Council Minutes from 4/6/11

7:04pm Meeting Begins in the Resource Room

7:07pm Just Kidding Meeting Actually Begins…

Misleading conversation from representative’s email
Difference between actual approval and what is in discussion
Example:  11:30pm going to bed for 8:00am classes not approved but in discussion
Example: Toaster and Irons for residence halls, specific dorm vs. dorm-wide

Double-check emails and information sent out to the other RAs—update entire council

Request vs. Demanding for ADs during the area meetings
AD does not have to leave
RA Council taking place without an AD is privilege
Is this a question of trust? If so, have a conversation about it with your AD or with Danelle

How do we respond to misrepresentation?
Entire council takes responsibility for misrepresentation
For these instances: sending out a correction email

Central Staff Feedback

Food Poisoning Sucks!

RA Feedback

Mailboxes – issue is security and availability
Individual access important
Move to Cushing - probably will not happen
Space issue Cushing is out of room
Generally the majority of mail is reslife fliers
Laziness is not an excuse
Secured boxes in Skiff most likely the solution

Banquet Meal Ideas – probably just appetizers and deserts
Apple Crisp
Salmon
Pigs in a blanket
Spaghetti
Cheese cake
Chocolate fountain
Chocolate mousse
Banana stuff –bread, pie, etc
Turkey Dinner
Mozzarella sticks
Lasagna
Italian Bread
Chicken Nuggets
Cesar Salad
Assorted Fruits
Pigs in a blanket
Every thing wrapped in bacon!!
Fruit
Chicken-wings, breasts, etc
Red meat….pigs in blanket
Ribs

Smoothies!?!
Chocolate Drink
Orange Soda

Senior Week Activitaaass
One day of AWESOME activities
Different activities during the day
North Beach/ Lake fun
Outdoor Golf
Mandatory fun?

Liaison Position Nominations
Email sent to potential nominees
Self nominate so people are not forced into it
Shadowing for a meeting?
Meet before Banquet to decide?
Make contact with Faith or Adam by the 13th of April
Come to meeting for 7:00pm


Hiring Process
Returners not allowed in returner interview
Different ADs per interview is preferred but not always possible
No group interview for returners
Returners hired before new? Why is a returner better?
Ratio of returners vs. new – necessary but can be troublesome
RA being present during selections
Generally is Senior RA
Next year possibly Senior RA

Incident/Termination Process
General email sent out to and central staff not acknowledging change
Specific Information is personal choice
Conduct Review Process is actually happening—not a shady process
Acknowledge Process before hand—training possibly
And warning forms – training as well
Structure/guidelines announced?

Medical Supply Kits
Why Not? Insurance issues

Staff Networking Meeting
ADs not giving credit where credit is due

Resident Julien
Violent offender – give him a chance
Why is he not expelled from housing at least?

Council Minutes from 3/23/2011

7:01 Begin

7:06 Feedback/RA Council discussion of success
-Faith stresses importance of representing area vs. own RA Council members’ opinions
-Tallying people who agree in areas possibly?

7:17 Feedback from Central Staff
-recognition for RAs at graduation? NO (seniors will be given a pin, which are allowed)
-social events for RAs (possibly more budgeting for RA socials)
-does RA Council want to help with end-of-year party? Just with food preferences

7:24 Hiring Process
-group interviews? Possibly change activity. Maybe back-to-back interviews (2 days)

7:37 Returner Process
-currently everything the same but group process
-no repeat interviewers
-probably not RAs sitting in on potential RAs interviews
*NEEDS TO BE REVIEWED AT AREA MEETINGS*

7:46 In-service
-Council liked previous speaker
-WRCC was bland
-need speakers that use out-of-the-box strategy if no activities are planned for in-service

7:50 Being careful with budgets for halls?
*ADAM WILL BRING UP DURING CENTRAL STAFF MEETINGS*

7:57 Letting RAs go…
-there are currently no open discussions about leavings
-currently no way to discipline RAs
-should depend on severity, frequency, and ability to do job
-off-campus drinking? Especially with over 21 RAs? Trying to mold policy
*Council wants more transparency from Central Staff so RAs do not fear job security*

Council Minutes: 3/2/2011

Wednesday 3.2.2011

7:04pm Starting Questions

Bulletin Boards: done before or after spring break? – individual decision

Senior memorabilia – only when issued by college (recognition for RAs?) – pin?

