Falkner Eggington Court Constitution

(Correct as of changes made at the HGM on 19/2/2008 )

1. Hall Membership
2. Committee Membership
3. Committee Meetings
4. Hall Meetings
5. Voting At HGM's
6. Complaints Procedure
7. Vote of No Confidence
8. Committee Elections
9. Special Circumstances
10. Amending the Contitution
11. Job Descriptions
12. Senior Treasurer
13. Falkner-Eggington Court Awards
14. Hall DVD Collection
Appendix A

1. HALL MEMBERSHIP
1.1. General Membership
1.1.1. All members of hall should pay an annual membership of £40, payable at the start of the academic year.
1.1.2. Those who do not join the hall until the second or third term will be asked to pay every remaining term in hall. If they arrive half way through a term they do not have to pay for that term.
1.1.3. Membership of the hall entitles you to:
1.1.3.1. Use of the TV Room including the TV, DVD, Video and Sky.
1.1.3.2. Use of the Games Room including Pool and Table Tennis.
1.1.3.3. Use of committee supplied facilities including Quad Ironing Boards and Irons.
1.1.3.4. Ability to borrow the hall video recorder(s), videos and DVD's.
1.1.3.5. Subsidised trips arranged by committee.
1.1.3.6. Play sports for hall and use the kit.
1.1.3.7. Vote at HGM's and committee elections.
1.1.3.8. Stand for hall committee.
1.1.4. Non-members may come on trips, but are required to pay the full-unsubsidised price (to the discretion of the orgaiser).
1.1.5. The warden, assistant warden, sub-wardens, supervisor and other senior members of hall are honorary members of hall and therefore pay no subscription.
1.1.6. Refunds can only be given if people leave the hall, but as from week five of the first term they will only be refunded one third of the membership fee for every remaining full term.
1.2.1 People living out of hall can be an affiliated member if they do not live in hall for the duration of their membership. All affiliates must be members of the university.
1.2.2 Affiliation will run from the start of semester one until the end of semester two of a specific academic year. Affiliation can be paid for in advance of the coming academic year.
1.2.3 Affiliated members will be able to represent Falk-Egg in all hall activities including RAG, IMS and Quad Football.
1.2.4 Affiliated members will be able to attend hall socials such as Balls, street party, fresher’s/returners week, refresher’s week and finalist’s week etc at a subsidised rate - subject to availability of tickets.
1.2.5 Affiliated members will be able vote at committee elections, apply to be a fresher’s helper and run for the Out of Halls position on Committee if remaining out of halls for the whole elected term.
1.2.6 Affiliated members will also be able to purchase hall stash.
1.2.7. Affiliated members can use the TV Room and games room.
1.2.8 Affiliation will cost £15

2. COMMITTEE MEMBERSHIP
2.1. All hall committee members should ensure that they have the time to be involved with committee activities. A vote of no confidence will be brought against a member if:
2.1.1. They miss more than three committee meetings in a row and five in a term without good reason. Simply going home is not enough.
2.1.2. They miss more than half the subcommittee meetings that they are expected to attend without good reason.
2.1.3. They do not fulfil their role as defined in their job description.
2.1.4. If numerous members of the hall complain about them.
2.2. If a member is unable to attend a meeting they are to give notification to the Chair/Vice Chair three days before the meeting and to submit a written report to be read out at the meeting if necessary.
2.3. If a member misses a meeting they are expected to find out the details from the Chair/Vice Chair or fellow secretary in the case of subcommittee meetings.
2.4 From November hustings 2007 with the exception of Out Of Halls Rep any person on committee must be living in hall for the duration of their elected term. Quad reps must live in their quad from the start of the following academic year after elected until the end of their elected term (Nov or Feb).

3. COMMITTEE MEETINGS
3.1. Committee meetings can be called at any time by any member of committee by notifying the Chair/Vice Chair. At least one day's notice should be given. An agenda must be submitted upon request.
3.2. Committee meetings are in quorum when at least half of the committee are present (including the Chair or Vice Chair).
3.3. Every motion should be proposed and seconded.
3.4. The proposer and seconder can no longer vote.
3.5. The motion can be carried on a half majority (rounding up).
3.6. The chair cannot vote except in the event of a tie when the Chair has the casting vote.
3.7. If three of the committee request it a secret ballot is acceptable.

