INTER-COOPERATIVE COUNCIL BOARD OF DIRECTORS MINUTES Date: 4-15-2007 ATTENDANCE:
BOARD MEMBERS Theresa VandeMeer Jennifer Kimball Gilberto Simpson David Lamb Ben Peters Brendan Keeley Jaya Kalra Sarah Scheitler Lynn Eckert Jes Pedroza Joe Dalton Nathan Longhofer John Zinda Ryan Imhoff Caitlyn Sorensen Natalie Zappella Laura Rosbrow Carie Reed Laura Matney Katherine Gorman Travis Jones Jon Petterle Adam Konner Matt Daniels Jesse Livingston Katie Barkel Jeff Buresh Sarah Young Sheila Ritter OTHERS PRESENT: Sarah Roffman Andrew McBride Rebecca Wolf PRESENT Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes No Yes No Yes Yes No No No Yes Yes Yes Yes Yes HOUSE Black Elk Debs Escher Gregory Jones King Lester Linder Luther Mich Minnie’s Nakamura O’Keeffe Osterweil Owen Renaissance Ruths’ Truth Vail Zeno ICC President Recruitment VP Membership VP Sec/Treasurer Maintenance VP Education VP Development VP Diversity VP General Mgr. Minnie’s Lester O’Keeffe VOTING Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes No No No No No No No No No No No No
1. MEMBER TIME: N/A 2. INTRODUCTIONS AND HOUSE NEWS: Sarah Roffman from Mich house running for position. Linder recently met new members, who are very loud and lively. Debs is doing dandy Gregory says new group will be fun co-opers O’keeffe had front desk people come up to have members sign contractors. Nakamura doing well having a party on the 20th. Dazed and Confused party. Minnies will have a bouncer at the next house meeting (aka Joe Dalton) Black Elk has some dysfunctional toilets Truth is well Member here to talk about a proposal and concerns O’keeffe/Renn has awesome Thai noodles and both houses are trying to work together.
Ruths is having computer problems and contacted web-team. There is also a party this *Saturday (the day after Jones). Luther elected out/in house for spring/summer which was a lengthy accomplishment. Lester has two lingering vacancies, but no one is worried. The house might be very full this Spring/summer. The new board member has come to see how the meetings run. Owen has four open spots (how did that happen?). Paper-plate awards were fun. Caitlyn got best laugh and Owen members painted the rock for fun. Jones is having a party this Friday. King had happy hour on Friday and had it first house meeting. Osterweil has a new board rep (Jennifer Kimball). Travis will be prez til April 30th, then be moving to the new grad house as a manager. 3. AGENDA REVIEW: The agenda was approved with the following changes: Moved to after break 4. MINUTES APPROVAL: The minutes from March 11 were approved with the following revisions: A request was made to put the explanation of why Truth house did not have any ballots counted. Carrie explained that she dropped them off on the way to the airport. Unfortunately, the office was closed, so the ballots were put under the door. These were never found and recommendations have been made about how the situation can be handled if it arises again in the future. 5. COMMITTEE REPORTS: Memcom – Lots of proposals today! Divcom – Had last meeting Wednesday Fincom – wrapping up Devo – selling van/truck. EdCom – Working on new member orientation (2 meetings next week). Look out of news of the great guff giveaway. May 3-6 is the board retreat. Hiring – First training on Thursday to figure out what questions to ask, how to conduct the interview. Also a meeting on Friday for a diversity training that Divcom has set up. A ton of applications have come through the door from across the country. Advertised job with a draft job description. Coco- had an old coco, new coco barbeque at King house. 6. STAFF REPORTS: Susan had been very busy with WAM and is now working on getting history plaques, working on web-site, new member orientation. There will be a Mich house reunion for the 75th anniversary. There is a new feedback system for members to give input on the icc web-site. THINGS PASSED AROUND Sheila has an article from the Chicago Sun Times about the coops. An obituary was sent to Sheila of an old member who recently passed. “Show us your heart” organ donation sheet sent around. Check out www.Michigan.gov/sos. “Investing in Cooperation” newsletter has info on valuable insights.”CBJ” is the business aspect of co-ops. 7. PRESENTATION: Energy Audit Tabled 8. KPI
Board members given a form to fill out during board meeting (given about 10 minutes to complete it). 9. PROPOSAL #62: )Conflict Resolution To replace chapters 6 and 7 of the Standing Rules with the following:
Chapter 6 Conflict Resolution
6.1 STATEMENT OF MEMBER RIGHTS AND RESPONSIBILITIES
6.11 INTRODUCTION: The ICC is dedicated to providing a community for students that equally embodies quality living, community, and social equality, all within the cooperative movement. As its central purpose, the ICC promotes an affordable living community in which equal and educated members work together to further the cooperative movement. Values which lie behind this purpose include equality, democracy, member control, individual responsibility, sustainability, cooperation, self-reliance, diversity, community, participation, and stewardship.
When members choose to sign a contract with the ICC, they accept the rights and responsibilities of membership in the ICC’s housing and social community. As part of the ICC community, members are expected to uphold its previously stated values. Because the ICC establishes standards for membership, these standards of conduct, while falling within the limits of the law, may exceed federal, state, local, or academic requirements. Within the ICC, entities (such as houses and the Board of Directors) have developed policies that outline standards of conduct governing ICC members. This chapter does not replace those standards; nor does it constrain the procedures or sanctions provided by those policies. This chapter describes possible behaviors which are inconsistent with the values of the ICC community; it outlines procedures to respond to such behaviors; and it suggests possible sanctions that are intended to educate and to safeguard members of the ICC community. The ICC understands that individuals differ in both expectations and values. Working out or accepting these differences is essential to cooperative life; our strength is in the joining of divergent ways of thinking. However, if their differences reach the point at which an individual’s actions or inactions threaten the well being of the cooperative, the conflict resolution process should be initiated. 6.12 MEMBER RIGHTS: Members of the ICC have the same rights and protections under the Constitutions of the United States and the State of Michigan as other citizens. These rights include freedom of expression, press, religion, and assembly. The ICC has a long tradition of activism and values freedom of expression, which includes voicing unpopular views and dissent. As members of the ICC community, members have the right to express their own views, but must also take responsibility for according the same right to others. Members have the right to be treated fairly and with dignity regardless of race, ethnicity, nationality, language or citizenship, religion, political belief, sex, gender identity and expression, color, creed, age, marital status, sexual orientation, physical/mental disability or illness, veteran status, socioeconomic status, height or weight. In addition, all ICC members have a right to: a) Live and board at their assigned houses during the period of their contracts b) Participate directly or through their elected representatives in running their houses and the ICC itself c) Security in their house and room d) Access to house and ICC financial records e) A democratically run house f) A clean house g) Improvement and change in their house h) Privacy and space i) Capable house officers
