Difference between revisions of "I.B. Committees"

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(Board overhaul of committee structure 12/12/13)
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:10. Cabinet shall rotate topics in order to reevaluate the long-range plan minimally on a three year basis, and suggest adjustments. Evaluation of the long-range plan shall occur in Fall 2003, 2006, 2009, 2012, and so forth. Cabinet should be able to link projects with the mission statement and evaluate the BSC’s fulfillment of the mission statement with the aid of the Executive Director.
 
:10. Cabinet shall rotate topics in order to reevaluate the long-range plan minimally on a three year basis, and suggest adjustments. Evaluation of the long-range plan shall occur in Fall 2003, 2006, 2009, 2012, and so forth. Cabinet should be able to link projects with the mission statement and evaluate the BSC’s fulfillment of the mission statement with the aid of the Executive Director.
  
==I.B.2. HUMAN RESOURCES COMMITTEE (HRCom)==
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==I.B.2. INTERNAL AFFAIRS COMMITTEE (IACom)==
'''General description:'''
 
  
Human Resources Committee shall be a standing committee of the Board of Directors. HRCom is responsible for creating,
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'''General Description:'''
evaluating and modifying the policies and procedures that govern the selection, compensation, and discipline of BSC
 
professional staff, regular employee positions, part-time employee positions, room and board positions, central level workshift
 
positions. HRCom is also responsible for the creation, alteration, and elimination of all student and staff positions, and fulfills
 
all responsibilities implied by the Injury and Illness Prevention Plan. HRCom shall fulfill all responsibilities attributed in the
 
Employee Association Contract to “Personnel and Operations Committee” or “Personnel Committee.”
 
  
'''Committee composition:'''
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The Committee is a standing committee of the Board of Directors. The Internal Affairs Committee is responsible for evaluating and modifying the policies and procedures pertaining to all BSC professional, member, and workshift staff, as well as BSC program operations at the central and house levels. At the discretion of the Cabinet and with the approval of the Board of Directors, the Internal Affairs Committee has final decision-making authority over issues including, but not limited to, personnel policies, the Injury and Illness Prevention Plan, house-level IT service, habitability, etc. IACom is the body that hears proposed alterations to the member appeals processes, the member contract, workshift rules, housing assignment rules, and other issues pertaining to the member contract and Administrative Code before discussion at the Board of Directors. IACom shall fulfill all responsibilities attributed to HRCom and OpCom in all BSC policies and external agreements, and assure legal compliance with all laws applicable to the committee’s charge.
  
The VPIA is the chair of HRCom. The Employee Association may seat one voting member on the committee. No Central
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'''Composition:'''
Level Member, Regular, or Temporary Employee, with the exception of the Employee Association member, the CODA, and
 
Room and Board Employees, may be seated as a member of HRCom. HRCom must have 3-5 Board reps. The voting
 
members of HRCom may elect to seat a member of the Alumni Board as a non-voting member of HRCom.
 
  
'''Committee responsibilities:'''
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The VPIA is the chair of IACom, who may vote as a tiebreaker. IACom is comprised of four Representatives of the Board of Directors. The Employee Association may seat one voting member on the committee. IACom is staffed by the Operations Manager, and the Executive Director as needed. The voting members of IACom may elect to seat a member of the Alumni Board as a nonvoting member of IACom, as well as a voting Member-at-large as described in section I.B.23 of the Policy Directory.
  
:1. Fulfill all HRCom responsibilities specified in the EA Contract, Personnel Code, Policy Directory, By-laws, and any other BSC policy.
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'''Additional Responsibilities:'''
:2. Regularly regular review organizational structure, reporting relationships, and job descriptions.
 
:3. Ensure that the BSC has policies and procedures necessary for effective HR practices, which comply the law and promote a healthy work environment.
 
:4. Review annually in the Fall semester BSC salary structure and benefits packages for internal consistency and external comparability, and produce a report to the Board containing recommendations as needed.
 
:5. As workload permits, consider, review, revise and, when appropriate, submit to Board proposals that have been referred to HRCom.
 
:6. Taking into account the BSC’s long range plan, evaluate the goals and work of HRCom and adjust the committee’s priorities as appropriate.
 
:7. Reflect each semester on the goals and the work of HRCom, modifying its mission where appropriate.
 
:8. Fulfill responsibilities of the Safety Committee specified in the Injury and Illness Prevention Program (Policy Director section V.H.)
 
:9. HRCom shall serve as a “safety committee” for the BSC as outlined by Cal/OSHA and meet all requirements for such a committee as set forth by Cal/OSHA.
 
  
'''Committee member responsibilities''':
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:1. Occasionally review the competitiveness of BSC wages and report the findings of such reviews to the Board of Directors
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:2. As a standing committee of the Board, IACom is expected to undertake periodic reviews of core components of areas under their jurisdiction, and to evaluate the effectiveness, efficiency, and responsiveness of programs as necessary.
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::a. Review the results of the annual metrics and survey
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::b. Review central level food, maintenance, and supplies operations, including the goods and service review as needed
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:3. Propose to the Cabinet areas for work as needed and respond to the requests of the Board of Directors
  
:1. Participate actively in directing the work of the Committee, very strongly taking into consideration the outgoing recommendations from the previous semester’s HRCom.
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==I.B.3. CAPITAL AND FINANCE COMMITTEE (CFCom)==
:2. Attend all HRCom meetings, and make an effort to send an informed substitute when you cannot attend.
 
:3. Take responsibility for being a vital conduit between the BoD and BSC employees – student and otherwise.
 
:4. Read the EA Contract, the Personnel Code, By-laws, Policy Directory, and Administrative Code.
 
:5. Be prepared for each Committee meeting by reading all disseminated materials and holding the Chair accountable for preparing adequately the committee to make sufficiently informed decisions.
 
:6. Participate actively in each Committee meeting
 
:7. Fulfill responsibilities delegated to member by the committee.
 
  
''[Board Approved 5/29/2010;]''
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'''General Description:'''  
  
==I.B.3. OPERATIONS COMMITTEE (OpCom)==
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The Capital and Finance Committee is a standing committee of the Board of Directors. The Capital and Finance Committee is responsible for evaluating and modifying the policies and procedures pertaining to all BSC finances and is responsible for protecting, investing in and expanding the assets of the organization in order to contribute to the organization’s long-term sustainability. This includes the preparation of the annual budget, recommending contributions to the BSC’s strategic reserves, assuring compliance with law pertaining to financial regulations and property maintenance, and report regularly to the Board of Directors. At the discretion of the Cabinet and with the approval of the Board of Directors, the Capital and Finance Committee has final decision-making authority over issues and policies including, but not limited to, approval of the annual audit, approval of the completed BSC tax return, capital improvement and maintenance, the terms and conditions of property leased by the BSC to third parties, the terms and conditions of leased co-ops, and the organization’s property and liability insurance.
  
'''General description:'''
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'''Composition:'''
  
Operations Committee shall be a standing committee of the Board of Directors. OpCom is responsible for evaluating and
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The VPCF is the chair of CFCom, who may vote as a tiebreaker. CFCom is comprised of four Representatives of the Board of Directors. CFCom is staffed by the Finance Manager, and the Executive Director as needed. The voting members of CFCom may elect to seat a member of the Alumni Board as a nonvoting member of CFCom, as well as a voting Member-at-large as described in section I.B.23 of the Policy Directory.
modifying as necessary the policies governing BSC program operations, including but not limited to food service, maintenance
 
service, and a wide range of services directly affecting the member’s housing experience, such as managerial support, managerial
 
accountability, house management structure, house-level IT service, member appeals processes, the member contract, house
 
rules, conduct rules, workshift rules, disability rules, housing assignment rules, mediation / conflict resolution services, houselevel
 
safety, habitability and emergency services, etc. The VPOp chairs OpCom. OpCom shall have 5 Board reps. The voting
 
members of OpCom may elect to seat a member of the Alumni Board as a non-voting member of OpCom.
 
  
'''Committee responsibilities:'''
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'''Additional Responsibilities:'''
  
:1. Ensure that policies within the jurisdiction of OpCom are consistent with the BSC’s charitable purpose, non-profit status, and legal responsibilities.
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:1. Conduct Insurance Review in the Fall semester, including property and liability insurance to ensure that prudent decisions are made to protect the organization from loss due to insurable risks
:2. Review the member contract and administrative code for internal consistency, clarity, and congruence with non-profit and housing law.
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:2. Conduct a review of the BSC’s bond compliance in the Fall semester, for the duration of the bonds
:3. Evaluate the effectiveness, efficiency, and responsiveness of program delivery operations, and utilize the information produced through such processes of evaluation to formulate possible changes in policy. For example:
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:3. Monitor the implementation of laws affecting BSC financial policy
::a. Establish performance measures for delivery on maintenance, housing, and food services.
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:4. Produce recommendations for Board, of matters relevant to the financial health and stability of the BSC
::b. Conduct research, both internally and outside the BSC for comparison.
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:5. Oversee the development and implementation of long-term capital improvement plans to properly maintain all properties, increase disabled access, improve seismic safety, and enhance energy efficiency
::c. Meet with department supervisors and other employees.
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:6. Propose to the Cabinet areas for work as needed and respond to the requests of the Board of Directors
::d. Seek feedback from appropriate unit-level officers and members.
 
