I.B. Committees: Difference between revisions

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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:
'''General Description'''
::a. Motions passed out of committee.
 
::b. Motions delegated to it by the Board.
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.
::c. Ideas of its own origination.
 
:2. Motions from committees may be treated as follows:
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.
::a. SEND TO Board of Directors DEBATE (by majority) —goes right to Action Items.
All meetings of the Cabinet are open to the BSC membership except for those items requiring executive session.
: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.
'''Composition'''
:4. A motion re-passed out of committee, after being re-referred by Cabinet, must go directly to the Board if the motion is unchanged.
 
:5. If Cabinet is required to make an emergency decision when the Board of Directors is not meeting, the decision must ultimately be approved by the Board off Directors to be official.
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.
 
: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.
'''Additional Responsibilities'''
:8. Cabinet shall meet regularly and be open to all members.
 
:9. May establish special committees as necessary with approval of board (e.g. Build Com for Rochdale III, Cloyne Com)
: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.
: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.
: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)==


==I.B.2. HUMAN RESOURCES COMMITTEE (HRCom) (created 5/29/2010)==
'''General description:'''
'''General description:'''


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


The VPIA is the chair of HRCom. The Employee Association may seat one voting member on the committee. No Central
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.  
Level Member, Regular, or Temporary Employee, with the exception of the Employee Association member, the CODA, and
Room and Board Employees, may be seated as a member of HRCom. HRCom must have 3-5 Board reps. The voting
members of HRCom may elect to seat a member of the Alumni Board as a non-voting member of HRCom.


'''Committee responsibilities:'''
'''Additional Responsibilities:'''


:1. Fulfill all HRCom responsibilities specified in the EA Contract, Personnel Code, Policy Directory, By-laws, and any other BSC policy.
:1. Process ET Grant applications as specified below
:2. Regularly regular review organizational structure, reporting relationships, and job descriptions.
: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. Ensure that the BSC has policies and procedures necessary for effective HR practices, which comply the law and promote a healthy work environment.
::a. Manager trainings
: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.
::b. New Member Orientation and unit-level orientations
:5. As workload permits, consider, review, revise and, when appropriate, submit to Board proposals that have been referred to HRCom.
:3. Fulfill any implied responsibilities for evaluating and approving Community Action Workshop proposals
: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.
:4. Review applications for the annual NASCO Institute
:7. Reflect each semester on the goals and the work of HRCom, modifying its mission where appropriate.
:5. Solicit participation in and select finalists for the annual BSC Cooperative Development Grant
:8. Fulfill responsibilities of the Safety Committee specified in the Injury and Illness Prevention Program (Policy Director section V.H.)
:6. Propose to the Cabinet areas for work as needed and respond to the requests of the Board of Directors
: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''':
'''Process for ETCom Grant Vetting:'''


:1. Participate actively in directing the work of the Committee, very strongly taking into consideration the outgoing recommendations from the previous semester’s HRCom.
: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:
:2. Attend all HRCom meetings, and make an effort to send an informed substitute when you cannot attend.
::a. “The mission of ETCom grants is to provide resources to promote the sharing of knowledge that will enrich the BSC community.”
:3. Take responsibility for being a vital conduit between the BoD and BSC employees – student and otherwise.
:2. Applications should be submitted to either the VPET or the ETCom Administrative Assistant.
:4. Read the EA Contract, the Personnel Code, By-laws, Policy Directory, and Administrative Code.
:3. Funds will be drawn from the ETCom Grants budget.
: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.
:4. ETCom has full discretion over its budget: including, but not limited to ETCom Grants and GMMs.
:6. Participate actively in each Committee meeting
:5. Funds may be used to reimburse members for supplies, labor, venue/speaker fees, and any other expenses related to the event.
:7. Fulfill responsibilities delegated to member by the committee.
: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.3. OPERATIONS COMMITTEE (OpCom) (created 5/29/2010)==
==I.B.5. EXTERNAL AFFAIRS COMMITTEE (EACom)==


'''General description:'''
'''General description:'''


Operations Committee shall be a standing committee of the Board of Directors. OpCom is responsible for evaluating and
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. 
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
'''Composition:'''
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
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.
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.
'''Specific Responsibilities:'''
#Encourage and fund unit level neighbor events at the beginning of each semester
#Competitively allocate charitable donations and event sponsorship funds
#Generate community improvement projects as described in V.C.3 of the Policy Directory
#Disburse the cooperative development grant
#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
#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.  


