Christ's College Students’ Union Constitution and Standing Orders CCSU Constitution I. General 1. Terms used. In this constitution the expression "GB" shall mean the Governing Body of Christ's College; the expression "CCSU" shall mean the students' union of Christ's College; the expression "Exec" shall mean the Executive Committee of the CCSU; the term "OM" shall mean an Open Meeting of the CCSU and the expression "affiliation to external organisation" shall include any form of membership of, or formal association with, an organisation the purposes of which are not confined to purposes connected to the College. 2. Alterations. No alteration shall be made to any part of this constitution without the approval of the GB. Any alteration to any part of this constitution shall be in accordance with the Education Act of 1994. 3. Review. This Constitution shall be submitted to the GB for review in accordance with the Education Act 1994, within twelve months and at intervals of not more than five years thereafter. 4. Conduct. The CCSU shall act in a fair and democratic manner in accordance with the Education Act 1994. 5. Membership. The membership of the CCSU shall be those matriculated graduates and undergraduates of Christ's College, subject to the right not to be a member as described in I.6 below. 6. Right not to be a member. a) Any person qualified to be a member of the CCSU may, by written notice, declare that he or she does not wish to be a member, and that person shall not be a member of the CCSU for that academic year. Such written notice shall be served upon the President of the CCSU within one week of the commencement of the Michaelmas Term. b) Any graduate or undergraduate member of the College who exercises the right not to be a member of the CCSU shall not be unfairly disadvantaged with regard to the provision of services or otherwise. 7. Object. The object of the CCSU shall be to promote the interests of its members as determined by its members, within the bounds permitted by Charity Law. 8. Interpretation. In the event of any dispute arising as to the interpretation of the provisions of this Constitution, the ruling of the Master of Christ's College shall be final. II. The Executive Committee 1. Purpose. The Exec shall be responsible for pursuing such objects as are dictated by OMs or referenda, for the administration of the CCSU's finances, and for the organisation of the CCSU's activities. 2. Composition The Exec shall consist of the President of the CCSU; the Vice-President of CCSU (the Secretary as described in the College Statutes, whose role will include that of External Officer); the Treasurer; the Access Officer; the Entertainment Officer; the Women’s Officer; the Welfare Officer; the Green Officer; the Charities Officer; the Publicity Officer; two First Year Representatives, one of whom shall assume the role of Machines Officer; and the International Students’ Representative. The Exec shall also include a LBGT Representative co-opted by a simple majority vote of the Exec. The Exec shall also include one Graduate Representative, who shall be an elected member of the Committee of the Christ’s College Graduate Society and shall attend meetings of the Exec when relevant matters are to be discussed. The Exec also has the power to co-opt further members onto the Executive Committee by a simple majority vote, as long as the size of the Executive Committee does not exceed sixteen. Either the Welfare Officer or the Access Officer shall assume the position of Disabilities Officer. A male officer on the Exec will be mandated to fulfil the role of Men’s Officer in the following order of preference: first, the Welfare Officer; secondly, the Vice President; thirdly, a male officer of the Exec’s choice. If all members of the Exec are female, a Men’s Officer shall be co-opted onto the Committee. 3. Tenure. The members of the Exec shall serve from the Michaelmas Term elections until the Michaelmas Term elections the following year. 4. Quorum. The quorum for Exec meetings shall be five members, including the President or his/her nominee, who shall chair the meetings. 5. Voting All members of the Exec may vote, including the LBGT representative, but excluding the Graduate Representative and any other co-opted members of the Exec. In the event of a tie, a motion shall not be passed. 6. Minutes. Minutes of all Exec meetings shall be taken and published to all members of the Exec, and any others present at the meeting, before the next Exec meeting. 7. Attendance. Any member of the CCSU may attend Exec meetings, and may speak with the permission of the Chair, but non-Exec members may not vote. 8. Frequency. There shall be at least four Exec meetings each term. The time and venue of the meeting shall be published with the minutes of the previous meeting. 