7:08pm Closing Procedures

Public Safety/Physical Plant goes through room to double check – windows, doors…

7:09pm RA Acceptance Letters

Paragraph for new RAs about RA council

Paragraph for returning RAs about RA council

7:10pm Feedback on RA Council

Review positions

Budget – social programs for RA staff

Current

Eligibility: anyone can become a council member

Number: one per area

Liaison: Adam (senior RA)

Meetings: weekly

AD Speakers: ADs give info. RA council discuss

Change

Number: 12 = two per area wouldn’t be out of hand, especially if people were absent

- Both members come to council meeting (for a total of 12 members/meeting)

AD Speakers: Discuss without AD in the room, then give feedback

Keep

Eligibility: anyone can become a council member

Liaison: council selects a liaison based on selection of returning RAs

- Most likely RA from council, but not necessarily

- Advocacy role

Meetings: weekly meetings

Overall: Speed is slower than would like, but the process (RA Council to Liaison to Central Staff) works well

7:31pm Website

In/Out Board: page divided into two sections: On and Off

Click “on” when on duty and “off” when off duty

Shows who is and is not on duty

- Also shows CPS

Link to or combine with set duty schedules

Have one account where everyone can login OR Have separate accounts (similar to web advisor) for security reasons

Patrick and Monique looking into website design

Hopefully up by next year

7:38pm Stepping Bar Up – Central Staff

Program quality up

Programs on time

7:43pm RA Council Budget

Start next year

Example: $1000 and do one SOCIAL program a semester for RAs

- Decided for the event whether or not ADs are/are not present

BUDGET $2,500 (start)

7:47pm Computer in Supplies Room

Computer

- Getting hooked up to upstairs printers

7:48pm Compensation for RA Council

Food/Meals for council meetings

7:50pm Wording for RA Council Paragraph in RA Acceptance Letters

WANTED BY NEXT WEEK

New Hires

Covered in training

Returning RAs

ONLY FOR LIAISON POSITION

Adam drafting letter – including examples

Chance to develop your leadership and advocacy skills

Professional development

Make an impact (followed by list of things the council has accomplished)

Council Minutes from 2/23/2011

7:04 Begin!

Jacob starts us off with January Training Evaluations
~Designed around learning outcomes rather than exact presentation quality

Overall Results

Enough time with staff/area/co’s to feel supported and gain new ideas from each other
Direct practices and knowledge that can be applied to the job
Personal development of both strengths and weaknesses.

BIGGEST DOWNFALL: free-time to prepare bulletin boards, door decks, etc.

7:20ish  Suggestions For Training

August Training should have more icebreakers/interactive experiences helps flow back into positions
August Training was lecture heavy
January Training for new RAs also lecture heavy
~Guest Speakers help
~Difference between fellow RAs “lecturing” than other staff members
May Training staff introductions helpful, but should be continued
Returning RA panel (aka RA Real World) one of the best things

7:30  Contradictory Evaluation Questions by Adam

Constant switching of locations helps break up the stagnancy of lectures/discussions
“Mini-agendas” for sessions to help increase trainee focus
Team Building vs Administrative Information in one day makes it seem like two days in one
~Couple Days of Concentrated Team Builders
~Then get to Administrative Sessions

7:40 Relevance & Application to Job

January covers grey areas & Summer covers the mandatory info
Area-based policies for Spinner and Quarry/ areas with unique policies
Meet-and-mingle for relevant staff such as CPS and physical plant
Fluff in August training such as LEAD presentation


7:50 Going Forward

Role Transparency
More interaction with non-area RAs  icebreakers with one person from each area in a group
Pirate Ship / Physical Interaction Icebreakers Embarrassment/comfort zones
Peer lead de-briefs for sessions
Speed dating style icebreaker to meet each and every RA

7:57 Feedback from Central Staff

Resource room talk to ADs has turned into  list with work study for ordering of items
Computer with printer in resource room for next year (2011-2012)
ADs and other events to increase Resource room usefulness
Showers on duty are GO!
NATE-appliances and iron policy confirmations
Great reception to announcement of absence/other duties during training sessions
Bi-weekly duty proposal accepted and in place for April
~Plan for a month, but submit only 2 weeks at a time

Questions/Suggestions
Pictures and names list from Rich – organize the school directory
PAT & MONIQUE - “Four Square” style website or widget for CPS/RAs/ADs

8:11 New Topics

List of all previous activities – programming binders for four years of past programs
Resource Acknowledgement
RA yearbooks?? – if they have a strong enough desire they should develop this idea
Consistency of legal drug paraphernalia
Bad experiences with CPS? Email Rich about them
Fine money goes to Student Education/Alcohol/Drug pamphlets
Prize gift card for bulletin board winners? Incentive for great bulletin board NOT personal gain
~Clarification on “for dorm” and “for individual”
~Bulletin Board Competition a new idea / doesn’t take precedence over quality
Less Events to spread budget more evenly, but more critical evaluations
~Lower Quota More Quality

First Council Minutes: Pre-confirmed

Wed. February 9, 2011

RA Council

7:15: RA Interviews Questions

Self and Position Awareness:

Overall good beginning questions

ADD – Please tell us how you see the RA role affecting your personal life?

