Community Council Structure

= Members =

New members for Community Council are elected at the begginning of each academic year. The membership of Community Council is composed of:


 * 6 at-large representatives
 * 6 housing based representatives (1 each for Greenwich, Dakin, Merrill, Prescott, Enfield, and Off-Campus).
 * 1 representative from each of the 4 subcommittes (COCA, FiCom, COCD, and SafeCom). The representative to FiCom must be the FiCom director. The representatives of the other 3 committees must be CoChairs of their respective committees. At the beginning of each year, Council must vote to ratify the subcommittee representatives to Community Council.
 * 1 representative from SOURCE
 * 1 representative from the Dean of Students Office (non-voting)

= Executive Cabinet =

The Executive Cabinet of Community Council is composed of the 4 officers of Community Council. The Executive Cabinet both collects and generates the agenda, and is delegated specific tasks that fall under the jurisdiction of the officers (as listed below). In conjunction with the Campus Leadership and Activies office, the Executive Cabinet regulates the Community Council key list.

Elections of officers by secret ballot occur within Council at the start of each academic year, preferably during the second meeting. The members of Executive Cabinet cannot be drawn from those members of Community Council serving as representatives to subcommittees, except in extreme circumstances where no one else is willing or able to fill the position. For any person who holds an officer position on Community Council or a standing committee, to hold an additional officer position, requires a 2/3 vote in that committee and a vote of no confidence in Community Council to affirm. Community Council must then actively seek a replacement for the position that is being vacated. The second officer position that that person holds must be affirmed by Community Council by a vote of no confidence each semester.

All officers of Community Council are able to act as signers for Council, are placed on the key list for the Community Council officer, and are eligble to recieve a per semester stipend, and must attend weekly Executive Cabinet meetings.

Executive Cabinet Meetings
The Executive Cabinet meetings have two parts, the Agenda meeting, and the Officer meeting.

Agenda Meeting
The agenda meeting, which is the first half hour of the Executive Cabinet meeting, is open to the community for submission of agenda items. The Executive Cabinet collects agenda items and assembles an agenda for Community Council meetings, which is to be sent out 3 days in advance of the next Community Council meeting.

Officer Meeting
During the officer meeting, the Executive Cabinet prepares for the Community Council meeting. They take care of administrative tasks within Community Council, and discuss matters of importance regarding Community Council and student life on campus and across the Five Colleges. The Executive Cabinet may choose to close the officer meeting if it is prudent to do so, i.e. in circumstances which require confidentiality.

Chair
The Chair of Council leads Community Council in determining and implementing its objectives and serves as Community Council’s primary liaison with members of the Hampshire College administration. The Chair also participates in the Five College Student Coordinating Board. The Chair should have a deep understanding of the Community Council Bylaws and Community Council Operating Procedures.

Facilitator
The facilitator's job is to enssures that meetings are conducted efficiently by keeping debate on topic. He/She must assures that discussion takes place within their allotted times, and maintains order of comments. They also serve as the primary moderator in non-regular Community Council meetings, such as All-Community meetings. The facilitator should be knowledgeable of and able to implement operating procedures and Robert Rules of Order if necessary.

Communications Officer
The Communications Officer acts as Community Council's publicist to the larger community. He/She maintains the Community Council website, and makes information about Community Council available to the college community. He/She informs the community about Community Council’s decisions, advertises elections, All Community Meetings (ACM) and All Community Votes (ACV).

Secretary
The Secretary takes and records minutes of Community Council weekly meetings and Executive Cabinet minutes. He/She maintains a membership roster and keeps attendance records, compiles and maintains Community Council’s financial documents in collaboration with the Treasurer (FiCom director), acts as Community Council’s primary liaison to the Business Office, keeps accurate and updated records of the policies and bylaws of Community Council, keeps a paper and electronic record of the minutes of each meeting, along with a paper and electronic record of all decisions, and provides members of the community with copies of any documentation needed.

= Standing Committees of Council =

Council coordinates its efforts with its 4 subcommittees who are delegated different tasks. All the subcommittees are entirely student run and all members of the community may join.

Officer elections for the subcomittees occur at the beginning of each academic year within the voting membership of the subcommittees themselves. Community Council must ratify the elections of all subcommitte officers. Every subcommittee must also select a co-chair to serve on Community Council. This person will be the primary liaison between the subcomittee and Community Council. All officers of Community Council subcommittees are eligble to recieve a per-semester stipend.

Any document, guideline, or procedure instituted or changed by a standing committee must be ratified by a 2/3rds vote of Community Council.

Committee on Community Activities
The Committee on Community Activities (COCA) helps plan large scale events that are open to the Hampshire Community.

Committee on Community Development
The Committee on Community Development (COCD) funds the renovation, creation, and maintenance of large-scale social spaces of the Hampshire Community

Financial Committee
The Financial Committee (FiCom) oversees the funding and expenditures of student groups and maintains all financial records for Community Council.

Public Health and Safety Committee
The Public Health and Safety Committee (SafeCom) will recommend and overview the adoption of polices which impact safety, security, and health at Hampshire College