I.B. Committees

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. HUMAN RESOURCES COMMITTEE (HRCom) (created 5/29/2010)

General description:

Human Resources Committee shall be a standing committee of the Board of Directors. HRCom is responsible for creating, 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:

The VPIA is the chair of HRCom. The Employee Association may seat one voting member on the committee. No Central 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:

1. Fulfill all HRCom responsibilities specified in the EA Contract, Personnel Code, Policy Directory, By-laws, and any other BSC policy.

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:

1. Participate actively in directing the work of the Committee, very strongly taking into consideration the outgoing recommendations from the previous semester’s HRCom.

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.

I.B.3. OPERATIONS COMMITTEE (OpCom) (created 5/29/2010)

General description:

Operations Committee shall be a standing committee of the Board of Directors. OpCom is responsible for evaluating and 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:

1. Ensure that policies within the jurisdiction of OpCom are consistent with the BSC’s charitable purpose, non-profit status, and legal responsibilities.

2. Review the member contract and administrative code for internal consistency, clarity, and congruence with non-profit and housing law.

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:

a. Establish performance measures for delivery on maintenance, housing, and food services.

b. Conduct research, both internally and outside the BSC for comparison.

c. Meet with department supervisors and other employees.

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:

1. Participate actively in directing the work of the Committee, very strongly taking into consideration the outgoing recommendations from the previous semester’s OpCom.

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.

I.B.4. FINANCIAL AFFAIRS COMMITTEE (FiCom)

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).

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.

I.B.5. 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 FiCom,

2. A member of Board who is not on FiCom,

3. A Chairperson/Financial Expert who is either a member of the BSC Alumni Association or a current or former member of the faculty of the University of California at Berkeley or any other Financial Expert

4. The Chair of the Audit Committee cannot be on FiCom

5. Members of FiCom 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

I.B.6. EDUCATION AND TRAINING COMMITTEE (ETCom)

General description:

Education and Training Committee shall be the standing committee of the Board of Directors. ETCom is responsible for evaluating and modifying as necessary BSC education and training programs, defined broadly16. The VPME chairs ETCom. 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 member of ETCom.

Committee responsibilities:

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.

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:

1. Participate actively in directing the work of the Committee, very strongly taking into consideration the outgoing recommendations from the previous semester’s ETCom.

2. Attend all ETCom 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

I.B.7. EXTERNAL AFFAIRS COMMITTEE17

The chief responsibilities of the External Affairs committee are to, under the direction of the Vice President of External Affairs, 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:

1. Attend all meetings of the External Affairs Committee, which are to occur every week that full Board is not in session.

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) (created 5/29/2010)

General description:

The Capital Affairs Committee shall be a standing committee of the Board of Directors. CACom is responsible for protecting, 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:

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.

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.

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.

I.B.11. MAINTENANCE COMMITTEE (MaintCom)

MaintCom deals with issues and policies regarding the physical plant and maintenance on the BSC properties. MaintCom is 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.

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) (5/7/09 BOD)

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 it's 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 is not limited to only these issues; ITCom will address any IT related question or request as needed. (Committee expires after Spring 2011)

Composition:

1. ITCom shall be composed of the VPCA, Operations Manager, and Executive Director,

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:

1. The Executive Director may vote.

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. ITCom will meet on a regular board committee schedule.

2. Members at-large shall be compensated at workshift rate for the hours spent in ITCom meetings, not to exceed 36 hours each semester.

I.B.13. GOVERNANCE COMMITTEE (created 12/10/2009, revised 5/29/2010)

General description18:

Governance committee shall be a standing committee activated on a semesterly basis by the Board of Directors to address 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:

The composition of Governance Committee shall be as stated in the motion to activate the committee, and may include Directors, alumni, staff, or executives. The committee shall appoint its own Chair, who shall be supervised by the VPIA.

I.B.14 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 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.

