Bylaws of the Committee on Community Activities

= Name =


 * The Committee on Community Activities is a sub-committee of Community Council.

= Mission =


 * A. The Committee on Community Activities encourages and develops community through the hosting and funding of events.
 * i. The Committee on Community Activities is responsible for determining and allocating every semester the event funding for all         active student groups.
 * ii. The Committee on Community Activities funds events presented by at least three (3) members of the community.
 * iii. The Committee on Community Activities plans, oversees, and organizes large-scale all campus events.
 * iv. The Committee on Community Activities provides advice and serves as a resource to the community on event planning, event      budgeting, and community collaboration.
 * v. The Committee on Community Activities is responsible for the oversight of the events funded by the Student Activities

= Membership =

A. The Committee on Community Activities has four (4) officers


 * i. The two Co-Chair
 * ii. The Financial Director
 * iii. The Secretary

B. The Committee on Community Activities shall have no less than five members


 * i. Any enrolled student who attends three (3) consecutive meetings of the Committee on Community Activities can petition to become a member.

= Elections =

A. The Committee on Community Activities holds elections in two situations.


 * i. Every semester, all current voting members of the Committee on Community Activities vote for officers.
 * ii. Students who petition the Committee on Community Activities to become a member are elected by a 2/3 vote of the current voting membership.

B. Election Procedures


 * i. Elections are done in the following order (Co-chair, Co-chair, Financial Director, Secretary)
 * ii. Nominations are written down and handed to a facilitator. A facilitator will take nominations and read any names that were nominated.
 * iii. Those members nominated to an officer position can either accept or turn down a nomination.
 * iv. The Committee on Community Activities then has the right to ask questions to potential officer candidates.
 * v. Vote on nominees by secret ballot. These votes are counted by the facilitator
 * vi. A nominee can win by majority if they do not have an officer position on council or any of the other standing committees. If the nominee has another officer position, they can win by a 2/3 vote.

= Responsibilities of the Officers &amp; Members =

A. The Co-Chairs


 * i. Direct the Committee on Community Activities and ensures that it follows its mission statement.
 * ii. Set the agenda for all meetings of the Committee on Community Activities.
 * iii. Facilitate meetings of the Committee on Community Activities, and/or appoints a facilitator on a per semester basis.
 * iv. Manage all large-scale events run by the Committee on Community Activities.
 * v Develop a schedule for all large scale events run by the Committee on Community Activities.
 * vi. Work with performers and vendors before and during events run by the Committee on Community Activities
 * vii. Are responsible and/or can appoint a member to find quotes for all vendors including, but not limited to; lighting, sound, tents, entertainment.
 * viii. Are responsible and/or can appoint a member to oversee all contracts for large scale events run by the Committee on Community Activities
 * ix. Meet with Community Council, the Financial Committee, and the Campus Leadership and Activities office when necessary.
 * x. Hold weekly/bi-weekly office hours that are publicized to the community.
 * xi. Can attend a meeting for any student group/three committed students to help plan an event.
 * xii. Attend officer meetings weekly.
 * xiii. Are eligible for stipends.
 * ix. May be signers for the Committee on Community Activities.

B. The Financial Director


 * i. Reports the semester budget to Community Council
 * ii. Reviews previous semester budgets
 * iii. Maintains financial records and event requests
 * iv. Keeps a record of all money spent, as it is spent
 * v. Completes electronic fund transfer forms that are submitted to the FiCom Office Assistant
 * vi. Prints paper copies of all financial documents, signs, and stores them in the Committee on Community Activities file cabinet.
 * vii. Maintains sufficient liquidity in all Committee on Community Activities accounts.
 * viii. Periodically reviews student group accounts for consistency.
 * ix. Works closely with other officers to develop the financial policies and budgets for the Committee on Community Activities.
 * x. Facilitates in the absence of the Co-Chairs
 * xi. Meets with the Financial Committee bi-weekly.
 * xii. Holds weekly/bi-weekly office hours that are publicized to the community.
 * xiii. Can attend a meeting for any student group/three committed students to help plan an event.
 * xiv. Attends officer meetings weekly.
 * xv. Is eligible for a stipend.
 * xvi. May be a signer for the Committee on Community Activities.

C. The Secretary


 * i. Takes minutes of each meeting of the Committee on Community Activities.
 * ii. Minutes should be e-mailed to the Financial Committee, all members of the Committee on Community Activities, any guests per meeting, and Community Council.
 * iii. Minutes will be corrected and approved by the next official meeting of the Committee on Community Activities.
 * iv. Minutes will be uploaded to Hampedia promptly.
 * v. Minutes will be printed and filed in the Committee on Community Activities filing cabinet in the Community Council office.
 * vi. Maintains the Committee on Community Activities’ email address.
 * vii. Maintains the Committee on Community Activities’ presence online
 * viii. Stores and organizes all Committee on Community Activities documents both current and historical.
 * ix. Writes all paperwork for large-scale events.
 * x. Meets with Community Council, the Financial Committee, and the Campus Leadership and Activities office when necessary.
 * xi. Holds weekly/bi-weekly office hours that are publicized to the community.
 * xii. Can attend a meeting for any student group/three committed students to help plan an event.
 * xiii. Attends officer meetings weekly.
 * xiv. Is eligible for a stipend.
 * xv. May be a signer for the Committee on Community Activities.

