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MCR Constitution
There will be a special MCR meeting on Wednesday 21st May 2008 to begin the revision of the MCR Constitution, which has not been updated in the last 8 years! If you have any suggestions for changes that could be made, please email Brenda Tronson, who is drafting the proposed new Constitution on behalf of the Committee. Changes can also be suggested at the meeting, but it will save time if Brenda is able to draft them in advance. Ratified by Governing Body in 8th week of Hilary Term 2000 (March 8) A. Ordinary Members 1. The Ordinary Members of the Middle Common Room, hereinafter known as the MCR, shall be: (a) All graduates of the University of Oxford, hereinafter known as the University, and other Universities who are members of Lincoln College, hereinafter known as the College, and who are undertaking a definite course of advanced study or who are reading for a Final Honour School at the University; (b) All visiting graduate students who are members of the College; (c) All undergraduate members of the College engaged in the final year of a four-year degree course; (d) All members of the College granted Senior Status by the University. B. Special Members 1. Fellows and Lecturers of the College will be Honorary Members of the MCR. It will not be within the competence of the MCR to elect other Honorary Members. 2. (a) Associate Membership of the MCR may be granted, upon approval by the MCR President and the Tutor for Graduates, to the following: (i) former members of the College engaged in post-graduate or post-doctoral work in Oxford within 10 years of matriculation; (ii) spouses or co-habiting partners of Ordinary Members; and (iii) visiting graduate students and other mature scholars who are working with a fellow of the College. (b) The decision to grant Associate Membership to candidates under I/A/2/a/ii and I/A/2/a/iii shall be subject to approval by the Governing Body. (c) Associate Members will: (i) be given access to MCR and sports facilities; (ii) be allowed to dine in Hall; and (iii) be allowed a battels account at a level agreed with the Bursary and reported to Governing Body. (d) A charge of £35 per term should be made for such membership. C. Suspension of Privileges In case of misconduct and/or violation of MCR rules, the Executive Committee may move to suspend a member’s rights at an Ordinary or Extraordinary Meeting. Members whose rights are in question shall be notified, by letter from the Executive Committee, of the motion not later than ten days before the Meeting. Said members must be given the opportunity to appeal to the Executive Committee the tabling of the motion before the posting of the Agenda for that Meeting. If the motion is tabled, said member shall have the right to be heard at the Meeting, and to appeal against an adverse decision to the Tutor for Graduates. D. Policy of non-discrimination This MCR shall not discriminate on the basis of age, colour, disabilities, ethnic origin, family circumstances, gender, national origin, political beliefs, race, religion, sexual orientation and/or socio-economic background. A. Termly Donation The College shall give the MCR a donation each term, the amount to be at the discretion of the Governing Body. B. Expenditure 1. Distribution of expenditure shall be determined by the MCR Executive Committee, although ordinary members shall retain the right to amend executive decisions through motions at MCR meetings. 2. The Social Secretary shall be allocated a budget for MCR Entertainments. 3. The MCR President and Treasurer shall be responsible to the College and to MCR members for all expenditure. ARTICLE III. OFFICERS AND ELECTIONS A. MCR Committees and Officers 1. The Executive Committee shall consist of all executive officers of the MCR. These are, in order of precedence, the President, the Treasurer and the Secretary. 2. The MCR Committee shall consist of all executive and non-executive officers. The non-executive officers are the Social Secretary, the Welfare Officer, the Women’s Officer, the Computing Officer, the Continuity Officer, and any other positions created pursuant to IIIA(3) below. 3. The MCR may create and define other positions by Standing Order approved by majority vote at an ordinary MCR meeting. These positions will be filled by the Executive Committee. B. Elections 1. General. (a) All executive and non-executive positions shall be vacated and filled on an annual basis at a time to be determined by Standing Order. (b) Only Ordinary Members are eligible for MCR office and entitled to vote in elections. (c) All positions are open for election, with the exception of the Continuity Officer, the Computing Officer and positions created under III/A/3. (d) The election of officers shall be by secret ballot and in accordance with the procedure laid down in Standing Orders. 2. Removal from office. (a) Any member of the Executive Committee and any other Officer may be removed from office at any time by an Ordinary or an Extraordinary Meeting. (b) The procedure will be as follows: (i) Motions for the removal of any officer must be proposed and seconded, and submitted to the President not later than 84 hours in advance of the meeting. The said motions must be included in the agenda and posted not later than 72 hours in advance of the meeting. (ii) If the motion for removal is approved, two Returning Officers shall be appointed by majority vote at the same meeting. The Returning Officers shall call a by-election for the vacated post within seven days. (iii) If the President is removed from office, the Treasurer will occupy the chair until a new President is elected. A. General Operations 1. The Executive Committee shall be deemed competent to make regulations for the day-to-day running of the MCR, and shall be consulted on the activities of non-executive officers. 