Free Speech and Civil Discourse minutes

2006

2007

December 12

November 28

March 23

January 3 (Retreat)

Attendance: Nancy Thomas, Doreen Larson, Diane Beers, Deborah Fairman, MaryJane (Mimsy) O’Connor , Theresa Eccles, Frank Johnson, and Marsha Ryan-notetaker

• The presentation at the Professional Association meeting was discussed. Positive feedback was received and these issues need to be kept in the forefront.

• The vision statement was reviewed and discussed with the following revision decided upon after discussion:

HCC is a campus dedicated to the fundamental democratic principles and practices of public discourse, meaningful and inclusive community engagement, and academic freedom. We are a community of learners empowered to discuss social, moral, and political issues in open, productive, and respectful ways.

This is the vision of the Task Force for the HCC community. It should be used on everything coming from the Task Force and should be announced at upcoming division meetings. It was suggested that it be promoted on such items as bookmarks, tee shirts, and mugs.

• There was discussion on an excerpt from the original report: Few communities provide in-depth training either in free speech or in civil discourse. Since these skills are not widely modeled or taught in our society, the College cannot assume that everyone entering the College has such skills or the commitment to use them. From this excerpt, a possible framing question was suggested: How do we model, teach and support the skills of and commitment to free speech and civil discourse? There was discussion of possible catch phrases and important words with the following emerging: “Gandhi in a Jerry Springer World, Let’s Talk, Speak Out, Support, Participation, What do you have to say?, Shut up and Listen, Can we talk?” There were suggestions of possible events such as the showing the Dixie Chicks documentary, Shut Up and Sing , followed by dialogue, Rush Limbaugh/Simon Cowell discussion, and Kanye West/Katrina discussion. The Task Force also needs to map out what events will happen next year and could produce a brochure of the events to distribute to the campus community.

• It was decided to schedule the Dixie Chicks documentary with discussion and an Academic Freedom Forum this semester. Students will facilitate and Nancy will train the students. There was discussion on possible students and Diane, Deborah, and Frank will choose. Kim Hicks will be asked to offer suggestions also. The date of documentary discussion will be Thursday, April 19 at 2:30 p.m. The film will be shown many times beginning the week before including the two preceding activity periods. It was also suggested to contact Ed Murch to have viewings in his lab area. The film could run continuous in the old student lounge area and possibly in the student cafeteria area and library. The college’s radio station could be utilized for advertising the event and possibly airing some Dixie Chick’s interviews along with their song, I’m Not Ready to Make Nice . Nancy needs about three hours to train the student facilitators and is willing to train up to ten faculty/staff members also. Possible training dates are Monday, April 9, Friday, April 13 or Saturday, April 14. Students could be provided with meals during training. Facilitators will need to watch the video before being trained. The right to show the video needs to be investigated but shouldn’t be a problem because it is being used for educational purposes. Doreen will also contact the American Friends group. Nancy suggested contacting the Dixie Chicks about this event. An email will be sent to all informing them of the facilitator training and all will be asked to sign up if interested. Theresa will be responsible for collecting names of students and figuring out a schedule. Nancy suggested the message to the students should say that there will be an open forum and conversation on the Dixie Chicks documentary and the college is looking for student facilitators. It is a wonderful opportunity to learn to facilitate. Jack Scanlon will be asked to help with posters. Nancy suggested that questions be posted around campus. It was decided to have a Task Force meeting next Friday at 9:00 a.m. to continue with the work on these events.

• Nancy suggested that the Task Force work on 10 to 15 events to do next year and advertise the events to the campus. So as not have the Task Force overwhelmed with work, Nancy suggested turning the Task Force into an advisory board to one staff person who has been reassigned to take on the administrative duties.

• The Academic Freedom Forum with Nancy Thomas will be held on Wednesday, April 25 from 2:30 to 4:30 p.m. Frank, Deborah, and Theresa volunteered to assist. A room will be booked. Doreen will ask Lisa and Idelia to work with her in notifying the divisions at their upcoming division meetings.

Attendance: Doreen Larson, MaryJane (Mimsy) O’Connor , Deborah Fairman, Ted Leth-Steensen, Theresa Eccles, Frank Johnson, Idelia Smith, Nancy Thomas, and Marsha Ryan-notetaker

• Doreen updated the group on the Shared Governance Task Force. A draft concept paper will be going out to all by early next week. A brief update will be given at the next Professional Association meeting. Shared Governance is encouraging all division to put the concept paper on their March division meetings agendas, along with discussions of the role of the Senate and four additional questions that will be sent. At one of the activity periods in April, an open meeting will be set to let everyone know how they are going to proceed. They would like to have that document finished this year and begin to write the constitution next year.

• Copies of the draft presentation to be given at the Professional Association meeting were handed out and discussed. Doreen pulled the recommendations from the final report that have been implemented or will be shortly. Another slide will be added to the presentation updating the ombuds issue. The last slide will include some of the remaining broader issues of the report that need more discussion where open dialogues could be held. There was discussion on what issues should be included. Doreen will send out the revised PowerPoint presentation for everyone to look over again.

