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Advisory Council


[T]his is a defining moment. We have the chance to re-imagine a more inclusive Hamilton — at all levels of the institution.

Amari Leigh ’21 & Josie Collier ’97, P’14 — Advisory Council co-chairs

The Advisory Council is composed of students, alumni, trustees, faculty, staff, and senior campus and local leadership. Individually and collectively, all of us are committed to helping Hamilton stand in greater solidarity with Black and other historically marginalized community members.

Our immediate work includes:

  • Conducting active listening sessions with community members;
  • Recommending immediate action steps aimed at transforming Hamilton;
  • Coordinating a review of Hamilton’s existing structures and policies.

The Advisory Council meets weekly and is co-chaired by Amari Leigh ’21 and Josie Collier ’97,  P’14, Alumni Council chair and president of the Alumni Association.

The Advisory Council announced its proposals in March 2021. 

Be Heard

Messages

Advisory Council Final DEI Proposals to President Wippman, March 15, 2021

Dear Hamilton Community,

Last June, President Wippman invited us to advise him on ways to advance diversity, equity, and inclusion at Hamilton. After meeting weekly, we developed a wide-ranging set of proposals that were delivered to President Wippman earlier today.

We are, as we said when presenting our proposals, “deeply invested in the College’s commitment to fostering an inclusive and equitable community that supports all of its members. We acknowledge that there is a lot of work to do to achieve this vision and that it will take time, resources, and community-wide participation.” The work to create the community we aspire to be is hard, but we are convinced the commitment is strong. We acknowledge Hamilton’s past DEI efforts and the foundation they provided for our own efforts, even as we recognize our community’s need to do more.

In order to fulfill our charge from the president, we reviewed past studies, collected feedback from community members on and off campus, and synthesized what we read and heard into proposals we believe will move Hamilton closer to being a place where everyone is included, valued, and respected. We are grateful to all who shared their ideas and experiences. Many of your reactions to our draft proposals in January helped sharpen our final recommendations and the common themes have been shared with President Wippman for reference and context.

There is, in our opinion, an important difference this time when compared with similar efforts in the past. We believe that today’s Hamilton community understands that DEI is a shared responsibility and there is a genuine interest in making the College a place where all are welcome, can feel they belong, and can achieve their potential free of any form of inequity and intolerance.

Our time as a council has ended. We encourage students, faculty, staff, alumni, and others committed to diversity, equity, and inclusion to work toward implementing the structural changes we proposed, as well as other initiatives that may be identified by the College and the Hamilton community. Now is the time for transformative change and we hope each of you see yourself in its implementation.

Sincerely,

Steve Bellona P’03, Mayor, Village of Clinton
Phyllis Breland ’80, Hamilton Director of Opportunity Programs, Retired
Josie Collier ’97, P’14, Co-Chair, Chair of the Alumni Council and President of the Alumni Association
Mark Fedorcik ’95, Trustee
Todd Franklin, Professor of Philosophy and Africana Studies
Maria Genao-Homs, Associate Dean of Students for Diversity and Inclusion
Gill King P’16, Chief of Staff and Secretary to the Board of Trustees, Ex Officio
Amari Leigh ’21, Co-Chair Student
Terry Martinez, Vice President and Dean of Students, Chief Diversity Officer
Imad Qasim ’79, Trustee
Natalie Sanchez ’07, Chair of the Alumni Council Equity and Inclusion Committee
David Saxe, Custodial Services Supervisor
Lisa Trivedi, Professor of History

Share Your Feedback, February 4, 2021

The Advisory Council is pleased to welcome community members to meet with us to discuss the diversity, equity, and inclusion draft proposals we shared on January 25. We are interested in hearing your general reactions, thoughts about the most important elements, and any additional actions you would like to propose.

Please sign up for one of the sessions below. Additional meeting times will be offered at a later date. Feel free to come alone or with up to nine others, but note that each person needs to be registered, so that we can send an individual link to participate.

Once you register, you will receive a confirmation email with the Zoom details. If you have any questions, please email advisory-council@hamilton.edu or reach out to any member of the council.

Thank you,

Steve Bellona P’03, Mayor, Village of Clinton

Phyllis Breland ’80, Hamilton Director of Opportunity Programs, Retired

Josie Collier ’97, P’14, Co-Chair, Chair of the Alumni Council and President of the Alumni Association

Mark Fedorcik, ’95 Trustee

Todd Franklin, Professor of Philosophy and Africana Studies

Maria Genao-Homs, Associate Dean of Students for Diversity and Inclusion

Gill King P’16, Chief of Staff and Secretary to the Board of Trustees, Ex Officio

Amari Leigh ’21, Co-Chair Student

Terry Martinez, Vice President and Dean of Students, Chief Diversity Officer

Imad Qasim ’79, Trustee

Natalie Sanchez ’07, Chair of the Alumni Council Equity and Inclusion Committee

David Saxe, Custodial Services Supervisor

Lisa Trivedi, Professor of History

Caleb Williamson ’17, Alumnus

Advisory Council Proposals, January 25, 2021

Dear Hamilton Community,

As the College reconvenes to resume the 2020-21 academic year, the Advisory Council formed last June is pleased to share its draft proposals to advance diversity, equity, and inclusion (DEI) at Hamilton. We invite your feedback.

The proposals stem from our review of DEI initiatives, goals, data, and progress from the past decade; meetings and conversations with underrepresented populations at Hamilton; and input and recommendations from a consultant hired to conduct listening sessions and provide us with an independent perspective. They address structural changes rather than granular or programmatic initiatives that the College will identify over time in its multi-year strategic planning for DEI.

Community input has shaped our thinking; now we’d like to hear your reactions to our ideas. Please tell us which proposals are the most important to you, which are likely to have the greatest impact at Hamilton, and which should be refined further. If you think we overlooked something important, please share that with us too. We’d also like to know how you might envision yourself as an integral part of the solution-making. There are multiple opportunities for you to offer feedback:

  1. You can send your comments using the “BE HEARD” button on the Advisory Council website.
  2. Follow-up meetings will be scheduled in the coming weeks to hear feedback from groups that met with the council. If your organization would like to schedule a meeting to offer group feedback, please contact Gill King (gking@hamilton.edu) or Phyllis Breland (pbreland@hamilton.edu).
  3. Members of the Advisory Council will be available in pairs to host virtual office hours for individuals and small groups to discuss the proposals. Details for scheduling an appointment will be available soon.
  4. You are always welcome to reach out directly to any of the council members listed below.

In addition to the Advisory Council’s proposals you may be interested in reviewing several of the documents and other information we used to shape our thinking. The materials can be viewed on the Advisory Council website.

A lot has been done at Hamilton to create a community where everyone is included, valued, and respected, and we are grateful to those who have preceded us in this important work. We have built on their foundation. Together we acknowledge there is still a lot to be done. The structural changes needed to make Hamilton the community we aspire to be will take time, resources, and communitywide participation. Thank you for engaging with us on this important journey. We look forward to hearing your feedback.

Sincerely,
The Advisory Council

Steve Bellona P’03
Mayor, Village of Clinton

Phyllis Breland ’80
Hamilton Director of Opportunity Programs, Retired

Josie Collier ’97, P’14, Co-Chair
Chair of the Alumni Council and President of the Alumni Association

Mark Fedorcik ’95
Trustee

Todd Franklin
Professor of Philosophy and Africana Studies

Maria Genao-Homs
Associate Dean of Students for Diversity and Inclusion

Gill King P’16
Chief of Staff and Secretary to the Board of Trustees, Ex Officio

Amari Leigh ’21, Co-Chair
Student

Terry Martinez
Vice President and Dean of Students, Chief Diversity Officer

Imad Qasim ’79
Trustee

Natalie Sanchez ’07
Chair of the Alumni Council Equity and Inclusion Committee

David Saxe
Custodial Services Supervisor

Lisa Trivedi
Professor of History

Caleb Williamson ’17
Alumnus

Next steps by the Advisory Council, December 18, 2020

Dear Hamilton Community,
 
The Advisory Council is in the final stages of drafting its preliminary recommendations for potential actions to further diversity, equity, and inclusion at Hamilton. All of us are truly
invested in this process and we have been meeting weekly since June to understand the issues facing all Hamilton constituencies at this moment in time.

In particular, we reviewed relevant institutional goals, data, and progress over the last ten years. We met with and heard from representative departments, organizations, and individuals. We hired a consultant to conduct listening sessions and report back to us the themes and perspectives expressed. In addition, we gave input on the new DEI website and communications strategy for fostering an inclusive community.

Given all of our deliberations, we are hopeful that the ideas generated by listening to a range of community members will create new awareness, new habits, and a renewed commitment to structures and processes that can make Hamilton a community where everyone is included, valued, and respected. We greatly appreciate the input we have received and we intend to create more opportunities for members of the community to further engage in this process as we strive to finalize a set of proposals.  
  