'''Committee responsibilities:'''
'''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.


:1. Ensure that policies within the jurisdiction of OpCom are consistent with the BSC’s charitable purpose, non-profit status, and legal responsibilities.
:3. Non SumCom Directors who have a Summer contract may receive 1 hour workshift a week for communicating with their members.
: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:'''
: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.


:1. Participate actively in directing the work of the Committee, very strongly taking into consideration the outgoing recommendations from the previous semester’s OpCom.
'''In the Case of resignation:'''
:2. Attend all OpCom meetings, and make an effort to send an informed substitute when you cannot attend.
:3. Be prepared for each Committee meeting.
:4. Participate actively in each Committee meeting.
:5. Fulfill responsibilities delegated to member by the committee.


==I.B.4. FINANCIAL AFFAIRS COMMITTEE (FiCom)==
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.
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).
==I.B.7. TASK FORCES==


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.
'''General Description:'''


==I.B.5. AUDIT COMMITTEE (AuditCom)==
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:  
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,
:1) who will participate in the task force,
:2. A member of Board who is not on FiCom,
:2) the start date of the task force,
:3. A Chairperson/Financial Expert who is either a member of the BSC Alumni Association or a current or former member of the faculty of the University of California at Berkeley or any other Financial Expert
:3) a midway review point (if applicable to the scale of the project),
:4. The Chair of the Audit Committee cannot be on FiCom
:4) a termination date of the task force’s charter, and
:5. Members of FiCom must make up less than 50% of the Audit Committee
:5) the body to which the task force will report its work.  
:6. No members of the Audit Committee can receive compensation in excess of what Board members receive for service
:7. No members of the Audit Committee can have a material financial interest in an entity doing business with the BSC


==I.B.6. EDUCATION AND TRAINING COMMITTEE (ETCom)==
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.
'''General description:'''


Education and Training Committee shall be the standing committee of the Board of Directors. ETCom is responsible for
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.
evaluating and modifying as necessary BSC education and training programs, defined broadly16. The VPME chairs ETCom.
ETCom must have 3-5 Board reps. The voting members of ETCom may elect to seat a member of the Alumni Board as a nonvoting
member of ETCom.


'''Committee responsibilities:'''
'''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.
At the first board meeting of the semester the President will present to the Board the candidates appointed to serve on task force[s] adopted by the Board the previous spring. The Board may approve the list as a whole, amend the list, or reject it. Additionally, representatives of the Board of Directors not currently assigned to a Board standing committee will be appointed to the task force[s]. Each person seated on a task force is considered a voting member.
:2. 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''':
==I.B.8. ASSIGNING MEMBERS TO AND VOTING ON COMMITTEES==


:1. Participate actively in directing the work of the Committee, very strongly taking into consideration the outgoing recommendations from the previous semester’s ETCom.
'''General Committee Guidelines:'''
:2. Attend all ETCom meetings, and make an effort to send an informed substitute when you cannot attend.
:3. Be prepared for each Committee meeting.
:4. Participate actively in each Committee meeting.
:5. Fulfill responsibilities delegated to member by the committee


==I.B.7. EXTERNAL AFFAIRS COMMITTEE17==
: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.


The chief responsibilities of the External Affairs committee are to, under the direction of the Vice President of External Affairs,
==I.B.9. MEMBERS-AT-LARGE ON STANDING COMMITTEES==
address recruitment, public and community relations, development and fundraising campaigns, philanthropy/community
service campaigns, and ensure positive relations with the University, City and neighbors. This committee shall work closely with
the Executive Director, Development Director, Alumni Coordinator, Communications Coordinator, CODA, and the
Recruitment Coordinator in fulfilling these goals. EACom must have 3-5 Board reps. The voting members of EACom may
elect to seat a member of the Alumni Board as a non-voting member of EACom.


