Below is the constitution of the Middle Common Room of St. Anne’s College, University of Oxford.
This version of the constitution was proposed by the MCR Committee in June 2016 and took effect from the end of Trinity Term 2016.
The beneficiaries of the MCR are the MCR, those members of College who have opted out of MCR membership, and associate members of the MCR.
The objects of the MCR are:
to encourage, promote and develop the corporate life of the beneficiaries of the MCR in cultural, educational and athletic matters;
to participate in College administration, to maintain and foster the academic and social welfare of its members, and to promote their interest both inside and outside the College
Any beneficiary who does not wish to become a member of the MCR must indicate this by notifying the MCR President prior to the second Saturday of Michaelmas full term. College services (welfare, recreational, and social) are available to all beneficiaries;
Only MCR members may vote at MCR meetings, or stand for office of the MCR Committee or affiliated bodies;
The following shall be eligible for full membership of the MCR:
All members of the college reading for a higher Degree, Diploma or Certificate who already hold, or are entitled to supplicate for, a Degree from Oxford University, and who are not by virtue of appointment a member of another college’s Common Room;
All members of college reading either for a first or further Degree or Diploma who already hold a degree from any other University;
All members of the college eligible for senior status; and mature students;
All 4th year undergraduates who are members of St. Anne’s College and will receive a postgraduate degree upon graduation;
Any student not covered by any of the above and who is recommended by the MCR Committee and whom Governing Body shall deem to be of suitable standing for membership.
The following shall be eligible for associate membership of the MCR:
Alumni of the MCR still in Oxford and Post-graduate students at Oxford that have some connection with St Anne’s College and wish to join the St Anne’s MCR, and who are still within fee liability plus one year;
Spouses or long-term committed partners of full MCR members still within fee liability plus one year and in their second year or above of study at St Anne’s College;
Such other persons as the MCR committee may recommend on the basis of exceptional circumstances and whom Governing Body shall deem to be of suitable standing for associate membership.
Undergraduate students of St Anne’s College in the fourth year of their degree who will receive an undergraduate degree upon graduating.
3. Conditions for associate membership
Those wishing to apply for associate membership should send an e-mail to the MCR Vice President stating their eligibility in Week 1 of Michaelmas Term or Hilary Term; having ascertained these conditions are met, the Vice President will forward the application to the MCR Meeting for approval; an up-to-date list of approved associate members will be submitted to the College in Week 2 of Michaelmas Term and Hilary Term;
The number of associate members may not exceed 20% of the total number of full members or 50 people, whichever is smaller. The MCR committee shall have the power to reject applications for associate membership if it considers that facilities are or may become over-stretched, even if the 20% or 50-person mark has not been reached;
Associate members will be approved on an individual basis such that it should remain the discretion of the current MCR members to decide who should be allowed to join the MCR as an associate member;
Associate membership will only be granted until the end of the academic year, that is, the Saturday of Week 8 of Trinity Term of the same academic year, on which date the associate membership will come to an end unless it is renewed.
Associate members may renew their membership according to the following procedure:
Applications to renew associate membership should be submitted to the Vice President by Friday of Week 6 of Trinity Term;
Individuals who have made applications will undergo a review of eligibility for associate membership status; accounts of associate membership should be maintained by the Vice President and Treasurer to facilitate this review.
Applications to renew associate membership do not need to be approved by a vote in an MCR meeting.
4. Benefits of associate membership
- Associate members are liable to pay a fee. The yearly fee will be set by the MCR Committee in consultation with the College Bursar and will be reviewed annually [£70 for 2015-2016]. The Termly fee shall be no less than 20% of the yearly fee;
- Associate members have the same voting rights as full members;
- Associate members are eligible for election to the MCR committee provided that they occupy no more than half the posts minus one and that they can only occupy the positions of Social Secretary, Environmental Representative, Women’s Rep, LGBTQ+ Officer, IT Rep or Sports Secretary;
- The following privileges be extended to associate members who are not already full members of St Anne’s College:
- subscription to all MCR events (including Subject Family but excluding events specifically designed by College for full MCR members) with a priority for full MCR members if events are oversubscribed;
- access to MCR facilities at the main College site. Associate members will receive a fob that gives access to EPH. Access to the Fitness Rooms will remain the discretion of the College Bursar, and will be subject to the same rules and requirements as full members. Access to the Library will remain the discretion of the Librarian;
- attendance and voting at MCR meetings, voting in MCR Committee elections;
- an account on the MCR website and subscription to the MCR mailing list.