j) Be heard and listened to k) Criticize house and ICC problems Members have the right to be protected from capricious decision-making by the ICC and to have access to ICC policies which affect them. The ICC has a commitment to provide members with a balanced and fair system of dispute resolution. Accordingly, this chapter will not deprive members of the appropriate due process protections to which they are entitled. This chapter is one of the ICC’s administrative procedures and should not be equated with the procedures used in civil or criminal court. 6.121 NON-DISCRIMINATION: The ICC is committed to a policy of non-discrimination and equal opportunity for all persons regardless of race, ethnicity, nationality, language or citizenship, religion, political belief, sex, gender identity and expression, color, creed, age, marital status, sexual orientation, physical/mental disability or illness, veteran status, socioeconomic status, height or weight. Our policies and process are open to all members of the ICC. The members of the ICC prohibit and will not tolerate prejudicial behavior. All ICC members and employees are to be free from prejudicial behavior. The ICC has a longstanding tradition of commitment to developing and maintaining a diverse membership. Accordingly, the ICC will not discriminate on the basis of group status. 6.13 MEMBER RESPONSIBILITIES: Along with rights come certain responsibilities. As part of the ICC community, members have the right to express their own views, but must also accord the same right to others. Members of the ICC are expected to act consistently with the values of the ICC community and to obey local, state, and federal laws. Members have the right to participate in the governance of their houses and the ICC, but they are also bound by ICC and house rules which past members have made. In addition, all ICC members have the following responsibilities: a) Pay member charges on a timely basis b) Do their share of whatever work is needed to keep the house and boarding co-op clean, repaired and running properly, as decided by the house officers c) Attend house meetings d) Agree to be cooperative, meaning making an honest effort both to keep the house(s) running well and to get along with other members e) Abide by house and ICC rules, policies, and contracts f) Accept responsibility for their share of the house finances g) Accept responsibility for damage caused by them or their personal guests h) When vacating rooms, leave them reasonably clean i) Be open to others’ ideas j) Listen to and hear others k) Respect others’ privacy and space l) Work toward creative solutions
6.2
VIOLATIONS: The following behaviors contradict the values of the ICC community and are subject to
action under the rules of the ICC: a) Physically or psychologically harming another person, or jeopardizing the health, safety, or welfare of another person b) Sexually harassing or assaulting another person c) Harassing or stalking another person d) Invading the personal space of another person e) Repeated failure to do assigned work including officer duties f) In any way preventing other members from performing ICC and house duties g) Failing to pay ICC charges, house charges, fees, fines, or other debts h) Abusing community property or another member’s property (including, but not limited to, theft, damage, vandalism, or defacement) i) Invading the privacy of another member (e.g., entering a member’s room without permission) j) Using another member’s food or possessions without permission k) In any way preventing a roommate(s) from using and/or moving in to an assigned shared room l) Using, possessing, distributing, manufacturing, or selling drugs or alcohol in a way that is harmful to
other members and/or the house Falsifying ICC or house documents or student status Abuse and/or violation of the ICC Standing Rules or contract Abuse and/or violation of policies and regulations of the committees or departments of the ICC Abuse and/or violation of House Constitutions or policies Possession or use of the following prohibited items: firearms, ammunition, explosives, unapproved or illegal pets r) Prejudicial behavior: Prejudicial behavior is behavior motivated or influenced by prejudice which results in personal or group injury. It degrades on the basis of actual, perceived, or allied social group membership (see Diversity Statement). It can be intentional or unintentional in nature. Anyone can commit prejudicial behavior but its impacts are influenced by context, privilege, and history. s) Influencing or jeopardizing the conflict resolution process m) n) o) p) q) This list is not exhaustive. Conflict resolution action is not limited to the above stated violations and other actions not listed above may be considered violations.
6.3
GROUPS INVOLVED IN RESOLUTION PROCESS
6.31 MEMBER CONFLICT ADVISOR (MCA) shall: a) Serve on the Conflict Resource Team b) Post notices in each house at the beginning of his/her appointment detailing the purpose of the Ombudsperson MCA, and how he/she can be contacted, including weekly office hours, phone number and email address. c) Acquire and maintain an extensive knowledge of the Standing Rules and the operations of the ICC. d) Receive members, listen to their concerns, gather relevant information, and explain the relevant aspects of the ICC and options for pursuing resolution to the problem. e) If necessary or desired, Provide the concerned member with assistance while he/she is pursuing resolution. f) Make a final contact with the member to find out whether a solution was found, and what the solution was, and Make a report to Coordinating Committee after resolution of a conflict in a way which does not compromise the confidentiality of the individual(s), house(s) or describe a specific incident(s), which might lead to the breach of this confidence. (9/98) g) Be appointed by nomination of the President and approval of the Board. h) Shall consider to the Standards of Practice and Code of Ethics as written down by the Ombudsman Association. (9/98) CONFLICT RESOURCE TEAM: The CRT shall consist of the Director of Housing Services and the Member Conflict Advisor. The CRT shall: a) Receive complaints of possible violations b) Compile case files and other documentation c) Decide whether each complaint is valid and how to proceed d) Consult other parties as necessary e) Help navigate all parties through process ADVISOR CORPS: The Advisor Corps shall consist of the Director of Education, interested members, SHRT members when appropriate, and other outside parties as needed. The Advisor Corps shall admit new members by consensus. The Advisor Corps shall: a) Handle mediation b) Advise parties involved in a complaint c) Be available to advise parties in a hearing d) Appoint neutral facilitators for hearings e) Provide advisors and neutral facilitators for other purposes as needed f) Help navigate all parties through process MEMBER PANEL: The pool of panelists shall consist of the In-House Presidents from every house and any other interested members. The pool of panelists shall be trained by the Education Committee. When a hearing is required, the CRT shall select a panel from the pool. The Panel shall:
6.32
6.33
6.34
a) Decide responsibility b) Hear the case c) Determine or recommend sanctions
6.4
SCOPE OF VIOLATIONS: Behavior which occurs on ICC property or at ICC sponsored
events/programs may violate SR 6.2. Behavior which occurs outside of these places may constitute a violation of SR 6.2 only if the behavior poses an obvious and serious threat or harm to any member(s) of the ICC community.
6.5
PROCEDURES: The ICC will use the following procedures to respond to behavior which goes against the
values of the ICC community as defined in SR 6.2. The ICC considers the process for resolving disputes an important part of a democratically run organization. Members who have questions about the conflict resolution process should contact CRT who provides support to all participants. The conflict resolution process is an internal process and is not subject to the same rules as civil or criminal proceedings. Because some violations stated in 6.2 are also violations of law, members may be accountable to both the legal system and the ICC.
6.6
INITIATING RESOLUTION PROCESS: Any member (the complainant) may submit a complaint
alleging a violation stated in SR 6.2. A member may also submit a complaint based upon information reported to them from another source. All complaints must be submitted to the CRT, in writing, within four months after the incident(s) alleged in the complaint occurred. The CRT may waive the four-month limitation when a late submission is reasonable. If the CRT determines, based on the complaint form and accompanying evidence, that the alleged behavior may be a violation stated in SR 6.2, the CRT will notify the accused member (the respondent) and schedule a meeting as described below. If CRT feels that the situation poses an immediate danger they can refer the complaint to EHOT (see SR 8.10). 6.61 GUIDELINES FOR DROPPING A COMPLAINT: The CRT may decide a complaint is not valid for one of the following reasons: a) The complainant decides to withdraw the complaint b) The complaint did not cite any valid violations c) Complaint form is incomplete d) Not enough evidence was provided e) Contradictory reports are filed by the complainant f) The resolution process is compromised g) Confidentiality is compromised by the complainant h) The complaint could be better handled through another process 6.62 APPEAL OF INVALID COMPLAINT: Any member who wishes to appeal a complaint found invalid from CRT must present a complaint form and accompanying evidence to the Membership Committee. MemCom will decide if the alleged behavior may be a violation in SR 6.2. Their decision is final.
