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Constitution of St. George’s Hall Junior Common Room

Last edited: 14th of July 2011

Section One: Name and Status

1.1         This organisation is named “St. George’s Hall Junior Common Room.” It may be referred to as “St. George’s Hall JCR” or “JCR.”

1.2         The committee which run this organisation are known as the “Junior Common Room Committee,” abbreviated to the “JCR Committee.”

1.3         This constitution is the governing document by which the JCR committee carry out its duties.

1.4         The University of Reading, and Reading University Students Union (RUSU) have the authority to overrule this constitution.

Section Two: Mission Statement

2.1       “The aim of St. George’s Hall Junior Common Room Committee is to provide recreational, welfare and sporting facilities for all its members and to provide representation with all external bodies.”

Section Three: Trustees

3.1       The JCR Committee undertake responsibility for matters of financial and administration business on behalf of the members of the JCR.

Section Four: Membership

4.1       All present residents of St. George’s Hall are entitled to full membership. This membership is subject to a compulsory membership fee set at the end of each academic year by the Treasurer and agreed by the JCR Committee for the next year.

4.2       All persons who have been resident in the past at St. George’s Hall, and Fresher’s living in Host Families near to St. George’s Hall, are entitled to ‘Attached Membership.’

4.3       The President and Vice-President’s of RUSU, non-sabbatical officers of RUSU, St. George’s Hall Staff and academic residents, previous members of the JCR Committee and President’s of all other Halls of Residence at The University of Reading are entitled to ‘Honorary Membership,’ and are not required to pay membership fees. The President, Vice-President’s and non-sabbatical officers of RUSU, and President’s of other Halls of Residence receive this entitlement for the current session only.

4.4       Those who have been asked by the Warden to leave St. George’s Hall while resident, or have been asked by appropriate authorities to leave the University of Reading are deemed no longer to be members of the JCR, regardless of any fees paid, and shall not be entitled to any form of reimbursement. Such persons shall lose all membership rights and may not be allowed to attend any JCR events.

4.5       All members; full, attached and honorary are entitled to use the facilities provided by the JCR. These include:

4.5.1   JCR Common Room, equipped with television, DVD Player, Sky TV and Pool Table.

            4.5.2   Oakhurst Study Room, equipped with Computers.

            4.5.3   Formal and other social events as organised by the JCR Committee.

4.5.4   Sporting events, training and matches as organised by the JCR Committee.

4.6       Full members are entitled to subsidised prices at all social events, formals and for any other items sold by the JCR Committee.

4.7       Full members have the right to vote in democratic processes for the JCR, and stand for election to the JCR Committee.

4.8       Attached members have the right to stand for election, only if they attend to move into St. George’s Hall for at least two terms of the three term office. Attached and Honorary members are not however, entitled to vote in democratic processes.

Section Five: The JCR Committee

5.1       St. George’s Hall JCR Committee shall consist of the following officers: Leader x 3, Treasurer, Secretary, Social Reps x 2, Welfare Rep, International Rep, Publicity Rep, Sports Rep and Fresher Reps x 2.

5.2       The Executive Committee shall consist of the following officers: Leader X 3, Treasurer, Secretary and Welfare Rep. This Committee only meet if there is an emergency and a committee meeting cannot be called.

5.3       All Committee members have the following responsibilities:

5.3.1   To go to all meetings to which they are invited, and to report back to the committee afterwards.

5.3.2   To support and attend as many events as are organised by the JCR Committee as possible.

            5.3.3   To be punctual to all JCR Committee meetings.

5.3.4   Within committee meetings, to behave in a manner that is acceptable and sociable. Anger, aggressiveness, and intolerance or disrespect to other JCR Committee members or JCR members will not be tolerated.

5.3.5   To maintain good order in JCR Committee meetings, and respect all JCR Committee members opinions.

5.3.6   To maintain business like relationships with other JCR Committee members, and not allow personal matters to interfere with JCR matters.

5.3.7   To adhere to St. George’s Hall, RUSU, University of Reading and Legal regulations. As representatives of St. George’s Hall, JCR Committee members are expected to behave in such a way that sets a good example. Infringement of any of the said regulations will lead to immediate expulsion from the JCR Committee and JCR membership.