- Associate members are not eligible for:
- Graduate accommodation;
- A pigeon hole in EPH.
5. Relation to Governing Body
Governing Body elects a representative, the Tutor for Graduates, one of whose duties is to liaise with the MCR.
- The MCR constitution shall be submitted to the Governing Body for approval in Hilary term 2005 and thereafter reviewed by Governing Body in Trinity Term every five years. A copy shall be included in the schedules of Governing Body;
- Members of the MCR Committee shall attend meetings of Governing Body and certain of its committees as set out in section 5.
6. Meetings of the MCR
- Annual General Meeting
- The Annual General Meeting (AGM) shall be held during the 6th week of Michaelmas Term;
- Notice of the AGM shall be given one week in advance;
- The quorum for the AGM shall be ten per cent of the current membership rounded up to the nearest full member. Should the AGM be inquorate, the MCR President shall, in consultation with the MCR Committee, call for a second meeting for the purposes of making decisions concerning MCR finances or the MCR committee. Quorum for this second meeting shall be at least five members of the MCR Committee, or at least ten full MCR members;
- Each officer of the MCR committee shall submit a report on his/her official responsibilities at the AGM. The MCR Treasurer shall also propose a budget;
- The last order of business at the AGM shall be the hustings and elections of the officers of the new MCR committee;
- Elections of the new MCR committee shall be by secret ballot. There will always be the option to Re-Open Nominations (RON). If RON wins the majority vote, election for the post will re-run.
- The returning officer for the elections shall be the MCR President. In the event that the President is him/herself a candidate for election, another member of the MCR Committee who is not a candidate for election shall be appointed returning officer. This appointment will be made by the MCR committee and posted on the notice-board at the close of nominations;
- The returning officer shall: ensure that the hustings are carried out in an orderly and timely fashion; collect and count the votes; and communicate the results to the MCR secretary within two hours of the close of voting;
- All MCR members and associate members are eligible to stand for any MCR post, except that:
- Only female members of the MCR may stand for the post of Women’s Officer;
- Associate members of the MCR may not stand for the posts of President, Secretary, and Treasurer;
- Nominations for posts shall open one week prior to the AGM and close one day prior for the AGM. Candidates for posts should submit their nomination to the Returning Officer. Nominations must be seconded by another member or associate member of the MCR. After the close of nominations, the Returning Officer shall display a list of all candidates in the Eleanor Plumer House Common Room and in Robert Saunders House;
- The Returning Officer will provide space for the manifestos of all candidates properly nominated and seconded (according to article [4.2.F]). Manifestos should be no more than one A4 side in length and may contain photographs or illustrations;
- In the event that no candidate presents him/herself for a particular post, nominations shall be taken verbally at the AGM. If more than one candidate presents him/herself at this time, then elections will proceed for said post as usual. If no candidate comes forward at this time for the posts of President or Treasurer, election for those two posts shall be re-run. If no candidate comes forward at this time for any other posts, the incoming MCR committee shall, at its discretion, either co-opt another official to hold the post jointly or fill the vacancy with a volunteer at a later time. The latter decision is to be ratified at a general meeting;
- Hustings for all contested positions will take place at the AGM only. Any candidate who cannot be present at the AGM must notify the returning officer in writing before the AGM stating the reason for his/her absence. This reason shall be communicated to those attending the AGM. Each candidate shall be allowed 5 minutes to speak. Questions, which must be directed to both candidates, shall then be asked;
- MCR members may vote by postal vote, by e-mail or in person. Voting shall be conducted using the Alternative Vote (AV) system as detailed in the Appendix to this Constitution;
- Postal votes shall be accepted from the close of nominations until the day of the election at a time of the returning officer’s discretion, provided that this has been publicised in advance. The ballot should be enclosed in a sealed envelope signed across the flap and sent to the Returning Officer. If, in the opinion of the returning officer, the postal voter’s name is not identifiable, the ballot shall be placed in a separate sealed envelope signed across the flap by the Returning Officer. The returning officer shall keep this envelope until one week after the results have been officially posted. The returning officer shall annotate the college list of eligible voters by signing his/her signature by the postal voter’s name. No one voting by post shall be eligible to vote in person;