Student Interaction and Development:

SWITCH first question to – How would you address a student who is experiencing stress?

ADD – How do you deal with stress?

Community:

Great questions!

Programming:

Good

Student Conduct:

REWRITE first questions – How would you address a person violating the drug and alcohol policy? (Optional: A large part of being an RA is addressing the drug and alcohol policy, how would you, as an RA, address these issues within your residence halls?)

ADD (after first question) – What are your views on the college’s drug and alcohol policy?

Diversity and Advocacy:

REWRITE second question - How would you as an RA support diversity within your residence hall?

Administrative Responsibilities:

Good

Staff Collaboration and Teamwork:

REWRITE first question – What is your typical role on a team? What makes a team effective?

REWRITE second question - How would you support your co RA?

REWRITE third question – What was a negative experience you had on a team and how did you learn from this experience?

Understanding the RA Role:

ADD – What are you most looking forward to?

Closing Question:

ADD – Do you have any comments/concerns?

KEEP – Is there anything else you would like to share with us?

7:40 – Processing Activity

Faith/Jason: Think about what you want to do for the RAs processing activity

Feedback needed by Feb. 23rd

7:42 – Review Central Staff Meeting

7:44 – Meal Plan

RAs ask Sandy or Ted if they can do the meals-to-go and pick them up (8:15pm) before RAs go on duty. Believed to be the best solution

7:46 – Bi-Weekly Duty Calendars

Yes! Need a proposal with step-by-step and explanations

Would like to have bi-weekly calendars in effect by March 15^th

Proposal needed by Friday Feb. 11^th - Courtney

7:47 – Duty Switching

Still in discussion

Putting a phone line in each house that reaches both RAs

7:48 – ADs Sitting in on Meetings

Receptive, but not unanimous (time constraint)

Open to talking to other ADs about what they are doing in their area meetings and collaborating

7:50 – Police Presence/Alcohol Policy

Champlain does not need a campus police force – BPD would have the right to enter a house IF requested as opposed to residence halls being private homes

If alcohol were to be allowed Quarry is preferred by RAs to be the “wet house”

Most likely off campus house will become “wet house”

7:52 – Parking Poster

Next year

7:53 – 9:00am Due Dates on Weekends

Is a go

7:54 – Public Safety Back in the Halls

RAs and Central Staff working on getting CPS back in house, just trying to convince higher-ups

7:55 – Expectations and Trust

Adam goes to central staff and relays our information

7:58 – RA Resource Room

More office supplies – let ADs know if you need office supplies (they will order)

Once or twice a month RA resource room should be open late for use

WISH LIST:

Computer with RA username and login

Printer

Colored paper for flyers

8:03 – Courtney’s area

Is shutting doors earlier a possibility? Possibly 11:30 if RAs have an 8:00am

Go to bed earlier on weekdays (11:30pm) ONLY if you have an 8:00am

Put sign on door if you are on duty, but door is closed

Are we allowed to take showers when on duty? Clarification needed

8:07 – Late Night

Why no late night on Mondays?

8:08 – Emails

Shorter emails?

8:09 – Communication between CPS and Res. Life

Event where RAs meet CPS officers – can’t because officers on different shifts

Call CPS and ask officers to stop by and say hi on the nights you’re on duty

RAs should have a list of CPS officers

8:14 – ADs during Training

RAs felt disconnected from ADs due to technology during training

Announce beforehand that ADs are working to prepare for training, but want to show presence to support RAs

8:18 – New vs. Returning RA Training

Slim down summer training for new RAs – crash course

8:20 – Recruitment

Change poster!

RA council approve poster beforehand

8:21 – Community Service versus Fine

8:22 – Weekly Meeting Times

RA council every week – more time

Questions for next meeting

The questions that seem unanswered include the following:

 

1) When will the RA Council be selected? *Is it possible to select the liaison during May Training for the following year if the council has not been selected and the Central Staff needs time to select the liaison once the RA Council has voted?

 

2) How will areas who do not have "enough" interest or number of RAs receive representation and be represented by a RA Council Member?

 

3) How often should the Council meet? Or, how should the frequency and length of time for meetings be determined?

 

4) What are some topics, themes, or subjects that you, as RAs, would like to be asked about or propose to the Central Staff for consideration?

