I.B. Committees

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I.B.1. CABINET

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

1. The Cabinet, under the direction of the President, will determine its agenda. It may discuss:
a. Motions passed out of committee.
b. Motions delegated to it by the Board.
c. Ideas of its own origination.
2. Motions from committees may be treated as follows:
a. SEND TO Board of Directors DEBATE (by majority) —goes right to Action Items.
b. REFER BACK TO COMMITTEE (by majority)—must state problems.
3. Cabinet should use the consent calendar as much as possible and scrutinize issues carefully, referring them back to committee if they need more thought.
4. A motion re-passed out of committee, after being re-referred by Cabinet, must go directly to the Board if the motion is unchanged.
5. If Cabinet is required to make an emergency decision when the Board of Directors is not meeting, the decision must ultimately be approved by the Board off Directors to be official.
6. The Executive Director shall continue to compile manager evaluations and will submit it them to the Cabinet each Spring. Cabinet will approve and amend the evaluations, recommend goals, and raises and/or bonuses. The President will report the approved goals and raises and/or bonuses to the full Board. By simple majority vote, board may refer any manager evaluation back to Cabinet for further discussion, at which Cabinet meeting interested Board members may express their concerns and/or recommendations to the Cabinet. Cabinet will review the evaluation in question and resubmit it to Board until receiving final Board approval.
7. In addition to the executives and the Executive Director, Cabinet shall consist of two members-at-large. At large members

shall have voting privileges.

8. Cabinet shall meet regularly and be open to all members.
9. May establish special committees as necessary with approval of board (e.g. Build Com for Rochdale III, Cloyne Com)
10. Cabinet shall rotate topics in order to reevaluate the long-range plan minimally on a three year basis, and suggest adjustments. Evaluation of the long-range plan shall occur in Fall 2003, 2006, 2009, 2012, and so forth. Cabinet should be able to link projects with the mission statement and evaluate the BSC’s fulfillment of the mission statement with the aid of the Executive Director.

I.B.2. HUMAN RESOURCES COMMITTEE (HRCom) (created 5/29/2010)

General description:

Human Resources Committee shall be a standing committee of the Board of Directors. HRCom is responsible for creating, evaluating and modifying the policies and procedures that govern the selection, compensation, and discipline of BSC professional staff, regular employee positions, part-time employee positions, room and board positions, central level workshift positions. HRCom is also responsible for the creation, alteration, and elimination of all student and staff positions, and fulfills all responsibilities implied by the Injury and Illness Prevention Plan. HRCom shall fulfill all responsibilities attributed in the Employee Association Contract to “Personnel and Operations Committee” or “Personnel Committee.”

Committee composition:

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

Committee responsibilities:

1. Fulfill all HRCom responsibilities specified in the EA Contract, Personnel Code, Policy Directory, By-laws, and any other BSC policy.
2. Regularly regular review organizational structure, reporting relationships, and job descriptions.
3. Ensure that the BSC has policies and procedures necessary for effective HR practices, which comply the law and promote a healthy work environment.
4. Review annually in the Fall semester BSC salary structure and benefits packages for internal consistency and external comparability, and produce a report to the Board containing recommendations as needed.
5. As workload permits, consider, review, revise and, when appropriate, submit to Board proposals that have been referred to HRCom.
6. Taking into account the BSC’s long range plan, evaluate the goals and work of HRCom and adjust the committee’s priorities as appropriate.
7. Reflect each semester on the goals and the work of HRCom, modifying its mission where appropriate.
8. Fulfill responsibilities of the Safety Committee specified in the Injury and Illness Prevention Program (Policy Director section V.H.)
9. HRCom shall serve as a “safety committee” for the BSC as outlined by Cal/OSHA and meet all requirements for such a committee as set forth by Cal/OSHA.

Committee member responsibilities:

1. Participate actively in directing the work of the Committee, very strongly taking into consideration the outgoing recommendations from the previous semester’s HRCom.
2. Attend all HRCom meetings, and make an effort to send an informed substitute when you cannot attend.
3. Take responsibility for being a vital conduit between the BoD and BSC employees – student and otherwise.
4. Read the EA Contract, the Personnel Code, By-laws, Policy Directory, and Administrative Code.
5. Be prepared for each Committee meeting by reading all disseminated materials and holding the Chair accountable for preparing adequately the committee to make sufficiently informed decisions.
6. Participate actively in each Committee meeting
7. Fulfill responsibilities delegated to member by the committee.

