SCAP Grants Governance Manual - QUT

Student Clubs and Projects GrantsGovernance ManualIntroductionThe Queensland University of Technology (QUT) seeks to continue building a vibrant campus communitywhere there are high levels of student involvement and where students are encouraged to lead andpositively shape the campus community, culture and activities on offer.On 11 October 2011, the Australian Parliament passed legislation allowing universities to charge a feefor student services and amenities for non-academic nature. The Minister for Tertiary Educationreleased guidelines setting out special requirements for Universities.At the Queensland University of Technology, Clubs and Societies are an important part of the Universityenvironment; they enhance social life on campus and benefit students in many ways. Students can gainvaluable organizational and promotional experience on a committee, as well as fostering the social,personal and extra-curricular development of their members. Many student clubs and other groupactivities provide great avenues for students to develop and apply their professional skills and creativity.They also facilitate interaction that promotes discipline-based, inter-disciplinary and inter-cohort socialnetworking.In addition, the University also encourages students who have great ideas to put them in practice byestablishing Specific Purpose Project Teams (SPPT).The Student Clubs and Projects (SCAP) Grants Governance Manual provides guidelines and proceduresfor applying and expending QUT Student Services and Amenities Fee (SSAF) funds in the form of Grants .It makes reference to State and Federal laws and QUT policies and procedures where relevant.This manual will be reviewed as required, including a major review prior to round one in 2013 1 .The SCAP Grants Governance Manual provides guidance to the following entities at QUT seeking SSAFGrants:1 This Manual will be reviewed from time to time to ensure the best outcomes for QUT and students regardinggrant funding. Applicants are required to ensure they are following the latest version that is published athttp://www.student.qut.edu.au/studying/student-life/get-involved/clubs-and-societies when making theirapplication._____________________________________________________________________________________14 Sept 2012 Student Clubs and Projects Grants Governance Manual Page 3 of 15

• Student Clubs, including Sport and recreation clubs affiliated with the QUT Student Guild• Student Clubs /Groups endorsed or supported by a Faculty or other area of QUT• Specific Purpose Project TeamsIt is important that all Clubs understand that they have certain obligations and the QUT Student Guildhas a responsibility to its members to ensure that its affiliated clubs operate accountably, safely, legallyand ethically. All QUT clubs are subject to, and must adhere to, ALL relevant official QueenslandUniversity of Technology policies. QUT policies are available at http://www.mopp.qut.edu.auThe SSAF disbursement will be managed by the Student Grants and Development Co-ordinator, withinthe Student Engagement Team, Student Support Services. The Student Grants and Development Officewill be responsible for all Grants related information and activities, including the running of the StudentClubs and Projects Grants Committee.The Student Grants and Development Office will also be providing support to SPPT, and until furthernotice, the distribution of funds for sports and recreational activities. The Student Grants andDevelopment Office will work closely with both the Clubs and Sports Officer of the Student Guild.This SCAP Grants Governance Manual was prepared using input from the QUT Student Guild 2012 Clubsand Societies handbooks, best practice approaches with the university and other sectors, and otherrelevant documents, including applicable legislation.This Governance Manual will be reviewed from time to time, including prior to the release of 2013Grants, at which time clubs will have the opportunity to make submissions regarding the policy andprocess of the Student Clubs and Projects Grants. Any revision to this manual will be updated athttp://www.student.qut.edu.au/studying/student-life/get-involved/clubs-and-societiesClub ObligationsAll clubs at QUT have certain obligations, and the University’s Student Guild has a responsibility to itsmembers to ensure that its affiliated clubs operate accountably, safely, legally and ethically. All clubsmust follow certain rules. For clubs that are not affiliated with the Guild, they are encouraged to beaffiliated with a faculty or another external organization (eg Toastmasters).Club ObligationsThe following is a brief summary of a club’s obligations. For details on roles and responsibilities ofplease consult The Clubs & Societies Handbook (www.qutguild.com). The SCAP Grants Committee willrequire evidence that all clubs that are applying for Grants are properly constituted and governed.1. ExecutiveEvery club must have a clear Executive structure so tasks can be delegated to the appropriateperson. The Executive structure – as a minimum - consists of a President, Secretary andTreasurer.2. Event Notification & PromotionAs a Club or Society, it is requested that you inform the Student Grants and DevelopmentOfficer of your club’s current and upcoming events. Preferably by email to the cdo@qut.edu.au,_____________________________________________________________________________________14 Sept 2012 Student Clubs and Projects Grants Governance Manual Page 4 of 15

