These Standing Orders are a supplement to the JCR constitution, and are to be considered as a permanent set of mandates from a GM. They take precedence over all other mandates excepting the Constitution itself.
1.1
These Standing Orders may only be amended in a manner consistent with them and the Constitution of Balliol JCR and under the procedure they govern.
1.2
These Standing Orders, or part of them, may be suspended at a GM for a length of time decided by the GM, but such suspensions shall require a two-thirds majority of those present and voting at the GM.
2.
THE JCR
2.1
JCR facilities shall be reserved for the use of JCR members and their guests, except that the JCR Committee may exempt persons or classes of persons from this regulation.
2.2
JCR notice-boards shall be under the overall control of the JCR Secretary, who may remove posters not relating to JCR members if permission to display them has not been granted by the JCR Committee. All posters displayed must conform to the spirit of clause 1.3 of the Constitution.
2.3
No current periodicals may be removed from the JCR.
2.4
The JCR Committee shall provide newspapers and periodicals in the JCR for the use of members.
2.5
The Dean has the power to enforce any disciplinary measure over the JCR as s/he sees fit.
3.
GENERAL MEETINGS
3.1
Before the GM
3.1.1
The Secretary shall give at least seven days’ notice of a GM, except in the case of an EGM when the notice shall be at least three days.
3.1.2
An agenda shall be published on the JCR notice-board at least two days before the start of the GM and shall not be deflected from except by procedural motion as specified below.
3.1.3
The Secretary shall ensure that GMs receive adequate publicity. Each OGM and EGM shall have an entertainments budget of up to £25.
3.1.4
All motions shall be given in writing to the Secretary no less than three days before the start of the OGM. Written amendments to motions must be given in writing no less than 24 hours before the start of the OGM.
3.1.5
Motions on matters substantially arising after the closure time may be accepted by the chair at her/his discretion.
3.2
Quorum
3.2.1
Any meeting of the JCR shall be opened as soon after the time at which it is convened as a quorum is present. If after fifteen minutes a quorum has not arrived, the meeting shall not be held.
3.2.2
A meeting found inquorate shall, if still inquorate five minutes later, be closed forthwith.
3.2.3
A non-chairing member of the JCR Committee present shall ensure that the meeting does not continue while inquorate.
3.2.4
Any General Meeting found to be inquorate on three separate occasions shall be closed forthwith.
3.3
Proposing Motions and Amendments
3.3.1
No motion may be discussed at an EGM unless its text was included in the motion or petition calling for that meeting.
3.3.2
Motions relating to the procedure of meetings may be moved without notice, but shall be binding only within the meeting and shall not become JCR policy.
3.3.3
No motion or amendment shall be voted on unless there is present at least one member of the JCR to propose it.
3.3.4
After a motion has been tabled, the proposer may not withdraw it or accept any amendment to it without the consent of the meeting with a simple majority.
3.3.5
In the event that the meeting refuses the proposer the right to withdraw, another proposer may be selected from the meeting by the chair.
3.3.6
If more than one person is willing to become the proposer and one of these is the proposer of the last successful amendment, then she/he shall be chosen.
3.3.7
If an amendment which has not been accepted by the proposer of a motion is passed, the proposer of the amendment shall be counted the proposer of the motion.
3.3.8
Amendments may be proposed to motions, but if not submitted 24 hours in advance they are accepted only at the Chair’s discretion.
3.3.9
Amendments are voted on separately and require a simple majority of those present and voting to pass.
3.3.10
Motions (unless specified elsewhere in the Constitution or Standing Orders) require a simple majority of those present and voting to pass.
3.4
Order of Business
3.4.1
The order for business of a GM shall be drawn up as follows: Minutes of the last OGM and any subsequent EGMs Officers’ Reports Written and Oral Questions to Officers Amendments to Constitution and Standing Orders Charities Levy (AGM only) Standing Policy review (AGM only) Compulsory levies Optional levies Motions relating to financial matters in College Motions relating to College matters Motions relating to matters in Oxford Motions relating to the British Isles
Other motions
3.4.2
Motions which arise from matters outside college but which directly affect the students of this college shall be considered in the category relating to college matters.
3.4.3
Emergency motions shall be considered at the commencement of the category to which they belong.
3.4.4
No motion requiring action to be taken in addition to the raising of an optional levy shall be given priority by reason only of its including an optional levy.
3.4.5
At the beginning of the motions section of GM business, the chair shall read out all the motion headings and call for opposition for each. If there is no opposition from any member of the GM, the motion shall be deemed passed nem con and shall not be put. If opposition remains, the motion shall be discussed as normal once it is reached in the ordinary agenda. No procedural motion shall be moved relating to order of business until all the motions have been dealt with under this Standing Order.
3.5
Procedure
3.5.1
At the start of debate, a speech in proposition of the motion will be sought.
3.5.2
This speech is followed by short factual questions, which may be put to the proposer or members of the JCR Committee.
3.5.3
Speeches are then sought either in proposition or opposition.
