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The Constitution of the Sexcentenary Club, Peterhouse

A. The Club
B. Membership
C. Government
D. Committee Members
E. Open Meetings
F. Committee Meetings
G. Elections
H. Election of the Vice-President
I. Co-opting the Co-opted Representatives
J. Room Allocation
K. Finance
L. Affiliation to External Organisations
M. Grievances
N. The Constitution of the Sexcentenary Club

Appendix A. Election Procedure
Appendix B. Room Allocation Policy for Junior Members
Appendix C. Structure of the Committee and Job Descriptions

A. The Club

  1. The Club shall be known as the Sexcentenary Club.
  2. The aim of the Sexcentenary Club shall be the representation of the views and interests of its members.
  3. The Sexcentenary Club shall operate in a fair and democratic manner in accordance with the provisions of the Education Act 1994.

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B. Membership

  1. All resident undergraduate members of Peterhouse shall be full members of the Sexcentenary Club with full voting rights.
  2. Any persons who would be members under the above rule, may in any academical year declare by written notice that they wish not to be members of the Sexcentenary Club. Such written notice shall be served on the President of the Sexcentenary Club within one week of the beginning of the Michaelmas term. This person will not be a member of the Sexcentenary Club for that academical year.
  3. Any person who exercises the right not to be a member of the Sexcentenary Club shall not be unfairly disadvantaged with the regard to the provision of services by the Sexcentenary Club or otherwise.
  4. Any such person wishing to seek benefits which result from NUS membership must apply directly to NUS.

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C. Government

  1. The affairs of the Sexcentenary Club shall ultimately be controlled by Open meeting.
  2. All Officers shall be responsible to Open Meeting.
  3. The daily administration of the Sexcentenary Club shall be delegated to its Officers.
  4. The President of the Sexcentenary Club shall have residuary powers between Open Meetings.

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D. Committee Members

  1. The elected members of the Sexcentenary Club Committee shall be:
  2. The position of Vice-President is held by any elected Officer other than the President elected according to the rules in H .
  3. The President, Vice-President, Secretary and Communications Officer and Junior Treasurer are the Senior Officers of the Committee.
  4. The co-opted Representatives of the Sexcentenary Club shall be:
  5. All Officers of the Sexcentenary Club Committee are members of the Sexcentenary Club Committee who have full voting rights and are obliged to attend Committee and open meetings.
  6. The Secretary and Communications Officer must be capable of managing the Sexcentenary Club website.
  7. The Editor of the Sexcentenary Club Newsletter and all the Representatives are members of the Sexcentenary Club Committee and are permitted to attend Committee meetings at their own request or at the invitation of any Officer but they may only speak on issues relevant to their position and have no voting rights.
  8. The Amalgamated Clubs President is not a member of the Sexcentenary Club committee but is permitted to attend Committee meetings. (S)he may only speak on issues relevant to his/her position and has no voting rights.
  9. The President shall interpret the provisions of the Constitution, but these interpretations may be overruled by a majority at an Open Meeting.
  10. The Junior Treasurer and one other Officer shall be the Sexcentenary Club representatives to the Amalgamated Clubs.
  11. Either a deliberate breach of duties or a consistent failure to carry out responsibilities as detailed in Appendix C shall render any Committee member liable to dismissal by a majority vote at an Open Meeting, provided that at least one quarter of the entire membership of the Sexcentenary Club votes in favour of such a dismissal.
  12. Either a deliberate breach of duties or a consistent failure to carry out responsibilities shall render a co-opted Representative liable to dismissal by majority vote of the Committee.

