Difference between revisions of "I.B. Committees"

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==I.B.1. CABINET==
 
==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:
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'''General Description'''
::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:
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Cabinet is the Executive Committee of the BSC Board of Directors responsible for maintaining a broad view of BSC governance and ensuring that key issues are framed, prioritized, coordinated, and addressed by the organization. Cabinet serves as a central location of communication for the BSC, with individual Vice Presidents acting as conduits of communication with each other, with the Board, and with management in all issues facing the BSC.
::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.
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Cabinet is responsible for determining if issues will be decided by management, in Committee, or by the full Board, ensuring the rationale for making a decision  is well represented, identifying the opinion or recommendation of the Cabinet when it chooses to make such recommendations, and suggesting amendments or edits to the work of other bodies where appropriate. In the case that emergency action is needed, the Cabinet can act in the place of the Board and report that action to the Board, upon whose authority such decisions are formalized.
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All meetings of the Cabinet are open to the BSC membership except for those items requiring executive session.  
  
: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.
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'''Composition'''
  
: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.
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The BSC President is the chair of Cabinet. Cabinet is comprised of the Vice President of Internal Affairs, the Vice President of Capital and Finance, the Vice President of Experience and Training, the Vice President of External Affairs, and two non-executive Cabinet members. Only sitting Directors are eligible to serve as President and voting members of Cabinet. Additionally, the Executive Director must attend Cabinet as a non-voting member, as well as other staff and staff managers as required by the Executive Director in consultation with the President. Finally, up to two members selected to chair Board-created Task Forces must report at every regularly scheduled Cabinet meeting or at Cabinet's direction.  
  
: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.
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'''Additional Responsibilities'''
  
: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.
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:1. The Cabinet, under the direction of the President, will determine its agenda. It may discuss motions passed out of committee, motions delegated to it by the Board, ideas of its own origination, and the concerns of the membership and Staff Management.
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:2. Motions from committees may be sent to the Board of Directors for debate or referred back to committee for further discussion with specific recommendations.
 +
:3. Handle sensitive or confidential personnel matters referred by management.
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:4. Provide oversight for and, if necessary, remove unit-level managers.
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:5. Consider senior manager evaluations compiled by the Executive Director each Spring. See the Employee Handbook Section TBD for more information.
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:6. Establish special committees as necessary with approval of the Board.
  
:8. Cabinet shall meet regularly and be open to all members.
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==I.B.2. INTERNAL AFFAIRS COMMITTEE (IACom)==
  
:9. May establish special committees as necessary with approval of board (e.g. Build Com for Rochdale III, Cloyne Com)
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'''General Description:'''
  
: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.
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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 unit 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, unit-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.  
  
==I.B.2. HUMAN RESOURCES COMMITTEE (HRCom)==
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'''Composition:'''
'''General description:'''
 
  
Human Resources Committee shall be a standing committee of the Board of Directors. HRCom is responsible for creating,
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The VPIA is the chair of IACom. IACom comprises, at a minimum, four non-executive student 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.13 of the Policy Directory.
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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'''Additional Responsibilities:'''
  
The VPIA is the chair of HRCom. The Employee Association may seat one voting member on the committee. No Central
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:1. Occasionally review the competitiveness of BSC wages and report the findings of such reviews to the Board of Directors
Level Member, Regular, or Temporary Employee, with the exception of the Employee Association member, the CODA, and
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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 its jurisdiction, and to evaluate the effectiveness, efficiency, and responsiveness of programs as necessary.
Room and Board Employees, may be seated as a member of HRCom. HRCom must have 3-5 Board reps. The voting
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::a. Review the results of the annual metrics and survey
members of HRCom may elect to seat a member of the Alumni Board as a non-voting member of HRCom.
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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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::c. Review and amend policies as they pertain to the BSCIT policy as outlined in section IV.M. of the Policy Directory
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:3. Propose to the Cabinet areas for work as needed and respond to the requests of the Board of Directors
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:4. Review the Policy Directory for consistency and make non-substantive revisions in line with Board policy decisions
  
'''Committee responsibilities:'''
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==I.B.3. CAPITAL AND FINANCE COMMITTEE (CFCom)==
  
: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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'''General Description:'''
: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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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 preparing the annual budget, recommending contributions to the BSC’s strategic reserves, assuring compliance with law pertaining to financial regulations and property maintenance, and reporting 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.
  
: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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'''Composition:'''
: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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The VPCF is the chair of CFCom. CFCom comprises, at a minimum, four non-executive student 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.13 of the Policy Directory.
  
==I.B.3. OPERATIONS COMMITTEE (OpCom)==
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'''Additional Responsibilities:'''
  
'''General description:'''
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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
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:2. Conduct a review of the BSC’s bond compliance in the Fall semester, for the duration of the bonds
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:3. Monitor the implementation of laws affecting BSC financial policy
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:4. Produce recommendations for Board, of matters relevant to the financial health and stability of the BSC
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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
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:6. Propose to the Cabinet areas for work as needed and respond to the requests of the Board of Directors
  
Operations Committee shall be a standing committee of the Board of Directors. OpCom is responsible for evaluating and
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==I.B.4. EXPERIENCE AND TRAINING COMMITTEE (ETCom)==
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.
 
 
''[Board Approved 5/29/2010;]''
 
 
==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. 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 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.
 