I.B.15. ET GRANTS (created 12/7/2006, revised 5/29/2010)

ETCom may approve grants of $100-$250 for educational or community-building social events. Applications must be

submitted to the VPME.

I.B.16. NON-APPOINTEE VOTING ON COMMITTEES (5/8/2008 BOD)

1. Non-board reps may only vote in the primary standing committees of Board, i.e. Personnel & Operations, Finance, Member Services & Member Education and External Affairs.

2. A member attending a committee meeting may cast votes for his/her house in the event that the house is not represented by a board representative or approved sub. For example, if FiCom has a committee of five board reps from Rochdale, Loth, Cloyne, CZ and Sherman, and members from Hoyt and Loth came to the meeting, the Hoyt member could cast a vote, but the Loth member could not.

3. The appointed committee reps by simple majority can consider anyone who is not present for relevant parts of a motion discussion ineligible to vote.

4. There may be no more than one vote per house on a committee.

Voting for multiple board reps from the same unit

1. The board rep assigned to the committee has the right to cast the sole vote for her/his house.

2. If there is no appointed board rep to a committee, then a non-appointed board rep has the right to cast the sole vote for his/her house. If there is more than one non-appointed rep in presence, then their resultant vote is represented via simple majority.

Voting for multiple non-board reps from the same unit

1. If multiple non-board reps from the same unit wish to vote, then their resultant vote is represented via simple majority. In the case of ties no vote can be cast by that unit’s non-appointees.

Example: FiCom has board reps from Rochdale, Loth, Cloyne, CZ and Sherman, and 5 members from Hoyt wish to vote. If Hoyt non-board reps vote ‘in favor’ and 2 vote ‘against’ their vote is represented as a single ‘in favor’ vote. If multiple members from Rochdale attended the same meeting, none would be entitled to such a vote since there is a Rochdale board rep on the committee. The Rochdale board rep may vote as he/she sees fit, independently of the desires of the Rochdale non-board reps