6.7
RESOLUTION PROCESS: The CRT will compile all information regarding the complaint into a
confidential case file to be kept at the ICC office. The CRT will meet with the respondent to explain the complaint and the resolution process. The respondent may be accompanied by an advisor. The advisor may be any person the member feels comfortable with who does not pose a conflict of interest. The CRT will offer a member of the Advisor Corps for both complainant and respondent, if they do not wish to provide their own advisors. 6.71 INFORMATION PROVIDED TO RESPONDENT: The respondent will be given full access to the case file, including the charges against him/her, the evidence, and any other information relevant to the case that has been received by the CRT. He/she will also be informed about the conflict resolution process. In addition, the respondent will be notified that: a) Statements the respondent makes to the CRT may be considered at any hearing b) The respondent does not have to make a statement at the initial meeting c) All records are confidential to the extent permitted by law d) The respondent has a right to know the potential sanctions before admitting responsibility The respondent has a choice of the following methods of dispute resolution:
6.72
a) Accept responsibility for the charges b) Request mediation c) Contest the charges, which leads to a hearing
6.73 The CRT must make a sincere effort to contact and meet with the respondent in person. If the respondent is unable to be contacted or unwilling to participate in the conflict resolution process, they will be presumed to accept responsibility for the charges, and sanctions will be determined by the Advisor Corps as described below.
6.74 ACCEPTANCE OF RESPONSIBILITY: If the respondent accepts the charges, he/she may request Restorative Justice (see SR 6.A1), otherwise, the Advisor Corps will determine sanctions as described below. 6.741 The Advisor Corps will assign one or more advisors to the case to work with the complainant and respondent to determine sanctions. Based on the nature of the case, the advisor(s) may choose to work with the parties together or separately. The Advisor Corps will have the final decision as to the sanctions.
6.75
MEDIATION: If both parties agree to resolve the complaint through mediation, the CRT will make arrangements for the mediation to occur. The nature of some complaints, especially those involving violence, may make mediation an unrealistic option. When violence is involved, the CRT must concur in the decision to use mediation. 6.751 The Advisor Corps will either provide a mediator or call an outside mediator. Mediation is a voluntary process which may or may not result in a mediated agreement. If a mediated agreement is reached, the case is resolved. Mediated agreements may not be appealed. If a mediator reports that mediation has failed, the accused member has the choice of accepting responsibility or proceeding to a hearing.
6.76
HEARING: If the respondent contests the charges, a Member Panel will arbitrate the dispute. 6.761 RIGHTS: Both parties may have access to all information gathered prior to the hearing. Both parties have the right to the names of witnesses providing information prior to the hearing. At any time during the hearing, the respondent may request a recess to consult with their advisor. PREPARATION: In preparation for a hearing, the CRT shall: a) Select a Member Panel of 5 members from the pool of panelists with at least one alternate in case a panelist is unable to serve b) Refer complainant and respondent to Advisor Corps for guidance c) Maintain and update the case file The Member Panel shall meet in advance of the hearing, read the case file, identify issues and compile a list of questions for the hearing. The Director of Education shall guide and assist the Member Panel throughout the process. The Advisor Corps shall appoint a facilitator and note taker for the hearing, and help guide all members through the process. 6.763 MEMBERS PRESENT: The complainant and respondent may each be accompanied at the hearing by a personal advisor, who may be an attorney; however, the advisor may not participate directly in the proceedings, but may only advise the party. The facilitator, a note taker, the Member Panel, complainant, respondent, and one advisor each for the complainant and respondent may be present for the entire hearing. Witnesses will be present only when presenting evidence. Both parties must agree to the admission of any other people to the hearing. All present will be informed that the proceedings are confidential.
6.762
6.764
PROCESS: During the hearing, the complainant, respondent, facilitator, and member panel have the right to question complainant, respondent, and any witnesses who have presented information. Anyone may refuse to answer any question. Silence by the respondent will not be used as evidence of responsibility for a charge. The respondent and the complainant may make statements to the panel at the beginning and end of the proceeding. The respondent is presumed not responsible unless clear and convincing evidence is presented that a violation of SR 6.2 has occurred. DELIBERATION: After the hearing, the Member Panel will enter a closed session. Only the Panel and the facilitator will be in the room during deliberation. The Director of Education will be available to answer questions from the Panel. The Panel will determine responsibility for each charge and sanctions. A 2/3 majority of those voting is required for a determination of “responsible” on each charge. If the respondent is found responsible for any charges, the Panel will determine sanctions by consensus. The Panel may choose any number of sanctions from the list in SR 6.8, and/or they may recommend to the appropriate body any sanctions not on the list.
6.765
6.77
OUTCOME: In all cases, a written report containing findings of fact, conclusions as to responsibility, sanctions, and rationales for all sanctions will be prepared. If the case ended in a hearing, the Member Panel will write the report; otherwise, the advisor(s) assigned to the case will write it. The case report must be given to the respondent and complainant within 10 days of resolution, and a copy will be given to CRT to be placed in the respondent’s file. If other parties need information about the case and/or the outcome in order to carry out the sanctions or to make an informed decision, the Advisor Corps may decide to release certain information to other parties. Otherwise, all information pertaining to the case will remain confidential.