4. HALL MEETINGS
4.1. Hall meetings will take place once each semester at a time decided by the committee in association with the Warden. During the year one of these meetings must be specified as an AGM.
4.2. It is the job of the Vice Chair to advertise the meeting. Items for the agenda must be given to the Chair/Vice Chair five days before the meeting.
4.3. The meeting is in quorum when 80 (Eighty) fully paid members of hall are present.
4.4. If this quorum is not reached within fifteen minutes of the advertised start of the meeting, it will be adjourned until seven days after at the same venue.
4.5. This second meeting will automatically be in quorum, but it will be competent to discuss items other than those on the original agenda; unless the members present would constitute a quorum under clause 4.3 above.
4.6. An emergency HGM can be called at any time by the Chair.

5. VOTING AT HGM'S
5.1. Motions must be proposed and seconded at the HGM by fully paid members of hall.
5.2. All individuals speaking must give their name and address before speaking.
5.3. A vote will be taken; only members of hall are allowed to vote.
5.4. Counter motions must be proposed and seconded as in clause 5.3 with the same restraints.
5.5. A motion is carried with the agreement of two thirds of the members present.
5.6. The Chairperson cannot vote but the rest of committee can.
5.7. If no majority is reached there will be a second vote, if a majority is still not reached the motion will be throw out.
5.8. A secret ballot can be held, if requested by five fully paid members of hall.
5.9. If the nature of the motion is such that the Chairperson feels that there are not enough people present to vote of such an important decision, then the Hall Chair can opt to make the vote a referendum.

6. COMPLAINTS PROCEDURE
6.1. Complaints about the committee or individual members should be submitted in writing to the Wardens or Chairperson.
6.2. The letter must contain the name and address of the author. Anonymous letters will not be accepted, but all letters will be kept confidential.
6.3. The complainant should be invited to see the Warden and the Chairperson to discuss the complaint. If they still wish to complain then it will be added to the agenda of the next HGM.
6.4. The complainant must be present and prepared to explain the nature of the complaint.
6.5. The person(s) who are addressed in the complaint should be present and have the right to respond. If they are not present the complaint will continue as normal.

7. VOTE OF NO CONFIDENCE
7.1. Hall members have the right to bring a vote of no confidence against the hall committee or individual members of the hall committee.
7.2. The motion of no confidence can be at any time during the term time, to be discussed at the next HGM.
7.3. The motion must be given to the Chair/Vice Chair at least five days before the HGM.
7.4. The member of the committee that the motion is being brought against must be notified as soon as the Chair/Vice Chair has been informed.
7.5. The motion of no confidence has to be proposed by a fully subscribed member of hall and seconded by two fully subscribed members of hall.
7.6. The motion of no confidence will be heard at either the HGM or a committee meeting (see clause 7.9).
7.7. The vote will be a secret ballot.
7.8. The motion must be carried by over two thirds of those present, or if the Hall Chair feels that there are not enough members present to make such an important vote, it can be put to a referendum.
7.9. If a committee member brings a vote of no confidence and the vote is unanimous by the whole committee, the offender can be removed from the committee.
7.10. The member of committee against which the motion of no confidence has been lodged must be aware that a vote is to take place before the committee meeting.
7.11. If the Chairperson feels that the decision is too important to be made solely by the committee then the Chair can put the vote to a HGM.