9. Termination of Office. An Exec post shall fall vacant whenever an officer resigns his/her post (either through his/her own volition or following a vote of no-confidence (III.l0)), or ceases to be a member of the CCSU, or if a member of the exec elected by the JCR fails to attend 3 exec or open meetings without prior apologies being received by the President or Vice-President , except in the case of extenuating circumstances. In these cases, a bye-election shall be held (V.9). III. The Open Meeting 1. Sovereignty. Except as otherwise provided in this constitution, the OM shall be the sovereign body of the CCSU. 2. Frequency. The Exec shall convene at least three OM in each of the Michaelmas and Lent Full Terms and at least one OM in the Easter Full Term. An OM must be convened within ten days if a written request is received, signed by at least forty members of the CCSU, unless there are fewer than ten days of Full Term remaining, in which case the meeting shall take place within ten days of the start of the next Full Term. 3. Quorum. The quorum for an OM shall be twenty-five members of the CCSU, unless the OM is debating amendments to the constitution or standing orders, or votes of no confidence in any members of the Exec or the Finance Committee, for which motions the quorum shall be forty members of the CCSU. 4. Standing orders. Meetings shall be carried out in accordance with standing orders. A quorum of forty at an open meeting, with a two-thirds majority are needed to amend standing orders. 5. Amendments. Amendments to motions shall be carried out in accordance with the standing orders. 6. Publicity. Open meetings shall be publicised in accordance with the standing orders. 7. Minutes. Minutes shall be taken and publicised in accordance with the standing orders. 8. Agenda. The order of business at an open meeting shall be as defined as in the standing orders. 9. Chair. The Chair shall be as defined under the standing orders. 10. Voting. Voting shall be by a show of hands. The Chair shall appoint two tellers from the Exec. A recount shall be held if the tellers disagree on the decision, or the Chair deems it necessary. Constitutional and standing order amendments and votes of no confidence require a two-thirds majority of those present and entitled to vote; for other votes, a simple majority of those voting is required. 11. Votes of no confidence. If there is dissatisfaction with any or all of the members of the Exec or the Finance Committee, a motion of no confidence may be submitted to the OM. A quorum of forty is required, and a two- thirds majority of those present and entitled to vote is necessary to carry the motion, and voting shall be conducted by secret ballot. If the motion is carried, those in whom the meeting has no confidence are thereupon deprived of office. A bye-election shall then be held (V.9). 12. Emergency motions. Emergency motions are dealt with in accordance with the standing orders. 13. Emergency Open Meetings. An Emergency OM (EOM) can be called by the Exec at any time, and must be called within 24 hours of receiving a petition of at least 10% of the total voting membership of the CCSU (rounded to the nearest whole number). EOMs must be publicised immediately, and may only discuss the motion(s) for which they have been called. The quorum for an EOM shall be forty members of the CCSU. 14. Policy. Any policy passed at an open or exec meeting shall stand for a period of three years. IV. Finances 1. Treasurer. The finances of the CCSU shall be supervised by the Treasurer who shall be assisted by the Finance Committee. 2. Finance Committee. The Finance Committee shall comprise the President, four undergraduates, one representative of the Graduate Society who shall be appointed by that body, a Senior Treasurer, and a nominee of the GB who shall chair the meeting but shall not vote. The tenure of the Junior members shall be as for Exec members. Any member of the CCSU may attend Finance Committee meetings and may speak with permission of the Chair, but non-Committee members may not vote. In addition, the Treasurer shall give seven days' notice of the time and place of each meeting to the Secretaries (or equivalent) of all Christ's College clubs and societies. The Finance Committee shall meet at least twice a year. 3. Senior Treasurer. There shall be a Senior Treasurer, who shall be a Fellow of Christ’s College, appointed by the Exec. S/he shall advise the Treasurer and the Finance Committee and ensure that all expenditure has OM approval. 4. Budget. The Treasurer shall draft a budget for the CCSU at the beginning of the year with the assistance of the Finance Committee, to be presented at the first OM of the year. The budget must be published as an Exec motion. The budget shall be taken as a whole, and if passed, shall then be submitted to the Undergraduate Liaison Committee for approval. A representative of the Graduate Society (who shall be the Treasurer in the first instance) shall be present at the Liaison Committee meeting for this item. If approved, the budget shall authorise expenditure for the clubs concerned up to the amount specified. Funds must be applied for through the Treasurer. At this OM the current list of affiliations shall be submitted for approval by members. 