Shared Operating Guidelines and Agreement for the Washington State University Tri-Cities Student Union Building

SECTION I: GOVERNANCE OVERVIEW

1. Representation

a.) Voting members of the governance board shall include the following five (5) student representatives and two (2) members of the campus’ executive cabinet:

i). ASWSUTC President, or designee (1-year appointment),
ii.) Services and Activities Fee Committee Chairperson, or designee (2-year appointment preferred),
iii.) Three at-large students (2-year appointment preferred), nominated by ASWSUTC and appointed by the Chancellor,
iv.) Vice Chancellor for Student Affairs, or designee, and
v.) Vice Chancellor for Administration and Finance, or designee.

b. The chair of the Student Union Governance Board shall be the Director of Campus Student Life.
c. As the need arises, other non-voting university representatives may be invited to participate in the meetings.

2. Procedures

a. The governance board meetings shall follow the guidelines established by the board, in accordance with the laws of the state of Washington.
b. The governance board will meet at least once a semester, or as often as required.
c. The governance board may establish standing or ad-hoc committees, as required. These committees shall address shared facility issues which may include, but not be limited to: finances, shared support services, and physical facility issues, such as maintenance and capital improvements.

SECTION II: THE STUDENT UNION BUILDING

1. WSU Board of Regents

a. The WSU Board of Regents exercises ultimate control, legal power and policy responsibility for the general management and operation of the university and all university property with administrative authority delegated to the university president and chancellor. The purpose of this agreement is to establish the partnership responsible to manage the Student Union Building (SUB) and to define joint issue policies and procedures in support of the overall operation of the facility, which provides non-academic services, conveniences, and amenities to the entire university community.

2. Student Union Facility Management Team

a.) The management of this facility shall be based on a financial partnership, which includes the Associated Students of WSU Tri-Cities (ASWSUTC) and Washington State University Tri-Cities. The facility management team facility shall consist of the following managing partner representatives, or their designee;

i.) Vice Chancellor of Student Affairs, or designee, and
ii.) Vice Chancellor of Administration and Finance, or designee.

b.) An administration team shall address operating responsibilities and issues unique to each managing partner’s operations for each respective individual partner.
c.) The governance board will represent the managing partners on shared governance responsibilities, management, and operating issues for the facility.
d.) Tenant spaces, (if available), are managed by the Office of Student Affairs and are available for lease to a service or business. The other managing partners shall participate in the leaseholder selection process. Without prior approval by all the managing partners, the tenant spaces will not be leased to a service or business which is in direct competition with an existing managing partner’s operation. Tenant space leases shall be in compliance with the university commercial activities policy.
e.) No managing partner shall offer a product or service that another managing partner provides.
f.) Recognizing the full partnership for joint occupancy, the governance board acknowledges the need for each managing partner to conduct assessments of the facility. Every year, the governance board will have the managing partners provide a facility assessment, which should address physical facility condition, technical services, furnishings and equipment replacement and repair, and long-term fiscal planning. Reports by each managing partner will be presented at a governance board meeting (date to be determined by the governance board).

SECTION III: THE STUDENT ENTERTAINMENT BOARD

1. Overview

a.) The Student Union Governance Board shall exercise general oversight of the Student Entertainment Board.
b.) The Student Union Governance Board shall have the responsibility to:

i.) Hire and remove the SEB Director,
ii.) Approve the SEB Services and Activities Fee budget proposal,
iii.) Approve the SEB budget for the academic year, and
iv.) Assure a day-to-day advisor is appointed by Student Affairs.

2. Procedures

a.) Hiring the SEB Director

i.) A sub-committee shall be formed to create an application process, interview candidates, and recommend candidate(s) for Student Union Governance Board final approval.
ii.) The hiring sub-committee shall consist of the following representatives:

1.) The outgoing SEB Director, unless he or she is reapplying,
2.) The SEB Advisor, and
3.) Three voting members from the Student Union Governance Board, at least two of which must be students.

iii.) The Student Union Governance Board shall select a SEB Director by a two-thirds vote.

b.) Removing the SEB Director

i.) If a member of WSU Tri-Cities believes that the SEB Director is not adequately fulfilling his or her duties, he or she may request that the Student Union Governance Board review the SEB Director’s performance.

1.) A two-thirds vote is required to remove the SEB Director.

c.) SEB Budget

i.) The Student Union Governance Board shall approve the SEB Budget for the academic year by a majority vote.
ii.) The Student Union Governance Board shall approve the SEB Services and Activities Fee Proposal for the academic year by a majority vote.

SECTION IV: EDITS TO THIS DOCUMENT

1. Procedures for changes to this document

a.) The procedures for proposed changes in the facility management team is as follows:

i.) The student union facility management team shall submit proposed changes to the governance board for review.
ii.) The managing partners shall initiate proposed changes to this document.
iii.) The governance board shall then submit recommended partnership changes to the Chancellor’s Executive Council for approval. Changes for the upcoming fiscal year must be submitted no later than May 1st.

b.) The Student Union Governance Board shall review this document, including all referenced attachments and addenda, annually before the first of May of each year, in support of the principle of joint occupancy, management, and operation of the facility. The managing partners will provide a report of the yearly review to the governance board.

SECTION V: HISTORICAL DOCUMENTATION

1. Student Union Building Campus Design Committee (Dissolved)

a.) The design committee performs the following functions in the form of recommendations to the Chancellor.

i.) Represents the campus community in the design of the Student Union Building,
ii.) Interfaces and assists in the selection of potential developers,
iii.) Conducts forums to gather feedback from the campus community,
iv.) Collaborates with university facilities and finance personnel, and
v.) Contributes to and makes recommendations for the final facility use agreements for the facility.

b.) Voting members of the campus design committee should include, subject to the Chancellor’s approval:

i.) ASWSUTC President,
ii.) 5 student representatives appointed by the ASWSUTC President, ensuring adequate representation of the entire student body,
iii.) Faculty representative appointed by the Vice Chancellor for Academic Affairs,
iv.) Staff representative appointed by the Vice Chancellor for Student Affairs,
v.) Vice Chancellor for Student Affairs, or designee,
vi.) Vice Chancellor for Administration and Finance, or designee, and
vii.) University Architect or designee.

c. A student voting member will be elected by committee members to serve as chair of the design committee. The chair will serve a one-year term and may be re-elected. As the need arises, other non-voting university representatives may be invited to participate in the meetings.