Notes from last meeting

Notes from Brainstorming Session II – November 11, 2010
Patrick clarified/ provided an example for amending the Purpose of the council to include “issues relative to RA position”, yet not necessarily related to the job. The example he gave was proposing a change to payment for losing an ID card.
Decisions were made for the Liaison position:
Application/Selection processes (RA Council votes 1st and Central Staff votes 2nd).
***This means that the RA Council has been established prior to liaison is selected.
Interest-Based to avoid incentives motivating interest
Every RA is eligible to apply/submit interest (meaning, RAs in their first-year with the staff can apply)
Full year, as opposed to selecting a new liaison each semester
-select liaison during May Training for the following year. Does this make sense given that the council for the following year has not been selected yet?
       - RA Council a Pilot Council for next semester (Spring 2011).
       - Philosophy and framework of Council Meetings will be determined by the council each year.
* A possible model includes the liaison observing the council (objective) and facilitator who guides the conversation and keeps council on task.
      - Selecting Council Members
Vote per Area (1-2 per area). Main Reason: To reduce the chances of this being a popularity contest. Areas that do not have a large enough pool of RAs from which to select (due to amount of RAs in particular area or limited interest) can either merge with another area (ex: Spinner and Quarry) or areas share RA Council Members (ex: West Campus and East Campus share two RA Council Member who happen to be in West Campus).

Position/Responsibilities and Accountability
Council Determines how RAs on the council will be held accountable for failing to follow through with their responsibilities.

Welcome to the RA council

Feel free to ask questions , post a concerns, or suggest an idea, thats what this is all about.


This is what was presented to us by central staff:

Purpose of the RA council:

-To provide RA's with a venue to express both immediate and continuous concerns relative to their position – examples of this include their role on the Residential Life Staff, Hall Communities, and RA Culture.

-Together ideas and opinions on topics or issues that Central Staff has determined “need” RA’s input.

-To generate a tangible and identifiable collective-voice without making invisible or making expendable individual perspectives.

Intended Outcomes of the RA council: 

-RA's will be able to gain a better understanding of their role within Central Staff and Residential Life.

-RA's will be able to identify concrete ways that their role within Central Staff and Residential Life exists.

-RA's will be able to experience being key players in particular decisions that affect their position and/or the greater Residential Life department

This is what we have come up with as of 11/4/10:

Notes from RA Council Brainstorm Session 

1) All RAs present were approved the proposed Purpose and Intended Outcomes. 

   *Amendment made to the Purpose for the first part to ensure that the RA Council is a venue for RAs to   discuss issues and pertinent information relative to their position and relevant to the residential experience at Champlain College. 

-Review of the history of the Senior Resident Assistant position and how RA’s have been represented at different levels in Central Staff historically.

- Review of the proposed purposes and the outcomes of the RA council, review from handout

-There was a general consensus that the proposed format was solid and that it provides a forum for concern, satisfied.

-Clarification was given concerning what the RA’s would be discussing and how that feedback would get to central staff about what needs to be changed to make the best decisions

-Questions were raised asking if the council would provide feedback for RA’s only or also a voice for residents in general, not previously thought of.  It was decided that any issues affecting Residential students should be addressed at this forum.

2) Council Membership - Appointed/Voluntary verses Selection/Elected

*We discussed the creation of the council. There were mixed feelings - from elected to appointed; 1 representative to 2 representatives per area (one "voting" position), or representatives determined by area population; yearly or per semester position (an area decision)

*We briefly discussed the Council Meetings and it was recommended that the council carve out time for residents to participate in RA Council Meetings. One of the reasons for this was to gain the voice of the residents (empower the students) and the other driving reason involves the difficulty of accurately representing "all" opinions. 

*We discussed the AD Advisor's role in the meeting. It was decided that the AD would not participate in the meeting unless their presence was requested. 

*We discussed the liaison position (a leading RA that is present during Central Staff Meetings and is neutral on issues). It was proposed to have this position be selected by both Central Staff and RA Council through an application process. Central Staff would select three applicants that they approve and submit those to the RA Council, which then selects their liaison. 

3) SGA and RA Council - It was asked, "what is the possibility of the RA Council in Senate?" This sparked a brief conversation about the RA Council having a role in the senate; representative in SGA. It was determined that this is a future goal.

Suggested that there be some sort of bridge between SGA and the RA council and the greater Champlain community, possibly a liaison position between the two

- There was a fair bit of suggestions that there should be 2 representatives from each area, with follow up that even if you weren’t on the council, involvement is encouraged

- Elected officers were asked for, within area

- Some sort of checks/balances were asked for

-Liaison position by the year and officers by the semester was proposed, no term limit

-Liaison member would be selected through a hybrid of CS and RA council.  Some sort of nomination and  confirmation process.

-Concerns were voiced that there was demand for a higher level position and compensation.  Dedication to the position is thought to be directly tied to these things.