: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)==
 
 
'''General description:'''
 
'''General description:'''
  
Education and Training Committee shall be the standing committee of the Board of Directors. ETCom is responsible for
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The Experience and Training Committee is a standing committee of the Board of Directors. ETCom is responsible for evaluating and modifying as necessary BSC education and training programs for both members and unit-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 unit-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 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. ETCom is the body that hears proposed alterations to disability rules, and emergency services, unit rules, member conduct policies and procedures, mediation / conflict resolution services, and unit-level safety before discussion at the Board of Directors.
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.
 
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:'''
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'''Composition:'''
  
: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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The VPET is the chair of ETCom. ETCom comprises, at minimum, four non-executive student Directors. ETCom is staffed by the [Cooperative Experience] Manager, and the Executive Director as needed. The voting members of ETCom may elect to seat a member of the Alumni Board as a nonvoting member of ETCom, as well as a voting Member-at-large as described in section I.B.13 of the Policy Directory.  
: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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'''Additional 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.
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:1. Process ET Grant applications as specified below
:2. Attend all ETCom meetings, and make an effort to send an informed substitute when you cannot attend.
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:2. As a standing committee of the Board, ETCom 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:
:3. Be prepared for each Committee meeting.
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::a. Manager trainings
:4. Participate actively in each Committee meeting.
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::b. New Member Orientation and unit-level orientations
:5. Fulfill responsibilities delegated to member by the committee
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:3. Fulfill any implied responsibilities for evaluating and approving Community Action Workshop proposals
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:4. Review applications for the annual NASCO Institute
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:5. Solicit participation in and select finalists for the annual BSC Cooperative Development Grant
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:6. Propose to the Cabinet areas for work as needed and respond to the requests of the Board of Directors
  
==I.B.7. EXTERNAL AFFAIRS COMMITTEE==
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'''Process for ETCom Grant Vetting:'''
  
The chief responsibilities of the External Affairs committee are to, under the direction of the Vice President of External Affairs,
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:1. The 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:
address recruitment, public and community relations, development and fundraising campaigns, philanthropy/community
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::a. “The mission of ETCom grants is to provide resources to promote the sharing of knowledge that will enrich the BSC community.”
service campaigns, and ensure positive relations with the University, City and neighbors. This committee shall work closely with
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:2. Applications should be submitted to either the VPET or the ETCom Administrative Assistant.
the Executive Director, Development Director, Alumni Coordinator, Communications Coordinator, CODA, and the
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:3. Funds will be drawn from the ETCom Grants budget.
Recruitment Coordinator in fulfilling these goals. EACom must have 3-5 Board reps. The voting members of EACom may
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:4. ETCom has full discretion over its budget: including, but not limited to ETCom Grants and GMMs.
elect to seat a member of the Alumni Board as a non-voting member of EACom.
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: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.
'''Committee Member Responsibilities''':
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:7. The Member Resources Supervisor will verify with the ETCom Administrative Assistant the final amount to be reimbursed.
  
: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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==I.B.5. EXTERNAL AFFAIRS COMMITTEE (EACom)==
: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)==
 
 
'''General description:'''
 
'''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 External Affairs Committee (EACom) is a standing committee of the Board of Directors. The External Affairs Committee is responsible for evaluating and modifying BSC policies, procedures, and programs pertaining to external stakeholders.  This includes, but is not limited to, community, neighbor and government relations, political advocacy, marketing and brand strategy, recruitment of historically marginalized communities, alumni engagement, fundraising, and supporting the cooperative movement.
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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'''Composition:'''
  
: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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The VPEA is the chair of EACom and facilitates all meetings. EACom is comprised of a minimum of four student Board Directors. EACom is staffed by the Development Director, and the Executive Director as needed. The voting members of EACom may elect to seat a member of the Alumni Board as a nonvoting member of EACom, as well as a voting Member-at-large as described in section I.B.13 of the Policy Directory.
: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''':
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'''Specific Responsibilities:'''
 +
#Encourage and fund unit level neighbor events at the beginning of each semester
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#Competitively allocate charitable donations and event sponsorship funds
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#Generate community improvement projects as described in V.C.3 of the Policy Directory
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#Disburse the cooperative development grant
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#Follow press protocols as established by the VPEA
 +
#Facilitate board level support of BSC development efforts and actively participate in BSC alumni engagement and fundraising activities as needed
 +
#Follow university, local and state government activity as it pertains to the BSC.  Attend meetings as necessary
 +
#Engage in direct political advocacy as necessary
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#Strengthen external relationships with cooperatives and businesses relevant to the mission of the BSC
  
:1. Participate actively in directing the work of the Committee, very strongly taking into consideration the outgoing recommendations from the previous semester’s CACom.
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==I.B.6. SUMMER GOVERNANCE COMMITTEE (SumCom)==
: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;]''
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'''General Description:'''
  
==[[Section XVIII: Appeals|I.B.9. ADMINISTRATIVE COMMITTEE (AdCom)]]==
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SumCom is the Summer Governance Committee of the BSC Board of Directors responsible for fulfilling BSC governance and the responsibilities of Board during the Summer. SumCom must complete projects  and tasks assigned from the previous Board of Directors.  As needed, SumCom will handle sensitive or confidential personnel matters referred by management, and will substitute Cabinet in matters of emergency or in place of other committees as needed.
See AdCode Section XVIII
+
The term of SumCom shall be from 12:00 a.m. on the day following the end of the spring contract period until 11:59 p.m. on the day prior to the start of the subsequent fall contract period. SumCom Executives will predetermine dates and locations of meetings for SumCom approximately every 2-3 weeks in consultation with SumCom members and Senior management, with the ability to alter that schedule when necessary.  Additional SumCom meetings may be called or cancelled by a 2/3 supermajority of SumCom members. All meetings of the SumCom are open to the BSC membership except for those items requiring executive sessionThe quorum for SumCom meetings shall be the majority of its elected members.
==[[Section XXIV: Conduct Committee (Approved 5/6/2010)|I.B.10. CONDUCT COMMITTEE (ConCom)]]==
 
See AdCode Section XXVI
 
 
 
==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)==
 
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 accountsITCom 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.
 