::e. Solicit reports from the Operations Manager or other people with useful knowledge.
 
:4. As workload permits, consider, review, revise and, when appropriate, submit to Board proposals which have been referred to OpCom.
 
:5. Taking into account the BSC’s long range plan, evaluate the goals and work of OpCom and adjust the committee’s priorities as appropriate.
 
  
'''Committee member responsibilities:'''
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==I.B.4. MEMBER EXPERIENCE AND TRAINING COMMITTEE (METCom)==
  
:1. Participate actively in directing the work of the Committee, very strongly taking into consideration the outgoing recommendations from the previous semester’s OpCom.
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'''General description:'''
:2. Attend all OpCom meetings, and make an effort to send an informed substitute when you cannot attend.
 
:3. Be prepared for each Committee meeting.
 
:4. Participate actively in each Committee meeting.
 
:5. Fulfill responsibilities delegated to member by the committee.
 
  
''[Board Approved 5/29/2010;]''
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The Member Experience and Training Committee is a standing committee of the Board of Directors. METCom is responsible for evaluating and modifying as necessary BSC education and training programs for both members and house-level managers, and for programs that strengthen the cooperative values of the BSC’s membership. This includes evaluating the effectiveness, efficiency and responsiveness of programs adopted to train members and house-level managers, ensuring the transfer of relevant information as the membership turns over, and supporting membership participation in BSC governance. At the discretion of the Cabinet and with the approval of the Board of Directors, the Member Experience and Training Committee has final decision-making authority over issues and policies including, but not limited to, the content of BSC manager and member trainings and other programs that support member learning and member’s cooperative experience. METCom  is the body that hears proposed alterations to  disability rules, and emergency services, house rules, member conduct policies and procedures, mediation / conflict resolution services, and house level safety before discussion at the Board of Directors.
  
==I.B.4. FINANCIAL AFFAIRS COMMITTEE (FiCom)==
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'''Composition:'''
A. FiCom is the committee responsible for the following functions:
 
:1. Discussion and preliminary approval (prior to final Board approval) of expenditures or appropriations of BSC funds that have not already been approved for that fiscal year’s budget.
 
:2. Reviewing the status of and any revisions to the fiscal year’s budget.
 
:3. Reviewing the audit and completed tax returns in the Fall semester.
 
:4. Conduct Insurance Review in the Fall semester
 
:5. Conduct a review of the BSC’s bond compliance in the Fall semester, for the duration of the bonds.
 
:6. Discussion and approval of budgetary item categories in the Spring, prior to final passage of budget at Board.
 
::a. The following categories of budgetary items will be reviewed & discussed at Spring committee meetings:
 
:::i. Non-controllable expenses
 
:::ii. Centralized expenses
 
:::iii. Decentralized expenses
 
::b. Reviewing of various discretionary budgets
 
:7. Determine and report fiscal impact of Committee and Board decisions.
 
:8. Review BSC investment policies and strategies annually.
 
:9. Monitor the implementation of laws affecting BSC financial policy.
 
:10. Produce recommendations for Board, of matters relevant to the financial health and stability of the BSC.
 
  
B. All supplemental expenditures from committee that are not from the budget line item go to FiCom before each board meeting for discussion of funding. The three alternatives are rent increases, reducing other line items, and no action (an off budget expenditure).
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The VPMET is the chair of METCom, who may vote as a tiebreaker. METCom is comprised of four Representatives of the Board of Directors. METCom is staffed by the [Cooperative Experience] Manager, and the Executive Director as needed. The voting members of METCom may elect to seat a member of the Alumni Board as a nonvoting member of METCom, as well as a voting Member-at-large as described in section I.B.23 of the Policy Directory.  
  
C. FiCom must have 5 Board reps. The voting members of FiCom may elect to seat a member of the Alumni Board as a nonvoting member of FiCom.
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'''Additional Responsibilities:'''
  
==I.B.5. AUDIT COMMITTEE (AuditCom)==
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:1. Process MET Grant applications as specified below
The Audit Committee will monitor the progress and completion of the BSC’s annual audits as well as investigate and strengthen BSC operations and internal controls. The Audit Committee will be comprised of at least three people such that members of the Finance Committee constitute less than one-half of the membership of the Audit Committee:
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:2. As a standing committee of the Board, METCom is expected to undertake periodic reviews of core components of areas under their jurisdiction, and to evaluate the effectiveness, efficiency, and responsiveness of programs as necessary such as:
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::a. Manager trainings
:1. A member of Board who is on FiCom,
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::b. New Member Orientation and house-level orientations
:2. A member of Board who is not on FiCom,
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:3. Fulfill any implied responsibilities for evaluating and approving Community Action Workshop proposals
:3. In the beginning of the fall semester, the VPFA will recruit members of the BSC Alumni Association or other experts with accounting or finance backgrounds to serve on the Audit Committee. These members must be approved by the Board of Directors and from these members the Board shall select a Chairperson.
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:4. Review applications for the annual NASCO Institute
:4. The Chair of the Audit Committee cannot be on FiCom
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:5. Solicit participation in and select finalists for the annual BSC Cooperative Development Grant
:5. Members of FiCom must make up less than 50% of the Audit Committee
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:6. Propose to the Cabinet areas for work as needed and respond to the requests of the Board of Directors
:6. No members of the Audit Committee can receive compensation in excess of what Board members receive for service
 
:7. No members of the Audit Committee can have a material financial interest in an entity doing business with the BSC.
 
:8. At least every three years, the Audit Committee will select an independent auditor through a competitive bidding process. If the Audit Committee would like to continue with the same firm, the Board has the ability to extend the firm’s services for up to two more years.
 
  
==I.B.6. EDUCATION AND TRAINING COMMITTEE (ETCom)==
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'''Process for METCom Grant Vetting:'''
'''General description:'''
 
  
Education and Training Committee shall be the standing committee of the Board of Directors. ETCom is responsible for
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:1. The Member Experience and Training Committee is empowered to award grants to BSC members who submit proposals in line with the “mission” of the grants program, as defined below:
evaluating and modifying as necessary BSC education and training programs, defined broadly. The [[I.A.7. Vice President of Education & Training (VPET)|VPET]] chairs ETCom.
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::a. “The mission of METCom grants is to provide resources to promote the sharing of knowledge that will enrich the BSC community.
ETCom must have 3-5 Board reps. The voting members of ETCom may elect to seat a member of the Alumni Board as a nonvoting
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:2. Applications should be submitted to either the VP of Member Experience and Training or the METCom Administrative Assistant.
member of ETCom.
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:3. Funds will be drawn from the METCom Grants budget.
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:4. METCom may approve grants of up to $250 without Cabinet or Board Approval. Requests of greater than $250 but less than $1,000 require Cabinet approval. Requests of greater than $1,000 require Board approval.
 +
:5. Funds may be used to reimburse members for supplies, labor, venue/speaker fees, and any other expenses related to the event.
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:6. To be reimbursed, members must submit all receipts along with a completed event evaluation form within ten (10) business days of conclusion of the event.
 +
:7. The Member Resources Supervisor will verify with the METCom Administrative Assistant the final amount to be reimbursed.
  
'''Committee responsibilities:'''
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==I.B.5. TASK FORCES==
  
:1. Ensure regular review of all policies, plans and programs in the areas of student staff training, house officer training, Board member training, student leadership training, and member education, evaluating their effectiveness, efficiency and responsiveness.
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'''General Description:'''
:2. Ensure that member education and training programs are established, reviewed and revised where appropriate.
 
:3. Ensure that BSC education and training programs address the challenges posed by high turnover in student staff, student leadership, the Board of Directors, House Management
 
:4. Ensure that BSC education and training programs address member involvement in BSC governance
 
:5. Ensure that BSC education and training programs are responsive to challenges observed in house-level governance
 
:6. Ensure that BSC education and training programs adequately address identified needs in member relations, such as sexual harassment, cooperative conduct, assault,
 
:7. Ensure that BSC education and training programs adequately communicate the member resources and other support services available the membership
 
:8. Ensure that BSC education and training programs adequately communicate the rules of the BSC, which govern relations between members, houses, and the central level.
 