please include all pertinent information including the date, time, location cost etc. Clubsreceiving Grants are required to promote their events and activities.3. Minutes of MeetingsYour affiliated organization’s office should receive a copy of minutes of all meetings and officialpublications including the AGM minutes, newsletters etc.4. Change of Executive CommitteeYour Affiliated Organization’s Office must be notified of any change of executive committee bycontacting the relevant Organisation’s office and ensuring that websites or other publicationsites are kept up-to-date. In the case of Student Guild clubs the club’s contact sheet, which isavailable from the Student Guild’s Website www.qutguild.com should be updated andsubmitted to the Student Guild.5. AGM, Special General Meetings & Executive ElectionsAll clubs and societies are required to give fourteen days notice to financial members of annualand special general meetings and election of office bearers. Notice of meetings must include theagenda and any proposed resolutions. Notice should be given per the Student Guild’sprocedures. The final hand over to the new executive is to be completed no later than January 1the following year.6. MembershipClubs must levy a membership fee. Clubs are required to double the membership fee for nonQUT students, unless there is a good reason, approved by the Student Guild President, for notdoing so.7. InsuranceClubs must ensure that their activities are covered by insurance.8. Bank Account Set Up, Management and ClosureSetting up a bank account is a crucial part of operating a club. For instructions on how to set upand run a bank account please consult The Clubs & Societies Handbook (www.qutguild.com) orvisit the Guild’s office.Specific Purpose Project Teams ObligationsSpecific Purpose Project Teams (SPPT) are formed to implement an idea that may add value to the QUTstudent experience in one or more of the following ways: improves campus vibrancy and a sense ofcommunity/belonging, allows students to apply knowledge and skills and broaden their learning,improves the external community/society, or enhances the reputation or standing of QUT and itsstudents. By providing funds for creative and innovative ideas by a group of QUT students, QUT isresponding to a desire expressed by students in their feedback to create more opportunities to getinvolved in both the QUT community, but also the wider community, via service provision, leadershipand volunteering activities._____________________________________________________________________________________14 Sept 2012 Student Clubs and Projects Grants Governance Manual Page 5 of 15

• MOPP A/8.7 Cultural diversity and anti-racism policy• MOPP A/9 Health and safety policies• MOPP E/2.1 QUT Student Code of Conduct• MOPP H/3.6 Campus Services, events and alcohol• MOPP B8.6 Corruption and Fraud Control Policy• MOPP B8.7 Conflicts of Interest PolicyOther related legislations: Higher Education Support Act 2003. See section 3.2.5 and sections 19-38. Seealso Student Services and Amenities Fee Q & A- spending revenues from the fee.Grant RegulationsGeneral Requirements for Student Clubs and Projects Grants funded from the Student Services andAmenities Fee (SSAF) include:1. Grant regulations are binding on the Clubs and SPPTs, however in consultation, the StudentClubs and Projects Grants Committee, has the power to clarify or interpret these regulations orgrant exemptions to funding limits under special circumstances and may in time of budgetaryconstraints restrict the availability of some or all categories of Grants . All such decisions of theSCAP Grants Committee must be documented.2. No club or SPPT will be reimbursed without lodgement of a Payment Claim form accompaniedby tax invoices or receipts and, where required, attendance list consisting of names, studentnumbers, courses and signatures, and in some circumstances a statutory declaration.3. Any club or SPPT which fails to lodge a Payment Claim form within two weeks (14 days) afterthe event or purchase may lose their entitlement to that grant, unless the SCAP GrantsCommittee provides an exemption.4. All grant applications must show a relationship to the aims of the club or the specific projectdeveloped by the SPPT. Where there are a large number of applications for Grants relative tothe amount of funds available, the maximum entitlement of any one club or SPPT to the SCAPGrants Budget, the committee shall be guided by the assessment criteria stated in the GrantGuidelines.5. If two or more clubs apply on behalf of the same event or purchase, a special application can bemade to the SCAP Grants Committee for both clubs to receive the full amount for which theyare eligible. If this application is rejected, the grant funding received will be no more than thelimit for a single club, were it to apply for the same grant, and this is to be split equally amongthe applying clubs.6. No funding will be permitted for the following purposes:• Purchase of alcohol• Student Guild by-election• Annual election or Guild referendum expenditure._____________________________________________________________________________________14 Sept 2012 Student Clubs and Projects Grants Governance Manual Page 7 of 15

