Community Council Meeting Minutes Spring 2008

Report Backs

 * Officer
 * On agenda


 * COCD
 * Reviewed Greenhouse proposal	 to develop bylaws/ document of ownership. Greenhouse members met with


 * COCA
 * Working with groups to ensure successful events and remain in budget.


 * FiCom
 * Working to ensure in budget as things quiet down in the office.


 * SafeCom
 * Meeting tomorrow regarding alarms in Prescott at 1:00 PM.


 * Music Space Task Force
 * No report back.


 * Food Service Task Force
 * No report back.


 * Election Task Force
 * No report back.


 * Party Policy Task Force
 * Alex T. is meeting with Jessica Gifford about the health aspect.
 * Working on getting TIPS training organized.


 * Collaboration Task Force
 * No report back.


 * Suggestion Task Force
 * No report back.

Old Business

 * SOURCE groups
 * SOURCE liaison: Katrina will be this semesters liaison
 * Role of liaison
 * In new bylaws, the SOURCE liaison is a full voting member on council.
 * SOURCE Projects: Dakin take-over, five college social event for community organizers on campus. Council could help to support?
 * Work with Council to institutionalize the safe spaces and support systems on campus that are currently not enumerated as official roles within SOURCE.
 * SOURCE would like to see the position as a stipend position.
 * This will depend on the role that the SOURCE liaison fulfills.
 * This could be a point of motivation and shows that the community values their work and position.
 * Concern: is this a justifiable position? Other stipend positions have clearly defined outside roles – if SOURCE is to have a stipend position, than it is important to have that role have a clearly defined structure as well.
 * SGC sees as a stipend as a commitment from the community that these responsibilities will be carried out.
 * Consistent attendance.
 * Offer a voice from minority groups on campus.
 * Potential subcommittee of Council to address SOURCE issues.
 * Concern of Joyce: worried that they will not be able to find people involved, especially three people in one group.
 * Alex R. concerned that the root of the problem is not being addressed of why there is no interest within the community.
 * Response: being on an all-white campus can be intimidating and the lack of diversity on Council discourages SOURCE members from being involved.
 * Stephen suggested that the SOURCE position could be an officer position.
 * Mida: is it possible to increase communication in such a way without changing the structure of Council? Perhaps SOURCE could communicate their desires to officers or Council and members of Council could shoulder some of the burden of carrying out tasks.
 * Starting platform: SOURCE and Community Council need to take a look at what each other are working on and evaluate where the groups can interact and what holes are missing.
 * Alex T. motion to create a SOURCE Coordination Task Force. Alex R. seconds motion.  No blocs.  Motion passes.
 * Andi, Mida, Joanna, Ben, Stephen, Kristen, Alex R.


 * SOURCE Funding
 * SOURCE groups would like to be exempt from the recognition process and be guaranteed funding as they were guaranteed to exist after the Dakin and Cole takeovers.
 * Ensure that the motivation for exempting SOURCE groups from the recognition process is not because of the difficulty of the process but for theoretical and other reasons.
 * Mida: this discussion is a crucial part of the task force.
 * Alex: although it may be critical to guarantee funding, there needs to be a submitted budget to maintain records and institutional memory.
 * Mida motion to table the remainder of the discussion to the task force.
 * Motion Passes, no blocks


 * Search Committee/ New Dean Search
 * Will have a meeting with the search committee following the candidate interviews to discuss endorsing a candidate and the election process.


 * Pub Safety Meet and Greet
 * Successful, need to plan two more dates.


 * Sub-Committee Sign Up
 * List will be circulated and posted on the Hampedia page by Sam.


 * Key List: tabled til next week.

New Business

 * Theme Days
 * Way to have Council and the subcommittees more visible on campus.


 * Dinner with Community Council
 * Next week following the Council meeting, there will be a Council dinner in SAGA.


 * Council Party
 * Alex R. will book a date for a party in SAGA.

Report Backs

 * Officer


 * Pending monthly meetings with the officers of council and various administration members.


 * COCD


 * Currently working on changing the community norms policy.
 * Working with campus planning and physical plant on the Airport Lounge space.
 * The Tavern has been postponed and is in a long-term plan.
 * Wireless in SAGA is currently up.