6.8
SANCTIONS: Sanctions should be chosen to support the ICC’s values. Sanctions also serve to
promote safety, provide an opportunity for learning, or deter members from behavior which harms, harasses, or threatens people or property or is motivated by bias because of membership in a particular group. Sanctions may also serve to allow a member to accept the consequences of his/her actions, make amends, and be welcomed back into the community. Some behavior is so harmful to the ICC community or so damaging to the cooperative process that it may require more serious sanctions. The following are possible sanctions: a) Formal Reprimand: A formal notice that SR 6.2 has been violated and that future violations will be dealt with more severely. b) Public or Private apology: A formal apology either written or spoken, admitting that SR 6.2 has been violated. c) ICC or house service: Performance of one or more tasks or a specified number of work hours designed to benefit the community and/or help the member understand why her or his behavior was inappropriate d) Restitution: Compensation for loss, damage, or injury to the appropriate party in the form of service, money, or material replacement e) Class/Workshop Attendance: Enrollment and completion of a class or workshop (within or outside the ICC) that could help the member understand why her or his behavior was inappropriate. f) Educational project: Completion of a project specifically designed to help the member understand why her or his behavior was inappropriate g) Probation: A designated period of time during which the member is not in good standing with the ICC. Terms of probation may involve restrictions of member privileges and/or set specific behavioral expectations h) Restriction from officer positions: Prohibition or limitation on holding officer positions in the house or ICC i) Restriction from Board or committees: Restriction from being a voting member of the Board or committees or attending committee meetings j) Restriction from employment: Prohibition or limitation on ICC employment k) Restriction from specific ICC properties: May include Rochdale or Ed Center as well as housing properties
l) Restriction from contact: Restriction from all forms of contact with certain person(s) m) Switching rooms or houses: Placement in another room or house n) Termination of contract: Cancellation of a member’s contract and prohibition from signing a new contract for a specified period of time or until certain conditions have been met o) Referral: A probationary process that allows a house to both provide an incentive for members to improve their conduct and a notification to future houses that this member might be a problem. See SR 6.A2. p) Expulsion from house: Termination of a person’s contract and membership in the house with all of the rights and responsibilities contained therein. The person may never be reinstated as a member of that house. See SR 6.A3. q) Expulsion from ICC: Termination of a person’s contract and membership in the ICC with all of the rights and responsibilities contained therein. The person may never be reinstated as a member of the ICC or any ICC house. See SR 6.A3. r) Restorative Justice: See SR 6.A1
6.9
APPEAL: An appeals process is an essential safeguard for an imperfect human process that
attempts very hard to be fair. The appeal process is available to any party after any kind of resolution of a complaint. 6.91 REASONS TO APPEAL: a) Proper procedures were not followed b) The evidence clearly does not support the finding(s) c) Sanctions are insufficient or excessive relative to the violation d) There is new evidence not reasonably available at the time of the hearing APPEAL PROCESS: All appeals must be submitted in writing to the CRT within 10 business days after notification of the outcome of the resolution. The CRT may waive the 10 day limitation when a late submission is reasonable. The appeal will be reviewed by the Membership Committee who will also be given all information in the case file. MemCom will then take one of the following actions. MemCom’s decision is final. a) Confirming the outcome of the resolution process b) Instructing CRT to call a (re-)hearing PENDING APPEAL: While an appeal is pending, the sanctions will not be carried out, with the following exceptions: 6.931 APPEAL OF REFERRAL: Future contracts will be canceled and the member may not sign a new contract without house approval, but the member’s space for a future contract may be held during the appeal process. APPEAL OF EXPULSION: In the case of expulsion, the person may not use co-op facilities without permission of the house during the period an appeal is pending. If the expulsion is overturned, the member will return to original status.
6.92
6.93
6.932
6.A
RELATED PROCEDURES
6.A1 RESTORATIVE JUSTICE: Restorative Justice is a process of determining sanctions with input from all parties affected by an incident. It is designed as an educative process that allows the respondent and the victims to face each other, allows the victim and all parties affected to feel that justice has been achieved, and allows the respondent to understand the full effects of his/her actions. Both respondent and complainant must agree to use Restorative Justice. 6.A11 Parties involved in the process: a) Respondent b) Complainant c) Other victims d) People affected by the incident e) Advisor(s)
6.A12
The Advisor Corps shall organize the meeting, determine and contact involved parties, and assign a facilitator for the meeting.
6.A13
Sanctions will be determined by consensus of those present at the meeting. If consensus cannot be achieved, sanctions will be determined by the Advisor Corps as described in SR 6.741. Sanctions should: a) Correct or compensate for the damage caused b) Prevent future occurrences c) Help the respondent achieve an understanding of the negative effects of his/her actions
6.A2
REFERRAL: All future contracts signed are void. A member on referral may not be issued a contract for a future term for their own or any other ICC house without being voted in by the house. The body that placed the member on referral must be consulted and have an opportunity to send a representative to the meeting where the member is being considered for approval by the house. The house president or presiding officer must submit an approval form to the CRT. 6.A21 REMOVAL FROM REFERRAL: A member may be removed from referral by the body that placed the member on referral. The member may be taken off referral by the house they live in after 4 weeks of living at that house while on referral. In this case, the body that placed the member on referral must be consulted and have an opportunity to send a representative to the meeting where the member is being considered for removal from referral. If the member is removed from referral, the house president or other presiding officer must fill out a referral removal form and a copy of the form must be given to the CRT to be placed in the members file.
6.A3
EXPULSION FROM HOUSE OR ICC: The person surrenders all rights and responsibilities of membership in the house or ICC including but not limited to: living in an ICC house, boarding at an ICC house, or using any house or ICC facilities. The person may never be reinstated as a member and will be considered a trespasser if present on house or ICC property after membership is terminated. They will be evicted if still residing in their house or in the ICC. 6.A4 LIABILITY FOR CHARGES: In the case of expulsion or contract termination: Excluding outstanding debts and fines at the time of contract termination, the person shall not be liable for ICC or house charges incurred for the vacancy after the contract termination date. The house will always remain liable for any house charges for a space remaining vacant due to a contract termination. The house is not liable for any ICC charges for a space remaining vacant due to a contract termination by the ICC. 6.A41 LEGAL FEES: A member against whom legal proceedings are brought shall be liable for all legal fees incurred by the ICC as a result of said proceedings to the limit allowed by law. 6.A42 EXPULSION FINE: If a member’s contract is terminated for non-payment, s/he shall be charged a fine equal to the ICC charges remaining on the contract. Finance Committee will decide if any of the fine shall go to the house to cover lost house charges. Finance Committee can waive or modify the fine, if the vacant space is filled or in other circumstances the Committee deems appropriate. (50/03) 6.A43 ICC CHARGES: If a person’s contract is terminated by his/her house, the house also remains liable for the ICC charges of the person unless the Contract Release Committee (see SR 2.5) releases the house. The Contract Release Committee reviews the expulsion and releases the house if it determines that the expulsion was conducted in good order and with valid reason. In a case where a person’s contract is terminated by the ICC, the house shall automatically be released from the ICC charges of the person. (87/04)
6.B
HOUSE CONFLICT RESOLUTION: If a complaint affects members outside a single house, or if
either the complainant or respondent request it, the CRT process must be used. However, if a member’s actions affect only the members of the house they live or board at, the house may follow their own procedure for resolving the conflict. With the exception of sanctions specified in the house constitution or policies, the house may not apply sanctions without following certain guidelines to maintain due process: a) The house must consult with the CRT before beginning any conflict resolution process. b) The house president or other designated member must keep a confidential case file containing all information pertaining to the complaint, which shall be given to the CRT after resolution. c) The respondent must be offered an advisor from the Advisor Corps. d) The respondent must be given the options of accepting the charges, requesting mediation, or contesting the charges. e) If the charges are contested, there must be a hearing open to all house members, one advisor each for the complainant and respondent, witnesses while presenting testimony, a facilitator, and members of the Advisor Corps. Other parties may be admitted if both the complainant and the respondent agree. f) The respondent must be given a chance to speak in his/her own defense. g) The complainant and respondent must be allowed to call witnesses. h) The house must decide on responsibility and sanctions. With the exception of referral and contract termination, the house may not give sanctions that have an effect outside of the house. The house may expel a member from the house, but not from the ICC. i) The house must write a case report containing findings of fact, conclusions as to responsibility, sanctions, and rationales for all sanctions. The case report must be given to the respondent and complainant within 10 days of resolution, and a copy will be given to CRT to be placed in the respondent’s file. 6.B1 APPEAL: Any outcome of a house conflict resolution may be appealed within 10 days of notification of the outcome. The appeal will be received by MemCom and treated as a normal appeal (see SR 6.9).
