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

[Ethan Warshow]

I've logged any changes in the minutes for the meeting where they changes,
and I just updated the file on hampedia with the current text (based on
bree's email below)

Ethan Warshow
At-large member, HSU-CB
erw11 at hampshire.edu
802-505-1735



On Sun, Nov 24, 2013 at 8:47 PM, Breonna Mabry <breonna.mabry at gmail.com>wrote:

> 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.
>
> ------
> This is the INTERNAL mailing list for Coordboard. For the sake of
> transparency, all internal communications via email must go through this
> listserv, where they are publicly archived. If there are any changes to
> meeting times or locations, then those emails must still be sent out to the
> Coordboard MAIN listserv (HSU-CoordinatingBoard at lists.hampshire.edu) so
> that the meetings can be open to all members of the Hampshire community.
> Listservs are not a secure method of communication and any sensitive info
> such as passwords or classified infomation should not be sent via listserv.
> _______________________________________________
> HSU-CoordBoardInfo mailing list
> HSU-CoordBoardInfo at lists.hampshire.edu
> https://lists.hampshire.edu/mailman/listinfo/hsu-coordboardinfo
>
>
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