DCSA

Darwin College Students' Association

Easter 2017 Ordinary General Meeting and EGM

Easter 2017 Ordinary General Meeting and Extraordinary General Meeting

The Easter Term 2017 General Meeting of the DCSA will take place on Tuesday 30th May at 20.00 in the Common Room. General Meetings happen three times a year and are an opportunity for all DCSA primary members to participate.

An Extraordinary General Meeting has been called and will take place after the OGM, at approximately 21.30. See point 5 below for details. 

 
Below:
1A. DCSA EXECUTIVE COMMITTEE POSITIONS AVAILABLE
1B. APPLYING FOR A DCSA EXECUTIVE COMMITTEE POSITION
1C. VOTING IN THE ELECTIONS
2A. HOW TO SUBMIT A MOTION
2B. MOTION TO HOLD A REFERENDUM TO APPROVE CHANGES TO THE DCSA CONSTITUTION
3. QUESTIONS
4. BUDGET
5. EXTRAORDINARY GENERAL MEETING
 

 

1A. DCSA EXECUTIVE COMMITTEE POSITIONS AVAILABLE

The DCSA Executive Committee consists of up to 19 volunteering PhD and MPhil students who fill a variety of roles and sit on various college committees (see here). Executive Committee members are primarily elected to their positions in the Easter and Michaelmas DCSA elections. The Committee is responsible for a lot of different things (see here), including organising events, looking after the welfare of students, managing the DCSA budget (including budget allocations for sports clubs and societies), and is there to listen to and voice any concerns from any DCSA member.

 

There are roles to suit everyone and each post has a different workload commitment, so whether you want to be heavily involved or have less time to spare, there is sure to be a role suited for you. Being on the DCSA is definitely a great way to get involved in College life, but it’s also a great way to meet lots of new people – not only on the Committee, but through all the events. In return for giving their time to the DCSA, certain Committee members can request a College room allocation for the year. All Committee members are invited to at least two DCSA Executive Committee dinners a year and Committee members are often invited to College events, such as the Darwin College Commemoration Dinner and the Annual Darwin Dinner.

 

All positions are for one year unless otherwise stated. All DCSA Executive Committee members (including those sitting ex officio) must attend fortnightly committee meetings held on Tuesdays at 20.00. (After the meetings most of us will end up in the bar!) Additionally, everyone is expected to help out at DCSA events.

 

See below for all the positions that are available in the Easter 2017 elections and a description of each role.

 

President

The President is the representative of the DCSA to College, voicing the opinions of the students to all College members. They coordinate the committee by chairing DCSA Regular Meetings and General Meetings. The President works very closely with the Secretary, Treasurer, and the rest of the committee to ensure work is completed. The President sits on the College Council as a student representative, attends fortnightly CUSU meetings, sits on the Strategic Planning Committee, and often sits on one or two other college committees. This position is for one year. For more information about the role please contact the outgoing President, Elaine, dcsa_president [at] darwin.cam.ac.uk.
 
Secretary 
The Secretary is the administrator of the committee and Vice President. Alongside the President they ensure that meetings and DCSA business run smoothly. The Secretary ensures up-to-date files of the DCSA’s affairs, minutes, and policy documents are maintained, including the DCSA Constitution and Schedule and Regulations. The Secretary is in charge of the TV room and its bookings, sits on the Building and Grounds Committee, and sit on the Darwin College Society Committee. Importantly, the Secretary is the person responsible for chairing meetings and running the committee, should the President be unavailable for any reason. This position is for one year. Contact the outgoing Secretary, Thea, for more information: dcsa_secretary [at] darwin.cam.ac.uk.
 