• The vision statement was reviewed and discussed as being used the frame a question. Nancy will email materials she has received at a recent presentation to help with the question. Results from this Task Force could be helpful to the writing of the new constitution next year. The ombuds position could serve as hub for conversations that people want to have.

• The Task Force needs to work on a question and header. It was suggested that the questions at the end of the original summary report be looked at. These questions will be emailed to all. Nancy offered suggestions from the St. Lawrence University Magazine website and will forward more information to the Task Force.

Attendance: Doreen Larson, MaryJane (Mimsy) O’Connor , Lisa Wyatt, Deborah Fairman, Ted Leth-Steensen, Diane Beers, Theresa Eccles, Frank Johnson, Orlando Isaza, and Marsha Ryan-notetaker

• Doreen reviewed Nancy Thomas’ presentation. Nancy will be under contract this semester. Deborah is working on the framing paper.

• Mimsy went over last week’s work on the vision statement and the two draft statements the Task Force created. A few members emailed feedback to her. The final version of the vision statement will go out to everyone and will be included in any announcements/information sent out. The first draft statement was preferred by all and there was discussion on the wording and additions to that statement. After discussion, the following was suggested as being the vision statement:

HCC is a campus community committed and dedicated to the practice of civil engagement, inclusivity, and free speech as fundamental priorities. We are a community of learners empowered to effectively and respectfully discuss controversial subjects.

• There was discussion on dealing with uncivil behavior. Training for faculty is needed but is a long term process. Doreen will add “develop guidelines for civil discourse on campus” to the recommendations.

• The framing questions will be worked on via email and will be put on the agenda for the next meeting.

• Doreen drafted an email that will be sent to the campus community as a Spring 2007 update and was discussed. After discussion, it was decided to put the requests to the community at the beginning of the email followed by the update of the Task Force. Doreen announced that Student Activities will be having two campus cultures discussions this spring. Information on these two discussions was sent out by Vivian Ostrowski in her email to all on spring student activities programs. These two discussions will also be mentioned in the Task Force’s email to all. Also, Task Force members will be listed in the email if people want to contact someone to talk to about the Task Force.

• The Task Force meeting times were change to every other Friday at 9:00 a.m. because of the student and faculty Task Force members’ schedules for the Spring semester.

• Next Steps – Framing question will be worked on next. After the question is decided upon, the spring 2007 update email can be sent to all. Nancy Thomas will be contacted to check on the Task Force’s progress and the framing paper.

Attendance: Doreen Larson, MaryJane O’Connor , Lisa Wyatt, Deborah Fairman, Bill Messner, and Marsha Ryan-notetaker

Doreen had sent out the plan for implementation of recommendations and asked if anyone had any additional suggestions. She has received a suggestion of police training in passive restraint as appropriate be implemented. Doreen will send out an email asking if anyone has any additional recommendations to be considered.

Mimsy described her recent trip with other HCC staff and students to New Orleans . She said that all volunteers were very focused on the mission of the trip and expressed how much was accomplished when everyone was onboard and believes that type of commitment with this task force will create a vision statement.

I envision HCC as a community of learners in which we are all empowered to effectively and safely discuss controversial subjects. – Diane Beers

I envision a campus where students can cross the plaza without being verbally harrassed.
I envision a campus in which people are empowered to effectively and appropriately "call" people on uncivil dialogue. – Deborah Fairman

I imagine HCC is a community of learners in which the entire campus community understands and fosters civil discourse and where individuals feel personally and professionally safe to express a full range of perspectives. – Frank Johnson

The members took time to discuss outcomes that should come from a vision statement:

After discussion, two draft versions of a vision statement were crafted. These draft statements will be sent to all task force members for additional suggestions and feedback.

HCC is a campus community in which the practice of civil engagement, inclusivity, and free speech is a high priority.

The practice of civil engagement, inclusivity, and free speech serves as the foundation or core of the HCC community. (There is a choice between the two words foundation or core.)

Attendance: Doreen Larson, Idelia Smith, MaryJane O’Connor , Ted Leth-Steensen, Diane Beers, Deborah Fairman, Frank Johnson, Walter Rice, Javier Alicea, Marsha Ryan, and Nancy Thomas

Nancy Thomas, Director, Democracy Project, introduced herself. She met Doreen and Deborah at the Democracy Matters workshop in September.

I. Pulse Check – All Task Force members introduced themselves and discussed their views of the Task Force.

II Primer on Deliberative Democracy and Higher Education – Nancy presented the circular Learning ¦ Change Model.

Incivility, polarization, power dynamics, lousy problem solving skills, apathy and disengagement, elitism/exclusion, intolerance, intimidation… that become gender, sexual orientation, class, political views, etc. enter the message)

In framing the paper, Nancy referred everyone to three important points for success as cited in Gladwell’s Tipping Point :

III. Framing “the Question” – The Task Force members divided into two groups to brainstorm on a question to present to the campus community. Second “check,” Nancy then asked everyone what they thought was going well in the workshop and what could be better:

Nancy said creating such a chart from time to time can be very helpful as the Task Force moves forward on facilitating dialogue.