6.C
SEXUAL HARASSMENT (28/98)
6.C1 STATEMENT OF ICC POSITION ON SEXUAL HARASSMENT: The members of the ICC prohibit and will not tolerate sexual harassment. The ICC members recognize that there are varying degrees of sexual harassment. All ICC members and employees, regardless of their gender or sexual orientation, are to be free from sexual harassment. 6.C2 DEFINITION: The members of the ICC define sexual harassment as any behavior that fits all of the following criteria: (1) it is behavior that emphasizes the sexuality or the sexual identity of another person; (2) it is behavior that is inappropriate or that the actor has reason to know is unwanted and that would tend to have a significant negative effect on the ability of the recipient of the behavior to fully enjoy the benefits of membership in or employment by the ICC; and (3) it is behavior that a reasonable person with consideration of the relevant gender and/or sexual orientation would find to possess both of the preceding characteristics. Sexual harassment may include, but is not limited to the following: a. Sexist or homophobic remarks and behavior that create a hostile, offensive or intimidating atmosphere. b. Comments, gestures, intrusive questioning or other forms of personal attention which may be perceived as sexual overtures or denigration which the actor has reason to know are unwanted; c. Advances including sexual propositions, touching, petting, tickling, kissing, grabbing or any other invasion of personal space, which the actor has reason to know are unwanted; d. Advances of the type mentioned in (c) with threatened or implied sanctions, including physical or emotional violence, loss of membership or job security or public humiliation. e. Sexual assault, whether or not accompanied by physical violence. 6.C3 PROCEDURE FOR HANDLING COMPLAINTS OF SEXUAL HARASSMENT 6.C31 This procedure applies to allegations of sexual harassment of one rooming and/or boarding member of the ICC by another.
6.C32 Allegations of sexual harassment occurring in employment or workplace situations are to be governed by other procedures. 6.C33 In cases of allegation of sexual harassment, the ICC can provide assistance to its members, both complainant and accused, in the form of Sexual Harassment Resource Persons (RP’s). These individuals would work as a team, providing necessary information and support. Specifically, RP’s would: a. Be knowledgeable of and able to explain the ICC’s Sexual Harassment Policy and Procedures b. Investigate a complaint of sexual harassment to see that it meets the ICC definition of sexual harassment. c. Offer various options for handling a sexual harassment allegation d. As needed, suggest other individuals or groups who may also provide assistance in cases of allegation of sexual harassment. (This might include counseling service at U of M, UM Mediation Services, SAPAC, the police department, etc). e. Sign-off on a Sexual Harassment referral. f. Potentially serve as an official ICC observer (not as a facilitator) in a Sexual Harassment expulsion hearing g. Work with the ICC Education Committee to provide educational opportunities for ICC members to become more knowledgeable about sexual harassment 6.C34 The Sexual Harassment Resource Persons (RP’s) team would consist of the following: a. At least two ICC members, one male and one female b. The Director of Education and Training or an appropriate staff person as determined by the General Manager. All non-staff RP’s will be members of the ICC Education Committee and will receive full work credit. All members of the RP’s team will be obligated to receive training in sexual harassment, ICC SH policies and procedures and empathy/active listening. 6.C35 Members may be sanctioned for sexual harassment in accordance with the ICC conflict resolution procedures. As well, a member can be put on referral by at least two Sexual Harassment Resource Team members, for sexual harassment as defined in the ICC Sexual Harassment Policy. In cases of sexual harassment, SHRT can put the accused member on referral whether or not the complainant and respondent are members of the same house. (28/98)(91/01-02) 6.C36 Rights of appeals are set forth in SR 6.9. 6.C37 In the case of emergency, any member may contact the ICC President or General Manager to request enacting of the ICC Emergency Operations Team (Chapter 8). 6.C38 Confidentiality: Everyone involved in any ICC process resulting from a complaint of sexual harassment shall take reasonable steps to safeguard the privacy of themselves and all other participants in the process. 6.C4 STATEMENT OF CONTINUOUS EDUCATION: The ICC is committed to continuous education of our membership in the area of sexual harassment. This means that various educational opportunities will be provided for all members so that they may better understand what sexual harassment is; the consequences such activities have on both individuals and the ICC as a whole and how ICC members can effectively respond to such situations. These educational opportunities can take many different forms including workshops, informal discussions, specific training components for Board and house officer training, informational pamphlets, etc.
Additionally, make the following change to Chapter 1:
1.2B ICC OMBUDSPERSON: shall (63/97)
A) Post notices in each house at the beginning of his/her appointment detailing the purpose of the Ombudsperson, and how he/she can be contacted, including weekly office hours, phone number and email address. B) Acquire and maintain an extensive knowledge of the Standing Rules and the operations of the ICC. C) Receive members, listen to their concerns, gather relevant information, and explain the relevant aspects of the ICC and options for pursuing resolution to the problem. D) If necessary or desired, provide the concerned member with assistance while he/she is pursuing resolution. E) Make a final contact with the member to find out whether a solution was found, and what the solution was, and make a report to Coordinating Committee in a way which does not compromise the confidentiality of the individual(s), house(s) or describe a specific incident(s), which might lead to the breach of this confidence. (9/98) F) Be appointed by nomination of the President and approval of the Board. G) Shall consider to the Standards of Practice and Code of Ethics as written down by the Ombudsman Association. (9/98) 1.2B MEMBER CONFLICT ADVISOR: see Chapter 6.
Questions: Q. How does this proposal contribute to house autonomy? (A. It doesn’t necessarily. It is more geared towards better process.) Q. Section 6C3F, what is the sexual harassment deal? How is it dealt with? Why are we mentioning something that sort of doesn’t exist? (A. The old chapter 7 will stay as is. It will be addressed as something separate later on.) Q. Why do we need a 2/3 majority instead of consensus in section 6.715? Does this apply to staff? (A. Memcom thought the 2/3 would give a voice to the most people. This does not apply staff (but possibly part-time staff).) Q. Is there double jepordy? (A. No.) Q. Does a house have to change its constitution before it can expel someone with these new rules? (A. Yes. Houses might have to catch up a bit with language. There will not be complete overthrow of house constitution, so no worries.) Q. How do you consider if a complaint is “valid”? (A. Section 6.6 and 6.61, discusses what “valid” means.) Q. How is this process more democratic? (A. There is no one group that can do all the judging. The new process allows a diverse group of people who don’t have anything to do with the person or situation to help out with the judging.) Q. What does consult meet in section 6B item A? (A. CRT is a knowledgeable body of democratic process and consulting group that can help to make sure the process is appropriate.) Q. What kinds of resources are available to members if they get a lawyer? (A. The lawyer is not allowed to speak and give legal advice. They can be used as an advisor.) Q. How are the panelists given information and what is the info on confidentiality? (A. Section 6.77 discusses this. The new policy would give only needed info out.) Q. How are the members held accountable to confidentiality? (A. A draft has been made for members to sign as an agreement of confidentiality, but was not put in this proposal.) Q. Section 6.7 has wording about advisors and conflict of interest. Does this happen? (A. We don’t see this happening and have gotten info from OSCR.) Q. Where does diversity fit in? (A. The process is open to all.) Q. If two houses function as one (ex: Mich/Minnies) see section 6B, how do we preserve house autonomy? (A. Perhaps action could be taken from the house in which all members are from (ex: Minnies are members of Mich).) Q. What about the files? Who has access to these? (A. Staff. You can’t just look in someone else’ file unless you have an appointment.)