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E. Open Meetings

  1. Open Meetings of the Sexcentenary Club must be convened by the President.
  2. At least three Open Meetings must be held per year.
  3. The President must convene an Open Meeting upon written request by any ten members of the Sexcentenary Club. This Open Meeting must be held within seven days of the request.
  4. All Open meetings must be announced in writing or by email to each member at least 48 hours in advance.
  5. The Secretary and Communications Officer shall prepare the agenda. Those members of the Sexcentenary Club wishing to propose a motion for consideration by the open Meeting should make their request to the Secretary in writing no less than 24 hours before the meeting.
  6. The agenda for the forthcoming Open Meeting should be published in the Upper Sex or Quiet Room on the morning of the aforementioned meeting.
  7. The President shall chair Open Meetings. In the absence of the President, the Vice-president shall chair the Meeting.
  8. The Secretary and Communications Officer shall keep accurate minutes of Open Meetings and must display them in the Upper Sex or Quiet Room within seven days.
  9. At Open Meetings each member of the Sexcentenary Club shall have one vote.
  10. The Chairman of the Open Meeting shall have the casting vote.
  11. Motions shall be voted on by a simple majority of the members of the Sexcentenary Club present.
  12. A secret ballot may be requested if a motion to that effect is passed.
  13. The quorum of an Open Meeting shall be thirty members.
  14. A motion may be put at any time to censure any officer for misconduct or failure to perform duties. The Chairman cannot refuse to put this motion.
  15. The Open meeting may mandate any elected member to represent its view to any other body.

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F. Committee Meetings

  1. The role of the Committee is to formulate policy on issues arising.
  2. The Committee is responsible to the Open Meeting.
  3. Decisions must be made by a majority vote of the elected Officers.
  4. The President has the casting vote.
  5. Any person may be invited to attend a Committee meeting by the President.
  6. The Committee may mandate any co-opted or elected member to represent its view to any other body.
  7. At least four Committee Meetings must be held in each of Michaelmas and Lent terms and at least three in the Easter term.
  8. Minutes of each meeting must be published and displayed in the Upper Sex or Quiet Room within seven days of the meeting, and shall include the date of the next meeting.

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G. Elections

  1. The elected Officers, First Year Representative, Editor of the Sexcentenary Club Newsletter and Women's Representative must be elected by secret ballot.
  2. All members of the Sexcentenary Club may cast votes in the election.
  3. The Senior Tutor shall be the Returning Officer.
  4. The outgoing President shall be the Assistant Returning Officer unless he/she is standing in the elections in which case the outgoing Committee will elect the Assistant Returning Officer from among its members. This person must not be standing in the elections.
  5. The election must be held between the beginning and division of the Lent term.
  6. If the post of an elected member falls vacant or is not filled at the time of election, it must be filled by election (according to the rules in G) within two weeks of the vacancy arising. However, this is provided there is at least one acceptable written application to the President within that time period. Current officers or representatives may stand for the position: if an Officer is successful they must leave their previous Officer position.
  7. The President must give one week's notice of any election. If any acceptable written application is made in the second week after the situation described in G6 arises, the President has the authority to defer the election until seven full days' notice has been given to all members of the Sexcentenary Club.
  8. Nominations shall be valid when the candidate has:
    1. been proposed and seconded by members of the Sexcentenary Club
    2. confirmed the nomination in writing to the Assistant Returning Officer at least 24 hours before the ballot is due to take place.
  9. All Sexcentenary Club members may only propose one candidate and second one candidate in a set of elections, provided the two candidates are not running for the same post.
  10. Female members of the Sexcentenary Club may stand for the position of Women's Representative in addition to any other Committee position. This member may be elected to the position of Women's Representative in addition to any other Committee position.
  11. With the exception of the case above any one member may only stand for one position in any set of elections.
  12. The Women's Representative shall be elected by women only.
  13. Those members of the Sexcentenary Club aware that they will not be able to complete three full academic terms in office are not permitted to stand in the elections.
  14. All elections must be conducted under the system of Alternative Vote ( see Appendix A ).
  15. Provision shall be made on the ballot sheet in the election of each Officer for the reopening of nominations.
  16. The elected Committee shall take office two weeks after election.
  17. There must be at least one male and one female voting member of the Committee. If there are no voting men on the Committee a Men's Officer must be elected, by men only, for that year. If there are no voting women on the Committee the Women's Representative shall become a Women's Officer for that year.
  18. All candidates shall be entitled to be present at the count.
  19. All those members present at the count must maintain confidentiality of all results until they have been officially announced by the Assistant Returning Officer on the authority of the Returning Officer.
  20. The Assistant Returning Officer shall publish the results and full voting figures.
  21. There shall be no sabbatical or paid elected office in the Sexcentenary Club.
  22. All elections must be conducted under the guidelines laid out in Appendix A .