'''Committee Member Responsibilities''':
:1. 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.


:1. Attend all meetings of the External Affairs Committee, which are to occur every week that full Board is not in session.
:2. Take responsibility for being a representative of the BSC to the outside world; educate yourself about the history of the organization, and respect the public relations protocol established by the VPEA and Communications Coordinator.
:3. Under the direction of the VPEA, make proactive, positive efforts to engage the press, city officials, university officials, students and student associations, BSC neighbors, and community as necessary. Consider not only what these bodies can do for the BSC but also how the BSC can/does serve these bodies.
:4. Review/improve the media interface between the BSC and the outside world: (e.g. through BSC tabling brochures, BSC websites, Facebook, the Daily Cal)
:5. Commit to helping work at the major External Affairs-related events during the semester, be they related to community service, minority recruitment or fundraising.
:6. Assist BSC recruitment efforts in reaching historically marginalized groups.
:7. Develop and execute marketing and member recruitment strategies, including but not limited to: outreach to community colleges and other local institutions of higher education, designing and purchasing effective advertising, working to develop ties with the recruitment and retention centers at the University of California, improving our tabling efforts, attracting boarders, recruit students from a wide array of backgrounds in order to increase diversity, and coordinating our public and neighbor relations.
:8. Attend University, City, and other outside agency meetings as directed.


==I.B.8. CAPITAL AFFAIRS COMMITTEE (CACom) (created 5/29/2010)==
[''Board approved 4-29-21'']
'''General description:'''


The Capital Affairs Committee shall be a standing committee of the Board of Directors. CACom is responsible for protecting,
==I.B.10. AUDIT COMMITTEE (AuditCom)==
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:'''
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. 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.
:1. A Director who is on CFCom,
: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.
:2. A Director who is not on CFCom,
: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.
: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. Assess the terms and conditions of leased co-ops and ensure that the BSC makes timely plans for renewal or replacement of leased properties.
:4. The Chair of the Audit Committee cannot be on CFCom
: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.
:5. Members of CFCom must make up less than 50% of the Audit Committee
: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.
:6. No members of the Audit Committee can receive compensation in excess of what Directors receive for service
: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.
:7. No members of the Audit Committee can have a material financial interest in an entity doing business with the BSC.
: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.
: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.
: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''':
==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. Participate actively in directing the work of the Committee, very strongly taking into consideration the outgoing recommendations from the previous semester’s CACom.
==I.B.12. CONDUCT COMMITTEE (ConCom)==
:2. Attend all CACom meetings, and make an effort to send an informed substitute when you cannot attend.
See AdCode Section XXVI
:3. Be prepared for each Committee meeting.
{{Infobox
:4. Participate actively in each Committee meeting.
| heading = See also
:5. Fulfill responsibilities delegated to member by the committee.
| 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]].
}}


==[[Section XVIII: Appeals|I.B.9. ADMINISTRATIVE COMMITTEE (AdCom): See AdCode Section XVIII]]==
==I.B.13. INVESTMENT MANAGEMENT COMMITTEE (IMCom)==
==[[Section XXIV: Conduct Committee (Approved 5/6/2010)|I.B.10. CONDUCT COMMITTEE (ConCom): See AdCode Section XXVI]]==
See Policy Directory IV.K
==I.B.11. MAINTENANCE COMMITTEE (MaintCom)==
{{Infobox
MaintCom deals with issues and policies regarding the physical plant and maintenance on the BSC properties. MaintCom is
| heading = Note: numbering has changed.
chaired by the VPCA and is comprised of the Maintenance Managers elected from each unit.
| body = This most likely refers to the [[IV.K. Investment Management|Investment Management]] policy, which is now IV.J.
}}


:1. MaintCom shall be a standing committee of the Board of Directors.
==I.B.14. MEMBER HIRING COMMITTEE (HiCom)==
:2. MaintCom shall be composed of unit Maintenance Managers. The VPCA shall Chair MaintCom. The Maintenance Supervisor must attend all meetings of MaintCom.
:3. MaintCom shall discuss and propose policies regarding all physical plant and maintenance issues in the BSC, including but not limited to: long term physical plant planning, the operations of Central Maintenance and the house level maintenance programs, energy efficiency improvement projects, and preventative maintenance and capital improvements.
:4. Houses shall be fined $15 for each meeting missed by house’s maintenance manager
:5. MaintCom shall only convene in the Fall and Spring.


