Community Council Bylaws

The current bylaws of Community Council, articulated below, are unratified. The most recently ratified bylaws are from 2007; those can be found here.

Preamble
We the students, faculty, and staff of Hampshire College, in order to establish a governing body that will assist in represent the administration and students of Hampshire, do hereby establish these bylaws of Community Council. Theses bylaws are subject to the Hampshire College Constitution. All rights and privileges extended to students, faculty, and staff shall be recognized by the college.

Section A: Name
Community Council shall be a governance organization vested by the students, faculty, and staff of the Hampshire Community. Community Council shall be a liaison and representative voice of the Hampshire community.

Section B: Purpose

 * 1) To regulate the quality of life on campus and the well-being of the college community
 * 2) To work with various committees, individuals, departments and student organizations to address issues pertaining to campus life, including but not limited to the cultural, entertainment, community development, public health, and safety needs of the college
 * 3) To foster Hampshire College relations to the surrounding community
 * 4) To collect, maintain, and distribute the Student Activities Fee
 * 5) To establish, maintain, and promote the norms of community living
 * 6) To advocate student, staff and faculty interests

Section A: Overview
The membership of Community Council shall be comprised of seventeen (16) voting members and one non-voting member from the Dean of Students Office.

Section B: Structure
1. Six (6) Housing Area Representatives - one from each of the following:


 * a. Dakin b. Merrill c. Prescott d. Greenwich e. Enfield f. Off-Campus

2. Six (6) At-Large Representatives

3. One (1) representative from the SOURCE Community

4. Three (3) Subcommittee Representatives - one from each subcommittee. ''These must be chosen, from within their respective subcommittee, be the first Community Council meeting of the semester - through whichever process they deem necessary. The process of choosing a subcommittee representative, as well as the representatives themselves, must be listed in transparent meeting minutes.''


 * a. Committee on Community Activities (CoCA) b. Committee on Community Development (CoCD) c. Financial Committee (FiCom)

5. One (1) non-voting representative from the Dean of Students Office

Section C: Term of Office
All positions on Community Council shall be held for the duration of the current academic year. If elections occur in the final month of the Spring Semester and are advertised as such they may elect for the upcoming academic year.

Section D: Responsibilities of Members
1. All Members


 * a. Proper attendance at Community Council Meetings
 * i. "Proper attendance" is defined as never missing two consecutive or three total meetings per semester. ii. By submitting a proxy vote before the start of the meeting that is being missed, the absence will not be counted against that member’s attendance record.
 * b. Active participation in Community Council events, such as All Community Meetings (ACM), unless conflicts arise. ACM are defined by Article VII of the Hampshire College Constitution.
 * c. Required membership in at least one subcommittee of Community Council.
 * d. Familiar with the Constitution of Hampshire College
 * e. Familiar with the bylaws and operating procedures of Community Council
 * f. Prepared for all Community Council meetings by staying abreast of pressing issues.
 * g. May be one of the three Community Council signers

2. Housing Representatives


 * a. Be available to residences for voicing concerns – maintaining a feedback forum for the housing community
 * b. Required to hold two meetings a semester, with adequate advertising, for their respective housing community
 * c. Given access to housing email
 * d. Maintain contact with housing director and interns
 * e. Flyer distribution among respective housing area
 * f. Must maintain a personal Hampedia page, to include work as Community Council Housing Representative

3. Off-Campus Representative


 * a. Be available to residences for voicing concerns - maintaining a feedback forum for the off-campus community
 * b. Required to hold two meetings a semester, with adequate advertising, for their respective housing community
 * c. Given access to housing email
 * d. Flyer distribution in mailboxes and at on-campus bus stops
 * e. Must maintain a personal Hampedia page, to include work as Community Council Housing Representative

4. At-Large Representatives

•	Attend every Community Council meeting, or Email a proxy vote whenever absent •	To flyer one of the five areas (does not apply to Chair): 1. FPH, 2. EDH and Writing Center, 3. RCC and Bridge, 4. Cole and Yurt, 5. ASH (Arts Village when applicable). •	Three All-Community meetings per year hosted by the At-Large representatives. The logistical tasks involved in planning and implementing these meetings should be coordinated and worked upon together. •	Attending your housing area events - put on by your rep. •	Actively seeking input and communication with students, potentially geared towards the communities you are involved in on campus (identity-based, activist, interdisciplinary, religious, etc.) as opposed to your housing areas.