Treasurer 
The Treasurer is in charge of all the finances in the DCSA, reports how much is spent, and assesses the feasibility of projects on a financial basis. The Treasurer is responsible for ensuring all the clubs and societies receive the required funding to run, whilst ensuring that the money they ask for is necessary for what they want to do. They are responsible for maintaining accurate financial records, maintaining inventories for each club/society, and checking the validity of all paperwork submitted for reimbursement. The Treasurer sits on the College Finance Committee. This position is for one year. For more information contact the outgoing Treasurer, Stefan: dcsa_treasurer [at] darwin.cam.ac.uk.
 
Women’s Welfare Officer 
The Women’s Welfare Officer is the student contact for students who or in need of help or advice. They advise students on how to deal with their problems and who they should contact to get the help they require. The Women’s Welfare Officer is responsible for representing and furthering the needs of female students. Along with the Men's Welfare Officer, they will organise welfare events throughout the year. Only self-identifying women can apply for this role. This position is for one year. For more information contact Hannah: dcsa_womens_welfare [at] darwin.cam.ac.uk.
 
Men’s Welfare Officer
The Men’s Welfare Officer is the student contact for students who or in need of help or advice. They advise students on how to deal with their problems and who they should contact to get the help they require. The Men’s Welfare Officer is responsible for representing and furthering the needs of male students. Along with the Women's Welfare Officer, they will organise welfare events throughout the year. Only self-identifying men can apply for this role. This position is for one year. For more information contact Andrej: dcsa_mens_welfare [at] darwin.cam.ac.uk.
 
LGBT+ Officer 
The LGBT+ Officer is responsible for representing and furthering the needs of LGBT+ students, whilst also providing help in a similar manner to the Welfare Officers. They try to involve LGBT+ students in college events and organise events aimed at LGBT+ students. Only self-identifying LGBT+ individuals can apply for this role. Please note this role is until the Michalemas elections, although you can reapply. For more information contact the current LGBT+ Officer, Dan: dcsa_lgbt [at] darwin.cam.ac.uk.
 
International Officer
The International Officer is responsible for representing and furthering the needs of international students, whilst also providing help in a similar manner to the Welfare Officers. They try to involve international students in college events and organise events aimed at international students. Please note this role is until the Michalemas elections, although you can reapply. Contact the President for more information about this role: dcsa_president [at] darwin.cam.ac.uk.
 
Admiral of the Punts
The Admiral of the Punts is responsible for all the vessels the punt club owns, including the punts, kayaks, canoe, and the equipment that comes along with them. They are the President of the Punt Club and manage the membership, the financial and administrative work, and the maintenance of the vessels. They work with several trusted punt captains to ensure the work is done. This position is for one year. For more information contact the outgoing Admiral, Michael: dcsa_punts [at] darwin.cam.ac.uk.
 
Events Officer
The Events Officer coordinates, organises, and promotes social and entertainment activities in college, including the May Week Garden Party, summer BBQ, and various smaller events throughout the year. Please note this role is until the Michalemas elections, although you can reapply. For more information about the role contact Jessica: dcsa_events [at] darwin.cam.ac.uk.
 
Entertainment Officer(s) 
The Ents Officers coordinate, organise, and promote the Darwin BOPs, held roughly three times a term. They are responsible for the music, decorations, security, and all the other financial and administrative work that comes with it.
 For more information contact Astrid (continuing Ents Officer) and Alex (outgoing Ents Officer): dcsa_ents [at] darwin.cam.ac.uk.
 
Sports and Societies Officer(s)
The Sports and Societies Officers are responsible for maintaining the gym and for overseeing Darwin’s sporting and non-sporting societies. They are also responsible for organising the Darwin-Wolfson Sports Day, a day of sporting fun against our sister College at Oxford, held every March. For more information contact Meltem (continuing Officer) and James (outgoing Officer): dcsa_sports [at] darwin.cam.ac.uk.
 