5. Expenditure. Any proposals for expenditure shall be subject to OM approval. A budget may not be set until a detailed breakdown of all maintenance costs paid for by the CCSU to the College has been approved item-by-item by the Finance Committee. The Exec may suspend payment of any sum of money voted on by an OM until payment is ratified by a second OM. 6. Overspending. The Treasurer shall refuse to make funds available over and above that agreed by an OM. Any expected overspend requires consultation with the Finance Committee, and further OM approval. 7. Eligibility of clubs. For inclusion as one of the Amalgamated Clubs, a club must submit a constitution to be approved by an OM. The club must be open to all members of the CCSU. All amalgamated clubs must have their status reviewed by the Finance Committee every three years. 8. Accounts. CCSU’s accounting year shall coincide with the College’s financial year. The CCSU Treasurer shall prepare accounts each year showing the income and expenditure in the accounting year; the balances at the end of the year; a brief financial report; and details of any donations made by the CCSU to external organizations in the accounting year. The Bursar will arrange for the accounts to be reviewed by the College’s auditors. The accounts and reports shall be presented to the undergraduate Liaison Committee no later than the Lent Term following the accounting year end. 9. Financial report. The CCSU shall publish annually to all undergraduate and graduate student members of the College the accounts, the financial report and the details of donations made by CCSU to any external organizations. Publication may be by electronic means or in paper format, at the discretion of the CCSU. 10. Procedure for allocating resources. The CCSU shall set down in writing, and make freely accessible to all undergraduate and graduate student members of the College, and the GB, a statement of the procedure for allocating resources to groups and clubs, ensuring that the procedure is fair. 11. Long-term financial contracts. If the CCSU wishes to enter into any long-tern financial contract, this must be approved by both OM and a meeting of the Finance Committee. V. Elections 1. Method. Voting and counting shall be by single transferable vote if 3 or more people are standing for the same position, otherwise a first-past-the-post system will be adopted. 2. Election Dates. There shall be an election in the fifth week of Michaelmas term for the posts of the President of CCSU, the Vice-President of CCSU, the Treasurer, the Entertainments Officer and the Women’s Officer. There shall be an election in sixth week of Michaelmas term for the posts of Welfare Officer, Green Officer, Charities Officer, Publicity Officer, two First Year Representatives. The first elections shall be at least five days before the second. The four ordinary members of the Finance Committee shall be elected together as and when required. 3. Franchise. The elections shall be by secret ballot in which all members are entitled to vote. Only women may vote for the post of Women’s Officer and only undergraduates in their first year may vote for the First-year Representatives. 4. Candidature. No member of the CCSU may stand for more than one post in either of the two sets of elections. No member of the CCSU may hold more than one post at a time. Any member of the CCSU may stand for election, but only women may stand for the post of Women’s Officer, and only undergraduates in their first year may stand for the posts of First-year Representatives. 5. Returning Officer. The Returning Officer shall be a Fellow of the College, appointed by the GB, who shall be assisted by one or more members of the CCSU not standing in the election or proposing or seconding a candidate for election, and appointed by the Exec for the purpose and to whom may be delegated specific duties. 6. Duties of the Junior Returning Officer The Junior Returning Officer shall open nominations ten days before the election and close them three days before the election. Nominations must be proposed and seconded by members of the CCSU, and bear the signature of the nominee showing his or her consent. The location and times of the election and count shall be published at least twenty-four hours in advance. Any member of the CCSU may attend the count. The Junior Returning Officer shall publish the results of the election as soon as possible. 7. Voting procedure. Voting must be carried out in person. The poll must be open for at least four hours and shall be supervised by at least two Exec members at all times. All ballot papers shall be stamped with a CCSU authorised stamp upon issue. Spoilt papers must be placed in the ballot box by the supervisors marked "SPOILT'. The voter may then be issued with a further paper at the discretion of the supervisors. 