Sustainability Club Administration

1. Establishing an Administration Framework for the Sustainability Club

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1.1. What

As of now the idea for the Sustainability Club exists, the mission statement exists, a website exists, and a currency to be used in the club exists, yet no structure has been established for the upkeep and normal running of the club. This action would provide a basic administrative structure for the club as well as dictate what positions need to be created in order to properly run the organization and which duties will be allotted to each individual. Furthermore, the structure, timetable and purpose for club meetings should be established.

1.2. Why

This action hopes to ensure the sustainability of the Sustainability Club by establishing a way for the club to function and transition from semester to semester. Ultimately, the goal of this action is to ensure that the Sustainability Club has an organized leadership to manage the Club and ensure its ability to continue to function effectively in future semesters.

1.2.1. Potential Benefits

The establishment of a clear and effective leadership in the club, as well as a structure for meetings will yield several benefits for the club and IES as a whole. Several benefits are listed below:

-The Club will be more influential and more resilient because it will have specific individuals responsible for the success of the Club. The administration will be responsible for ensuring the restart and continuation of the club after their departure.

-Students will have an opportunity to gain leadership experience. The club will provide the students with several opportunities to gain experience while also working with IES staff as well as other citizens in Barcelona.

-The IES Barcelona staff will know and have access to specific individuals if they have any questions regarding the club or would like to discuss any issues related to the sustainability of the center.

-The club meetings will provide an open forum for students to share their ideas for sustainability and knowledge they have acquired. Also, the action plans of the sustainability class can be presented to the club to glean the insight, perspectives and help of other students.

-The establishment of an administrative body should ensure that several of the activities that need to be maintained from semester to semester are monitored and continued. For example, the Club can dole out responsibilities to students to care for the garden, recycle paper throughout the center, etc.

1.2.2. Potential Costs

The potential costs involved in this action involve the time required to perform the duties of the administration. The students involved will have to devote a substantial amount of time and energy to ensure that the club is managed effectively.

1.3. How


The role of the president should be the maintenance, running and overseeing of all club functions. The president must plan, call for, attend and run all meetings where he/she will deal with any complaints and field any questions or ideas from students. Furthermore, the president will act as a liason to Cesar, other related staff, and to the Student Council. It will be the presidents responsibility to make sure that Cesar is kept up to date on the doings of the club and that the club receives adequate resources from the IES administration and the Student Council. The president also should also play a role in the rest of the administrative functions and help any others as they deem necessary. Finally, the president, with the help of other students, administrators and staff, should create a plan for the continuance of the club in the following semester.

The secretary would be responsible for the management of any documents for the club, as well as the website and the facebook page. The secretary should attend each meeting to take notes on what is discussed, and should be responsible for the creation and distribution of the newsletter. Other responsibilities can be added to this position as the club sees fit throughout the semester, for example, the possible distribution of a survey at the beginning of the semester to see what students would like to see done. He or she will also be in charge of updating and improving the "Go Green Information Form" for the incoming students of the following semester.

The Treasurer has the role of handling anything and everything that has to do with money. That could include organizing an order for water bottles for the students from the online IES store, as well as establishing pricing and payment plans for field trips throughout the semester. Furthermore, a major responsibility of the treasurer will be the maintenance of oversight of the ecocurrency system. It will be the Treasurer's responsibility to set ecocurrency values for sustainable activities throughout the center and make sure that the currency is distributed properly to each student.

Activity Planner:
The role of this position will be to source possible field trip destinations, and make sure that the creation of a field trip remains a priority of the club. This person will ultimately be responsible for working with the staff and other club administrators to find, organize, and carry out a field trip to a sustainable location for members of the club.


The meetings, after the first one, will be established by the administration and advertised throughout the center and on the website to make sure that students know when and where the meeting will be held. Meetings should be held more or less monthly, more frequently if needed, to discuss what has been done in the center, any ideas for making IES more sustainable, how to carry out those ideas, any news on field trips, etc. The meetings should be held in a forum style, where students and faculty can discuss anything related to sustainability and the club. During the semester, a specific meeting can also be established for the presentation of the action plans in the sustainability class to gain insight from the students in the center. Furthermore, the information from the general meetings should provide some substance for the sustainability newsletter.