 * COCA


 * Council Party.
 * Budget information up to date on Hampedia.


 * FiCom


 * Busy week with additional funding requests.
 * Will have concrete budget numbers at the next council meeting.


 * SafeCom


 * No report back due to last Friday’s council closure.


 * SOURCe


 * No report back.


 * Music Space Task Force


 * No report back.


 * Food Service Task Force


 * No report back.


 * Election Task Force


 * Elections were successful! Total votes: 91.
 * The task force will be on-going as next fall requires some program writing and new organizational strategies.


 * Party Policy Task Force


 * Considering implementing TIPS training for party signers as part of the party registration process on campus.


 * Collaboration Task Force


 * No report back.

Old Business

 * SOURCE groups


 * The meeting with SOURCE groups is tabled until next week in honor of a memorial for Dora Magrath’s death.


 * Key List


 * Resolution presented to make an amendment to the Community Norms allowing Council to control the use and policy of the Council office and FiCom office.
 * Reiterating what spaces on campus are for students and the hours.
 * Sets forth a procedure for appealing decisions regarding space use.
 * Further topics that need to be addressed in the resolution and the use and availability of communal spaces: access to all students, what spaces are designated as communal, who has final regulation over the use and availability of space.
 * Some issues: All spaces are owned by Hampshire so the final oversight must be approved by the President. Based on this, how do we ensure that student spaces are still open to students?
 * The staff and college are hesitant to hand over power to students over key lists based for security reasons.
 * This would be a prime opportunity to give students some responsibility over their campus and communal spaces.
 * Sam suggested that we need to utilize this as an opportunity to see where Council stands with the administration.
 * Issue tabled until the COCD meeting.


 * Search Committee


 * Set of questions for candidates:
 * Alex R. motioned that a set of questions be discussed over the list serve with a final set compiled by Alex R. by Thursday morning. No blocks. Motioned passed.


 * Pub Safety Meet and Greet


 * Last night’s meet and greet was a success!
 * Tonight there will be another meet and greet with the residents of Dakin.

New Business

 * Treasurer


 * Alex T. met with the Treasurer of the College who is interested in meeting with students and being involved with Council.


 * Public Safety


 * Alex T. was informed during the meeting that they are in the process of purchasing a new car for Pub Safety and marking both vehicles. Furthermore, contractual negotiations are in the works regarding Delroy’s access to a school vehicle for personal use.


 * FiCom Greenhouse Proposal


 * Use the student endowment fund to match donations generated on campus for the greenhouse renovation, up to $25,000.
 * Full cost of the renovation: $150,000.
 * One important factor to consider is that it remains a student space. Originally it was built as a student space by students so there was no constitution of ownership or responsibility set forth.
 * Concern: does this expenditure fit the purpose of the SAF?
 * Overall, Council seems to show support for the initiative and a funds-matching program but would like to see a concrete plan for long-term usage and ownership of the space.
 * Mida motioned to table the discussion to the next COCD meeting until a proposal can be presented to Council. No blocks. Motion passed.


 * Theme Days: Tabled to next Tuesday.


 * Open Forums for Students to Voice Grievances


 * Specific issue brought to attention by Wes: a professor on campus implemented his own attendance policy that the door is to be locked one minute after the beginning of class. One of his friends was diagnosed with a sleeping disorder and no exception was made for that student.
 * Two issues being brought up:
 * What type of policy unification is necessary among departments or the school in regards to attendance policy?
 * There is no appeal process available for students to voice their complaints.
 * Furthermore, what is the role of council in this issue? Is Council responsible to intervene in academic affairs?
 * Use of suggestion boxes for different departments allowing students to speak their voice under the name of Council.
 * Point made that Community Council is responsible for student life. However, there is cross over so how do we ensure that we are not overstepping our bounds?
 * Alex T.: we need to be available for students to speak their voice on any issue.
 * Ben motioned to create a Suggestion Task Force. Mida seconded the motion. Sam blocks.
 * All in favor: Mida, Wes, Andi, Dylan, Joanna, Stephen, Jeri, Alex T., Ben
 * Blocks: Sam
 * Abstain: Alex R.
 * Task force: Joanna, Wes, Ben

Report Backs

 * Officer


 * Most of the information is on the agenda


 * FiCom


 * SOURCE groups are funded
 * Some concerns are that several groups are not currently recognized although they are being funded through other groups.


