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Santa Barbara City College
Student Sustainability Coalition (SSC)
Club Organizational Structure & New Member Information Packet
Mission Statement:
Our mission as a student organization is to increase eco-logical literacy and
implement environmentally innovative solutions at Santa Barbara City College thus
creating a model for sustainability.
5 Main Goals:
1. Increase environmental awareness and ecological literacy at SBCC.
2. Create tangible change on campus advocating the most sustainable practices.
3. Improve campus community and quality of life for student, faculty, and staff.
4. Build networks and relationships across campus to maximize resource productivity
and environmental protection through student led campaigns, projects, & events.
5. Develop a sustainability model for institutions and community colleges throughout
California, the Nation, and the world.
Informational Packet Table of Contents:
1. Club Officer Positions & Duties
2. Officer Elections and Terms
3. Steering Committee Structure and Function
4. Important Communication Principles
5. Decision Making Processes
6. Agenda Setup & Flow
7. New Member Initiation & Involvement
8. Existing Campaigns
1. Club Officer Positions & Duties: Club Officer Positions are a privilege, a
responsibility, and a great learning opportunity, please take them seriously. While,
however, it is also important for everyone to remember that in the grand scheme of
things this is all for fun, friendship, and practical learning experiences, we are not
trying to save the world, however, we are changing it for the better.
1.1. Club officers must commit to attending every general weekly meeting.
1.2. Each officer should read and understand the contents of this packet. Aside from
Officer Duties it is especially important for officers to understand the Decision
Making Process and the Agenda Setup/Flow so meetings can run more smoothly.
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1.3. The SSC is a consensus group, which means we agree upon decisions or don’t
act, so it is important for officers to maintain an open mind to others’ ideas while
being ready for fair and friendly discussion.
1.4. Finally, Club Officers are representatives of the SSC and should present
themselves (to students, faculty, administrators, staff, and community members)
in a friendly, dignified, respectable, intelligent, and responsible manner.
Note: Think of these as positions of privilege rather than positions of power.
1.5. Faculty Advisor- Oversees formal club meetings and events; helps guide student
coalition when questions or concerns arise during meetings. Advisor must be a
full time faculty member at SBCC whom observes, verifies, and notarizes any
club projects, funds, field trips, etc. Club success is highly dependent upon the
involvement and encouragement of the Advisor. If club becomes inactive for a
period of time, the Advisor should incubate club structure, programs, and etc. to
be picked up in the future by interested student leaders.
1.6. President- Directs and facilitates all formal club meetings; prepares agenda for
all meetings with input from steering committee, officers, and/or the advisor;
establishes a time keeper at the beginning of each meeting; and keeps meetings
on topic and on time. When a proposal is made during meetings the president
will make sure proposal is clear and asks for a vote (see Decision Making
Process); President does not vote, when facilitating. President may ask someone
else to facilitate meetings, as long as they are willing and reasonable able.
President creates any necessary project/campaign committees and appoints
directors for those committees. President should be aware of group
communication dynamics at all times and attempt to involve everyone in
discussions as much as possible while creating a positive, friendly and relaxed
atmosphere during meetings. President must also be on Steering Committee and
represent the club during any formal campus meetings and events.
1.7. Vice President- Co-facilitates meetings by helping keep meetings on topic and
on time. Performs all duties of the president in the event of the president’s
absence, specifically agenda preparation and meeting facilitation. If the Secretary
is absent, the VP is responsible for taking minutes/notes and turning them in to
the Office of Student Life. VP serves on the Steering Committee, and should also
be present during formal campus meetings and events.
1.8. VP of Fundraising- Will find community organizations, businesses, or
industries that want to support our coalition and/or our specific campaigns. This
officer should gather a list of possible grants and funding sources with contacts
and document any past donations. At least one fundraising event should be held
on campus each semester (e.g. vendor/farmers market, bake sale, etc…). VP of
Fundraising should learn about available grants and attempt to write one for the
club. VP of Fundraising must know about and promote FundIt.org so people can
support our club when they shop. VP of Fundraising should maintain a working
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relationship with the treasurer, the Foundation for SBCC, and any other potential
funding sources.
1.9. Treasurer- Handles all financial affairs; fills out money release forms and gets
necessary signatures; deposits any checks into club accounts; collects and
organizes receipts for reimbursement and keeps a tab on account balances for
weekly coalition updates if needed. Checks and manages cash box before,
during, and after any fundraising events. In the event of their absence they must
find another officer to fill in for them, however this must be clearly announced to
either the Advisor and/or the President.
