Op5.22 Wyrick Student Project – Guidelines for Program Operation
Section I – Introduction and Purpose
The Wyrick Student Project Fund (hereafter referred to as the Wyrick Fund or the Fund) is a program initiated in 1983 by the students of Southwest Missouri State University (now known as Missouri State University), and authorized by the Southwest Missouri State University Board of Regents (now know as the Missouri State University Board of Governors). The program is named in honor of Dr. Thomas J. Wyrick whose dedication and hard work inspired Missouri State University students to participate in the improvement of their University through innovative programs and effective student government.
The purpose of the Fund is to provide an annual amount that can be used to finance capital projects that possess the potential to enhance the quality of life and improve the level of service to all students and members of the University community. The Wyrick Commission has the authority to reject projects that are physically located in a single academic area or that primarily benefit a restricted group of students. In addition, the process of forming an idea into a viable proposal and submitting that proposal for consideration is intended to be a valuable educational experience for students as well as an opportunity for involvement in the betterment of their University.
Section II - Funding
The Wyrick Student Project Fund is supported by a fee collected from each student enrolled at the Springfield campus of Missouri State University at the rate of three dollars per semester for the fall, spring, and summer semesters.
Section III - Financial Responsibility
The monies in the Wyrick Student Project Fund shall be collected and maintained by the Financial Services department of Missouri State University. The Wyrick Fund monies shall be considered as separate from other monies maintained by the Financial Services department and shall be kept as such.
Funds may be drawn or transferred from the Fund account after all appropriate documentation has been listed on the UBUY, or purchasing system in place at the time of the expenditure, and with the appropriate approval by the Vice President for Student Affairs. The project coordinator, who must be a student, will be responsible for monitoring the activity to assure that no request will lead to an expenditure in excess of the total approved.
Neither the Wyrick Fund nor the Wyrick Student Project Fund Commission may borrow money. The monies to fund a project must be collected before they can be appropriated to any project.
Section IV - The Wyrick Student Project Fund Commission
- Authorization and Purpose
The Wyrick Student Project Fund Commission (hereafter referred to as the Wyrick Commission or the Commission) shall be established as an executive commission of the Student Government Association in accordance with Article II, Section 6 of the SGA Constitution. The Commission shall administer the Wyrick Fund program as outlined in these guidelines.
The Wyrick Commission shall consist of the following members:
- One student who shall serve as Chairperson
- Six students at large (no more than two of whom be shall be from the same college)
- The Vice President for Student Affairs (or appointee)
- University Architect and Director of Campus Planning (or appointee)
- The Director of Accounting (or appointee)
- A representative from the Staff Advisory Council
- A representative from the Faculty Senate
- Student member of the Board of Governors
The student member of the Board of Governors is a standing ex-officio member with no vote.
- Non-Student Member Term of Office
The newly-elected Student Body President shall ask the Staff Advisory Council and the Faculty Senate each for the name of its representative prior to the end of each spring semester. These representatives’ terms shall begin upon appointment by their respective body and end the following April, concurrent with the student representatives’ terms of office, as in Section IV, Subsection F. There is no limit to the number of consecutive terms that any one individual may serve in the capacity of Staff Advisory Council or Faculty Senate representative. The Vice President for Student Affairs, the Director of Accounting, and the University Architect and Director of Campus Planning shall be standing members of the Wyrick Student Project Fund Commission, and each may name a standing appointee to serve in his or her absence.
- Student Member Selection
The student representatives shall be selected by the following procedure:
The President of the Student Body shall solicit applicants for the student seats on the Wyrick Commission starting no later than the first week of March each year. A notice shall be placed in The Missouri State University Standard or similar publication, and on the official SGA bulletin board. The applicants’ names shall be forwarded to the newly elected Student Body President. If insufficient students apply to fill the required positions, the newly elected president shall have the authority to submit names for the remaining appointments in accordance with the following paragraph.