  
 
'''Composition:'''
 
'''Composition:'''
  
:1. ITCom shall be composed of the VPCA, Operations Manager, and Executive Director,
+
The BSC Summer President is the chair of SumCom. SumCom is comprised of the Vice President of Summer Governance, and five additional Directors elected by the Board of the previous Spring. Only sitting Directors are eligible to serve as a Summer executive or a voting member of SumCom. Additionally, the Executive Director must attend SumCom as a non-voting member, as well as other staff and staff managers as required by the Executive Director in consultation with the Summer President.  
: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:'''
+
'''Director Responsibilities (both SumCom members and Non SumCom members):'''
  
:1. The Executive Director may vote.
+
:1. All of Board is to be included in distribution of SumCom agendas, minutes, and other communications as appropriate.
:2. The members at-large and VPCA may vote.
 
:3. The remaining members are there to provide feedback and may not vote.
 
  
'''Regular Meetings:'''
+
:2. Directors on SumCom are to take responsibility for disseminating this information to all units, including regular house visits, as other Directors will not have the same depth of knowledge to share with their own units.
  
:1. ITCom will meet on a regular board committee schedule.
+
:3. Non SumCom Directors: At all times during the summer contract period, all Directors elected in the previous spring will remain the Board of Directors of the BSC, with meetings called by Cabinet or four Board Members as set out in the bylaws, and with ultimate authority to make and overturn decisions.
:2. Members at-large shall be compensated at workshift rate for the hours spent in ITCom meetings, not to exceed 36 hours each semester.
+
::a. As such, it is crucial that Directors not on SumCom will still be responsible for checking their email at least once every 3-4 days, and respond promptly.
 +
::b. In the case that a Director fails to respond promptly, removal from position or workshift fining may be utilized, at the discretion of the Summer President.  
  
''[Board Approved 5/7/2009]''
+
'''Compensation:'''
  
==I.B.13. GOVERNANCE COMMITTEE==
+
:1. Directors who are elected to SumCom will receive 4 hours at the workshift rate per week of the Summer term.
  
'''General Description''':
+
:2. SumCom executives compensation will be outlined in their Job Descriptions in the Policy Directory.
  
Governance committee shall be a standing committee activated on a semesterly basis by the Board of Directors to address
+
:3. Non SumCom Directors who have a Summer contract may receive 1 hour workshift a week for communicating with their members.
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''':
+
:4. Non SumCom Directors who do not have a Summer contract and will not be in contact with their houses will not receive workshift credit during the Summer term.
  
The composition of Governance Committee shall be as stated in the motion to activate the committee, and may include
+
'''In the Case of resignation:'''
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]''
+
If any Director who is a member of SumCom resigns from their position as Director or from SumCom, the Summer President shall hold an electronic vote with the full Board of Directors to elect a new Director to SumCom.
  
==I.B.14 PERSONNEL APPEALS COMMITTEE==
+
==I.B.7. TASK FORCES==
  
'''General Description''':
+
'''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:
+
Each year in the Spring, Cabinet must consider and the Board of Directors may 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:
: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.
 
  
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.
+
: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.  
  
'''Composition:'''
+
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 the Board and the 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 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 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 chair.
  
'''Committee responsibilities:'''
+
'''Composition:'''  
: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:'''
+
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.
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.8. ASSIGNING MEMBERS TO AND VOTING ON COMMITTEES==
  
==I.B.15 ADVISORY COMMITTEE==
+
'''General Committee Guidelines:'''
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. 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 Directors assigned to that committee and the appointed Committee Member(s)-At-Large, unless otherwise stipulated in the specific committee description.
 +
:3. Every effort will be made to ensure that no standing committee or task force has more than one director from a unit. At the discretion of the President, two Directors from the same unit may be seated in the same standing committee or task force.
  
:1. The Advisory Committee must be composed of past members of the BSC Board and/or Cabinet.
+
==I.B.9. MEMBERS-AT-LARGE ON STANDING COMMITTEES==
: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. All four of the standing committees of Board (Internal Affairs, Capital & Finance, Experience & Training, and External Affairs) may have one voting member-at-large on 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. Each committee will select their member-at-large by majority vote. Selections must take place no later than the second committee meeting of the contract period. The committee may also vote not to have a member-at-large by majority vote.
: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. 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 and per hour of committee related work completed outside of committee meetings. Compensation will be capped at 60 hours per contract period. They are each required to maintain and update a timesheet. This timesheet will be shared with their unit's President at the beginning of the semester and will be made available for the purview of the unit's membership anytime throughout the semester. This timesheet is to be reviewed, amended, and approved by the Vice President of the standing Committee the member-at-large is on every month of each semester.
: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. The term of a member-at-large will be one contract period.
: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==
+
[''Board approved 4-29-21'']
====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====
+
==I.B.10. AUDIT COMMITTEE (AuditCom)==
: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====
+
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. 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====
+
:1. A Director who is on CFCom,
 +
:2. A Director who is not on CFCom,
 +
:3. In the beginning of the fall semester, the VPCF 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 Directors 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.
  