1.10.
Secretary- This is an important organizational position. Secretary will
take minutes (notes) during every formal meeting (best if can be done
consistently on a specific laptop computer, but well organized hand notes will
suffice). Must capture the essence of topics discussed, and general conversation
dialogue. Must always log ANY FORMAL PROPOSALS made, who made
them, and if they were passed. All proposals that are passed should be stated in
the minutes with “BOLD” print marked PROPOSAL PASSED. Finally, it is
imperative for the secretary to attach a copy of the minutes to a copy of the
agenda from every meeting and before the next meeting TURN THEM INTO
THE OFFICE OF STUDENT LIFE, which is a requirement for all campus clubs.
1.11.
Public Relations- This officer will coordinate all tabling, education, and
outreach with help from other officers. They will be required to make a schedule
for each day of tabling so that all shifts are covered, preferably two people at the
table at all times. Public Relations officer will be first in line to make any fliers
or banners for events, but may delegate to willing officers and should work in
collaboration with other students. Maintain a working relationship with the
Channels to get pertinent information out to students about Sustainability (e.g.
recycling, transportation, etc) and about the club and its events. Keep a running
list of important contact people on campus, especially for PR use.
1.12.
Club Liaison- This is also a very important office linking the different
decision making areas of campus and clubs too. May be able to provide crucial
information during meetings about what other decision making bodies are doing
on campus. Make a schedule of all pertinent club or campus meeting times and
days and attend at least two per week themselves, while if possible delegating
other important meetings to other officers. Club Liaison will attend, or delegate
an attendee, and take notes (on relevant issues) at each of the following campus
meetings: Campus Sustainability Committee (Green Team), Associated Student
Body (ASB) AKA Student Senate, and the Board of Trustees. If a meeting
cannot be attended they should find somebody to fill in for them or review the
minutes to see if any relevant topics or decisions were discussed (reviewing
minutes/notes from these meetings and asking questions may save some time).
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1.13.
Historian- Gather copies of all material related to the club and put into a
folder each semester. This includes but is not limited to: every meeting’s
minutes and agendas; any fliers made for events or lectures; any articles
mentioning the SSC members, activities, or impacts; articles about any related
campus issues such as parking, transportation, food, environmentalism,
construction, energy, or etc. Historian should also gain access to a digital camera
and document any club events or gatherings as best as possible.
1.14.
Officer Apprenticeship (Shadow) - This is a position for students who
want to take on an officer position in the future because the position they want is
already filled. This is especially important if the current officer is leaving the
next semester, so the knowledge base of an officer is not lost. Apprenticing
officers will “shadow” the current officer as much as possible and learn all of the
necessary skills and responsibilities involved in a specific officer position. It is
the shadows responsibility to ask the current officer questions, so the shadow
understands how and why something needs to be done. It is the current officers’
responsibility, however, to explain what they have done and how they have done
it on a regular basis to keep the learning process active. Current officers should
delegate some of the work to the shadow, which gives the apprentice experiential
knowledge and gives the current officer important delegation skills too.
2. Officer Elections and Terms:
2.1. Nomination/Election Timetable and Terms2.1.1. Elections will be held every semester during the first month of school.
2.1.1.1.First week of school focus on setting weekly meetings: time, day, &
place.
2.1.1.2.Second & into the third week of school are officer nominations.
2.1.1.3.Elections will be held on the third week of school, unless otherwise
noted.
2.1.2. All officer positions last for one semester. An officer performing his/her
job well should probably continue until they train someone else to take over.
Note: It may work better to have elections at the end of each semester for next semester,
but this may also complicate things because of quick student turnover. There is always
room for change.
2.2. Nominations2.2.1. Will occur the second week of school, unless otherwise noted.
2.2.2. Self nomination; but students can nominate another student too.
2.2.3. President and VP must have been an Officer for a whole semester before
they are eligible for nomination into this position.
2.3. Election Question2.3.1. If more than one person is nominated for a position there will be an
election to decide who gets the position, considering neither candidate steps
down for the other.
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2.3.2. Potential candidates that have been nominated (by themselves or
somebody else) should answer the following election questions below to
give the voting members an idea of who is better suited for the position.
2.3.2.1.Are you willing to fulfill the responsibilities of this position?
2.3.2.2.What are your qualifications?
2.3.2.3.What makes you want to be in this Officer Position?
Note: This should be a learning experience, not too stressful or too serious.