Quote provided by Nancy : “Doing dialogue takes skills most Americans do not possess.” Daniel Yankelovich, Public Agenda

• Civil discussion across division: Why can’t we as a community hold civil discussion?

• When free speech becomes a bully: How can civility save a divided community?

Nancy mentioned some work at other colleges including: LaGuardia Community College and “A Summons to Responsible Freedom. Values and Moral Standards at The Florida State University .”

Nancy discussed vision which she described as an image of the mission accomplished such as “I envision HCC as a learning community where…”

The owners will begin to work on their parts and email their drafts to all other Task Force members for input.

The only items on the next agenda will be to clarify the vision and set the schedule of meetings for the spring term. Bill will also be invited.

The next meeting will be on Tuesday, January 16 from 2:30 – 4:00 p.m. in FR265.

Attendance: Doreen Larson, MaryJane O’Connor , Lisa Wyatt, Deborah Fairman, Bill Messner, and Marsha Ryan-notetaker

I envision HCC as a community of learners in which we are all empowered to effectively and safely discuss controversial subjects. – Diane Beers

The members took time to discuss outcomes that should come from a vision statement:

After discussion, two draft versions of a vision statement were crafted. These draft statements will be sent to all task force members for additional suggestions and feedback.

HCC is a campus community in which the practice of civil engagement, inclusivity, and free speech is a high priority.

The practice of civil engagement, inclusivity, and free speech serves as the foundation or core of the HCC community. (There is a choice between the two words foundation or core.)

Attendance: Doreen Larson, MaryJane O’Connor , Lisa Wyatt, Ted Leth-Steensen, Orlando Isaza, Theresa Eccles, Diane Beers, Deborah Fairman, Frank Johnson, and Marsha Ryan-notetaker

Doreen, Mimsy, and Deb met with Nancy Thomas. Nancy Thomas’ career has been focused on promoting open campus dialogue. Nancy suggested that the Task Force frame a question that would be put forward to the campus that would encompass the recommendations of the Independent Commission Report. Nancy has offered to facilitate a session with the Task Force to work on such a question. The experience of Nancy ’s facilitating this discussion could be used as an example for the Task Force to use in facilitating other discussions. The morning of Wednesday, January 3 was tentatively set to meet with Nancy .

There was discussion on the Task Force presentation that was given last Wednesday. Some frustrating problems encountering the Task Force cited were: the process of the Task Force was viewed by some as too slow which leads to negative rumors, people not familiar with the Independent Commission’s recommendations and unsure of what the Task Force is doing, engaging people in communication and disbursing information, too much information with no filtering agent. It was decided to hold off addressing these issues until after Nancy Thomas’ training on January 3

Doreen asked everyone to look over Marcia Morrison’s suggestion of taking the Ombudsperson position a step further and creating a team approach. Doreen also asked everyone to look over the latest version of the recommendations of the Independent Commission that could be assigned and to send her any suggestions.

Because of the dedication of the plaque at the Bartley Center , the Task Force met for only a half-hour.

Attendance: Doreen Larson, MaryJane O’Connor , Idelia Smith, Lisa Wyatt, Ted Leth-Steensen, Orlando Isaza, George Williams, and Marsha Ryan-notetaker

Doreen announced that she spoke with Vivian Ostrowski, Coordinator of Student Activities, who is part of the Community College Leadership Academy this year. Vivian is required to do a project related to her position and the institution as a whole. Vivian has offered to do research and draft a proposal on the ombudsperson position. However, the subgroup working on this position has already extensively researched positions at other colleges and are in the process of preparing draft recommendations to the committee. The Task Force members present acknowledged their appreciation of Vivian’s offer but believe they have enough information already to prepare a draft. There was discussion that the task force should begin to facilitate a model of civil discourse at the college since college staff members are awaiting results from this Task Force. Deb and Mimsy will be reporting on the Task Force at the upcoming Professional Association meeting. Task Force members need to be vigilant to speak up at meetings as a model to the college to insure civil discourse. Task Force members need to intervene and call people on certain negative, accusatory language. It was suggested that Vivian could do her project on other areas that need to be worked on. Lisa and Doreen will work with Vivian on other possible projects to support the Task Forces’ work. Some suggestions were assigning her some of the recommendations to research and make proposals; working on training models for staff and for students; creating a workbook or handbook for staff members.

Doreen asked the group to look over the attachments that she had emailed to all the Task Force members. Doreen asked everyone to think about where the protocol for student gatherings should be published and to review the recommendations. Suggested changes were made on the protocol which will be incorporated into the final document. Other recommendations could be included from Task Force discussions such as the Campus Police have training on passive restraints. Doreen announced that she, Mimsy, and Deb will be meeting with Nancy Thomas on Thursday to discuss different models of dialogue.