 * COCD


 * The Community Council office is now in place. $1700 was spent on new furnishings.
 * Items yet to purchase: monitor, conference table, chairs.


 * COCA


 * Fifteen new event proposals. Those will be discussed this week and decisions will be made at the Thursday meeting.


 * SOURCE


 * Has been some interest in working with CC again.


 * SafeCom


 * Looking at removing the chains around campus and putting in a removable third pole to see if that would be a viable alternative
 * Working on putting together another all community meeting on security cameras.
 * A map has been created showing various public safety calls and issues.
 * It will be available in the next couple weeks to the school
 * Alex R. suggested putting the information on the SafeCom page on Hampedia
 * Campaigns to advertise for walking guards and location of emergency phones.


 * Food Service Task Force


 * Doug, Mark, Noah and some other staff members are looking over the Sodexho contract and will be working to bring in more local foods.
 * A new food service provider is not a viable option currently due to price as well as bargaining power


 * Music Space Task Force: no report back


 * Election Process


 * Elections will happen this week.
 * It will be an online process but it needs to get taken care of immediately.
 * Publicity: postering, critical announcement, intranet
 * Poster: Andi, Jeri
 * Tabling will happen this week


 * Party Policy Task Force: no report back on action


 * Black-out dates: CLPP conference, Drag Ball weekend, Spring Jam, Exam, Pre-Commencement week

Old Business

 * SOURCE Groups: Already taken care


 * Newsletter


 * Due to some delays, the newsletter will be out next week

New Business

 * Public Safety Resolution


 * Condemning Delroy Patrick’s use of a public safety car for personal use.
 * Vote on Resolution
 * Alex R. motioned to pass, Dylan seconded, no blocks. Motion passes.


 * Students should have accessibility to motions


 * Motions will be numbered and posted on the daily digest.
 * Alex R. will put them on Hampedia under a motions section.


 * State of the College Resolution (amendment to the bylaws)


 * Chair of council would be responsible to make an address to members of the Hampshire Community about the state of the school.
 * Ben suggested having several other students representing other facets of the school such as COCA, FiCom, SOURCE.
 * Council suggested a Q&amp;A to follow the event.
 * Due to the fact that the jurisdiction of council is over student life, we need to consider what topics are pertinent to address.
 * The issue is going to be tabled until the date draws closer.


 * Use of the Community Council office space


 * All of the subcommittees with the exception of FiCom use this space.
 * Alex T. drew up operating procedures over the use of the office and they will be posted outside.
 * Key list: currently includes the officers of council as well as the COCA and COCD list.


 * Hampsigner List Serve


 * Alex T. will draw up regulations based on what we discussed


 * Group Collaboration


 * Need to have a formal space for groups to collaborate and network.
 * HUA and Association are two groups that could provide a forum for networking.
 * Alex R. motioned to create a group collaboration task force, Mida seconds, no blocks.


 * Meet and Greet


 * Dates: February 25th Merrill, 26th Dakin. 3 public safety officers are required to attend.
 * Advertising: facebook group, postering, mass e-mail.


 * Dean Search Committee


 * Four potential candidates have been selected to come to Hampshire for an interview
 * The President reviewed the candidates and changed the candidates who were coming without the consent of the students on the committee.
 * Committee discussed having Ralph join the committee as a member so that he would not have arbitrary power over their decisions.
 * Alex T. is meeting with Michelle Greene tomorrow and will bring up the issue and get more information on the particulars of the event.

Closed Door Meeting

 * There has been an issue with accountability on behalf of the Dean representative from Student Services. Alex T. is going to speak to Michelle Greene about the issue. A report back will follow next meeting.

