[HSU-CoordBoardInternal] Interim Operating Procedures for the Coordinating Board of HSU

[Breonna Mabry]

To whom this may concern,
It seems as though there may be members of this body inattentive to the
bylaws of the board on which the serve. To address this issue, I have
pasted the interim operating procedures for the Coordinating Board below.
Please take a few minutes to review them, if you are one of the few who
have not already.

Though this may be a living document subject to change, our current minutes
taker, Ethan Warshow, has done a masterful job efficiently documenting all
changes to the operating procedures on Hampedia. Forget not the importance
of remaining privy!

Warmly,
Bree Mabry

At-large member, CoordBoard




*The official bylaws of CoordBoard meetings:*
*Interim Operating Procedures for the Coordinating Board of HSU*


Preamble:
(1) In the absence of ratified founding documents detailing the operating
procedures for the Coordinating Board of the Hampshire College Student
Union (hereafter referred to as ‘CoordBoard’), this document stands as a
necessary placeholder until a ratified document exists.
(2) This document differs from the Governance Task Force Final Report of
April 2011 (unratified and non-binding) in both scope and content. It
simply addresses gaps in CoordBoard’s administrative structure.
(3) The powers of this document are derived only from the deference with
which CoordBoard shows it.

Operational Agreement:
In order for this document to be adopted as an operational set of rules
governing the structure and proceedings of CoordBoard, an agreement must be
reached by popular vote within a meeting of CoardBoard in which a quorum
has been met. All additions or revisions to this document must be enacted
by majority vote.

Rules of CoordBoard:

(1) Voting may only occur in an official CoordBoard meeting.
  (1. 1.) An official CoordBoard meeting shall be constituted by a quorum
and recorded in minutes/notes.
  (1. 2.) A quorum shall be constituted by the presence of three of the
voting At Large members, and three of the voting Scope Group
representatives.
      (1. 2. 1.) If there are fewer positions filled among either the At
Large members or the Scope Group representatives than the specified minimum
for quorum, the definition of a ‘quorum’ shall be changed for that half of
CoordBoard to be simply ‘all current members of that half’ (‘half’
referring to either the At Large or Scope Group portion of CoordBoard).


(2) All votes must be recorded and made public by the note taker by the end
of the official meeting in which the vote occurred.

(3) The facilitator and alternate facilitator of a CoordBoard meeting shall
be decided by a popular vote of all present members at the end of the prior
meeting.
  (3.1.) A vote to change facilitators can be called at any time by any
individual member, including intra-meeting.
         (3.2) For simplicity sake, there shall be no more than one
facilitator at any given time

(4) Voting in CoordBoard meetings shall be reserved exclusively to
officially confirmed members.

(5) In the absence of a superior selection process, vacancies for At Large
positions shall be filled entirely on a ‘first come first serve’ basis. An
email expressing ‘intent to join’ sent to the CoordBoard inbox shall
constitute an application.
  (5. 1.) New members shall obtain voting rights at the beginning of the
Coordboard meeting following their application.
  (5. 2.) Shortly after the creation of an open CoordBoard position, a
public ‘position opening notice’ must be sent out to the Hampshire student
body.

(6.) Any member of CoordBoard can be removed by a two-thirds vote, if and
only if said member has failed to attend three meetings or has failed to
attend two Town Meetings.

(7.) All proposed amendments to this document must be presented in writing
(digital or on paper) to CoordBoard by or upon the beginning of any of any
official CoordBoard meeting.
                (7.1.) Voting on proposed amendments must be priority on
all official meeting agenda's
        (7.2.) Results of voting are effective immediately.

(8.) Agenda items must be proposed prior to official CoordBoard meetings.
                 (8.1.) Any agenda item brought fourth outside of this time
frame will be added to the end of the agenda, if permitted by a vote, in
the order in which they are proposed.
                 (8.2.) There shall be an allocated time for all agenda
items. This allocation shall be reasonably predetermined by the facilitator
prior to official meetings.
                 (8.3.) A time extension for any given agenda item may be
voted upon at the end of said items allocated time.

(9.) A designated note taker and back up note taker must be voted upon at
the end of every meeting.

(10.) All official CoordBoard meetings and Town Halls meetings will end
with a 15-minute debrief/temperature check. Note that this is the time for
constructive criticism of group dynamic and personal emotions regarding
voting results.

(10.1.) The participation of this debrief is limited to official CoordBoard
members.
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