In the meantime, thank you for sharing your stories, experiences, and feedback. We look forward to connecting and conversing with you soon.

Sincerely,
The Advisory Council

Steve Bellona P’03
Mayor, Village of Clinton

Phyllis Breland ’80
Hamilton Director of Opportunity Programs, Retired

Josie Collier ’97, P’14, Co-Chair
Chair of the Alumni Council and President of the Alumni Association

Mark Fedorcik ’95
Trustee

Todd Franklin
Professor of Philosophy and Africana Studies

Maria Genao-Homs
Associate Dean of Students for Diversity and Inclusion

Gill King P’16
Chief of Staff and Secretary to the Board of Trustees, Ex Officio

Amari Leigh ’21, Co-Chair
Student

Terry Martinez
Vice President and Dean of Students, Chief Diversity Officer

Nick Osarenren ’22
Student

Imad Qasim ’79
Trustee

Natalie Sanchez ’07
Chair of the Alumni Council Equity and Inclusion Committee

David Saxe
Custodial Services Supervisor

Lisa Trivedi
Professor of History

Caleb Williamson ’17
Alumnus

David Wippman
President

Update from Advisory Council on Diversity, Equity, and Inclusion, September 10, 2020

Dear Hamilton Community,

Last semester, student activism made it very clear that we need to engage in deep and sustainable work to create learning environments that feel affirming and inclusive for all students, specifically Black, Indigenous, and People of Color (BIPOC) and those with other historically marginalized identities. It is time to heed the call to engage in critical reflection and exploration about how we can shift ideologies, structures, policies, and practices to better reflect a strong commitment to equity and racial justice.

As shared in our August 4th letter to the community, we believe that a thorough assessment of our campus climate is necessary, so we’ve enlisted the help of social justice educator and diversity, equity, and inclusion consultant, Marta Esquilin. Marta has a strong background in assessment, racial justice, and the development of infrastructures aimed at creating inclusive campus communities. Marta and her co-facilitator, Makeeba Browne, will gather experiences from current students, staff, faculty and alumni in the form of confidential listening sessions aimed to help us to fully assess Hamilton’s campus climate, and the ways in which our institutional structures may either reinforce bias, or support student success. In order to fully understand the scope of the issues, and identify actionable steps that will lead to real sustainable change, we believe that a thorough assessment of our campus climate is necessary. We will share a summary of the themes and issues that have emerged through this effort with the Hamilton community by the end of this semester and enlist your participation in action groups in the spring semester that will determine how to best address the issues that emerge.

Below is an outline of our intended approach to this “data gathering” process, and we encourage you to use your voices via either surveys or listening sessions to help us better understand the cultural climate here at Hamilton College. For those who choose to participate in the listening sessions, we hope it is an opportunity for deep reflection and healing.

Listening Sessions Details:
For those who are interested in participating in listening sessions, please select one session to sign up for that you feel best reflects the space you would like to participate in. We recognize that these categories are not mutually exclusive and that you may identify with more that one group. All groups will be intersectional and allow for diverse experiences.

Listening session will be capped at 10-12 people. We recognize that all community members will not be able/ or desire to participate in listening sessions. Additional sessions may be added depending on the community response.

If you believe that the listening sessions do not include a voice/community that adds an essential perspective to this conversation, please email us at advisory-council@hamilton.edu, and we will consider incorporating more sessions moving forward. We are also prepared to add additional sessions should the community and participation deem it necessary.

Listening Session Dates & Sign Up: If you are interested in participating, please sign up.

Tuesday, September 15, 2020

  1. Posse, QuestBridge and Opportunity Programs 4:30 – 5:30 p.m.
  2. BIPOC alumni 6 – 7 p.m.

Saturday, September 19, 2020

  1. Black Students, 10 – 11 a.m
  2. International Students, 11:30 a.m. – 12:30 p.m.
  3. Latina/o/x Students, 1 – 2 p.m.

Saturday, September 26, 2020

  1. Asian/Pacific Islander Students, 10 – 11 a.m.
  2. Interfaith/Spirituality Students, 11:30 a.m. – 12:30 p.m.
  3. LGBTQ+ Students, 1 – 2 p.m.

Saturday, October 3, 2020

  1. First Generation Students, 10 – 11 a.m.
  2. ALANA, 11:30 a.m. – 12:30 p.m.
  3. General staff group, 1 – 2 p.m.

We hope everyone is continuing to stay safe and enjoying the start of the semester.

All the best,

Amari and Josie

We want you to Be Heard, August 4, 2020

Dear Hamilton Community:

As the co-chairs of Hamilton’s newly formed Advisory Council, we’d like to introduce ourselves. As two Black women, we know what it’s like to navigate this privileged space that feels like it’s not meant for you. Carrying this perspective, our work on this council is deeply personal. With that said, we’d like to tell you about the council and its next steps for improving diversity, equity, and inclusion.

Updates
Over the past six weeks, we have met with Council members weekly to lay the foundation for our group. We made introductions and spent time discussing the council’s values and structure. Now, we’re moving towards action.

Right now, the council hopes to facilitate much needed discussion in our community—including the past efforts of the college, areas we need to work on, and next steps for action. From past initiatives designed to address institutional inequities at Hamilton, we’ve learned there’s no such thing as a short-term fix. We are both members of a section of the larger community that feels ignored and because of this, we want to be thorough and transparent in everything we do as chairs. Ultimately, we want to hear from everyone. We hope that you’ll accept our invitation to this discussion.

As our first step towards transparency, a new Advisory Council webpage was created. Here, we will publish the meeting notes on the webpage after each meeting. You’re invited to “Be Heard.” With this link, any ideas, feedback and stories from all members of our community can be sent directly to specific members or the entire council. After all, this work cannot be completed by one group, one person, or this council alone.

Things to Know
This Council, as a cross-section of the Hamilton Community, belongs to us all. It was created in response to feedback from the community, including from the June 13th Alumni Association meeting to advise the school on the DEI work ahead.

While it’s not a governing body acting on behalf of the administration or trustees, its recommendations will carry weight with the President and senior leadership to implement long-lasting change.

We’ve heard the feedback and understand the perceptions about the appointment of this council. This Council is not a replacement or substitute for other groups focusing on DEI. We hope our efforts together will extend, deepen, and expedite goals of the college with regard to improving equity and inclusion at Hamilton.

Next Steps
First and foremost, we want to acknowledge that other groups in our community are already making progress in diversity, equity and inclusion work —often without acknowledgement and recognition. Since we have both participated in this work on multiple fronts, it is important to us that we emphasize the council is not here to overshadow the work of these groups. Our goal is to work in conjunction with these various groups as we collectively advance equitable and inclusive practices at Hamilton.

Next, we recognize the complexities of this work, so we hired Marta Esquilin to facilitate active listening sessions. We hope these sessions will candidly address the challenges and pain, identify areas which are working but could be improved, and help guide us towards some much-needed healing.

Lastly, this is a defining moment. We have the chance to re-imagine a more inclusive Hamilton — at all levels of the institution.

What does an equitable and inclusive Hamilton look like to you?

We want to know.

Warmest regards,

Amari Leigh ’21 and Josie Collier ’97 P’14

Initial Message from the Advisory Council, June 30, 2020

Dear Members of the Hamilton Community,

We write as members of the newly established Advisory Council to acknowledge the concerns we have heard from many of you. The Council was established to help the College address the ways in which institutionalized oppression manifests at Hamilton College. Work of this magnitude requires input and assistance from all parts of our community, and will entail ongoing discussion and revision of our goals.

The Council is beginning with a discussion of the equity and inclusion work done by the College and the senior staff last year under the leadership of Terry Martinez (our Chief Diversity Officer, Vice President and Dean of Students). To make sustained progress towards the kind of community we all want, which is a just, safe, and inclusive one, this review must be informed by many others in our community. Together, and with open minds, we can create the change that’s needed.

We have reviewed the petition prepared by the Black and Latinx Student Union and supported by many others. We think we have some common goals and that we are striving for the same result. We hope that through further discussion we can solidify an action plan to achieve our shared objectives.

The Council is committed to engaging in the practice of active listening. Council members welcome the opportunity to hear from the students and organizations that have joined in the petition, and from all parts of our community. In that spirit, we hope you will agree to share your experiences and ideas. While we may not be able to meet in person for some time, we can meet virtually in the meantime.

We look forward to working with the entire Hamilton community in our efforts towards creating a more just and equitable institution.