3.5.4
Every speaker shall address herself/himself solely to the Chair. No speech shall be permitted which is not strictly to a distinct motion or amendment or to a point of order or information.
3.5.5
Speeches during a debate can be used to put a question to the proposers of the motion or a member of the JCR committee. The Chair should allow the recipient of the question to respond immediately.
3.5.6
Points of information, in the form of short factual questions or points, may be offered in any speech except a summing up speech, but a speaker has the right to refuse to accept any offer of a point of information.
3.5.7
Points of order shall take precedence over all other business, except that they may not be raised during a speech or a vote unless they relate to the procedure of that vote. A point of order shall be phrased as a question to the Chair, shall relate to the conduct of the debate at that time, shall not refer to the subject matter under debate and shall contain no argument.
3.5.8
When a vote is called there shall be summing-up speeches called for, containing no new information, one in opposition and one in proposition.
3.6
Procedural Motions
3.6.1
The time available for debate on procedural motion is at the discretion of the Chair, but shall involve the opportunity for at least one speech in favour and at least one against.
3.6.2
Motions in 3.6.3 (vii) to (x) have priority over other procedural motions.
3.6.3
The following procedural motions may be raised on a point of order and shall be deemed carried if they obtain a two-thirds majority of those present and voting, unless specified to the contrary below: (i) That the meeting move to a vote on the question. In the event that the motion is passed, the meeting shall move to summing-up speeches. This motion may only be put if there has been at least one speech for and one speech against the motion, unless there is no voting opposition. The Chair may refuse to accept a move to a vote if there has been a previous move to a vote within the last 5 minutes. (ii) That the question be not put. The proposer of the item in question shall have the opportunity to speak in opposition. (iii) That the meeting be held in camera for a specified period. (iv) That a non-member of the JCR be invited to attend the meeting or to speak at the meeting. (v) That the voting be by division or ballot. (vi) That the vote of the members of the Committee be recorded. This shall be passed if one quarter of those present and voting are in favour. (vii) That the meeting has no confidence in the chair. (viii) That the Chair’s ruling be overturned. (ix) That the meeting be adjourned or closed. (x) That the Standing Orders be suspended for a specified period. (xi) That the question shall lie on the table until the next GM. (xii) That the question be taken in parts. If passed, each part must be debated separately, requiring a simple majority to be passed. A debate must then take place on the substantive motion, again requiring a simple majority to be passed. (xiii) That a motion be moved up the agenda. (xiv) That the matter be referred to the Committee or to a sub-Committee. (xv) That Quorum be counted (this shall require neither debate nor a vote to pass).
3.7
Voting
3.7.1
Except as specified below, voting shall take place by a show of hands. A motion shall be deemed to have passed where it receives the required majority out of all the votes cast. Any abstentions shall also be recorded.
3.7.2
Only those present at a meeting when the vote is called may vote.
3.7.3
In the event of fifteen members of the JCR challenging the right of one person to vote, she/he shall produce evidence of her/his membership of the JCR to the satisfaction of the Chair. The Chair’s decision in this case shall be final.
3.7.4
The Chair shall appoint tellers from the floor where necessary.
3.7.5
A re-vote may be held at the discretion of the Chair or if a request for such a re-vote is supported by ten members present.
3.8
The Chair
3.8.1
The chair shall be taken by the President, or in her/his absence by a member of the Committee specified by her/him except as provided below.
3.8.2
The Chair shall not participate in the debate. She/he shall vacate the chair for the whole of business on which she/he wishes to speak, and the chair shall be taken by a member of the Committee appointed by her/him.
3.8.3
In the event that a motion under 3.6.3 (vii) or (viii) is proposed, the chair shall immediately vacate the chair. If a motion under 3.6.3 (vii) is passed, she/he shall not resume the chair during the meeting. The chair shall be taken by a member of the Committee that the meeting shall elect by a simple majority from those members of the Committee nominated.
3.8.4
It shall be the duty of the Chair during speeches to see that the meeting is in order at all times; that the remarks are relevant to the matter under debate; that no defamatory remarks are made about a member of the JCR; and that no new material is introduced into a summing-up speech. Should disorder arise, the Chair may at her/his discretion warn the meeting that she/he intends to quit the chair, and if order is not restored within a reasonable period, she/he may do so whereupon the meeting may be closed unless another JCR Committee member is prepared to adopt the chair. She/he shall give her/his reasons for so doing at the next meeting.
3.8.5
Whenever the Chair speaks, she/he shall be heard in silence and any other member shall cease speaking.
3.8.6
The Chair may enforce the following time limits at his/her discretion: Proposing speeches: 5 minutes. Debate Speeches: 3 minutes. Summing-up Speeches: 2 minutes. Speeches to Procedural Motions: 1 minute.
3.9
Smoking will only be allowed in any meeting of the JCR in the Pantry end of the Norway Room.
3.10
Minutes of the GMs and the JCR Committee meetings must be displayed by the Secretary on the JCR notice-board.