8. COMMITTEE ELECTIONS
8.1. Elections are staggered around the HGM's. The following positions will be up for election in semester 1, week 8:
1 Vice Chair
1 Newsletter Editor
1 Social Sec
2 Sports Secs (one male and one female)
1 Rag Rep
3 Union Councillor and Quad Rep (Yellow, Blue, Orange)
1 Media rep

8.2. The following positions will be up for election in semester 2 week 1:
1 Chair
1 Social Sec
2 Sports Secs (one male, one female)
1 Rag Rep
3 Union Councillor and Quad Rep (Purple, Red, Green)
1 Treasurer
1 Merchandising Rep
1 Out of Hall, Finalist and Alumni Rep

8.3. All the positions, which are up for election (21 Positions), are:
Chairperson
Vice Chairperson
Treasurer
Newsletter Editor
Rag Rep 1
Rag Rep 2
Social Sec 1
Social Sec 2
Male Sports Sec 1
Male Sports Sec 2
Female Sports Sec 1
Female Sports Sec 2
Merchandising Rep
Media Rep
Blue Quad Rep and Union Councillor
Green Quad Rep and Union Councillor
Purple Quad Rep and Union Councillor
Red Quad Rep and Union Councillor
Orange Quad Rep and Union Councillor
Yellow Quad Rep and Union Councillor
Out of Hall, Finalist and Alumni Rep


8.4. The positions will be advertised up to three weeks before election.
8.5. Nominations must be received by the Hall Chair three days before the election.
8.6. All nominations must be proposed and seconded by fully paid members of hall, not presently serving on the Hall Committee, each hall member is entitled to propose or second a maximum of two nominations.
8.7. Candidates have seven days before election to campaign. They must not campaign before this time.
8.8. Campaigning is defined as putting up posters, canvassing or handing out literature.
8.9. No racist or sexist campaigning is allowed. If any candidate is found guilty of this, the first time there will be a warning and the second time the candidate will be excluded from elections.
8.10. On the evening of hustings the candidates must prepare a statement of intention and be willing to answer questions from the floor. All questions must apply to all candidates and the Chair must disallow any question that is not applicable to all candidates or that is irrelevant to the conduct of the election. Hustings shall be held not more than two days before elections and there may be two sets of hustings held if the number of candidates warrants it.
8.11. Voting will be by secret ballot and the results will be announced after the last voting session. The ballot box shall be open for at least three hours, between times publicised at least one week before the election. All student members of the hall may vote in the election.
8.12. A candidate may stand for only one post per election.
8.13. The committee must advertise elections as much as possible.
8.14. All candidates are expected to utilise the newsletter as a means of informing the hall of their intentions when specified to do so by committee.
8.15. All candidates should expect to hold office for at least twenty weeks, and the elected person will remain in office for a maximum of one year, this when the committee member shall be deemed to have automatically resigned after period. Committee members may run for office on consecutive occasions if they are standing for their current post, upon successful re-election, they shall be deemed to have resigned and re-taken office when the outcome of the election is announced. If they are standing for another position on the committee and would normally remain in office after the date of the election, they are only deemed to have resigned their current post on successful re-election to the committee.
8.16. The Returning Officer will be the Vice Chair, or if the Vice Chair is unavailable the committee shall appoint a Returning Officer no less than two weeks before the start of the election. The count will be supervised by the Returning Officer. Elections shall be determined by the first past the post system and the results will be displayed as soon as the count is finished. If the result is a tie, a re-election shall be held between the drawing parties three to eight days after the election.
8.17. Any complaint or dispute must be made to the Returning Officer in writing within seven days. The receipt of this letter shall be acknowledged in writing, within three days. The Returning Officer shall conduct an investigation and present a report to the hall committee within fourteen days of the receipt of the complaint. The hall committee shall hear the case and the report of the Returning Officer, and then decide whether to uphold the complaint. The decision shall be subject to appeal to the Hall Warden, whose decision will be final.
8.18. The regulations as to the fairness of the ballot will be applied (see Appendix A).