5.3.8   To represent the general body of students in any matter of JCR business.

5.3.9   To communicate with other JCR Committee members so as to ensure that all of the JCR Committee are aware of all actions relating to the JCR.

5.3.10 To be responsible to the Open JCR meetings.

5.3.11 JCR Committee members wishing to resign from a position, before the expiry of their term in office, should submit resignations in writing to the JCR Leaders, JCR Secretary, and Hall Warden.

5.3.12 Representation of the JCR Committee members must be true and accurate. Therefore, research should be undertaken to ensure true ideals are realised.

5.4       Each JCR Committee member also has his/her own responsibilities, which are as follows:

            5.4.1   Leader

-           Responsible for the overall management of JCR Committee members and activites.

-           Responsible for the overall coordination of the JCR and events.

-           Responsible for organising the clearing up after social events.

-           Chair JCR Committee meetings (on a 3 week rotation), Open meetings (Once each) and Executive meetings.

-           Responsible for providing all JCR Committee members with support and assistance as requested, so as to ensure that each JCR Committee member can best perform their duties.

-           Responsible for ensuring that the JCR Committee works with an up-to-date constitution and that this document is relevant; amending where necessary.

-           Responsible for referring to the constitution when necessary.

-           Represents the JCR in discussions and meetings with Hall Staff, the Hall Warden, RUSU, the Hall Committee, Student Council, President’s Committee, other Hall JCR Committee’s, all University Authorities and any external bodies.

-           Must attend President’s training as provided by RUSU.

-           Responsible for attending any meeting of disciplinary matter as requested by the Hall Warden, or Hall Manager.

            5.4.2   Treasurer

                        -           Represents in the JCR in all financial matters.

-           Responsible for keeping comprehensive and accurate records of all financial transactions.

-           Responsible for keeping JCR finances in good order.

-           Responsible for providing a summary of accounts for all members at the end of each term, which must be publically displayed.

-           Responsible for the collection of all JCR membership fees.

-           Responsible for providing a brief weekly summary of accounts in JCR Committee meetings.

-           Responsible for Sky TV subscription, Licences and ordering of newspapers and magazines, with said items to be registered in his/her name or as, “Treasurer of St. George’s Hall.”

-           Responsible for reporting to the Hall Committee about the JCR finances.

-           Must attend Finance Training as provided by RUSU.

-           Responsible for ensuring that the financial procedure as laid out in this constitution is adhered to.

-           Responsible for informing the Hall Warden and Hall Manager of any financial difficulty which the JCR funds are experiencing.

            5.4.3   Secretary

-           Responsible for the production of minutes for each meeting held by a quorate (see item 6.2) JCR Committee, referring to item 6.15 and 6.16.

-           Responsible for the displaying of minutes after ratification on the JCR Common Room Notice Board.

-           Responsible for publicising JCR Committee contact details on the JCR Common Room Notice Board.

-           Responsible for the upkeep and presentation of the JCR Common Room Notice Boards, with relevant information regarding the JCR, St. George’s Hall, RUSU and University of Reading.

-           Responsible for the organisation and running of all JCR Committee elections, and ensuring that electoral procedure is adhered to, referring to Section 9.

-           Responsible for the supervision of any referenda.

-           Responsible for the organisation of the writing, editing and publication of the Fresher’s Introductory Booklet.

            5.4.4   Social Rep

-           Responsible for the organisation, budgeting and running of St. George’s Hall Social events and activities.

-           Responsible for the organisation, budgeting and running of St. George’s Hall Formal Events.

-           Responsible for the organisation, budgeting and running of St. George’s Hall Fresher’s Week, which should consist of a comprehensive programme of events.

-           Responsible for ensuring that all students needs, tastes and abilities are taken into consideration when organising social events, as far as is practical.

-           Must provide a costing of each social event and liaise with the Treasurer regarding all financial planning, prior to booking an event.

-           Must attend RUSU Social Rep Committee meetings, reporting back to the JCR Committee afterwards.

-           Must attend Social Rep training sessions as provided by RUSU.

-           Must meet together, with the International Rep on a regular basis to discuss any Social issues.