:9. Ensure that events such as General Membership Meetings and New Member Orientations, which have a strong educational component, have defined curricula that support the organization’s mission
 
:10. As workload permits, consider, review, revise and, when appropriate, submit to Board proposals that have been referred to ETCom.
 
:11. Taking into account the BSC’s long range plan, evaluate the goals and work of ETCom and adjust the committee’s priorities as appropriate
 
:12. Process ET Grant applications.
 
:13. Regularly review and revise the ET Grant Application.
 
:14. Fulfill any implied responsibilities for evaluating and approving Community Action Workshop proposals.
 
  
'''Committee member responsibilities''':
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Each year in the Spring, the Board of Directors will identify one or two projects for work the following academic year. This/these projects will be assigned a Task Force to be overseen by the cabinet at the direction of the Board of Directors. Once a Task Force’s need is identified, the board will adopt a specific charter for the task force including:  
  
:1. Participate actively in directing the work of the Committee, very strongly taking into consideration the outgoing recommendations from the previous semester’s ETCom.
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:1) who will participate in the task force,
:2. Attend all ETCom meetings, and make an effort to send an informed substitute when you cannot attend.
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:2) the start date of the Task Force,
:3. Be prepared for each Committee meeting.
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:3) a midway review point (if applicable to the scale of the project),
:4. Participate actively in each Committee meeting.
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:4) a termination date of the task force’s charter, and
:5. Fulfill responsibilities delegated to member by the committee
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:5) the body to which the Task Force will report its work.
  
==I.B.7. EXTERNAL AFFAIRS COMMITTEE==
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The Board may delegate this responsibility as desired. The Task Force Chair, or member charged with overseeing the Task Force’s work as established by the Task Force charter, is responsible for providing frequent updates to both Board and Cabinet on their progress and for providing detailed recommendations as to the project's next step upon the completion of the charter or the end of their term as its Chair.
  
The chief responsibilities of the External Affairs committee are to, under the direction of the Vice President of External Affairs,
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The Board may create no more than two Board-level Task Forces at any given time. The Board or its delegates can designate reasonable compensation considering the expected workload for the Task Force Coordinator.
address recruitment, public and community relations, development and fundraising campaigns, philanthropy/community
 
service campaigns, and ensure positive relations with the University, City and neighbors. This committee shall work closely with
 
the Executive Director, Development Director, Alumni Coordinator, Communications Coordinator, CODA, and the
 
Recruitment Coordinator in fulfilling these goals. EACom must have 3-5 Board reps. The voting members of EACom may
 
elect to seat a member of the Alumni Board as a non-voting member of EACom.
 
  
'''Committee Member Responsibilities''':
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'''Composition:'''  
  
:1. Attend all meetings of the External Affairs Committee, which are to occur every week that full Board is not in session.
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At the first board meeting of the semester the President will present to the Board the candidates appointed to serve on Task Force[s] adopted by the Board the previous spring. The Board may approve the list as a whole, amend the list, or reject it. Additionally, representatives of the Board of Directors not currently assigned to a Board standing committee will be appointed to the Task Force[s]. Each person seated on a Task Force is considered a voting member.
:2. Take responsibility for being a representative of the BSC to the outside world; educate yourself about the history of the organization, and respect the public relations protocol established by the VPEA and Communications Coordinator.
 
:3. Under the direction of the VPEA, make proactive, positive efforts to engage the press, city officials, university officials, students and student associations, BSC neighbors, and community as necessary. Consider not only what these bodies can do for the BSC but also how the BSC can/does serve these bodies.
 
:4. Review/improve the media interface between the BSC and the outside world: (e.g. through BSC tabling brochures, BSC websites, Facebook, the Daily Cal)
 
:5. Commit to helping work at the major External Affairs-related events during the semester, be they related to community service, minority recruitment or fundraising.
 
:6. Assist BSC recruitment efforts in reaching historically marginalized groups.
 
:7. Develop and execute marketing and member recruitment strategies, including but not limited to: outreach to community colleges and other local institutions of higher education, designing and purchasing effective advertising, working to develop ties with the recruitment and retention centers at the University of California, improving our tabling efforts, attracting boarders, recruit students from a wide array of backgrounds in order to increase diversity, and coordinating our public and neighbor relations.
 
:8. Attend University, City, and other outside agency meetings as directed.
 
  
==I.B.8. CAPITAL AFFAIRS COMMITTEE (CACom)==
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==I.B.6. AUDIT COMMITTEE (AuditCom)==
'''General description:'''
 
  
The Capital Affairs Committee shall be a standing committee of the Board of Directors. CACom is responsible for protecting,
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The Audit Committee will monitor the progress and completion of the BSC’s annual audits as well as investigate and strengthen BSC operations and internal controls. The Audit Committee will be comprised of at least three people such that members of the Finance Committee constitute less than one-half of the membership of the Audit Committee:
investing in and expanding the assets of the organization in order to contribute to the organization’s long-term sustainability.
 
CACom shall be chaired by the Vice President of Capital Affairs and staffed by the Executive Director and the Maintenance
 
Supervisor, each of whom shall be a non-voting member of the Committee. The Maintenance Supervisor shall attend as
 
required by the work of the Committee. CACom must have 3-5 Board reps. The voting members of CACom may elect to seat
 
a member of the Alumni Board as a non-voting member of CACom.
 
  
'''Committee responsibilities:'''
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:1. A member of Board who is on CFCom,
 +
:2. A member of Board who is not on CFCom,
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:3. In the beginning of the fall semester, the VPFA will recruit members of the BSC Alumni Association or other experts with accounting or finance backgrounds to serve on the Audit Committee. These members must be approved by the Board of Directors and from these members the Board shall select a Chairperson.
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:4. The Chair of the Audit Committee cannot be on CFCom
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:5. Members of CFCom must make up less than 50% of the Audit Committee
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:6. No members of the Audit Committee can receive compensation in excess of what Board members receive for service
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:7. No members of the Audit Committee can have a material financial interest in an entity doing business with the BSC.
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:8. At least every three years, the Audit Committee will select an independent auditor through a competitive bidding process. If the Audit Committee would like to continue with the same firm, the Board has the ability to extend the firm’s services for up to two more years.
  
:1. Assess the adequacy of the organization’s capital reserves and operating reserves and make recommendations to the Finance Committee for budgeting annual contributions to reserves, consistent with the organization’s long-term capital needs.
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==I.B.7. ADMINISTRATIVE COMMITTEE (AdCom)==
:2. Oversee the development and implementation of long-term capital improvement plans for existing properties to increase disabled access, improve seismic safety, and enhance energy efficiency.
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See AdCode Section XVIII
:3. Assess the organization’s property and liability insurance and ensure that prudent decisions are made to protect the organization from loss due to insurable risks.
 
:4. Assess the terms and conditions of leased co-ops and ensure that the BSC makes timely plans for renewal or replacement of leased properties.
 
:5. Assess the terms and conditions of property leased by the BSC to third parties to insure that the BSC’s long-term financial and property interests are furthered.
 
:6. Assess the terms and conditions of loans made by the BSC to third parties for co-op development and make recommendations to the Board of Directors about requests for new loans, loan renewals, or loan modifications.
 
:7. Assess the organization’s need and ability, from time to time, to incur long-term debt for capital improvements and make recommendations to the Board of Directors about the feasibility and benefits of incurring additional debt.
 
:8. Insure that major capital projects are competitively bid and make recommendations to the Board of Directors to aid it in selecting the contractor with the lowest responsible bid.
 
:9. Develop a long-term plan for expansion of the BSC and pursue, investigate and make recommendations to the Board of Directors about specific development opportunities that would contribute to the expansion plan.
 
:10. Monitor the BAPS projects as they are investigated by MaintCom and make recommendations to MaintCom to prioritize certain properties or certain kinds of improvements based on identified areas of underinvestment.
 
:11. As workload permits, consider, review, revise and, when appropriate, submit to Board proposals which have been referred to CACom.
 
:12. Taking into account the BSC’s long range plan, evaluate the goals and work of CACom and adjust the committee’s priorities as appropriate
 
 
 
'''Committee member responsibilities''':
 
 
 
:1. Participate actively in directing the work of the Committee, very strongly taking into consideration the outgoing recommendations from the previous semester’s CACom.
 
:2. Attend all CACom meetings, and make an effort to send an informed substitute when you cannot attend.
 
:3. Be prepared for each Committee meeting.
 
:4. Participate actively in each Committee meeting.
 
:5. Fulfill responsibilities delegated to member by the committee.
 