D. Members


 * i. Attend all meetings of the Committee on Community Activities.
 * ii. Assist in event planning and event management.
 * iii. Work with all officers to ensure that the Committee on Community Activities follows its mission statement.
 * iv. Serve as liaisons to student groups.
 * v. Volunteer for and carry out tasks that are decided within a meeting.
 * vi. Can maintain the twitter, google calendar, tumblr, and any other online presence of the Committee on Community Activities during a meeting time.

E. Attendance and/or Dismissal of Officers or Members


 * i. Any officer or member may be dismissed by the Committee on Community Activities by a ¾ of the current voting membership.
 * ii. All members of COCA are expected to attend regular schedule meetings.
 * iii. Any member found missing three (3) consecutive meetings will lose their voting privileges. Said member will be held in non-voting status.
 * iv. Non Voting members do not count towards quorum.
 * v. Non voting members can regain voting rights after attendance of 2 consecutive meetings.
 * vi. Reinstatement of voting privilege (upon request) must be done by simple majority of voting members COCA at the end of the second (2nd) consecutive meeting.
 * vii. Any member missing six (6) meetings in total can be placed in non-voting status by a 2/3 vote of the Committee on Community Activities.

F. Impartiality


 * i. Officers and members of the Committee on Community Activities must recues themselves from voting on any event request for a student group they sign for or are involved with.
 * ii. Officers and members of the Committee on Community Activities should recues themselves from voting on any request for which they feel they are unable to be impartial.

= Meetings =


 * A. The Committee on Community activities shall meet for at least one hour, once per week.
 * B. The Committee on Community Activities only meets when Hampshire College is open and in session.
 * C. The Committee on Community Activities has four special meetings, once before the fall semester and once before the spring semester, and one before each large-scale event. These meetings are to begin the review of funding requests and to discuss the large-scale event schedules.
 * D. Meetings of the Committee on Community Activities are open to the community, except when funding proposals are discussed and voted on or closed by a 2/3 vote of the current voting membership.
 * E. No member of a student group may be present while the Committee on Community Activities discusses and votes on that group’s event request.
 * F. All proposals must be approved by quorum – a simple majority (50% of voting membership plus one (1)).

= Funding Procedures =


 * A. The Committee on Community Activities is responsible for funding events.
 * B. The Committee on Community Activities funds events using monies from the Student Activities Fee (SAF).
 * C. The Committee on Community Activities provides resources for alternative sources of funding, both on-campus and off-campus.
 * D. The Committee on Community Activities determines the feasibility and cost efficiency of all events.
 * E. The Committee on Community Activities reserves the right to deny any funding request.
 * F. Monies approved but not used will be revoked and re-allocated.
 * G. Any enrolled student may request through the Committee on Community Activities
 * H. Three (3) students may request funding through the account of the Committee on Community Activities.
 * I. The Committee on Community Activities shall make available to Community Council and its standing committees the fiscal procedures and policies used, and the results of all funding decisions.

= Event Requests =


 * A. All event requests submitted to the Committee on Community Activities must be submitted electronically on the Zoho database system.
 * B. Events must be submitted fourteen (14) days in advance.
 * C. The Committee on Community Activities does not fund events retroactively
 * D. The Committee on Community Activities will review an event request on the Zoho database within three meetings of its’ submission.
 * E. If the event request is put into pending, the Committee on Community Activities will review the request within one (1) meeting after it is pended.
 * i. Event requests that are denied after they are pended can be resubmitted.
 * F. The Zoho system will automatically email feedback from the Committee on Community Activities with regard to the funding decision.
 * G. Event requests that are funded in full can request additional funding only if the student group provides justification as to why additional funding is necessary.
 * H. Events requested through the Committee on Community Activities can be open or closed.
 * I. Events will not be approved for the weekends of Hampshire Halloween and Spring Jam unless they are in collaboration with the Committee on Community Activities.
 * J. the Committee on Community Activities cannot fund Hampshire students’ performances and/or Divisional work or Divisional events.

= Documents =


 * A. All minutes and event requests shall be copied and bound, with one copy given to the college archivist, and one copy kept in the Committee on Community Activities file cabinet in the Community Council office.
 * B. At the end of the semester, the Committee on Community Activities will perform a self-assessment looking at efficiency transparency, and financial policies.