Report Backs

 * Officer


 * Pushed elections back for one week
 * Set agenda


 * FiCom


 * Some issues with the source groups and their involvement
 * Lots of groups coming into talk about their budgets, overall no general problems
 * Worked through some funding policies


 * COCD


 * Renovated the APL Conference Room
 * Shopping for furniture on Friday
 * Working with a student to look at equipment and renovations options for the upper RCC and the Multi-Sports Center
 * Upper RCC furniture ordered tomorrow


 * COCA


 * Funding finished and up on Hampedia
 * Budgeting finished and up on Hampedia
 * Working with the student groups and FiCom to make events more successful


 * SOURCE, Music Space Task Force, Food Service Task: No report backs


 * SafeCom


 * Public Safety will be putting their daily logs online
 * Working on putting together a campus map and list of incidents on campus. No timeline in place for when it will be finished.


 * Election space task force


 * Elections put back a week
 * E-voting should be in place in time

Old Business
Old Business


 * SOURCE Groups


 * Need to resolve if they will be involved and what their status is on campus
 * James Baldwin, FISH, PASA not recognized this semester
 * Should invite Joseph in as well as the source groups on the February 26th


 * Public Safety Resolution


 * The President and Dean Greene seemed receptive to the idea. The seven officers definitely would like to have two vehicles although Delroy did not see the importance of having another vehicle.


 * Public Safety Meet and Greet


 * The best time for Pub Safety is 8pm at night – 3 officers can definitely be there
 * The events will be organized by living spaces
 * Two week advance notice for scheduling

New Business

 * Signer Seminar


 * Mixed feedback on the seminar
 * Returning signers seemed extremely bored and did not get much new information
 * Suggestions for next semester


 * Separate new and old signers. Returning signers would only need to attend one session with new information whereas new signers


 * Stephen will speak to Leslie and ask her to come in for a debriefing on feedback
 * Community Council should have a larger role in organization


 * Hampgroup Listserve


 * Mida created a listserver called Hampsigners@lists.hampshire.edu
 * 4-6pm main lecture hall signer meeting


 * Council Office Proposal


 * Working on a key list for the council office that would allow anyone on council or the subgroups to access the space
 * Looking to have a card-swipe system in place on the door – could be the testing space for that


 * Upper Administration Invites


 * The President is interested in coming to some of the meetings
 * Chair and officers may be responsible for meeting with staff members on a regular basis
 * Would like to have a formal line of communication set


 * Newsletter


 * Official digest for Council
 * Currently in the works
 * Will be electronically distributed
 * Good marketing opportunity for Council

Report Backs

 * FiCom


 * Signer Training this weekend and budgeting finished


 * COCD


 * Multi-sports center may be the next potential renovation. Equipment and flooring would be the focus


 * COCA


 * Event funding finished and will be up on Hampedia by Thursday


 * Source, Food Service and SafeCom: no report backs
 * Music Space Task Force: further complaints by students
 * Election Task Force


 * Guidelines packet finished. Postering will be completed tomorrow. Timeframe approved for nominations, forum and election dates

Old Business

 * Composting


 * Will be funded by FiCom with the intent of creating some
 * Working on a current business model


 * ARC funding


 * They came to FiCom and are getting supplemental funding through other groups. The event is fully funded
 * Signer Training update
 * Planning completed


 * Hampfest: No update

New Business

 * Community norms party policy: would like to increase the amount of parties allowed in one space


 * Alex T. spoke to Renee Friedman. Community Council would focus on several goals: change the amount of parties per area, the amount of people that constitute a party in a space would change relative to the number of people living in the mod, planning for parties would be more comprehensive including free training.
 * Need to ensure that we do not create problems by making the policy too complex
 * Mida motioned to create a Policy Party task force. Alex T. seconded. No blocks so motion passes
 * Task force: Andi, Alex T., Alex R.