• To support political parties, or to support the election of a person to a Commonwealthor State or Territory Parliament or local Government body (Higher Education SupportAct 2003)7. Funding will not be available to bodies or events that are more appropriately funded by anotherQUT or external source of funding or the Student Guild budget. Clubs and SPPTs are required todeclare all existing and anticipated income from any other sources (Student Guild, sponsors,Faculties and Departments etc.). Investigation by the SCAP Grants Committee into the fundingstructure of Associations, Clubs or Groups may be necessary to determine an applicant’seligibility and/or appropriate funding amount.8. Grant applications that demonstrate productive partnerships that assist the grant recipient toproduce better outcomes (e.g. via use of a partner’s skills, amenities or other resources),without detracting significantly with the activity’s branding as a QUT activity, will be viewedfavourably. These partnerships may include partnerships with: community organisations(profit/non-profit); any tier of government; departments within the university, etc.9. Reimbursement of expenditure will be tax invoice/receipt and will not exceed the total of theinvoices being submitted. Where receipts are not available or have been lost, substantiation forreimbursement will require the completion of a Statutory Declaration form.10. All publications, other printed materials, websites or communications media sites funded bySSAF Grants must have the QUT logo clearly displayed.11. All use of the QUT Logo by clubs must be in accordance with the Corporate Identity Manualhttp://www.marketingcomm.qut.edu.au/pubs/corpid/index.jsp and subject to the approval ofQUT’s Publication Manager.12. A club that breaches grounds use policy, or damages property, grounds or equipment, will notbe eligible for funding for the event at which the policy breach or damage occurred, and may besubject to probation under MOPP E/2.1.4 Student Misconduct. Payment will only be made forthose articles applied for on the Grant Application form.13. Any club or SSPT function or event must be held on campus where possible, unless intentionallyaiming to engage with the community (e.g. a community volunteering project, sports). If thelocation of the function or event has not been made clear in the grant proposal and if it is to beheld off campus, an exemption must be applied for in writing to, and granted by, the SCAPGrants Committee in special circumstances (such as the activity can't be held on campus). Oncampus is defined as any University building or space.14. A Grant Application for any club-organised off-campus event must be accompanied by aCertificate of Currency (insurance cover). If such Certificate of Currency is not obtainable, theapplicant is encouraged to seek advice from the Student Grants and Development Coordinator.The outcome of this discussion is to be noted on the grant application.15. Clubs that are registered for GST are entitled to claim a GST credit for their purchases and mustkeep the appropriate tax invoices, register dockets, receipts or invoices to support any claim forreimbursement by QUT._____________________________________________________________________________________14 Sept 2012 Student Clubs and Projects Grants Governance Manual Page 8 of 15

16. A club may make one Grant Application with a list of dates for small repeating events in onesemester. This semester grant application will be accepted or rejected at the discretion of theStudent Grants and Development Coordinator. Any variation on the semester grant must beadvised in writing to Student Grants and Development Coordinator or Officer 48 hours prior tothe event or the grant will not be paid.17. The CAP Grants will not pay grants for amounts under $5. Payments will be held andaccumulated until Grants exceed $20. Any outstanding grants will be paid in the final fundinground for the year.18. The university reserves the right to impose conditions with any grant provided to a studentgroup to take account of the circumstances associated with the grant or nature of the activity.Grant Regulations for Sport and Recreation clubsWhile the distribution of grants to QUT Sport and Recreation clubs are expected to follow theregulations outlined in this manual, exceptions will be made to allow for the particular needs of sportand recreation clubs at QUT. The Student Grants and Development Office will work closely with, and beguided by the Guild Sports Officer in determining the needs of Sport and Recreation clubs and allocatingfunds accordingly. These are interim measures that will be revised prior to the release of funds for 2013.1. Only Student Guild affiliated sport and recreation clubs are eligible to apply for Sport Grants.2. Student Guild affiliated sport clubs are required to provide the latest membership list identifyingcurrently enrolled students to the Guild Sports Officer.3. Applications for funding for University Games will be through direct negotiation between theGuild Sport Officer and the Student Grants and Development Coordinator, subject to theapproval of the Director, Student Support Services.Grants Applications, Time Frames and Payment Procedures1. All clubs duly constituted and all SPPTs adhering to the rules set out in this SCAP GrantsGovernance Manual are eligible to apply for funding.2. Three funding rounds, one per semester will be available each year. Clubs/groups areencouraged to apply for Grants at least one semester before the planned event or project.• Round 2 applications open 17 August 2012; applications close 31 August 2012;successful applicants notified by 14 September 2012• Round 3 applications open 24 September 2012; applications close 8 October 2012;successful applicants notified by 22 October 2012• Round 1 applications open 4 March 2013; applications close 25 March 2013; successfulapplicants notified by 8 April 2013.Refer to 4.3 for exemptions to deadlines.3. All SCAP Grants Application Forms must be submitted prior to the deadline to the StudentGrants and Development Office for processing.4. The Grants application process is as follows:_____________________________________________________________________________________14 Sept 2012 Student Clubs and Projects Grants Governance Manual Page 9 of 15