- E-mail votes shall be accepted from the close of nominations until the day of the election at a time of the returning officer’s discretion, provided this has been publicised in advance. The e-mail voter may only send his/her vote from his/her Herald account. The returning officer shall keep a copy of all such e-mails until one week after the results have been officially posted. The returning officer shall annotate the college list of eligible voters by signing his/her signature by the postal voter’s name. No one voting by e-mail shall be eligible to vote in person;
- Ballots cast in person shall be accepted from the end of hustings for a period of one hour;
- Ballots shall be cast in a closed box guarded by the Returning Officer. S/he shall check the eligibility of voters. The MCR secretary shall provide at the AGM a college list of eligible voters as well as numbered ballots. The Returning Officer shall obtain a signature from each voter on the college list and shall sign each ballot paper that he/she issues;
- Votes shall be counted by the Returning Officer together with a second member of the MCR committee selected at the AGM. They shall within two hours of the close of voting give the results to the MCR secretary with a break-down of the ballots cast;
- If, after the votes have been counted, section [2.4.C] of the Constitution has been violated (that is, there are too many associate members elected to Committee posts), the returning officer shall seek guidance from the Tutor for Graduates. In the meantime, the returning officer shall declare the results of the elections to be “in holding” and the old MCR committee shall continue in office;
- The Dean shall satisfy him/herself that there has been compliance with the above rules;
- The outgoing MCR secretary shall post on the MCR notice-board the detailed results of the elections within three hours of the close of voting;
- The MCR secretary shall include the results of the election in the minutes of the AGM, which shall be completed, posted and distributed amongst the members of the new MCR committee not more than 72 hours following the close of the AGM;
- The outgoing MCR secretary shall inform College officers and staff, including members of the JCR, of the composition of the new MCR committee;
- The new MCR committee shall take office immediately after the last Governing Body of Michaelmas Term, until which time the outgoing Committee members shall continue to perform their appointed duties;
- A member of the MCR wishing to raise a complaint about the conduct of an election shall submit his/her complaint in writing to the returning officer within 24 hours of the results being officially posted. The returning officer shall examine the validity of the claim and, if necessary, declare the election void. In this case, an emergency ballot shall take place one week after the AGM, following the same procedure as outlined above.
- Ordinary General Meetings:
- There shall be at least one Ordinary General Meeting per term. Other meetings may be held as and when required on the initiative of the President. Notice of an Ordinary General Meeting shall be given to all MCR members at least one week in advance. This notice should specify the time and venue of the Meeting, deadlines for the submission of Motions to that Meeting, and the manner in which Motions may be validly submitted (as described in [4.4]). The quorum for ordinary general meetings shall be ten per cent of the current membership rounded up to the nearest full member. The MCR committee will not be required to reschedule an inquorate Ordinary General Meeting unless it has received written requests from ten per cent of the MCR’s members to do so within 24 hours of the originally scheduled meeting.
- Motions and Attendance:
- Any member or associate member of the MCR may attend and vote at Ordinary or Annual General Meetings;
- Members of the JCR committee as well as members of Governing Body may attend and participate at general meetings of the MCR, including the Annual General Meeting. They may not, however, vote in any decisions taken at these meetings;
- Any member or associate member of the MCR may propose a motion to be discussed at an Ordinary or Annual General Meeting;
- Any expenditure not accounted for in the budget proposed at the AGM as per [4.1.D] of this constitution, or which would require the MCR to use money from its reserves, must be approved by a motion at an Ordinary or Annual General Meeting;
- Motions must be seconded by a member or associate member of the MCR, and submitted to the Secretary in writing (email is acceptable) not less than forty-eight hours before the meeting. Affiliations and donations to external bodies must be reviewed (with details given) annually or more frequently in this way.
- Any motion proposed according to [4.4.C], [4.4.D], and [4.4.E] shall be included in the Agenda for that meeting. The Secretary shall make the Agenda and the full text of all submitted Motions available to all members of the MCR no later than twenty-four hours in advance of the meeting.
- The Chair of a General Meeting shall be either the President or an alternative elected member of the committee as appointed by the President.
- In the absence of the Proposer or Seconder of a Motion at the Meeting, that Motion shall be deemed to have fallen without consideration unless a Proposer and Seconder can be found among those members present, in which case it shall be considered regardless of the absence of the original Proposer or Seconder. If at any point a Proposer or Seconder wishes to withdraw his/her support for said Motion, any other member may take on the relevant role of Proposer or Seconder.