 * a. Conduct events outside of general Community Council meetings, including All-Community Meetings, Thank-You Brunch, Grilled Cheese at Spring Jam, etc.)
 * i. At least two (2) All-Community Meetings must be organized each semester by these at-large representatives
 * b. Coordinate elections if not running for re-election
 * c. Flyer distribution among all academic buildings on campus, as well as social advocacy centers, Robert Crown Center, Library Center, The Bridge, etc.
 * d. Must maintain a personal Hampedia page, to include work as Community Council Housing Representative

Section E: Benefits
1. A full year of membership can fulfill community service requirements.

2. It is the job of other officers of that committee or a staff member that works with Community Council to write a community service recommendation.

3. Stipends may be made available ONLY to the officers of Community Council and to the officers of its subcommittees

Section A: Election Constituencies
1. The seats for which an election is called include the student body at-large, each house, off-campus students, the staff, and the faculty.

2. The student body at-large constituency is defined as the entire student body.

Section B: Student Election Procedures
1. An election in this context is defined as a publicly announced nomination and ballot selection of members of a constituency by that constituency. Any member of a constituency has the right to nominate, be nominated, nominate themselves, and vote in an election.

2. Elections shall be held at the beginning of any semester for which there is a vacant seat on Community Council.

3. No community member may run for any position on Community Council or be part of any of its standing committees if they have been removed from Community Council, or resigned without the written consent of Community Council in that academic year.

4. 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 (see 6: 1, C). Community Council, working with that person, must 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.

5. Any replacement member filling a vacated officer position must be voted on in that standing committee as per that standing committee's procedures.

6. The chair of Community Council cannot hold any officer position on the Financial Committee or the Committee on Community Activities.

7. The chair of Community Council cannot be a signer for the Committee on Community Activities or the Financial Committee.

8. No person may serve as an officer of or signer for the Committee on Community Activities or the Financial Committee simultaneously

Section C: Replacement of Members
1. A term is ended when a member goes on leave, fails to meet their responsibilities, is placed on probation, resigns, or graduates. Appeals may be made to Community Council to have a member reinstated with a 2/3 vote in Community Council (see 6: 1, C).

2. A vote by Community Council on recall of a member shall occur if Community Council receives a petition with one-third (1/3) of the number of individuals that voted in the election for that term (see 6: 1, C).

3. If a member fails to meet the responsibilities of membership, as voted on by Community Council, with a 2/3 majority they enter a probationary period retaining the rights allotted to all Community Council members. The probationary period must include mediation with a faculty or staff member if requested. In the next regular meeting a vote will automatically take place either to restore them as a full Community Council member or remove them from Community Council (see 6: 1, C).

Section A: Overview
1.The Executive Committee shall be comprised of four officers. This body is responsible for collecting and generating the agenda at agenda meetings, as well as holding officer meetings.

Section B: Elections and Qualifications
1. Election of officers shall occur at the first meeting of every academic year, or as a position becomes vacant


 * a. Excludes the Chair, who is elected by the community at the end of the academic year – separate to their representative positions

2. All officers must have expert knowledge of the Constitution of Hampshire College, as well as the bylaws and operation procedures of Community Council

3. Community Council Chair must have served at least one semester on Community Council, as well as at least one semester (with voting rights), in a subcommittee of Community Council

Section C. Officer Position and Duties
1. Chair


 * a. Leads Community Council in determining and implementing its objectives
 * b. Is Community Council’s primary liason with members of the Hampshire College administration
 * c. Fully participates in the Five College Student Coordinating Board, including any additional responsibilities resulting from said participation
 * d. Represents Community Council in an official capacity e. Facilitates Community Council meetings in the absence of the Vice Chair
 * f. Responsible for scheduling Executive Committee meetings
 * g. Is entrusted with the password for the Community Council office
 * h. Must maintain a presence at Hampshire’s Hampfest each semester