Sincerely,
Hamilton College Advisory Council

Meeting Notes

August 13, 2020

Meeting Notes August 13, 2020

Attendees:
Steve Bellona
Phyllis Breland
Josie Collier
Todd Franklin
Maria Genao-Homs
Gill King
Amari Leigh
Imad Qasim
Natalie Sanchez
David Saxe
Lisa Trivedi
Caleb Williamson
David Wippman

Unavailable:
Mark Fedorcik
Maria Genoa-Homs
Nick Osarenren

Agenda:

  • Old Business:
    • Approval of notes
    • Any update from listening session subcommittee
  • New Business:
    • Dean Martinez presentation on what Hamilton is currently doing re: DEI
    • Response to BLSU re: their recent social media posts
    • Discuss potential subcommittee for AC communications

Reflections

  • Professor Franklin's DEI survey


The meeting began at 3 p.m. eastern

Meeting notes from Aug 6 are approved for posting to the website. 

The listening session for the Advisory Council is tentatively scheduled for August 20 from 3-5 and will be confirmed by Maria/Marta Esquilin.

Terry Martinez summarized the many DEI initiatives that are underway in each division of the college, and the goals of each division.

The Council discussed effective and productive ways to respond to and work with BLSU. The discussion evolved into ways to capture and circulate recommendations.

Any Council Member who has not yet completed Todd Franklin's survey should do so by the end of the day Friday August 14. Todd will consolidate the responses, with themes, and will circulate the information over the weekend.

The meeting was adjourned at 4:30 p.m.

August 6, 2020

Meeting Notes August 6, 2020

Attendees:
Steve Bellona
Phyllis Breland
Josie Collier
Mark Fedorcik
Todd Franklin
Maria Genao-Homs
Gill King
Amari Leigh
Nick Osarenren
Imad Qasim
Natalie Sanchez
David Saxe
Lisa Trivedi
Caleb Williamson
David Wippman

Unavailable:
Terry Martinez

Agenda:

  • Introductions (40 mins)
  • Hager Sharp presentation
    • DEI webpage
    • Timeline
    • General ideas for AC communications
  • New Business (35 mins)
    • Lesson from previous task force (Ms. Breland and Caleb) (20 mins)
      • How do we avoid the same mistakes?
      • What was successful/unsuccessful?
  • Reflections
    • Are we connecting with our constituencies on campus and sharing our thoughts on Council/receiving feedback?
  • Old Business (no time given during the meeting -- discuss via email)
    • AC listening session with Marta (schedule via doodle poll)
    • Updates to AC webpage
    • Email process proposal/idea of email response team


The meeting began at 3 p.m. eastern

Hager Sharp joined the group – Samantha Prior, Crystal Brown, Aaron Murphy – to talk about the DEI Website and the effort that they are undertaking with Hamilton. They shared their newly developed strategic roadmap, the plan, and the process. They are now developing the messaging piece and the Council shared thoughts, and reflections on messaging and the value statement.

Webpage – reviewed and discussed the updates and content on the webpage. Gill will make the updates as discussed

Community Message from Council – Amari and Josie will look at the letter again and will work with Gill to send it to the community

Message from David to Community – will go out shortly before the message from the Council

Notes from July 23 - approved

The meeting was adjourned at 4:40 p.m.

July 30, 2020

Meeting Notes, July 30, 2020

Attendees:
Steve Bellona 
Phyllis Breland
Josie Collier 
Mark Fedorcik 
Todd Franklin
Maria Genao-Homs
Amari Leigh
Natalie Sanchez 
David Saxe
Lisa Trivedi
Caleb Williamson 
David Wippman

Excused:
Gill King 
Terry Martinez
Nick Osarenren 
Imad Qasim

Agenda:

  • Old business
    • Approval of last week’s meeting notes
    • Council social media presence/communications
    • Thoughts on Hager Sharp meeting
    • further conversation with Melissa/Communications needed?
  • New business
    • Lessons from the 2014 Taskforce (Ms. Breland and Caleb)
    • Reflections
    • Ideas for relationship building
    • Sharing info re: the council, rebranding, and talking with those we represent
    • Business to be discussed via email
    • Ideas for listening session groupings
    • AC update letter from Amari and Josie 
    • AC listening session with Marta (schedule via doodle poll)


The meeting began at 3 p.m. eastern

Hager Sharp  requested feedback on draft Vision and Mission Statements. Advisory Council members will complete feedback to Gill by Friday, July 31. Concern about the vision and mission statements needing to be more specific to Hamilton, to enable accountability. Once collated, Gill will be shared with Hager Sharp and the Advisory Council.  Gill will find out when we might hear back from HS.

Interest in understanding more how we might use social media like Instagram and Twitter. Consensus that we want to use other forms of social media to drive people towards Website.

Hoping that Communications will update us on their progress so that we may provide feedback. Advisory Council will share our efforts with Communications for guidance. 

Discussion of 2014-15 Task Force led by Phyllis and Caleb. Advisory Council will reflect further on the areas of work identified in the document.  How can we build upon the work that has already been done and push it forward?  How do we understand: what worked and why, what didn’t work and why? In addition to the areas of work identified are there new areas that we should add to this list? Is there a post-Covid set of issues that have emerged which we should consider? How can we as a community “Show Our Work”?

Advisory Council members will reflect further on the Task Force Recommendations and provide via email their views on how to proceed. 

Discussion of Focus Groups after suggestions from Marta and Maria about how we might organize them.  We might begin with a pilot program that can be adjusted and augmented before it is scaled up.  Sense that we are using the listening sessions to hear from various parts of the community even while we cannot speak to every member of the Hamilton community. 

Advisory Council members will think further about their priorities for the initial pilot program to be run in August/September.  Amari and Josie will identify three members to work on some language on the pilot program for the early fall.

Advisory Council will receive four dates in August during which the Council will meet with Marta. 

Discussion of how we communicate accurately and transparently with all who contact us.  

Amari and Josie will identify three members to work on a proposal for future discussion. 

Can we highlight important Op Eds related to our work, e.g., Robert F. Smith’s “How to turn our collective outrage into action”; John Lewis, “Together, you can redeem the soul of our nation”?

Messages to Community – President’s message will go out on Monday, August 3; Co-Chairs’ message will go out on Tuesday, August 4.

Notes from July 23 - approved; Co-Chairs will review Meeting Minutes for July 16 and 23 so they may be posted to the Advisory Council Webpage.

The meeting was adjourned at 4:40 p.m.

July 23, 2020

Attendees:
Steve Bellona
Phyllis Breland
Josie Collier
Mark Fedorcik
Todd Franklin
Maria Genao-Homs
Gill King
Amari Leigh
Nick Osarenren
Imad Qasim
Natalie Sanchez
David Saxe
Lisa Trivedi
Caleb Williamson
David Wippman

Unavailable:
Terry Martinez

Agenda:

  • Introductions (40 mins)
  • Hager Sharp presentation
    • DEI webpage
    • Timeline
  • General ideas for AC communications
  • New Business (35 mins) 
    • Lesson from previous task force (Ms. Breland and Caleb) (20 mins)
      • How do we avoid the same mistakes?
      • What was successful/unsuccessful?
      • Reflections
        Are we connecting with other community members and sharing our thoughts on Council/receiving feedback?
  • Old Business (no time given during the meeting -- discuss via email)
  • AC listening session with Marta (schedule via doodle poll)
  • Updates to AC webpage
  • Email process proposal/idea of email response team 
  • Discussion:

The meeting began at 3 p.m. eastern

  1. Hager Sharp joined the group – Samantha Prior, Crystal Brown, Aaron Murphy – to talk about the DEI Website and the effort that they are undertaking with Hamilton. They shared their newly developed strategic roadmap, the plan, and the process. They are now developing the messaging piece and the Council shared thoughts, and reflections on messaging and the value statement.
  2. Webpage – reviewed and discussed the updates and content on the webpage. Stressed the importance of making sure it was not buried deep into the website and accessible from multiple locations on the website.  Gill will make the updates as discussed
  3. Community Message from Council – Amari and Josie will look at the letter again and will work with Gill to send it to the community
  4. Message from David to Community – will go out shortly before the message from the Josie and Amari on behalf of the council
  5. Notes from July 16 - approved

The meeting was adjourned at 4:40 p.m.