- During the General Discussion of any Motion at a General Meeting any member may propose any Amendment to that Motion, provided that in the ruling of the Chair the Amendment proposed remains within the broad spirit of the Motion originally proposed, and is not of such importance as to require submission as a separate Motion. If there is no opposition to the Amendment on the part of the Proposer, the Amendment shall be taken as friendly and deemed to have passed. If there is opposition to the Amendment on the part of the Proposer, the MCR shall vote on whether to include the Amendment in the Motion. If the Amendment does not pass, the Motion shall be considered in its original form. If the Amendment does pass, the Motion must be considered with the Amendment included.
- The order for discussion of motions shall be regulated by the Chair as follows: i) Short speech by the Proposer summarising the Motion; ii) Relevant Short Factual Questions to the Proposer or to the Chair; iii) Short speech in Direct Opposition by any volunteering member chosen by the Chair; iv) General Discussion of the Motion including consideration of any Amendment(s) validly proposed; v) voting.
- Motions involving no expenditure, or expenditure of £75 or under, are passed by majority vote. Motions involving expenditure of over £75 and up to and inclusive of £200 are passed by 75% majority vote only. Motions involving extraordinary expenditure of over £200 are passed by unanimous vote only. If a motion over £75 fails to receive the required amount of support, the Proposer may, if they wish, bring it forward to either the AGM or a specifically designated meeting, where the motion will pass should it receive a majority of not less than two-thirds of the members present and voting.
- Following a General Meeting, the Secretary shall publish the minutes of the meeting, including the results of motions voted on, amongst all MCR members within 7 days of the meeting.
7. Officers of the MCR Committee
- Whilst always bearing in mind the objects of the MCR as a whole (set out in para. 1), the following duties and regulations are common to all MCR officers. MCR officers shall:
- Maintain separate and detailed records of all transactions and all the college Committee and/or sub-Committee meetings relative to their particular duties as outlined in the particular sections of this paragraph;
- Brief their successors on their duties following their election to the post;
- Inform the committee and the MCR of the outcome of any official meeting they attend and, where necessary, to formulate policy in accordance with decisions reached at these;
- Fill in for any committee member who is unable to attend one of the meetings s/he is obliged to attend;
- Attend the meetings of the MCR Committee. If unable to attend they should inform the President in good time.
- Expulsion from the committee
- Committee members shall not act contrary to decisions taken at MCR Committee meetings, Annual General Meetings, or Ordinary General Meetings. Where a committee member has acted contrary to such decisions, the other members of the MCR committee may bring a motion to a general meeting to expel this member from the committee according to [4.4] above;
- Any member of the Committee who, without prior notice to and consent of the Committee, is out of residence for a whole term of his/her elected period of office shall cease to be a Committee member automatically;
- In case a vacancy on the committee arises by [5.2.A] or [5.2.B], the MCR committee shall, at its discretion, either co-opt another official to hold the post jointly or fill the vacancy with a volunteer at a later time. The latter decision is to be ratified at the discretion of the committee and confirmed at the next meeting of the committee;
- Committee posts
- President: the duties of the President shall be:
- To conduct all general meetings of the MCR;
- To act for and on behalf of the MCR in negotiations with College and University bodies, and to present and debate MCR policies in Governing Body;
- To meet regularly with the Principal;
- To call, in conjunction with the MCR secretary, an MCR committee meeting at least once per term, when appropriate. Reasonable notice must be given to members of the MCR committee regarding these meetings;
- To ensure that all members of the MCR committee fulfill their prescribed roles, and if failing to do so inform the MCR;
- To attend each term’s College Council and meetings of Governing Body;
- To receive complaints from the beneficiaries about the MCR, and to pass them on to the Committee;
- To update information and timetable events for the MCR Freshers’ week and to delegate other Freshers’ Week related responsibilities to appropriate members of the MCR Committee;
- To be responsible for the development (with suggestions from the MCR Committee and the Tutor for Graduates) and dissemination of an annual Graduate Feedback Questionnaire (GFQ), which will normally be comprised of questions pertaining to academic and housing provisions for graduate students. This process will normally occur within Hilary Term, so that results can be discussed with the MCR Committee and relevant College officials. A formal report(s) on results of the GFQ should be disseminated to the MCR and presented to College Council and Governing Body in Trinity Term.