College Council Representative(s) (2 positions)
The College Council Reps are elected by the students to represent the College in College Council meetings and sit ex officio on the DCSA Executive Committee (meaning their Primary Office is the College Council). They bring any matters to the College Council and the DCSA and try to ensure that the needs of all parties in college are being met. These positions are best suited to those who are actively engaged in college life. Some conditions of this role mean that one position is only available until the Michalemas elections, although you can reapply, and one of the two College Council Reps must be in second year or above. Note: 1. please state in your manifesto whether you wish to commit until the Michalemas elections or for one year and 2. which year of studies you are in. For more information about the role contact the current College Council Representatives Isak and Ariana: dcsa_council_reps [at] darwin.cam.ac.uk.
 

 

1B. APPLYING FOR A DCSA EXECUTIVE COMMITTEE POSITION

If you want to apply for a position please submit a manifesto of no more than 200 words stating the position you are applying for, why you are applying, why you would be good in the position, and what you plan to do while in office. Please also try to submit a photo of yourself to be circulated with the manifestos. All manifestos must include your name and CRSid email address, as well as those of a proposer and seconder (who must be current Darwin students). Please send your manifesto and photo to the DCSA Secretary Thea Precht (dcsa_secretary [at] darwin.cam.ac.uk) while cc’ing in the DCSA President, Elaine Gray (dcsa_president [at] darwin.cam.ac.uk), and your proposer and seconder.

All applicants are invited to the hustings on Tuesday 30th May 20.00 to give a short (~2-minute) speech and all applicants must be available to answer questions on the night. The hustings may be audio and/or video-recorded for circulation during voting. The deadline to submit manifestos is 23.59 on Thursday 25th May.

Manifestos will be posted on the on the DCSA website, the Darwin Students' Facebook group, and sent via WhatsUp at least 48 hours before the GM.

 

1C. VOTING IN THE ELECTIONS

The online election will be set up by the DCSA Secretary and the Returning Officer (the Bursar) will verify the results. Voting will be conducted online, dates and times to be confirmed, but likely the two or three days following the General Meeting. 

The link for voting will be circulated alongside the manifestos (and submitted photos and possibly a link to the video of the hustings). This will all be posted on the DCSA website, on the Darwin College Students' Facebook group, and sent via WhatsUp as well. 

 

 

2A. HOW TO SUBMIT A MOTION

Any current Darwin student can propose (with a valid seconder) a motion to be voted upon by the members present at the General Meeting, which is the supreme decision making body of the DCSA.

To propose a motion: the proposer must submit the motion and text with the seconder's name and CRSid email address to the DCSA Secretary, Thea Precht (dcsa_secretary @ darwin.cam.ac.uk), while cc'ing in the DCSA President, Elaine Gray (dcsa_president @ darwin.cam.ac.uk) and the seconder of the motion. (Both the proposer and seconder must be current Darwin students.) The text must state the motion to be voted on, information related to the matter, and the proposed changes. 

Proposers must be available to attend the GM to discuss their motion. The deadline to submit motions is 23.59 on Thursday 25th May.

Motions will be posted on the DCSA website, the Darwin College Students' Facebook group, and sent via WhatsUp at least 48 hours before the GM.

If you miss the deadline: if you have any motions you believe should be brought to the meeting you can contact the DCSA Secretary, Thea Precht (dcsa_secretary @ darwin.cam.ac.uk) to request this happen. Late motions are only accepted if thought to be necessary and decisions are made at the discretion of the DCSA Secretary.

 

2B. MOTION TO HOLD A REFERENDUM TO APPROVE CHANGES TO THE DCSA CONSTITUTION

The DCSA Executive Committee is proposing amendments to the DCSA Constitution. The DCSA Constitution sets out rules for how the DCSA functions, including: the duties and terms of office for its officers, rules governing Executive Committee and General Meetings, how it deals with DCSA clubs and societies, how the budget is amended, and how amendments are made to the Constitution and Schedule and Regulations.
 