The newly elected Student Body President shall then deliver to the Student Senate the names of seven nominees for appointment to the Wyrick Commission. One of the seven nominees shall be presented as nominee for the position of Chairperson and one for the position of Vice-Chairperson. This shall occur no later than the meeting prior to the Student Senate's last regular meeting of the spring semester. The Student Senate shall vote on acceptance of the nominees at the next meeting of the Student Senate. If any nominee is rejected by the Student Senate, the President of the Student Body must present a new nominee to the Student Senate at their next meeting. The new nominee must be considered at the following meeting of the Student Senate. This process shall continue until seven nominees are approved.
- Student Member Eligibility
Eligibility for nomination shall be in accordance with Article II, Section 6, Paragraph D of the SGA Constitution. In addition, members must be available for a summer meeting if one is held during their term in office.
- Student Member Term of Office
The student members' term of office shall begin upon their approval by the Student Senate and end the following April concurrent with the appointment of new student members.
- Student Member Vacancies
Vacancies in the student membership of the Wyrick Commission shall be filled in the following manner:
Nominees shall be presented to the Student Senate within the time frame of the Senate's next two meetings following the occurrence of the vacancy. The consideration of the nominee shall follow the procedure outlined above in Section IV, Subsection D. If the vacancy is in the position of the Chairperson or Vice-Chairperson, the President of the Student Body must designate a new Chairperson or Vice-Chairperson with the consent of the Student Senate.
- Student Member Removal from Office
Removal of student members shall be in accordance with the SGA Constitution Article II, Section 4, Paragraph G.
Section V - Wyrick Commission Duties and Responsibilities
- Chairperson's Responsibilities
The Chairperson of the Wyrick Commission shall be responsible for the proper functioning of the Commission as outlined in this document, the submission of all Commission reports and the holding of all necessary meetings and hearings of the Commission. The Chairperson’s primary responsibility during meetings and hearings of the Commission shall be to moderate the proceedings.
The Chairperson of the Wyrick Commission shall name a Secretary and Vice Chair from among the student members of the Commission and submit the name of those individuals to the Student Body President.
- Vice-Chairperson's Responsibilities
The Vice-Chairperson shall assume the duties of the Chairperson in the absence of the Chairperson. In addition, the Vice Chairperson shall be responsible for publicizing all meetings and deadlines as indicated in Section X of this document.
- Secretary's Responsibilities
The Secretary of the Wyrick Commission shall record minutes at each meeting and hearing of the Commission and, with the assistance of the Chairperson, maintain a file of those minutes in the Student Government Association's office. In addition, a file of the minutes shall be maintained in the Office of Student Affairs and at the Duane G. Meyer Library. The Secretary shall also be responsible for distributing the minutes of the last meeting to all Commission members no later than the next meeting.
The Wyrick Commission must meet at least once a month during the academic year and may meet once during the summer, as needed. Individuals may participate via a conference call.
The Chairperson must be present at all Wyrick Commission meetings (or the Vice-Chairperson in the absence of the Chairperson). In addition, at least three non-student members or designees and at least half of the current student members must be present to achieve quorum. If the group convenes after due notice has been given, and a quorum is not present, the meeting shall be construed to comply with the requirement outlined in Section V, Subsection D.
Each member of the Wyrick Commission, excluding the Chairperson and the student member of the Board of Governors, shall have one vote in the decisions of the Commission. The Chairperson shall vote only in the case of a tie.
- Commission Reports
- Report from the Director of Accounting
The Director of Accounting shall submit a written monthly report on the status of the Fund to the Vice President for Student Affairs and present the report to the Commission. The report must include the amount in the Fund and any change in that amount since the last such report. All expenditures must be itemized in the report detailing the purpose of the debit.
- Report to the Student Senate and the Student Body President
The Wyrick Commission must report to the Student Senate at least once a month and file a written report with the Student Body President at least once a month during the academic year. The reports must include a summary of the Commission's activities, a list of all members present at any Commission meetings, the amount of money in the Wyrick Fund and any changes in that amount.