==I.B.12. INFORMATION TECHNOLOGY COMMITTEE (ITCom) (5/7/09 BOD)==
'''General description:'''
ITCom is a strategic resource that assists in organizational continuity, charged with ensuring that ordinary staff turnover will not
create undue burdens on BSC or undue risks to its future ITCom is a standing committee charged with discussing the
relationship of CO with the Co-ops and it's members in terms of IT, a long term plan, the architecture for CO and house
computers, student access and services, and staff and member email accounts. ITCom is not limited to only these issues;
ITCom will address any IT related question or request as needed. (Committee expires after Spring 2011)


'''Composition:'''
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:'''


:1. ITCom shall be composed of the VPCA, Operations Manager, and Executive Director,
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.
:2. Accountant, Housing Supervisor, and three members-at-large.
:3. Each semester ITCom must select the at-large members who shall serve in the following semester.


'''Voting:'''
:1. The 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.


:1. The Executive Director may vote.
'''Committee responsibilities:'''
:2. The members at-large and VPCA may vote.
:3. The remaining members are there to provide feedback and may not vote.


'''Regular Meetings:'''
:1. 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


:1. ITCom will meet on a regular board committee schedule.
'''Hiring Committee Chair (Hicom Chair) responsibilities:'''
:2. Members at-large shall be compensated at workshift rate for the hours spent in ITCom meetings, not to exceed 36 hours each semester.
# Chair all meetings of the Member Hiring Committee.
# Help organize HiCom members in regards to advertising, recruitment activities to help recruit the most qualified and diverse applicant pool, interviews, councils, etc.
# Evaluate, interview and hire qualified applicants for all BSC member positions of 10 hour/week or more.
# The HiCom Chair coordinates and facilitates all hirings and conducts training every semester for HiCom members.
# Oversee organizational recruitment and hiring digital communications.


===I.B.13. GOVERNANCE COMMITTEE (created 12/10/2009, revised 5/29/2010)===
'''Committee member responsibilities:'''


'''General description'''18:
: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.


Governance committee shall be a standing committee activated on a semesterly basis by the Board of Directors to address
''[Updated 1/27/22]''
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''':
==I.B.15. PERSONNEL APPEALS COMMITTEE==


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


===I.B.14 ADVISORY COMMITTEE===
The 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:
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. 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).


:1. The Advisory Committee must be composed of past members of the BSC Board and/or Cabinet.
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.
:2. Board may elect a person to serve on the Advisory Committee whenever doing so would not cause the Committee to exceed 7 members.
:3. Each Spring the Board must elect at least one new representative to the Committee. It may not elect more than one new representative if doing so would cause the Committee in the Fall to exceed 7 members.
:4. A Committee member may not serve on the committee for more than 6 years.
:5. Current BSC members may not serve on the Advisory Committee.
:6. The Advisory Committee must appoint as Chair one member of the Committee.
:7. The Advisory Committee may nominate an Advisory Committee member for removal from the Committee for performance that either hinders the work of the Committee or does not satisfactorily contribute to the work of the Committee, such as poor attendance or slow response to committee communications. Board, at its option, may then remove the member.
:8. A Committee member may nominate himself/herself for removal from the Committee, and may then by a majority vote of the Committee be removed.