July 16, 2020

Attendees:
Steve Bellona
Phyllis Breland
Josie Collier
Todd Franklin
Maria Genao-Homs
Gill King
Amari Leigh
Terry Martinez
Nick Osarenren
Imad Qasim
Natalie Sanchez
Lisa Trivedi
Caleb Williamson
David Wippman

Unavailable:
Mark Fedorcik
David Saxe

Agenda:

  • Introductions - 20 mins 
  • David introduces  Marta Esquilin (DEI Facilitator) 
  • Meeting with Marta Esquilin (DEI Facilitator) 
  • Old Business - 30 mins
  • DEI Webpage (language, location, name of share ideas form link, David's quote/picture, the overall tone)
  • Communications (President's letter, AC letter, Scheduling of letters based on campus mailings)
  • New Business - 40 mins
    • Reflections
    • Ideas for Immediate action items 
    • Introduction of the AC webpage
    • Improve the Our Diverse Community Webpage (ideas/comments from Maria, Terry, Natalie)
    • Schedule listening session for the Advisory Council
    • Provide on demand access to key content re: existing DEI work (where is this info? in archives???, dean of students office, etc)
  • Recap/Next steps  -10 min
    • Follow up steps/ assign owners

Discussion:

The meeting began at 3 p.m. eastern

  1. Marta Esquilin, Associate Dean of the Honors Living-Learning Community and Assistant Professor of Professional Practice at Rutgers University Newark (DEI Facilitator) – David W. introduced Marta who has been recommended to facilitate listening sessions with the Council
    1. Marta talked about the work she has done, and we discussed how she can help us with the DEI work that we have to do
    2. Decided to remove New Business topics on today’s agenda so that we could allocate more time for the discussion with Marta. New Business will be handled via email – Josie and Amari will initiate items this week.
    3. Decided to move forward with Marta and David will call Marta as soon as the meeting has ended
  2. 3:45 DEI Webpage (language, location, name of share ideas form link, David's quote/picture, the overall tone)
    1. Hamilton hired  Hager Sharp to help with the DEI website and Advisory Council page, and to advise on overall communications.
    2. Advisory Council page – Josie and Amari will give final language and other webpage updates to Gill to coordinate
    3. Gill will link individual email addresses to photos on DEI webpage
    4. Maria will meet with the Communications team and Hager-Sharp on Friday July 17.  She will be involved in the DEI webpage effort
  3. Communications (President's letter, AC letter, Scheduling of letters based on campus mailings)
    1. Discussed the timing challenge with the volume of emails that are being sent from the College and the possibility of becoming “white noise”
    2. Decided that the message from the Council will come from Josie and Amari rather than the full council – target next week or the week after
    3. Natalie, Todd, Lisa will be on point for communications following the letters
    4. If contacted directly by someone on a Council topic, please share with the Council only if given “permission” by the originator
  4. Ideas for Immediate Action Items – In addition to the listed items, all will work on additional ideas for next week
  5. Reflections 
    1. Each Council member talked about thoughts, priorities, and impressions

The meeting was adjourned at 4:40 p.m.

July 9, 2020

Attendees:
Steve Bellona
Phyllis Breland
Josie Collier
Mark Fedorcik
Todd Franklin
Maria Genao-Homs
Gill King
Amari Leigh
Terry Martinez
Nick Osarenren
Natalie Sanchez
David Saxe, Supervisor
Lisa Trivedi
Caleb Williamson
David Wippman

Our agenda included the following:

  • Old Business
    • Finalize the two letters (one from President Wippman and one from Advisory Council/co-chairs)
    • Update from Dean Maria and Dean Martinez (status on outside facilitator, DEI info)
    • Listening sessions: logistics, scheduling first sessions
  • New Business:
    • New webpage for the Advisory Council

Discussion:

Letters:

  • We decided to hold off on mailing the letters until we can add some wording that aligns with the website introductory paragraphs, including goals and objectives – Lisa and Natalie to work on updated language, target date July 14 for group comment.
  • Need to be mindful of additional mailings from the College so that the Advisory Council letter doesn’t get lost in all the email traffic, if possible.
  • Suggestion that we look at the “transitions mailings” and plan around those communications – Terry will get that schedule.

Advisory Council Webpage:

  • The webpage has been established.
  • We spent time discussing where the webpage should appear. It currently hangs off the President’s webpage. The group decided it would be best for the webpage to hang off the following areas:
    • Alumni
    • About
    • Student Life
    • Academic Affairs
    • Or, as its own entity from the main Hamilton webpage
  • Gill will follow up re: adding the link to more than one webpage.
  • We will invite Melissa Richards, VP for Communications and Marketing, to a subsequent meeting to get her insights.
  • We also discussed the current DEI webpage and the need to update it, which was in process when Covid-19 hit. Terry has already met with communications and has provided additional resources and suggestions (including updating the photos).
  • Modifications to the Advisory Council’s webpage were recommended and Gill and Natalie will explore the feasibility, specifically:
    • Ability to click on an AC member’s photo to send an individual email to the person.
    • With regard to the Google form inviting comments from the webpage:
      • Allow anonymous submission by making name and email address optional
      • Add a drop down to categorize the topic, including commendations, challenges, action items, other
      • Checkbox to indicate whether the recipient can share the content with the whole Council
  • All agreed that we need to add the meeting schedule, agendas, and minutes to the website. Going forward we will begin each meeting with a motion to accept and post the meeting notes from the previous meeting. Gill to ensure follow through.

DEI Goals and Facilitator Update

  • Terry reported that the divisional goals have been added to the shared drive.
  • David W. has a list of potential facilitators for the listening sessions and has a call set up to talk to one of them. Another indicated that he/she is not available for an initial conversation until late July.
  • Would like to have names of a/some facilitators by next week – Terry and David
  • Maria reported that she has talked to some members of BLSU as well as other students and she said they are in pain and “traumatized”. She stressed the importance of using a facilitator who can focus on healing because this is what many members of our community need right now.
  • Todd has a document with ideas for next action items (some align with feedback received from BLSU) and he will post it to the shared drive.

Other items:

  • The Council discussed compensation for student members and decided not to act at this time.
  • We talked about how/if/when we can work with those who do not want to work with us. How can we best build relationships across the board?
  • We talked about the structure of the Council at some length. Do we have sub-committees? Are we the facilitators? Are we the workers? What is most effective? Do we add more members? Everyone was asked to think about the structure for discussion next week.
  • Listening sessions – all agree they are very important; can we do them in person somehow? Make sure we include faculty and staff as well?
  • Each member shared his/her thoughts about the work we are doing (reflections will be added to the agenda moving forward)

Action Items:

  • Lisa and Natalie to work on website language and additional content for the letters including goals and objectives – target date July 14
  • Terry will get the “transitions mailings” schedule  and will post it to the shared drive
  • Gill will explore possibilities for the placement of the Advisory Council webpage on the Hamilton site
  • Natalie and Gill will work on modifications to the google form for submitting experiences and ideas to the Council
  • Gill will make sure that we add an agenda item to accept notes/minutes from the previous week and will post them to the webpage
  • Todd will post his next action steps ideas to the shared drive
  • Terry/David – name(s) of a facilitator by next week if possible
  • All need to think about the Council structure for next week
  • All need to note Josie’s new email address hamalumpres@gmail.com

July 2, 2020

Welcome

  • Introduce Nick

Old Business

  • Decision on Co-chairs
  • Review email response to community message [please see the attached]

New Business

  • Discuss Council structure and schedule  
  • Listening sessions: content, logistics, initial sessions  
  • Walk through of shared drive and materials
  • Ideas for next meeting agenda (see below)

Next meeting ideas

  • Creation of Goals 
  • Listening sessions schedule
  • Action plan in response to community concerns

Discussion

  • Old Business
    • Co-chairs for the Council are Amari Leigh and Josie Collier. The Council expressed thanks and remarked on our confidence in their leadership.
    • The shared drive was established and shared with all council members
      • Items to add to the shared drive include
        • emails were received in response to the community message via the advisory-council@hamilton.edu mailbox.
        • resources to help with DEI work
        • meeting notes
        • Communications (within the council and to/from the community)
    • The automatic response wording for the AC mailbox needs to be developed. We will revisit this at our next meeting.
    • Advisory Council webpage development review on the Hamilton website was discussed.
      • Beyond informational content, we want the website to provide a platform for the community to ask a question, make suggestions, offer to help, and perhaps to record or video a message.
  • New Business
    • Creation of Goals
    • Discussed terms for members and the co-chairs and agreed that we don’t yet know the answer and agreed on the following:
      • The Council should not be a permanent fixture of the College
      • We need to work to make sure the Council is embraced by the community
      • We need to figure out the end point and then work backwards to determine terms, checkpoints, members etc.
      • Ultimately we want to advise on matters that can/will move the full community forward and then pass the baton to existing entities within the community
    • To devise goals, we talked about having three goals per person that will propel the community forward (this was raised the preceding week as well);
    • We have many groups that are engaged in this work already, including the faculty, student organizations, DMC, MARC, DOS Office, Student Assembly.
    • We should examine the current structure/groups to see if there is work we can help with (e.g are the groups working together on common goals?).
    • Commented on the fact that the work ahead needs to be everyone's work, not just the work of the few groups.
    • We must have accountability across the groups and the community.
    • We discussed the possibility of hiring a new VP for DEI, given that Terry is DoS and the CDO. The group reviewed the current structure which includes Maria Genoa-Homs who is the Associate Dean for DEI and supports the CDO aspect of Terry’s role.
    • Everyone was asked to think about the structure and terms for next week (our “homework”).