            5.4.5   Welfare Rep

-           Responsible for acting with support and advice on welfare issues raised by JCR members on an individual basis.

-           Liaises with the RUSU “VP Student Rights and Diversity” on matters relevant to St. George’s JCR and report back to the JCR Committee.

-           Must attend Welfare training sessions as provided by RUSU.

-           Must attend RUSU Welfare Committee meetings and report back to the JCR Committee.

-           Responsible for the distribution of free condoms and personal safety alarms, at a subsidised rate, to students as requested.

-           Ensure help lines and contact numbers for clinics, counsellors and other such bodies are easily available.

-           Responsible for ensuring that the Equal Opportunities policy is kept within St. George’s Hall.

-           Responsible for promoting the recycling system within St. George’s Hall.

-           Responsible for student awareness of environmental matters which affect the residents of St. George’s Hall.

            5.4.6   Representation Rep (previously International Rep)

-           Responsible for ensuring that the specific needs of International, Visiting, Erasmus Students, Disabled students, Mature Students, Under 18s, 'attached' members of the JCR, LGBT students and any other minority group are met.

-           Responsible for helping minority students to feel part of St. George’s Hall community.

-           Responsible for liaising with the Social Reps, to ensure the social requirements of International and minority group students are met.

-           Must have good communication with ISRU (International Students Reading University) and other societies relating to International and minority group students.

-           Organising the welcoming of non-home students on arrival throughout the year in coordination with University of Reading’s own Welcome Programme.

-           Must meet with the Social Reps on a regular basis to discuss any Social issues.

            5.4.7   Publicity Rep

-           Responsible for the maintenance of user-friendly and comprehensive website for the JCR.

-           Responsible for keeping the St. George’s Hall Blackboard site up-to-date, with minutes, accounts information and social events.

-           Responsible for the publicising of St. George’s Hall Social events and activities.

-           Responsible for the publicising of St. George’s Hall Formal events.

-           Responsible for the publicising of St. George’s Hall Fresher’s Week.

-           Responsible for ensuring that attached members are informed of all St. George’s Hall events.

-           Responsible for the collation of the JCR members e-mail database.

-           Responsible for publicising JCR Committee contact details on the St. George’s Hall website and blackboard site.

-           Responsible for the ordering, publicising and sale of any St. George’s Hall leisurewear, including Hoodies, Polo Shirts and JCR Committee Polo Shirts.

            5.4.8   Sports Rep

-           Responsible for ensuring that the sporting needs of all JCR members are met, as far as practical.

-           Responsible for the organisation and publicity of sports training.

-           Responsible for the coordination and publicity of all intramural sports matches.

-           Responsible for all JCR sporting equipment, including ordering and sale of all sportswear.

-           Must attend RUSU Sports Federation meetings, Intramural meetings, and Sports Rep training, and report back to the JCR Committee.

-           Must provide costings of any sports expenditure to the Treasurer prior to organisation.

-           Responsible for the maintenance and monitoring of any games machines obtained by the JCR.

5.4.9   Fresher Rep

-           Responsible for ensuring the specific needs of Fresher’s are met.

-           Responsible for the seating plan at ‘St. George’s Winter Formal.’

-           Responsible for the liaison between Fresher’s and the JCR Committee.

-           Responsible for assisting the Treasurer, Social Reps, Secretary, Publicity Rep and Sports Rep where requested.

-           Responsible for the maintenance, security and organisation of the JCR Committee storage space.

 

 

Section 6: Meetings

6.1       There are four types of meetings. The first is the JCR Committee Meeting, the second is the Open JCR Members meeting, the third is the Executive Committee meeting and the fourth is Leader/Hall Staff meetings.

6.2       JCR Committee meetings may not take place with less than 6 Committee members present.

6.3       JCR Committee meetings should be held once per week.

6.4       Apologies for non attendance should be directing to the Leader chairing the meeting or to the Secretary in advance of the meeting. Failure to do so will be deemed as absence.

6.5       If a JCR Committee member is absent from three consecutive JCR Committee meetings, they are deemed to have resigned from their post.

