarter, whichever comes first. During this period, the Assistant Controller is to
provide assistance in order to facilitate the execution of the Coordinators’ duties.
CC:
Denise Rinaldi
deniser@as.ucsb.edu