I.B.17. FOOD REIMBURSEMENT AT OFFICIAL BSC MEETINGS (5/8/2008 BOD) 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.) I.B.18. COMMITTEE FUNDING POOL RULES19 (created 5/12/2008) 1. Any money that EACom or ETCom is elsewhere empowered to appropriate may only be drawn from this fund. 2. Neither EACom nor ETCom may authorize any expenditure exceeding $1,000 without the approval of Cabinet. 3. Cabinet is hereby empowered to approve of EACom or ETCom expenditures exceeding $1000, and may in urgent circumstances conduct a vote via email. I.C. BOARD OF DIRECTORS PROCEDURES I.C.1. MEETINGS 1.01 Meetings of the Board of Directors are to begin at 7 pm unless Cabinet notifies the Board of Directors otherwise. 1.02 Board meetings shall be chaired according to “BSC Parliamentary Procedure” (as outlined in the Board manual) or Robert’s Rules. 1.03 Any motion in the same semester that comes up for reconsideration shall be treated as a formal reconsideration requiring a 2/3 vote to be discussed again. 1.04 Board of Directors meetings shall be held at wheelchair accessible locations. I.C.2. VOTING 2.01 The alumni association can select and send an alternate representative to serve on the Board in the absence of the Alumni rep. 2.02 Board reps shall not be bound by house instructions to vote in a certain manner on any point. 2.03 Calling a Roll Call Vote requires either 5 Board Reps or 1 Non-Board Rep BSC Member requesting such a vote. All roll call votes will be published in the Board packet. 2.04 When one member calls out ‘track record,’ the Board AA shall announce the motion by number. Board members will record how they voted on a slip of paper and pass it to the AA, who will record and publish the results. Hand votes will still be counted and will be the official recorded vote. I.C.3. ATTENDANCE 3.01 During the Fall and Spring Semesters, each house shall owe five hours per week per Board Representative to the Central Level Workshift pool in addition to the hours they currently owe. Board Reps attending Board and Committee meetings shall earn credit for these hours. Attendance at Board or committees shall be worth five hours. Board Reps will not get credit for attending meetings of committees other than the one to which they are assigned. Board Reps will be credited with the full number of hours during weeks when no Board meetings are scheduled. The President may also set fines for non-attendance. 3.02 During the summer, Board Reps will receive two hours credit per week. If they miss a meeting, they will be fined four hours. 3.03 Board Reps who are more than twenty minutes late to a Board or assigned committee meeting shall receive half credit for the meeting. Board Reps who do not attend at least half of any mandatory meeting shall not receive any workshift credit for that meeting. 3.05 A substitute, authorized by the house or apartment president, may attend the meeting to replace a Board Rep. I.C.4. ELECTIONS 1. Board Elections are held for the following positions: President, VP of Internal Affairs (VPIA), VP of Operations (VPO), VP of Financial Affairs (VPFA), VP of Member Education (VPME), Vice President of External Affairs, (VPEA) Vice President of Capital Affairs (VPCA), Member Advocate, ASUC-BSC Affairs Officer (Spring only), Cabinet-at-Large (2 in Fall/Spring, 3 in Summer). Unless specified elsewhere, all other committee-at-large members shall be selected by the chair of the committee. For all positions: Fall positions are elected in the prior Spring semester, Spring positions are elected in the prior Fall semester, and Summer positions are elected in the prior Spring semester. 2. All elections must occur no earlier than the next to last board meeting of a given semester. 3. Nominations for executive positions shall be opened at least one board meeting before the elections. 4. It shall be the responsibility of the BSC President and the BSC Board Reps to advertise these positions and election information at least one month in advance of the election date via a variety of methods such as email, flyers, the Member Resource Newsletter (MRN), and announcements at house council. Any elections conducted during the summer must be advertised by the Summer Vice-President at least two weeks in advance of the election. 5. Execs must make themselves available for a “Meet the Executives Night” before the elections in the Spring. 6. Members running for a position are encouraged to educate themselves on the responsibilities of the positions they are running for by doing both of the following: a. Attend a Board, cabinet and/or committee meeting, whatever is most relevant b. Meet with current officer/position before election 7. Candidates for executive positions are “strongly encouraged” to submit a 1 page written statement describing their reasons for running and why they might be a suitable candidate. The deadline for publication in the election day board pack is to be determined by the President. 8. Written statements and a list of nominees shall be published and copies shall be sent in the house run at least four days before the elections. This information must go out no later than the last house run before the elections. 