- Report from the Director of Accounting
Section VI - Contingency Fund
A Wyrick Student Project Contingency Fund (Contingency Fund) shall be maintained. Each year, as of March 31, the Contingency Fund shall be established at a level of $60,000 through transfers to or from the Wyrick Student Project Fund. Investment income earned from all Wyrick Student Project funds shall accumulate in the Contingency Fund. The Contingency Fund is to be used to meet cost overruns for projects that are in progress during the year. Any fees to be paid to architects for feasibility studies of projects should be paid from the Contingency Fund. No more than $500 may be utilized from the Contingency Fund without the approval of the Wyrick Commission. No more than $50,000 may be used from this fund to meet project cost overruns in any given year.
Section VII - Project Proposals
- Project Sponsors
Proposals for expenditures from the Wyrick Fund may be submitted only by Missouri State University students of the Springfield campus. The Missouri State University student(s) submitting each project shall be defined as the sponsor(s) of that project. If there are multiple sponsor(s) one student shall be designated as the project coordinator. In addition, one student shall be designated the project manager (detailed in Section IX, Subsection D), who will be responsible for overseeing project implementation if the proposal is approved by the student body and the Board of Governors. This must be a student who would still be present to oversee project implementation in the following school year.
- Proposal Guidelines
All proposals must conform to the requirements outlined in this document.
- Preliminary Research
Students interested in submitting project proposals are encouraged to work with the University Architect (in lieu of the Office of Planning, Design and Construction)and the Vice President for Student Affairs to determine the feasibility of their ideas, the compliance of those ideas with the University's master plan, and to help formulate preliminary cost estimates.
- Research Responsibility
Project sponsors are responsible for the preparation of their proposals including the compilation of research information. The project sponsor(s) may use any resources legally available to them to aid their efforts. The source of all research information and the amount of information obtained from that source must be documented by the project sponsor(s) in the proposal. Since one of the purposes of the Wyrick Student Project Fund is to provide an educational opportunity to students drafting proposals, the Commission may reject a proposal if it is able to establish that the project sponsor(s) were not primarily responsible for the preparation of the proposal and its research.
- Proposal Requirements
Project Proposals must be written according to the following outline:
- Identification of Project Sponsors
- Name(s) of project sponsor(s)
- Campus and permanent addresses and telephone numbers of project sponsor(s)
- Faculty/Staff advisor(s)
- Project coordinator
- Description of Proposed Project
- General description of proposal
- Proposed location for the object of the proposal as stated in Section VII, Subsection B, Paragraph 7
- Alternative and/or additional uses
- Drawbacks and/or additional problems
- Necessary modifications to existing structures
- Special environment
- Special furniture requirements
- Building modifications
- Additional changes necessary for adoption of the project
- Estimated Cost of the Project
- Provision of alternatives in order of preference
- Provision of complete breakdown of costs
- Indication of costs for each alternative
- Indication of minimum and maximum costs
- Provision for any ongoing costs (i.e., maintenance, repairs, etc.) as stated in Section VII, Subsection B, Paragraph 5
- Estimated Completion Time of Project
- Estimated Life of the Project
- Justification of Project—explanation of how the proposed project will benefit the students of Missouri State University and/or the University community and demonstration of its potential impact
- Administrative Support—Signed letters of support from appropriate administrators, as necessary
Any additional information or documentation necessary to the proposal must be included as is appropriate.
- Identification of Project Sponsors
- Availability of Funds
Project proposals with an estimated cost greater than the amount of the uncommitted funds available in the Fund at the time of the April election cannot be accepted by the Wyrick Commission.