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H. Election of the Vice-President

  1. The Vice-President must be elected by secret ballot.
  2. The election must take place after the incoming Committee takes office and before the end of Lent term.
  3. If the position of Vice-President falls vacant (other than between the incoming Committee taking office and the initial election) an election (according to the rules in H) must take place within two weeks.
  4. The Senior Tutor shall be Returning Officer.
  5. The outgoing President shall be the Assistant Returning Officer unless he/she is standing in the election in which case the outgoing Committee will elect the Assistant Returning Officer from among its members. This person must not be standing in the election.
  6. Each Officer standing for the position of Vice-President will have a maximum of 1 minutes to declare his or her intentions during which time no interruptions from the other member of the Committee are allowable. After each speech, a period of no longer than 1 minute is to be available during which time the candidate can answer questions.
  7. Only Officers of the Sexcentenary Club Committee are eligible to vote in the election.
  8. The election must be conducted under the system of Alternative Vote (see Appendix A )
  9. Only Officers of the Sexcentenary Club Committee may stand for the position of Vice-President. The President may not stand for the position of Vice-President.
  10. The elected Vice-President shall take on this role in addition to his/her other Officer position. This person shall only have one vote at Committee meetings.
  11. The elected Vice-President shall take office immediately after being elected.

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I. Co-opting the co-opted Representatives

  1. The co-opted Representatives should be co-opted by the new Committee by the end of Lent term and should take office immediately.
  2. A request for volunteers for the co-opted Representative positions must be made at least one week before the Representatives are co-opted.
  3. Volunteers will be considered once they have expressed their intention to volunteer in writing to the President before the co-opting takes place.
  4. Volunteers are co-opted by a majority vote of the Officers at a Committee meeting.
  5. All Sexcentenary Club members (including those who are already member of the Sexcentenary Club Committee) may volunteer for a Representatives position so long as they define themselves to be from the minority group represented.
  6. If a suitable Representative does not volunteer from within the Sexcentenary Club a Representative may be co-opted who is not a member of the Sexcentenary Club.

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J. Room Allocation

  1. Room allocations must be conducted under the guidelines laid out in Appendix B .

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K. Finance

  1. The Sexcentenary Club shall keep an account to be known as the Ordinary Account.
  2. The Ordinary Account shall draw revenues from the Amalgamated Clubs according to the constitution of the Amalgamated Clubs.
  3. The budget for the coming academical year must be agreed unanimously by the Sexcentenary Club Committee or by majority at Open meeting by the end of week three of Michaelmas term, and displayed in the Upper Sex or Quiet Room for the duration of week three. The JCR committee must address any complaints made by Sexcentenary Club members. The budget must then be submitted it to the Governing Body of Peterhouse for approval.
  4. The Senior Treasurer shall be the fellow of Peterhouse who is the Senior Treasurer of the Amalgamated Clubs.
  5. The Senior Treasurer shall ensure that no expenditure is made unless approved by the Committee or Open Meeting. It shall be at all times ensured that the Senior Treasurer is the necessary signatory on any bank account holding money for the Sexcentenary Club.
  6. The Senior Treasurer and the Junior Treasurer shall co-operate in the discharge of their duties.
  7. Before the first Open Meeting of each term the Junior Treasurer shall present the accounts for the previous term to the Senior Treasurer.
  8. Annually the Junior Treasurer must present the accounts for the previous year to the Senior Treasurer, for submission to the College Auditors and the Governing Body of Peterhouse.
  9. These annual accounts shall be published to all undergraduate members of Peterhouse. These annual accounts shall include details of all expenditures and donations and a statement of the procedure for allocating resources to groups and clubs, ensuring that the procedure is fair.
  10. If a member of the Sexcentenary Club Committee incurs any expense without the authorisation of the Junior Treasurer, such member shall be responsible for that expense.

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L. Affiliation to External Organisations

  1. If the Sexcentenary Club decides to become affiliated to an external organisation, it shall publish to all undergraduate members of the College, and to the Governing Body of Peterhouse, a notice of this decision stating the name of the organisation and the details of any subscription or similar fee paid or proposed to be paid, and of any donations made or proposed to be made to the organisation.
  2. The expression ‘affiliation to an external organisation' shall include any form of membership of, or formal association with, an organisation whose purposes are not confined to purposes connected with the College.
  3. The annual accounts compiled under section K shall incorporate the name of any external organisation to which the Sexcentenary Club is affiliated, and details of any subscription or similar fee paid, and of any donation made or proposed to be made to the organisations within the year concerned.
  4. Upon the request of at least three per cent of its members, the Sexcentenary Club shall submit for the approval of its members a list of external organisations to which the Sexcentenary Club is affiliated. If at least five per cent of the members so require, the question of continued affiliation to any particular external organisation shall be decided upon by a secret ballot at which all members are entitled to vote.

