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Proposal Format Policy

(As Revised and approved by the Board of Directors March 4, 1997)

1.General Information

  • A. All proposals to be submitted to the Board of Directors (as well as to corporate committees) must be in the approved format.
  • B. All proposals are to be entered on the office computer and saved under the "PROPOSAL" subdirectory.
  • C. A printed copy of the proposal needs to be given to the Facilitator or placed in the "Board Packet" folder in front of the Business Office by 2 p.m. two days prior to the board meeting in order to be included on the agenda and in the board packets. In addition, the writer-sponsor of the proposal must attend the board meeting to present the proposal and answer any questions and participate in any discussion regarding the proposal. If the writer-sponsor is unable to attend the meeting, s/he may ask another member to be their representative. If a sponsor or representative is not present, the proposal will not be discussed.
  • D. Committee chairs may define their own requirements for proposals to be submitted to their committee.
  • E. Individual houses are not required to use this proposal policy for in-house issues: however, all proposals submitted from an individual house to the Board or a Corporate Committee must be submitted in this format.

2.Proposal Format: All proposal must follow this format:

  • A. At the top of the proposal, it should identify who the proposal is to, who the proposal is from, the date of the proposal, the requested time allocation for discussion of the proposal, and the title of the proposal.
  • B. Background: A brief summation of the background/history of the basic issue or problem.
  • C. Detailed Proposal: The proposal itself. Be sure to define the agent(s) of action (if there are any) to make sure something gets done, and use careful wording which conveys the exact meaning of your proposal. The detailed proposal should be the exact words that will be placed into the minutes, condensed upon, and written into policy.
  • D. Reasoning: Explain the basic reasoning behind the proposal. Why would it be beneficial to adopt such a proposal?
  • E. Cost to SCA: Exact amount of the expense or savings that will impact the current budget. Bids must be included for all projects that are over individual committee approval limits. You must also state where the money is to come from.
  • F. Additional Considerations: Should be thought provokers. You can:
    • Outline options to the proposal;
    • -OR- Outline major points of consideration while thinking about the issue;
    • -OR- Outline some pros and cons to your proposal;
    • -OR- Identify future ramifications/precedents that may be set by this proposal.
  • G. A brief example can be found in the appendix section of this manual.