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.
+
==I.B.11. ADMINISTRATIVE COMMITTEE (AdCom)==
 +
See AdCode Section XVIII
 +
{{Infobox
 +
| type = warning
 +
| heading = Possible copy-editing issue
 +
| body = AdCom has been partially replaced with AdHoc, which is described in [[XVII: AdHoc Committee | AdCode Section XVII]]. References to AdHoc and AdCom elsewhere in the wiki should be double checked if the distinction matters. The next step up is the original reference in this section: [[XVIII: Appeals | AdCode Section XVIII]] covers appeals of all administrative issues, no matter what the initial hearing body was.
 +
}}
  
:1. The objective of the BSC’s investment strategy is to maximize returns within prudent levels of risk.
+
==I.B.12. CONDUCT COMMITTEE (ConCom)==
:2. The BSC shall take into account the cost of the investment transaction (including any professional fees) in evaluating investment returns.
+
See AdCode Section XXVI
: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.
+
{{Infobox
: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.
+
| heading = See also
 +
| body = [[XXVI: Terminations|AdCode Section XXVI]] deals with membership terminations. Conduct has been expanded, and ConCom is now described in the [[Policy_Directory#VII:_Conduct_Code_(ConCode)|Conduct Code]].
 +
}}
  
==I.B.17. Barrington Hall Feasibility Committee==
+
==I.B.13. INVESTMENT MANAGEMENT COMMITTEE (IMCom)==
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.
+
See Policy Directory IV.K
 +
{{Infobox
 +
| heading = Note: numbering has changed.
 +
| body = This most likely refers to the [[IV.K. Investment Management|Investment Management]] policy, which is now IV.J.
 +
}}
  
'''Composition'''
+
==I.B.14. MEMBER HIRING COMMITTEE (HiCom)==
: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
 
  
 +
'''General description:'''
  
'''Voting'''
+
The Member Hiring Committee (HiCom) shall be a committee of BSC members. HiCom shall act as the hiring body for BSC member positions. HiCom is responsible for assisting with advertising/recruitment, evaluating, interviewing, and hiring qualified applicants for BSC member positions.
:1. The individuals stated above as composing the committee may vote.  Quorum is 4 members.
+
'''
 +
Committee composition:'''
  
'''Regular Meetings'''
+
The Member Hiring Committee shall consist of the HiCom Chair, the Direct Supervisor of the position being hired, and members that have attended a BSC Hiring Committee training session. Central Level Member, Regular, Part-Time or Temporary Employees and nonmember employees may serve on the Member Hiring Committee.
: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.
+
:1. The Member Hiring Committee (HiCom) shall consist of five to seven members each term.  HiCom members shall be selected by the HiCom Chair and Executive Director.
 +
:2. HiCom members will be invited by the HiCom Chair to each hiring session.  Quorum for all hiring sessions shall be three voting members, including the Chair and the Direct Supervisor.
 +
:3. Committee decisions shall be made by majority vote.
 +
:4. Members of the Hiring Committee shall be compensated at the workshift rate up to 30 hours per semester.
  
''[Board approved 10/13/2011, Spring 2011]]''
+
'''Committee responsibilities:'''
  
==I.B.18. CAPITAL CAMPAIGN COMMITTEE==
+
:1. Hire a new HiCom Chair when the position is vacated.
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.
+
:2. Assist the HiCom Chair with advertising and recruitment activities to help recruit the most qualified and diverse applicant pool.
 +
:3. Evaluate, interview and hire qualified applicants for all BSC member positions of 10 hour/week or more.
 +
:4. 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
  
'''Composition'''
+
'''Hiring Committee Chair (Hicom Chair) responsibilities:'''
:1. Vice President of External Affairs
+
# Chair all meetings of the Member Hiring Committee.
:2. One board representative serving on the External Affairs Committee
+
# Help organize HiCom members in regards to advertising, recruitment activities to help recruit the most qualified and diverse applicant pool, interviews, councils, etc.
:3. 3 members-at-large, whose applications are solicited from the entire membership, selected by the other members of the CCC
+
# Evaluate, interview and hire qualified applicants for all BSC member positions of 10 hour/week or more.
:4. Development Director
+
# The HiCom Chair coordinates and facilitates all hirings and conducts training every semester for HiCom members.
:5. At the discretion of the CCC, a fundraising consultant.
+
# Oversee organizational recruitment and hiring digital communications.
  
'''Voting'''
+
'''Committee member responsibilities:'''
  
The individuals stated above as composing the committee may vote.
+
:1. Members must help create and post advertisements, visit councils/dinners, host info sessions, and perform other recruitment activities for member employees.
 +
:2. Members must disclose all conflicts of interest to the chair before interviews begin.
 +
:3. Members must not discuss interviews and/or deliberations outside that specific hiring.
 +
:4. Members must make all attempts to be consistent and impartial throughout the hiring process.
 +
:5. Members must be professional during interviews and deliberations.
  
'''Regular Meetings'''
+
''[Updated 1/27/22]''
: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.
 
  
 +
==I.B.15. PERSONNEL APPEALS COMMITTEE==
  
This committee will automatically expire at the end of Spring 2012 unless board renews the committee.
+
'''General Description:'''
  
''[Board approved 2011]''
+
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 unit-level VOC results (Section III.A.4 of the Policy Manual).
  