9. There will be one-on-one trainings by old executives (or a suitable substitute) with new executives. The outgoing executives are responsible for setting up the meeting. I.C.5. ELECTIONS PROCESS 1. Board elections shall be conducted according to the following process: there shall be six segments: a general introduction to the job description, nominations, a period of introductory statements by each candidate, a questions period, a time for statements and debate with the candidates out of the room, and a voting segment. 2. There shall be a time limit set for each segment. This time limit shall be based upon the number of candidates who are running for the position in question. A simple 2/3 majority may only extend the time limit for any segment. 3. The general job description shall be briefly described by someone who is not running for office: this could be an incumbent, someone who has performed the job in the past, or the Chairperson. 4. Time Limits: Opening Statements are limited to 1 minute per candidate. The Questions period should be limited to 2 minutes per candidate. The Discussion and Debate Period should be limited to 2 minutes per candidate. 5. The voting segment shall be conducted as follows: Single Positions a) Shall be defined as an elected job title which one individual can hold (for instance President, VPIA, VPEA, etc). b) If one candidate running is for the position, then Board may elect that candidate by acclimation. c) If two candidates are running, then the candidates shall leave the room and a roll call vote shall be conducted. d) If three or more candidates are running, then the candidates shall leave the room and a roll call vote shall be conducted. Instant runoff voting shall be used to determine the winner. Multiple Positions a) Shall be defined as an elected job title with multiple electees (for instance Cabinet-At-Large). b) If there are an equal number of candidates as position openings, then Board may elect the candidates by acclimation, but on an individual basis. c) If there are more candidates than the number of position openings, then the candidates shall leave the room and a roll call vote shall be conducted. Instant runoff voting shall be used to determine the winner. 6. Instant Runoff Voting a) Voting members shall rank all candidates in preference order. i. If a member abstains from ranking a position, it will count as a preference but will not be eliminated according to 4.11(b)(i). Instead, it will be removed in addition to the candidate receiving the least amount of votes as described by 4.11(b)(ii). b) All of the primary preferences shall be counted. i. If a candidate receives a majority, then they shall be determined the winner. ii. If no candidate receives a majority, then the primary preference receiving the least amount of votes shall be eliminated from the count. 1. If there is a tie for the lowest preference, then the tied candidates shall all be eliminated. A. In the case that all candidates are tied for the lowest preference, then the secondary preferences shall be counted and added to the primary preferences. The candidate receiving the least amount of votes shall be eliminated from the count. 2. Only eliminated preferences will change in the recount. The next highest ranking preference, that has not been eliminated, will represent the primary preference of the voting member (but may actually be the second, third, fourth, etc. preference). 3. Repeat 4.11b until a majority is reached. c) If multiple candidates are being elected for a shared position, then 4.11.b shall determine the first winner. i. After selecting the first winner, that candidate is removed from the count. Repeat 4.11b until the proper number of candidates has been elected. ii. After selecting the second winner, that candidate is removed from the count. In addition, the first winner remains off the count. Continue to remove winning candidates from the count until the proper number of candidates has been elected. d) When procedure 4.11 is used, the ranked voting of all candidates from 4.11a shall be published. I.C.6. BOARD REP ELIGIBILITY Pursuant to V.A.7 of the Bylaws. I.C.7. EXECUTIVE SESSION 7.01 When there is a motion to go into executive session, the meeting shall go into executive session until the motion is voted upon. 7.02 The penalty for breaking the confidentiality of executive session shall be decided by the Board on a case-bycase basis. I.C.8. CONSENT AGENDA 8.01 There shall be a five-minute time limit on discussion of each individual consent agenda item. 8.02 Items may be removed from the consent agenda by 4 reps from at least 2 different houses. 8.03 All items removed from the consent agenda will be placed at the beginning or end of the agenda. I.C.9. BY-LAWS CHANGES 9.01 Any proposed By-laws change included in the minutes shall be considered to have been given the required twenty-five days notice. 9.02 A corporation fee shall be interpreted as an increase in fee that affects the workshift rate. 9.03 A membership assessment shall be interpreted as a fee that is assessed across the board and has no effect upon the workshift rate. I.C.10. EXECUTIVE PERFORMANCE EVALUATIONS 10.01 By the second Board meeting of the semester, Board shall elect a Presidential Review Committee (PRC) with the VPIA as chair in addition to at least two board reps, to conduct surveys and a review of the President. A performance evaluation shall be submitted to the Board at the third to last Board meeting of the semester. The President can request executive session. The President may not serve on the PRC. 10.02 The Board may express concerns, comments, and praises about the performance of the executives. The Board may also issue directives and set goals for the executives. 