2. The Executive Committee shall be the interpreter of the Constitution. The activities of the Executive Committee are subject to revision by the MCR in Ordinary or Extraordinary Meeting. B. Duties of Executive Officers 1. The President who shall coordinate the activities and chair all meetings of the MCR, and shall attend the Presidents' Conference and other meetings where the MCR is to be represented in University affairs. In addition, he the President shall represent the views of the MCR to the Tutor for Graduates, and shall attend those College Committees open to junior members on terms agreed with the Governing Body. 2. The Treasurer who shall manage the MCR finances, and shall be responsible for the Bar. The Treasurer shall coordinate the donation supplied by the College with the Bursary. The Treasurer shall make the accounts available to any member who wishes to inspect them during the academic year present a copy of the MCR accounts to the Bursar and the Tutor for Graduates once a year at the end of his/her tenure in office. The Treasurer shall also attend those College committees concerned with fees and charges which are open to junior members on terms agreed with the Governing Body. 3. The Secretary who shall keep records of MCR meetings and be responsible for the orderly arrangement of all minutes and documents, which shall be made available to any member who wishes to inspect them. The Secretary shall post the minutes of every MCR meeting on the MCR notice board within a week of the meeting. The Secretary shall be responsible for conducting the housing ballot for returning graduates, and shall submit a complete copy of the year's minutes to the Library or College Archives at the end of Trinity Term. The Secretary shall also be responsible for the provision of stationery, periodicals and newspapers, and shall attend those College Committees concerned with the domestic management of the College which are open to junior members on terms agreed with the Governing Body. C. Duties of Non-Executive Officers 1. The Social Secretary shall plan and organise MCR entertainments. Said organisation will include the formation of an Entertainments Committee. 2. The Welfare Officer shall advise MCR members with matters related to their physical, mental and financial well-being. The Welfare Officer shall provide information on welfare and financial matters, shall act as a link between MCR members and support services within the College and University, and shall coordinate the Mentor Scheme for new MCR members The Welfare Officer shall represent the MCR on the Health and Safety Committee of the College. 3. The Women's Officer shall plan and coordinate policy on women’s issues for the MCR. Additionally, the Women's Officer shall be available to assist individual members, on a strictly confidential basis, in such matters as harassment, discrimination and safety. The Women's Officer shall liaise with the JCR Women's Officer and shall represent the particular interests of female members to the Tutor for Graduates. Only female members may stand for election for this post. 4. The Environment Officer shall organise the recycling scheme of the MCR and shall plan and co-oordinate policy on environmental issues for the MCR. The Environment officer shall represent the MCR at meetings on the Food Committee of the College. 5. The OUSU Representative shall represent the MCR at meetings of the Oxford University Student Union, hereinafter referred to as OUSU. The OUSU Representative shall report to ordinary meetings of the MCR on OUSU decisions that affect the MCR. 6. The Computing Officer shall assist the College Computing Officer in the planning, development and operation of MCR computing facilities. In particular, the Computing Officer shall provide instruction to users and be available for help during regular hours in the MCR Computer Room. The Computing Officer shall liaise with the JCR and College Computing Officers, and represent the computing interests of the MCR to the College. The Computing Officer is appointed on an annual basis by the Executive Committee subject to approval by the Fellow for Computing, and receives an hourly wage determined and paid by the College. 7. The Continuity Officer shall advise the Executive Committee on questions that affect the MCR in the long term. The Continuity Officer shall provide the Executive Committee with information about past practices of the MCR and the College, and shall convene a Continuity Committee at least once a term. The Continuity Officer shall be the Ordinary Member who has served most recently as MCR President. In the event that no such member is available, the Executive Committee shall appoint the most suitable person. D. Meetings 1. At least two Ordinary Meetings shall be called by the President each term, with not less than one week’s notice. 2. Extraordinary Meetings may be called, with not less than 72 hours notice, by the President or by a written request signed by ten Ordinary Members of the MCR. The request and notice shall stipulate the reason(s) for the meeting. 3. Ten Ordinary Members, excluding the Executive Committee, shall constitute a quorum for any Meeting. 4. Advance notice shall be given of motions and they shall be approved by a simple majority. Detailed procedures for meetings shall be in accordance with Standing Orders as determined by a simple majority. E. Constitutional Amendments 1. Amendments to this Constitution shall be made only at General Ordinary Meetings of the MCR, must pass with a two-thirds majority of those present and voting, and are subject to the approval of the College. 2. Proposed amendments to this Constitution shall be included on the agenda, provided to the Tutor for Graduates and posted not less than seventy-two hours in advance of the meeting at which they will be discussed. 