STANDING RULES

Section 2: Executive Coordinating Committee (ECC)

2.1. Membership consists of Facilities Coordinator, Finance Coordinator, Membership Coordinator, Education Coordinator, Board Coordinator, and Committee Coordinator and others appointed by the Board of Directors as suggested by the Committee Coordinator.
2.2. Role:
1. 1. The ECC will have the responsibility of handling problems of the ICC as a whole, handling small problems for the Board and coordinating the committees.
2. 2. If an emergency Board meeting is called and quorum cannot be met, the ECC has the authority to make decisions on behalf of the Board.
3. 3. Hear and address member concerns about the staff, procedures of the staff and about the Board.
4. 4. Direct the General Administrator to make minor changes when necessary.
5. 5. Evaluate the General Administrator at least once a year (preferably in the Fall semester) in a written report to the Board.
6. 6. Meet at least once a month.
2.3. Duties of All ECC Coordinator
1. 1. Serve as a leader to the ICC community
2. 2. Educate themselves about ICC policy, programs, basic finances, and all other information relevant to their primary area of responsibility.
3. 3. Report regularly to the Board; once per month submit a written account of their activities and the activities of their committee(s) to the Board.
4. 4. Submit for approval semester objectives to the Board. Revise semester objectives as needed.
5. 5. Keep in regular communication with other members of the ECC, the Board and staff.
6. 6. Familiarize themselves with the activities and procedures of the Board (See SR 3 and Bylaws)
7. 7. Communicate with and promote the involvement of the general membership.
8. 8. If possible, attend NASCO institute
9. 9. Develop a close working relationship with appropriate staff member(s); provide input to the General Administrator about staff performance.
10. 10. Ensure completion of all tasks assigned by the Board.
11. 11. With their committees, write proposals to the Board as necessary.
12. 12. Review Standing Rules relevant to their area and as necessary recommend revisions to the Board
13. 13. Ensure organizational continuity through recruitment and training of successive generations of ECC.
14. 14. Attend and participate in all Board meetings
15. 15. Perform all tasks according to the Move in/Move out policy (SR 5.8)
16. 16. File an exit statement upon leaving office.
2.4. Board Coordinator: Serve as organizational leader and visionary. Functions as corporate president.
1. 1. Primary Areas of Responsibility: Vision and Long-term goals of the organization as a whole
2. 2. Leadership Roles:
  1. 2.1. Chair meetings of the Board of Directors; ensure that the Board is fulfilling its role and essential functions (see Standing Rules 1, 3 and By-laws).
  2. 2.2. Serve as trustee to the organization as a whole; oversee the overall state of ICC. Raise important issues to the Board and ensure problems are addressed.
  3. 2.3. Provide vision and direction to the Board and ICC as a whole.
  4. 2.4. Coordinate and ensure training for the Board of Directors; mentor, lead and advise members of the Board.
  5. 2.5. Ensure accountability of the Board to the general membership.
  6. 2.6. Coordinate the board in choosing long term-goals and monitor the Board's progress towards those goals.
  7. 2.7. Be the primary voice of member goals, needs, and concerns to the staff and ECC.
  8. 2.8. Ensure accountability of staff to the Board and the general membership.
3. 3. Specific Duties:
  1. 3.1. With Board members, ECC, staff, create agendas for Board meetings.
  2. 3.2. Ensure the preparation and distribution of Board Packets and other materials for the Board of Directors (See Standing Rules 3.4).
  3. 3.3. Ensure an organization-wide evaluation of the General Administrator at least twice in his/her first year of employment and once each year thereafter (preferably in the Fall).
  4. 3.4. Work closely with the Committee Coordinator; in the absence of a performing Committee Coordinator, perform the essential duties of that office.
  5. 3.5. Chair the Management Committee
2.5. Committee Coordinator: Coordinate the activities of the committees with the activities of the Board to ensure organizational follow through. Serve as corporate secretary and vice president.
1. 1. Primary Areas of Responsibility: Organizational Effectiveness and Accountability
2. 2. Leadership Roles:
  1. 2.1. Chair meetings of the Executive Coordinating Committee. Ensure all tasks and duties of the committee are addressed. (See ECC description Standing Rules 2.1-3).
  2. 2.2. Promote involvement of the general membership; ensure that the general membership is being represented in the governance, management, and decision making of the organization.
  3. 2.3. Ensure appropriate committee involvement in proposals brought before the Board
  4. 2.4. Ensure Board decisions result in appropriate action.
  5. 2.5. Serve as liaison between the Board and committee chairs
  6. 2.6. Ensure education and training of ECC members and committee chairs
  7. 2.7. Ensure committee accountability; report to the Board and Houses on performance of ECC Coordinators and committee members.
  8. 2.8. As necessary, call ad-hoc committees and propose standing committees based on organizational needs.