- Ongoing Costs
Proposals for projects which would entail future or ongoing costs if implemented must propose the means by which these costs shall be met. A proposal may provide for the University to assume any further financial responsibility for a project and acceptance of such a project proposal by the Board of Governors shall be construed as acceptance of that financial responsibility. However, written documentation from the appropriate University official stating which budget shall be utilized to cover such costs must be provided to the Commission. The original proposal must be signed by the dean of the appropriate unit, as well as the vice president to whom the dean reports. This will confirm that there will be sufficient departmental reserves allocated to support the ongoing costs for hourly help, maintenance, and operating expenses. The signature by the Vice President will confirm to the Board of Governors that money is available and the project will not require support from any other unit, above the allocation provided by the Wyrick Fund.
- Proposal Submission Deadline
Project proposals must be submitted to the Commission no later than the last day of classes during the fall semester. (This excludes finals week.) This deadline shall be announced in the same manner as all Commission meetings.
- Proposed Location
If appropriate, written documentation must be included from a University official(s) clarifying that the proposed location of the object of the proposal is acceptable.
- Preliminary Research
- Independence of Projects
All projects must be funded entirely by the Fund, excepting those expenditures described in Section VII, Subsection B, Paragraph 5, of this document. The resources of the Fund may be appropriated only to student-sponsored projects approved by the Commission, the administration of the University, the Missouri State University Board of Governors, and the student body through a student election and only by the procedures outlined in this document.
- Conflict of Interest
No member of the Wyrick Commission or the Executive or Judicial Branches of the Student Government Association shall sponsor a project proposal or publicly support any one project proposal over another.
Section VIII - Process for Project Proposal Approval
- Solicitation of Project Proposals
The Wyrick Commission is responsible for soliciting project proposals during each fall semester. These efforts should start by the third week of the semester and must include notices in The Missouri State University Standard or similar publication, as well as other forms of campus publicity.
- Wyrick Commission Review and Modification of Proposals
After receiving the projects, the Wyrick Commission must review the projects and determine if all requirements have been met by the project sponsors. If any project proposal is unacceptable as submitted, but the Commission believes the proposal would be acceptable if modified, then the Commission may return the proposal to its sponsor(s) for modification. The proposal may be modified during this time only to the extent that it addresses the concerns of the Commission. Extensive modifications to the proposal will not be accepted after the deadline stated in Section VII, Subsection b, Paragraph 6. The modified proposal shall be submitted to the Commission during a time period of no more than two weeks following return to the sponsor(s).
- Submission of Project Proposals to the University Administration
After their initial review (or second review if modifications were made), the Wyrick Commission shall submit all acceptable project proposals to the Office of Planning, Design and Construction for further study. The Office of Planning, Design and Construction shall verify or adjust the cost estimate and determine the feasibility of each project. The Office of Planning, Design and Construction shall add the cost of the recognition plaque (as detailed in Section XI) as well as incorporate a ten percent cost overrun cushion into the cost estimates for all Wyrick Fund proposals.
- Return of Reviewed Projects to the Wyrick Commission
The Office of Planning, Design and Construction shall return all reviewed project proposals to the Wyrick Commission no later than March 1, unless a delay is approved by a majority of the Commission. If the Commission approves a delay in the March 1 submission deadline, the Commission may revise subsequent deadlines as well.
- Wyrick Commission Report to the President of the University
The Commission must submit a written report to the President of the University no later than the second week of March recommending up to ten project proposals for placement on the April ballot. The report must include the Commission's justification for recommending or rejecting each project and copies of the final project proposals. The report shall be forwarded to the Student Body President and must be posted on the official SGA bulletin board or other such place as designated by the Student Body Vice President.
- Public Hearing Prior to Rejection of Proposal
The Commission shall hold at least one public hearing before eliminating any project proposal from the approval process. The date, time and place of this hearing shall be announced in the specified manner for all meetings of the Commission, as stated in Section X. The sponsor of any project under consideration for disqualification or elimination must be given written notice of the hearing at least three days in advance. No proposal shall be rejected due to the absence of the proposal sponsor(s) resulting from lack of notification of meeting places or times.
- Approval of Recommended Proposals
The President of the University must approve the Commission's recommendation before the recommended projects may be placed on the ballot. This approval should be announced to the Commission by April 1.