Attendance: Deborah Fairman, Doreen Larson, Diane Beers, MaryJane O’Connor , Walter Rice, Idelia Smith, Frank Johnson, Theresa Eccles, Ted Leth-Steensen, Orlando Isaza, Javier Alicea, Michael Burkart, George Williams, and Marsha Ryan-notetaker

The subgroup working on the ombudsperson position reported that they are currently going through materials and will be working on creating a draft position description. The subgroup working on an open dialogue met and is awaiting a response from Nancy Thomas from the democracy workshop. She had offered to provide facilitator training or could provide other names. The subgroup is looking at having facilitator training take place on January 17. There was discussion on moving the date to an earlier time since people dealing with registration will not have the time to attend. However, people going on the New Orleans trip will not return until January 13. There was also discussion about possibility having another training date added. Doreen will check with Nancy Thomas about an alternate date, possibly the first week of January. People trained to be facilitators would be able to lead group dialogues at open meetings. Nancy Thomas had said that the training could be completed in one day. The group is still looking at the commission’s recommendations to see what has been done, what is doable, and what still needs to be discussed.

Michael Burkart was asked how the commission viewed the role of the suggested ombudsperson position and responded that there should be a central place where people could go to get information or bring an issue through the hierarchy and should be someone with rank. Both Michael and George agreed that it should be someone from outside the college and would be someone to manage the process not the content. The student leaders in attendance agreed with their definition. Michael and George were questioned about their observations on the college’s organization. They agreed everything was in place on paper. When looking at free speech and civil discourse, the college leaders have to be a model of that type of behavior including the leaders and advisors of student clubs. Model behavior can be contagious. The leaders will need to be persistent in modeling behavior so people know what the desired behavior is. Leadership needs to push the issue and ask where model behavior is seen or where it is not seen. Send a message by asking questions and send a message by acknowledging desired behavior. Civil discourse is trying to create a holding container of various opinions. There is no one reality; everyone has their own view of reality so there are multiple realities to deal with. Outside of the classroom, leaders need to listen where any tension exists and reach out to affected groups who feel they are not being heard. Seek information rather than having a rebutting tone. Michael was asked how to avoid pitfalls in open meetings. Suggestions made were not to allow one person be the hub; give acknowledgement; use language to move to their experience with their words – capture their words, capture what people need to say and respond (“what you are saying is…”) There needs to be agreement on what the problem is before the problem can be resolved. Capture the theme(s). Be clear about boundaries. There is group impact by identities – facilitators should represent group.

There was a suggestion for possible follow-up reports to the Commission’s report and recommendations. The Commission’s report hasn’t fully impacted the college yet. Students in upcoming years may have different issues or trends and plans should be made for the future.

If problems arise in a group, people need to be able to express how they were impacted, the group needs to stay in dialogue, feelings need to be acknowledged, and relationships need to be maintained. Everyone should be allowed to speak. However, if someone doesn’t speak up or leaves, there should be follow-up with that person for their viewpoint. There cannot be shouting matches. There was discussion on intimidation and use of harsh language. The facilitator needs to determine why it is being used. Problem solving is not linear; groups can come together to discuss one thing and end up discussing something else. Michael emphasized that this takes a lot of time and there are people at HCC who have the natural aptitude and willingness. We need to learn from them and support them.

There was discussion on the best size of groups and if groups can be too big. People feel safer and are more likely to open up in small groups. Sufficient time needs to be allowed for meetings. Large group meetings will take more time. To plan for a large open meeting, a small group should be brought together to spearhead the event, they should receive training and at least two people should be sent as leaders. One person cannot do content and process so at least two people are needed. These people need to be models of the group, for example, if the large group is comprised of just women, then having two men as leaders might not work. Don’t be afraid of making mistakes; follow-up can be made later.

For confrontations, questions need to be asked and messages need to be acknowledged. If there are people not contributing, that needs to be acknowledged, (“there are a lot of people that we haven’t heard from regarding …”). You may need to give a window of time for someone who is trying to control the conversation (professional underminers). Nobody gets everything they want. Maintain relationships.

Attendance: Deborah Fairman, Doreen Larson, Diane Beers, MaryJane O’Connor , Walter Rice, Lisa Wyatt, Idelia Smith, Frank Johnson, George Williams, and Marsha Ryan-notetaker

The minutes of the October 17 meeting were reviewed and approved as written. The Task Force welcomed George Williams to the meeting and Doreen updated Mr. Williams.

The Task Force members then separated into their two working subgroups. One subgroup is focusing on the Ombudsperson position and will report back to the entire Task Force with recommendations. Lisa Wyatt, Idelia Smith, Walter Rice, Ted Leth-Steensen, and Diane Beers are members of this subgroup. The other subgroup members are focusing on feedback planning. This subgroup consists of Deborah Fairman, Mimsy O’Connor, Javier Alicea, Doreen Larson, Frank Johnson, and Theresa Eccles.

Attendance: Deborah Fairman, Orlando Isaza, Doreen Larson, Theresa Eccles, Diane Beers, MaryJane O’Connor , Walter Rice, Javier Alicea, Lisa Wyatt, Ted Leth-Steensen, Frank Johnson, Marsha Ryan-notetaker

The minutes of the October 3 meeting were review and approved as written. Walter apologized for student representation not being present at the last meeting.