  9. 2.9. As tasks and issues arise, ensure they are delegated to the appropriate committee or individual.
  10. 2.10. Ensure record keeping in the areas of governing documents and organizational history.
  11. 2.11. Maintain a guide for committee chairs and members on how best to chair and participate in committee meetings.
3. 3. Specific Duties
  1. 3.1. Attend Board meetings
  2. 3.2. Update the Standing Rules and bylaws as needed.
  3. 3.3. Create the Annual Planning Calendar that incorporates semester objectives from ECC chairs. Monitor progress based on those objectives and report to the Board.
  4. 3.4. Ensure that the Board, staff, and houses enforce ICC policy.
  5. 3.5. Keep a record of all proposals brought to the Board.
  6. 3.6. Work closely with the Board Coordinator; in the absence of a performing Board Coordinator, perform the essential duties of that office
  7. 3.7. Recruit and monitor Board recorder
2.6. Financial Coordinator: Leads the organization in balancing member goals and needs with the organizations financial demands. Serves as corporate treasurer.
1. 1. Primary Areas of Responsibility: The financial health of ICC by monitoring the budget, revenue and expenditures
2. 2. Leadership Roles:
  1. 2.1. Chair the Finance Committee. Ensure all task and duties of the Committee are addressed (see Finance Committee description, Standing Rules 4.2).
  2. 2.2. Ensure the financial training of the Board.
  3. 2.3. Coordinate and facilitate the budget planning/rent setting process of the Board.
  4. 2.4. With the Accounting Administrator and Finance Committee analyze finances of ICC as a whole and recommend policy based on this analysis.
  5. 2.5. Review and recommend changes to ICC financial policies with Financial Committee as needed.
  6. 2.6. Promote initiatives to increase revenue, and/or decrease expenses; explore alternative sources of funding, i.e. fundraising, refinancing of debt, expansion, etc.
  7. 2.7. Work with the Facilities Coordinator on financing and development of properties
3. 3. Specific Duties:
  1. 3.1. With Finance Committee, propose and submit a budget for the ICC as a whole.
  2. 3.2. Regularly review variance reports with staff; ensure these are presented to and reviewed by the Board on a regular basis.
  3. 3.3. Ensure a yearly financial audit
  4. 3.4. Inform all committees of policy affecting their budgeting during budget season.
  5. 3.5. Once per semester, (as recommended by the auditor on August 20, 2000) review bank reconciliation's and cancelled checks for reasonableness of expenditures.
  6. 3.6. Coordinate training for treasurers during the first month of each semester and as needed.
2.7. Facilities Coordinator:
1. 1. Primary Areas of Responsibility: The physical state of ICC properties
2. 2. Leadership Roles:
  1. 2.1. Chair the Facilities Committee. Ensure all task and duties of the Committee are addressed (see Facilities Committee description, Standing Rules 4.3).
  2. 2.2. Train and advise house Maintenance Officers, conduct workshops or seminars as needed.
  3. 2.3. Plan and monitor facilities projects and programs with the Facilities committee and the Facilities Administrator.
  4. 2.4. Promote basic house safety and security with House Maintenance Officers and professional staff.
  5. 2.5. Promote initiatives to improve the state of ICC facilities.
  6. 2.6. Work with the Financial Coordinator on financing and development of properties
3. 3. Specific Duties:
  1. 3.1. Ensure inspection of houses by the Facilities Committee at least once a semester and report to the Board.
  2. 3.2. With Facilities Committee, coordinate the Spruce Up program (See Standing Rules 6.8)
  3. 3.3. Monitor the safety and security condition of each house.
  4. 3.4. Coordinate planning for the Facilities Related budget areas. Submit budget proposal for approval by the board during budget season.
2.8. Membership Coordinator:
1. 1. Primary Areas of Responsibility: Occupancy - Recruitment, Retention, and Internal House Issues
2. 2. Leadership Roles:
  1. 2.1. Chair meetings of the Membership Committee and its sub-committees. Ensure all tasks and duties of the Committee are addressed (see Membership Committee Description, SR 4.5).
  2. 2.2. Work with house membership officers and staff to maintain high levels of occupancy in ICC.
  3. 2.3. Train and advise house membership officers.
  4. 2.4. Coordinate advertising and recruitment initiatives
  5. 2.5. Promote measures to increase occupancy and member retention
  6. 2.6. Be aware of internal house issues that affect occupancy; ensure they are addressed appropriately and reported to the board
3. 3. Specific Duties
  1. 3.1. Have a working knowledge of ICC Membership policies (Member Review policy, sexual harassment policy, house membership policies etc.). Be able to facilitate member reviews, as well as investigate and attend Membership Reinstatement proceedings.
  2. 3.2. Monitor new member recruitment and signing process; be aware of house ratios of students to non-students, experienced to new co-opers, and gender balance; report to the Board and suggest action if and when problems arise.