4.1. Complete a SCAP Grants Application form available from the Student Grants andDevelopment Office.4.2. Check with the Student Grants and Development Officer if extra information is needed tocomplete the application (e.g. insurance, confirmation of partnerships,).4.3. Where these Procedures allow an exemption, the club by submitting a letter with the GrantApplication form detailing the special circumstances may be granted an exemption to thedeadlines as set by the SCAP Grants Committee.4.4. The application will then be presented to the SCAP Grants Committee for consideration atits next meeting.4.5. Clubs and SPPTs will be notified by email of the outcome of the application and a list will bepublished on the SCAP Grants website.5. Grant funds are to be distributed to clubs upon formal approval from the SCAP GrantsCommittee and having met any conditions, if applicable, as stipulated by the committee. Fundsapproved for the purchase of assets must be in accordance with QUT financial procedures.6. Grant recipient is to complete a Payment Claim form, attaching receipts and invoices and EventAttendance Lists where applicable – (N.B. The Grants and Development Officer can providefurther information about attendance/ reporting requirements), to the CAP GrantsAdministrator within two weeks (14 days) of the CAP Grants Committee grant approval date orthe function date. Attendance lists must include the name, student number, course andsignature of all those attending (Event Attendance List forms are available from the Grants andDevelopment Officer). Only current QUT students will be funded.7. The Payment Claim form will be forwarded by the Grants and Development Officer to QUTCorporate Finance Department for processing. The Payment Claim form must includesupporting documentation from the Authorising Officer outlining the approval of the grantapplication and the amount of the grant payment being paid.The Club or SPPT will receive a Remittance Advice to a nominated email address when theapplication has been processed for payment. All payments are made via EFT to the nominatedbank account or project account provided by the club /recipient and can take up to a monthfrom the approval of the grant application date.8. Clubs and SPPTs should contact the Student Grants and Development Officer when in doubtabout prior funding, their entitlements, or other accountability and reporting requirements.9. Should the SCAP Grants Committee consider there are special circumstances related to aparticular application that varies from the application time-frame, assessment criteria, fundinglimits or other processes, requirements or obligations, as set out in the SCAP Grants GovernanceManual, and wish to recommend the approval of that application for a grant, the Committee,via the Chair, may recommend that the Registrar approve the grant. The Registrar has authorityto approve SCAP Grants funding that is consistent with the overall intent of the SCAP Grants andsubject to the availability of funding within the SCAP Grants budget.Grants and Entitlements_____________________________________________________________________________________14 Sept 2012 Student Clubs and Projects Grants Governance Manual Page 10 of 15

When applying for a grant, a club or STTP shall indicate in the application the category the grant will fallunder. Funding will be provided only for expenses that fall within that category. Should the funds in aparticular grant category not be fully committed, the SCAP Grants committee has the discretion to shiftthe funds to another category for which there is greater demand.The grant categories and entitlements are as follows, and each project may have specific requirementsthat need to be addressed in the grant application:Event GrantsThe purpose of Event Grants is to support clubs in engaging and expanding their membership base, and encourageclubs to offer large events that are open to the university community. Clubs are permitted to use the Events grantto assist their fundraising activities.Clubs Activities GrantAvailable to assist clubs in providing engagingactivities consistent with the stated aims of theClub. The grant allows clubs to provide value tomembers through discounted activities or bycreating more opportunities for clubs to engageand build their membership.Examples include but are not limited to:regular/special events, hire of equipment, startup cost for food stalls, fees associated withparticipation in larger events, camps, andexcursions.Up to 50% of total event budgetwith a maximum of $2000/semesterper club OR $500/semester perclub.Total allocation for 2012 – $50,000Club Event GrantAvailable to support clubs interested inestablishing larger flagship events with broadappeal that engage the wider community and canbe added to the university calendar. These fundsare aimed at clubs who have existing events thatcan be scaled up with additional funds, or clubswhich are interested in developing a flagshipeventExamples include but are not limited to: festivals,fairs, expositions, and competitions.Up to 75% of total event budgetwith a maximum of $3000/semesterper club.Total allocation for 2012 – $12,000Conference/Competition GrantAvailable for clubs interested in hostingconferences or other professional developmentevents on-campus. Subsidy for room hire costmay also be available for QUT venues, and shouldbe discussed with the Student Grants andDevelopment Coordinator. Sponsorship forindividual students to attend domestic orinternational conferences may be available fromthe Student Engagement Leadership Program.These funds can also be used to assist clubs withentering national or international competitions.Up to $1000/semester per club.Total allocation for 2012 – $10,000_____________________________________________________________________________________14 Sept 2012 Student Clubs and Projects Grants Governance Manual Page 11 of 15