2.4. Elections2.4.1. Anonymous elections (votes in a hat), including all present and informed
SSC members who wish to vote.
3. SSC Steering Committee Structure and Function:
3.1. Steering Committee members must be a Club Officer and/or Advisor.
3.2. 5 Steering Committee members: Including the SSC President, Vice President,
Advisor, and two other officers, preferably students interested in taking on the
VP or President role in upcoming semester.
3.3. SSC Steering Committee members will continue to establish and maintain a
positive direction for SSC campaigns, projects, and priorities. Decision made by
the Steering Committee must be announced in general meetings to keep officers
informed and in the loop.
3.4. Steering Committee members create SSC agendas; coordinate ENVST 200
projects; maintain a working relationship with the Campus Sustainability
Committee (CSC); and represents the SSC in formal campus meetings with
administrators, faculty, and staff.
3.5. Steering Committee meets once per week for at least one half hour, outside of
SSC general club meeting.
3.6. In order for the Steering Committee to make a formal group decision there must
be at least 3 of the 5 members present.
4. Important Communication Principles:
Fact: Teams and organizations are most effective when people stay informed and
current with each other.
4.1. Respect Each other- Only one person should be talking at a time.
4.2. Use Hand Signals: Every officer should know the main hand signals.
4.2.1. Raise your hand- If somebody is talking and you would like to speak after
them raise your hand and the facilitator will call upon you after they are
done.
4.2.2. Direct Response- If you have a “direct response” to a question or a
comment then you should know this hand signal (hands a few inches apart in
front of you with both hands doing an alternating chopping action) so the
facilitator knows to call on you ASAP because you are making a direct
response to someone.
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4.2.3. Strong Agreement- When you think somebody is saying something that is
“right on” or “really cool” or you just agree with them that it is important,
etc, then you can put you hands in the air and wiggle your fingers in a show
of support, rather than verbalizing your feelings and interrupting their flow.
4.3. Say what you mean. Take responsibility for your words and try to be clear and
honest with yourself and others.
4.4. Do what you say. Follow through with what you say or people will loose trust.
4.5. No gossiping, third partying, or strategizing against others persons, as this will
break down the fabric of understanding and trust!
5. Decision Making Process:
5.1. Consensus- the SSC is a consensus group that makes decision based on the
support and agreement of all its voting members, all club officers.
5.1.1. However, in the event of an URGENT decision that must be acted on that
day, an action can be taken with a three-fourths majority vote.
5.2. Facilitator- is someone who makes things go easier (usually the president) directs
the meetings so that it is organized, on topic, time effective, and fair.
5.2.1. Facilitator guides the decisions because they should be unbiased &
objective. It should be clear that the facilitator does not get a vote or have an
opinion on an action item (this is also true for discussion unless otherwise
noted). A facilitator’s role should be made clear to everyone in the group, if
you’re unclear about the facilitators’ role, please ask for clarification.
5.3. Discussion Item- What is the topic to discuss and what needs to be done about it?
5.4. Idea Proposal- This is a possible plan of action for the club to take in a decision.
5.5. Proposal- If a formal proposal is made (e.g. “I propose that we…”), then
somebody must second the proposal for it to move forward (e.g. “I second that
proposal”). Then the facilitator must ask for a vote (e.g. “Any opposed, any
more discussion needed, all in favor”).
5.6. Voting- Two systems may be used to make a decision by voting.
5.6.1. ROLE CALL VOTING:
5.6.1.1.After a proposal has been made the facilitator then asks for a second,
“Would anybody like to second that proposal.”
5.6.1.2.When a proposal is seconded then the facilitator asks for a vote:
5.6.1.2.1. All in favor say, “I”,
5.6.1.2.2. Any opposed say, “Na”,
5.6.1.2.3. Any abstentions- If yes, there are two reasons for an
abstention:
5.6.1.2.3.1.You don’t have enough information to make a vote.
5.6.1.2.3.2.You need a clarification on the proposal. This type of
abstention BLOCKS the proposal for more discussion.
5.6.2. When votes are made the facilitator notes how many support, oppose,
and/or abstain from the vote. Noting who opposes and/or abstains.
5.6.3. Vexing- This is the process of editing or rewording a proposal so it is
more clear, more accurate, more fair, more appropriate, etc.
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5.6.4. Re-proposal-After vexing, another vote should be conducted to confirm
that the new proposal is supported by the consensus group. If, however, a
proposal is BLOCKED by somebody the new proposal should be a
completely different one.
