Wyrick Commission Guidelines

Section I – Introduction and Purpose

The Wyrick Student Project Fund (the Wyrick Fund) was 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 Wyrick Fund is monitored and maintained by the Wyrick Project Fund Commission (Wyrick Commission).

The Wyrick Fund shall provide an annual allowance to finance capital improvement projects on Missouri State University’s campus that ensure the enhanced quality of life of students. Projects must also heighten the caliber of services provided to all the University community. Because of this, the Wyrick Commission has the authority to reject projects that are restricted to a single academic discipline or campus department. The act of developing a viable proposal shall not be for personal gain, but rather to boost involvement while pursuing the betterment of Missouri State 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. Proposed changes to the fee may be considered each fall and must be first approved by the majority of the Wyrick Commission then approved by the legislative branch of SGA and put to student ballot. To gain final approval, the fee alteration must also be approved by Administrative Council and the Board of Governors.

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 completed in the University’s procurement system 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. In addition, the standing Chief Wyrick Commissioner is also responsible for tracking project activity.

Neither the Wyrick Fund nor the Wyrick Student Project Fund Commission may borrow money. However, additions or certain aspects of a project may be funded by separate departments (i.e.ongoing costs). 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

  1. Authorization and Purpose

The Wyrick Student Project Fund Commission shall be established as an executive commission of the Student Government Association. Thiscommission shall administer the Wyrick Fund program following the guidelines in this document.

  1. Membership

The Wyrick Commission shall consist of the following members:

  1. One student who shall serve as the SGA Chief Wyrick Commissioner and Chairperson
  2. Six students at-large
  3. No more than two students may be from the same academic college
  4. No more than two students may be from the same class.
  5. Eligible students may be undergraduate or graduate students.
  6. The Vice President for Student Affairs (or appointee)
  7. University Architect and Director of Planning, Design, and Construction (or appointee)
  8. The Director of Accounting (or appointee)
  9. A representative from the Staff Senate
  10. A representative from the Faculty Senate
  11. The student member of the Board of Governors*
  12. The Student Body President*

*The student member of the Board of Governors and the Student Body Presidentare standing ex-officio member with no vote.

These members shall be known as “Wyrick Commissioners”

  1. Non-Student Member Term of Office

The newly-elected Student Body President shall ask the Staff Senateand the Faculty Senate each for the name of its representative prior to the end of each spring semester. The Vice President for Student Affairs, the Director of Accounting, and the University Architect and Directior of Planning, Design, and Construction shall be standing members of the Wyrick Student Project Fund Commission. Each may name a standing appointee to serve in their absence.

  1. Student Member Selection

The student representatives shall be selected by the following procedure:

Following the results of the Spring Student Body Election, the Student Body President-Elect, Student Body Vice-President-Elect, and their Chief of Staff will solicit applications for their Cabinet. On this application, the position of Chief Wyrick Commissioner (the Chairperson of the Wyrick Commission) will be listed. Applicants may have the option of applying for this position. The Student Body President-Elect, the Student Body Vice-President-Elect, and their Chief of Staff have the authority to select the Wyrick Commissioner for the next academic year during this process. The Commissioner must be confirmed by both the Dean of Students and the Vice President for Student Affairs. The selected student will be sworn in as Chief Wyrick Commission along with all of the next academic year’s SGA Cabinet.

The Chief Wyrick Commissioner may select their six student members with approval of the Student Body President. The Chief Wyrick Commissioner may select half (up to three) of their student commissioners without the use of a formal application in order to aid with Wyrick matters that need to be addressed before the academic year commences. On the SGA Senate session of the academic year, the Wyrick Commission must solicit applications for the remainder of the commission. Application will be reviewed and Commissioners will be selected by the Chief Wyrick Commissioner and the Student Body President. It is the duty of the Chief Wyrick Commissioner and the Student Body President to ensure the Wyrick Commission has no vacancies by October 1st. The selected commissions must be approved by the majority of Senate seats filled.

  1. Student Member Eligibility

Student members of the Wyrick Commission must be a full time (at least 12 credit hours for undergraduate or 9 credit hours for graduate) student at Missouri State University’s Springfield campus. Commissioners must be available to meet for all Wyrick Commission meetings and affiliated events. Commissioners need not be present at SGA Senate meetings but are encouraged to attend.

  1. Term Lengths for All Commission Members

Members of the Wyrick Commission have terms that last the approximant length of an academic year. Terms may begin as early as May 1st of the previous academic year. Terms may last until the last day of classes for the academic year in the Spring semester. There are no term limits for members of the Wyrick Commission. It is not necessary for all seats to be filled during the summer semester, but all seats must be filled by October 1st of the fall semester.

  1. Student Member Vacancies

Vacancies in the student membership of the Wyrick Commission shall be filled in the following manner:

Applications will be solicited in a similar manner as laid out by Section IV Subsection D. It is the responsibility of the Student Body President and the Chief Wyrick Commissioner to ensure that the commission has no vacancies.

If the Chief Wyrick Commissioner seat is vacant, the current Student Body President, the Student Body Vice President, and their Chief of Staff will select a new Chief Wyrick Commissioner. If deemed appropriate by the Student Body President, the Vice-Chairperson of the Wyrick Commission, who will serve as the interim Chief Wyrick Commission (see Section V, Subsection B), may be made the standing Chief Wyrick Commission via Executive Order. If not, a formal application process that mirrors regular Cabinet appointments must be followed.