There was discussion on the college-wide meeting on October 24 where this Task Force will give a five minute update. This will be an opportunity to let people know about the meetings, where the Task Force is and the direction in which it is going. The Task Force members who will give the update will be Orlando with Walter and Javier. Doreen will provide them with some additional notes for their presentation. The update will include the current research being done on an Ombudsman position and the packaging of the Commission’s recommendations in a form that can be easily communicated. A handout could include directions to access information on the web on the Task Force and a listing of committee members.

Deborah and Doreen reported on their telephone discussion earlier today with Nancy Thomas who was a presenter from the Democracy Matters workshop. She had suggestions on how to get this issue going in the college community if we want the community to have ownership. There needs to be a gathering or brainstorming session for people to give their ideas on issues. Take the ideas from these sessions and create breakout groups by topics. These breakout groups would outline the content, work through the issues and report back to the main group. Nancy Thomas is available to assist with trainings and facilitators. One way to separate the recommendations would be to create headers to separate the recommendations that have already been completed from the ones that are long term and not doable in the near future which would produce a list of the recommendations that are doable in the near future. The group could also determine if there is anything that should be deleted or added to the recommendations. People could then decide what issues they wanted to work on. Nancy Thomas and her partner could act as facilitators or she could recommend outside training groups or other professionals in this area. The groups would include all areas of the college community – faculty, staff, and students.

The Task Force discussed dividing their tasks into two groups. One group would focus on the Ombudsman position and report back to the entire Task Force with recommendations by the end of the semester. Lisa, Walter, Ted, and Diane all agreed to be on this group. The other group would focus on feedback planning and arrange a session by the end of the spring semester. This group will consist of Deborah, Mimsy, Javier, Doreen, Frank, and Theresa. Doreen and Orlando will begin to work on categorizing the Commission’s recommendations and will report back on their progress at the next meeting.

The Task Force members reported on their research on Ombudsmen. There is much information to be found on the web. Many colleges have such positions on their campuses. Some colleges have designated staff members and others have part-time positions where some Ombudsmen are shared with other colleges. Some large universities have up to four Ombudsmen on campus. These positions are also used in different ways. The Ombudsman group could research different models and come up with two or three models that could work at HCC. It was suggested that this group could talk with an Ombudsman at other college (such as Mt. Holyoke or Oberlin Colleges ) on how their positions were established. Doreen has a contact name at Sinclair Community College and has heard that Loyola University had faculty members rotating into such a position. However, this position no longer exists probably due to budgetary constraints. Mimsy reported that Isabel Huskey had established a mediation program at HCC in the past and should be included in talks. There was discussion on how an Ombudsman would affect the union contract. However, an Ombudsman could be another avenue that people could go through who could offer council to complaints while remaining neutral. Walter suggested that this person be located in a central office and should also be someone that students could go to. This position could be used to monitor rumors.

There was discussion on problems with alternate high school students on campus who are not held to the same behavior standards at HCC students. Doreen announced that there will be on open dialogue session on Tuesday, November 14 at 9:00 a.m. in FR309 devoted to alternative high schools. This event will be advertised to all. There was discussion if a separate session should be held just for students but Walter thought students would appreciate the opportunity to discuss this with staff and faculty.

Attendance: Ted Leth-Steensen, Frank Johnson, Orlando Isaza, Doreen Larson, Deborah Fairman, Theresa Eccles, Idelia Smith, MaryJane O’Connor , Marsha Ryan-notetaker, and guests Louise Hurwitz and Tara Wolman

The draft minutes of the September 19 minutes were review and corrections noted. The minutes with corrections were unanimously accepted.

Doreen reported that the free speech email address is now posted on the web. She will be monitoring any messages sent but nothing has been received as yet.

Louise Hurwitz and Tara Wolman are at this meeting representing shared governance. Louise handed out a draft of the governance structure showing different sections of the college community with suggested ways of getting information in and out. The structure has a central relay station where information would be received and disseminated. This group is also looking at other models and will interview STCC whose structure has good points and see how it is functioning. Having a series of town meetings was suggested as a way to receive information as it would be face to face. Also suggested as a good source would be the web and Luminis might open up more possibilities for communication. Information put on the web would need to be welcoming and short, such as summaries, with links for further information. Informal as well as formal gatherings are needed since there could be people who are afraid to come forward. Listening is an integral part of the process. Most committees want feedback so there needs to be a model put together to make this happen. There are also many small ad hoc committees and task forces who are not required to put out formal reports so this information needs to be gathered and shared. The Senate could recommend that these groups report back. Another suggestion was to create a central station for where ad hoc committees/task forces would report or report directly to their division. More brainstorming sessions are needed on how to receive feedback. Another all-college questionnaire could be sent out. The people receiving the feedback must be perceived as having integrity and being trustworthy. It was suggested that the leadership receive training. An ombudsperson could be helpful with trainings. Students’ feedback also needs to be sought. There is need for a governance structure to bring dialog immediately and in the future. Senate meetings start later in the semester, are infrequent, are not broadly represented and not well attended so this calendar does not support good communication. Doreen will request that some time be requested at the professional association meeting on October 24. The report issued by the Independent Commission needs to be organized differently for simplicity and be more comprehensible to all. A distilled document could also be brought to the Student Senate and published in the Phoenix . The recent planning sessions were well attended by students. It was suggested that another all college meeting be called and devoted just to these issues. This could be announced at the October 24 Professional Association meeting. Doreen will speak to Bill. Doreen will work with Deborah on the distilled piece. She will also work with Lisa Wyatt and Idelia Smith on the agenda for the 24 th and will try to get at least one more date for an all-college gathering.