'''Work of the committee'''
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. The BSC President must at the semester’s outset supply BSC Board Members with contact information for the members of the committee so that Board Members can easily contact committee members for advice.
:2. The committee must meet once in the middle of the Fall contract period and once in the middle of the Spring contract period. The Chair must notify the BSC President and all committee members no less than 2 weeks prior to any meeting of the Committee.
:3. Prior to the second meeting of the BSC Board, the BSC President must write up a summary of the BSC Board’s goals, projects and actions during that contract period emphasizing any areas in which the Board would like external input.
:4. When the BSC President identifies issues on which Committee advice would likely be useful, the BSC President must submit to the Chair a request for advice.
:5. Advisory Committee members must submit to the Chair written responses to the summary and any other requests for advice.
:6. The Chair must compile responses and submit them, along with a summary of their contents, to the BSC President.
:7. The BSC President must include the Advisory Committee’s statement in the next Board Packet.


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


ETCom may approve grants of $100-$250 for educational or community-building social events. Applications must be
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.
submitted to the VPME.
Committee responsibilities:


===I.B.16. NON-APPOINTEE VOTING ON COMMITTEES (5/8/2008 BOD)===
:1. Convene as needed to address employee grievances and appeals as required by the President and Vice President of Internal Affairs.
:1. Non-board reps may only vote in the primary standing committees of Board, i.e. Personnel & Operations, Finance, Member Services & Member Education and External Affairs.
::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. A member attending a committee meeting may cast votes for his/her house in the event that the house is not represented by a board representative or approved sub. For example, if FiCom has a committee of five board reps from Rochdale, Loth, Cloyne, CZ and Sherman, and members from Hoyt and Loth came to the meeting, the Hoyt member could cast a vote, but the Loth member could not.
: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. The appointed committee reps by simple majority can consider anyone who is not present for relevant parts of a motion discussion ineligible to vote.
:3. Provide remedies to grievances as they arise related to conditions of employment as noted above.
:4. There may be no more than one vote per house on a committee.


'''Voting for multiple board reps from the same unit'''
'''Committee member responsibilities:'''
:1. The board rep assigned to the committee has the right to cast the sole vote for her/his house.
:2. If there is no appointed board rep to a committee, then a non-appointed board rep has the right to cast the sole vote for his/her house. If there is more than one non-appointed rep in presence, then their resultant vote is represented via simple majority.


'''Voting for multiple non-board reps from the same unit'''
:1. Ensure confidentiality in all matters discussed throughout committee proceeding.
:1. If multiple non-board reps from the same unit wish to vote, then their resultant vote is represented via simple majority. In the case of ties no vote can be cast by that unit’s non-appointees.
: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.


:'''Example:''' FiCom has board reps from Rochdale, Loth, Cloyne, CZ and Sherman, and 5 members from Hoyt wish to vote. If Hoyt non-board reps vote ‘in favor’ and 2 vote ‘against’ their vote is represented as a single ‘in favor’ vote. If multiple members from Rochdale attended the same meeting, none would be entitled to such a vote since there is a Rochdale board rep on the committee. The Rochdale board rep may vote as he/she sees fit, independently of the desires of the Rochdale non-board reps
==I.B.16. FOOD REIMBURSEMENT AT OFFICIAL BSC MEETINGS==


===I.B.17. FOOD REIMBURSEMENT AT OFFICIAL BSC MEETINGS (5/8/2008 BOD)===
:1. The BSC President must approve the purchase of food for any official BSC meeting.
: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.)


===I.B.18. COMMITTEE FUNDING POOL RULES19 (created 5/12/2008)===
==I.B.17. INTRABOARD CONFLICT SUPPORT COMMITTEE==
:1. Any money that EACom or ETCom is elsewhere empowered to appropriate may only be drawn from this fund.
 
:2. Neither EACom nor ETCom may authorize any expenditure exceeding $1,000 without the approval of Cabinet.
'''General Description:'''
:3. Cabinet is hereby empowered to approve of EACom or ETCom expenditures exceeding $1000, and may in urgent circumstances conduct a vote via email.
 
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:'''
 
# 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.
 
'''Specific Responsibilities of the Chair:'''
 
# 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.
 
==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:'''
# 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.
 


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

Latest revision as of 15:13, 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]

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