 
 
''[Board Approved 5/29/2010;]''
 
  
==[[Section XVIII: Appeals|I.B.9. ADMINISTRATIVE COMMITTEE (AdCom)]]==
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==I.B.8. CONDUCT COMMITTEE (ConCom)==
See AdCode Section XVIII
 
==[[Section XXIV: Conduct Committee (Approved 5/6/2010)|I.B.10. CONDUCT COMMITTEE (ConCom)]]==
 
 
See AdCode Section XXVI
 
See AdCode Section XXVI
  
==I.B.11. MAINTENANCE COMMITTEE (MaintCom)==
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==I.B.9. INVESTMENT MANAGEMENT COMMITTEE (IMCom)==
MaintCom deals with issues and policies regarding the physical plant and maintenance on the BSC properties. MaintCom is
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See Policy Directory IV.K
chaired by the VPCA and is comprised of the Maintenance Managers elected from each unit.
 
  
:1. MaintCom shall be a standing committee of the Board of Directors.
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==I.B.10. MEMBERS-AT-LARGE ON STANDING COMMITTEES==
:2. MaintCom shall be composed of unit Maintenance Managers. The VPCA shall Chair MaintCom. The Maintenance Supervisor must attend all meetings of MaintCom.
 
:3. MaintCom shall discuss and propose policies regarding all physical plant and maintenance issues in the BSC, including but not limited to: long term physical plant planning, the operations of Central Maintenance and the house level maintenance programs, energy efficiency improvement projects, and preventative maintenance and capital improvements.
 
:4. Houses shall be fined $15 for each meeting missed by house’s maintenance manager
 
:5. MaintCom shall only convene in the Fall and Spring.
 
  
==I.B.12. INFORMATION TECHNOLOGY COMMITTEE (ITCom)==
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:1. All three of the standing committees of Board (Internal Affairs, Capital & Finance, and Member Experience & Training) may have one voting member-at-large on the committee.
ITCom is a strategic resource that assists in organizational continuity, charged with ensuring that ordinary staff turnover will not create undue burdens on BSC or undue risks to its future ITCom is a standing committee charged with discussing the relationship of CO with the Co-ops and its members in terms of IT, a long term plan, the architecture for CO and house computers, student access and services, and staff and member email accounts. ITCom also reviews the BSCIT policies for minimum guidelines of unit-level IT infrastructure and manages the allocation of funds from the Centralized IT Budget to facilitate units upholding these guidelines. Additionally, ITCom oversees the Unit-Level IT Support Coordinator and any Network Manager Meetings. ITCom is not limited to only these issues; ITCom will address any IT related question or request as needed.
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:2. Each committee will select their member-at-large by majority vote. Selections must take place no later than the second Board meeting of the contract period. The committee may also vote not to have a member-at-large by majority vote.
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:3. Applications will be solicited from the membership with descriptions and applications written by the respective committee and sent out to the general membership. The members-at-large will be compensated at the workshift rate per hour of committee meeting. Compensation will be capped at 30 hours per contract period.
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:4. The term of a member-at-large will be one contract period.
  
'''Composition:'''
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==I.B.11. MEMBER HIRING COMMITTEE (HiCom)==
  
:1. ITCom shall be composed of the VPCA, Operations Manager, and Executive Director,
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'''General description:'''
:2. Accountant, Housing Supervisor, and three members-at-large.
 
:3. Each semester ITCom must select the at-large members who shall serve in the following semester.
 
  
'''Voting:'''
+
The Member Hiring Committee (HiCom) shall be a standing committee of BSC members. HiCom shall act as the hiring body for BSC member positions. HiCom is responsible for evaluating, interviewing, and hiring qualified applicants for BSC member positions.
 +
'''
 +
Committee composition:'''
  
:1. The Executive Director may vote.
+
The Member Hiring Committee shall consist of the HiCom Chair, the Direct Supervisor of the position being hired, and whoever has attended a BSC Hiring Committee training session. Additionally the Fair Employment Practices Administrator shall sit in on all committee meetings as a nonvoting member. No Central Level Member, Regular, Part-Time or Temporary Employee, with the exception of Workshift Employees, may serve on the Member Hiring Committee.
:2. The members at-large and VPCA may vote.
 
:3. The remaining members are there to provide feedback and may not vote.
 
  
'''Regular Meetings:'''
+
:1. Quorum for all hiring shall be three voting members, not including the Chair and the Direct Supervisor.
 +
:2. Committee decisions shall be made by majority vote.
  
:1. ITCom will meet on a regular board committee schedule.
+
'''Committee responsibilities:'''
:2. Members at-large shall be compensated at workshift rate for the hours spent in ITCom meetings, not to exceed 36 hours each semester.
 
  
''[Board Approved 5/7/2009]''
+
:1. Hire a new HiCom Chair when the position is vacated.
 +
:2. Evaluate, interview and hire qualified applicants for all BSC member positions.
 +
:3. Convene at least half an hour before interviews to familiarize themselves with:
 +
::(a) the job description,
 +
::(b) questions to be asked of interviewees,
 +
::(c) interviewees’ applications, and
 +
::(d) evaluation criteria
  
==I.B.13. GOVERNANCE COMMITTEE==
+
'''Committee member responsibilities:'''
  
'''General Description''':
+
:1. Members must disclose all conflicts of interest to the chair before interviews begin.
 +
:2. Members must not discuss interviews and/or deliberations outside that specific hiring.
 +
:3. Members must make all attempts to be consistent and impartial throughout the hiring process.
 +
:4. Members must be professional during interviews and deliberations.
  
Governance committee shall be a standing committee activated on a semesterly basis by the Board of Directors to address
+
==I.B.12. PERSONAL APPEALS COMMITTEE==
perceived problems with Board governance. The Board may by a simple majority vote activate the Governance Committee for
 
any number of semesters. The issues to be addressed by the committee must be stated in the motion to activate the committee.
 
  
'''Composition''':
+
'''General Description:'''
  
The composition of Governance Committee shall be as stated in the motion to activate the committee, and may include
+
The Personnel Appeals Committee shall be a committee of the Board of Directors. The Personnel Appeals Committee shall be the hearing body for the following types of grievances and appeals:
Directors, alumni, staff, or executives. The committee shall appoint its own Chair, who shall be supervised by the VPIA.
 
 
 
''[Board Approved 5/29/2010; 12/10/2009]''
 
 
 
==I.B.14 PERSONNEL APPEALS COMMITTEE==
 
  
'''General Description''':
+
:1. all grievances from any employee (excluding student executives) concerning rates of pay, classification of positions, hours of work, and other conditions of employment (Section VII of the Personnel Code; Section 22 of the Employee Association contract);
 +
:2. appeals of discipline and dismissal decisions for member employees (Section VII of the Personnel Code); and
 +
:3. appeals of house-level VOC results (Section III.A.4 of the Policy Manual).
  
The Personnel Appeals Committee shall be a committee of the Board of Directors. The Personnel Appeals Committee shall be the hearing body for the following types of grievances and appeals:
 
:a. all grievances from any employee (excluding student executives) concerning rates of pay, classification of positions, hours of work, and other conditions of employment (Section VII of the Personnel Code; Section 22 of the Employee Association contract);
 
:b. appeals of discipline and dismissal decisions for member employees (Section VII of the Personnel Code); and
 
:c. appeals of house-level VOC results (Section III.A.4 of the Policy Manual).
 
 
In the case of appeals (b. and c. above), the employee shall have 10 working days following receipt of the decision to submit an appeal to the President.
 
In the case of appeals (b. and c. above), the employee shall have 10 working days following receipt of the decision to submit an appeal to the President.
  
Line 293: Line 193:
  
 
The VPIA is the chair of Personnel Appeals Committee. If the VPIA is unable to fulfill this role, the President shall act in his or her stead. Voting members of the committee will include the Chair, one member appointed by the Employee Association (EA), as well as 3 current members of the Board of Directors selected no later than the second board meeting of the semester, with up to 2 alternates to be chosen at the same time.
 
The VPIA is the chair of Personnel Appeals Committee. If the VPIA is unable to fulfill this role, the President shall act in his or her stead. Voting members of the committee will include the Chair, one member appointed by the Employee Association (EA), as well as 3 current members of the Board of Directors selected no later than the second board meeting of the semester, with up to 2 alternates to be chosen at the same time.
 +
Committee responsibilities:
  
'''Committee responsibilities:'''
 
 
:1. Convene as needed to address employee grievances and appeals as required by the President and Vice President of Internal Affairs.
 
:1. Convene as needed to address employee grievances and appeals as required by the President and Vice President of Internal Affairs.
 
::a. Personnel Appeals Committee shall meet in closed session. Testimony shall be confidential, but the following people shall have the right to be present during the giving of testimony and respond to the testimony given: the employee bringing forward the grievance or appeal, the Direct Supervisor and the Executive Director.
 