9. SPECIAL CIRCUMSTANCES
9.1. The committee reserves the right after a committee vote to co-opt members onto the committee in special circumstances for a temporary period between HGM's when a permanent candidate will be elected (in accordance with the procedure in section 8).
9.2. If the Chair believes that it is in the interests of democracy to elect a replacement committee member instead of Co-opt, then this may be done at a quorate HGM with the result being determined by a first past the post system.
9.3. The co-opted member does not have the right to vote during meetings until their position has been made official by the first HGM/Hustings.
9.4. The co-opted member can stand for the position they are temporarily undertaking during the next election.
9.5. A member of the hall committee who is not intending to return for the next academic session (term, year or semester) shall resign not less than seven days before the end of the current academic session. The position will become a casual vacancy.
9.6. A member of the hall committee who has not returned within the seven days of the beginning of the academic session (term, year or semester) without prior notice in writing to the Hall Secretary shall be deemed to have resigned and the position will become a casual vacancy.
9.7. Should a member of the committee resign straight after one hustings and it is felt by the Chair (or vice-chair in the event it is the chair who resigns) that co-opting a member for such a period of time is not in the interests of democracy, a special election may be held. This election will take the form of a hall general meeting, but the result of the election will be based on the first past the post system. The votes should be cast by private ballot and the votes counted and result announced at the end of the meeting. The newly elected person will take on the responsibility of the role immediately.

10. AMENDING THE CONSTITUTION
10.1. Amendments to the constitution can only be made through a quorate HGM, but is temporarily amended through the quorate committee meeting.
10.2. Amendments to the constitution should be handed to the hall chair five days before the HGM and are included in the agenda.
10.3. The constitution as a whole can be passed at the HGM.

11. JOB DESCRIPTIONS
11.1. SPORTS SECS
11.1.1. Sports Secretaries are responsible for:
11.1.1.1. Organising captains and ensuring that teams are getting matches.
11.1.1.2. Attending the weekly intramural sport sec meetings to ensure that they remain well briefed on all sport matters.
11.1.1.3. Producing the intramural team lists, and where necessary, ensuring that fair trials take place.
11.1.1.4. Assisting the captains and the vice chair with the return of hall kit to storage in the holiday periods.
11.1.1.5. E-mailing results to the intramural co-ordinator.
11.1.1.6. Phoning and informing the opposition on failure to field a team.
11.1.2. In addition to running their individual hall sports they take on the following tasks as listed below:
11.1.2.1. Produce the sports table for the next week.
11.1.2.2. Produce the sports report for the newsletter.
11.1.2.3. Collect and hand in all sports sheets.
11.1.2.4. Oversee the organisation of kit (including washing, deposits etc.)
11.1.2.5. When a captain is found responsible for organising the appropriate team, the sports secs should still supervise and provide the captain with a list of fixtures for the term.

11.2. SOCIAL SECS
11.2.1. Social Secretaries are responsible for:
11.2.1.1. Organising all trips and parties for hall.
11.2.1.2. Ensuring that all rules and regulations are applied when organising these functions.
11.2.1.3. Bringing all ideas for trips to committee for approval.
11.2.1.4. Attending all social sec meetings.
11.2.1.5. Ensuring all trips etc. are adequately supervised.
11.2.1.6. Assisting with the setting up and carrying out freshers week.
11.2.1.7. Ensuring the appropriate paperwork is completed for all socials and permission is sought.

11.3. MERCHANDISING REP
11.3.1. Merchandising Rep is responsible for
11.3.2. Deal with freshers T-shirts and Booklet (printing of)
11.3.3. Rugby shirt ordering
11.3.4. Liase with sports secs for sports merchandising
11.3.5. Liase with Vice Chair for external purchasing i.e games and TV room.
11.3.6. Establish and maintain profitable connections and relationships with external suppliers.
11.3.7. Attending all Merchandising Committee Meetings.

11.4. QUAD REPS / UNION COUNCILLORS
11.4.1. Quad Reps / Union Councillors are responsible for:
11.4.1.1. Attending all union council meetings.
11.4.1.2. Representing the members of the hall in these meetings and voting on their behalf.
11.4.1.3. Working in conjunction with the union exec on any official matters.
11.4.1.4. Making themselves available to members of the hall for the discussion of union matters.
11.4.1.5. Ensuring that resumes of the union meetings are posted in the newsletter.
11.4.1.6. Ensuring that the hall receives all union literature.
11.4.1.7. Speaking to their quad members prior to committee meetings and bringing any arising issues to committee.
11.4.1.8. Ensuring that quad boards are up to date.
11.4.2. Ethical and Environmental and Community Action
11.4.2.1. Eggington Quad Reps (Green, Blue and Red) shall be responsible for Ethical and Environmental. One rep must attend all meetings as arranged by the Ethical and Environmental Officer and promote E & E within hall.
11.4.2.2. Falkner Quad Reps (Purple, Yellow and Orange) shall be responsible for Community Action. One rep must attend all meetings as arranged by the Community Action Chair and promote Community Action within hall.