3.11
The last GM of Michaelmas Term shall be the Annual General Meeting. Officers of the committee shall present written reports which shall be displayed by the Secretary of the JCR on the JCR notice-board no less than three days before the AGM. The Secretary shall display all Standing Policy dated three years previous to the AGM on the JCR notice board at least seven days before the AGM. Policy shall be retained for another three years unless written notice of objection is received by the Secretary no less than three days before the AGM. In this case the policy shall be debated as laid down in section 3.5 of standing orders and shall require a simple majority to fall. JCR Heroes and Villains are excluded from this procedure.
3.12
Upon requisition by 5 per cent or more of the members of the JCR, the continued affiliation of the JCR to any particular organisation shall be decided by secret ballot at the Annual General Meeting in Michaelmas Term.
4.
COMMITTEES
4.1
Standing Committee
4.1.1
There will be a Standing Committee of the JCR Committee consisting of the President, Ms/Mr Foody and the Treasurer. This Committee will be obliged to consider staff grievances by means of an interview with the people concerned, and in the presence of the elected staff representative if so requested by the member or members of staff concerned. The committee will also function in an informative and preventative capacity. Any revisions of conditions or a change in the status quo will be fully explained to individual members of staff before an executive decision is taken and the substance of staff comment will form the basis for discussion.
4.1.2
Any complaint received by a member of the Standing Committee must be discussed by the Standing Committee (at least two members of it within 24 hours of a complaint being made, or at any time which is suitable for the member of staff concerned).
4.1.3
The Standing Committee will be obliged to report to the JCR Committee and to the JCR GM; Ms/Mr Foody will function as the chair of the committee.
4.2
The Seleshi Jemberi Memorial Scholarship Committee
4.2.1
There shall be a Seleshi Jemberi Memorial Scholarship Committee whose composition and work shall be regulated by statutes approved by a GM.
4.2.2
This Committee shall avail itself of the fact that the JCR need only provide half the maintenance grant for refugee scholars in order to get reduced fees. The Committee shall seek funds from other sources in order that as many as possible (probably three) refugee scholars can be supported.
4.3
The Entz Committee
4.3.1
There shall be an Entz Committee to assist in the management of JCR entertainments.
4.3.2
The Entz Committee shall be chaired by the Entz Officer.
4.3.3
The Entz Committee shall consist of the Entz Officer, Lord Lindsay, and up to five other members.
4.3.4
No present officer of any College society eligible for an Entz Committee grant shall be a voting member of the Committee when allocation of grants to the society concerned is discussed.
4.3.5
The Entz Committee shall have for each term a grant funded by the Entz levy. Without the express consent of a GM or of the JCR Committee not more than £400 shall be spent on any one project if money is expected to be taken during the project, or £200 if no money is expected to be taken during the project.
4.3.6
The Committee shall present accounts for each term at the last GM of that term, and an annual report at the last GM of Hilary Term. A report on the activities and finance of the Committee and proposals for forthcoming events shall be presented by the Entz Officer to the OGM during Officers’ Reports at least once a term.
4.4
The Welfare Subcommittee
4.4.1
There shall be a JCR welfare subcommittee responsible for co-ordinating the JCR welfare provision, and dealing with matters of mutual advice.
4.4.2
The subcommittee shall have a rotating chair.
4.4.3
The subcommittee shall consist of Dr WHO, the LGBT Officer, the Women’s Officer, the Academic Affairs Officer, the Students with Disabilities Officer and the Ethnic Minorities and Overseas Officer.
4.4.4
Any other JCR member may attend the subcommittee’s meetings at its own discretion.
4.4.5
Meetings of the subcommittee shall be minuted. In camera discussions shall be subject to majority approval.
4.4.6
The subcommittee shall not give a separate report to GM or the JCR committee, though questions may be directed at any of its members in respect of its actions.
4.4.7
Actions that the subcommittee may wish to pursue that may have a definite effect on the actions of the rest of the JCR Committee, or which have a wider-than-welfare remit, should be approved by the JCR Committee before actions are taken.
4.5
The Health and Safety Subcommittee
4.5.1
There shall be a Health and Safety Subcommittee responsible for developing JCR Health and Safety policy and liasing with college over matters of risk assessment and safety inspection within the JCR complex.
4.5.2
The subcommittee shall be chaired by the JCR Vice-President.
4.5.3
The sbcommittee shall consist of the Vice-President, Entz Officer, Lord Lindsay, Ms/Mr Foody, Ms/Mr D&M and the JCR Steward.
4.5.4
Any other JCR member may attend the subcommittee’s meetings at its own discretion.
4.5.5
Meetings of the subcommittee shall be minuted.
4.5.6
The subcommittee will meet at least once a term before College Health and Safety at Work Committee and assign a delegate(s) to attend it.
4.6
The Ball Committee
4.6.1
There shall be a Ball Committee to organise the Balliol Ball.
4.6.2
The committee shall be chaired by the Ball President.
4.6.3
The committee shall consist of the Ball President, the Ball Treasurer, the Ball Secretary, Lady/Lord Lindsay, the Entz officer(s), the JCR Ball Representatives and the MCR Ball Representatives.