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M. Grievances

  1. All undergraduate members of Peterhouse or groups of such members who are dissatisfied in their dealings with the Sexcentenary Club, or who claim to be unfairly disadvantaged by reason of having exercised their right not to be a member of the Sexcentenary Club, may make a complaint to the President of the Sexcentenary Club. An appeal shall lie from the President of the Sexcentenary Club to the Chairman of the Co-ordinating Committee of Peterhouse, who may not delegate his responsibility for hearing the appeal. The Governing Body has the power to provide such effective remedy promptly and fairly if any as it considers appropriate when such a complaint is upheld.

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N. The Constitution of the Sexcentenary Club

  1. At least seven day's notice of any proposed amendments to this Constitution must be given to the members of the Sexcentenary Club before the Open Meeting at which the amendment is proposed.
  2. Even if the Open Meeting accepts the amendment, no alteration can be made to any part of this Constitution without the approval of the Governing Body of Peterhouse. Nor shall any alteration contravene the provisions of the Education Act 1994.
  3. This Constitution shall be submitted to the Governing Body of Peterhouse for review at intervals of not more than five years starting from November 2000.

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Appendix A:

Election Procedure

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  1. The list of elected posts:

    2. together with Section G and Appendix C of the Constitution, and a timetable of proceedings are to be published at the end of Week 1 of the Lent Term.

  2. The Vice-President is elected according to the rules in H .
  3. Notice for candidates is to be posted, with headings as :

    4. Post

    Name of Candidate

    Proposed By

    Seconded By

  4. For an application to be valid, candidates must :
    1. Be proposed and seconded by two other members of the Sexcentenary Club who are permitted under G9 .
    2. Confirm their application in writing to the Assistant Returning Officer at least 24 hours before the ballot is due to take place
  5. If a candidate enters a manifesto for a post they propose to run for, it must be no larger than one sheet of A4.
  6. Nominations close at midnight on Sunday before Hustings, at which point manifestos will be posted for inspection in the Upper Sex.

 

Hustings

  1. Hustings will take place on the Monday following the posting of the manifestos, to which only members of the Sexcentenary Club will be permitted to come.
  2. Each candidate will have a maximum of 2 minutes if (s)he is standing for a single position or 3 minutes if (s)he is standing for more than one position (as permitted in G10 and G11 ) to declare his or her intentions during which time no interruptions from the floor are allowable. After each speech, a period of no longer than 1 minute is to be available during which time the candidate can answer questions.
  3. If a candidate is absent, he or she is entitled to nominate a second to read the candidate's speech on behalf of that candidate, but written notice of such a course of action should be directed to the Assistant Returning Officer at least 24 hours before Hustings is due to start.
  4. Hustings will be completed in one evening.

 

Election

  1. The election will be held on the Tuesday following the posting of manifestos.
  2. The ballot will take place in the Upper Sex between 9am and 7pm, and will be supervised by at least one Officer of the Sexcentenary Club at all times.
  3. Only women are entitled to vote for the Women's Representative, and will do so by use of a second voting slip.
  4. Counting will take place immediately after the close of the ballot, at which all candidates are entitled to be present.
  5. The confidentiality of results must be maintained until the Assistant Returning Officer has announced them.
  6. Recounts may be demanded by any candidate.
  7. The election will be conducted under the system of the Alternative Vote.
  8. After confirmation of results with the Returning Officer, the Assistant Returning Officer will announce the results and full voting figures at 9pm in the Bar on the day following voting.
  9. The results and full voting figures will be published in the Upper Sex by noon of the day following announcement of the results.
  10. New Officers will take office two weeks after the election.