6.6       Open JCR Members meetings should be held once a term.

6.7       The Open JCR Members meetings are similar to an AGM, but held termly.

6.8       All meetings must be recorded via minutes, these minutes must be submitted to the JCR Committee for ratification, before being publicised or accepted.

6.9       Meetings should take no longer than necessary. In accordance with this, those present should behave in accordance with items 5.3.3, 5.3.4, 5.3.5 and 5.3.6.

6.10    Any full member of St. George’s JCR may request a copy of minutes for any meeting and should receive these in accordance with the guidelines set out in 6.8 to ensure minutes are  a correct representation of the meeting.

6.11    An agenda for any JCR Committee meeting should be set by the Leader, and made available to the JCR Committee prior to a meeting. In the case of an Open JCR Members meeting, the agenda should be made available at least 24 hours in advance.

6.12    The agenda for JCR Committee meetings should follow a format agreed at the beginning of the term of office.

6.13    The Leader’s Chair all JCR Committee Meetings and Open JCR Members meetings.

6.14    On voting matters with the JCR Committee Meetings, the Chair is only entitled to vote if the is an equal number of votes for and against a proposal, and a casting vote is required.

6.15    The minutes for any type of meeting may be written in any comprehensive style and format as chosen by the Secretary, but must include the following:

-           Date, Time and Venue of the meeting.

-           Names of those present, of those absent, those who have sent apologies in accordance with item 6.4, and name of the Chair.

-           A summary of all matters discussed.

-           A list of action to be taken, who is to take the action, and when the action should be completed by.

-           A clear description of any decisions that have been made.

6.16    The minutes should be distributed to all JCR Committee members within 3 days of the JCR Committee meeting.

6.17    After ratification, JCR Committee meeting minutes and Open JCR Member minutes should be displayed on the JCR Common Room Notice Board and St. George’s Blackboard site within 2 weeks.

6.18    Any full, attached or honorary member of St. George’s Hall JCR may attend and be heard at an Open JCR Members meeting.

6.19    The Secretary or Publicity Rep will give 7 days notice of an Open JCR Members meeting.

6.20    All JCR Committee members must attend all meetings or submit written apologies in accordance with item 6.4.

Section Seven: Executive Committee

7.1       The Executive Committee shall only meet if there is a matter of great urgency and a normal JCR Committee meeting cannot be called.

7.2       The Executive Committee consists of: Leader x 3, Secretary, Treasurer and Welfare Rep.

Section Eight: Finance

8.1       The Treasurer is responsible for preparing an annual budget report and setting the JCR Membership Fee for the next session.

8.2       The Budget should be presented at the first Open JCR Members meeting.

8.3       No changes may be made to the budget without sufficient funds to administer the changes.

8.4       The JCR Committee is entitled to administer JCR funds for the purpose of organising social and sporting events without prior consent of St. George’s Hall JCR Members.

8.5       The JCR Committee is entitled to administer JCR funds for other purposes without prior consent of St. George’s Hall JCR Members, unless the proposed expenditure on a single item is over £50. Sums beyond this amount must be agreed by a referendum.

8.6       Any fully paid St. George’s Hall JCR Member, Hall Warden, Hall Manager, RUSU President or External Authority may request to see St. George’s Hall JCR Accounts at any time, and this must happen within 48 hours of the request.

8.7       The Treasurer and Leaders will act as signatories for St. George’s Hall JCR Bank Account.

8.8       There must be sufficient reserves; at least £500, in St. George’s Hall JCR Bank Account at all times, to meet unforeseen contingencies. These reserves should be contributed to, in order to maintain their real value.

8.9       When large sums of money are taken to the bank, the Treasurer must request another member of the JCR Committee or a member of St. George’s Hall staff to accompany them.

Section Nine: Elections

9.1       The exact timing of St. George’s Hall JCR Committee elections will be decided by the Leaders and the Secretary, but should be within the framework as follows:

9.1.1   The position of Fresher Rep x 2 will be elected by the current JCR Committee in week 4 of the Autumn Term, and will take up office immediately, until Week 8 of Spring Term.

9.1.2   The positions of Secretary, Treasurer, Welfare Rep, Social Rep x 2, Publicity Rep, Sports Rep and International Rep, will be elected, by all fully paid members of St. George’s Hall JCR, in week 8 of the Spring Term, and will take up office from the night of St. George’s Hall JCR Boat Party (or failing that JCR Committee meeting of Week 9, Spring Term) for one full year.