4.6.4
The Ball Committee President shall give reports at every GM throughout the Hilary Term and Trinity Term during Officers’ Reports. She/he shall also give reports to the JCR Committee meetings as and when required by the JCR Committee.
4.6.5
The Ball Chair shall present a final report and accounts at the first OGM after the Event.
4.6.6
If any of the positions of Ball Treasurer, Secretary or President are unfilled at the start of MT, then the following year's Ball must be cancelled.
4.6.7
One of the members of the committee must be given responsibility for Catering by 2nd Week MT.
4.6.8
One of the members of the committee must be given responsibility for Music by 2nd Week MT.
4.6.9
One of the members of the committee must be given responsibility for Attractions by 2nd Week MT.
4.6.10
The Secretary must ensure that the committee meets once a week, and shall minute the meetings.
4.6.11
The Treasurer must present a budget to the JCR Treasurer no less than 30 days before the event.
4.6.12
The Ball Committee shall present a detailed plan of the event at a JCR OGM no later than 4th week of Hilary Term.
4.6.13
The Ball Committee will have power to co-opt people to fill any vacant representative posts from the start of MT (it shall not be the JCR Committee’s responsibility).
4.7
The Arts Festival Panel
4.7.1
There shall be an Arts Festival Panel to organise the Balliol Arts Festival, comprising a week of arts events in 5th week of Michaelmas Full Term.
4.7.2
The Panel shall be chaired by the JCR Arts Festival Coordinator.
4.7.3
The Panel shall consist of the JCR Arts Festival Co-ordinator, Maestro Music, Ms/Mr Picture Fund, Comrade Shakespeare, a representative of the JCR Dramatic Society, a representative of the Entz Committee and three others to be co-opted at the Coordinator’s discretion.
4.7.4
The JCR Arts Festival Coordinator shall present a final report and accounts to the first OGM of Hilary Term.
4.7.5
The JCR Arts Festival Coordinator shall present an Officer’s Report at every GM in Michaelmas and Trinity Terms and to the Committee at any time requested.
4.7.6
The JCR Arts Festival shall aim to be run as a self-financing concern, and shall be run primarily for the benefit of JCR members.
4.7.7
A grant may however be offered on presentation of a budgeted request to the JCR Treasurer, subject to confirmation at the next OGM.
4.8
The Entertainment Administration Committee
4.8.1
This committee will be responsible for the purchase of alcohol on behalf of the club, and will be sat on by the JCR President, the JCR Treasurer, Lord/Lady Lindsay and Entz Officer(s).
4.8.2
All members of the entertainment administration committee must be over 18 years of age.
4.9
Freshers’ Week Committee
4.9.1
There shall be a Freshers’ Week Committee to organise and oversee Freshers’ Week.
4.9.2
The committee shall ensure that there is adequate provision for all Freshers’ during the week.
4.9.3
The committee shall be chaired by the Vice-President.
4.9.4
The committee shall consist of the Vice-President, the Entz Officer, the Admissions Officer, Lord/Lady Lindsay and the Bar Social Secretary.
4.9.5
The committee shall meet four times during Trinity Term at dates and times to be decide by the Vice-President.
4.9.6
Meetings of the committee shall be minuted by a member of the committee.
4.9.7
The Vice-President shall report to the JCR Committee at the earliest opportunity after a meeting of the committee.
4.9.8
The Vice-President shall give a report on Freshers’ Week to each GM during Trinity Term.
4.9.9
The Entz Officer shall be responsible for the provision of club nights and all non-bar related entertainment not falling under 4.9.11 during Freshers’ Week.
4.9.10
Lord/Lady Lindsay and the Bar Social Secretary shall be responsible for the provision of bar related entertainment during Freshers’ Week.
4.9.11
The Admissions Officer shall be responsible for the provision of day-time and non-alcoholic entertainment during Freshers’ Week.
4.9.12
The Entz Officer, Lord/Lady Lindsay and the Bar Social Secretary shall ensure there is reasonable provision made during entertainment under 4.9.9 and 4.9.10 for students who do not drink alcohol.
4.9.13
The committee may call on any JCR Committee member to help with the organisation of Freshers’ Week.
5.
ELECTIONS
5.1
Notices stating the dates on which an election will be held and which offices are to be contested shall be displayed prominently in the JCR and in Holywell Manor not later than the 14th day before the day of the election, or the 7th day in the case of a casual vacancy.
5.2
If it becomes impossible or undesirable to hold an election on the required date, or if the requisite publicity and notice have not been given, the Returning Officer shall determine on what day the election is to be held and what provision, if any, shall be made for JCR members who may be away on the day of the election, and how much notice of the election shall be given, provided that at least 96 hours’ notice shall always be given.
5.3
Nominations must be presented in person and/or in writing to the Secretary, President or Treasurer no later than 6pm on the 7th day before the election, but the 4th day in case of a casual vacancy. The Secretary, President or Treasurer shall remain in the JCR office between 5pm and 6pm on the said day for the purpose of receiving nominations.