::a. Personnel Appeals Committee shall meet in closed session. Testimony shall be confidential, but the following people shall have the right to be present during the giving of testimony and respond to the testimony given: the employee bringing forward the grievance or appeal, the Direct Supervisor and the Executive Director.
Line 301: Line 201:
  
 
'''Committee member responsibilities:'''
 
'''Committee member responsibilities:'''
1. Ensure confidentiality in all matters discussed throughout committee proceeding.
 
2. Be available as needed for deliberations.
 
3. If unable to meet the specific requirements outlined above, contact the next available alternate from the board approved list and inform them of their need to serve on Personnel Appeals.
 
 
''[Updated 04/25/13, 04/12/12]''
 
 
==I.B.15 ADVISORY COMMITTEE==
 
The Advisory Committee is a committee of seven former Directors and Executives that exists to provide the Board with
 
feedback and suggestions at regular intervals, and to retain continuity.
 
 
'''Composition of the committee'''
 
 
:1. The Advisory Committee must be composed of past members of the BSC Board and/or Cabinet.
 
:2. Board may elect a person to serve on the Advisory Committee whenever doing so would not cause the Committee to exceed 7 members.
 
:3. Each Spring the Board must elect at least one new representative to the Committee. It may not elect more than one new representative if doing so would cause the Committee in the Fall to exceed 7 members.
 
:4. A Committee member may not serve on the committee for more than 6 years.
 
:5. Current BSC Board or Cabinet members may not serve on the Advisory Committee.
 
:6. The Advisory Committee must appoint as Chair one member of the Committee.
 
:7. The Advisory Committee may nominate an Advisory Committee member for removal from the Committee for performance that either hinders the work of the Committee or does not satisfactorily contribute to the work of the Committee, such as poor attendance or slow response to committee communications. Board, at its option, may then remove the member.
 
:8. A Committee member may nominate himself/herself for removal from the Committee, and may then by a majority vote of the Committee be removed.
 
 
'''Work of the committee'''
 
:1. The BSC President must at the semester’s outset supply BSC Board Members with contact information for the members of the committee so that Board Members can easily contact committee members for advice.
 
:2. The committee must meet once in the middle of the Fall contract period and once in the middle of the Spring contract period. The Chair must notify the BSC President and all committee members no less than 2 weeks prior to any meeting of the Committee.
 
:3. Prior to the second meeting of the BSC Board, the BSC President must write up a summary of the BSC Board’s goals, projects and actions during that contract period emphasizing any areas in which the Board would like external input.
 
:4. When the BSC President identifies issues on which Committee advice would likely be useful, the BSC President must submit to the Chair a request for advice.
 
:5. Advisory Committee members must submit to the Chair written responses to the summary and any other requests for advice.
 
:6. The Chair must compile responses and submit them, along with a summary of their contents, to the BSC President.
 
:7. The BSC President must include the Advisory Committee’s statement in the next Board Packet.
 
 
''[Updated 09/20/12]''
 
 
==I.B.16. INVESTMENT MANAGEMENT COMMITTEE==
 
'''Mission Statement'''
 
 
The BSC Investment Management Committee (IMC) will assist the BSC Board of Directors, including its Financial Affairs Committee, in fulfilling its oversight responsibility for the investment of BSC assets.  The IMC is responsible for monitoring the BSC’s investments for compliance with BSC investment policies.
 
 
'''Organization'''
 
:1. The Investment Management Committee shall consist of:
 
::a. The Executive Director
 
::b. The Vice President of Financial Affairs
 
::c. A Board Representative who sits on the Financial Affairs Committee
 
::d. A Board Representative or Cabinet Member approved by the Board
 
::e. The Accountant or other professional staff member as determined by the Executive Director
 
::f. Up to five Advisors recommended by the Executive Director and approved by the Financial Affairs Committee who are neither employed by the BSC nor a current member of the BSC. Advisors serve at the pleasure of the IMC and Board of Directors.
 
:2. The Chair of the IMC shall be the Executive Director.  The IMC may elect an alternative chair by majority vote.
 
:3. The IMC shall meet once in the Fall semester and once in the Spring semester.
 
:4. Either the Executive Director or any four members of the IMC may call a special meeting of the IMC.
 
:5. A majority of the IMC shall constitute a quorum for the transaction of business at any meeting thereof, and the act of a majority of the members of the IMC present at any meeting at which a quorum is present shall be the act of the IMC.
 
:6. Representatives of the custodian of BSC funds may attend meetings at the pleasure of the IMC, but shall not have voting rights.
 
 
'''Roles and Responsibilities'''
 
:1. Disclose any affiliations with a proposed investment, fund, or manager by a IMC member.
 
:2. Provide high level of input on investment strategy to Chair.
 
:3. Oversee investment of the funds of the BSC, monitor the risk and potential reward of specific investments and consider new investments.
 
:4. Recommend whether the BSC should retain a professional investment advisor, subject to approval by the Board of Directors and Finance Committee.  If a professional investment advisor is retained, the IMC shall evaluate performance.
 
:5. Evaluate investment performance based on a comparison of actual returns with the BSC’s return objective and other appropriate benchmarks.
 
:6. Prepare instructions for the custodian of BSC accounts.
 
:7. Periodically review and assess the adequacy of this charter and recommend any changes to the Board of Directors.
 
:8. Attend to such other matters as the Board of Directors, Financial Affairs Committee or Chair may from time to time determine.
 
:9. Maintain minutes of IMC meetings and report regularly to the Financial Affairs Committee.
 
 
'''Investment Policy'''
 
 
The purpose of this Investment Policy is to support the mission of the BSC by providing guidelines for the BSC, its Board of Directors, and IMC to effectively invest the BSC’s non-real property assets.
 
 
:1. The objective of the BSC’s investment strategy is to maximize returns within prudent levels of risk.
 
:2. The BSC shall take into account the cost of the investment transaction (including any professional fees) in evaluating investment returns.
 
:3. In general, investments shall be made so as to minimize the risk of large losses from a single cause, unless under the circumstances it is not prudent to do so.
 
:4. The investments for each investment fund account shall be selected with the care, skill, and diligence under the circumstances then prevailing that a prudent person acting in like capacity and familiar with such matters would use with respect to an investment fund with similar aims and constraints.
 
 
==I.B.17. Barrington Hall Feasibility Committee==
 
BHFC is an independent committee that will perform all aspects of 2315 Dwight Way due diligence, with the goal of helping board come to a decision concerning the property’s most optimal use before the lease with Victoria Associates expires. This committee will report directly to the BSC Board of Directors. Money to compensate members at large will come primarily from unspent summer hiring money, with the balance coming from the board discretionary fund. The committee will expire at the end of spring 2012. It will be evaluated by its members during spring 2012 (before spring budgeting) to determine whether it should continue into the next year.
 
 
'''Composition'''
 
:1. Three Board representatives from committees selected by cabinet.
 
:2. One member at large (compensated 12.60 an hour for 5 hours a week for 15 weeks)
 
:3. Executive Director
 
:4. Head of Central Maintenance
 
 
  
'''Voting'''
+
:1. Ensure confidentiality in all matters discussed throughout committee proceeding.
:1. The individuals stated above as composing the committee may vote.  Quorum is 4 members.
+
:2. Be available as needed for deliberations.
 +
:3. If unable to meet the specific requirements outlined above, contact the next available alternate from the board approved list and inform them of their need to serve on Personnel Appeals.
  
'''Regular Meetings'''
+
==I.B.13. ASSIGNING MEMBERS TO AND VOTING ON COMMITTEES==
:1. The committee will meet on a regular board committee schedule.
 
:2. The committee will select the chair from among its members.  The responsibilities of the chair will include setting the meeting agendas in consultation with the Executive Director and Head of Central Maintenance and supporting the work of the other committee members.
 
  
The member at-large shall be compensated at the workshift rate for the hours spent supporting the work of the committee, not to exceed 75 hours each semester.
+
'''General Committee Guidelines:'''
  
''[Board approved 10/13/2011, Spring 2011]]''
+
:1. Every effort will be made to assure representation of the apartment units Rochdale, Fenwick and Northside Coop in all Board activities, committees and Task Forces. Similarly, every effort will be made to assure representation of units of different sizes (small, medium and large).
 +
:2. The voting body of a committee shall consist solely of the Board Representatives assigned to that committee and the appointed Committee Member(s)-At-Large, unless otherwise stipulated in the specific committee description.
 +
:3. There may be no more than one board representative per unit on a committee.
  
==I.B.18. CAPITAL CAMPAIGN COMMITTEE==
+
==I.B.14. FOOD REIMBURSEMENT AT OFFICIAL BSC MEETINGS==
The Capital Campaign Committee (CCC) is a strategic resource that will support the BSC’s seismic retrofit capital campaign by developing and implementing a fundraising plan to be carried out by current members of the BSC (as opposed to alumni). Responsibilities may also include providing support for alumni campaign efforts.  The CCC will report to the External Affairs Committee of the BSC Board of Directors.
 