Listening Sessions

  • We spent a lot of time talking about the listening sessions, including the timing structure, audience, topics etc.
  • Nick and Amari stressed that we want to get some in place quickly – that’s one of the things the students are looking for from this group.
  • David W. mentioned that we have three groups that we can start with right away – ALANA (faculty and staff), MARC (alumni), and the Student Assembly Inclusivity group (students).
  • We need to move forward with inviting these groups asap (in July) and decided that we want an outside facilitator(s) to run the listening sessions. Terry and Maria will work on identifying a facilitator.
  • We can’t stop there – need to have a plan for after listening sessions.
  • Need to be careful how we define “groups”  since many do not identify with any group per se.
  • We talked about issuing a student survey asking what is working, what the challenges are, and what action steps need to be taken. There was concern that the response would be low, or that participation might not be representative.
  • We need to prep for the listening sessions by providing information about where we are, and we need to ask if there is a better way to do thing
  • Imad recommended that we have an initial listening session for the Advisory Council and all agreed that we want to do this before conducting other listening sessions.

Action Items:

  • Move weekly meeting from Fridays at 1 pm to Thursdays 3-4:30 pm (Gill to update mtg invitation)
  • Terry & Maria will provide facilitator(s) info for listening session with Council, ALANA, MARC, and SA
  • Gill will work with Council members on scheduling the sessions
  • Gill will add a topic for the 7/9 meeting on possibilities for those who can’t attend a session, and finding a forum for them to do so
  • Phyllis and Gill will continue to log emails
  • All need to come to next meeting with final thoughts about Council terms and structure

June 26, 2020

Our agenda included the following:

  • Introductions (brief)
  • Purpose, scope of work, and Council structure
  • Discussion and potential action on matters of immediate concern, including the petitions
  • Schedule going forward, including the design of, and audiences for, the listening sessions

Purpose, scope of work, and Council structure

  • Decided to have co-Chairs rather than a Chair and Vice-Chair
  • Discussed whether to rename the Council. Decided upon Hamilton Advisory Council
  • All agreed that the Council needs to be action oriented and focus on facts brought to the council
  • The Council doesn’t have governing power, per se, but recommendations will be very influential with all constituencies (Administration, Board, etc.)
  • The Council will “advise” all constituencies not replace any existing groups
  • Council meetings and all proceedings should be considered a safe space
  • Agreed that the work will take time and is challenging
  • Council members will advocate for their own point of view, and each member should think of three personal/individual priorities for the group as we develop the Council priorities
  • We may add members to the Council, particularly students, in the future
  • Need to understand our current status. Terry Martinez will post the divisional goals and progress toward the goals to the council’s shared drive
  • Terry/Gill will also gather information about the current landscape such as diversity within student and employee populations, growth over time, etc. and will post it to the shared drive
  • The Council recommendations should be aimed at long-term gains and benefits
  • In the beginning, the Council will meet weekly on Fridays at 1 pm. Gill will send a recurring meeting invitation to all

Discussion and potential action on matters of immediate concern, including the petitions

  • Decided that the Council will not make a public statement at this time
  • We discussed the Listening Sessions design and will continue that discussion when we meet next week. Ideas included:
    • Hosting individual sessions with 1-2 Council members to achieve a broad reach
    • Having four or five Council members host a listening session with a group (e.g. ALANA)
    • Aligning listening session Council members with their individual constituencies (students talk to students, Trustees with Board members etc.)
  • Guidance on active listening is widely available and Council members are encouraged to read up on the topic. Terry/Gill will share some resources on the shared drive.

September 17, 2020

Meeting Notes September 17, 2020

Attendees:

Steve Bellona

Phyllis Breland

Josie Collier

Mark Fedorcik

Todd Franklin

Maria Genao-Homs

Gill King

Amari Leigh

Nick Osarenren

Imad Qasim

Natalie Sanchez

David Saxe

Lisa Trivedi

Caleb Williamson

David Wippman

 

Excused:

None

 

Agenda

-Admission and Enrollment Programs – with Monica Inzer

-Update on listening session planning (Maria, Caleb, Nick)

-Update on DEI work table (Josie, Ms. Breland, Prof. Trivedi)

-Update on Hagar Sharp suggestions for AC webpage (Gill, Amari, Josie)

-Reflections

  • How are we approaching this work as we move into the fall? How are we sharing the responsibilities?
  • DEI Survey Digest (Thanks Prof. Franklin!)

Please fill out Doodle poll to select a new meeting time before Thursday's meeting.

 

 

The meeting began at 6 pm eastern

  1. Vice President for Enrollment Monica Inzer joined the meeting. She shared the history of diversity recruiting during her time at Hamilton (since 2004). She summarized how we reach into over 1000 communities and high schools to feature Hamilton. She outlined programs and some of the data on applicants, acceptances, and those who enrolled. Monica also talked about need blind admission and some of the financial aid and support options that we have for the students. She expressed concern about recruiting in general for the Class of 2025 due to the pandemic and wants to make sure we maintain our level of diversity. The Enrollment goal for this year is to increase yield for diversity and pell grant recipients, to hire the Diversity Enrollment person (although all do diversity recruiting), and to improve assessments. Any additional questions should be sent to Gill who will consolidate them for Monica.
  2. Listening sessions – part of the process broke down, need a better communication strategy, not a lot of sign up. Maria updated the Council with some feedback from students. Those who attended were very supportive and are spreading the news; challenges with the registration – alumni couldn’t register and IT is working on that; need to reschedule the spirituality session because it falls within Rosh Hashanah; graphic for publication is ready to go; misunderstanding as to what listening sessions are and how they function.

Full Council should use the new graphics (on the google drive) to spread the word.

  1. All should stay on top of the rolling agenda so that work is distributed. Needs all of us. Look for something you can own, add your name, and follow it through to completion.
  2. Next week look at recommendations as a group; provide comments in the shared drive; think about which ones to prioritize.

 

 

The meeting was adjourned at 7:05.

September 24, 2020

Meeting Notes September 24, 2020

Attendees:

Steve Bellona

Phyllis Breland

Josie Collier

Mark Fedorcik

Todd Franklin

Maria Genao-Homs

Gill King

Amari Leigh

Imad Qasim

Natalie Sanchez

David Saxe

Lisa Trivedi

David Wippman

Excused:

Terry Martinez

Nick Osarenren

Caleb Williamson

 

The meeting began at 6 pm eastern

  1. Pulse survey update - Maria reported that we don’t have a date yet. Working with the IR team and figuring out capacity. Terry is following up on HEDS survey data. The survey information will be combined with information from the listening sessions to inform the Council proposals.
  2. DEI worktable – Todd sent recommendations for all to review. We decided to group items into three categories - Campus Climate, Faculty and Curriculum, and Messaging and Communications. HAC will need to think about the priorities and the cost. President Wippman, Terry Martinez, Karen Leach will meet with the sub-committee to review the items and prioritize.  The President’s Office will schedule the meeting.  The subcommittee will come back in two weeks with a revised proposal document. In the meantime, Council members are urged to provide input.   
  3. Sept 17 meeting notes are approved and ready for posting.
  4. Listening sessions advertising - Caleb, Nick, and Maria met with Marta and have a communication plan in place. Various members of the Council are crafting targeted emails to socialize the sessions to their constituents.
  5. Maria will work with Marta to find a date for a listening session for the Council that aligns with our regular Thursday meeting schedule.
  6. The Council had a general discussion about the level of awareness that the students have regarding the work and activity of the Council. We will ask Melissa to come to a meeting to talk about opportunities to further spread the news. The President’s Office will set up a date. 
  7. The Council talked about using the long winter break to engage students in our work. Natalie Sanchez will follow up on this.
  8. The Council reviewed action items and made assignments.

The meeting was adjourned at 7:05.