5.4
If at the scheduled time for the close of nominations there are not more nominations than vacancies for any office, a prominent notice giving details shall be displayed immediately in the JCR and at Holywell Manor and nominations for those offices only shall remain open for a further 24 hours.
5.5
After the close of nominations the President and Treasurer shall serve as Assistant Returning Officers. If either is a candidate in a contested election the Committee shall appoint in her/his place another JCR member, if possible a Committee member.
5.6
The Secretary shall be responsible for publicising the election and preparing voting papers, and shall carry out any other duties determined from time to time by the Returning Officer. If the Secretary is a candidate for a contested election, the JCR Committee shall appoint another JCR member in her/his place, if possible a Committee member. In the remainder of Section 5 “Secretary” denotes this person.
5.7
Manifestos and Campaigning
5.7.1
Presidential candidates are entitled to a manifesto of up to 500 words. All other candidates are entitled to short manifestos (not above 100 words). All candidates must provide two passport photographs.
5.7.2
One copy will be displayed on the JCR notice-board, the other at Holywell Manor.
5.7.3
No material whatsoever may be produced before the close of nominations. No other publicity material may be produced by candidates apart from two copies of the manifesto. There shall be no pigeon-hole or door-to-door canvassing, or other systematic canvassing or treating.
5.7.4
[removed HT07]
5.7.5
There shall be no intimidation or similar coercion whether financial or otherwise.
5.7.6
No candidate shall, in his manifesto, or in any other form of publicity not already disallowed under 5.7.3, participate in a slate, whereby he/she registers support for another candidate
5.8
Hustings
5.8.1
The JCR Committee shall arrange hustings for candidates in the Norway Room. No other election meetings may be held on JCR premises.
5.8.2
Hustings shall be chaired by the President, or in her/his absence by a member of Committee specified by her/him
5.8.3
Hustings for elections in Michaelmas Term shall, so far as practicable, take place over two days (which need not be consecutive) as follows: i) First day: All non-committee and committee positions not named in (ii) below ii) Second day: The Entz Officer, Ms/Mr Foody, Lord/Lady Lindsay, the Secretary, the Treasurer, the Vice-President and the President
5.8.4
The order of hustings on the first day shall be committee and non-committee interspersed, the exact order being determined by the chair of the husts.
5.8.5
The order of hustings on the second day shall be in the order of posts set out in 5.8.3 (ii) above
5.8.6
The chair shall have the power at his/her discretion to change the order and allocation of posts between the two days, for example in the case of the unavailability of candidates
5.9
The Ballot
5.9.1
Voting is from 9.30am to 9pm in the Norway Room and at Holywell Manor for as long a portion of the day as possible. No scrutineer may canvass at the box for any candidate. No candidate may act as a scrutineer. No material may be left for any candidate near the box.
5.9.2
A ballot box shall be provided on the day of any JCR elections in the Norway Room where casting of votes shall be supervised by scrutineers appointed by the JCR Committee.
5.9.3
All voters must provide identification to the satisfaction of the scrutineer and must sign the College List.
5.9.4
The ballot is secret.
5.9.5
The names of the candidates other than Re-Open Nominations shall appear on the ballot paper in alphabetical order. Re-Open Nominations shall be a candidate for every office.
5.9.6
Provision shall be made on the day before the election for voting by those who are away during the election.
5.10
The Count
5.10.1
Votes shall be counted according to the latest methods for Single Transferable Vote and Alternative Vote as approved by the NUS.
5.10.2
Any member of the JCR wishing to claim an infringement of these rules in connection with the election for any office shall lodge a complaint with the Returning Officer or the President within 24 hours the official announcement of the election result.
5.10.3
Those eligible to be at the count, apart from the Returning Officer, are the JCR Committee. Those wishing to attend the count must be there at the start and may not leave before the end, unless given permission to do so by the Returning Officer. The Returning Officer is in charge of all aspects of the count, and her/his discretion is final.
5.11
Except where specified in this section or in Section 6 of the Constitution, all elections shall take place on the 6th Saturday of Michaelmas Full Term and all elections shall be by Alternative Vote.
5.12
Elections for the Entz Committee shall be determined by Single Transferable Vote (the Entz Officer having been elected first by Alternative Vote).
5.13
Elections for the Ball President, Treasurer, Secretary and Ball Publicity Officer (determined by Alternative Vote) and JCR Ball Representatives and MCR Representatives (determined by Single Transferable Vote) shall be held in Trinity Full Term after the Ball. The successful candidates shall take office on the 8th Saturday of Trinity Full Term and hold office until the first Ordinary General Meeting after the Ball of the next Trinity Full Term.
5.14
Elections for the JCR Arts Festival Coordinator (by Alternative Vote) and Comrade Shakespeare (by Alternative Vote) shall be held in conjunction with elections for Ball positions (outlined in Standing Orders 5.12). The successful candidates shall take office on the next Saturday following the day of elections.
5.15
Handover Packs
5.15.1
All committee officers should produce a written handover pack for their successors to be handed in to the Secretary no later than two weeks after their successor is elected.