2. Vice Chair


 * a. Assures meetings are conducted efficiently by keeping debate on topic
 * b. Assures discussion takes place within their allotted times, and maintains order of comments
 * c. Is knowledgeable of and able to implement operating procedures and Roberts Rules of Order, if necessary
 * d. Facilitates, aids in facilitation, or appoints a designee as such in non-regular Community Council Meetings, such as All Community Meetings
 * e. Performs the duties of the Chair in the absence of the Chair
 * f. Checks subcommittee minutes to ensure that Community Council members maintain proper attendance within their subcommittees
 * g. Is entrusted with the password for the Community Council office
 * h. Must maintain a presence at Hampshire’s Hampfest each semester

3. Communications Officer


 * a. Maintains the Community Council website on Hampshire.edu, as well as Community Council’s pages on Hampedia.org
 * b. Makes information about Community Council available to the college community through website updates, etc.
 * c. Receives any necessary contact management training from IT staff
 * d. Informs the community of the decisions made within Community Council, this involves advertising elections, including their results, All Community Meetings and All Community Votes
 * e. Acts as Community Council’s publicist to the larger community
 * f. Oversees all advertising campaigns
 * g. Advises and assists the election committee
 * h. Takes minutes in Community Council meetings in the absence of the secretary
 * i. Is entrusted with the password for the Community Council office
 * j. Must maintain a presence at Hampshire’s Hampfest each semester

4. Secretary


 * a. Takes and records minutes at the meetings of Community Council, including the Executive Committee meetings
 * b. Maintains a membership roster and keeps attendance records
 * c. Compiles and maintains Community Council’s financial documents in collaboration with the Ficom Director
 * d. Acts as Community Council’s primary liaison to the Business Office
 * e. Keeps accurate and updated records of the policies and bylaws of Community Council
 * f. Keeps a paper record of the minutes of each meeting, along with a paper record of all decisions
 * g. Keeps an electronic record of the minutes of each meeting, along with an electronic record of all decisions
 * h. Provides members with copies of any documentation needed
 * i. Is entrusted with the password for the Community Council office
 * j. Must maintain a presence at Hampshire’s Hampfest each semester

Section D: Executive Committee Meeting
1. Agenda Meetings


 * a. This is the first half of the Executive Committee meeting, and it is open for community members to submit agenda items
 * b. Collecting agenda items and assembling an agenda for the general Community Council meetings
 * c. Publicly releasing the agenda at least three (3) days before the Community Council meeting
 * d. All officers of Community Council MUST attend these meetings

2. Officer Meetings


 * a. Prepares for the general Community Council meeting
 * b. Takes care of administrative tasks within Community Council
 * c. Discusses matters of importance regarding Community Council and student life on campus across the Five Colleges
 * d. The Executive Committee may choose to close the officer meeting if it is prudent to do so, i.e. in circumstances which require confidentiality
 * e. All officers of Community Council MUST attend these meetings

Section A: Scheduling
1. Meetings shall be held every Tuesday from 3:30 pm – 5:00 pm (official governance time). 2. Community Council shall not meet when the college is not in session or when the college is officially closed.

Section B: Quorum
1. Is defined as the amount of member needed to be present for an official meeting and or vote on any business of Community Council. 2. A quorum shall consist of one-half (1/2) of the current membership of Community Council plus one. (50% + 1)

Section C: Location
1. Community Council shall meet in a space that is open and accessible to the Hampshire College community, and shall advertise changes in meeting locations before said meeting takes place.

Section A: Meetings shall run under Robert Rules of Order
1. Approval of the previous weeks minutes shall be done prior to report backs. 2. Additions to the agenda may be made prior to report backs. 3. Meetings shall begin on time. 4. The standing committees of Community Council shall report back at the beginning of the meeting. 5. Community Council shall review previously tabled items. 6. Community Council shall review new agenda items, and Community Council may choose to review ad hoc proposals that were not formally placed on the agenda. 7. Meetings shall end on time.

Section B: Implementation
1. Immediately after a decision is made in a Community Council meeting, at least two (2) copies must be printed out. 2. If approved, one (1) of these copies must be signed by all four officers and be made available to the Hampshire Community by the Communications Officer. 3. One (1) of these copies must be stamped either PASS or REJECT, and signed by the Chair. This copy shall be kept in the records by the Secretary. 4. All decisions made by Community Council must be posted online and made available electronically and in hard copy to the Hampshire community within two days after the meeting by the Communications Officer.