- Vice-President: the duties of the Vice-President shall be:
- To assist the President in his/her duties, including those relating to the GFQ;
- To be acting-President in the temporary absence of the President, fulfilling the duties listed in section [5.3] of this constitution;
- To act as liaison between the MCR and the JCR;
- To prepare, formulate and present necessary alterations to the constitution in co-operation with the MCR committee and the Tutor for Graduates, following the rules given in section 7. In the absence of a Vice President, the President may do this with the assistance of other MCR committee members. The right of every MCR member to propose alterations to the constitution remains untouched;
- To attend meetings of the Estates Committee and Domestic Forum, as well as meetings of College Council and Governing Body, if requested by the President;
- To attend any college committee meeting when the respective MCR official is unable to do so;
- To organize the MCR photograph, no sooner than Week Four of Hilary term, and no later than Week four of Trinity Term;
- To purchase and deliver the MCR Christmas gifts to College staff.
- Secretary: the duties of the Secretary shall be:
- To convene, in co-operation with the MCR President, all MCR general and Committee meetings and to take minutes of them;
- To publish the results of MCR elections as described in section [4.2.R], [4.2.S], [4.2.T]; to circulate the Agenda of any General Meeting as described in section [4.4.F]; to publish the results of General Meetings as described in section [4.4.L].
- To keep the filing cabinet in order ;
- To attend meetings of the Library Committee and the Fine Arts Committee [now defunct].
- Treasurer: the duties of the Treasurer shall be:
- To keep the MCR accounts and to maintain the books in conjunction with the College Treasurer and his/her staff, who will be responsible for the auditing of the books. Details of all donations and affiliations to external bodies must be included. The MCR accounts shall include a budget to be approved at the AGM;
- Generally to work in conjunction with the college Treasurer as decided by Governing Body;
- To collect all the bills MCR members are liable to pay the MCR;
- To inform the Bank of the name of the new MCR Treasurer in Michaelmas Term;
- To pay all bills authorised by the MCR;
- To attend meetings of Council & Finance Committee.
- Environment Officer: the duties of the Environment Officer shall be:
- To raise awareness of and, where possible, to implement recycling schemes in the MCR;
- To pass on to MCR members any information relevant to their accommodation in or out of college;
- To attend meetings of the Health, Safety and Environment Working Group and to attend Estates Committee.
- Social Secretaries: there shall normally be three social Secretaries. The duties of the Social Secretaries shall be:
- To suggest, plan and advertise (as authorized by the MCR committee) social functions, including exchange dinners, special MCR dinners, parties and pot luck dinners in EPH and RSH, and the Cambridge exchange trip with Murray Edwards College, normally held annually in Hilary Term;
- To oversee the ordering and delivery of the food and beverage required for the events noted in (ii) above (i.e. champagne, port, crisps, etc.);
- To inform the MCR of any functions held by other colleges or university organizations in which the MCR is invited to participate; to inform other Colleges of any MCR functions in which they are invited to participate;
- To maintain and update the MCR Facebook page, Google Mail accounts, and the Website Events page;
- To compile the following term’s events into the MCR term card template by the end of Week Ten of each term, and to send the interim version of these term cards to the Bursar for approval.
- Sports Secretary: the duties of the Sports Secretary shall be:
- To inform the MCR of college sports clubs they may join;
- To plan, suggest and organize (as authorised by the MCR committee) sports events;
- To be jointly assist in the maintenance and safe utilization of the gym, along with the JCR and the College, including gym inductions and consultations regarding equipment improvements or refurbishments;
- To be secretary of the Amalgamated Sports Club.
- OUSU Representative: the duties of the OUSU Representative shall be:
- To act as liaison of the MCR with OUSU (Oxford University Students’ Union);
- To attend OUSU Post-Graduate Assembly; to vote there in accordance with MCR policy, and to inform the MCR of any decisions concerning the MCR;
- Where possible, to attend any other OUSU meetings relevant to graduates; to vote there in accordance with MCR policy, and to inform the MCR of any decisions concerning the MCR;
- To distribute any OUSU publications and information available to graduates.