8. Indeterminate elections. If for any reason a result is indeterminate, another election for the posts concerned shall be held with the appropriate franchise in no fewer than three and no more than seven days. No additional candidates may stand. 9. Bye-elections. If a post falls vacant for any reason a bye-election shall be held in no fewer than seven days and no more than twelve days, under the above procedure. 10. Referenda. A referendum shall be organised by the Exec at its discretion, or if at least fifty members of the CCSU request one in writing. In the latter case, it shall take place within ten days of receipt of the request. If the motion is approved by an overall majority of the CCSU members, then it shall become CCSU policy, and override any OM motions (passed both before and after the date of the referendum) to the contrary until the end of the academic year in which it was held. 11. Sabbaticals. There shall be no sabbatical or paid, elected office in the CCSU contrary to the provisions of the Education Act 1994. VI. Representation 1. GB representatives. The President and Vice-President shall be proposed as representatives on the GB during their period of office (as shall the President of the Graduate Society). Two other undergraduates’ representatives will serve as representatives of the CCSU. These representatives shall be members of the Exec and shall be nominated by the undergraduate members of the Exec. 2. Undergraduate Liaison Committee representatives. The Undergraduate Liaison Committee representatives for each Liaison Committee meeting shall be chosen from those undergraduate members of the Exec able to represent the CCSU most accurately on the issues to be discussed. The representatives of the CCSU for any one meeting shall not exceed eight in number. 3. Christ’s College Graduate Society Liaison Committee. At least once a term, representatives from the Exec shall meet with representatives from the Committee of the Christ’s College Graduate Society to discuss matters of mutual interest and concern, thereby promoting good relations between the undergraduate and graduate members of CCSU and co-ordinating policy where necessary and appropriate. There shall be a minimum of two and a maximum of five representatives from the Exec for any one meeting. 4. Other CCSU representation. A CCSU representative on each of the Health and Safety Committee, the Library Committee, the Maintenance Committee, and the Energy Committee shall be appointed by the Exec after the Michaelmas Term elections. Any member of the CCSU is eligible to sit on these committees, and, if required, the same person may sit on more than one of them. 5. CUSU representation. The CCSU's representatives on the Cambridge University Students' Union (CUSU) Council shall be the President, External Officer and one representative of the Graduate Society .The External Officer is also responsible for the liaison between the CCSU and the National Union of Students (NUS). 6. Policy. The CCSU representatives on CUSU Council must vote in accordance with CCSU policy as determined by an OM. The Exec shall determine any other CUSU motions to be brought forward to an OM. 7. Finance Committee Senior Representatives. The Finance Committee (IV.2) shall be chaired by a nominee of the GB who shall not vote. 8. Sub-committees. The Ents Officer shall appoint an Entertainment Sub-committee which shall help him or her to organise College events and entertainment. The appointments are subject to the approval of the Exec and shall be publicised to the entire College. The Exec may appoint other sub-committees to advise it. All Exec members are to be informed of the times and venues of such committee meetings giving as much advance notice as possible. All Exec members shall be entitled to vote at such committee meetings. All posts on such committees shall lapse at the Michaelmas Term elections. 9. Banners. Any banner associated with the CCSU shall only be displayed in public with prior consent of the Exec or an OM. VII. Affiliation to External Organisations 1. Notice of affiliation. If the CCSU decides to become affiliated to any external organisation, it shall publish to all undergraduate and graduate student members of the College, and to the Undergraduate Liaison Committee, a notice of this decision stating the name of the organisation and the details of any subscription or similar fee paid and any donation made or proposed to be made to the organisation. 2. Annual report. The CCSU shall publish annually to an undergraduate and graduate members of the College, and to the Undergraduate Liaison Committee, a report stating the names of all the external organisations to which it is affiliated and the details of any subscription or similar fee paid, and of any donation made or proposed to be made, to the organisations in the year covered by the report. 