Attendance: Ted Leth-Steensen, Frank Johnson, Walter Rice, Orlando Isaza, Javier Alicea, Doreen Larson, Diane Beers, Deborah Fairman, Theresa Eccles, Idelia Smith, MaryJane O’Connor , and Marsha Ryan-notetaker

Doreen had contacted two individuals referred to her as possible speakers for September 27 but has not received a reply from either. Orlando has also left messages for a few possible speakers, but has not received any response. Further discussion of the September 27 event was postponed until after the discussion of the NERCHE workshop that Deb, Mimsy and Doreen attended.

There was discussion on the NERCHE workshop (National Issues Forum Public Policy Institute, “Democracy’s Challenge: Reclaiming the Public’s Role,” which took place on September 14, 2006, at the College of the Holy Cross in Worcester ). Feedback was given from Deb, Mimsy and Doreen who attended. Feedback included – the information presented at the institute was at a level that was beyond where HCC is at and HCC doesn’t have experience in these broad discussions. This group has been asked to conduct communication on these issues and collect feedback but there are very few lines of communication. The college has not developed a method of collecting information or having very large discussions. Since communication is the college’s number one priority, a form of communication has to be created before the group can move on to gathering feedback. After the workshop, Deb, Mimsy and Doreen met to find out how they could take what was learned and apply it to our situation, and how to frame questions that invites people and gets to the reason for having future conversations. They determined that we don’t have a system in place. Even though many groups want and have tried to get communication flowing, efforts have fallen because there isn’t a solid foundation so ideas cannot be brought to full fruition. A solid foundation is needed for an effective communication system. This task force was charged with designing a system for gathering information regarding the recommendation of the Independent Commission on Free Speech and Civility and there is not a good mechanism to gather communication from the campus community. Before any data can be gathered, there needs to be a system of communication. Everyone agreed that the number one recommendation should be to design a good and trustworthy system of communication.

Deb reviewed comments from Nancy Thomas from the Institute who was enthusiastic about helping HCC. She read the HCC report and had said that issues need to be repackaged into groups. She said she was willing to have conversations with them and possibly could be asked to speak to the entire task force. However, she is not an organizational expert. Someone is needed who can examine our system and suggest models to set up new systems. It was suggested to take a proposal to Bill to have the college contract with an organizational consultant to build a more effective way to communicate at HCC. Theresa reported that she sits on the Shared Governance Committee and that committee is also frustrated with communication issues. People are not receiving or understanding what is getting out. There needs to be a system of getting information out so people trust the process. A system needs to be created before we can move on. However, the commission’s report cannot be lost while this is being worked on. It was suggested that an ombudsman could be designated that people could go to if something came up. The college could hire someone full-time or part-time or share with another college as is the practice at Mt. Holyoke College . Because of the special training required, ombudsmen are difficult to find. This position would be very helpful because the person would be working outside of the college structure. It was recommended that this position be put in place as soon as possible while working on the organization communication.

Idelia had concerns about the bigger issues such as finance and expressed concern over who is representing the masses. The college needs to look at what we have in place so that all members of the college community get information and the means information filters back through. The college needs to seize the opportunity so that everyone’s voice is heard.

Deb reported that information from the workshop showed that that we could expect about 25% participation in such a project. Walter noted that people may not speak up now, but it shouldn’t be discounted because they may speak up later. A system needs to be set up where people can pick and choose which areas they want to participate in.

It was recommended that two items be brought to Bill – both an organizational consultant and an ombudsman be brought in. An ombudsman would insure that the commission’s report does not sit and would be an immediate response.

After discussion on the role of an ombudsman, it was decided that everyone on the task force would do research and bring at least one piece of information to the next meeting. Once the task force decides on what is needed, the task force can create a draft of the responsibilities and duties of the position.

Doreen reported that Nicolette Poindexter has resigned from the task force because of all her other commitments. Nicolette will send a recommendation for a third student member.

Doreen reported that there will be a link on the HCC homepage under college initiatives that will include information on the Foundations of Excellence, shared governance, and free speech and civil discourse which will include the commission’s report, minutes, and the email connection. The new email address for the task force is freespeech@hcc.edu .

The task force discussed possible activities for September 27, and after discussion, there was an unanimous vote to cancel the open meeting scheduled for September 27.

Doreen reported that Vivian has given the student gathering information to all clubs/organizations.