5.15.2
Non-committee officers are encouraged to submit a written handover pack to the Secretary no later than two weeks after their successor is elected.
6.
NON-COMMITTEE POSTS
6.1
The following shall be non-committee posts, elected in accordance with the Constitution and section 5 of Standing Orders: Jack/Vera Duckworth Computer Rep Dramatic Society President Dramatic Society Treasurer Dramatic Society Secretary Maestro Music Entz Committee members (x5) JCR Deans (x3) Comrade Tortoise Amalgamated Sports Rep Ms/r Picture Fund MCR Ball Representatives (x3) Ball President Ball Treasurer Ball Publicity Officer JCR Ball Representatives (x4) The JCR Arts Festival Co-ordinator Comrade Shakespeare Comrade Bike Rep Bar Social Secretary
6.2.1
Jack/Vera Duckworth will assist Lord Lindsay in the performance of her/his duties.
6.2.2
The Computer Rep shall be responsible for all computing aspects of the JCR, liase with College computing authorities and maintain the JCR mailing list.
6.2.3
The Dramatic Society President, Treasurer and Secretary will run the Dramatic Society in accordance with its own constitution.
6.2.4
Maestro Music shall be responsible for JCR musical activity as laid down in clause 11.1 of these Standing Orders.
6.2.5
The JCR Deans shall be responsible for enforcing discipline in the JCR.
6.2.6
[removed MT06]
6.2.7
Comrade Tortoise will care for Rosa Luxemburg, the JCR tortoise, and train the tortoise for its big race against the Corpus Tortoise in Trinity Term.
6.2.8
The Amalgamated Sports Rep will deal with all sporting matters concerning the JCR. She/he will maintain a list of all sports captains in College, and liase with College on sporting issues.
6.2.9
Ms/Mr Picture Fund will administer the Picture Fund in accordance with clause 11.2 of these Standing Orders.
6.2.10
The Ball Committee
6.2.10
The Ball President shall take overall control of the Ball, producing deadlines for various aspects of its completion and ensuring that they are adhered to.
6.2.10
The Ball Treasurer will be responsible for its accounts.
6.2.10
The Balls Secretary will be responsible for organising weekly meetings of the committee and minuting them, and for ensuring that all paperwork is in order.
6.2.10
The Ball Publicity Officer shall take overall control of publicity and marketing for the Ball, and shall seek sponsorship for the event.
6.2.10
The MCR Ball Representatives shall sit on the Ball Committee. Only JCR members who are also members of Balliol MCR may stand for these positions or vote in elections for them.
6.2.11
The JCR Arts Festival Coordinator shall be responsible for running the JCR Arts Festival with assistance from the JCR Arts Festival Panel.
6.2.12
Comrade Shakespeare will be responsible for the promotion of new writing in Balliol. She/he will co-ordinate the editing of Scrawl magazine and organise new writing events for the Arts Festival.
6.2.13
[removed TT06]
6.2.14
Comrade Bike Rep will be responsible for providing information about bicycle safety and maintenance to JCR members, and any other bike-related matters.
6.2.15
The Bar Social Secretary shall have responsibility for the organisation and promotion of regular entertainment in the Lindsay Bar, including but not limited to quiz nights, karaoke and open mic nights. They shall work closely with Lord Lindsay and Jack Duckworth, who will provide any and all needed technical and logistical support.
6.3
The Computer Rep, Dramatic Society President, Maestro Music, Comrade Tortoise, Amalgamated Sports Rep, Bar Social Secretary, Ms/Mr Picture Fund, and Comrade Bike Rep shall make written reports to at least one GM per term, and to the JCR Committee as requested.
7.
REFERENDA
7.1
A referendum may be called by the committee or by JCR members at a general meeting or by the Affiliations Officer in the course of their specified constitutional duties.
7.2
The procedure surrounding referenda shall be as specified for elections, with the Returning Officer having overall control.
7.3
The wording of any question shall be drafted by the President and Returning Officer, but must attain majority support from the Committee.
7.4
At least five days’ notice of any referendum will be given.
7.5
The only publicity that may be produced is a maximum-500-word document to be displayed in Holywell Manor and the JCR. Any group may request to produce such a document, and the Returning Officer may grant several such requests, with several documents being displayed. All documents must conform with clause 1.3 of the Constitution.
7.6
Any complaint relating to the conduct of a referendum shall be submitted to either the Returning Officer or the President within 24 hours of the referendum result being officially announced.
8.
FINANCE
8.1
The JCR Financial Year shall run from 1st January to 31st December each year.
8.2
The Treasurer shall publish not less than four days before the last OGM of Michaelmas Term a report with recommendations for the forthcoming financial year. This report shall include a budget so as to comply with the Education Act 1994, on the basis of the audited accounts that are available for a complete year. The report shall be presented at the aforesaid OGM and any questions answered. The report shall be presented to College Executive at its next meeting after the date of this OGM.
8.3
The Treasurer shall present to the last OGMs of Hilary and Trinity Terms a report on the current financial year. This report shall subsequently be presented to College Executive at its next meeting after the date of this OGM.