==I.B.19. THE COOPERATIVE MOVEMENT PARTY STEERING COMMITTEE==
+
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.
 
 
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.
 
  
 +
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:'''
 
'''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.
 
  
 +
The VPIA is the chair of Personnel Appeals Committee. If the VPIA is unable to fulfill this role, the President shall act in their stead. Voting members of the committee will include the Chair, one member appointed by the Employee Association (EA), as well as 3 current 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:
  
'''Regular Meetings:'''
+
:1. Convene as needed to address employee grievances and appeals as required by the President and Vice President of Internal Affairs.
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.
+
::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.
'''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]'''
 
  
 +
'''Committee member responsibilities:'''
  
==I.B.20. ET GRANTS==
+
: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.
  
: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:
+
==I.B.16. FOOD REIMBURSEMENT AT OFFICIAL BSC MEETINGS==
::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.17. INTRABOARD CONFLICT SUPPORT COMMITTEE==
  
==I.B.23. MEMBERS-AT-LARGE ON STANDING COMMITTEES==
+
'''General Description:'''
: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.
+
The Intraboard Conflict Support Committee shall be a committee of the Board of Directors. The Intraboard Conflict Support Committee will be the body that addresses conflict and prevents harm exacerbation, acting as an (optional) internal confidential resource to Board Directors. Board Directors are notified of the Committee in their training. Board Directors can send requests to assemble the committee to the Chair or alternate Chair.
: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==
+
'''Composition:'''
  
'''General description:'''
+
The body will consist of one Executive Board Director and a pool of non-Executive Board Directors (at least four during the Academic Year and at least two during the Summer). The Executive will chair the Committee by default. The Intraboard Conflict Support Committee shall name an alternate Chair upon their first meeting. The Intraboard Conflict Support Committee shall be confirmed by the Board by the first Board meeting of the Semester.
 +
The President will serve as the Chair and Executive Members of Cabinet will serve as the members of the Intraboard Conflict Support Committee until the first Board meeting of the Academic Year. The President will ensure adequate onboarding of Committee members.
  
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.
+
'''Specific Responsibilities of Committee Members:'''
  
'''Committee composition:'''
+
# Utilize a toolkit of internal and external conflict resolution resources to strategically address disagreement, conflict, and/or harm healthily.
 +
# Share the nature of existing relationships to leverage and mindmeld around best ways to broach conflict between two Board Directors or groups of Board of Directors.
 +
# Do intentional relationship building with other Board Directors.
 +
# Recuse themselves completely from the conflict support process if they are directly involved and/or named as a harm doer in a request to assemble the Committee.
 +
# Conduct self and/or group study regularly on topics relating to transformative justice, restorative justice, conflict support, healing justice, etc.
 +
# Popularize conflict support mechanisms and values of transformative justice to the Board of Directors.
  
: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.
+
'''Specific Responsibilities of the Chair:'''
::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:'''
+
# Notify Board Directors of scope and purpose of Committee upon assuming role as Chair.
 +
# Create an accessible form for Board Directors to make requests to assemble the Committee.
 +
# Ensure Committee members have baseline education around conflict support resources.
 +
# Facilitate meetings that encourage collaborative and solution-oriented thinking.
 +
# Document action items from meetings and conduct individual check-ins on follow through of said action items.
 +
# Maintain tight-knit communication and relationships with members of the Committee.
  
:1. Hire a new HiCom Chair when the position is vacated.
+
==I.B.18. COOPERATIVE EXPERIENCE RESTRUCTURING COMMITTEE (CExRC)==
: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:'''
+
The Cooperative Experience Restructuring Committee (CExRC) is hereby commissioned with the following charge:
  
:1. Members must disclose all conflicts of interest to the chair before interviews begin.
+
'''Composition:'''
:2. Members must not discuss interviews and/or deliberations outside that specific hiring.
+
The composition shall be: President; VPs of Experience & Training, Internal Affairs, and External Affairs; 1-2 members-at-large members currently or previously in unit-level manager or central-level member staff positions connected to the staffing structure of CEx; Executive Director.  
:3. Members must make all attempts to be consistent and impartial throughout the hiring process.
 
:4. Members must be professional during interviews and deliberations.
 
  
 +
'''Responsibilities:'''
 +
# The committee’s goal is to assess and propose restructuring of the Cooperative Experience department in order to meet the needs and desires of members and properly supporting managers and staff in meeting these organizational goals.
 +
# The committee shall consider ideas put forth by the authors of the [https://docs.google.com/document/d/1w_zBWKXbDBZvI4NaBMMOgKAGz_WaeHXReNU6_Mwj0h8/edit#| Cooperative Experience Re-Envisioning Proposal], its directives to the Summer Committee, and other resources listed below.
 +
# The committee shall present and potentially propose changes to the Board by the end of Spring 2022 with respect to the department structure, division of duties, and vision for collaboration. The committee shall send a report at the middle of each semester to the Board. It should also be renewed for continued work for as long as is necessary.
 +
# Some of the areas and/or projects include but are not limited to the following:
 +
::* The BSC’s mechanisms, structures, and strategies for preventing and addressing conflict (e.g., restorative justice, healing resources, anti-oppression education, Conduct, and more)
 +
::* The need to delineate responsibilities for different staff members (professional and member), with respect to big organizational-wide events and projects like Manager Training and New Member Orientation. The Member Resources team (Member Resources Supervisor and Assistant, Social Manager Coordinator, and Health Education and Worker Coordinators) should all be consulted.
  