 
 

October 1, 2020

Meeting Notes October 1, 2020

Attendees:

Steve Bellona

Phyllis Breland

Josie Collier

Mark Fedorcik

Todd Franklin

Gill King

Amari Leigh

Terry Martinez

Nick Osarenren

Imad Qasim

Natalie Sanchez

David Saxe

Lisa Trivedi

David Wippman

 

Excused:

Caleb Williamson

Maria Genao-Homs

 

 

 

The meeting began at 6 pm eastern

  1. Members of Student Assembly Equity and Inclusion team joined the meeting to talk about initiatives that they have been working on including a value statement and mission; Know Thy Institution; proposal to rename buildings named for Elihu Root; an equity action plan with short and long term goals; new ways to consistently communicate with the Administration; and the effort to appoint student trustees to the Board. The group reported that they would like to add members to the Advisory Council, would like more information on the listening sessions, would like the BLSU demands addressed, and would also like to be part of the decision making around the $200K that has been earmarked for DEI initiatives.
  2. Chair Josie Collier explained how the listening sessions are working, and why and noted that the Council will add more sessions on request. The sessions are pilots to start the conversations across campus. In addition, feedback will be gathered from a pulse survey, and everyone is invited to contribute through the “Be Heard” link on the Advisory Council website. Josie explained that the Council is not a decision making body. We are meeting with various members of the community, coupling the input with other information that is available, and then will make recommendations to President Wippman on how we can improve. The Council work is intended to be used in addition and in parallel with other groups on campus and the good work that they are doing. The Council has asked BLSU for a meeting and are waiting to plan that now. In addition, the Council is not a long-standing committee. Josie welcomes any group to come to us for discussions.
  3. A member of the Council suggested that they record the items that they have brought to the Council so that we can be sure to address them.
  4. All participated in a broader discussion about communication across constituencies and groups on and off campus.
  5. When asked what actions the Council can do to support the group, we learned about an effort to make information about the institution available for all. It might include information about women, and other groups and it will use infographics. Professor Trivedi said that Historians can help with this initiative. Lisa will start with a document that is in the Opportunity Programs Office that was written by Harry Long ’72, P’03.
  6. Amari will post the value statement from the DEI group to the shared drive.
  7. Request for follow up conversation about the value statement as it compare with the College’s value Statement. In addition the Alumni Equity and Inclusion efforts would like to team with the students.
  8. After the SA group discussion concluded, the members reviewed items from the rolling agenda to gauge progress and timing, and reviewed the schedule for visitors to Council meeting
  9. The meeting was adjourned at 7:05.

October 8, 2020

Meeting Notes October 8, 2020

Attendees:

Steve Bellona

Phyllis Breland

Mark Fedorcik

Todd Franklin

Maria Genao-Homs

Gill King

Amari Leigh

Terry Martinez

Imad Qasim

Natalie Sanchez

David Saxe

Lisa Trivedi

Caleb Williamson

David Wippman

 

Excused:

Josie Collier

Nick Osarenren

Imad Qasim

The meeting began at 6 pm eastern

  1. Melissa Richards, VP for Communications and Marketing, joined the Council to talk about communication channels and to share ideas about connecting with students. Melissa gave an overview of efforts to date with the DEI webpage, and work underway with the DOS office on the DEI strategic plan. They are meeting with the SA Publicity team to help with their work. They have learned that student voices on social media platforms are very important. Melissa also met with Council member Natalie to talk about more effective ways to reach the students. She acknowledges that it is difficult to engage the students right now.
  2. Amari asked for any updates on listening sessions. There are posts on Instagram and the team continues to publicize and blast out information about the sessions. IN addition, the Spectator will run an article today about listening sessions. Registrations continue to be low. Marta and Makeeta will add more sessions if needed. Maria will share Marta and Makeeta’s videos with Melissa for use in publicizing the sessions.
  3. On Oct 22 we will discuss proposals from the work table effort and the BLSU will join the Council  at 7 pm. Todd has asked for an estimate from BLSU about how many people they expect. The plan is for Josie to explain the Council’s charge and to have a conversation after.
  4. Reminder that Oct 15 will be the listening session for the Council.
  5. Maria will follow up with IR about the planned pulse survey.

The meeting was adjourned at 6:45

October 28, 2020

Meeting Notes October 28, 2020

Attendees:

Steve Bellona

Josie Collier

Phyllis Breland

Mark Fedorcik

Todd Franklin

Maria Genao-Homs

Gill King

Amari Leigh

Terry Martinez

Imad Qasim

Natalie Sanchez

David Saxe

Lisa Trivedi

David Wippman

 

Unavailable:

Nick Osarenren

Caleb Williamson

 

The meeting began at 4:30 pm eastern

  1. The Council welcomed the Hamilton BLSU to the meeting for an open discussion. After introductions, Josie provided some background about how the Council was formed and about the purpose (to provide a set of recommendations or proposals to the President).
  2. Members of BLSU shared some concerns including:
    1. The fact that BLSU was never consulted prior to the formation of the Council, yet the organization was “name dropped” leading people to believe that they were partners, which they were not (It was explained that the intention was not to say that BLSU agreed to assist with anything but would be invited to discussions re: work to be done)
    2. The Council appears to be “the administration” because of the people who are on the Council (especially Dean Martinez and President Wippman).
    3. BLSU objected to the fact that they did not have a seat on the Council and that students weren’t represented (although there are two students on the Council, one who is co-Chair)
    4. BLSU expressed interest in more transparency in decisions made by the administration.
    5. They also pointed to poor communication by the Council.
  3. During the course of the discussion, BLSU was surprised to hear that the work of the Council is currently wrapping up and lamented that they weren’t looped into the effort sooner (although efforts to schedule a meeting had been underway for quite a while).
  4. It was explained that it was never the intention of the Council to usurp the work other organizations are engaging in around diversity, equity, inclusion and social justice.  It was also pointed out that many of the pending proposals overlap with the ideas submitted by BLSU and other community members.
  5. As for next steps, Josie invited the BLSU to review and engage in a discussion about the proposals that are currently under review. The students from BLSU will pose the question to their full membership and will respond by Monday Nov. 2.

 

The meeting was adjourned at 5:40 pm.

 

November 5, 2020

Meeting Notes November 5, 2020

Attendees:

Steve Bellona

Josie Collier

Phyllis Breland

Mark Fedorcik

Todd Franklin

Maria Genao-Homs

Gill King

Amari Leigh

Terry Martinez

Imad Qasim

Natalie Sanchez

David Saxe

Lisa Trivedi

Caleb Williamson

David Wippman

 

Excused:

Nick Osarenren

 

The meeting began at 5:30 pm eastern

  1. The Council reviewed the draft proposals document. Communications will prepare a pared down second iteration for continued discussion next Thursday. They will also include a draft of the email going to the community to solicit input.
  2. Maria provided an update of the report from Marta Esquilin who conducted the listening sessions. The report will be ready soon. After review by the Council, the report will be made public. The Council discussed the proposed survey and the feasibility of conducting it at this time in the semester. Maria will circle back with Institutional Research to see if/when it will be ready.
  3. The Council discussed the timing of the rollout to the community and the appeal for feedback. We will roll out the document over the winter break for feedback and will reconvene in February. In the meantime the Senior Team will start working on some of the items.
  4. Josie asked all to think about the duration of the team and a plan for the next steps and composition of the team.

 

The meeting was adjourned at 7:00 pm.

 

November 12, 2020

Meeting Notes November 12, 2020

Attendees:

Steve Bellona 

Josie Collier 

Phyllis Breland

Todd Franklin

Maria Genao-Homs

Gill King 

Amari Leigh

Imad Qasim

Natalie Sanchez 

David Saxe

Lisa Trivedi

David Wippman

 

Excused:

Mark Fedorcik 

Terry Martinez

Caleb Williamson 

 

Guest – Mike Debraggio

 

The meeting began at 6:00 pm eastern

The Council reviewed the updated draft proposals document, 

All Council members need to continue to refine the document.

The next steps are to finalize the proposals, determine how to collect and manage the public comments, and to complete the communications plan with help from the Communications team.

In addition, Council members are asked to review the proposed community survey questions,

The meeting was adjourned at 7:05 pm.

 

November 19, 2020

Meeting Notes November 19, 2020

Attendees:

Steve Bellona 

Josie Collier 

Phyllis Breland

Mark Fedorcik 

Todd Franklin

Maria Genao-Homs

Gill King 

Terry Martinez

Imad Qasim

Natalie Sanchez 

David Saxe

Lisa Trivedi

Caleb Williamson 

David Wippman

 

Excused:

Amari Leigh

Guests – members of ALANA: Jaime Kucinskas, Nigel Westmass, Mireille Koukjian, Rhea Datta

 

The meeting began at 6:00 pm eastern

The Council welcomed ALANA to the meeting to hear about the DEI work that ALANA is doing, to see what the Council can do to help the work, and to answer any questions that ALANA has about the Council.

Josie welcomed ALANA and shared the current status of the work of the Council, including the development of proposals for President Wippman using conversations with various groups on campus to inform the proposals. The proposals will be available for community comment in the next several weeks. In addition to meeting with various student groups and divisions, the Council has worked with Communications on a new DEI website. Other efforts include working with a consultant who has conducted listening sessions and will prepare a comprehensive report for the Council. Josie stressed the importance of involving the entire community in DEI efforts – it is everyone’s job and responsibility.