10.03 During the Fall and Spring, the President shall conduct two surveys and written evaluations of the Vice Presidents each semester. The President shall present the first evaluation to Board some time during the first half of the semester, and the second evaluation before the VP compensation elections. The Evaluations may be conducted in executive session at the request of the Vice President. The surveys may be distributed to all Board Reps, and to House-Level Managers, AdCom Reps, staff, and Administrative Assistants, as the President deems appropriate. 10.04 For the first evaluation, the President shall summarize the results of the survey responses, noting which are mentioned frequently. 10.05 For the second evaluation, the President shall publish the survey responses verbatim, identifying respondents according to the following categories: as Board Reps (or AdCom Reps) in that Executive’s committee, Board Reps not in that Executive’s committee, staff, AdCom Reps, and other members. 10.06 Each evaluation survey shall explicitly state the manner in which the responses will be handled (i.e., printed verbatim or summarized, labeled or not, etc.). 10.07 During the summer, the Board AA shall conduct a review of the Summer President and the Summer Vice- President. The Board AA shall present this review before the summer compensation election at the last Summer Board meeting. 1.C.11. STUDENT EXECUTIVE COMPENSATION ELECTIONS 11.01 Compensation elections for BSC executives shall be held at the last Board meeting. Executives shall have the opportunity to explain their job performance with written and/or verbal responses. 11.02 The compensation election shall cover the period from day one of the contract period until the last day of the semester. 11.03 The compensation election shall be conducted by the Board Administrative Assistant. The compensation ballots shall present the following options for each executive’s compensation: yes or no to full compensation and bonuses. 11.04 The ballots shall be signed by each Board Rep or authorized substitute and presented to the Board Administrative Assistant (AA) at a designated time during the Board meeting. The AA shall count and record the ballots after the meeting in the presence of at least two board reps. The AA shall inform each executive of the election results as soon as possible. The results of compensation elections shall be published in the next Board Packet. 11.05 Each Board Rep shall have one vote in compensation elections. 1.C.12. EXECUTIVE DIRECTOR REVIEW COMMITTEE (EDRC) 12.01 That there be a minor EDRC in fall with the president and a Board of Directors member with at least one semester Board of Directors experience, elected by the Board to review the ED’s performance and progress toward goals. 12.02 The final review by the Board should be based not only on the current review, but also on the past review. 12.03 In the spring, a major EDRC—with an executive and three people with at least one year of central level or house manager experience elected by the Board—shall do a major review of the ED’s performance and report on everything including the possibility of a bonus and/or pay changes. The EDRC could include the ED of an outside organization at the option of the Board. The EDRC shall elect a chair. I.C.13. MINUTES AND RECORDS 13.01 That Committee and Board minutes follow the format specified by the Chair. 13.02 All motions passed on the Consent Calendar shall be explicitly listed in the minutes of the meeting of the Board. 13.03 Cabinet actions that pass, fail, or refer motions must be published before the next board meeting so the Board may be aware of all decisions and have the opportunity to discuss them, if it so desires. I.D. REFERENDA & PETITIONS I.D.1. INITIATING REFERENDA 1.01 The Board may, by a simple majority, initiate a referendum. 1.02 A petition by the Membership containing the signatures of at least fifteen percent of the total membership with not more than one third of the signers from any one house shall initiate a member referendum. 1.02.1 Valid petitions must be submitted to the BSC President 83 days in advance (of the end of the contract period). Competing referenda must be submitted within seven days and all referenda must be on the same ballot. 1.03 Any change to the Bylaws that affect the rights of members will automatically initiate a member referendum in the earliest possible contract period such that the referendum can be completed in accordance with referenda Deadlines. 1.04 Member referenda shall not be conducted during the Summer contract period. I.D.2. REFERENDA DEADLINES 2.01 Member referenda that alter the contract offered to members must close at least one week before the Budget Board Meeting in the Spring Semester. 