9.1.3   The position of Leader x 3, will be elected, by the outgoing JCR Committee, at the JCR Committee meeting in Week 8 of Spring Term, and will take up office from the night of St. George’s Hall JCR Boat Party (or failing that JCR Committee meeting of Week 9, Spring Term) for one full year.

9.2       A handover meeting will take place in Week 9 of Spring Term, whereby all outgoing and incoming JCR Committee Members will attend in order to discuss the obligations of their roles within the JCR Committee, and handover information.

9.3       Where a post has become vacant at a time other than described in item 9.1.1, 9.1.2 or 9.1.3, re-election of the position will be at the discretion of the Leaders.

9.4       At all times (except prior to the election of Fresher Reps) there must be at least two members of the St. George’s JCR Committee living within St. George’s Hall.

9.5       Candidates for election must either be full members of St. George’s Hall JCR, currently living in the Hall; or attached members of St. George’s Hall JCR who are planning to move into St. George’s Hall for at least the term of their office.

9.6       With reference to the election of Fresher Rep, candidates wishing to run for the position must be first year students.

9.7       With reference to all elections, nominations will be open for seven full days prior to hustings.

9.8       St. George’s Hall JCR Members wishing to stand for a JCR Committee position must be proposed and seconded by fully paid up members of St. George’s Hall JCR.

9.9       Members of St. George’s Hall JCR, have the opportunity to propose OR second only once for one candidate running for JCR Committee.

9.10    Candidates running for St. George’s Hall JCR Committee may stand for only one position.

9.11    No St. George’s Hall JCR Committee Member may propose or second a candidate for a JCR Committee post, or actively and openly support one candidate for a position over another. St. George’s Hall JCR Committee members must remain visibly impartial, although they are entitled to vote.

9.12    R.O.N. (Re-open Nominations) must be added to every position in every election. Therefore, if voters vote R.O.N. over a candidate, nominations must re-open and the existing candidate may not stand again.

9.13    Hustings must take place between the close of nominations and the opening of voting, at a time agreed by the Leaders and the Secretary, and publicised by the Publicity Rep.

9.14    All Candidates must take part in Hustings, or submit a statement to be read on their behalf.

9.15    Each Candidate must make a small speech lasting no longer than 5 minutes, explaining why they would like to be considered for the position.

9.16    Candidates will then take questions from the JCR Committee and any fully paid St. George’s Hall JCR Members attending Hustings, directed by the Chairing Leader.

9.17    Non-attendance at hustings without prior notice to St. George’s Hall JCR Committee, will be interpreted as withdrawal from the election.

9.18    No Candidate may insult or abuse any other candidate verbally or in printed material. Such behaviour may result in disqualification from elections as it is not conducive with items 5.3.4, 5.3.5 and 5.3.6.

9.19    Campaigning for JCR Committee positions shall be allowed in the form of one facebook group, and a maximum of 20 A4 sized posters displayed within the premises of St. George’s Hall, per candidate. Any other creative materials or methods to be used for campaigning should be cleared with the JCR Committee before use.

9.20    Candidates must not coerce or bribe members of the electorate into voting.

9.21    Candidates must not electioneer within the immediate vicinity of the ballot box.

9.22    The Leaders and the Secretary will decide upon which days to have voting, and therefore determine the day on which nominations must open and thus which day hustings will take place.

9.23    Each voter will have one vote per position with the JCR Committee. The ballot sheet should be clearly marked, and spoiled ballots will be entirely discounted.

9.24    The ballot box will be held by the JCR Committee and times will be arranged when voting can take place in the JCR Common Room, where it will be supervised at all times by at least two members of the JCR Committee.

9.25    A list of voters must be made so that no voter can vote twice.

9.26    Voting shall be carried out over at least three consecutive days.

9.27    The count shall be carried out by not less than three JCR Committee Members, including the Secretary. Candidates may not be present, but an impartial judge may be invited to oversee the count. For each contested position, the candidate with the most votes will be declared as the winner.