3. Challenge to continued affiliation. Upon the request of at least four percent of its members, a list of the organisations to which the CCSU is affiliated will be published. If at least four percent of the members so require, the question of continued affiliation to any particular organisation shall be decided upon in a secret ballot in which all members will be entitled to vote. VIII. Grievances 1. General complaint procedure. All undergraduate and graduate student members of the College or groups of such members who are dissatisfied in their dealings with the CCSU, or claim to have been unfairly disadvantaged by reason of having exercised the right not to be a member of the CCSU, may prefer a complaint to the President of the CCSU. An appeal shall lie from the President of the CCSU to a Fellow, appointed for this purpose by the Master, and who may not delegate responsibility for hearing the appeal. The GB shall have the power to provide such effective remedy as they consider appropriate, if any, when a complaint is upheld. 2. Financial complaint procedure. Any undergraduate or graduate member of the CCSU may object to items of expenditure by preferring a complaint to the President of the CCSU. An appeal shall lie from the President of the CCSU to a Fellow, appointed for this purpose by the Master, and who may not delegate his responsibility for hearing the appeal. The GB shall have the power to provide such effective remedy as they consider appropriate, if any, when a complaint is upheld. CCSU Standing Orders (cf. Article III.4 of the CCSU Constitution) A1. Submission of Motions and Amendments to CCSU Open Meetings (i) There are four types of motions that may be considered at CCSU Open Meetings: 1. Constitutional Motions, which must be submitted to the Vice-President not less than seven days before the Open Meeting. 2. Ordinary Motions, which must be submitted to the Vice-President not less than three days before the Open Meeting. 3. Emergency Motions, which must be submitted to the Chair prior to the beginning of the meeting. The Open Meeting shall decide by a two-thirds majority whether it wishes to consider this motion at this meeting or whether it must be re-submitted to the next meeting as an ordinary motion. Cf. Article III.11 of the CCSU Constitution. 4. Procedural Motions are motions which affect the actual conduct of the meeting. They are proposed during the meeting. See Standing Orders A4 below. (ii) Amendments to Constitutional Motions must be submitted to the Chair prior to the beginning of the Open Meeting. (iii) Amendments to Ordinary Motions and Emergency Motions may be submitted (in writing, detailing proposer and seconder) to the Chair during the course of the meeting, although ideally they should be submitted before. (iv) Motions must be submitted either in writing or by e-mail. They must be proposed and seconded by members of CCSU, or by the CCSU Executive Committee collectively. A motion can be withdrawn at any stage by its proposers. A2. Time limits in the debate (i) The Chair and Chair’s aid may if they consider it appropriate impose a time limit or ‘guillotine’ on the individual motions or on the meeting as a whole. (ii) Such a guillotine may be overturned at any point by passing a procedural motion (see A4 (iii) 4, below). A3. Procedure of debate for Motions and Amendments (i) The proposer of the motion (or someone s/he nominates) makes the proposing speech. The Chair may if s/he wishes impose a guillotine on this speech. (ii) The Chair then asks for speeches against and for the motion, in alternation, keeping the debate balanced. (iii) It is possible at any point to ask a question ‘to’ the motion, directed either at the Proposer, or at the Chair, for clarification of applicability/procedure. (iv) If an amendment has been submitted, and it is not immediately accepted by the proposer(s) into the substantive (main motion), it is debated immediately after the preliminary proposing speech. (v) If an amendment is passed by the Open Meeting, or if it is accepted by the proposers of the main motion, it immediately passes into the main motion. (vi) The debate ends when either a speech is not taken (i.e. the debate cannot be further balanced), or if a Procedural Motion to move to a vote is passed (see A4 (ii) 2, below), or when the ‘guillotine’ falls. (vii) The proposer of the motion then has the chance to give a (one-minute) summation speech before the vote is taken. (viii) Only CCSU Members are eligible to speak and vote. If a non-CCSU member is in attendance at the meeting, a simple majority of the Open Meeting may allow him/her to speak. A4. Procedural Motions (i) There are eleven Procedural Motions that may be proposed by any CCSU member during the debate. (ii) The following seven procedural motions may be proposed during the discussion of a motion or amendment. They may only be considered if there has been at least one speech in favour and one speech against the motion or amendment. Procedural Motions take precedence over speeches, and are listed here in order or priority. 