 * The Tavern/ Student Spaces


 * FiCom and students have expressed an interest in revamping the Tavern and possibly making it more of a student center
 * The issue is deferred to COCD


 * Three issues to focus on: Security cameras/ campus safety, community norms (party policy and hate speech), elections structure to create a representative body


 * Other issues Council may consider focusing on: creating a larger sense of community through sponsoring events.
 * Alex R. will speak to COCA about hosting a fun event for the campus


 * Community Council could sponsor a signer meeting a few times a semester to facilitate groups working together


 * Date is set for February 17, 2008 at 4pm


 * Stephen, the Student Services ex-officio, has missed two meetings in a row, violating Council bylaws


 * Send him a polite e-mail asking him if he intends on coming


 * Public Safety


 * Three new officers are on Public Safety – can we host a mixer for students to meet Public Safety?
 * Alex T. is going to work on setting up several events by residence area for officers to meet students
 * Alex T. drafted a motion recommending that the College purchase a second fully equipped police vehicle for Public Safety to, in part, compensate for the vehicle lost between last semester and this.
 * Alex T. motioned to pass resolution. Alex R. seconded. No blocks. Motion passes.


 * SOURCE liaison


 * SOURCE group did not apply for funding, nor has the liaison came to any of the meetings
 * Ask SOURCE to come in and speak to Council about what SOURCE is doing and what they see their role in Council as.
 * Mida will e-mail signers from last semester to come in and speak.


 * Inefficient route from Hampshire to the Hampshire Mall


 * Possibilities: use weekend pool vehicles or try to reinstate a weekend bus schedule from Hampshire to the mall.
 * Dylan will report back to the group next week

Report Backs

 * Officer


 * SGA: all five college student government leaders met together to discuss relevant issues. Looking at setting up a five college governing board which would be written into the bylaws of every school. The goal would be to increase the amount of governance on the five college level to increase coordination and help other campuses
 * Looked at the different roles that the SGs at the five colleges had. Most serve extremely different roles on campus.


 * Ficom


 * In the process of putting all of the budget information on Hampedia. Joseph working on putting all of the forms online to make more accessible and convenient. The credit card aspect fell through.


 * COCD


 * Still working on the upper RCC. Plans are completed on the COCD end but it must be put through on the Student Services end.


 * COCA


 * Is going over the final event proposals and will be posting the numbers on Hampedia in the next couple days


 * SafeCom


 * Working on the security camera task force. John Brunner from the library has all of the past incidents as recorded by Pub Safety. They will be posted and mapped on a campus map so that we can get a better idea of what are the problem issues and areas on campus. A packet of information including the crime statistics and cost of security cameras and other alternatives will be put into a student publication to be distributed before


 * Food Service, Election and Music Space Task Forces were inactive during Janterm

Semester Plan

 * Subcommittees would benefit greatly by advertising around campus to gain members as well as increase awareness about their mission statement.
 * Community council needs to look at how we can gain credibility in the community and serve beyond just an advisory capacity. Based on the Hampshire Constitution, Community Council has authority over the policies of student services.
 * Community Council needs to take a concrete stand on issues and publicize that.
 * Need to get more feedback from subcommittees to define what our goals are. Should look at a more organized way of addressing issues: strategy, tactics, evaluation, etc.
 * Set a couple concrete issues in which students can hold us accountable to take action on

Student Activities Fund

 * Could look at large projects that the student activities fee could be used to remedy.

Old Business

 * Composting


 * They need a large portion of money. FiCom may fund the project out of the SAF as the school has shown little interest in the project. It would function as a student group and my potentially be an investment for the SAF that would allow for the compost to be sold. The student groups would take care of the logistics and advertising but the actual transferring of materials and maintenance would be done by the Farm and Physical Plant. The first goal is to increase the effectiveness of our system and, secondarily, to involve other groups


 * Student group recognition and signer training


 * SDCL and community council should be working hand in hand for signer training and to better ensure the success of student groups.
 * Leslie and Stephen may come in next meeting to discuss the plans for signer seminar.


 * Council Operations


 * Reform council to serve as a more formal government body on campus with decision making abilities.

New Business

 * Elections


 * Will table till further election


 * Secretary Elections


 * Alex Reese unanimously elected for position


 * Hampfest


 * Change location to RCC to ensure that more students attend
 * Live music
 * Food provided by Community Council
 * Theme: club sandwich
 * Subcommittees need to have strong communication
 * Task force: Sam, Alex, Ben, Andi, Jerri, Dylan


 * SDCL Use


 * Could have officers on the key list and guidelines in place to allow for community council to use the space for fax, phone, printer etc.