11.5. TREASURER
11.5.1. The treasurer is responsible for:
11.5.1.1. Producing an up to date financial report at each meeting.
11.5.1.2. Keeping the books up to date.
11.5.1.3. Taking responsibility for all financial transactions within the committee
11.5.1.4. Ensuring that newspapers, televisions and any other payments are paid.
11.5.1.5. At the beginning of each academic year producing a financial budget.
11.5.1.6. At the end of the financial year producing a report.
11.5.1.7. Ensuring that all the money is collected and deposited in the bank promptly.
11.5.1.8. Organising the hall finance scheme along with the chair, vice chair and quad reps.
11.5.1.9. Producing a financial report at the HGM at the end of office.
11.5.1.10. Ensuring that the books are audited once each semester by the senior treasurer and once at the end of the financial year (see item 12).

11.6. RAG REPS
11.6.1. Rag Reps are responsible for:
11.6.1.1. Organising all rag trips.
11.6.1.2. Producing a regular report for the newsletter.
11.6.1.3. Keeping the committee updated on the rag incentive fund figure, the amount raised and by whom.
11.6.1.4. Going to all rag meetings (or arranging for someone to take your place if you can't)
11.6.1.5. Producing all posters for rag events.
11.6.1.6. Keeping the rag notice board up-to-date.

11.7. NEWSLETTER EDITOR
11.7.1. Newsletter editor is responsible for:
11.7.1.1. Producing a fortnightly newsletter. If required for important info a weekly newssheet.
11.7.1.2. Ensuring that articles are received from the sports, rag, quad, social secs, union councillors and warden/sub wardens.
11.7.1.3. Ensuring that the quad reps receive the newsletters and the Union newspaper weekly in order to deliver to their quads.
11.7.1.4. Ensuring the photocopying bill is paid.
11.7.1.5. Ensuring the warden has a chance to read the newsletter before printing.
11.7.1.6. Attending any media rep meetings along with the media rep.

11.8. MEDIA REP
11.8.1. Media rep is responsible for:
11.8.1.1. Maintaining official website, and liasing with committee regarding weekly changes.
11.8.1.2. Moderating the forum.
11.8.1.3. The Hall Digital Camera and ensuring that it is taken by a committee member on every social event.
11.8.1.4. The hall DVD collection, making sure accurate records are kept, and administering/collecting fines.
11.8.1.5. Purchasing new DVD’s to keep the collection up to date, and organising monthly showings in the TV room.
11.8.1.6. Updating the photo wall in the games room.
11.8.1.7. Attending any media rep meetings along with the newsletter editor.

11.9. VICE-CHAIRPERSON
11.9.1. The Vice-Chairperson is responsible for:
11.9.1.1. Doing the duties designated by the hall chair.
11.9.1.2. Attending all campus watch meetings.
11.9.1.3. Producing a report for the newsletter based on the findings of campus watch and university security.
11.9.1.4. Reporting to the committee on any problems within the hall regarding the blocks and their contents.
11.9.1.5. Ensuring that any action the university has said they will take it done.
11.9.1.6. The games room.
11.9.1.7. Hall home electrical equipment
11.9.1.8. Co-ordinating proceedings of hustings and elections (i.e. Publishing, hustings, booking room for hustings).
11.9.1.9. Taking the minutes at each committee meeting and ensuring that a summarised version of the minutes is submitted to the newsletter each week.
11.9.1.10. Dealing with all communications within the hall i.e. posters.
11.9.1.11. Keeping all hall files up-to-date and in order.