Project GrantsThe purpose of Project Grants is to support student-led initiatives that contribute significantly to the studentexperience and enhance the reputation or standing of QUT and its students. Clubs or Specific Purpose ProjectTeams (SPPT) are encouraged to be creative, collaborative, and innovative in their approach. Social justice orenvironmental initiatives that engage students and impact the wider community are also strongly encouraged.Applicants in this category will be required to develop comprehensive project plans in consultation with theStudent Grants and Development Coordinator.Production GrantAvailable for clubs or SPPT interested inproducing concerts, plays, and otherartistic/cultural activities that improve campusvibrancy and creates a sense of communityamong QUT students. Grants are also availablefor projects that use technology to enhance thestudent experience through softwaredevelopment, innovative media platforms andcommunication products that contribute tocampus life.Up to $4000 per semester for plays,concerts, and other culturalactivities.Up to $2000 per semester forinnovative use of technology orcommunication products.Total allocation for 2012 – $12,000CommunityEngagement GrantAvailable for clubs or SPPT interested indelivering sustainable projects that engage QUTstudents in broader societal issues.Up to $2000/ semester per club orSPPT.Total allocation for 2012 – $10,000Asset GrantsAsset GrantAvailable to assist clubs with the purchase ofsignificant assets that contribute to thesustainability of clubs or projects. Asset Grantsare mainly aimed at affiliated sport andrecreation clubs. Clubs are expected to present adetailed business plan demonstrating commercialreturn or other measures of value to QUT. Thebusiness plan must indicate any relevantpartnerships and a management plan to maintainthe asset over the reasonable life of the asset andensure use by a large number of QUT students.Purchase of assets must be consistent withexisting procurement guidelines of the university.Category 1: up to $5000 per yearCategory 2: up to $10,000 per yearTotal allocation for 2012 – $25,000_____________________________________________________________________________________14 Sept 2012 Student Clubs and Projects Grants Governance Manual Page 12 of 15

Merchandise GrantsMerchandise GrantAvailable for club promotion as well ascontributing to a sense of belonging.Merchandise Grants are only available to nonsport and recreational clubs. Sport andRecreational Clubs can apply for merchandisethrough the Sport & Recreation Grants categorybelow.Grants are for $5 per currentlyenrolled QUT student, capped at$500 per group.Total allocation for 2012 – $5,000Sports and Recreation GrantsSports and RecreationGrantAvailable to assist students involved incompetitive sport, social sport, and recreationalactivities.Total allocation for 2012 –$187,000Any grievances arising from the administration of this program is governed by E/9.2 Grievanceresolution procedures for student related grievances found in QUT’s Manual of Policy and Procedures -http://www.mopp.qut.edu.au/E/E_09_02.jspStudent Clubs and Projects Grants Committee1. Terms of Reference1.1. Assess applications for Student Clubs and Projects Grants in line with the approved andpublished eligibility and assessment criteria;1.2 Make decisions regarding the distribution of grants taking account of the funds available andthe selection process as described in the SCAP Grants Governance Manual;1.3 Make recommendations to the Registrar for the approval of funding distributions if avariation from the assessment criteria, funding limits or other processes, requirements orobligations as set out in the SCAP Grants Governance Manual, are sought by the Committee;1.4 Receive progress / completion reports from the Student Grants and Development Officeregarding student clubs or SPPT’s that have previously received funding from SCAP Grants;1.5 Provide reports on an annual basis (or more regularly if required) to the Registrar on theoperations of the Committee and the distribution of SCAP Grants funds and outcomes arisingfrom these distributions;1.6 Make recommendations to the Registrar for changes or improvements to the operation ofthe SCAP Grants or the SCAP Grants Committee._____________________________________________________________________________________14 Sept 2012 Student Clubs and Projects Grants Governance Manual Page 13 of 15