1. That the question should not be put. This means that the motion or amendment should not be considered by the Open Meeting. This can only be used if the content of the motion or amendment is likely to cause offence, or if the resolutions are in any case not possible/applicable. 2. That the motion/amendment should be voted on immediately. 3. That the matter should be referred back to the CCSU Executive Committee. 4. That the motion or amendment should be voted on in parts (see below for an explanation of how this works). 5. That part of the motion or amendment should be deleted. 6. That a specified part of the Standing Orders should be suspended for a stated duration no longer than that of the meeting 7. To recommence standing orders following their suspension. (iii) The following four Procedural Motions can be proposed on a point of order at any time during a meeting: 1. A request for a Chair’s ruling, which must be given at once. 2. A challenge to a Chair’s ruling. 3. A motion that the Chairperson should leave the Chair for the rest of the Open Meeting. If this is passed, the CCSU Executive must then elect a new Chair (see below for an explanation of the procedure for considering this motion). 4. A motion that the ‘guillotine’ should be extended for a specified period. (iv) Procedural Motions are voted on after one speech in favour and one speech against (of not more than 30 seconds each). They require a simple majority (there is no quoracy for Procedural Motions). (v) If a motion is taken in parts, each part is debated and voted on separately; if passed quorately then each part becomes CCSU Policy, which stands for three years (cf. item 44 of the CCSU Constitution). If an amendment is taken in parts, each part is debated and voted on separately; if passed quorately the part then becomes an amendment to the substantive (main motion being considered). (vi) In the case of procedural motion A4 (iii) 3, the Chairperson must handover the Chair to another member of the Executive. The Chairperson should be allowed to make the speech against the motion. (vii) Points of order may not be raised during a speech, nor during the taking of a vote unless they relate specifically to the procedure of that vote or speech. A5. The Chairperson (i) Open Meetings are chaired by a member of the CCSU Executive. (ii) There will also be a Chair’s Aid from the CCSU Executive. (iii) The Chair cannot participate in the debate, and cannot vote, except in the case of a tie in which case s/he has the casting vote. If s/he wishes to speak on any motion/amendment, s/he must leave the Chair and hand it over to the Chair’s Aid while taking the floor. (iv) It is the responsibility of the Chair to ensure that the Open Meeting is carried out in accordance with the Standing Orders and Constitution. If there is ever any confusion or uncertainty about the exact meaning of a particular Standing Order, the Chairperson will make a ‘Chair’s ruling’ and the Open Meeting will continue. (v) For details of how to challenge a chair’s ruling, or how to elect a new Chairperson, see A4 (iii) 2-3 (Procedural Motions, above). A6. Restrictions on Offensive Comments (i) Anyone making a racist, sexist, homophobic or other bigoted remark shall be asked by the Chairperson to withdraw that remark, and if s/he refuses to do so, s/he may be asked to leave the Open Meeting. If so asked that person may if they may challenge this ruling as under standing order A4 iii. 2. This is the only action they may take after such a ruling has been passed and if their challenge is unsuccessful they must leave immediately. B. Publicity for open meetings (i) Notice of an OM shall be published at least seven days in advance, stating: 1. The time and venue of the OM. 2. The deadline for motions, which shall be as in A1 i. 3. The receiver of motions, who shall normally be the Vice-President or his/her nominee. (ii) Motions must be published not less than 48 hours before the meeting. C. Agenda order for Open Meetings The order of business at OMs shall be as follows: 1. The meeting shall be declared open. 2. The minutes of the last meeting shall be discussed and voted upon. 3. Matters arising from the minutes of the meeting shall be discussed. 4. Reports from officers, representatives and committees of the CCSU shall be given and discussed. 5. Questions to the Exec. 6. Motions shall be discussed and voted on. 7. Emergency motions. 8. Any other business. D. Minutes (i) A member of the Exec shall be appointed to take minutes. (ii) The minutes of an OM shall be published at least seventy-two hours before the next OM. [CONSTITUTION AND STANDING ORDERS END] · POINTS THAT SHOULD BE CONSIDERED FOR AMENDMENT: o V.4 – This needs to be clarified. If X wants to stand for Women’s Officer and loses the election, can she stand for Welfare Officer the following week? o VI.4 – The energy committee no longer exists, and so reference to this should be removed. · Please note: a few typographical errors were removed by Laurie Scher and Dr Halstead in September 2005. To see the errors which were removed, please email Laurie Scher at lss28@cam.ac.uk.