Section C: Voting
1. In any voting procedure the vote threshold will be calculated out of the votes of those present in the room and the proxy votes of those members not present. 2. Unless otherwise stated by a simple majority vote in Community Council, all voting will be done with a simple majority vote of 50% + 1.

Section D: Non-Discrimination Policy
Community Council and its subcommittees will operate free from bias, malice, and discrimination on the basis of race, color, creed, religion, sex, physical ability, mental ability, age, marital status, sexual orientation, gender expression, citizenship status, national or ethnic origin, and any other protected factors. All decisions, actions, opportunities, services and funding allotted from the SAF shall follow the colleges Anti- Discrimination Policy as outlined in Non Satis Non Scire. No group shall be denied funding based on its student group status as “open” or “closed”. This must be done by ensuring that your Hampedia page is up to date, meetings, events, and activities are well-advertised, and meetings occur in public space

Closed Groups fall into the following categories:


 * Groups Established to Serve Identities Protected by the Anti Discrimination Policy- Groups that maintain their status as closed based on the Anti Discrimination policy as outlined in Non Satis Non Scire.
 * Service or Training Based- Groups that serve the community in a capacity that requires formal training that is not offered to the community as a whole. To open these groups to the community at large would prevent them from preparing and training for services rendered to the entire college.
 * Performance Based Groups- Groups that hold auditions and tryouts to recruit members and service the Hampshire College population through performance events open to the entire community.

An Open Group is defined as having all meetings and activities open to the general Hampshire community.

Section A:
Any amendment to the bylaws requires a two-thirds (2/3) vote by Community Council (see 6: 1, C).

Section C:
All amendments must be presented to all Council members a week prior to voting.

Section A: Overview
The subcommittees of Community Council shall be the Committee on Community Activities (COCA), the Committee on Community Development (COCD), the Financial Committee (FiCom), and the Public Health and Safety Committee (SafeCom)

1. All officer positions within Community Council subcommittees must be approved by Community Council at the beginning of every semester.

2. Any document, guideline, or procedure instituted or changed by a subcommittee must be ratified by a 2/3rds vote of Community Council (see 6: 1, C).

3. All subcommittees are subject to:


 * a. Hampshire College’s constitution and policies
 * b. The bylaws and procedures of Community Council
 * c. Their own bylaws and procedures

Section B: The Committee on Community Activities (COCA)
1. Overview


 * a. The Committee on Community Activities helps plan large scale events that are open to the Hampshire Community.
 * b. The Committee on Community Activities plans, funds, and organizes Hampshire Halloween and Spring Jam, in addition to other campus-wide events.
 * d. The Committee on Community Activities shall have its own set of bylaws which must be approved by Community Council.
 * e. The Committee on Community Activities shall meet at least once per week.
 * f. The Committee on Community Activities shall e-mail its minutes to the Community Council list.
 * g. The Committee on Community Activities is subject to changes as laid out in the Community Council Operating Procedures.

2. Funding Proposals


 * a. Any student group’s event funding proposal is voted on by the Committee on Community Activities.
 * b. Hampshire Halloween and Spring Jam, while over five-thousand ($5,000) dollars, do not need approval by Community Council, yet a budget must still be submitted to Community Council and the Financial Committee at least one (1) week prior to the event.
 * c. Events of over five-thousand dollars ($5,000) must be voted on and approved by Community Council (see 6: 1, C).

3. Budget


 * a. The Committee on Community Activities has no budget cap, but must work with the Financial Committee to keep within the semester budget.
 * b. Any event that will require use of the contingency fund must be approved by Community Council.

4. Structure


 * a. The Committee on Community Activities is entirely student run and all members of the community may join.
 * b. The Committee on Community Activities, at the beginning of each semester, must select one co-chair to serve on Community Council. This person will be the primary liaison between the Committee On Community Activities and Community Council.

Section C: The Committee on Community Development
1. Overview 


 * a. The Committee on Community Development funds the renovation, creation, and maintenance of large-scale social spaces of the Hampshire Community.
 * b. The Committee on Community Development shall have its own set of bylaws which must be approved by Community Council.
 * c. The Committee on Community Development is subject to changes as laid out in the Community Council Operating Procedures.
 * d. The Committee on Community Development shall meet at least once per week.
 * f. The Committee on Community Development shall e-mail its minutes to the Community Council list.