- Explanation for Rejection
If a project is rejected by any element of the University administration, a written explanation shall accompany the rejection. The Wyrick Commission shall forward a copy of this written explanation to the project sponsors.
- Project Proposal Elections
- General Requirements
An SGA-administered Wyrick Student Project Fund election shall be held each April in accordance with SGA election by-laws and in conjunction with the Student Government Association general and run-off elections. Project proposals for the expenditure of Wyrick Student Project Fund monies shall be voted upon by the student body of Missouri State University at these elections.
- Eligibility of Voters
All students at the Springfield campus of Missouri State University are eligible to vote.
- Ballot Requirements
The general ballot shall include all proposals that were approved both by the President of the University and the Wyrick Commission, as stated in Section VIII, Subsection G. A "yes" and "no" option shall be placed by each proposal.
- Requirements for Instructions for Voting
Instructions for marking the Wyrick ballots will be clearly displayed at each voting site. There will be written instructions as well as a visual display. These instructions shall be displayed in such a manner that only eye contact is required to read them. They shall not be placed in a folder or other such binding that would obstruct them from immediate view. Accommodations for students with disabilities will be provided.
In addition, information about each proposal to be voted on shall be on display at each polling location. This information shall contain the cost of each of the proposals and a summary of what they propose to do. The total amount of money in the Wyrick Student project Fund for that year shall also be clearly displayed at each polling location as well as an explanation of the ranking system which will determine in what order proposals will receive funding (outlined in Section VIII, Subsection I, Paragraph 6).
Each student at the Springfield campus shall be permitted to vote "yes" or "no" for each proposal listed on the ballot. If a student votes both "yes" and "no," then that ballot will be invalidated. A "no" vote for each proposal shall be construed as a vote to hold over all monies in the Fund until next year.
- Tabulation of Votes and Funding Mechanism
The "yes" and "no" votes shall be counted form each ballot cast. If a proposal receives more "yes" votes than "no" votes, then it will be ranked for funding. The proposal that receives the most "yes" votes will receive funding first, followed by the proposal that receives the second greatest amount of "yes" votes, etc., until funds for that year are expended. A project must be wholly funded in its passed form and cannot be partially funded with remaining funds. In the case that two or more proposals receive the same number of "yes" votes, the decision for which proposal receives funding, and in what order, is left to the Commission. In the case that a proposal receives an equal number of "yes" and "no" votes, then that proposal will fail.
- General Requirements
- Board of Governors Approval of Project Proposals
After the results of the final Wyrick Student Project Fund election have been validated by the Campus Judicial Board in accordance with the SGA Election Bylaws, the Wyrick Commission shall submit the winning proposals to the Board of Governors for approval at their next regularly scheduled meeting.
Should the Board of Governors deny approval to any project, the Student Governor shall deliver a written explanation for the denial to the Chairperson of the Wyrick Commission. The Commission shall promptly send a copy of the explanation to the student sponsor(s) of the proposal.
Section IX - Project Implementation
- Project Proposal Priority
After approval by the Board of Governors, the project proposals shall be assigned a priority depending upon the number of votes each received in the final election. The project receiving the greatest number of votes shall be assigned the highest priority and the project receiving the least number of votes shall be assigned the lowest priority.
- Implementation of Projects According to Priority Status
Projects shall be implemented according to the priority status of each. Bids shall be taken and accepted in accordance with Missouri State University bidding procedures. No project may be implemented if enough funds do not exist in the Wyrick Student Project Fund (excluding the Contingency Fund) to cover the entire cost of the project except as prescribed in Section IX, Subsection E, Paragraph l.
- Proper and Timely Initiation of Projects
Once the projects have been voted on, recommended by the president and approved by the Board of Governors they are ready for initiation. Budgeted funds will be reserved for each project and implementation shall begin within 120 days of Board of Governors approval. A project is considered started upon the release of a purchase requisition or the awarding of a contract for work on that project. No project will be allowed to commit or spend for goods, services, or renovation, an amount in excess of the total funding ceiling approved. Failure to begin the project within the 120 days will void the approval and require that the process for requesting funds be reinstated in a subsequent year, unless an exception has been approved by the Wyrick Commission.