5.6.5. THUMB VOTING- Another method of voting can be used:
5.6.5.1.After a proposal has been made and seconded the facilitator can ask
for a thumb vote.
5.6.5.1.1. THUMB UP means you SUPPORT the proposal. If everyone
supports the proposal then the facilitator announced the proposal
has been passed.
5.1.1. THUMB SIDEWAYS means you think there should be MORE
DISCUSSION and possibly some vexing (see vexing below) of the proposal.
5.1.1.1.If anybody has their thumb to the side the facilitator calls on them to
explain why they think there should be more discussion (e.g. “we just
need to discuss this more before we decide” or “I don’t understand the
proposal” etc.
5.1.2. THUMB DOWN is a serious NO WAY. It means you utterly oppose the
proposal and the proposal is then BLOCKED. Again if somebody has there
thumb down the facilitator will ask them why they choose to block the
proposal (e.g. “because I think it is unethical to…”, or “because I don’t think
this would be a wise direction for the club to go in at all!” etc).
6. Agenda Setup & Flow:
6.1. Organizational Items:
6.1.1. President or chosen facilitator calls meeting to order- Meeting start time
noted; select note taker (secretary), time keeper, and vibes watcher.
6.1.2. Attendance sheet for new guests and officers.
6.1.3. Corrections to and adoption of last meeting minutes (notes).
6.1.4. Any amendments to agenda and then adoption of agenda.
6.2. Public Forum:
6.2.1. Announcements- Any events that may be of interest to the SSC club.
6.2.2. Student/community concerns- This is an opportunity for SBCC students
and/or community members to voice their concerns about issues that the
SSC might want to consider taking part in or acting on.
6.3. Communication Items:
6.3.1. This is where any officers and/or committees report on what they have
been working on and what they might need help with.
6.4. Formal Items:
6.4.1. Action Items- Any items that must be acted on need a specific plan and
proposal to move forward. Proposal need to be made and voted on.
6.4.2. Discussion Items- Discussion items can be discussed and then moved with
a proposal to an action item for the next meeting. All club members may
participate in this portion of the agenda; facilitator will call on patient hands.
6.5. Closing/Meeting Adjourned:
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6.5.1. Wrap up. Closing thoughts and round. Note Time.
7. New Member Initiation & Involvement:
7.1. SSC Membership- To become an SSC member students must attend two of the
weekly meetings, sign up to be on the email list serve (if applicable), and
volunteer to help out whenever possible.
7.1.1. Being a member allows the student to take part in the discussion section
of the agenda, with the raise of a hand (facilitator will can call on student),
and members may also vote during officer elections if they wish.
7.1.2. Members may also be nominated (or self-nominated) for officer positions.
7.1.3. If a student wants to help the SSC without becoming an officer/shadow
officer than it is best for them to attend the meetings and listen for an
opportunity to help out. The student can then make note of who they need to
talk to (which officer needs help) and speak to them after the meeting.
7.1.4. All club members and meeting participants are asked to help the SSC raise
awareness in promoting events, campaigns, and activities whenever possible.
7.2. Guest at Meetings- People that has never attended any of the meetings before
should sit and listen outside of the main circle (table). If they wish, they may
speak in the Public Forum section of the agenda to address the club on an issue.
8. Existing Campaigns:
8.1. Education and Outreach- Education for Sustainable Living Program (ESLP) is a
statewide student led campaign that exists on many UC and Cal State campuses.
Students attend lectures regarding sustainability while taking action with lessons
learned through hands on group projects called Action Research Teams (ARTs).
This campaign at SBCC has become very successful and has evolved into its own
Environmental Studies class (ENVST 200). Student can now receive credit for
participating in positive social change while helping with many of the campaigns
and issues this club helped initiate.
8.2. Transportation- One of the most important issues campus wide and especially for
the current administration at SBCC. The SSC helped set up an internship with
Joe Sullivan (Director of Business Services), which one of the SSC members is
currently utilizing, which is working to improve on mass transit, carpooling, and
more. SSC club members and students in the Education for Sustainable Living
Program class (ENVST 200) have recently given the administration formal
recommendation with some possible solutions for parking and transportation
issues on campus, which have been greatly appreciated and utilized by President
John Romo and the VP Joe Sullivan as well.