  
''[Board Approved 04/26/12; Updated 04/25/13, 11/15/12]''
+
[''Board approved 5-6-21'']
 +
[[Category:Policy|Committees]] [[Category:Board Policy|Committees]] [[Category: Section I - Governing Structures]]

Latest revision as of 14:13, 27 January 2022

I.B.1. CABINET

General Description

Cabinet is the Executive Committee of the BSC Board of Directors responsible for maintaining a broad view of BSC governance and ensuring that key issues are framed, prioritized, coordinated, and addressed by the organization. Cabinet serves as a central location of communication for the BSC, with individual Vice Presidents acting as conduits of communication with each other, with the Board, and with management in all issues facing the BSC.

Cabinet is responsible for determining if issues will be decided by management, in Committee, or by the full Board, ensuring the rationale for making a decision is well represented, identifying the opinion or recommendation of the Cabinet when it chooses to make such recommendations, and suggesting amendments or edits to the work of other bodies where appropriate. In the case that emergency action is needed, the Cabinet can act in the place of the Board and report that action to the Board, upon whose authority such decisions are formalized. All meetings of the Cabinet are open to the BSC membership except for those items requiring executive session.

Composition

The BSC President is the chair of Cabinet. Cabinet is comprised of the Vice President of Internal Affairs, the Vice President of Capital and Finance, the Vice President of Experience and Training, the Vice President of External Affairs, and two non-executive Cabinet members. Only sitting Directors are eligible to serve as President and voting members of Cabinet. Additionally, the Executive Director must attend Cabinet as a non-voting member, as well as other staff and staff managers as required by the Executive Director in consultation with the President. Finally, up to two members selected to chair Board-created Task Forces must report at every regularly scheduled Cabinet meeting or at Cabinet's direction.

Additional Responsibilities

1. The Cabinet, under the direction of the President, will determine its agenda. It may discuss motions passed out of committee, motions delegated to it by the Board, ideas of its own origination, and the concerns of the membership and Staff Management.
2. Motions from committees may be sent to the Board of Directors for debate or referred back to committee for further discussion with specific recommendations.
3. Handle sensitive or confidential personnel matters referred by management.
4. Provide oversight for and, if necessary, remove unit-level managers.
5. Consider senior manager evaluations compiled by the Executive Director each Spring. See the Employee Handbook Section TBD for more information.
6. Establish special committees as necessary with approval of the Board.

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 unit 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, unit-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. IACom comprises, at a minimum, four non-executive student 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.13 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 its 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
c. Review and amend policies as they pertain to the BSCIT policy as outlined in section IV.M. of the Policy Directory
3. Propose to the Cabinet areas for work as needed and respond to the requests of the Board of Directors
4. Review the Policy Directory for consistency and make non-substantive revisions in line with Board policy decisions

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 preparing the annual budget, recommending contributions to the BSC’s strategic reserves, assuring compliance with law pertaining to financial regulations and property maintenance, and reporting 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. CFCom comprises, at a minimum, four non-executive student 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.13 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. EXPERIENCE AND TRAINING COMMITTEE (ETCom)

General description:

The Experience and Training Committee is a standing committee of the Board of Directors. ETCom is responsible for evaluating and modifying as necessary BSC education and training programs for both members and unit-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 unit-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 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. ETCom is the body that hears proposed alterations to disability rules, and emergency services, unit rules, member conduct policies and procedures, mediation / conflict resolution services, and unit-level safety before discussion at the Board of Directors.

Composition:

The VPET is the chair of ETCom. ETCom comprises, at minimum, four non-executive student Directors. ETCom is staffed by the [Cooperative Experience] Manager, and the Executive Director as needed. The voting members of ETCom may elect to seat a member of the Alumni Board as a nonvoting member of ETCom, as well as a voting Member-at-large as described in section I.B.13 of the Policy Directory.

Additional Responsibilities:

1. Process ET Grant applications as specified below
2. As a standing committee of the Board, ETCom 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 unit-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 ETCom Grant Vetting:

1. The 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 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 VPET or the ETCom Administrative Assistant.
3. Funds will be drawn from the ETCom Grants budget.
4. ETCom has full discretion over its budget: including, but not limited to ETCom Grants and GMMs.
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.

I.B.5. EXTERNAL AFFAIRS COMMITTEE (EACom)

General description:

The External Affairs Committee (EACom) is a standing committee of the Board of Directors. The External Affairs Committee is responsible for evaluating and modifying BSC policies, procedures, and programs pertaining to external stakeholders. This includes, but is not limited to, community, neighbor and government relations, political advocacy, marketing and brand strategy, recruitment of historically marginalized communities, alumni engagement, fundraising, and supporting the cooperative movement.

Composition:

The VPEA is the chair of EACom and facilitates all meetings. EACom is comprised of a minimum of four student Board Directors. EACom is staffed by the Development Director, and the Executive Director as needed. The voting members of EACom may elect to seat a member of the Alumni Board as a nonvoting member of EACom, as well as a voting Member-at-large as described in section I.B.13 of the Policy Directory.