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

General description:

Operations Committee shall be a standing committee of the Board of Directors. OpCom is responsible for evaluating and modifying as necessary the policies governing BSC program operations, including but not limited to food service, maintenance service, and a wide range of services directly affecting the member’s housing experience, such as managerial support, managerial accountability, house management structure, house-level IT service, member appeals processes, the member contract, house rules, conduct rules, workshift rules, disability rules, housing assignment rules, mediation / conflict resolution services, houselevel safety, habitability and emergency services, etc. The VPOp chairs OpCom. OpCom shall have 5 Board reps. The voting members of OpCom may elect to seat a member of the Alumni Board as a non-voting member of OpCom.

Committee responsibilities:

1. Ensure that policies within the jurisdiction of OpCom are consistent with the BSC’s charitable purpose, non-profit status, and legal responsibilities.
2. Review the member contract and administrative code for internal consistency, clarity, and congruence with non-profit and housing law.
3. Evaluate the effectiveness, efficiency, and responsiveness of program delivery operations, and utilize the information produced through such processes of evaluation to formulate possible changes in policy. For example:
a. Establish performance measures for delivery on maintenance, housing, and food services.
b. Conduct research, both internally and outside the BSC for comparison.
c. Meet with department supervisors and other employees.
d. Seek feedback from appropriate unit-level officers and members.
e. Solicit reports from the Operations Manager or other people with useful knowledge.
4. As workload permits, consider, review, revise and, when appropriate, submit to Board proposals which have been referred to OpCom.
5. Taking into account the BSC’s long range plan, evaluate the goals and work of OpCom and adjust the committee’s priorities as appropriate.

Committee member responsibilities:

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

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

A. FiCom is the committee responsible for the following functions:

1. Discussion and preliminary approval (prior to final Board approval) of expenditures or appropriations of BSC funds that have not already been approved for that fiscal year’s budget.
2. Reviewing the status of and any revisions to the fiscal year’s budget.
3. Reviewing the audit and completed tax returns in the Fall semester.
4. Conduct Insurance Review in the Fall semester
5. Conduct a review of the BSC’s bond compliance in the Fall semester, for the duration of the bonds.
6. Discussion and approval of budgetary item categories in the Spring, prior to final passage of budget at Board.
a. The following categories of budgetary items will be reviewed & discussed at Spring committee meetings:
i. Non-controllable expenses
ii. Centralized expenses
iii. Decentralized expenses
b. Reviewing of various discretionary budgets
7. Determine and report fiscal impact of Committee and Board decisions.
8. Review BSC investment policies and strategies annually.
9. Monitor the implementation of laws affecting BSC financial policy.
10. Produce recommendations for Board, of matters relevant to the financial health and stability of the BSC.

B. All supplemental expenditures from committee that are not from the budget line item go to FiCom before each board meeting for discussion of funding. The three alternatives are rent increases, reducing other line items, and no action (an off budget expenditure).

C. FiCom must have 5 Board reps. The voting members of FiCom may elect to seat a member of the Alumni Board as a nonvoting member of FiCom.

I.B.5. AUDIT COMMITTEE (AuditCom)

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

1. A member of Board who is on FiCom,
2. A member of Board who is not on FiCom,
3. A Chairperson/Financial Expert who is either a member of the BSC Alumni Association or a current or former member of the faculty of the University of California at Berkeley or any other Financial Expert
4. The Chair of the Audit Committee cannot be on FiCom
5. Members of FiCom must make up less than 50% of the Audit Committee
6. No members of the Audit Committee can receive compensation in excess of what Board members receive for service
7. No members of the Audit Committee can have a material financial interest in an entity doing business with the BSC

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

General description:

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

Committee responsibilities:

1. Ensure regular review of all policies, plans and programs in the areas of student staff training, house officer training, Board member training, student leadership training, and member education, evaluating their effectiveness, efficiency and responsiveness.
2. Ensure that member education and training programs are established, reviewed and revised where appropriate.
3. Ensure that BSC education and training programs address the challenges posed by high turnover in student staff, student leadership, the Board of Directors, House Management
4. Ensure that BSC education and training programs address member involvement in BSC governance
5. Ensure that BSC education and training programs are responsive to challenges observed in house-level governance
6. Ensure that BSC education and training programs adequately address identified needs in member relations, such as sexual harassment, cooperative conduct, assault,
7. Ensure that BSC education and training programs adequately communicate the member resources and other support services available the membership
8. Ensure that BSC education and training programs adequately communicate the rules of the BSC, which govern relations between members, houses, and the central level.
9. Ensure that events such as General Membership Meetings and New Member Orientations, which have a strong educational component, have defined curricula that support the organization’s mission
10. As workload permits, consider, review, revise and, when appropriate, submit to Board proposals that have been referred to ETCom.
11. Taking into account the BSC’s long range plan, evaluate the goals and work of ETCom and adjust the committee’s priorities as appropriate
12. Process ET Grant applications.
13. Regularly review and revise the ET Grant Application.
14. Fulfill any implied responsibilities for evaluating and approving Community Action Workshop proposals.

Committee member responsibilities:

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

I.B.7. EXTERNAL AFFAIRS COMMITTEE17

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

Committee Member Responsibilities:

1. Attend all meetings of the External Affairs Committee, which are to occur every week that full Board is not in session.
2. Take responsibility for being a representative of the BSC to the outside world; educate yourself about the history of the organization, and respect the public relations protocol established by the VPEA and Communications

Coordinator.

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

I.B.8. CAPITAL AFFAIRS COMMITTEE (CACom) (created 5/29/2010)

General description:

The Capital Affairs Committee shall be a standing committee of the Board of Directors. CACom is responsible for protecting, investing in and expanding the assets of the organization in order to contribute to the organization’s long-term sustainability. CACom shall be chaired by the Vice President of Capital Affairs and staffed by the Executive Director and the Maintenance Supervisor, each of whom shall be a non-voting member of the Committee. The Maintenance Supervisor shall attend as required by the work of the Committee. CACom must have 3-5 Board reps. The voting members of CACom may elect to seat a member of the Alumni Board as a non-voting member of CACom.

Committee responsibilities:

1. Assess the adequacy of the organization’s capital reserves and operating reserves and make recommendations to the Finance Committee for budgeting annual contributions to reserves, consistent with the organization’s long-term capital needs.
2. Oversee the development and implementation of long-term capital improvement plans for existing properties to increase disabled access, improve seismic safety, and enhance energy efficiency.
3. Assess the organization’s property and liability insurance and ensure that prudent decisions are made to protect the organization from loss due to insurable risks.
4. Assess the terms and conditions of leased co-ops and ensure that the BSC makes timely plans for renewal or replacement of leased properties.
5. Assess the terms and conditions of property leased by the BSC to third parties to insure that the BSC’s long-term financial and property interests are furthered.
6. Assess the terms and conditions of loans made by the BSC to third parties for co-op development and make recommendations to the Board of Directors about requests for new loans, loan renewals, or loan modifications.
7. Assess the organization’s need and ability, from time to time, to incur long-term debt for capital improvements and make recommendations to the Board of Directors about the feasibility and benefits of incurring additional debt.
8. Insure that major capital projects are competitively bid and make recommendations to the Board of Directors to aid it in selecting the contractor with the lowest responsible bid.
9. Develop a long-term plan for expansion of the BSC and pursue, investigate and make recommendations to the Board of Directors about specific development opportunities that would contribute to the expansion plan.
10. Monitor the BAPS projects as they are investigated by MaintCom and make recommendations to MaintCom to prioritize certain properties or certain kinds of improvements based on identified areas of underinvestment.
11. As workload permits, consider, review, revise and, when appropriate, submit to Board proposals which have been referred to CACom.
12. Taking into account the BSC’s long range plan, evaluate the goals and work of CACom and adjust the committee’s priorities as appropriate

Committee member responsibilities:

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

I.B.9. ADMINISTRATIVE COMMITTEE (AdCom): See AdCode Section XVIII

I.B.10. CONDUCT COMMITTEE (ConCom): See AdCode Section XXVI