8.3. Sustainability Audit and Resolution- It has been one of the main priorities of the
SSC to determine where SBCC stands environmentally and where it can go from
here to improve campus resource use and sustainability. Student in the ENVST
200 class have done an Ecological Footprint Survey to measure the campus
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impact and to locate areas that need specific attention (such as student travel to
school, energy and water use, vegetarian food options, etc). The SSC has also
conducted campus survey’s to indicate what departments are doing already on
campus. Using this information students plan to rewrite the “Resolution on
Sustainability and the Design and Construction of High Performance Schools,”
which was already passed by the Student Senate in spring of 2005. Now with a
solid foundation and body of information a stronger Resolution can be passed.
8.4. Recycling- The SSC has helped facilitate many recycling system improvements
in the past two years, such as the white and blue lids across campus, while many
more improvements are still needed. More analysis needs to be done about bin
placement to make recycling more common and convenient (e.g. one recycle bin
“right next” to every trash bin). SBCC Facilities and Operations staff members
have been extremely willing to make changes and they encourage more student
input and involvement to improve current systems. SBCC wants to recycle
(divert) as much waste generated on campus as possible.
8.5. Composting- One of the clubs first successes was helping organize the Culinary
Arts Department to compost their pre-consumer kitchen food scraps from their
HRC classes into the Environmental Horticulture Lifescape Garden. Currently
the SSC is working with the City of SB, faculty, and the Campus Sustainability
Committee to get a large industrial compost bin that would be the first step in
initiating a complete food scrap composting program at SBCC, including the
post-consumer material generated in the Cafeteria. Meetings are currently being
held with facilities to determine the next steps for this campaign.
8.6. Organic Foods- SSC members have been working with the Director of Food
Services, Mark Sullivan, in an attempt to setup accounts with local organic
farmers. There have been a couple days of testing this out and it has been very
successful. There are plans to have sections of Organic food in the cafeteria in
the near future, but for now Mark has agreed to having organic food once a
month and possible once per week.
8.7. Strategic Sourcing (green purchasing) - This (along with many other campaigns)
has been part of a statewide student-led initiative to “green” California
University campuses. Green purchasing is simply getting the different
purchasing departments on campus to buy “greener” more environmentally and
socially responsible goods (such as recycled paper or green building supplies).
8.8. Renewable Energy & Green Building- The SSC has long been visioning SBCC
campus roofs covered in solar panels. Producing energy on site is only part of
this campaign as it is equally important for the campus to commit to buying a
certain percentage of “green energy from the grid, supporting the up and coming
renewable energy development and industry. Currently the SSC is attempting to
raise necessary fund to get solar panels (photovoltaic) and possibly hot water
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heater on top of the Sports Pavilion as part of its current retrofit. The
administration has been supportive and collaborative with us on this campaign.
8.9. Media and Publicity- An ongoing campaign is getting the word out about what
we are doing as a student club and how people can help. We are constantly
trying to put on events to help raise awareness and inspire community
involvement and this is a critical part of any campaign. Students have also been
making short films and documenting speakers and events to use currently
available technology to inform about all of our activities and issues.
8.10.
Fundraising- Another ongoing campaign that is critically important to
make anything what so ever happen. This campaign usually comes into a
dominant position in our club when we have specific events and/or activity that
need a certain amount of money raised (such as a lecture with a significant
speaker fee). Currently we are raising money for general campus events and the
costs associated with PA systems and etc. However, as mention earlier we are
also trying to raise money for solar panels on the Sports Pavilion among other
things.
8.11.
Other Campaign Ideas- There is many other campaign ideas and
possibilities, however for the SSC to be effective it is important to stay focused
and on topic so we don’t get spread too thin.
However, here is a brief list of other possible campaigns that have been discussed and
even partially acted on by the SSC and others:
8.11.1. Purified Drinking Water Fountains in the Library and Cafeteria.
8.11.2. Organic Herb and Vegetable Garden.
8.11.3. Complete Recycle Station for Batteries, Paints, Glass, Metal, & etc…
8.11.4. Biodiesel Fuel from Cafeteria Vegetable Grease.
8.11.5. Biodiesel Conversion class in Automotive Department.
8.11.6. Organic Gardening Class in HRC.
8.11.7. SBCC Watershed Restoration Project.
8.11.8. Reduction of Lawn for Organic Gardens and/or Orchards.
8.11.9. Electric Bike Charging Stations.
There is always more, but this gives you an idea of how easy it can be to get too spread
thin when working for sustainability. So find your focus and charge it!!!
“Never doubt that a dedicated group of individuals can change the world, indeed it
is the only thing that ever has.”
-Margaret Mead
“Be the change and the vision you want to see in the world.”
-Julia Butterfly Hill