After more discussion on the communication issue being part of this task force, it was suggested that someone from shared governance be invited to one of this task force’s meetings and perhaps invite people from different groups for different perspectives.

Attendance: Ted Leth-Steensen, Frank Johnson, Nicolette Poindexter, Orlando Isaza, Javier Alicea, Doreen Larson, Diane Beers, Deborah Fairman, Theresa Eccles, Idelia Smith, Lisa Wyatt Ganson, and Marsha Ryan-notetaker

Doreen thanked everyone for attending this meeting during the first week of classes. Doreen introduced the newest student member, Javier Alicea, to the Task Force.

The Task Force decided to meet every other week. The next meeting is tentatively scheduled for Tuesday, September 19 at 2:00 p.m. The absent members will be asked their availability.

Doreen gave an update on the web address. There will be a link under “new college initiatives” on the homepage that will include this Task Force. Doreen will let everyone know when it is up. An email address for this Task Force is also being developed.

Deborah reported that there was positive feedback on the presentation at the Professional Association Day on August 30.

There was discussion on the Task Force’s overall objectives. The presentation at the Professional Association Day was the starting point. Suggestions for the September 27 were discussed. Faculty could be asked to extend the activity period time. There was discussion of posting information on the report or posting “have you read it” or “what is free speech” posters. Another suggestion was to use Mimsy’s summary of the Independent Commission’s report. Students usually respond to more visual promotions so posting images was suggested. Deborah circulated information on a website, OrangeBand at www.convergingvoices.com which is dedicated to promoting and encouraging respectful conversations and could be used to access information. It was suggested that the next meeting be used for brainstorming promotional ideas and look over the summary report again. The tentative agenda agreed upon for September 27 would be reiterate the presentation from the Professional Association Day, show a 30-45 minute film with discussion after the film either in a panel format or lead by an individual. Several Task Force members will look into inviting an off-campus professional to lead the discussion. The person(s) could also be asked to suggest possible films. Michael Burkart will also be asked for suggestions. The group was reminded that the September 29 th anniversary is approaching.

November 16 will be Constitution Day and the college is required to do something to acknowledge that day. It was suggested that day could be another opportunity to address these issues. Last year the focus was on the preamble. This year the focus could be free speech in this country and other countries.

Attendance: Ted Leth-Steensen, Frank Johnson, Nicolette Poindexter, Michael Burkart, Doreen Larson, MaryJane (Mimsy) O’Connor, William Rice, Diane Beers, Deborah Fairman, Theresa Eccles, Idelia Smith, Lisa Wyatt Ganson, and Marsha Ryan-notetaker

Doreen reported that Joe Tolisano will provide her with a web address by later this afternoon. Doreen will notify everyone of address and asked for everyone to look it over and let her know if there is anything else that should be posted.

Doreen thanked Mimsy and Deborah for taking on the Professional Association Day presentation. Mimsy asked if President’s charge to the committee should be placed on the reverse side of the summary handout and everyone agreed it should be. Mimsy and Deborah will announce which Commission’s recommendations will be implemented at the forum scheduled for September 27.

The upcoming dates for professional days and open discussions were discussed. The professional day on Thursday, January 17 will be scheduled for the Task Force on Free Speech and Civil Discourse. However, the February professional day has already been spoken for, but this task force could have the May professional day. The task force could ask Bill for one of the days that he has scheduled to address the AFSCME members. There was discussion on other days that could be used such as activity periods that aren’t filled. October 13 could be used to address the Student Affairs staff during their semester retreat. Michael suggested that at least 2 ½ to 3 hours be devoted to sessions. Any additional times put into the schedule would need to be approved by MACER. There was a suggestion that the task force continue working with the Commission’s recommendations since the task force would need trainings to facilitate. Future dates, in addition to tomorrow’s Professional Association Day, suggested were October 27, November 8 during the activities period, October 13 during the Student Affairs retreat, one of Bill’s AFSCME meetings, another Professional Association meeting, and in the spring, January 17 for at least part of the day. Academic Affairs could offer November 8 at 2:30 during division meetings. It was suggested that an evening session be held and an online session. The evening session could start at 5:30. The task force would ask faculty if they would have classes start later. The formats for these sessions would have to be consistent to receive consistent feedback. It was decided that two facilitator teams would be needed and Michael agreed to work with the teams to prepare; he is available either September 15 or 25. The task force needs to make this a priority along with marketing. The creation of subgroups was discussed. Doreen said she could take on the marketing with Nicolette and a couple other students. There was a suggestion made to spend this semester discussing the issues, training the facilitators, getting feedback from students and staff, having a constitutional attorney come in to speak to the task force on free speech, and doing publicity to get the campus community interested. Moving forward when not prepared could make the situation worse. There was discussion on delaying versus moving forward. Momentum cannot be lost, the task force can tone down expectations and start small and work at getting more sophisticated. There was a suggestion of holding a film series to get people thinking and talking. Task force members could do an introduction and inform people of the task force’s goals. It was also suggested that whatever training is offered could be opened up to everyone; it was also suggested the term “training” may not be appropriate. If the process is slowed down, the Public Relations department may be able to assist. The task force needs to set goals for the fall.