3. Motions for amending the Constitution must be received by the President no later than 84 hours before the meeting in which they will be discussed. F. Complaints procedure 1. The President of the MCR shall be responsible to all members for the conduct of the executive and the operation of the common room. 2. Any complaints, questions, or suggestions shall, in the first instance, be sent directly to the President. 3. The President shall distribute the various complaints, questions, and suggestions to the relevant MCR officers. The President shall, however, be ultimately responsible for addressing these matters. 4. MCR members not satisfied by the internal common room complaints procedure may address their concerns to the relevant College officers. A. The College provides for the use of the MCR the L-shaped set X:II, and storage space for the MCR cellar; heat and light; maintenance and refurbishing; and the cost of cleaning for the same. Alterations to these arrangements will not be considered by the Governing Body without thorough consultation with the MCR Executive Committee. B. The MCR will not make any material change in the furnishing or decoration of those facilities without the consent of the College. C. The Mary Lasker Room and the Quincentenary Room will be available to the MCR when neither is in use for purposes approved by the Dean. D. The MCR itself will normally provide newspapers and periodicals, stationery, bar facilities and coffee, and a television for the use of its members. On four evenings each term, an appropriate College dining room will be reserved for a dinner to which members of the MCR may come and bring guests. A. MCR facilities will be open to Members during vacations. B. The facilities provided during the vacations may be restricted at the discretion of the Executive Committee, in consultation with the College. STANDING ORDERS AND POLICIES OF THE MIDDLE COMMON ROOM
1. PROCEDURE FOR THE ELECTION OF OFFICERS A. Ballots 1. Aside from legibly listing candidates for each office, with clearly corresponding boxes for indicating preferences, ballots must legibly instruct electors as follows: "Voters must put the figure `1' against the Candidate for each office who is their first choice, `2' against their second preference, `3' against their third, etc., continuing to indicate preference until they are indifferent among the remaining candidates. "A ballot paper will be VOID if the figure `1' appears more than once for each office, or if it is not indicated at all, or if the preference is not reasonably intelligible. "Each ballot paper must be placed by the voter into the ballot box in the MCR during the hours set aside for this purpose. Voters must present photo identification before being issued with a ballot paper. A Returning Officer must make a distinctive mark on the ballot paper upon issue. Voters must sign a sheet against their name as they vote."
B. Procedures for the Ballot Count 1. The returning Officer (henceforth RO) and Deputy Returning Officer(s) (henceforth DRO), appointed per the stipulations of II.C.4 of the Constitution, shall sort the ballots for each office as follows: 2. FIRST ROUND: Each candidate is assigned a score representing the sum of his/her first preference votes. The number of empty, spoilt or void ballots for that office is also recorded. These totals are placed on a Results Sheet. 3. The total number of first-preference votes of all candidates (excluding empty, spoilt, or void ballots) is divided by two. This result is known as the Quota for the first round, and is indicated on the Results Sheet. 4. If any candidate's score exceeds the quota, he/she is elected. It should be noted that when only two candidates contest an office, this first round procedure will not differ in results from a simple majority voting system. 5. If no candidate's score exceeds the quota, then the candidate with the lowest score is eliminated form the running. The Second preference votes among those ballots indicating a first-preference vote for the eliminated candidate are indicated on the Results Sheet and added (at full value) to the scores of the preferred remaining candidates. Those ballots for which a second preference cannot be assigned are recorded on the Results Sheet and are added to the total of void ballots. 6. SUBSEQUENT ROUNDS: The new vote totals per candidate are summed, and divided by two. This number now becomes the new quota, and is recorded on the Results Sheet. 7. If any candidates's score exceeds the quota, he/she is elected. 8. If no candidate's score exceeds the quota, then the candidate with the lowest score is eliminated form the running. The second-preference votes among those ballot indicating a first-preference vote for the eliminated candidate are indicated on the Result Sheet and distributed (at full value) among the remaining candidates. If the second-preference votes are assigned to already-eliminated candidates, third-preference votes are used (at full value), and so on. Those ballots for which no alternative preference can be assigned are recorded on the Result Sheet and added to the total of void ballots. 9. Rounds will continue until any candidate's score exceeds the quota,and he/she is elected. C. Counts and Recounts 1. Ballot counts for all offices must be performed once by the DRO and a second time by the RO. If the same result is obtained each time, the result may be announced. If not, counts must proceed until two successive counts agree as to result. 