2.02 Member referenda that do not alter the contract offered to members must close at least one week before the final scheduled Board meeting of the semester in which they are held. 2.03 Referenda must be initiated at least 28 days before voting closes (as determined above) 2.04 Competing referenda are accepted until 21 days before voting closes 2.05 The President, VPME and one Member Volunteer will compile and distribute non-biased voter information (see Policy I.D.3) through email and in the house run at least 14 days before voting closes. Voting shall be open at the time such information is distributed, and shall remain open for a minimum of 14 days. I.D.3. REFERENDUM INFORMATION 3.01 The initiator of a referendum must write a statement in favor of the proposed measure 3.02 Volunteers will be allowed to submit a statement in opposition to the proposed measure 3.03 It is the duty of the President to compile this information. Each side must be given equal space, and the President will supply a statement for one or both sides if it is not submitted by the deadline. 3.04 Election material will be reviewed by the Communications Coordinator before it is submitted to the membership to ensure that it is balanced 3.05 Election material will be published on the BSC website, with a forum for member comments I.D.4. QUORUM 4.01 In order for an election to be valid, at least 40% of the membership must vote, provided that at least 50% of the units have at least 10% of their members voting I.D.4. VOTING 5.01 The President and Communications Coordinator shall devise a secure, anonymous method for voting. Electronic voting is permitted, provided that it meets the minimum security guidelines of a personalized email to each member containing their application number and a random password, which will allow them to log in to the BSC website and cast a vote. I.D.5. ELECTION RESULTS 5.01 Intermediate results checked while voting is open shall only be to verify quorum requirements 5.02 The President, an Executive, the Communications Coordinator, and two Member Volunteers shall be present at the time voting is closed in Central Office. The voting results shall be visibly analyzed by the President to ensure quorum, and then to determine the outcome of the election. 5.03 An absolute majority of votes in favor of a proposal must pass in order for that proposal to be approved by the membership. 5.04 In the event that Section IX of the By-laws be invoked, it is the interpretation of the Board of Directors that a plurality shall rule. 5.05 Election results shall be made public on the BSC website and through the Member Resources Newsletter, and will be reported to the Board of Directors at their next meeting. 5.06 Members may verify their vote was counted correctly using their application ID at Central Office for 14 days after the close of an election. I.D.4. PETITION POLICY (created 10/11/07) These are the minimal requirements for a valid petition: 1. The top of the petition must clearly provide: A summary of the proposal; Authors of the petition & their relevant affiliations. 2. The exact wording of a proposed position must be included on the petition. The content must be clear. 3. A completed petition must legibly include the following signatory information in addition to the signature—a) each signer’s name in print b) The signer’s house and c) The signer’s phone number or email address. Only members as defined by BSC policy may sign a BSC petition. 4. The Agent of verification for petitions is the Administrative Committee (AdCom). If challenged by any member, AdCom verifies the following: a. Whether a petition is in accordance with 1-3 of the Petition Policy. (Recommended BEFORE signature collection) b. The validity of signatures/signers. (Examples: Random checks of 10% or more of the signatures via member contact by phone/email is recommended; or checks of all signatures against BSC database; or comparison of random sample of signatures to see if they match w/ those we have at CO.) 5. A petition can only be disputed within a month of signatures being gathered and it is submitted for enactment. A special petition only AdCom meeting can be convened. 6. These requirements apply to any petition mechanism dictated by BSC policy or by-laws. I.E. HOUSE-LEVEL MANAGEMENT COUNCILS I.E.1. COUNCIL OF PRESIDENTS 1.01 There shall be a mandatory once-a-month (including the summer) meeting of all the House Presidents to be overseen by the Member Resources Supervisor 1.02 Those houses not in attendance will be fined workshift hours. 1.03 This meeting shall be called the BSC Council of Presidents 1.04 If a unit does not 1) have a “President” position, 2) a position filled by a single member that chairs unit councils, or 3) any stipulated policy regarding an order of succession to that position upon the inability of the unit President to fulfill his or her responsibilities, the unit must designate a member to attend the Council of Presidents. 1.05 At least one representative from the Community Relations/Development Department or the Member Resources Department shall attend each meeting. I.E.2 COUNCIL OF HOUSE MANAGERS 2.01 There shall be a mandatory, once-a-month (including the summer) meeting of all the House Managers to be facilitated by Member Resources Supervisor. 2.02 House Managers who do not have prior house engagements & fail to attend will be fined one hour. 2.03 Each meeting must take place at a different BSC cooperative. 2.04 At each meeting, a member of the Education and Training Committee must attend. 2.05 This meeting shall be called the BSC Council of House Managers