9.28    The JCR Leaders will inform the candidates of the results of the election, and they will be publicised by the Secretary on the JCR Common Room Notice Boards, and by the Publicity Rep on the St. George’s Hall JCR Website.

Section Ten: Referendum

10.1    A referendum is a question raised, to then be voted upon by members of St. George’s Hall JCR.

10.2    The JCR may be asked to hold a referendum on any motion that has been discussed at an Open JCR Members meeting, where less than a third of all voting members of St. George’s Hall JCR are present.

10.3    A referendum may be held if requested by all members of the JCR Committee unanimously.

10.4    A referendum will be held if a written request, signed by 50 voting members is passed to the JCR Leaders or Secretary.

10.5    A referendum may be requested up to and no longer than five days after the meeting at which the motion was discussed.

10.6    The JCR Committee must hold the referendum within seven days of the written request. An Open JCR Members meeting must then be held whereby one person must advocate for each side of the motion.

10.7    Voting on the referendum shall then be held on two consecutive days. Voting shall be either, ‘YES’, ‘NO’ or ‘ABSTAIN’.

10.8    The count shall be carried out by no less than three persons not directly referred to in the referendum.

10.9    No action shall be taken on the motion until the results of the referendum have been made public, on the St. George’s Common Room Notice Board, and Blackboard site.

10.10  The result may then override a JCR Committee motion.

Section Eleven: Complaints

11.1    In the first instance, all complaints regarding another member of St. George’s Hall JCR, or JCR Committee, concerning the breaking of JCR or St. George’s Hall rules, or general misconduct, should be addressed to the Leaders of St. George’s Hall JCR or St. George’s Hall Warden as appropriate.

11.2    It shall then become the responsibility of the JCR Committee to ensure that the matter is addressed, if necessary in consultation with the Hall Warden.

11.3    Where the complaint is considered to be of significant magnitude, any member of St. George’s Hall JCR may put forward a motion to expel the member from St. George’s Hall JCR. The member shall lose all privileges and use of facilities provided by St. George’s Hall JCR, if the complaint is upheld by a two thirds majority at a quorate Open JCR Members meeting.

11.4    The expelled member shall have the opportunity to appeal against any decision by calling a referendum in accordance with the procedures detailed in Section 10.

Section Twelve: Equal Opportunities

12.1    It is essential that all members of St. George’s Hall JCR and JCR Committee members are treated with equal opportunities. There will be no toleration of discrimination on the grounds of views, beliefs, language, gender, age, financial situation, physical appearance, political views, race, social status, religion, culture, background, sexual orientation or ability.

12.2    St. George’s Hall JCR Committee will actively work to involve all members and keep within the equal opportunities guidelines set out in item 12.1.     

Section Thirteen: Closure of the Junior Common Room  

13.1    If for any reason it is necessary to close St. George’s Hall JCR, all monies in JCR accounts shall be given to University of Reading RAG’s charity collection. Property, equipment and any other such assets shall be sold, and the monies shall also be given to University of Reading RAG’s charity collection.

13.2    In such a situation the JCR Committee shall hold an Open JCR Members meeting to announce the closure, and then shall organise the dispersion of the Junior Common Room. Following this the JCR Committee shall disband.

13.3    Closure of the Junior Common Room may only occur due to:

            13.3.1 Closure of St. George’s Hall of Residence.

            13.3.2 Bankruptcy of St. George’s Hall JCR


 Section Fourteen: Appointed Officers and Hall Staff (2011-2012)

14.1    Leader

 
-          Lloyd Hartman

 -          Ceri Jones

 -          Sophie Davies


14.2    Treasurer

            - Kasey Steel

14.3    Secretary

            - Lauren Davies

14.4    Social Rep

            - Georgia Kirby-Watt

            - Simba Matapo      

14.5    Welfare Rep

            - Gurpreet Tatla

14.6    Representation

            - Rob Sterlini

14.7    Publicity Rep

            - Mikaela Evans

14.8    Sports Rep

            - Chris Riley

14.9    Fresher Rep

            - To be elected November 2011

14.10 Hall Warden

            - John Fisher           

14.11  Hall Manager

            - Elaine Nicol  


St. Georges Hall, University of Reading