2. Budget


 * a. The Committee on Community Development shall receive no less than twenty-thousand dollars ($20,000) per semester.
 * b. Any money not spent in a semester is available for re-allocation by the Financial Committee.
 * c. Any proposal over the capped budget must be approved by Community Council.

3. Structure


 * a. The Committee on Community Development is entirely student run and all members of the community may join.
 * b. The Committee On Community Development, at the beginning of each semester, must select a co-chair to serve on Community Council. This person will be the primary liaison between the Committee On Community Development and Community Council.

Section D. The Financial Committee
1. Overview


 * a. The Financial Committee oversees the funding and expenditures of student groups and maintains all financial records for Community Council.
 * b. The Financial Committee shall have its own set of bylaws, which must be approved by Community Council.
 * c. All student group funding proposals, except for events, must go to the Financial Committee.
 * d. The Financial Committee shall meet no less than twice a week.
 * e. The Financial Committee shall e-mail its minutes to the Community Council list.
 * f. The Financial Committee is subject to changes as laid out in the Community Council Operating Procedures.

2. Funding Proposals


 * a. The Financial Committee shall vote and approve any proposal of five thousand dollars ($5,000) or less, except for all events, which shall be proposed to the Committee on Community Activities.
 * b. Proposals regarding events of five-thousand dollars ($5,000) or less are forwarded to the Committee on Community Activities for approval.
 * c. Proposals, except for events, of more than five-thousand dollars ($5,000) are forwarded to Community Council for approval.

3. Budgets


 * a. The Financial Committee shall, at the beginning of every semester, submit for approval of a budget. This will be at the macro-level, including total spending and the total number of student groups.
 * b. The Financial Committee shall make their budget report available to the all of Community Council and its subcommittees.
 * c. The Financial Committee shall allocate a portion of their budget, no less than twenty-thousand dollars ($20,000), to the Committee on Community Development.

4. Accounts


 * a. The Financial Committee shall maintain three (3) accounts: the Operating Fund, the Contingency Fund, the Endowment Fund
 * i. The Operating Fund shall contain the per-semester budget, and is used for all approved funding matter during the semester.
 * ii. The Contingency Fund is an account that shall contain no less than fifty-thousand dollars ($50,000) of Student Activities Fee reserves at the begining of each semester. Any monies in the account are part of the Contingency Fund
 * iii. Thirty-thousand dollars ($30,000) of the Contingency Fund shall be made available to The Financial Committee for use. Any additional funds after the first $30,000 of the semester has been transfered from the account, including but not limited to twenty-thousand dollars ($20,000) in the Contingency Fund can only be used with the approval of Community Council.
 * iv. The Endowment Fund shall contain the savings of the Student Activities Fee and may be used for investment, and shall be entrusted to a board containing members from across the community. This board shall have its own operating procedures, which must be approved first by the Financial Committee, and then by Community Council.

5. Structure


 * a. The Financial Committee is student run and elects its own officers.
 * b. A paid staff member shall assist the Financial Committee in the ways deemed necessary by Community Council.
 * c. The director of the Financial Committee must serve on Community Council. This person will be the Treasurer of Community Council and act as the primary liaison between the Financial Committee and Community Council.

Section E: The Public Health and Safety Committee
1. Overview


 * a. The Public Health and Safety Committee will recommend and overview the adoption of polices which impact safety, security, and health at Hampshire College.
 * b. The Public Health and Safety Development shall have its own set of bylaws which must be approved by Community Council.
 * c. The Public Health and Safety Committee is subject to changes as laid out in The Community Council Operating Procedure.
 * d. The Public Health and Safety Committee provides a forum where different community members can come together to discuss, organize, and implement policy.
 * e. The Public Health and Safety Committee shall meet at least once per week.
 * f. The Public Health and Safety Committee shall e-mail its minutes to the Community Council list.
 * g. The Public Health and Safety Comittee shall receive no less than $750 per semester.