Discussion: Concerns about the 2/3 majority vote system Amendment #1: Change 2/3 majority to consensus A consensus seems to make more sense because we do not want to put blame on an innocent person. Memcom thinks the 2/3 majority will produce sincere voting from the deliberation. Amendment #1 Fails Amendment #2: 6.2 A, to strike the work, “psychological”. No Second. Amendment #2 Fails Amendment #3: 6.762A, to add “Randomly select a Member Panel of 5 members…..,” This was discussed and then the amendment was changed to add a new sentence, “If possible, panel will be selected randomly from those available for hearing” Can we take out the “if possible”? No objections, so the amendment will be revised as “Panel will be selected randomly from those available for hearing.” Amendment #3 Passes Members would like this to be tabled and brought to a new board. Strong concerns that this is too tied up on centralized procedure in the first round. 6B would not allow as much house autonomy. Houses should and can take responsibility for their actions. Wording in sexual harassment is troublesome see section 6.C2, B and C which says, “the actor has reason to know are unwanted”. As a woman, sometimes the actor does not know that the acts are unwanted. Can we change wording sometime even though this proposal is not about sexual harassment? Concerns that the proposal does not address sexual harassment issues. Maybe it should and more time should be spent on it. Could some of this info be released once a decision is made? That way, if someone is “innocent”, people would know this (as rumors do go around) and if someone is guilty of certain acts, people would also know (as not to down play it). Racial issues are not accounted for here. These are serious issues that need attention. “Member Rights and Responsibilities” is written well. (Thanks!) Could we re-write section 7.3 with more options of places members can go to for help? A forced apology does not seem sincere….., what can we do about that? Restrictions on members’ officer positions seems unfair……, can we look at that? It’s hard to gage how well this will work until we try it. This proposal is not a giant monster that will swallow up your house. This info was taken out of the standing rules. This is not definite. It can be changed for years to come. Would Memcom be willing to withdraw this so that those who want to work on it can? Very little is changing in terms of house autonomy…, except from expulsion from the ICC as a whole. Members have problems with section 6B. 6B1A is also problematic for members. Could we make it optional? Amendment #4: To Strike 6.8G and 6.8H. 6.8G Member does know believe that the restrictions from officer positions are something that the committee should decide. It should be a house decision. The reasoning behind this section is to keep confidentiality. This is a good amendment, but other concerns about confidentiality can be addressed in section 6.8K. Amendment #4 Passes
Motion to Table (with a second) A lot of people have a lot of small problems, which means that the proposal as a whole is good, but we should address these small issues. Q. What about immediate reconciliation? (A. It seems like a fair thing to do.) Q. What about “tabling indefinitely”? (A. This is friendly with Robert’s Rules and is a possibility.) Motion changed to Table Indefinitely (with a second) DECISION ON PROPOSAL #62: Tabled Indefinitely 10. PROPOSAL #63: Interim Revisions To change the Standing Rules as follows: 8.2 INTERIM (68/06)
8.21 INTERIM ASSISTANCE COMMITTEE (IAC): The Interim Assistance Committee (IAC) will be responsible, in conjunction with house interim managers and keyholders, for monitoring the houses during interim periods at the end of Winter and Summer Terms. During the interim between winter and spring contracts, IAC shall consist of the membership chair, maintenance chair, and two five other board members or concerned interested members. At least two members of IAC must be from North Campus. IAC must elect a chair whose responsibilities will be to organize IAC meetings and distribute IAC resources. During the interim period between summer and fall contracts IAC shall consist of the above stated members and the ICC interim coordinators. These two other board members will be appointed by the ICC president at lea st three board meetings before the end of the term. IAC must be created at least three board meetings before the end of the term. If the membership chair or maintenance chair will not be present for a majority of the time, he or she must appoint a substitute. The interim coordinators shall not serve as chair. DUTIES DURING INTERIM: Duties during interim are distributed among balanced between the houses and IAC, staff, and members. A) HOUSE RESPONSIBILITIES: Houses are responsible for maintaining adequate room and house conditions as defined in 8.3. Houses can set their own move-in and move out-dates (with at least two days in between) by informing the DMS by august 1. If the house does not express preference, the membership committee will designative move-in and move-out dates after August 1. Also, houses are responsible for electing their interim manager(s)/keyholders and duly notifying the DMS by March 1 and August 1. The house interim manager(s)/keyholder is responsible for the condition of all rooms not checked by IAC as well as notifying IAC in writing of which rooms will need to be checked prior to the move-out date. The house will also be responsible for submitting a request form to IAC for furniture needs and organizing a room switch day the day after move-out for all members changing rooms within or between houses. During times when IAC is not active, the House President/keyholder is in charge of handling all incoming and exiting members. B) IAC RESPONSIBILITIES: IAC is a resource to help assist houses with the interim process. IAC will assist the Education Committee in interim manager training. They are required to offer training for interim managers. IAC is also responsible for organizing interim check-ups. IAC will check all common rooms and rooms of members who are new to the house. IAC will follow guidelines of 8.3 and membership policy to assess if a room meets ICC standards. The house interim manager/keyholder is responsible for the condition of all other rooms. If a member chooses to move in before the designated move-in date, they forfeit their right to have their room checked. IAC will also be able to approve use of the minor maintenance budget during the interim periods when the Maintenance Committee is not active. For a more detailed description about Maintenance funds see SR 15.313 and maintenance policy manual. C) ICC INTERIM COORDINATORS: The Interim Coordinators is are two temporary staff positions supervised by the Director of Member Services. Duties include serving on the interim committee, supervising a cleaning crew to go into houses, organizing house check-ups, and writing an interim evaluation. Their titles shall be the Inspection Coordinator and the Cleaning Crew Coordinator (IC and CC). The IC duties will be to organize and supervise house check-
8.22
ups and report to the interim committee. The CC’s responsibilities will be to organize and supervise the cleaning crew and keep record of all cleaning reports. Both Coordinators will be responsible for writing the interim evaluation and keeping in close communication with each other.
D) STAFF RESPONSIBILITIES: The GM will appoint appropriate staff members to assist with problems requiring ICC resources. Move in and move out dates will coincide with contract begin and end dates. E) MEMBER RESPONSIBILITIES: Incoming members are responsible for keeping in communication with the house regarding when they are arriving. If the member is moving in before the move-in date, they must sign a waiver releasing their right to an IAC check-up. They are also responsible for informing the house Interim Manager of what furniture they need or are bringing with them. Exiting members are responsible for leaving their room in a condition that meets ICC standards and returning their keys to the Interim Manager/keyholder by the end of their contract. All members are expected to abide by the following procedure: a. A member switching rooms within or between houses, must be moved out of their original room by the room switch date. b. A member leaving the ICC must move out by the contracted end date.
8.33 INTERIM FINING POLICY: Both the house and IAC have fining authority. Houses should include personal fining policies in their house constitution or standing rules. IAC only has authority to fine for rooms that they check, and will fine with regards the following policy.