ALANA reported that they are tired after this semester. They feel that communication hasn’t been good and reported that there are fractures and distrust among ALANA and the faculty in general. They reported that it is difficult to get people engaged. They reported that the faculty don’t trust the Council. They asked that we look into how we can all work together to improve communication and trust.

The Council and ALANA discussed ways that we can move forward together and build trust. Todd Franklin volunteered to help with transparency and clarity in a way that is responsible and includes mechanisms and processes that are effective and sound. In addition, all need to understand that many are silent. We need to find a way to have them speak up.

 

The meeting was adjourned at 7:05 pm.

December 3, 2020

Meeting Notes December 3, 2020

Attendees:

Steve Bellona 

Josie Collier 

Phyllis Breland

Mark Fedorcik 

Todd Franklin

Maria Genao-Homs

Gill King 

Amari Leigh

Terry Martinez

Imad Qasim

Natalie Sanchez 

David Saxe

Lisa Trivedi

Caleb Williamson 

David Wippman

 

Excused:

David Wippman

 

The meeting began at 6:00 pm eastern

Josie opened the meeting and said she wants to cover the following items by the end of the month:

Marta (Consultant) Report

Student Affairs Follow-up/Overview with DOS

Survey Plan and Status

BLSU Update

Next Steps

Roll out of Proposals

Passing the Baton

 

Natalie and David S. reported that they are working on setting up a meeting with BLSU to review the proposals. With regard to a rollout plan, the Council decided that the groups and individuals who have been involved in the process (BLSU, ALANA, Alumni Equity & Inclusion, SA, listening session participants) should review the proposals first (targeted for the week of Jan 4). As well, the Council wants to review the forthcoming report from the consultant, Marta Esquilin, who conducted the listening sessions so that her findings can be considered in the final draft proposals. The report is expected by mid-December and the Council would like to have Marta attend a meeting to discuss her report. The decision was made to send out the proposals to the entire community and then set up meetings with the stakeholders and the greater community.

Terry/Maria will follow up with Marta [Note that Marta will join the meeting on December 17.]

Terry Martinez shared some activities that have been ongoing over the past couple of years in Student Life for everyone’s awareness. She traced the evolution of our current organization as well as some initiatives that have been undertaken and completed in a strategic and sustainable way. Terry will post her slides to the shared drive.

All were reminded to post projects to the rolling action list.

 

The meeting was adjourned at 7:10 pm.

December 10, 2020

Attendees:

Steve Bellona

Josie Collier

Phyllis Breland

Todd Franklin

Gill King

Amari Leigh

Terry Martinez

Imad Qasim

Natalie Sanchez

David Saxe

Lisa Trivedi

Caleb Williamson

David Wippman

 

Excused:

Mark Fedorcik

Maria Genao-Homs

David Wippman

 

The meeting began at 6:00 pm eastern.

Josie opened by wishing everyone the best for the holidays. We also discussed the time slot for our meetings after the holiday shut down. Thursday at 6 pm still works for the members. The group talked about reserving an additional longer block of time to discuss some of the topics more thoroughly.

Terry spoke with Marta earlier this week and we expect her report tomorrow. She will talk with David early next week and then the report will be shared with the Council. Marta can join us for a discussion next week.

The open items that the Council needs to wrap up are the community survey and the roll out of the proposals for community input.

Caleb will follow up on next steps for the survey.

Gill will work with Communications to prepare an email to the community before the shutdown.

Phyllis and Steve will lay out a timeline of next steps for all to review.

January work:

  • Rollout of proposals to various groups – logistics and timing
  • Send report and proposals to the community

Next week we will decide on the plan for January.

The meeting was adjourned at 7:05 pm.

 

December 17, 2020

Attendees:

Steve Bellona

Josie Collier

Phyllis Breland

Mark Fedorcik

Todd Franklin

Maria Genao-Homs

Gill King

Amari Leigh

Terry Martinez

Imad Qasim

Natalie Sanchez

David Saxe

Lisa Trivedi

David Wippman

 

Excused:

Caleb Williamson

 

Guests: Marta Esquilin, Makeeba Brown, Melissa Richards

 

The meeting began at 6:00 pm eastern.

Follow-up with Marta (30 minutes)

-Feedback from Marta (15 minutes)

-Discussion/questions from AC (15 minutes)

 

Agenda planning for January (20 mins)

-Finalizing tiers and teams/Review lists for 1-1 groups

-Assigning people to follow-up with each group 

-Check-in on email monitoring over break

 

Passing the baton (preliminary ideas) (10 mins)

-Next steps doc (Thanks Ms. Breland and Steve!)

 

Amari opened the meeting by welcoming Marta and asked her to share some comments on her report.  Marta recognized that it has been a tough year everywhere and she appreciates the commitment of the members of the Council. She said we should consider the report as a first draft. Her intent was to show what came out of the listening sessions but it is incomplete. It reflects the perspectives of the people they spoke to in the listening sessions that were aimed at the groups that are marginalized. She found that there is a lot of pain and it is evident in the report. She feels that her report is missing:

  • The work that is being done
  • The voice of the people who have been most deeply engaged in the on-going work
  • Facts – the report reflects thoughts, attitudes, and feelings rather than facts

Marta’s goal with the Council at this point is to get our input. She is more interested in particular questions that we have so that we can have a more focused conversation. Makeeba added that they would like to get more institutional information to embed in the report so that it is more balanced. Marta emphasized that their goal was to listen, not to do a research project.

Josie asked that we focus on whatever Marta needs to finalize the report. The Council will determine how to get the information to Marta and Makeeba. Marta reported that she generally advises her clients to provide a summary of her findings and recommendations to the broader community. She also mentioned that her report offers recommendations that should be combined with the Council’s proposals.

Terry will provide institutional information for Marta and Gill will help. The goal is for Marta to provide the next draft by January 4 so that the Council can review and discuss it at the next meeting on January 7.

Gill will send a meeting invitation for January 7 at 6 pm and the Council members should hold that time slot after the New Year for as long as the Council needs to meet.

 

The meeting was adjourned at 7:05 pm.

 

January 7, 2021

Meeting Notes January 7, 2020

Attendees:

Steve Bellona

Josie Collier

Phyllis Breland

Mark Fedorcik

Todd Franklin

Maria Genao-Homs

Gill King

Amari Leigh

Terry Martinez

Imad Qasim

Natalie Sanchez

David Saxe

Lisa Trivedi

David Wippman

 

Excused:

Caleb Williamson

 

The meeting began at 6:00 pm eastern.

The Council reviewed the most recent report from Marta Esquilin. Several members expressed concern that the report is based on the participation of only 42 members of our community, although there was broad awareness that there were others who wanted to participate but didn’t. Despite the low numbers, the Council agreed that the themes that Marta shared, and the information that she gathered in the listening sessions, are valuable in informing the final proposals from the Advisory Council.

The Council agreed that the report will be made available and because the document is 20 pages long, Terry will ask Marta to also provide an Executive Summary. The report will be available with additional appendices when the draft proposals are publicized.

The Council will finalize the proposal document and will send it to the constituents in late January and we will conduct feedback sessions with those who participated beginning the week of Feb 7.

Next week we will review the draft of the proposals and Mike Debraggio from Communications will join us.

Gill will send the all members the most recent version of the proposals.

The meeting was adjourned at 7:05 pm.

January 14, 2021

Attendees:

Steve Bellona 

Josie Collier 

Phyllis Breland

Todd Franklin

Maria Genao-Homs

Gill King 

Amari Leigh

Terry Martinez

Imad Qasim

Natalie Sanchez 

David Saxe

Lisa Trivedi

Caleb Williamson 

David Wippman

 

Excused:

Mark Fedorcik

 

Guests: Melissa Richards and Mike Debraggio

 

The meeting began at 6:00 pm eastern.

Josie reported that the proposals are almost ready for preliminary publication and Melissa and Mike will help with that process. We also need to think about how to share the information with the groups and people who have partnered with us. And finally, we need to talk about how we roll out the final proposals to the entire community.

The group talked about some minor changes to the proposal document. 

Josie asked the following of the Communications team:

Do you have ideas of how we can vary our communication i.e printed materials, video, social media, etc? 

 

Do they have interns available to assist/act as a sounding board? I find having a student onboard is helpful with social media and other vehicle roll outs.

 

What other communications are scheduled to go out to students this month and next? We don't want our messages to get lost.

 

Were there any recommendations from Hager-Sharp that might prove useful for the council's rollout messaging?

 

After discussion, the group decided to gather community input as follows:

 host office hours staffed by some (2-3)  members of the council for anyone interested in participating. 

Invite people to use the “Be Heard” link from the Advisory website

Host meetings with groups that met with the Council including BLSU, SA, and ALANA

Gill, Mike, and Melissa will work out a way to structure the drop in/office hours.