2. Structure


 * a. The Public Health and Safety Committee is comprised of at least three (3) members of Community Council.
 * b. The Public Health and Safety Committee meetings are open to the public.
 * c. Staff and faculty members are only required to attend the last meeting of every month (or other designated meeting date) and may attend other meetings if necessary.
 * d. The Public Health and Safety Committee, at the beginning of each semester, must elect a co-chair to serve on Community Council. This person will be the primary liaison between the Public Health and Safety Committee and Community Council.

Section A:
Committees not specified in these bylaws, or task forces created by

Community Council fall under the jurisdiction of the Community Council Operating Procedures, and do not require an amendment of the bylaws.

Section B:
Community Council shall appoint a temporary chair to run the first meeting until a new chair is selected by that the ad-hoc committee or task force.

Section C:
The task force will be added to the report backs of the agenda while it is active.

Section D:
The task force’s goal will be to work on the assigned topic and to make recommendations to Community Council based on their work.

Section E:
All task forces, unless specifically stated and voted on by Community Council must be open to the public.

Section A: Community Council can conduct two (2) types of referenda, also known as All Community Votes (ACV).
1. Community Council can conduct a Simple Referendum over matters under the direct control of Community Council or its standing committees. 2. Community Council can conduct an Advisory Referendum over matters not under the direct control of Community Council or its standing committees. Advisory Referenda develop an official and quantitative gauge of student and/or community opinion with regards to issues, positions, or proposals submitted by community members, and can guide Community Council and/or interested groups in shaping policies.

Section B: Procedure
1. A member of Community Council may request during the discussion of a piece of legislation that it be put to referendum.

2. If the request passes, Community Council or a task-force appointed for the purpose must administer the referendum by two (2) weeks time.

3. The Communications Officer shall advertise the referendum and assist in its execution.

4. Students not currently members of Community Council may introduce items for referenda vote upon delivery of at least twenty-five (25) valid signatures of support; such items must remain within community norms and be otherwise unrestricted in focus. Community Council will work with campus members to ensure appropriate wording for vote without forcing an alteration of the intent of the proposal.

5. Polls for a referendum must be open for a minimum of eight (8) hours on two consecutive business days, and must be publicized for at least three (3) days prior to the referendum.

Section A: Sanctions
1. If a student group, or members of a student group acting together in the explicit capacity of a student group, are found by the Community Review Board, or a Dean’s Hearing to have violated the guidelines of Non Satis Non Scire (NS/NS), Community Council has the power to financially sanction the student group by directing the Financial Committee to withdraw and/or withhold funding of that group until reinstated by Community Council.

2. If any members of Community Council or its standing committees are found by the Community Review Board, or a Dean’s Hearing to have violated the guidelines of Non Satis Non Scire (NSNS) they are subject to the aforementioned disciplinary procedures.

Section B: Grievances:
1. As Stated in Article V Section 1 of the Hampshire College Consitution: “Judicial Council shall proviede a formal hearing and decide matters of interpertation or grievances. Such matters may arise due to conflicting interpertations of policies, rules, or jurisdiction. Such matters may also arise due to perceived infractions of the Consititution of Hampshire College or any other, rule, bylaws, or standard of conduct.”

Section A: Eligibility &amp; Caps
Stipends will only be available to the following officers, at the following caps:


 * 1. Chair of Community Council - $600
 * 2. Financial Committee (FiCom) Director &amp; Financial Director - $600
 * 3. Co-Chairs of Committee on Community Activities (COCA) - $600
 * 4. Council Secretary, Communications Officer &amp; Facilitator - $400
 * 5. FiCom Director of Council Relations &amp; Community Liaison - $400
 * 6. CoCA Secretary &amp; Financial Director - $400
 * 7. Two officers on the Public Health and Safety Commitee (SafeCom) - $300
 * 8. Two officers on the Committee on Community Development (CoCD) - $300

Section B: Officer Accountability
Officers shall demonstrate that they have successfully executed their position in order to be eligible for a stipend. An Officer Accountability Taskforce will set-up rules for facilitating this process.

Section C: Amendments to Article 12
1. No amendment varying the compensation for the services of stipend positions shall take effect until an election of the affected position(s) has been held. (11/16/10)

2. Stipends shall not be distributed to any individual or office except the officer approved by council to receive a stipend.