During any contract period, any member who fails to move out by the date required in 8.22E must be reported to IAC or the DMS and will be fined $100. During times when IAC is active, the following fining policy will be in effect. Upon initial check-up, IAC will fine any room not up to standard an initial $40.00 to the house for each common room and $20.00 per member for member rooms. At that time, a date for the IAC cleaning crew will be set. The house or member(s) will be charged $30.00 per person hour of time spent by the cleaning crew. If the house sufficiently cleans the room up to standard by the time the cleaning crew arrives, the cleaning crew may choose to charge for travel time as they see fit. The house is at liberty to distribute the fines as they see appropriate. If a member room is fined, it is the house interim manager’s duty to inform IAC at the time of check-up the name of the last member(s) living in the room. If the name of the member is unknown, the fine will be transferred to the house until the house assigns the fine. Any funds remaining after the cleaning crew has been paid will be placed in the Additional Help Fund to offset the ICC Interim Coordinator’s salary. All matters relating to fines shall be handled by the Membership Committee.
Questions: None Discussion: Q. If North Campus can’t find someone to be interim period, how do we account for this? Q. Could we bribe them with cookies? (A. Probably.) DECISION ON PROPOSAL #63: Passes 11. CoCo Elections Memcom Spring/Summer 2007 Sarah Roffman She has been involved in the co-ops in various ways, as Mich work manager and writer of the ICC Reporter. She is also currently Sheila’s assistant (because Sarah works for the ICC, there is
a conflict of interest and will have to be dealt with). She is a student and is graduating this April with a minor in works of ethics, which she feels would be helpful. She wants to focus on educating new members about policies and what the ICC is all about. She has spoken with both Adam and Laura about the Memcom position and hopes to continue with the works that they have done as. Amendment: to approve Sarah as being both employed by the ICC and Memcom Chair. Members are concerned about if there will be a conflict of interest between working for Sheila and also having to be on a committee with her. Q. What if there are disagreements? (A. Sarah feels that she would feel comfortable voicing her disagreement with Sheila whenever she saw fit.) But members are still concerned. Calls to reconciliation? – none Amendment Passes Sarah is elected Memcom Chair. Divcom for Spring 2007 Laura Rosbrow Introduction: She has already run for this position. We know what it’s about. Questions: Q. Will diversity get lost in the education agenda? A. I will not try to consolidate this committee. Perhaps there could be a monthly meeting between Divcom and Memcom that way there is actually a relationship. This would be mutually helpful to have these types of things. Q. Can we elect you for Spring/Summer and if you leave, then you could just resign? A. Ok Discussion: No discussion except essentials. Laura is great. If someone can formalize relationships between other committees, it’s her. Laura is Spring/Summer DivCom Chair
Fall/Winter Divcom Natalie Zappella Introduction: Background in social work, social justice and youth. Lives on North Campus. A lot of her work as a student is on intentional living relationships. Well linked to Ginsburg Center. Would like to build links to other committees and to the university. It could help us in terms of utilizing resources. She sees things through the lens of diversity and justice. It would be nice to have meetings. John Introduction: Asian Language and Culture. Lives in Luther, on Divcom this year. There were a lot of ruts this year on the committee, but next year, he would like to work with other groups on campus. Perhaps we can get organizations like Korean Student Association to come to houses and do things together. Show people that the co-ops are not full of just a bunch of “white hippies”. Maybe working with the Roosevelt Center. Promoting culture is the way to go and helps the ICC itself b/c we are bringing people outside the community, in. Questions: Q. Are you both aware of the time commitment? Natalie- Yes. If I get the position, I will lower the amount of credits I take John – I take 12 credits and I think I can handle it. Q. What do you see the Diversity Committee doing with Recruitment? J– Doing in house functions so that people can see what we are about. Using other organizations.
N– Taking ideas from Reco and link up with groups on campus. This will help spread our name. Q. Natalie, could you talk more about your GSI position? N– We talk about race and gender. Q. Do you (John) have any skills or activities that would demonstrate facilitation skills? J- Social chair Kendo, Japanese martial arts sword fighting. J- Good with people. Likes people. Q. What challenges have you faced as a facilitator? N- I want to dive deeply into an issue, but also be in sync with time. J– I don’t like long meetings and get straight to the point. I like to be on track with respect to hearing people’s voice. Q. If not elected, would you sit on DivCom? N- Yes, if the house will give me office hours. J- I don’t want to wash dishes, so yes! Discussion: Two great candidates. Natalie understands the system and how things work, so she seems good. North campus is under represented, so Natalie could help fill the gap. It would be really great to have a new fresh face, that being John. Natalie is making a lot of cut-backs in order to “give back” to this organization if given the chance to be Divcom chair. It would be nice to have a grad student on CoCo. John is great! Two different styles. Natalie is really busy….., is that ok? Natalie DivCom Fall/Winter 2007/08 FinCom Spring/Summer Matt Daniels running for May; Joe Dalton taking over after May. No statements. We know them both. Questions: Q. When is the switch off? Matt is leaving May 30th. Joe will be returning June 15th. Discussion: Nate Longhofer, the other FinCom member, will help Joe out with what he needs. Matt is Fincom Chair for May; Joe takes over after May
12. PROPOSAL #64: GM Job Description To make the following the official GM job description: Inter-Cooperative Council
General Manager Job Description
GENERAL JOB DESCRIPTION: The General Manager is the chief administrative officer of the ICC, a member owned cooperative housing organization providing member-run housing for 550 people, primarily college students, in 19 houses near the University of Michigan campus in Ann Arbor. The General Manager is responsible for overseeing the operational, financial and legal affairs of the corporation. S/he is responsible for overseeing the management and maintenance of ICC assets. S/he is responsible for the hiring and supervision of, and administering benefits for, all other ICC staff, and provides leadership to assist staff in functioning as a team. S/he provides leadership in maintaining a productive, costeffective, safe and legal workplace. S/he guides and advises the Board of Directors and its committees. S/he reports to the ICC Board of Directors.
SPECIFIC DUTIES 1. Organizational Management Governance Administration 1. Administer the affairs of the corporation in accordance with organizational policies. 2. Ensure the maintenance of official records, by-laws, and standing rules according to Board action. 3. Attend Board and Coordinating Committee meetings, disseminating information between governance bodies and staff, and reporting on workplace operations, finances, planning, and other matters as necessary. 4. Proactively provide information, history, continuity, support and guidance to all governance bodies and members, in conjunction with the staff team. 5. Advise the Board when legal counsel is needed and coordinate legal resources for the ICC. Planning Administration 1. Provide leadership and vision to the organization by assisting the Board and staff with the development of long range and annual plans, and with the evaluation and reporting of progress on plans. 2. Research and write discussion papers, analysis documents and proposals as needed to assist the organization in determining and meeting its long and short term goals. 3. Oversee preparation of an Annual Report summarizing progress on short and long range plans. External Relations Administration 1. Oversee relations with the City, the University, neighborhood associations, and other cooperative organizations. 2. Appoint staff member to represent ICC on the NASCO Development Services (CCDC) Board. 3. Ensure representation at conferences and keep the Board, staff, and members informed of co-op and other relevant issues and activities. 2. Member Services Management 1. Oversee contracting services and member records retention. 2. Ensure provision of information and guidance to house officers. 3. Oversee the provision of outreach and marketing services to keep houses fully occupied. 4. Ensure provision of education and training programs to ICC leadership, house officers and members. 5. Provide vision and oversight of efforts to increase and support diversity and inclusion at all levels of the ICC. 6. Provide vision and oversight for the technology needs of the organization. 7. Oversee the development of alumni programs and services. 3. Property Management 1. Oversee ongoing, short range and long range property management to ensure the viability, continuity and growth of ICC assets. 2. Work with Board and staff to ensure full occupancy of ICC houses. 4. Financial Management 1. Provide vision regarding overall financial health of the ICC. 2. Provide vision and leadership in long-range fiscal planning to ensure the continuity and solvency of the ICC. 3. Provide recommendations regarding effective utilization of long and short term debt, including refinancing and purchasing/sales. 4. Provide recommendations regarding investments and cash strategies. 5. Oversee preparation of annual budget, regular variance statements and annual audit. 6. Oversee fundraising efforts. 5. Workplace Management Staff Administration 1. Develop annual plan for staffing the ICC workplace. 2. Hire, supervise, evaluate and, if necessary dismiss staff members as specified in the Standing Rules and the Uniform Working Conditions Contract (UWCC). 3. Oversee workplace operations, including holding staff meetings and retreats, and working with staff to maintain and improve effectiveness and efficiency. 4. Ensure that all staff members receive appropriate training to perform their jobs effectively.