The First Meeting:
The first meeting will be very important, and requires the cooperation of several staff members at IES to make sure it is held and administrators are elected to ensure that the club will be able to run throughout the semester.
As of now, Cesar and Xavi have volunteered to make sure that the first meeting will be carried out. A flier is being drafted to be sent to Cesar which will be included in the bags that all incoming students will receive at the airport. This flier will briefly discuss the mission of the sustainability club, the positions available, and will have the date of the first meeting printed on it by Cesar before the students arrive.
Then, the meeting will need to be held on that date and time for all students interested. Cesar has said he would like to cooperate with Xavi to make sure that the meeting is held and conducted appropriately.

Guidelines for the first meeting:
1.) Explain the purpose of the sustainability club as detailed in the mission statement. Can also detail past actions by students.
2.) Tell the students about the website and facebook page, so that they can register and be made aware of updates and stay in contact with the club.
3.) Explain each position to the students, with the responsibilities, and take nominations . If necessary, allow for each student to give a short speech detailing why they are fit for the position, and take a blind vote.
4.) After the vote has been held, a general discussion should be held amongst the students and staff to establish clear goals for the club throughout the semester to provide an aim for the new administration.

The club can then be handed over to the administrators to run for the rest of the semester.

Books, Websites, Companies offering products, ... including action described by students in previous semesters in their Final paper documents

1.5. Students involved in this action

William Bayer
Jack Krieger - worked on Why, Benefits, Costs, and proposed one new administration position
Cole Konopka
Erin Berlin

 Assignment: Peer review form

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 Grades for this action report (From the PROFESSOR)

Items found: 1
Very well, in general. This action and the description of the roles/tasks for each position of the sustainability club will help to get the club started and put it in the right track, until the club can work on its own steps. A few comments follow below on improvable things: "PLEASE NOTE: All text surrounded between the tags tc and /tc (...) when contributing to pages. " That note was to be deleted before the final version. "1.2.2. Potential Costs" The website is a key companion action to help in the organization of the club, which has not payed secretary to organize a decentralized way of managing the information. So that, a good website (like the one we are building) is key to help the club work effectively and have everyone informed and up to date of what is going on each time. And the hosting of the website also might mean more expenses in euros, dollars or Ecos, if for some reason IES Abroad Barcelona change hosting and we don't have easy access to host such custom and powerful website there. There is a risk of having information needed for the normal functioning of the club (who joins what, who did what, how many ecoeuros are spent where, ...) spread in too many places, such as emails, paper notes, the sustainability club website and the facebook page. If such problem arises, someone will have to invest more time to keep the information up to date in the sustainability club website with a copy of all the other relevant information, and that might mean a huge amount of tedious work that is not pleasant to do. So this is a potential cost associated with such risk. That's why it's important to properly design the SC website so that everyone can update the information there, on behalf of the whole community involved. "1.4. References & Links" Missing links to the sustainability club website, and the facebook page, at least. "Books, Websites, Companies offering products, ... including action described by students in previous semesters in their Final paper documents" Again, this sentence was to be deleted before the deadline for the reports. From the point of view of the design from "Cradle to Cradle", this action could have considered also the end of the next semester and beginning of next Fall. I mean, with the end of a semester, and what/who/how to decide to change rules for the sustainability club, etc. How do a sustainability club "board" pass the remaining "to do" tasks, state of accounts, EcoEuros, etc. , to the next group of students and next board, etc. This report is good from the logistics point of view, but is lacking some more arguments of why it would increase sustainability of IES Abroad Barcelona. Some more usage of key concept discussed in class, related to sustainability, would have been appropriate, to get a higher grade in the section according to "justification and linking to sustainability".

Page last modified on Wednesday 04 of April, 2012 17:13:35