2. STEERING COMMITTEE
2.1 General Description. PLans, policies, and expenditures of OLA will be determined by a steering committee of nine members.
2.2 Meetings. The committee will have two meetings per year, held at Oberlin in the fall (in conjunction with Alumni Council weekend) and in spring (second semester). Committee members must be notified of the meeting at least 2 months in advance.
2.3 Quorum. A quorum empowers the steering committee to make decisions. There is a quorum if:
1. All members of the steering committee who are in Oberlin for a meeting are present,
AND
2. At least four committee members, including one of the co-chairs, are present.
Advisory members do not count toward a quorum.
2.4 Decision process. Decisions of the steering committee will be made by consensus of all steering committee members present.
The committee may authorize persons to make decisions on its behalf between meetings, except that the adoption or change of bylaws and the selection of steering committee members and officers may not be delegated.
The steering committee may by consensus adopt an alternate decision process if necessary for a particular decision.
2.5 Consensus defined. Consensus is defined as arriving at a decision that everyone feels reasonably good about and is willing to accept, through a process of open discussion, open-minded listening, and creative search for solutions. Consensus is reached when someone states the decision and asks, "Does anyone object to that?" and the response is silence. OLA's model for consensus decision-making is the Oberlin Student Cooperative Association, which may be consulted as an expert resource if more information and help are needed.
2.6 Steering Committee Member (9 positions, including both officers and non-officers)
Term of Service: Three years, beginning the first day of the spring steering committee meeting. No limit on consecutive terms. Terms are staggered, with three new steering committee members selected each fall.
Vacancies: If a person chosen to fill a vacant seat is present at that meeting, the term begins immediately upon selection. The term of a steering committee member chosen to fill a vacant seat expires when the term of the original member would have expired.
Responsibilities: Attends two meetings of the steering committee per year. Participates in consensus decision-making at these meetings. Volunteers for committee projects and responsibilities as the individual's time and interests dictate. May take on additional responsibilities as an officer.
Qualifications: Any member of OLA who is willing to fulfill the responsibilities is eligible. The committee will seek a balanced membership including disabled persons and representing diversity in age, gender, HIV/AIDS status, place of residence, ethnic identity, and College or Conservatory background.
How chosen: Alumni who want to join the committee may contact, or be recruited by, any current committee member. All interested persons will be invited to apply by writing a brief letter to either co-chair. Alternatively, they may agree to be nominated in writing or orally by a committee member.
At the fall meeting, the committee will review all current applications and nominations. Before selecting a person as a new steering committee member, the committee will verify that the person is willing and able to serve. New steering committee members will be selected by consensus.
At its discretion, the committee may temporarily leave one or more of the nine committee seats unfilled or may temporarily seat more than nine members.
2.7 Officers
The following conditions apply equally to all officers.
Term of service: Begins the day after the fall meeting. Ends the last day of the fall meeting, either one or two years later. No limit on consecutive terms.
Vacancies: If a person is chosen to fill a vacant office, the term begins immediately upon selection. The term of the officer chosen to fill a vacant seat expires when the term of the original officer would have expired.
Qualifications: All officers shall be members of the steering committee.
How chosen: Officers will be chosen by consensus at the fall meeting. At the spring meeting, any vacant offices will be filled.
Any steering committee member may nominate himself, herself, or any other member for office. Before selecting a member as an officer, the committee will verify that the person is willing and able to serve.
2.7.1 Co-Chair. (2 positions)
Term: Two years.
Qualifications: Candidates for co-chair must have served as members of the steering committee for at least one meeting. It is the goal of the steering committee that one co-chair will be male and one will be female, but the steering committee has the discretion to choose two co-chairs of the same sex.
Shared responsibilities: The two co-chairs operate closely to carry out the following.
1. Plan meeting agendas and schedules.
2. Facilitate meetings.
3. Solicit and receive nominations for steering committee membership. Present nominees and recommendations to the committee.
4. Serve as contact persons and general coordinators for OLA between meetings.
Divided responsibilities: With the committee's approval, the co-chairs will decide which of them will serve as delegate to the Alumni Council and which as campus contact person.
The delegate to Alumni Council will:
1. Attend Alumni Council
2. Prepare and present an annual report on OLA activities to Alumni Council
3. Report to the committee on news of interest from Alumni Council
The campus contact person will:
1. Keep in touch with the Alumni Office staff and other campus contacts such as student organizations and the General Faculty's Lesbian/Gay/Bisexual Concerns Committee.
2.7.2 Secretary. (1 position)
Term: One year.
Responsibilities:
1. Take minutes at meetings.
2. Submit typed minutes to Alumni Office for copying and distribution after meetings.
3. Take care of routine correspondence, including letters to welcome newly selected committee members.
4. Maintain the OLA archive.
2.7.3 Treasurer. (1 position)
Term: One year.
Responsibilities:
1. Keep track of the committee's Alumni Office account.
2. Prepare and present financial report at committee meetings.
3. Coordinate budgeting and fundraising.
4. May authorize expenditures of OLA funds between meetings in amounts of $200 or less.
5. Serve as contact person for OLA finances between meetings.
2.8 Advisory members. Additional OLA members may volunteer or be nominated to serve as advisory members of the steering committee on the basis of past experience, commitment to special projects, or professional expertise. Advisory members must be approved by consensus and will serve terms of one year, which may be renewed as needed. Advisory members are not expected to attend steering committee meetings, but will work directly with the officers on a project basis and will receive all regular steering committee correspondence.
2.9 Project leaders. The steering committee may designate any steering committee member or advisory member to be a project leader. This person will take responsibility for a specific activity. Examples may include the newsletter, regional activities, membership, and reunions.
2.10 Removal of inactive members. If a committee member fails to attend two consecutive meetings at Oberlin, his or her seat is vacant as of the start of the second missed meeting. At its discretion, however, the committee may retain the member.
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