Minutes of Churchill College MCR TGM – Easter 2017

Date: 15th May 2017
Location: Sandy Ashmore Room

 

Attendance:

  1. Present: Bang, Max, Sam, Emma, KC, Matthew, Flaviu, Charlie, Kaspars, Malavika, Megan
  2. Apologies: Tom, Meng, Eugenie

 

Confirmation of minutes – Lent 2017 minutes

  1. The minutes from the Lent 2017 TGM were confirmed.

 

Matters arising from the minutes

  1. None

 

Questions to the Committee

Committee Reports

President:

The president reported back on the results of the rooms ballot. There was a 61% success rate with 51 rooms allocated to individuals and 9 to groups (this excludes rooms reserved for freshers). There are 32 students on the waiting list. People of priority 1 & 2 that applied got a room; those of priority 3 or above were put on the waiting list. This is roughly the same as last year, so the introduction of the new priority 3 category has not made any noticeable changes this year.

Fundraising has started for the potential new graduate accommodation. If the building is approved, it is expected to be finished by Michaelmas Term 2018.

Following the loss and breakage of a number of pieces of equipment in the TV room, college has agreed to install a security camera for us. The code on the cupboard will also be changed – members are advised to ask Flaviu for the new code.

College is helping us with clearing out the Sandy Ashmore room of the detritus that has built up there over the years. If anyone needs to reclaim something, the items are currently in the housekeeping offices. The old TV is to be installed in Whittingham Lodge.

Treasurer:

Funds are going to be spent on a new dishwasher and fridge behind the bar, as there are health and safety concerns associated with not having these items working. Charlie will send a few options to Emma, and the fridge will be ordered ASAP.

Secretary:

Nothing to report.

Academic:

Nothing to report.

Bar Secretary:

Nothing to report.

Bar Treasurer:

Housekeeping have offered to come and give the bar a deep clean. Charlie will let them know when the bar has been tidied so that it can be cleaned. The CD changer behind the bar is to be disposed of.

Computing:

The email address for the families officer has been updated from mcr-marriedstudents to mcr-families.

Environmental:

College has been awarded an environmental gold medal, for which the award ceremony will take place in mid-June. The environmental officers also passed on a message from the Housing meeting that those in college accommodation should not forget to separate out rubbish for recycling, and that plastic bags are now accepted in the recycling bins.

Equipment:

Nothing to report.

External Social Secretary:

The external social secretaries are continuing to work out details for a swap with an Oxford college, with the it currently looking likely that students from Churchill will travel to and from Oxford on the Sunday itself. There will be 9 spaces available for Churchill students, with the Oxford students to come to us in Michaelmas term.

With regards to swaps with other Cambridge colleges, there are upcoming swaps with St Cats and Pembroke.

Internal Social Secretary:

Nothing to report.

Family’s Officer:

There has been a rat problem in the Wolfson flats, that residents were slow to report, and college was slow to deal with. However, this has now been dealt with.

College is currently refurbishing/remodelling the playground on site, with new equipment. It seems there might be some health and safety issues, but Flaviu said he would keep an eye on this.

LGBT+ Officer:

It was suggested that it would be productive for the college to get involved in a social swap system with other colleges. This point was discussed, and everyone present was in favour of this idea.

First Year Rep:

Nothing to report.

 

Welfare Officers:

The welfare team has organised a number of events so far this term, including social tea and karaoke which are reaching new MCR members. The welfare team agreed that their focus for the foreseeable future should be organising fresher’s week, and it was reiterated that the whole committee needs to offer support for this, so that it doesn’t fall solely on the welfare officers.

 

Matters for Discussion

Amendments to the Rules & Procedures

  1. Whereas the MCR software systems, such as parenting and the rooms ballot, have previously been controlled and maintained by the computing officer, this is currently not represented in the rules and procedures. It is therefore resolved that the Churchill College Middle Common Room (supports/is against) the following be amended to section 208:
    208: Computer Officer

    The Computing Officer will have the following duties:

    (a) She/he shall maintain the MCR mailing lists.
    (b) She/he shall maintain the MCR web pages.
    (c) She/he shall run the MCR website.
    (d) She/he shall administer MCR software systems, for example the parenting scheme and the rooms ballot.

    The proposed change was discussed, and a vote was held. There were 10 in favour of accepting the proposed changes, 0 against and 0 abstentions. The 2/3rds majority is passed, and the motion will return to the next meeting to be ratified.

  2. Whereas the current welfare team tend to organise events for all members, the current rules and procedures state that men’s and women’s welfare are responsible for only their respective gendered members.  It is therefore resolved that the Churchill College Middle Common Room (supports/is against) the following be amended to section 215 and 216:
    215: Men’s Welfare Officer
    The role of Men’s Welfare Officer must be filled by a man and will have the following duties:

    (a) He shall be responsible for promoting the welfare of male MCR Members.
    (b) He shall promote and represent the views of male Members.
    (c) He in partnership with the Women’s Welfare Officer and Computing Officer shall organise the parenting scheme for new Members of the MCR.
    (d) He in partnership with the Women’s Welfare Officer shall organise the language mentoring scheme.