  
'''Composition'''
 
:1. Vice President of External Affairs
 
:2. One board representative serving on the External Affairs Committee
 
:3. 3 members-at-large, whose applications are solicited from the entire membership, selected by the other members of the CCC
 
:4. Development Director
 
:5. At the discretion of the CCC, a fundraising consultant.
 
 
'''Voting'''
 
 
The individuals stated above as composing the committee may vote.
 
 
'''Regular Meetings'''
 
:1. The CCC will meet on a regular board committee schedule.
 
:2. The Chair of the CCC will be one of the student members of the CCC, and will be selected by the CCC.  The responsibilities of the chair will include setting the meeting agendas in consultation with the Development Director and supporting the work of the other CCC members.
 
:3. Members at-large shall be compensated at workshift rate for the hours spent supporting the work of the CCC, not to exceed 40 hours per member per semester.
 
 
 
This committee will automatically expire at the end of Spring 2012 unless board renews the committee.
 
 
''[Board approved 2011]''
 
 
 
==I.B.19. THE COOPERATIVE MOVEMENT PARTY STEERING COMMITTEE==
 
 
The Cooperative Movement Party Steering Committee (CMPSC) will guide BSC involvement during ASUC elections and support the election of candidates running on the Cooperative Movement Party ballot. This will implement a strategic partnership for the BSC in regards to Campus issues affecting the co-ops, while at the same time maintaining organizational autonomy from the University.
 
 
 
'''Composition:'''
 
:1. Vice President of External Affairs
 
:2. ASUC-BSC Liaison
 
:3. A maximum of two current or former Cooperative Movement Party ASUC Senators or Executives
 
:4. Two current BSC Members, selected by the External Affairs Committee from the membership at large, who will be compensated at the workshift rate for a maximum of 10 hours during the Spring semester and who may not be nominated to run for ASUC office on behalf of the Cooperative Movement Party during his or her term on the Steering Committee.
 
 
 
'''Regular Meetings:'''
 
The CMPSC will meet weekly beginning in early February and throughout the ASUC Candidate Filing Period, or until Board-approved nominations have been submitted to the ASUC.
 
 
 
'''Party Signatory:'''
 
The current Cooperative Movement Party ASUC representative must submit the annual Cooperative Movement party signatory documents to the ASUC.
 
 
 
'''Cooperative Movement Party Candidate Nomination Process:'''
 
The CMPSC will make a good faith effort to publicize the open nomination period for any current UC Berkeley registered student interested in running for the Cooperative Movement Party. Candidates can choose to run for an ASUC Senator and/or Executive position. The call for open nominations will begin no later than one (1) month before the ASUC Candidate Filling Period opens. Nominations will close on the third Sunday of February. The sample Cooperative Movement Party Candidate Application (Appendix A) is a basis for soliciting applicants for interviews. All nominations will be made in accordance with the most current ASUC By-Laws.
 
 
'''Candidate Interviews:'''
 
All applicants will be thoroughly reviewed and vetted by the CMPSC. Finalists will be invited to an interview by the CMPSC.  Interviews shall be held in time to nominate a final slate by March 1st.
 
 
'''Nomination of Candidates:'''
 
The selection of the final candidates (up to five) to run on the Cooperative Movement Party slate will be determined by the majority vote of the individuals on the Steering Committee. The CMPSC will present a final slate of up to five individuals, first to the External Affairs Committee and then to Board for final approval.
 
 
 
'''Funding for the Cooperative Movement Party:'''
 
After considering the funding recommendation of the Steering Committee, the External Affairs Committee will approve the release of no more than $500 each Spring for Cooperative Movement Party expenses and/or for all or part of the campaign expenses of individual Cooperative Movement Party candidates up to the maximum allowed for individual campaign expenses by the ASUC Senate.  Such funds shall be used solely for the purpose approved by the External Affairs Committee, and candidates shall be required to submit receipts for expenses that are eligible for reimbursement. This $500 annual funding for the Cooperative Movement Party shall be a line item in the External Affair budget if one exists, otherwise it shall be funded from the Board Discretionary Fund.
 
 
 
'''Post-Election Communications:'''
 
After the election of any Cooperative Movement Party candidate to an ASUC office, the individual shall meet with the Steering Committee to discuss how the individual will regularly communicate with the elected officers and the Board of Directors of the BSC on priorities in the ASUC Senate.  For example, communication will be furthered if the individual either holds a BSC elected office or commits to attend the BSC External Affairs Committee and the BSC Board of Directors from time to time.
 
 
 
'''[Board Approved 11/17/11]'''
 
 
 
==I.B.20. ET GRANTS==
 
 
:1. The Education and Training Committee (ETCom) is empowered to award grants to BSC members who submit proposals in line with the “mission” of the grants program, as defined below:
 
::a. “The mission of ETCom grants is to provide resources to promote the sharing of knowledge that will enrich the BSC community.”
 
 
:2. Applications should be submitted to either the VP of Education and Training or the ETCom Administrative Assistant.
 
 
:3. Funds will be drawn from the ETCom Grants budget.
 
 
:4. ETCom may approve grants of up to $250 without Cabinet or Board Approval. Requests of greater than $250 but less than $1,000 require Cabinet approval. Requests of greater than $1,000 require Board approval.
 
 
:5. Funds may be used to reimburse members for supplies, labor, venue/speaker fees, and any other expenses related to the event.
 
 
:6. To be reimbursed, members must submit all receipts along with a completed event evaluation form within ten (10) business days of conclusion of the event.
 
 
:7. The Member Resources Supervisor will verify with the ETCom Administrative Assistant the final amount to be reimbursed.
 
 
''[Board Approved 05/03/2012; 5/29/2010; 12/7/2006]''
 
 
==I.B.21. VOTING ON COMMITTEES==
 
:A.  General Committee Voting Guidelines
 
::1.  The voting body of a committee shall consist solely of the Board Representatives assigned to that committee and the appointed Committee Member(s)-At-Large, unless otherwise stipulated in the specific committee description.
 
::2.  There may be no more than one board representative per unit on a committee.
 
 
''[Board Approved 5/8/2008; Revised 06/14/2012; Revised 09/20/2012]''
 
 
==I.B.22. FOOD REIMBURSEMENT AT OFFICIAL BSC MEETINGS==
 
 
:1. The BSC President must approve the purchase of food for any official BSC meeting.
 
:1. The BSC President must approve the purchase of food for any official BSC meeting.
 
:2. Food can only be bought for participants of meetings that may go three hours or longer.
 
:2. Food can only be bought for participants of meetings that may go three hours or longer.
 
:3. An official BSC meeting is defined as Board, committees of board, special committees, and regular central level manager meetings such as Council of House Presidents. (Policy does not apply to trainings, orientations or events.)
 
:3. An official BSC meeting is defined as Board, committees of board, special committees, and regular central level manager meetings such as Council of House Presidents. (Policy does not apply to trainings, orientations or events.)
 
''[Board Approved 5/8/2008;]''
 
 
==I.B.23. MEMBERS-AT-LARGE ON STANDING COMMITTEES==
 
:1. All six of the standing committees of Board (Capital Affairs, External Affairs, Education & Training, Finance, Human Resources, and Operations) may have one voting member-at-large on the committee.
 
:2. Each committee will select their member-at-large by majority vote. Selections must take place no later than the second Board meeting of the contract period. The committee may also vote not to have a member-at-large by majority vote.
 
:3. Applications will be solicited from the membership with descriptions and applications written by the respective committee and sent out to the general membership. The members-at-large will be compensated at the workshift rate per hour of committee meeting. Compensation will be capped at 30 hours per contract period.
 
:4. The term of a member-at-large will be one contract period.
 
 
==I.B.24. MEMBER HIRING COMMITTEE==
 
 
'''General description:'''
 
 
The Member Hiring Committee (HiCom) shall be a standing committee of BSC members. HiCom shall act as the hiring body for BSC member positions.  HiCom is responsible for evaluating, interviewing, and hiring qualified applicants for BSC member positions.
 
 
'''Committee composition:'''
 
 
:The Member Hiring Committee shall consist of the HiCom Chair, the Direct Supervisor of the position being hired, and whoever has attended a BSC Hiring Committee training session. Additionally the Fair Employment Practices Administrator shall sit in on all committee meetings as a nonvoting member. No Central Level Member, Regular, Part-Time or Temporary Employee, with the exception of Workshift Employees, may serve on the Member Hiring Committee.
 
::a. Quorum for all hiring shall be three voting members, not including the Chair and the Direct Supervisor.
 
::b. Committee decisions shall be made by majority vote.
 
 
'''Committee responsibilities:'''
 
 
:1. Hire a new HiCom Chair when the position is vacated.
 