Specific Responsibilities:

  1. Encourage and fund unit level neighbor events at the beginning of each semester
  2. Competitively allocate charitable donations and event sponsorship funds
  3. Generate community improvement projects as described in V.C.3 of the Policy Directory
  4. Disburse the cooperative development grant
  5. Follow press protocols as established by the VPEA
  6. Facilitate board level support of BSC development efforts and actively participate in BSC alumni engagement and fundraising activities as needed
  7. Follow university, local and state government activity as it pertains to the BSC. Attend meetings as necessary
  8. Engage in direct political advocacy as necessary
  9. Strengthen external relationships with cooperatives and businesses relevant to the mission of the BSC

I.B.6. SUMMER GOVERNANCE COMMITTEE (SumCom)

General Description:

SumCom is the Summer Governance Committee of the BSC Board of Directors responsible for fulfilling BSC governance and the responsibilities of Board during the Summer. SumCom must complete projects and tasks assigned from the previous Board of Directors. As needed, SumCom will handle sensitive or confidential personnel matters referred by management, and will substitute Cabinet in matters of emergency or in place of other committees as needed. The term of SumCom shall be from 12:00 a.m. on the day following the end of the spring contract period until 11:59 p.m. on the day prior to the start of the subsequent fall contract period. SumCom Executives will predetermine dates and locations of meetings for SumCom approximately every 2-3 weeks in consultation with SumCom members and Senior management, with the ability to alter that schedule when necessary. Additional SumCom meetings may be called or cancelled by a 2/3 supermajority of SumCom members. All meetings of the SumCom are open to the BSC membership except for those items requiring executive session. The quorum for SumCom meetings shall be the majority of its elected members.

Composition:

The BSC Summer President is the chair of SumCom. SumCom is comprised of the Vice President of Summer Governance, and five additional Directors elected by the Board of the previous Spring. Only sitting Directors are eligible to serve as a Summer executive or a voting member of SumCom. Additionally, the Executive Director must attend SumCom as a non-voting member, as well as other staff and staff managers as required by the Executive Director in consultation with the Summer President.

Director Responsibilities (both SumCom members and Non SumCom members):

1. All of Board is to be included in distribution of SumCom agendas, minutes, and other communications as appropriate.
2. Directors on SumCom are to take responsibility for disseminating this information to all units, including regular house visits, as other Directors will not have the same depth of knowledge to share with their own units.
3. Non SumCom Directors: At all times during the summer contract period, all Directors elected in the previous spring will remain the Board of Directors of the BSC, with meetings called by Cabinet or four Board Members as set out in the bylaws, and with ultimate authority to make and overturn decisions.
a. As such, it is crucial that Directors not on SumCom will still be responsible for checking their email at least once every 3-4 days, and respond promptly.
b. In the case that a Director fails to respond promptly, removal from position or workshift fining may be utilized, at the discretion of the Summer President.

Compensation:

1. Directors who are elected to SumCom will receive 4 hours at the workshift rate per week of the Summer term.
2. SumCom executives compensation will be outlined in their Job Descriptions in the Policy Directory.
3. Non SumCom Directors who have a Summer contract may receive 1 hour workshift a week for communicating with their members.
4. Non SumCom Directors who do not have a Summer contract and will not be in contact with their houses will not receive workshift credit during the Summer term.

In the Case of resignation:

If any Director who is a member of SumCom resigns from their position as Director or from SumCom, the Summer President shall hold an electronic vote with the full Board of Directors to elect a new Director to SumCom.

I.B.7. TASK FORCES

General Description:

Each year in the Spring, Cabinet must consider and the Board of Directors may 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 the Board and the 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 chair.

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.8. 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 Directors assigned to that committee and the appointed Committee Member(s)-At-Large, unless otherwise stipulated in the specific committee description.
3. Every effort will be made to ensure that no standing committee or task force has more than one director from a unit. At the discretion of the President, two Directors from the same unit may be seated in the same standing committee or task force.

I.B.9. MEMBERS-AT-LARGE ON STANDING COMMITTEES

1. All four of the standing committees of Board (Internal Affairs, Capital & Finance, Experience & Training, and External Affairs) 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 committee 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 and per hour of committee related work completed outside of committee meetings. Compensation will be capped at 60 hours per contract period. They are each required to maintain and update a timesheet. This timesheet will be shared with their unit's President at the beginning of the semester and will be made available for the purview of the unit's membership anytime throughout the semester. This timesheet is to be reviewed, amended, and approved by the Vice President of the standing Committee the member-at-large is on every month of each semester.
4. The term of a member-at-large will be one contract period.


[Board approved 4-29-21]

I.B.10. 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 Director who is on CFCom,
2. A Director who is not on CFCom,
3. In the beginning of the fall semester, the VPCF 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 Directors 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.11. ADMINISTRATIVE COMMITTEE (AdCom)

See AdCode Section XVIII


I.B.12. CONDUCT COMMITTEE (ConCom)

See AdCode Section XXVI


I.B.13. INVESTMENT MANAGEMENT COMMITTEE (IMCom)

See Policy Directory IV.K


I.B.14. MEMBER HIRING COMMITTEE (HiCom)

General description:

The Member Hiring Committee (HiCom) shall be a committee of BSC members. HiCom shall act as the hiring body for BSC member positions. HiCom is responsible for assisting with advertising/recruitment, 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 members that have attended a BSC Hiring Committee training session. Central Level Member, Regular, Part-Time or Temporary Employees and nonmember employees may serve on the Member Hiring Committee.