11.10. CHAIRPERSON
11.10.1. The Chairperson is responsible for:
11.10.1.1. Taking an impartial view on all matters and making sure that both sides of the argument are heard.
11.10.1.2. Co-ordinating all the hall activities.
11.10.1.3. Presiding over the committee meetings, AGM's and HGM's.
11.10.1.4. Attending all the Hall Chairs meetings, or sending a representative when appropriate.
11.10.1.5. Bringing all decisions to committee unless 2/3 of the committee have given prior approval.
11.10.1.6. Arranging all hall photographs.
11.10.2. The hall chair cannot vote, but has the casting vote in cases of a tie.

11.11. OUT OF HALL, FINALIST AND ALUMNI REP
11.11.1. Any person running for this position must have arranged to live out of halls for the next academic year after February Hustings, whilst still being a student studying at the university. When living out of halls, the same rules of committee membership shall apply in this case as if they were still living in hall.
11.11.2. The Out of Hall, Finalist and Alumni rep is responsible for:
11.11.2.1. Being the point of contact for all past members of hall, and bring any issues they have to the committee.
11.11.2.2. Keeping past members of hall involved in hall life and helping the social secs promote the relevant events.
11.11.2.3. Maintaining the affiliate list.
11.11.2.4. Maintaining the alumni list.
11.11.2.5. Assisting the hall chair in the selection of freshers helpers.
11.11.2.6. Communicate with finalists regarding finalists week, and relay information to the social and merchandise reps

11.12. WHOLE COMMITTEE
11.12.1. The whole committee is responsible for producing the hall booklet.
11.12.2. No more than £100 is to be spent, unless the approval of 2/3 of the committee is sought.

12. SENIOR TREASURER
12.1. The Hall Warden shall be appointed as the Senior Treasurer and will audit the hall accounts at the end of each financial year.

13. FALKNER-EGGINGTON COURTS AWARD
13.1. A fund is to be held to finance an annual award for the person who is considered through a ballot of the hall members, to have contributed most to the hall over the past year.
13.2. This award is to be presented at the Summer Ball by the current Warden or their nominee.
13.3. The ballot for the award shall be administered in advance of the summer ball and the ballots counted by an independent panel of members of the Hall, selected by the warden’s team.
13.4. To sustain the fund, members of the Hall are welcome to make contributions at any time. Any student who recognises that their behaviour may have contravened the regulations or spirit of Hall life may choose to demonstrate their remorse by making a donation. The committee request that the warden takes such donations into account when considering any disciplinary action required.

14. HALL DVD COLLECTION
14.1. Any member of hall who has paid their hall subs that academic year may borrow a DVD from the hall collection, as long as the relevant form is filled in and signed by both the borrower and the media rep.
14.2. The maximum period of borrowing is two days, although the DVD should be returned as soon as possible.
14.3. If the DVD is not returned within the period agreed when the relevant form is signed, a fine will be applied. This is set at £1 for each day the DVD is late. All fines collected in this manner will be donated to Falk-Egg RAG.
14.4. Should the media rep not be available when the DVD is returned, it should be left in the marked box in their kitchen and a note of its return posted underneath their door. Failure to do this will incur the same fine as late return.

APPENDIX A
1. The candidates shall display no publicity material until they have registered their nomination with the Returning Officer.
2. All publicity shall be in support of the candidate and their campaign.
3. No canvassing, intimidation or distribution of publicity is allowed in the same room as the ballot box. The returning officer and assistants shall ensure that all publicity material is posted or situated in the vicinity of the ballot box is removed and destroyed immediately prior to the commencement of voting.
4. It is not permitted for anyone to deliberately attempt against a person's will to ascertain how that person has voted.
5. It is not permissible to wilfully deface, remove or obscure election publicity except under point 3 above.
6. A poster shall be displayed at the ballot box, declaring that the ballot is secret and any violation of the regulations may lead to disqualification of votes.
7. No candidate posters shall be displayed on committee or hall notice boards.
8. No candidate may use voice amplification equipment (megaphones etc) during their canvassing.
9. No stickers shall be put on University property
10. Candidates are responsible for the removal of all their canvassing material after the election