Splitting the current board into an Executive Board and Advisory Board
Viktor Shamal Andersen
Last updated
Description In order to help organise responsibilities and maintain transparency, we propose splitting the board into the Executive Board and the Advisory Board.
In brief terms, the Executive Board will function almost identically to how it does currently. The Advisory Board will be introduced to handle approvals of SAF applications, and they will also have the ability to veto projects that the Executive Board proposes.
The following are the new versions of the paragraphs that are relevant for these changes. Additionally any current references to the board in the bylaws will be replaced by the Executive Board.
Changes § 4 - Organisational structure While every student is a member of the Student Council, the work of running the organisation is primarily handled by two key boards: the Executive Board and the Advisory Board. This separation is in place to help organise responsibilities and maintain transparency.
The Executive Board administers the daily work of the Student Council in all organisational, day-to-day financial and administrative matters, while the Advisory Board's role is to ensure oversight and advice on spending and focus areas of the Executive Board.
Both boards act on a mandate granted by the members of the Student Council through elections at the General Assembly.
The boards must hold a joint planning meeting at the start of every semester. Here the Executive Board must present the projects and the approximate plan they would like to work on. The Advisory Board's default position should be to approve the proposals, but they have the right to veto any part of it, if they strongly believe that it does not align with the best interest of the students.
§ 4.1 -TheExecutive Board The Executive Board must consist of a President, a Treasurer and two to five additional members.
Executive Board meetings are held on a regular basis throughout each semester.
Additional responsibilities include: The Chairs Guild Our Student Representatives § 4.2 - The Advisory Board The Advisory Board must consist of a total of 5 members, with the Chair of Analog and Scrollbar being default members.
The 3 remaining elected members must be: - 1 Chair, or equivalent role, of a student organisation at ITU. - 2 Members of the Student Council, who are not part of the Executive Board.
The Advisory Board appoints a Chair who is responsible for coordinating the planning meetings with the President of the Executive Board.
Additional responsibilities include: The Student Activity Fund Approval of the budget proposal to ITU
§ 6 - Activity Fund A part of our budget is allocated to the Activity Fund, where students or student organisations can apply for funding for their events.
The criteria for funding is that the event has social or educational value and is open to every student at ITU.
The approval of applications is determined by the Advisory Board, with input from the President and Treasurer. There should be regular dialogue between the Advisory Board, the Executive Board and the Chairs’ Guild to ensure a fair and balanced distribution of funds.
§ 7 - Boards § 7.1 - Constituting the Boards After being elected at a General Assembly, the new Executive Board and Advisory Board will hold respective constituting meetings.
The Advisory Board will decide on at least their Chair role. The Executive Board will decide on at least their President and Treasurer roles.
Additional positions may be added at the discretion of the respective teams.
All positions should be publicly announced no later than two weeks following the assembly.
After an election, the previous Executive Board should meet with the newly elected Executive Board regularly to hand over any work and experience that might be relevant.
The Executive Board meets regularly throughout the semester to coordinate work, and it is the President's responsibility to maintain an operational team.
The Executive Board can act within the budget that has been approved according to § 8.1 pt. 3
In case of disagreement within the Executive Board, matters can be settled by a vote, where all members votes are equal. Additionally, the Advisory Board can be conferred with to help settle the disagreement.
It is optional to keep minutes of meetings, and the Executive Board is free to use other tools to make their current work public. The Executive Board must strive to keep all affairs and actions as transparent as possible. § 7.3 - Compensation for the Executive Board Compensation is provided for all Executive Board members, with an hourly pay of 180 kr per registered work hour.
The Executive Board can register at most 50 hours of work per week for the entire team combined. The work amount has to be coordinated regularly to ensure a fair distribution.
The President and Treasurer can register up to 20 hours per week each, and regular team members can register up to 10 hours per week each. The team can agree to suspend the individual registration limit.
§ 8.2 - General Assembly Election Rules All positions are up for election at the General Assembly.
Three elections will be held consecutively, where up to:
7 members can be elected to the Executive Board
1 member can be elected to the Advisory Board as the organisation representative.
2 members can be elected to the Advisory Board as the general student representatives.
If there are more candidates than available spots for an election, a written anonymous election will be held. Each member can vote for as many candidates as there are possible spots in that election. A vote can either be for a named candidate or blank. The candidates with the most votes are elected.
In order to be eligible to run, a student must be enrolled at ITU at the time of the assembly.
§ 10 - Budget The vast majority of the Student Council's budget is from ITU donations. The Board officially applies for funding every autumn, which is transferred the following January if approved by ITU. The boards should therefore together, strive to set a budget that allows for freedom for the nextExecutive Board to operate, while at the same time being reasonable and within the purpose of our organisation.
One month before the budget proposal is sent to ITU, the Executive Board must publish it, so members can propose changes.
The final budget must be made available for the public at the Student Council website after it has been approved by ITU. The previous three years of budgets should always be available.
§ 11 - Accounting It is the Treasurer's responsibility to keep track of the organisation's financial records. The Advisory Board should have access to review the finances.
The organisation’s fiscal year runs from 1st of January to 31st of December.
The deadline for making the financial report public follows the legally mandated deadline for businesses. Currently, this is six months after the end of the fiscal year, meaning the 1st of June.
§ 12 - Auditing The accounts are audited by the elected auditors, who must be provided with a full account of transactions two weeks before any financial presentation to the organisation.
Auditors must be members who are not part of the Advisory Board or Executive Board.