2. Committee MembershipDirector Student Support Services (Chair)Two Student Guild nomineesUndergraduate StudentPostgraduate StudentManager, Student Engagement TeamTwo Alumni or QUT staff membersCommittee Secretary (non-voting)Ex-Officio memberTo be elected from a ballot of all Student Guild ClubPresidents on an annual basisNominated by an Executive Dean on an annual basisNominated by an Executive Dean on an annual basisEx-Officio memberNominated by Registrar on an annual basisNominated by Chair2.1 The Committee shall be constituted on an annual basis and the Committee’s term of officewill be for the calendar year. All elections or nominations for positions must be made by 20January of the calendar year in which those members will serve. All student nominees mustbe currently enrolled students and be intending to be enrolled students over the fullcalendar year. One of the students nominated by an Executive Dean must be an internationalstudent.3. Disclosure of Interests3.1 Members must declare in advance any known interests which may have a potential conflictwith the business of, or their role on, the Committee by completing and lodging with theSecretary a Disclosure of Interests form. The Secretary shall maintain a Register of completedforms for reference and will present any completed forms to the Committee for itsinformation. Members are encouraged to seek advice from the Chair in determining whetherany particular interest should be disclosed.4. Procedures Related to Meetings4.1 Meetings will be held at least three times per year or more depending on the business of theCommittee.4.2 In consultation with the Chair, the Committee Secretary will be responsible for issuingnotices to members and invitees regarding the time, venue and agenda for the meeting.4.3 The Secretary shall be responsible for the taking of the Minutes of each meeting of theCommittee. The minutes will be circulated with the agenda for the next meeting. A postmeetingaction sheet shall be circulated within two days of the Committee meeting tomembers by email._____________________________________________________________________________________14 Sept 2012 Student Clubs and Projects Grants Governance Manual Page 14 of 15

4.4 The Committee is not properly convened and cannot transact business unless there is aquorum. The quorum for a Committee meeting is at least one-half of its currentmembership, or if one-half is not a whole number, the figure is rounded up to the next wholenumber.4.5 The conduct of Committee meetings is to be managed by the Chair, subject to theseprocedures. The Secretary is to be present for all formal deliberations of the Committee.4.6 The Chair may exercise his/her discretion and invite observers and/or advisers and/orprospective or current grant recipients to join Committee meetings for relevant agendaitems.4.7 Proxies are not permitted to attend Committee meetings. Substitutes for ex-officio positionsor the Alumnus/QUT staff member are allowed to attend and act at a Committee meeting.4.8 All Committee members are permitted to take part in assessing grant applications,applications to pay further instalments or other business of the Committee. Where votes aretaken on matters, all Committee members will be permitted a vote except for the CommitteeSecretary. In the event of a vote where a majority has not been achieved, the Chair will havethe deciding vote.4.9 The Chair of the Committee may exercise the powers of the Committee where a matter iseither of a routine nature or requires immediate action. The Chair may give any reasonabledirections for these purposes, but reports any executive action taken to the Registrar and tothe next meeting of the Committee.4.10 Where decisions by the Chair that occur outside of Committee meeting deliberations are notconsistent with the application procedures and assessment criteria, a recommendation mustfirst be approved by the Registrar. The Registrar has authority to approve SCAP Grantsfunding that is consistent with the overall intent of the SCAP Grants and subject to theavailability of funding within the SCAP Grants budget.4.11 Where a decision of the Committee is required before the next scheduled meeting, and theChair does not wish to take executive action, the Chair may authorise a flying minute. Aflying minute takes the usual form of a submission to the Committee, with arecommendation which members can vote for or against or abstain from. Members areasked to confirm their vote on a flying minute, in writing or online on a purpose builtwebsite, to the Secretary by a specified date. The number of responses, whether voting foror against the recommendation or abstaining from the vote, must meet the quorumprovisions in these procedures. A report on the outcome of a flying minute, indicating thenumber of votes for and against a recommendation, as well as the number of members whoabstained or did not respond, is provided to the next meeting for noting. Where therecommendation is approved, the text of the decision is included in a resolution in theminutes of the meeting at which the report on the outcome is noted._____________________________________________________________________________________14 Sept 2012 Student Clubs and Projects Grants Governance Manual Page 15 of 15