2. The RO may initiate recounts at his/her discretion at any time. 3. Any candidate shall be granted a full recount of the ballots pertaining to his/her office, if the request for such a recount is delivered by the candidate in writing or by telephone to the RO within 24 hours of the first posting of the election results on the MCR notice board. D. Ties 1. After two successive counts have determined the existence of a tie, the RO and the DRO must jointly determine whether or not any tied candidate would gain election of another were eliminated first, indicating the hypothetical results clearly on the Results Sheet. If no tied candidate would be able to gain election in any of these cases, all tied candidates are eliminated, their alternative votes being distributed according to B.8 above. If any tied candidate would gain election if the other tied candidates were first eliminated, he/she is elected; if not, a tie is declared and the election must be re-held. E. By-elections 1. If an officer for any reason must resign his/her post, or is removed from office by a motion of recall (per II.C.9 of the Constitution), the most senior MCR officer remaining assumes the vacant post until a returning officer can be named and an election held. 2. If the office is vacated before the start of Hilary High Term, a by-election must be held; otherwise the most senior remaining officer may hold the vacant post until the Trinity Term elections. 3. If the office is vacated before the start of Hilary High Term, a special MCR meeting, before which all nominations for candidates must be entered and seconded, and at which Returning Officer(s) must be elected, must be held in the first week of Hilary High Term. 4. Notice of the election, including names of candidates and the posts for which they are standing, must be delivered to MCR members' pigeonholes by Tuesday of Second Week in Hilary Term. Voting shall be by secret ballot in the MCR between the hours of 12 pm and 2 pm and between 6.30 and 8.30 pm each day, from Monday to Saturday of Third Week of Hilary Term each year. Ballots must be counted by Monday of Fourth week. 5. At the discretion of the most senior remaining officer, a by-election may be held for the vacant post in Michaelmas High Term, the weekly deadlines of the above sections E.3-4 corresponding exactly. F. Amendments 1. These Standing Orders of Procedure for Election of Officers may be amended only with a two-thirds vote by a duly constituted meeting of the MCR, and are subject to the approval of the College.
II. STANDING ORDERS PASSED BY ORDINARY MOTIONS A. Maintenance of MCR facilities 1. Smoking in any of the three rooms of the MCR is strictly forbidden [motion of 8.3.1988]. 2. The Bar Scheme shall be suspended is expenditures for the Bar exceed revenues by 25% or more [motion of 17.10.1988]. 3. The MCR will provide a television and a video recorder for the use of its members on a yearly basis [motion of 21.6.1988].
4. Each year the MCR will set aside a per capita amount, to be put in a fund earmarked for maintenance. The amount on 1990 per [fees-paying] student, and this will increase each year in proportion to the nor,al per capita increase in subsidy. This fund will be used only for maintenance and the purchase of furniture. The College will match the amount to be used from the fund each time a major purchase is contemplated. [per the Governing Body Minutes of the College, 14.2.1990] 5. The cost of maintaining a laser-printing facility in the MCR Computer room will be borne by the users of the service, and will be accounted separately in the MCR books [per agreement with the College, 21.11.1990]
B. Other Orders 1. The MCR will maintain an affiliation with Amnesty International [motion of 8.3.1988] 2. The MCR encourages the College to recruit a greater proportion of female graduates [motion of 17.10.1988] 3. Appropriate after-dinner entertainment will be provided at MCR dinners [motion of 30.11.1988]
III. STANDING ORDERS BY DECISION OF THE EXECUTIVE COMMITTEE A. Other Officers 1. The Executive Committee will appoint a Bar Steward, who in consultation with the Treasurer and with other member of he Executive Committee will be responsible for stoking and maintaining the MCR Bar. 2. The Executive Committee will appoint am MCR Video Czar, who shall be authorised to hire and screen videos on specified MCR Video nights. 3. The Executive Committee will appoint a Recycling Officer, who will maintain an MCR recycling programme for newspaper, aluminium and other material. B. MCR Finances 1. Members who cannot be batteled for expenses payable to the MCR are not allowed to participate in the Bar Scheme or in any subscription even except by prior arrangement with the Executive Committee. 2. Sign-up sheets for MCR events will stipulate closing dates for subscription to events. Members who have subscribed to MCR-sponsored events on the closing date will be batteled for tem cost of the event, if held, whether they participate of not.
C. Miscellaneous 1. A suggestions box will be maintained in tem MCR; only signed suggestions will be considered by the Committee. 2. Hustings will be held for all positions prior to MCR elections. 3 Viewing of broadcast television programmes is granted preference over the viewing of videos, except on previously scheduled MCR video nights. 4 MCR Dinners: the Dinner Book is placed in the MCR a 7 pm on the Wednesday preceding the dinner. Members may sign for one guest, unless otherwise stated, but not for other members. Members may not attend more than 2 dinners a term, unless the term's final dinner is not fully booked by Friday afternoon. 5. MCR/Fellows' Lunches: The Lunch Book will be placed in the MCR at 7 pm on the Thursday preceding the lunch. Members may sign for one guest, unless otherwise stated, but not for other members. Members are encouraged to invite SCR members and College staff as guests as often as possible. Members may not attend more than two lunches a term, unless the term's final lunch is not fully booked by Monday noon. |
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