- Computer (IT) Representative:: this post may be held jointly with any other Committee post. The duties of the Computer Representative shall be:
- To attend the Computing sub-committee;
- To ensure that the MCR computer(s) and other related equipment are in good working order;
- To suggest any alterations to the system(s) he/she thinks will benefit users, either in software or hardware configurations;
- To negotiate with the college on computer-related matters;
- To negotiate the purchase of software and/or hardware and advise the MCR accordingly;
- To assist and advise members in using the computer(s);
- To update and maintain the MCR website, including uploading profiles of new committee members, and up to date copies of the Constitution;
- Welfare Officer(s): If there is more than one suitable application then two welfare officers shall be appointed. The duties of the Welfare Officer(s) shall be:
- To be available for consultation by students, and to inform and advise on any student concerns, particularly about money, health (mental and physical), safety, stress, legal and disciplinary problems, and medical and counseling services inside and outside college;
- To attend Disciplinary Adjudication Committee and welfare meetings in College;
- To pass on to the MCR any information concerning welfare provision in the university, including but not limited to information on counseling services, peer support, and sexual and mental health;
- To organize, advertise and carry out weekly welfare teas, and to monitor and replenish the stock of materials needed to do so (i.e. teas, coffee, milk, cakes, etc.).
- Women’s Officer: the duties of the Women’s Officer shall be:
- To offer information about women’s groups and other facilities of which women of the MCR may avail themselves;
- To provide information on sexual health, harassment and safety at night;
- To act as a liaison between the MCR and the OUSU Women’s Campaign; where possible, to attend their meetings;
- To apply for or notify MCR members of sources of funding for women’s events;
- To attend Equal Opportunities Committee.
- Equality Officer: the duties of the Equality Officer shall be:
- Defend and maintain St Anne’s reputation as an open-minded and egalitarian Oxford College, and ensure that all students are treated equally within the College regardless of background;
- Offer information about demographic or minority-specific groups and other similar facilities of which members of the MCR may avail themselves;
- To apply for, or notify MCR members of, sources of funding for events designed to enfranchise groups which may be considered disadvantaged;
- Ensure that students are not discriminated against in any MCR activity;
- Be aware of issues pertaining to access and equality on a College, University and international scale;
- To attend Equal Opportunities Committee along with the Women’s officer;
- To take responsibility for appointing a Lesbian, Gay, Bisexual and Transgender Representative according to procedures agreed upon with the Governing Body.
- Academic Affairs Officer: the duties of the Academic Affairs Officer shall be:
- To attend meetings of the Academic Committee;
- To facilitate and to promote of the Arts & Humanities and Science Discussion Groups in coordination with its co-convenors as well as all other and future MCR academic endeavours or undertakings;
- To liaise with the JCR Academic Affairs Officer or Representative on academic matters and issues affecting MCR and JCR members;
- To solicit volunteers from the MCR for academic events on behalf of the Academic Office at the discretion of the Academic Affairs Officer;
- To assist the President with the development of the academic-related questions of the GFQ.
- Charities Officer: the duties of the Charities Officer shall be:
- To suggest, plan and advertise events that will be for the benefit of the MCR’s annually chosen charities;
- To ensure the transfer of proceeds from these events to said charities;
- To inform MCR of various other charity endeavours in the wider college and University communities.
- International Students Officer: the duties of the International Students Officer shall be:
- To suggest, plan and advertise events geared towards the international student population, such as international food nights;
- To liaise with international students in the MCR, and to assist them with any specific issues they may have as a result of their international student status;
- To keep international students appraised of events around the University specifically geared towards them, such as information sessions regarding funding, study and work visas, etc.
- Special sub-committees or posts:
- The MCR Committee may create specific limited-duration posts or ad hoc committees and may appoint thereto as it shall see fit, provided that notification is given at a general meeting. These can include, and have included, RSH representatives, the Robert Saunders House Residents Committee, and the MCR Ball Representative.
- President: the duties of the President shall be:
- Ordinary usage
- The MCR Common Room(s) shall be open for all beneficiaries at all times when College is open. Magazines and newspapers should be kept in the MCR as decided. A suggestions book will be provided.
- The MCR Common Room(s) may be booked (only by beneficiaries) at a set charge decided by the MCR Committee. Each member may book a room only once a term and he/she is responsible for informing the President well in advance so that members may be notified that the room will be occupied. The member is responsible for any damage caused by him/herself or his/her guests and for cleaning and tidying up the room afterwards. Bookings may not be taken on “Guest Nights.” The MCR committee may refuse a booking.