    216: Women’s Welfare Officer

    The role of Women’s Welfare Officer must be filled by a woman and will have the following duties:

    (a) She shall be responsible for promoting the welfare of women MCR Members.
    (b) She shall promote and represent the views of female Members.
    (c) She in partnership with the Men’s Welfare Officer and Computing Officer shall organise the parenting scheme for new Members of the MCR.
    (d) She in partnership with the Men’s Welfare Officer shall organise the language mentoring scheme

    The proposed change was discussed, and a vote was held. There were 10 in favour of accepting the proposed changes, 0 against and 0 abstentions. The 2/3rds majority is passed, and the motion will return to the next meeting to be ratified.

  3. Whereas the parenting system is administered by the computing officer, and allocated by the welfare officers, the current welfare section makes no mention of the former. It is therefore resolved that the Churchill College Middle Common Room (supports/is against) the following be amended to section 215 and 216:

    215: Men’s Welfare Officer
    The role of Men’s Welfare Officer must be filled by a man and will have the following duties:

    (a) He shall be responsible for promoting the welfare of MCR Members.

    (b) He shall promote and represent the views of male Members.

    (c) He in partnership with the Women’s Welfare Officer and Computing Officer shall organise the parenting scheme for new Members of the MCR.

    (d) He in partnership with the Women’s Welfare Officer shall organise the language mentoring scheme.

    216: Women’s Welfare Officer

    The role of Women’s Welfare Officer must be filled by a woman and will have the following duties:

    (a) She shall be responsible for promoting the welfare of MCR Members.

    (b) She shall promote and represent the views of female Members.

    (c) She in partnership with the Men’s Welfare Officer and Computing Officer shall organise the parenting scheme for new Members of the MCR.

    (d) She in partnership with the Men’s Welfare Officer shall organise the language mentoring scheme.

    The proposed change was discussed, and a vote was held. There were 10 in favour of accepting the proposed changes, 0 against and 0 abstentions. The 2/3rds majority is passed, and the motion will return to the next meeting to be ratified.

  4. Whereas the current rules and procedures prevent the chair from bringing motions to TGMs and EGMs, this is counterproductive and introduces another layer of indirection, and is contrary to common practice. It is therefore resolved that the Churchill College Middle Common Room (supports/is against) the following be amended to 301: The Chair

    301: The Chair

    The Chair shall preside over all TGMs and EGMs (hereinafter referred to as “Meetings”). She/he shall have the following powers and limitations:

    (a) She/he may advise that a motion be put, but she/he may not propose the motion.

    (b) She/he may cast a vote only when there is a tie.

    (c) She/he shall rule on all questions of a procedural nature and her/his decision may only be overruled by a two-thirds majority vote.

    1.    Such a motion requires a seconder.

    (d) She/he shall leave the Chair if either she/he, or a two-thirds majority of those Members present feel that she/he is not acting impartially. The Meeting shall appoint someone to take over the chair from amongst the Full Members present.

    (e) She/he shall call the votes in the following order:

    Those in favour.
    Those against. 
    Those abstaining.

    The proposed change was discussed, and a vote was held. There were 10 in favour of accepting the proposed changes, 0 against and 0 abstentions. The 2/3rds majority is passed, and the motion will return to the next meeting to be ratified.

  5. Whereas the current rules only refer to first year advanced students, the MCR also has students in their first year of MCR membership via the undergraduate route. It is therefore resolved that the Churchill College Middle Common Room (supports/is against) the following be amended to 402: Voting rights.

    402: Voting Rights for Certain Positions

    (a) Only male Full Members shall be eligible to vote for the position of Men’s Welfare Officer.

    (b) Only female Full Members shall be eligible to vote for the position of Women’s Welfare Officer.

    (c) Only Full Members in their first year of postgraduate study MCR membership at  Churchill College shall be eligible to vote for the position of First Year Representative.

    The proposed change was discussed, and a vote was held. There were 10 in favour of accepting the proposed changes, 0 against and 0 abstentions. The 2/3rds majority is passed, and the motion will return to the next meeting to be ratified.

  6. While the rules and procedures were invented before the advent of social media, time is tick tocking away and new methods of potential campaigning for elections are possible and likely unpleasant. It is therefore resolved that the Churchill College Middle Common Room (supports/is against) the following be amended to 406: Publicity for Elections.

    406: Publicity for Elections

    (a) Candidates may:

    1.    Request that Send one copy of their manifesto be sent to the MCR mailing list.
    2.    Post one printed version (on A4 paper) of the manifesto on the MCR noticeboard.
    3.    Request that a copy of the manifesto be present next to the ballot box, when a written ballot is being conducted.

    (b) Candidates may not:

    1.    Send any additional emails the MCR mailing lists.
    2.    Put any additional posters on the MCR noticeboard.
    3.    Put up posters in the room in which hustings are to be held prior to hustings.

    4.    Advertise on social media.

    A discussion was had on the motion – particularly about whether it should be more specific on which types of advertising are allowed or not, and whether the vote penalty for breaking the rules should be specified. It was decided that a vote would be held on the amendment with a view to using this as a stop-gap to a potential more specific set of rules.  There were 9 in favour of accepting the proposed changes, 0 against and 1 abstentions. The 2/3rds majority is passed, and the motion will return to the next meeting to be ratified.

 

Any Other Business

There was no other business to discuss.