  3. 3.3. Facilitate the management of the ICC Website.
  4. 3.4. Work closely with the Education Coordinator; in the absence of a performing Education Coordinator, perform the essential duties of that office.
  5. 3.5. Coordinate planning for the Membership related budget areas. Submit budget proposal for approval by the board during budget season.
2.9. Education Coordinator:
1. 1. Primary Areas of Responsibility: The growth of the formal, informal and cooperative education of the membership.
2. 2. Leadership Roles:
  1. 2.1. Chair meetings of the Education Committee and its sub-committees. Ensure all task and duties of the Committee are addressed (see Membership Committee Description, Standing Rules 4.5).
  2. 2.2. Promote greater understanding and knowledge of ICC (structure, governance, history, ext.) as well as cooperative principals and the larger cooperative movement as a whole.
  3. 2.3. Train and advise house education officers.
  4. 2.4. With Membership, Education Committee and Member Resources Staff develop educational materials (i.e. Owner's Manuals, ICC Book of Answers, Packets for New Member Orientation etc., website educational materials)
  5. 2.5. To the best of their abilities, promote initiatives to improve the formal education of members.
3. 3. Specific Duties:
  1. 3.1. Coordinate ICC educational and social events and programs (workshops, orientation, training, parties and NASCO)
  2. 3.2. Ensure a New Member Orientation is held every semester.
  3. 3.3. Coordinate house officer training every semester.
  4. 3.4. Coordinate General Membership Meeting planning in the fall and spring semesters.
  5. 3.5. Ensure houses are provided with updated ICC policies (Standing Rules) and ensure house policies are provided to the ICC Office.
  6. 3.6. With the Membership and Education Committee, publish the ICC newsletter.
  7. 3.7. Coordinate planning for the Education related budget areas. Submit budget proposal for approval by the board during budget season.
  8. 3.8. Work closely with the Membership Coordinator; in the absence of a performing Membership Coordinator, perform the essential duties of that office.
2.10. Future Asset Development (FAD) Coordinator:
1. 1. Primary Areas of Responsibility: To facilitate the long-term planning of ICC, preservation, and expansion of ICC properties.
2. 2. Leadership Roles:
  1. 2.1. Chair meetings of the FAD Committee. Ensure all tasks and duties of the Committee are addressed (See FADCOM Description).
  2. 2.2. Work with general membership to develop and sustain a long-term plan for ICC
  3. 2.3. Recruit standing members for FAD committee and make sure it represents a diverse cross-section of the membership.
  4. 2.4. Work closely with the General Administrator to survey the opportunities and risks associated with the development of ICC for the future.
3. 3. Specific Duties:
  1. 3.1. Present the general membership of ICC annually with a Yearly Asset Report that includes the State of Our Houses Report and the Financial Abilities Report.
  2. 3.2 Work with the Facilities Committee to create and update the State of Our Houses Report that details ICC’s properties and their current issues
  3. 3.3. Work with the Financial Committee to create and update the Financial Abilities Report to define ICC’s monetary options and limits.
  4. 3.3. Present the general membership of ICC annually with a Long Term Development Plan.
  5. 3.4. Update and maintain the Property Acquisition Criteria that determines whether an available property is feasible for ICC’s expansion.
2.10. ECC Scholarships
1. 1. Any ECC officer who serves for an entire term (June 1st through May31st) and whose performance is judged adequate by a majority vote of the board at the end of their term will be awarded a contract for the subsequent summer contract period with all rent (including discretionary allotment) waived, for any open spot in ICC. If an ECC officer serves less than a full term (three semesters) then apply the following: each semester served equals 1/3 off summer rent or one month free per semester served. The officer must serve for the majority of a semester (by days rounded up) or achieve the Board approved semester objectives (see coordinator job descriptions) to get the scholarship. If the coordinator leaves office in any given semester yet has served a majority of it, credit will only be given if the board of that semester votes to approve it. For summer semesters, the officer must be in office by July 1 to receive the award.
2. 2. If the ECC member has a scholastic, professional, or familial obligation that prevents him/her from taking advantage of the summer scholarship, the Board of Directors may approve the postponement of said scholarship to the following Fall semester. However, the ECC member is responsible for paying the difference of rent prices between the summer and fall (generally this would be $100 per month). For partial terms, see Standing Rules 2.10.1.
3. 3. If the ECC officer does not wish to take a contract with ICC for the subsequent summer, ICC will instead award $250 if they serve a full term (three semesters). If the officer serves less than a full term, apply the following; each fall and spring semester equals $100. The officer must serve for the majority of a semester (by days rounded up) or achieve the Board approved semester objectives (see coordinator job descriptions) to get the scholarship. For summer semesters, the officer must serve at least two months or be in office by July 1 to get $50 for the semester.
4. 4. The board may also vote to award only a part of the full rent break or cash award for the summer if it judges performance only partially satisfactory.