 

Alternative Vote System of Voting

  1. Candidates are ranked in order by voters (1... 2... 3...). Voters do not need to put a number by every candidate. RON is a candidate in all elections, and is treated as any other candidate.
  2. First preference votes for all candidates are counted. If a candidate receives 50% +1 of the total votes (s)he is elected.
  3. If no candidate has 50%+1 of the votes the candidate(s) with the fewest number of votes are discounted and their votes redistributed to the voters' second preference candidates, if they have given a second preference. Votes are carried at full value. If any candidate has 50%+1 of the total number of votes now in play they are elected.
  4. If not, the candidate with the fewest votes is eliminated and their votes redistributed to 2nd or 3rd preference candidates. This continues until someone has 50%+1 of the total votes in play. In redistributing votes, any ballot which does not give sufficient preferences (i.e. everyone who it numbers is eliminated) is treated as spoiled in the later rounds and does not count towards the total from which a majority is derived.
  5. If when all votes have been redistributed there is a tie the candidate with the greatest number of first preference votes shall be elected. If there is still a tie the candidate with the greatest number of second preference votes shall be elected and so on for all preferences. If there is still a tie the Assistant Returning Officer shall decide who is elected by tossing a coin.

 

Appendix B:

Room Allocation Policy for Junior Members

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1. Timescale of Allocation

In order that the worries and complications of room allocation might not become entangled with those of Tripos, the non-academic component of the Rooms Allocation should be complete by the end of the Lent Term. Thus:

  1. A Rooms Committee consisting of five finalist members of the Sexcentenary Club shall be appointed by the Sexcentenary Club Committee by the end of Week Zero in the Lent Term; the rooms committee shall then elect a chair from amongst themselves.
  2. Application forms shall be sent out to undergraduates at the beginning of Week One, the deadline for return being the end of Week Two. Late applications shall be dealt with at the discretion of the Rooms Committee.
  3. At this stage points will only be awarded on the basis of non-academic achievements. (Points for academic achievements will be awarded after all examination results are published.) First-draft ballot orders will be drawn up and posted in the Upper Sex by the end of Week Four. There will be a period of two weeks following the posting of ballot orders for appeals, special case notification, etc., after which there shall be no amendments to ballots.
  4. Undergraduates may view rooms at any time before the end of Easter Full Term.
  5. Final ballot orders, taking into account points for academic achievements, will be drawn up and listed on the JCR website after all Tripos and college examination results have been published.
  6. Rooms will be allocated over the course of the Long Vacation using the system on the JCR website.


2. Prospective First Year Undergraduates

In an effort to gel an incoming generation of undergraduates more quickly, all Fresher accommodation should be located in SPT and WSB. Consequently, the Hostel will be reserved for second, third and fourth year undergraduate accommodation. The Rooms Tutor and the Admissions Tutor, working in tandem, will be required to allocate Fresher rooms almost immediately after conditional offers have been accepted by prospective first year undergraduates. This information should be obtained by the Rooms Committee before the posting of ballots. Any remaining rooms in SPT or WSB after Fresher allocation would become available for selection by second, third and fourth year undergraduates. Any rooms left by unsuccessful candidates should be used as a pool from which room complaints might be solved.


3. Third Year Ballot

This should be a ranked ('merit') ballot. The awarding of points for non-academic achievements shall be made by the Rooms Committee during the Lent Term as described in Section 1. The awarding of points for academic achievement shall take place after Tripos and college examination results have been published. Only those achieving II.1 or above in their exams shall be eligible to be awarded room points. Points shall be awarded solely for achievements which were not considered in the previous (i.e. prospective second year) rooms ballot unless the achievement is ongoing. The Rooms Committee shall add each undergraduate's non-academic and academic points together to create a final ballot order. If two or more people have the same number of points (which may be zero points), their order shall be chosen by the picking of names 'from a hat' by the chair of the Rooms Committee. The Rooms Committee shall then post the final ballot order on the JCR website and inform each person concerned of their order in the ballot and the date and time of their time slot by e-mail. Selection of rooms shall take place in ballot order over the course of the Long Vacation by each undergraduate logging on (using Raven) during their allocated time slot and choosing a room. If an undergraduate misses his/her time slot, he/she shall forfeit his/her place in the rooms ballot and be moved to the end of his/her respective ballot order.