:2. Evaluate, interview and hire qualified applicants for all BSC member positions.
 
:3. Convene at least half an hour before interviews to familiarize themselves with: (a) the job description, (b) questions to be asked of interviewees, (c) interviewees’ applications, and (d) evaluation criteria
 
 
'''Committee member responsibilities:'''
 
 
:1. Members must disclose all conflicts of interest to the chair before interviews begin.
 
:2. Members must not discuss interviews and/or deliberations outside that specific hiring.
 
:3. Members must make all attempts to be consistent and impartial throughout the hiring process.
 
:4. Members must be professional during interviews and deliberations.
 
 
  
  
''[Board Approved 04/26/12; Updated 04/25/13, 11/15/12]''
+
[''Board approved 12/12/13'']

Revision as of 09:33, 22 January 2014

I.B.1. CABINET

Cabinet is made up of the BSC Executives, Executive Director and Operations Manager. It serves as the Executive Committee of the BSC Board of Directors.

1. The Cabinet, under the direction of the President, will determine its agenda. It may discuss:
a. Motions passed out of committee.
b. Motions delegated to it by the Board.
c. Ideas of its own origination.
2. Motions from committees may be treated as follows:
a. SEND TO Board of Directors DEBATE (by majority) —goes right to Action Items.
b. REFER BACK TO COMMITTEE (by majority)—must state problems.
3. Cabinet should use the consent calendar as much as possible and scrutinize issues carefully, referring them back to committee if they need more thought.
4. A motion re-passed out of committee, after being re-referred by Cabinet, must go directly to the Board if the motion is unchanged.
5. If Cabinet is required to make an emergency decision when the Board of Directors is not meeting, the decision must ultimately be approved by the Board off Directors to be official.
6. The Executive Director shall continue to compile manager evaluations and will submit it them to the Cabinet each Spring. Cabinet will approve and amend the evaluations, recommend goals, and raises and/or bonuses. The President will report the approved goals and raises and/or bonuses to the full Board. By simple majority vote, board may refer any manager evaluation back to Cabinet for further discussion, at which Cabinet meeting interested Board members may express their concerns and/or recommendations to the Cabinet. Cabinet will review the evaluation in question and resubmit it to Board until receiving final Board approval.
7. In addition to the executives and the Executive Director, Cabinet shall consist of two members-at-large. At large members shall have voting privileges.
8. Cabinet shall meet regularly and be open to all members.
9. May establish special committees as necessary with approval of board (e.g. Build Com for Rochdale III, Cloyne Com)
10. Cabinet shall rotate topics in order to reevaluate the long-range plan minimally on a three year basis, and suggest adjustments. Evaluation of the long-range plan shall occur in Fall 2003, 2006, 2009, 2012, and so forth. Cabinet should be able to link projects with the mission statement and evaluate the BSC’s fulfillment of the mission statement with the aid of the Executive Director.

I.B.2. INTERNAL AFFAIRS COMMITTEE (IACom)

General Description:

The Committee is a standing committee of the Board of Directors. The Internal Affairs Committee is responsible for evaluating and modifying the policies and procedures pertaining to all BSC professional, member, and workshift staff, as well as BSC program operations at the central and house levels. At the discretion of the Cabinet and with the approval of the Board of Directors, the Internal Affairs Committee has final decision-making authority over issues including, but not limited to, personnel policies, the Injury and Illness Prevention Plan, house-level IT service, habitability, etc. IACom is the body that hears proposed alterations to the member appeals processes, the member contract, workshift rules, housing assignment rules, and other issues pertaining to the member contract and Administrative Code before discussion at the Board of Directors. IACom shall fulfill all responsibilities attributed to HRCom and OpCom in all BSC policies and external agreements, and assure legal compliance with all laws applicable to the committee’s charge.

Composition:

The VPIA is the chair of IACom, who may vote as a tiebreaker. IACom is comprised of four Representatives of the Board of Directors. The Employee Association may seat one voting member on the committee. IACom is staffed by the Operations Manager, and the Executive Director as needed. The voting members of IACom may elect to seat a member of the Alumni Board as a nonvoting member of IACom, as well as a voting Member-at-large as described in section I.B.23 of the Policy Directory.

Additional Responsibilities:

1. Occasionally review the competitiveness of BSC wages and report the findings of such reviews to the Board of Directors
2. As a standing committee of the Board, IACom is expected to undertake periodic reviews of core components of areas under their jurisdiction, and to evaluate the effectiveness, efficiency, and responsiveness of programs as necessary.
a. Review the results of the annual metrics and survey
b. Review central level food, maintenance, and supplies operations, including the goods and service review as needed
3. Propose to the Cabinet areas for work as needed and respond to the requests of the Board of Directors

I.B.3. CAPITAL AND FINANCE COMMITTEE (CFCom)

General Description:

The Capital and Finance Committee is a standing committee of the Board of Directors. The Capital and Finance Committee is responsible for evaluating and modifying the policies and procedures pertaining to all BSC finances and is responsible for protecting, investing in and expanding the assets of the organization in order to contribute to the organization’s long-term sustainability. This includes the preparation of the annual budget, recommending contributions to the BSC’s strategic reserves, assuring compliance with law pertaining to financial regulations and property maintenance, and report regularly to the Board of Directors. At the discretion of the Cabinet and with the approval of the Board of Directors, the Capital and Finance Committee has final decision-making authority over issues and policies including, but not limited to, approval of the annual audit, approval of the completed BSC tax return, capital improvement and maintenance, the terms and conditions of property leased by the BSC to third parties, the terms and conditions of leased co-ops, and the organization’s property and liability insurance.

Composition:

The VPCF is the chair of CFCom, who may vote as a tiebreaker. CFCom is comprised of four Representatives of the Board of Directors. CFCom is staffed by the Finance Manager, and the Executive Director as needed. The voting members of CFCom may elect to seat a member of the Alumni Board as a nonvoting member of CFCom, as well as a voting Member-at-large as described in section I.B.23 of the Policy Directory.

Additional Responsibilities:

1. Conduct Insurance Review in the Fall semester, including property and liability insurance to ensure that prudent decisions are made to protect the organization from loss due to insurable risks
2. Conduct a review of the BSC’s bond compliance in the Fall semester, for the duration of the bonds
3. Monitor the implementation of laws affecting BSC financial policy
4. Produce recommendations for Board, of matters relevant to the financial health and stability of the BSC
5. Oversee the development and implementation of long-term capital improvement plans to properly maintain all properties, increase disabled access, improve seismic safety, and enhance energy efficiency
6. Propose to the Cabinet areas for work as needed and respond to the requests of the Board of Directors

I.B.4. MEMBER EXPERIENCE AND TRAINING COMMITTEE (METCom)

General description:

The Member Experience and Training Committee is a standing committee of the Board of Directors. METCom is responsible for evaluating and modifying as necessary BSC education and training programs for both members and house-level managers, and for programs that strengthen the cooperative values of the BSC’s membership. This includes evaluating the effectiveness, efficiency and responsiveness of programs adopted to train members and house-level managers, ensuring the transfer of relevant information as the membership turns over, and supporting membership participation in BSC governance. At the discretion of the Cabinet and with the approval of the Board of Directors, the Member Experience and Training Committee has final decision-making authority over issues and policies including, but not limited to, the content of BSC manager and member trainings and other programs that support member learning and member’s cooperative experience. METCom is the body that hears proposed alterations to disability rules, and emergency services, house rules, member conduct policies and procedures, mediation / conflict resolution services, and house level safety before discussion at the Board of Directors.

Composition:

The VPMET is the chair of METCom, who may vote as a tiebreaker. METCom is comprised of four Representatives of the Board of Directors. METCom is staffed by the [Cooperative Experience] Manager, and the Executive Director as needed. The voting members of METCom may elect to seat a member of the Alumni Board as a nonvoting member of METCom, as well as a voting Member-at-large as described in section I.B.23 of the Policy Directory.