8.4
Full information on the JCR accounts shall be available to all JCR members at any time by requesting it of the Treasurer.
8.5
Expenditure
8.5.1
All routine expenditure, defined as expenditure undertaken as part of the day to day running of the operations of the JCR, shall not require the express consent of the committee but shall be overseen by the Treasurer as part of his/her duties. All extraordinary expenditure shall be approved by the committee before it is incurred and recorded in the minutes.
8.5.2
(i) All extraordinary expenditure above £50 shall be reported to the next OGM. (ii) All extraordinary expenditure above £150 shall be approved by a GM before it is incurred, except that during the long vacation the President may in case of emergency authorise the expenditure of up to £250 which must be reported to the first OGM of Michaelmas Term.
8.5.3
No ad hoc committee, by whatever means established, shall have the power to spend money from JCR funds.
8.5.4
There shall be a budget of £500 per year set aside to allow Dr WHO, the Ethnic Minorities and Overseas Officer, the SWD Officer, the Women's Officer, the Charities and RAG Officer and the LGBT Officer organise events, from which £50 may be taken per event with the agreement of Dr WHO and the Treasurer.
8.6
Levies
8.6.1
Levies may be imposed on members of the JCR for specific purposes by a resolution of a GM.
8.6.2
It shall be possible to opt out of any levy unless it is explicitly passed as a compulsory levy, in which case refusal to pay shall be considered as an opt-out of the JCR as laid down in the Constitution, unless the Dean or JCR exempt a member from a particular levy.
8.6.3
A 40-signature petition can trigger a referendum on a compulsory levy if submitted within three days of such a levy being passed at GM. Such a petition can trigger a second reading of a motion imposing an optional levy, at which the motion must achieve a two thirds majority to pass.
8.6.4
8.6.4 Not later than seven days before the AGM, the Charities Officer(s) will publicise the following: the charities currently included on the levy, why they are there, and for how many terms they have been included. Special mention will be made of any charities that have long-standing ties to the college. Following submissions by members of the JCR, to be received by the JCR Secretary no later than three days before the AGM, the charities to be included on the levy for each of the next three terms shall be proposed by the Charities Officer(s). No charity will be subject to an automatic renewal without a submission, although submissions to renew charities to which Balliol JCR has a long-standing commitment are to be encouraged.
8.6.5
Compulsory levies which cannot be charged to a student by virtue of her/his having opted out of the JCR shall be included as optional levies on her-his optional levy form.
8.7
Signatories to Accounts
8.7.1
Except where otherwise specified in this section, the signatories for all the JCR bank accounts shall be the Treasurer of the JCR, the President of the JCR, the Accounts Clerk and the JCR Steward. Two signatures are to be required for all transactions, one of which must be that of either the Treasurer of the JCR or the President of the JCR.
8.7.2
The signatories to the Lindsay Bar bank accounts shall be Lord Lindsay, the Treasurer of the JCR, the JCR Steward and the Accounts Clerk. Two signatures are to be required for all transactions, one of which must be that of either Lord Lindsay or the Treasurer of the JCR.
8.8
There shall be a JCR Emergency Reserve Fund, the money held in which shall be accessed only in extraordinary financial circumstances and with the approval (requiring a two-thirds majority) of a GM.
9.
THE ROOM BALLOT
9.1
The JCR shall assist the college in the running of the room ballot according to the following:
9.1.1
the category a person is in is dependent on where he or she has been living for the majority of the year;
9.1.2
all third and fourth years should have the opportunity to be housed in college or Jowett or Dellal;
9.1.3
everyone should be able to live in twice, with living in constituting living in college-owned accommodation, and living out constituting living in accommodation that is not owned by college;
9.1.4
signing up for Jowett Walk takes place in groups before the ballot is drawn.
9.1.5
Categories: 1. Rising 3rd-years who have lived out (and rising 4th-years who have lived out twice); 1.b. Rising 2nd-years with special housing needs. These will then go into category 2 in their third year; 2. Rising 3rd-years who have lived in Jowett or Dellal (and rising 4th-years who have lived out and then in Jowett or Dellal); 3. Rising 4th-years who have lived out once or in Jowett twice or in Jowett and Dellal; 4. Rising 4th-years who have not lived out and have lived in twice; 5. Rising 2nd-years.
9.1.6
Jowett flats will be allocated by adding up all the candidates’ room ballot scores giving the flat to the groups which get the lowest scores.
9.1.7
If too few 3rd- or 4th-years sign up for Jowett Walk so that there will not be enough rooms in college accommodation for both years, then Dr WHO should make however many flats are necessary unavailable to rising 2nd-years and then allocate rooms in Jowett to rising 3rd and 4th-years individually.
10.
JCR LIBRARY
10.1
There shall be a JCR library, composed of a bookshop and an alternative careers library.
10.2.1
The bookshop will contain books bought from JCR members and will sell these books to JCR members at advantageous prices.
10.2.2
It will be administered and run throughout the year by the Academic Affairs Officer.