  1. Commissioner Removal from Office

Removal of student members shall follow similar procedures as set forth by the SGA Constitution for members of the executive branch. Suggestions for removal of administrative, faculty, or staff members of the Wyrick Commission may be submitted by the Chief Wyrick Commissioner, the Student Body President, or the Vice President for Student Affairs. These shall be reviewed by the University President.

Section V - Wyrick Commission Duties and Responsibilities

  1. Chairperson's (Chief Wyrick Commissioner’s) Responsibilities

The ChiefWyrick Commissioner 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 Chief Wyrick Commissioner primary responsibility during meetings and hearings of the Commission shall be to moderate the proceedings.

The ChiefWyrick Commissioner 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.

  1. Vice-Chairperson's Responsibilities

The Vice-Chairperson shall assume the duties of the Chairperson in the absence of the Chairperson. The Vice-Chairperson may also assume the Chief Wyrick Commissioner’s roll in SGA during an absence. If the Chief Wyrick Commissioner resigns or is removed from office, the Vice-Chairperson will become the interim ChiefWyrick Commissioner until a new Chief Wyrick Commissioner is selected. This interim role may only be held for a maximum of 6 weeks. No legislative action is necessary in making the Vice-Chairperson the Interim Chief Wyrick Commissioner (see Section IV, Subsection G).

  1. 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 minutes shall also be made available on the Missouri State Student Government Association website. The Secretary shall also be responsible for distributing the minutes of the last meeting to all Commission members no later than the next meeting. In addition, the Secretary shall be responsible for publicizing all meetings and deadlines as indicated in Section X of this document.

  1. Meetings

The Wyrick Commission must meet at least once every two months during the academic year and may meet once during the summer, as needed. Individuals may participate via a conference call or webcam.

  1. Quorum

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 at-large 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.

  1. Voting

Each member of the Wyrick Commission, excluding the Chairperson, the Student Body President, 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.

  1. Commission Reports
  2. 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 Wyrick 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.

  1. Report to the Student Senate and the Student Body President

The Chief Wyrick Commissioner must report to the Student Senate at every Senate meeting and must report to the Student Body President on a weekly basis during the fall and spring semesters. The reports must include a summary of the Commission's activities. Upon request, all active members and the current balance of the Wyrick Fund must be shared.The Chief Wyrick Commissioner must have a weekly one-on-one meeting with the Student Body President.

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 consultants 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

  1. 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 sponsors, 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 may aid in the oversight for project implementation if the proposal is approved by the student body and the Board of Governors. It is suggested that the student still be present to oversee project implementation in the following academic year.The role of project manager and project sponsor may be filled by the same student.

  1. Proposal Guidelines

All proposals must conform to the requirements outlined in this document.

  1. Preliminary Research

Students should determine the feasibility of their ideas and begin formulating a preliminary cost estimate once a project has been decided. The compliance of these ideas with the University's master plan and evidence that the project possesses the potential to enhance the quality of service to all members of the University community should be of the upmost importance when considering a capital project. Students interested in submitting project proposals are expected to work with the University Architect (in lieu of the Office of Design & Construction) and the Vice President for Student Affairs to accomplish these tasks.

  1. Research Responsibility

The project sponsor(s) shall be responsible for the preparation of their proposals including the compilation of research information. The sources of all research should be documented in the proposal by the project sponsor(s). One of the purposes of the Wyrick Student Project Fund is to provide an educational opportunity to the student drafting the proposal. Thus, the Commission reserves the right to reject any proposal in the event it is determined that the project sponsor(s) was not primarily responsible for the preparation of the proposal and its research.

  1. Proposal
    A preliminary project proposal must be presented to the Commission during the week before the Thanksgiving holiday containing a description of the proposal, location, purpose, cost estimates and any other details which would give the Commission a better understanding of the project. This serves to get students in touch with the Wyrick Commission and appropriate administrators before the official proposal deadline. It also allows the Commission to assess the initial eligibility and feasibility of a proposal before the entire proposal has been constructed. This preliminary proposal should be approximately one to two pages in length. It is the Wyrick Commissioner’s responsibility to set up a time and location for students to present to the commission. If a student is unable to submit a preliminary proposal, the student must schedule a meeting with the Wyrick Commission to discuss their proposal idea in order to be eligible to submit a proposal.

Project Proposals must be written according to the following outline:

  1. Identification of Project Sponsors
  2. Name(s) of project sponsor(s)
  3. Campus and permanent addresses and telephone numbers of project sponsor(s)
  4. Faculty/Staff advisor(s)
  5. Project coordinator
  6. Description of Proposed Project
  7. General description of proposal
  8. Proposed location for the object of the proposal
  9. Alternative and/or additional uses
  10. Drawbacks and/or additional problems
  11. Necessary modifications to existing structures, including but not limited to the following areas
  12. Lighting
  13. Electrical
  14. Special environment
  15. Special furniture requirements
  16. Building modifications
  17. Additional changes necessary for adoption of the project
  18. Estimated Cost of the Project
  19. Provision of alternatives in order of preference
  20. Provision of complete breakdown of costs
  21. Indication of costs for each alternative
  22. Indication of minimum and maximum costs
  23. Provision for any ongoing costs (i.e., maintenance, repairs, etc.).
  24. Estimated Completion Time of Project
  25. Estimated Life of the Project
  26. 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
  27. Administrative Support—Signed letter(s) of support from appropriate administrator(s), as necessary. The letter(s) of support should detail any ongoing commitments, maintenance, support, or costs associated with the proposal that will be assumed by the University.

Any additional information or documentation necessary to the proposal must be included as is appropriate.