In order to achieve this ranking, the following points scheme shall be used, with the proviso that only those achieving II.1 or above in their exams shall be eligible to be awarded points:

Academic

30: Academic & Organ Scholar
24: Academic Exhibitioner
18: II.1
3: Subject representative

Notes:

Elected

20: JCR President
14: AMALS and May Ball Presidents
13: Voting JCR Officer
10: AMALS Officer & May Ball Committee member
9: Editor of 'The Sex', First Year Officer & Women's Officer
8: JCR minority representatives (International, GEEMA & LGBT)

Sport

10: Major Sports Captain & Full Blue
8: Minor College Sports Captain
7: Regular representation for a college sport (min. 9 appearances/having played a full season)
6: Responsible for coaching a college team and other university sport (non-full blue)
3: Representation for a college sport (min. 3 appearances)

N.B. Sports points are not cumulative and you can only claim for one of the representation points (i.e. having played 9 times doesn't entitle you to points for playing 3 times and playing 9 times).

Societies

14: Choral scholar
10: Major college society president, senior chapel posts and choral exhibitioners
8: Minor college society president
7: Minor chapel posts
6: Openly/constitutionally elected college committee member, university society president, RAG rep
3: Membership of a college committee

Drama, music & other productions

7: Regular Contributions to dramatic or musical performances (min.4) – excluding the choir
6: Yearbook editor
3: Contribution to college/university performances, regular contributor to Varsity or TCS
2: Writing for ‘The Sex'

Other

5: Living at Parkside/Warkworth Street
3: Participation in the Shadowing Scheme
2: SCA Volunteer, Having given an Access Talk, Pro Bono Society Work, other contributions to University or College life.

Should an undergraduate feel that an activity which they have undertaken is not represented in the scheme then they should make representations to the rooms committee. It shall be at the discretion of a majority vote on the rooms committee, with the advice and consent of the Sexcentenary Club committee, whether an activity shall be temporarily included in the points scheme and with what value of points in order that said activity be rewarded. Should anything be added to the scheme then it must be publicised in order that all applicants be made aware of the addition and allowances shall be made in that case for late points submissions with regards to any additional activity deemed points worthy. Any addition to the scheme shall last only for the duration of the ballot and shall hold no precedent on future ballots.

The points scheme must be reviewed once every four years once the rooms ballot has been settled. This will first take place at the end of Lent term 2012.


4. Doubles Ballot

This should be conducted separately from the third year ballot discussed in Section 3, but using the same points scheme.


5. Fourth Year Ballot

Room allocation for prospective fourth year undergraduates should occur after both the doubles ballot and third year ballot. The fourth year ballot should, again, be 'merit' based, using the points scheme described in Section 3; rankings should be based solely on achievements which were not considered in the previous (i.e. second and third year) rooms ballots unless the achievement is ongoing.


6. Second Year Ballot

This ballot is also a 'merit' ballot ranked on the basis of academic and non-academic achievements, using the points scheme described in Section 3.


7. Summary

The order of room allocation is:

  1. Third Year and Fourth Year Doubles Ballot
  2. Third Year Ballot
  3. Fourth Year Ballot
  4. Second Year Doubles Ballot
  5. Second Year Ballot

All rooms shall be allocated over the Long Vacation. A day shall be left between each of the five sets of room allocations, so that undergraduates who missed their time slot can be added on at the end of their respective Ballot order.



Appendix C:

Structure and Job Descriptions of the Committee

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  1. The Officers form the main Committee, have voting rights and are obliged to attend Committee and open meetings. They are:
  2. The Editor of the Sexcentenary Club Newsletter and Amalgamated Club President may attend Committee meeting but do not have a vote.
  3. The Access and Equal Opportunities Officer must coordinate with the Equal Opportunities Team and represent their views on the Committee as appropriate. The team comprises:
  4. The Access and Equal Opportunities Officer must coordinate with the Ethnic Minorities and GEEMA Representative and represent his/her views on the Committee as appropriate.
  5. All the Representatives may attend Committee meetings but may only speak on issues relevant to their position and have no voting rights.

Job Descriptions

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The following job descriptions are not exhaustive and may be developed as appropriate.

President

Vice-President (this position is held in conjunction with one other Officer position)

Secretary and Communications Officer

Junior Treasurer

External Officer

Welfare and Academic Affairs Officer

Access and Equal Opportunities Officer

Amenities Officer

Charities, Campaigns and Environment Officer

Bar and Buttery Officer

Entertainments Officer

Editor of the Sexcentenary Club Newsletter

Women's Representative

Ethnic Minorities and GEEMA Representative

International Representative

LesBiGay Representative

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