Additional Responsibilities:

1. Process MET Grant applications as specified below
2. As a standing committee of the Board, METCom is expected to undertake periodic reviews of core components of areas under their jurisdiction, and to evaluate the effectiveness, efficiency, and responsiveness of programs as necessary such as:
a. Manager trainings
b. New Member Orientation and house-level orientations
3. Fulfill any implied responsibilities for evaluating and approving Community Action Workshop proposals
4. Review applications for the annual NASCO Institute
5. Solicit participation in and select finalists for the annual BSC Cooperative Development Grant
6. Propose to the Cabinet areas for work as needed and respond to the requests of the Board of Directors

Process for METCom Grant Vetting:

1. The Member Experience and Training Committee is empowered to award grants to BSC members who submit proposals in line with the “mission” of the grants program, as defined below:
a. “The mission of METCom grants is to provide resources to promote the sharing of knowledge that will enrich the BSC community.”
2. Applications should be submitted to either the VP of Member Experience and Training or the METCom Administrative Assistant.
3. Funds will be drawn from the METCom Grants budget.
4. METCom may approve grants of up to $250 without Cabinet or Board Approval. Requests of greater than $250 but less than $1,000 require Cabinet approval. Requests of greater than $1,000 require Board approval.
5. Funds may be used to reimburse members for supplies, labor, venue/speaker fees, and any other expenses related to the event.
6. To be reimbursed, members must submit all receipts along with a completed event evaluation form within ten (10) business days of conclusion of the event.
7. The Member Resources Supervisor will verify with the METCom Administrative Assistant the final amount to be reimbursed.

I.B.5. TASK FORCES

General Description:

Each year in the Spring, the Board of Directors will identify one or two projects for work the following academic year. This/these projects will be assigned a Task Force to be overseen by the cabinet at the direction of the Board of Directors. Once a Task Force’s need is identified, the board will adopt a specific charter for the task force including:

1) who will participate in the task force,
2) the start date of the Task Force,
3) a midway review point (if applicable to the scale of the project),
4) a termination date of the task force’s charter, and
5) the body to which the Task Force will report its work.

The Board may delegate this responsibility as desired. The Task Force Chair, or member charged with overseeing the Task Force’s work as established by the Task Force charter, is responsible for providing frequent updates to both Board and Cabinet on their progress and for providing detailed recommendations as to the project's next step upon the completion of the charter or the end of their term as its Chair.

The Board may create no more than two Board-level Task Forces at any given time. The Board or its delegates can designate reasonable compensation considering the expected workload for the Task Force Coordinator.

Composition:

At the first board meeting of the semester the President will present to the Board the candidates appointed to serve on Task Force[s] adopted by the Board the previous spring. The Board may approve the list as a whole, amend the list, or reject it. Additionally, representatives of the Board of Directors not currently assigned to a Board standing committee will be appointed to the Task Force[s]. Each person seated on a Task Force is considered a voting member.

I.B.6. AUDIT COMMITTEE (AuditCom)

The Audit Committee will monitor the progress and completion of the BSC’s annual audits as well as investigate and strengthen BSC operations and internal controls. The Audit Committee will be comprised of at least three people such that members of the Finance Committee constitute less than one-half of the membership of the Audit Committee:

1. A member of Board who is on CFCom,
2. A member of Board who is not on CFCom,
3. In the beginning of the fall semester, the VPFA will recruit members of the BSC Alumni Association or other experts with accounting or finance backgrounds to serve on the Audit Committee. These members must be approved by the Board of Directors and from these members the Board shall select a Chairperson.
4. The Chair of the Audit Committee cannot be on CFCom
5. Members of CFCom must make up less than 50% of the Audit Committee
6. No members of the Audit Committee can receive compensation in excess of what Board members receive for service
7. No members of the Audit Committee can have a material financial interest in an entity doing business with the BSC.
8. At least every three years, the Audit Committee will select an independent auditor through a competitive bidding process. If the Audit Committee would like to continue with the same firm, the Board has the ability to extend the firm’s services for up to two more years.

I.B.7. ADMINISTRATIVE COMMITTEE (AdCom)

See AdCode Section XVIII

I.B.8. CONDUCT COMMITTEE (ConCom)

See AdCode Section XXVI

I.B.9. INVESTMENT MANAGEMENT COMMITTEE (IMCom)

See Policy Directory IV.K

I.B.10. MEMBERS-AT-LARGE ON STANDING COMMITTEES

1. All three of the standing committees of Board (Internal Affairs, Capital & Finance, and Member Experience & Training) may have one voting member-at-large on the committee.
2. Each committee will select their member-at-large by majority vote. Selections must take place no later than the second Board meeting of the contract period. The committee may also vote not to have a member-at-large by majority vote.
3. Applications will be solicited from the membership with descriptions and applications written by the respective committee and sent out to the general membership. The members-at-large will be compensated at the workshift rate per hour of committee meeting. Compensation will be capped at 30 hours per contract period.
4. The term of a member-at-large will be one contract period.

I.B.11. MEMBER HIRING COMMITTEE (HiCom)

General description:

The Member Hiring Committee (HiCom) shall be a standing committee of BSC members. HiCom shall act as the hiring body for BSC member positions. HiCom is responsible for evaluating, interviewing, and hiring qualified applicants for BSC member positions. Committee composition:

The Member Hiring Committee shall consist of the HiCom Chair, the Direct Supervisor of the position being hired, and whoever has attended a BSC Hiring Committee training session. Additionally the Fair Employment Practices Administrator shall sit in on all committee meetings as a nonvoting member. No Central Level Member, Regular, Part-Time or Temporary Employee, with the exception of Workshift Employees, may serve on the Member Hiring Committee.

1. Quorum for all hiring shall be three voting members, not including the Chair and the Direct Supervisor.
2. Committee decisions shall be made by majority vote.

Committee responsibilities:

1. Hire a new HiCom Chair when the position is vacated.
2. Evaluate, interview and hire qualified applicants for all BSC member positions.
3. Convene at least half an hour before interviews to familiarize themselves with:
(a) the job description,
(b) questions to be asked of interviewees,
(c) interviewees’ applications, and
(d) evaluation criteria

Committee member responsibilities:

1. Members must disclose all conflicts of interest to the chair before interviews begin.
2. Members must not discuss interviews and/or deliberations outside that specific hiring.
3. Members must make all attempts to be consistent and impartial throughout the hiring process.
4. Members must be professional during interviews and deliberations.

I.B.12. PERSONAL APPEALS COMMITTEE

General Description:

The Personnel Appeals Committee shall be a committee of the Board of Directors. The Personnel Appeals Committee shall be the hearing body for the following types of grievances and appeals:

1. all grievances from any employee (excluding student executives) concerning rates of pay, classification of positions, hours of work, and other conditions of employment (Section VII of the Personnel Code; Section 22 of the Employee Association contract);
2. appeals of discipline and dismissal decisions for member employees (Section VII of the Personnel Code); and
3. appeals of house-level VOC results (Section III.A.4 of the Policy Manual).

In the case of appeals (b. and c. above), the employee shall have 10 working days following receipt of the decision to submit an appeal to the President.

Upon notification by the President, the Personnel Appeals Committee Chair shall have 10 working days to convene the Committee. A majority of the Committee shall be required to make any decision. The vote of the Committee shall be confidential. Decisions of the Committee cannot be further appealed.

Composition:

The VPIA is the chair of Personnel Appeals Committee. If the VPIA is unable to fulfill this role, the President shall act in his or her stead. Voting members of the committee will include the Chair, one member appointed by the Employee Association (EA), as well as 3 current members of the Board of Directors selected no later than the second board meeting of the semester, with up to 2 alternates to be chosen at the same time. Committee responsibilities:

1. Convene as needed to address employee grievances and appeals as required by the President and Vice President of Internal Affairs.
a. Personnel Appeals Committee shall meet in closed session. Testimony shall be confidential, but the following people shall have the right to be present during the giving of testimony and respond to the testimony given: the employee bringing forward the grievance or appeal, the Direct Supervisor and the Executive Director.
2. Ensure that the BSC has correctly applied personnel policies as described in the Personnel Code, the Employee Handbook, the EA contract, and all applicable state and federal law.
3. Provide remedies to grievances as they arise related to conditions of employment as noted above.

Committee member responsibilities:

1. Ensure confidentiality in all matters discussed throughout committee proceeding.
2. Be available as needed for deliberations.
3. If unable to meet the specific requirements outlined above, contact the next available alternate from the board approved list and inform them of their need to serve on Personnel Appeals.

I.B.13. ASSIGNING MEMBERS TO AND VOTING ON COMMITTEES

General Committee Guidelines:

1. Every effort will be made to assure representation of the apartment units Rochdale, Fenwick and Northside Coop in all Board activities, committees and Task Forces. Similarly, every effort will be made to assure representation of units of different sizes (small, medium and large).
2. The voting body of a committee shall consist solely of the Board Representatives assigned to that committee and the appointed Committee Member(s)-At-Large, unless otherwise stipulated in the specific committee description.
3. There may be no more than one board representative per unit on a committee.

I.B.14. FOOD REIMBURSEMENT AT OFFICIAL BSC MEETINGS

1. The BSC President must approve the purchase of food for any official BSC meeting.
2. Food can only be bought for participants of meetings that may go three hours or longer.
3. An official BSC meeting is defined as Board, committees of board, special committees, and regular central level manager meetings such as Council of House Presidents. (Policy does not apply to trainings, orientations or events.)


[Board approved 12/12/13]