10.3.1
The Alternative Careers library will contain application forms, contacts and any other relevant information for careers which are not adequately dealt with by the University Careers Service. The definition of this will normally be left to the Academic Affairs and Careers Officer in consultation with the President, but it should include professions such as teaching, social work, trade unions and voluntary sector organisations.
10.3.2
The careers library will be available to all JCR members and will be the responsibility of the Academic Affairs and Careers Officer to maintain and update.
11.
JCR MUSIC AND PICTURE FUNDS
11.1
Music Fund
11.1.1
There shall be a Music Fund, to which each member of the JCR shall contribute each term a sum to be determined by compulsory levy, to be devoted to the promotion of musical activities throughout the College.
11.1.2
The Music Fund shall be administered by Maestro Music.
11.1.3
Accounts of the financial activities of the Music Fund shall be authenticated by the JCR Committee.
11.2
The Picture Fund
11.2.1
There shall be a Picture Fund devoted to the buying, up-keep and selling of works of art for display in the JCR and for letting to members resident in College. Final responsibility for ensuring the safe return of the JCR pictures let to members shall lie with the President.
11.2.2
The Picture Fund shall be administered by Ms/Mr Picture Fund.
11.2.3
Ms/Mr Picture Fund shall be responsible to the JCR Committee for buying, maintaining and selling works of art. In order to purchase any one work costing more than £75 or to sell any work of art belonging to the fund, she/he shall require the consent of the JCR Committee with the right of recourse to a GM should the Committee withhold consent.
11.2.4
If a motion demanding the resale of any work of art shall be passed by a two-thirds majority at a GM, it shall be sold within three months at the best market price obtainable.
11.2.5
Accounts of the financial activities of the Fund shall be posted with the Entz Committee accounts at the beginning of the next term.
12.
THE STEPNEY CHILDREN'S FUND
12.1
The JCR shall maintain a connection with the Stepney Children’s Fund (Toynbee Hall, 28 Commercial Street, London E1), with the aim of bringing its members into contact with children, young people and their families living in the East End.
12.2
The President and Secretary will normally be responsible for promoting the charity’s activities, especially the summer programme, and for recruiting at the College Freshers’ Fair. They will also co-ordinate the attempt to “sponsor a Gilwell Day”. These responsibilities may be delegated to another member of the JCR, if appropriate, but a duty of supervision will remain with the President.
12.3
Where costs are incurred under 12.2, they will be met with funds raised for this purpose, or where necessary, by prior arrangement with the Fund itself.
13.
TEACHING EXCELLENCE AWARDS
13.1
The JCR shall choose two recipients of “The JCR Teaching Excellence Award” annually.
13.2
Any member of the University having had an official teaching responsibilities for Balliol JCR members during the previous year shall be eligible for the award.
13.3
The Secretary shall be responsible for publicity of the awards, and collection of nominations.
13.4
Nominations for the award shall be open for at least the period of one week beginning no later than the penultimate Saturday of Hilary Term.
13.5
Selection shall be made only on the basis of nominations received, with three nominations required for consideration by the Awards Committee, unless there are insufficient candidates receiving three nominations.
13.6
Candidates who receive fewer than three nominations shall have their nomination(s) held over for the next year.
13.7
Selection shall be made principally upon the quality, rather than quantity, of nominations received.
13.8
The Awards Committee shall be responsible for selection and shall consist of the President, Secretary and Academic Affairs Officer, and four further members chosen by the Academic Affairs Officer in consultation with the President.
13.9
The Awards Committee shall give notice of their decision by no later than 2nd week of Trinity Term.
13.10
The award shall consist of recognition by the JCR, the form of which shall be determined by the JCR Committee.
14.
THE LINDSAY BAR AND JCR SERVICES
14.1
Persons may not be either admitted to membership, or be admitted, as candidates for membership, to any of the JCR services without an interval of at least two days between their nomination or application for membership and their admission.
14.2
Persons becoming members without prior nomination or application may not be admitted to the JCR services without an interval of at least two days between their becoming members and their admission.
14.3
All members of the club who supply alcohol must be over the age of 18.
14.4
All members or guests who are supplied with alcohol must be over the age of 18.
14.5
There must be no price discrimination between members of the JCR.
14.6
Unless it is in a sealed container no alcohol served in the Lindsay Bar or from pantry can be taken outside of the College grounds.
15.
JCR E-MAIL LISTS
15.1
The Mail List is for use of the JCR President, those holding committee or non-committee positions, the Dean and those organising College events, services and activities on behalf of the JCR.
15.2
The Misc list is for all other general information e-mails including (amongst other things) general requests/announcements, and information about drama, sports, musical activities or events organised by societies within Balliol.
15.3
No post to the misc list shall be accepted unless it originates from a Balliol Member. The Website and Computer Officer shall send out one email on the Misc list per day unless there have been no posts submitted since the last email.
15.4
The JCR Computing Officer will have the discretion to reject e-mails sent to the incorrect address, or to send them out on the appropriate address (if applicable).