- In accordance with decisions taken at General Meetings, the MCR Committee (on behalf of the MCR) reserves the right for itself to introduce or cancel any such facilities as the MCR members see fit, for example, to operate a bar or to cancel (or order) certain periodicals and/or newspapers. All suggestions for possible services will be considered by the Committee:
- If beneficiaries have a complaint against the MCR, they can seek redress by writing in the suggestions book or communicating to the President their complaint. Complaints that remain unresolved by the Committee shall be referred to the College Advisers. The MCR shall consider and act upon their recommendation(s).
9. Alterations to the Constitution
- Proposals for alterations to the Constitution may be made only at the AGM or at a specifically designated meeting of which no less than one week’s notice must be given. Proposed alterations shall be notified to the representative of Governing Body (the Tutor for Graduates) not less than two weeks before any specially convened meeting. To become effective, amendments must receive a majority of not less than two-thirds of the members present and voting. Amendments must then go forward to Governing Body for its approval. They become effective only after this approval is given.
- Should the Constitution be found ambiguous at any point, or if it fails to cover unforeseen events, the MCR President shall issue a temporary ruling in consultation with the Tutor for Graduates. Thus ruling shall have force until the constitutional ambiguity or vacancy shall have been resolved by the normal process of constitutional alteration, as already defined.
- This constitution shall have effect from the end of Trinity Term 2013.
Appendix A.: Alternative Voting System
- The St. Anne’s College MCR uses the “Alternative Vote” or “AV” system for all elections for its Committee members. This appendix explains how this system operates, and how it shall be used for such elections. It is taken from http://www.electoral-reform.org.uk/votingsystems/avrules.htm.
- Each voter shall have one transferable vote;
- A voter in recording his/her vote on a printed voting paper:
- Must place on his/her voting paper the figure 1 opposite the name of the candidate for whom he/she votes;
- May indicate the order of his/her preference for as many other candidates as he/she pleases by placing against their respective names the figures 2, 3, 4 and so on;
- A voter in recording his vote on a plain voting paper:
- Must write on his/her voting paper the name of the candidate for whom he/she votes;
- May indicate the order of his/her preference for as many other candidates as he/she pleases by writing their names in order of preference;
- The returning officer shall examine the papers and shall sort them into parcels according to the first preference recorded for each candidate, rejecting any that are invalid;
- The returning officer shall count the papers in each such parcel and shall credit each candidate with a number of votes equal to the number of valid papers on which a first preference has been recorded for that candidate;
- If the vote for any one candidate equals or exceeds the votes of all the other candidates combined, that candidate shall be declared elected;
- If not, the returning officer shall exclude together the two or more candidates with the least votes if the total vote of such two or more candidates does not exceed the vote of the candidate next above, otherwise he/she shall exclude the candidate having the fewest votes;
- he papers of the excluded candidates shall be transferred to whichever of the continuing candidates is marked by that voter as his/her next available preference, and the votes thus transferred shall be added to the first preference votes of those candidates;
- Any paper on which no further preference is marked shall be set aside as non-transferable and the total of such papers shall be recorded;
- If when a candidate has to be excluded, two or more candidates have each the same number of votes and are lowest on the poll, the candidate with the lowest number of votes at the earliest stage in the count, at which the candidates in question had an unequal number of votes, shall be excluded’
- If two or more candidates are still equal and lowest, the returning officer shall decide which shall be excluded.
- The expression “first preference” means the figure 1 standing alone opposite the name of a candidate or the name of the candidate given first in the list of order of preference by the voter;
- The expression “valid voting paper” means a voting paper on which a first or only preference is unambiguously expressed;
- . The expression “invalid voting paper” means a voting paper on which no first or only preference is expressed, or on which any first preference is void for uncertainty;
- The expression “continuing candidate” means any candidate not yet excluded;
- The expression “next available preference” means a second or subsequent preference recorded in consecutive numerical order for a continuing candidate, passing over earlier preferences for candidates already excluded
- The expression “transferable paper” means a voting paper on which a next available preference is unambiguously expressed;
- The expression “non-transferable paper” means a voting paper on which no next available preference for a continuing candidate is expressed, or on which any next available preference is void for uncertainty.
Thank you for reading!