Mike will have a first draft of a memo by Tuesday Jan 19

Phyllis will gather availability dates and times for staffing the office hours (in February).

The email will go out the week of Jan 25.

Follow up with ALANA assigned to Todd.

Follow up with BLSU assigned to Natalie and David S.

Follow up with Student Assembly assigned to Lisa and Amari.

 

The meeting was adjourned at 7:05 pm.

January 21, 2021

Attendees:

Steve Bellona 

Josie Collier 

Phyllis Breland

Todd Franklin

Maria Genao-Homs

Gill King 

Amari Leigh

Terry Martinez

Imad Qasim

Natalie Sanchez 

David Saxe

Lisa Trivedi

Caleb Williamson 

David Wippman

Excused:

Mark Fedorcik

Guests: Melissa Richards and Mike Debraggio

The meeting began at 6:00 pm eastern.

Amari reminded everyone to give Phyllis their availability for Office Hours in February.  She also reminded Gill to post meeting notes to the website. The meetings with SA, BLSU, and ALANA are being arranged.

Phyllis shared the next steps document and all reviewed and modified it as needed.

The draft version of the proposals will be sent Monday January 25

Gill is working on a template for Office Hours hosts to roll up the content of their Office Hours. Office hours will be limited to 10 participants.

Gill will create a folder in the google drive to post materials that will be linked from the memo accompanying the draft proposals.

Everyone should think about the rollout for discussion next week. Communications can help.

Gill and Phyllis will propose a schedule for Office Hours for the Council to review next week. Office hours will take place over a two-week period (instead of one-week).

Todd recapped some additional items for consideration that will be included with the community feedback when the Advisory Council finalizes the proposals.

The meeting was adjourned at 7:05 pm.

January 28, 2021

Attendees:

Steve Bellona

Josie Collier

Phyllis Breland

Mark Fedorcik

Todd Franklin

Maria Genao-Homs

Gill King

Amari Leigh

Terry Martinez

Imad Qasim

Natalie Sanchez

David Saxe

Lisa Trivedi

Caleb Williamson

David Wippman

 

Excused:

None

 

Guests: Mike Debraggio

 

The meeting began at 6:00 pm eastern. Topics were:

  1. Discussion on letter from Student Assembly

The Council discussed a reply to the letter and affirmed our desire to hear input from all groups in our community. Draft response will be circulated tomorrow.

  1. Office Hours

We need to anticipate questions that may come up. Gill will create a document on the shared drive for members to log questions and answers.

  1. Updates:

Natalie reported that BLSU is still interested in meeting with the Advisory Council.  Dave S and another will host the meeting (Natalie is not available.) Natalie will follow up with the group.

Natalie will be meeting with MARC and would like to invite a couple of Council members to join.

A meeting with ALANA is currently being scheduled (doodle poll).

The Council recognizes that not all people from all groups are interested in providing feedback but the Council is committed to providing an opportunity for all for to provide input.

The meeting was adjourned at 7:05 pm.

January 28, 2021

Attendees:

Steve Bellona

Josie Collier

Phyllis Breland

Mark Fedorcik

Todd Franklin

Maria Genao-Homs

Gill King

Amari Leigh

Terry Martinez

Imad Qasim

Natalie Sanchez

David Saxe

Lisa Trivedi

Caleb Williamson

David Wippman

 

Excused:

None

 

Guests: Mike Debraggio

 

The meeting began at 6:00 pm eastern. Topics were:

  1. Discussion on letter from Student Assembly.

The Council discussed a reply to the letter and affirmed our desire to hear from all groups in our community. A draft response will be circulated tomorrow morning.

  1. Office Hours

We all need to anticipate questions that may come up. Gill will create a document on the shared drive for members to log questions and answers.

  1. Updates:

Natalie reported that BLSU is still interested in meeting with the Advisory Council.  Dave S and another will host the meeting (Natalie is not available.) Natalie will follow up with the group.

Natalie will be meeting with MARC and would like to invite a couple of Council members to join.

A meeting with ALANA is currently being scheduled (doodle poll).

The Council recognizes that not all people from all groups are interested in providing feedback but the Council is committed to providing an opportunity for all for to provide input.

 

The meeting was adjourned at 7:05 pm.

 

February 4, 2021

Attendees:

Steve Bellona

Josie Collier

Phyllis Breland

Mark Fedorcik

Todd Franklin

Maria Genao-Homs

Gill King

Amari Leigh

Terry Martinez

Imad Qasim

David Saxe

Lisa Trivedi

David Wippman

 

Excused:

Mark Fedorcik

Natalie Sanchez

Caleb Williamson

 

The meeting began at 6:00 pm eastern.

Josie reported that Caleb reached out to BLSU and they are still interested in meeting with the Council.

Three topics for today:

  1. What’s next for our communications strategy –
    • Most feedback seems to come from alums. Students are probably going to other social media platforms. We are interested in meeting with Communications with some ideas. We want to reach out to all the constituencies.
    • The Council discussed ideas to reach people
    • Gill will ask Communications to attend our meetings going forward
  2. Office Hours topics
    • Gill will see if there is a way for people to sign up for Office Hours anonymously
    • Various members of the Council will reach out to their various networks to reinforce the importance of providing feedback (Staff Assembly, athletes, fraternities and sororities, etc.)
    • Council members are reminded to add FAQs to the document on the drive
  3. Overall feedback process for proposals
    • Timeline for the Council going forward – for now we are committed to getting community feedback and providing a final set of recommendations to the President.

 

The meeting was adjourned at 6:40 pm.

 

February 11, 2021

Attendees:

Steve Bellona

Josie Collier

Phyllis Breland

Mark Fedorcik

Todd Franklin

Gill King

Amari Leigh

Terry Martinez

Imad Qasim

Lisa Trivedi

Caleb Williamson

David Wippman

 

Excused:

Mark Fedorcik

Maria Genao-Homs

Natalie Sanchez

David Saxe

 

The meeting began at 6:00 pm eastern.

The first topic was office hours and the hosts talked about how they went. Generally, they were very good and the conversation was helpful,. Lisa reported that she and Todd will speak to the COA and CAP committees in order to engage some faculty members. In addition to the scheduled office hours, Todd and Phyllis met with the Equity and Inclusion alumni committee. Josie met with all the class presidents. All agreed that the alumni are really engaged and interested. The sessions had good representation from our alums and staff members. There were few student participants.

The Council checked on the plans to meet with specific groups of people. We have sent a doodle poll to BLSU but we have not received any response. We will likely reach out to individuals across campus.

Targeted communications – we would like to get more people involved in the feedback loop. Communications will help with this. Today’s Spectator included a letter from President Wippman and included ways to give feedback. The letter will be sent separately to the campus community next week.  Hamilton Headlines will be released next Tuesday and there will be a story on the proposals and the feedback loop. There will also be postings to social media. We have sent emails to various student groups to generate input as well. Lisa will mention the effort at the Department Chair meeting to encourage more faculty participation.

The Council discussed our process for incorporating all the community information in the final proposals.  Teh work will begin the week of February 22. We will target early March for finalizing the proposals.

Josie and Amari will put a rollup in the Office Hours folder on the shared drive.

Next week we will continue the conversation about the feedback.

 

The meeting was adjourned at 6:40 pm.

 

February 18, 2021

Attendees:

Steve Bellona

Josie Collier

Phyllis Breland

Mark Fedorcik

Todd Franklin

Maria Genao-Homs

Gill King

Amari Leigh

Terry Martinez

Imad Qasim

Natalie Sanchez

David Saxe

Lisa Trivedi

Caleb Williamson

David Wippman

 

Excused:

Mark Fedorcik

 

Guest: Melissa Richards

 

The meeting began at 6:00 pm eastern.

Beginning next week we will refine the proposals based on community feedback.

We discussed the office hours conversations from the week. Sessions were generally helpful and supportive. There is gratitude for the work we are doing. There was a meeting with ALANA and some issues with visas for faculty members were raised. We discussed some of the suggestions that were brought forward. All participants have added notes to the shared drive.

We all need to think about what happens after the Council disbands. We see many opportunities for students to connect with alums. The office hours showed the very strong support we have for the work we are doing from among our alumni body.

Josie and Amari will put together a document that roll sup the notes from our community meetings.

 

The meeting was adjourned at 6:45 pm.

 

Advisory Council Members

Josie Collier ’97, P’14

Josie Collier ’97, P’14

Chair of the Alumni Council and President of the Alumni Association
hamalumpres@gmail.com

Gill King P’16

Gill King P’16

Chief of Staff and Secretary to the Board of Trustees, ex officio
gking@hamilton.edu

Contact Information


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