1. The Member Hiring Committee (HiCom) shall consist of five to seven members each term. HiCom members shall be selected by the HiCom Chair and Executive Director.
2. HiCom members will be invited by the HiCom Chair to each hiring session. Quorum for all hiring sessions shall be three voting members, including the Chair and the Direct Supervisor.
3. Committee decisions shall be made by majority vote.
4. Members of the Hiring Committee shall be compensated at the workshift rate up to 30 hours per semester.

Committee responsibilities:

1. Hire a new HiCom Chair when the position is vacated.
2. Assist the HiCom Chair with advertising and recruitment activities to help recruit the most qualified and diverse applicant pool.
3. Evaluate, interview and hire qualified applicants for all BSC member positions of 10 hour/week or more.
4. 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

Hiring Committee Chair (Hicom Chair) responsibilities:

  1. Chair all meetings of the Member Hiring Committee.
  2. Help organize HiCom members in regards to advertising, recruitment activities to help recruit the most qualified and diverse applicant pool, interviews, councils, etc.
  3. Evaluate, interview and hire qualified applicants for all BSC member positions of 10 hour/week or more.
  4. The HiCom Chair coordinates and facilitates all hirings and conducts training every semester for HiCom members.
  5. Oversee organizational recruitment and hiring digital communications.

Committee member responsibilities:

1. Members must help create and post advertisements, visit councils/dinners, host info sessions, and perform other recruitment activities for member employees.
2. Members must disclose all conflicts of interest to the chair before interviews begin.
3. Members must not discuss interviews and/or deliberations outside that specific hiring.
4. Members must make all attempts to be consistent and impartial throughout the hiring process.
5. Members must be professional during interviews and deliberations.

[Updated 1/27/22]

I.B.15. PERSONNEL 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 unit-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 their stead. Voting members of the committee will include the Chair, one member appointed by the Employee Association (EA), as well as 3 current 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.16. 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.)

I.B.17. INTRABOARD CONFLICT SUPPORT COMMITTEE

General Description:

The Intraboard Conflict Support Committee shall be a committee of the Board of Directors. The Intraboard Conflict Support Committee will be the body that addresses conflict and prevents harm exacerbation, acting as an (optional) internal confidential resource to Board Directors. Board Directors are notified of the Committee in their training. Board Directors can send requests to assemble the committee to the Chair or alternate Chair.

Composition:

The body will consist of one Executive Board Director and a pool of non-Executive Board Directors (at least four during the Academic Year and at least two during the Summer). The Executive will chair the Committee by default. The Intraboard Conflict Support Committee shall name an alternate Chair upon their first meeting. The Intraboard Conflict Support Committee shall be confirmed by the Board by the first Board meeting of the Semester. The President will serve as the Chair and Executive Members of Cabinet will serve as the members of the Intraboard Conflict Support Committee until the first Board meeting of the Academic Year. The President will ensure adequate onboarding of Committee members.

Specific Responsibilities of Committee Members:

  1. Utilize a toolkit of internal and external conflict resolution resources to strategically address disagreement, conflict, and/or harm healthily.
  2. Share the nature of existing relationships to leverage and mindmeld around best ways to broach conflict between two Board Directors or groups of Board of Directors.
  3. Do intentional relationship building with other Board Directors.
  4. Recuse themselves completely from the conflict support process if they are directly involved and/or named as a harm doer in a request to assemble the Committee.
  5. Conduct self and/or group study regularly on topics relating to transformative justice, restorative justice, conflict support, healing justice, etc.
  6. Popularize conflict support mechanisms and values of transformative justice to the Board of Directors.

Specific Responsibilities of the Chair:

  1. Notify Board Directors of scope and purpose of Committee upon assuming role as Chair.
  2. Create an accessible form for Board Directors to make requests to assemble the Committee.
  3. Ensure Committee members have baseline education around conflict support resources.
  4. Facilitate meetings that encourage collaborative and solution-oriented thinking.
  5. Document action items from meetings and conduct individual check-ins on follow through of said action items.
  6. Maintain tight-knit communication and relationships with members of the Committee.

I.B.18. COOPERATIVE EXPERIENCE RESTRUCTURING COMMITTEE (CExRC)

The Cooperative Experience Restructuring Committee (CExRC) is hereby commissioned with the following charge:

Composition: The composition shall be: President; VPs of Experience & Training, Internal Affairs, and External Affairs; 1-2 members-at-large members currently or previously in unit-level manager or central-level member staff positions connected to the staffing structure of CEx; Executive Director.

Responsibilities:

  1. The committee’s goal is to assess and propose restructuring of the Cooperative Experience department in order to meet the needs and desires of members and properly supporting managers and staff in meeting these organizational goals.
  2. The committee shall consider ideas put forth by the authors of the Cooperative Experience Re-Envisioning Proposal, its directives to the Summer Committee, and other resources listed below.
  3. The committee shall present and potentially propose changes to the Board by the end of Spring 2022 with respect to the department structure, division of duties, and vision for collaboration. The committee shall send a report at the middle of each semester to the Board. It should also be renewed for continued work for as long as is necessary.
  4. Some of the areas and/or projects include but are not limited to the following:
  • The BSC’s mechanisms, structures, and strategies for preventing and addressing conflict (e.g., restorative justice, healing resources, anti-oppression education, Conduct, and more)
  • The need to delineate responsibilities for different staff members (professional and member), with respect to big organizational-wide events and projects like Manager Training and New Member Orientation. The Member Resources team (Member Resources Supervisor and Assistant, Social Manager Coordinator, and Health Education and Worker Coordinators) should all be consulted.


[Board approved 5-6-21]