5. Revise staff job descriptions when necessary to increase efficiency and achievement of the organization’s goals, with input from staff and other appropriate resources. 6. Oversee administration of staff benefits. 7. Oversee the maintenance of personnel and other administrative records. Workplace Administration 1. Administer the affairs of the workplace in accordance with ICC policies and contracts, and all applicable laws. 2. Promote effective communication on all levels of the organization. 3. Ensure that the functions and needs of the workplace are understood by the leadership of the ICC. 4. Act as arbitrator/mediator in work and personnel/personal disputes. Skills and Abilities 1. Proven skills in business and financial management. 2. Demonstrated ability to work with student member-owners. 3. Demonstrated ability to work in a proactively diverse and inclusive organization. 4. Excellent, proven interpersonal, verbal and written communications skills. 5. Demonstrated ability to manage and supervise a staff team. 6. Demonstrated ability to multi-task and work in a fast-paced office setting. 7. Proven ability to cope with conflict, stress and crisis situations. 8. Effective problem-solving and mediation skills. 9. Demonstrated ability to share skills and knowledge with others. 10. Proficiency with office computer equipment and software. Experience Required 1. A minimum of five years of experience in business management, planning and financial oversight. 2. A minimum of five years of experience in personnel management, including hiring, supervision, evaluation and benefits administration. 3. A minimum of three years of experience working with a board of directors and committees. 4. College graduate or equivalent experience 5. Experience in co-ops, non-profits or democratically-run organizations. Experience Preferred 1. Experience working with college students. 2. Experience in property management. 3. Experience in marketing. 4. Experience in business technology. Experience with training and education programs.
Questions: None Discussion: Has come up before, just wanted a passed/approved job description DECISION ON PROPOSAL #64: Passes 13. PROPOSAL #65: Divcom role on Hiringcom 1. Revoke the amendment to Proposal 49 stating that “DivCom will send one non-voting member to assist the hiring committee,” passed at the February 18th board meeting. 2. Diversity Committee shall participate in the Hiring Committee by providing a mandatory Diversity Training to all members of the Hiring Committee. Diversity Committee will train the Hiring Committee on broadening applicant pools, recruiting minority applicants, taking diversity into account in making decisions, and any other diversity-related issues DivCom would want the Hiring Committee to consider. 3. The Hiring Committee chair must report at CoCo and Board meetings, allowing all members to have knowledge of the hiring process.
Questions: None Discussion: Now that Laura Rosbrow is Divcom chair, she can be on Hiringcom. Q. Can we make an amendment to add her to this? (A. Yes!) Q. But she can’t make the training…..? (A. We will come back to this so that Lynn can talk to Laura.) (A2. It was found out that Laura will not be able to attend these meetings (due to time conflicts).) The authorities we have and recommendations we have given in the past have not been followed. How do we correct this and ensure that it does not happen again? A specific proposal that was given was the conflict between staff and members. Some of those issues are on their way to being resolved. Diversity concerns, having someone present with a connection is STILL important even though Laura can’t be part of Hiringcom. A reason why the last draft was not followed the first time is because people’s schedule didn’t work out. The arrangement wasn’t well thought out. It gets tricky to have a non-voting member b/c we are reviewing applications next week. Confidentiality is something to consider. We have already been acting like this proposal is passed and as a result, have a really great dialogue with Divcom going. Maybe Laura can still attend meetings as a non-voting member? Laura is not around for the second round of interviews. We should stop putting Laura on the spot. The process should not slow down. Since Laura will be on Coco, she will be getting updates on how Hiringcom is going and can report back to Divcom. An amendment is made to remove #1 from Proposal 65. There is no second. DECISION ON PROPOSAL #65: Passes 6. PROPOSAL #66: Major Minor Maint $$ Transfer $26,000 from Major to Minor Maintenance for fiscal year 2006-’07. Questions: None Discussion: None DECISION ON PROPOSAL #66: Passes 7. Goals Review Q. How can we transfer information from this year to next year’s board? (A. Break off into 5 groups.) Big sheets of paper on the wall with the different committee names on them. We will be writing with recommendations on each of these big sheets. Thoughts/Comments: It was nice. Invigorating
8. PROPOSAL #67: Luther Dog To approve a Chihuahua named Ninja to live at Luther House. Questions: Q. Can he do tricks? (A. Not in front of the whole board, he’s shy) Q. Does anyone (next year) have allergies to dogs? (A. Everyone played with the dog and they don’t seem to be sneezing.) Discussion: We need to just universally approve dogs in the standing rules. We always approve them. King House has a good policy to use as an example. DECISION ON PROPOSAL #67: Passes 9. PROPOSAL #68: Grand House Contracting The following non-graduate applicants shall be allowed to sign contracts immediately for the Graduate House, regardless of its effect on the grad to non-grad ratio:
Clubhouse: Kenneth Baker Benjamin Beckett Penthouse: Whitney St. Charles Sarah Scheitler Sharon White Shadin Atiyeh Large Single: Mason Smith In the event that any of the prospective members above do not sign for the Graduate House, the Graduate House officer corps may approve for this term future non-graduate replacements who will also be able to sign immediately after approval, but not to exceed a maximum of total of 11 nongraduate students. Questions: Q. we still feel comfortable advertising it as a grad house with all the non-grads? (A. It will still be 2/3 fill up of grads.) Discussion: Good to have the house filled. Please keep it in Grad student! DECISION ON PROPOSAL #68: Passes 10. CLOSURE AND EVALUATION: Even though we extended time (by 60 minutes) for conflict resolution we only ended 5 minutes late! Congratulations to Travis and CoCo! Many people appreciated the small group discussions Come to Ruths’ party!
One member objected to the way that staff was characterized earlier in the meeting. She felt that they work very hard and were unfairly labeled otherwise. We need not take things too personally or to take ourselves too seriously We have grown as a board; we need to work on not taking things personally, as board members are representing their constituents We need to focus on being more member-run and cooperative Many members are leaving and we wish them well! General Minutes Guidelines: - cover main points of discussion, not word-for-word, don’t repeat ideas - no names - represent ideas fairly, identify points of dissension - don’t include vote counts