Idelia has registered the college for an audio conference on October 19 from 1:00 – 2:30 p.m. on “Creating and Maintaining a Climate of Civility on Campus.” Location to be announced.

Task Force on Free Speech and Civility ( to be renamed the Task Force on Free Speech and Civil Discourse)

Present: Sister Jane Morrissey, Walter Rice, Diane Beers, Deborah Fairman, Orlando Isaza, Doreen Larson, Nicolette Poindexter, Ted Leth – Steensen, Idelia Smith, Lisa Wyatt, Frank Johnson, MaryJane O’Connor, Bill Messner

The members present introduced themselves. Bill welcomed all and reviewed the charge to the Task Force. The basic charge is to review the report and ask two questions – 1) whichrecommendations are going to be implemented (all, some, what %? 2) How will the

The Task Force needs to develop a mechanism for the campus to participate in sifting through the report. The challenge is to involve the entire campus. Then, the Task Force will make final recommendations on the recommendations. The second outcome of the Task Force is to institutionalize the recommendations. There needs to be an assignment of a timeframe and responsibility.

Bill reminded the Task Force that it is critical to communicate to the campus throughout the process. He suggested that the Task Force develop and publish a timeline for its work.

Doreen then announced that two other people would be joining the Task Force. There is an open slot for another student to be named by Student Government, and a slot for the addition of an AFSME representative. Doreen is in the process of confirming the AFSME member. There was discussion regarding the composition of the Task Force. Additional representation was discussed and it was decided to keep the representation as it stands, but invite in other constituents as needed.

Members of the Committee of Faculty and Staff in Support of an Independent Examination provided a background of the formation of the Independent Commission on Free Speech and Civility. The faculty and staff came together over a shared concern about the decline in civil behavior on campus and the increased polarization of groups. The group brought a proposal for an independent examination to Bill and he supported the initiative. The goal of the Faculty and Staff in Support of an Independent Examination was to give the college a living document that could address current and future issues. Each member of the group has an intense commitment to supporting a culture of free speech and civil behavior at HCC. The group itself often had to work out intense disagreements and perspectives in order to further the goal of an independent

Sister Jane Morrissey, a member of the Independent Commission on Free Speech and Civility commented that the Commission was significantly impressed by the level of commitment that HCC students felt to the issues of campus climate. She noted that students felt left out of the initial process of setting up the Commission, so the Commission intentionally prioritized student interviews and student comments. There was no identified “central” issue by students, but rather several different issues from several different perspectives. Sister summarized by highlighting three areas: 1) student interest in the campus climate 2) challenges of communicating to an entire campus, and 3) identifying the right question to ask.

Discussion then centered on brainstorming how to get the Final Report out to folks and how to motivate them to read and react to the report. Evening and distance learning students need to be included in the communication planning. Suggestions included presentations at all Division meetings, information at student orientation sessions, an email to all students, big board announcements, a presentation to student government, information to student clubs, and faculty announcing in class. So far, the Final Report has been forwarded to the Affirmative Action Committee, the Shared Governance Committee, the President and Senior Staff, and the Faculty and Staff in Support of an Independent Examination. The report will be highlighted in the upcoming edition of HCC Connects. There was discussion regarding how to “brand” the project. Suggestions included using our marketing department and also utilizing students in the short and

The Task Force is an agenda item for the upcoming Prof. Assoc. Day on Aug. 30. The Task Force will provide an overview that will introduce the Task Force members, describe how members were selected, describe the “evolution” of the project, summarize the charge to the Task Force, promote the Home Page link for project feedback and solicit ideas on the spot regarding how to design for inclusive feedback. Question: as I think about it – I think it would be best to have one of the four Faculty and Staff.. give the overview. Any volunteers?

The next meeting of the Task Force is set for Aug. 29, at 1:00. Location to be announced. Action

Doreen : placing a link on the HCC Home Page, setting up an email address for the Task Force, reserving exclusively a student activity period date, preparing an outline of overview for Prof. Assoc. Day, inviting marketing to the next meeting, setting agenda and finding place for next meeting.

Lisa : preparing a list of opportunities for comment and updates to the campus using professional days, open forums, etc.

Nicolette : forward the names of some students who may be able to generate a quick logo for the project to Doreen.

Idelia : copy and bring information on audio seminar on Civil Discourse(?) to the next meeting.

All : review calendars to find a weekly and bi-weekly meeting time, begin to formulate “the right question(s),” continue to think about ways to communicate.

Owners	Tasks
Mimsy	I. Clarify Vision – craft a statement (invite the President)
Diane	II. Frame Question
Doreen	III. Pick the fruit
Walter, Javier, Frank, Idelia & Doreen	-Rally the President (more visible)
Idelia	-Talking points for President.
	-Run talking points by media person
Deborah & Diane	IV. Craft compelling statement/framing paper
Doreen	V. Go public – go to community for community dialogues 1. Design/organize/administer 2. Develop discussion materials 3. Train facilitators 4. Pilot discussion materials 5. Outreach - Publicity