- Project Manager
The individual listed as the project manager in the proposal will be responsible for managing the project budget, preparing documents through the UBUY system, and reporting to the Wyrick Commission upon completion of the project. The Vice President for Student Affairs or a designee will work closely with this student throughout the process and retain signatory authority throughout the process. Staff in the Office of Planning, Design and Construction will also be assigned to monitor each project.
- Project Revision and Cost Overruns
- Appropriation Deficiency Prior to Project Commencement
In the event that no project bid is received for an amount less than or equal to the estimated cost of the project as appropriated by the student body and approved by the Board of Governors, the Wyrick Commission must decide whether to modify the proposal to allow for adequate cost savings or to terminate the project due to inadequate funds. The Commission may elect to propose that the Student Senate appropriate up to an additional $5000 from the Contingency Fund to allow commencement of the project. If these funds are not available in the Contingency Fund, they may be used from the Wyrick Fund with the approval of the commission and the Student Senate.
- Non-Cost Project Revisions
The project manager may propose changes to the project proposal. These changes may be implemented if they do not entail cost increases and if the Wyrick Commission approves the changes. The Commission shall not approve changes that substantially alter the original intent or purpose of the project.
- Cost Overruns Due to Unforeseen Circumstances
In the event that, due to extraordinary and unforeseen circumstances, the cost of completing a project exceeds the amount stipulated in the contract for completion of that project, and the contractor is not liable for those cost overruns, the Contingency Fund may be used to meet these additional costs (in accordance with Section VI). In the event that these additional costs are so great that the amount in the Contingency Fund is inadequate, the Wyrick Commission shall recommend to the Student Senate that the project be returned to a student vote unless the administration will cover the remaining costs of the project. The approval of the Student Senate shall be required in order to return any project to a student vote.
- Appropriation Deficiency Prior to Project Commencement
Section X - Sunshine Rule
All meetings and hearings held by the Wyrick Commission shall be open and announced at least one week in advance by posting the date, time and location of the meeting or hearing on the SGA bulletin board or such place designated by the Student Body Vice President. In addition, a notice must be printed in The Missouri State University Standard or similar publication, prior to any meeting or hearing. All books and records of the Wyrick Commission and the Wyrick
Student Project Fund are open to the students of Missouri State University.
Section XI - Project Sponsor Recognition
After project completion, a plaque shall be placed in a visible location inside the Plaster Student Union recognizing the student sponsor(s) of the project proposal and any other individual or group whose efforts were instrumental in completion of the project. The names appearing on the plaque shall be determined by the Wyrick Commission and approved by the Student Senate.
Section XII - Amendment of Guidelines
Amendments or changes to these guidelines shall be ratified in the same manner as amendments to the SGA Constitution. Purely stylistic changes and updates may be enacted by the Wyrick Commission with the approval of the Student Senate.
Section XIII - Ratification
These guidelines shall be fully ratified after passage by a two-thirds majority of the Student Senate seats filled, a majority of the votes cast in a student body referendum, and the approval of the Missouri State University Board of Governors.
Section XIV - Enabling Clause
These guidelines shall go into effect immediately following their adoption by the student body and by the President of the university. These guidelines shall take precedence over all former Wyrick Commission guidelines. These guidelines shall not be construed as retroactive. Any Commissioner in office at the time of adoption of these guidelines shall serve the remainder of the stated term of office in accordance with these guidelines.
These guidelines are approved as amended:
November 18, 1999 by the Wyrick Student Project Fund Commission
February 8, 2000 by the Student Senate of Missouri State University
April 12, 2000 by the Student Body of Missouri State University
May 15, 2000 by Dr. John H. Keiser, President of the University
May 15, 2008 by Dr. Michael T. Nietzel, President of the University