The amendments will make it easier for the DCSA to operate and to serve the needs of primary members. Primary members will benefit through the additional ways to hold referendums, additional ways to amend the budget, and fourth years and those with valid extensions will now be allowed to vote at GMs. The amendment to reduce how many non-primary members can participate in clubs and societies will ensure DCSA budget is focused on primary members, and the amendment to reduce who can use Darwin facilities also ensures primary members are given priority.
 
The changes range from major to very minor. The amendments to the Constitution can be seen in the document here and have been presented in their entirety for context. Red indicates the clause is to be changed (either edited or removed), green shows the proposed amendments, and yellow shows the explanations to the amendments.
 
In short, the major points to take note of are:
- Throughout the document: “fee paying members” has been changed to “primary members”. This amendment means fourth years and those with valid extensions are included in the term “primary members” and will be able to vote at GMs.
- 3.2 (p4): associate members can only use Darwin facilities if they are part of a Darwin club/society using the facilities.
4.3 (p5) and 10.5 (p13): the DCSA does not wish to be liable for the May Ball finances, should something go wrong with how they have managed their accounts; the amendments mean the DCSA will not manage the May Ball finances or be liable for anything they do. 
9.7 (p10): this amendment gives a way to hold a referendum should a motion be presented at a non-quorate GM or those in attendance feel those present and voting do not represent the views/attitudes of the entire student body.
- 10.4 (p12): this amendment allows budget changes to be presented at any GM, rather than only at the Michaelmas GM or at an Extraordinary GM. 
 
 
The motion to be voted on will be:
Do you support the proposed amendments to the DCSA Constitution?”
with the option to vote yes or no and an option to leave it blank.
 
 
This motion should be taken as the one-week notice required before the referendum will take place. The motion will be presented at the General Meeting on Tuesday 30th May 2017, and should the meeting be quorate and the changes pass by a two-thirds majority, a referendum will be held that week, alongside the DCSA Executive Committee elections. Voting in the referendum will therefore happen on the two or three days following the GM, dates and times to be confirmed.
 
This motion has been proposed by Elaine Gray (eg453) and seconded by Daniel Dennis (djd49).
 
If you have any feedback, questions, or suggestions please email the Elaine (DCSA President) eg453@cam.ac.uk.

 

3. QUESTIONS?
 

If you have any questions about the elections, motions, or budget please email the DCSA President, Elaine (dcsa_president @ darwin.cam.ac.uk), or the DCSA Secretary, Thea (dcsa_secretary @ darwin.cam.ac.uk).

 

4. BUDGET

An update on the 2016-2017 DCSA budget will be given. The updated budget will be posted here at least 48 hours before the GM. If you have questions please email the DCSA Treasurer, Stefan (dcsa_treasurer @ darwin.cam.ac.uk). 

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5. EXTRAORDINARY GENERAL MEETING

An extraordinary GM has been called by Stefan Winzeck, DCSA Treasurer, in order to present motions to modify the budget. The EGM will take place directly after the OGM, at approximately 21.30. 
 
The proposal for the EGM reads:
 
"In order to give societies the chance to get allocated further budget from the DCSA budget (if really needed), I would like to hold an Extraordinary General Meeting. During this meeting, I could bring along societies' application, seeking to extend their budget, so that Darwin College's student body will be able to vote for or against the budget allocations. Newly allocated money will exclusively be drawn from the buffer (money that has not been allocated at the beginning of the financial year, Nov. 2016). Common re-allocations within societies' own budgets will preferably not be voted on (to keep the meeting short), but be considered in the next DCSA committee meeting." 
 
The proposal has been signed by 10 fee-paying members. 
 

All clubs and societies have been given the chance to apply for additional budget (due to constitutional details this cannot happen during the OGM). Each club/society who has applied for extra budget should attend in order to explain what the money is for and to answer any questions anyone might have.

 

Each application will be voted on individually and will only pass if the EGM is quorate and a majority vote in favour. 

 

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Approved minutes from past GMs and draft minutes from the Lent Term GM 2017 can be found here.

 

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