(Amended 1989)
(Updated 1994)
(Amended and updated 1996)
(Amended 1999)
(Updated 2000)
(Amended 2002)
Constitution
of the St. Hilda’s College Meeting as amended 2002
1. All women who pay tuition and/or residence fees to the University of Trinity College are Women of College.
2. The right to wear the Undergraduate Gown is
conferred upon the signing of the St. Hilda’s College Book, which is kept in
the care of the Head of College.
1. The following elected representatives shall be present at the St. Hilda’s College Meetings, and as such, are responsible to the St. Hilda’s College Meeting:
- Head of College
- Head of Arts
- Head of Non-Residents
- Resident and Non-resident Heads of Years
- President of the Trinity College Dramatic Society
- President of the St. Hilda’s Athletic Association
- Trinity College Literary Institute Representative
- One S.A.C. Representative
- Saint’s Ball Convenor
- Food Representative
- House and Property Representative
- Divinity Class Representative
· if the Head of Divinity be a woman, she shall be that representative. Otherwise the Divinity Representative shall be a Woman of College named by the Divinity Class.
2. These elected representatives shall meet:
a) one week after the spring elections have been conducted. This incoming-outgoing meeting shall be used to acquaint new members with the offices and the procedures of the SHCM and matter generally pertaining to the College;
b) at least once prior to the first St. Hilda’s College Meeting of the year in order to:
i) review the constitutional responsibilities of the members;
ii) review the budget in order to make recommendations to the St. Hilda’s College Meeting;
c) at any other time of the year at the discretion of the Head of College in consultation with other representatives.
3. The Elected Representatives shall discuss and make recommendations to the St. Hilda’s College Meeting on such matters concerning the Women of College and general College policy.
4. Meetings of the elected representatives shall be chaired by the Head of College. The Vice-Chair shall be the Head of Arts or the Head of Non-Residents.
5. A quorum shall consist of fourteen (14) voting members.
1. All Women of College are members of the St. Hilda’s College Meeting.
2. The funds for the St. Hilda’s College Meeting are provided for in the fees of the Women of College and are distributed by the Joint Board of Stewards.
3. The St. Hilda’s College Meeting shall be called:
a) to present the budget at the beginning of the academic year for authorization;
b) at least three times a term to hear reports of the elected representatives;
c) upon notice of motion of the Head of College;
d) for the express purpose of hearing candidates for the Head of College or any other elected officials;
e) for the vote of non-confidence in any officer.
4. The St. Hilda’s College Meeting shall discuss all matters of College business; such matters as the Women of College bring to the attention of the Chair or as arise at the meeting of the St. Hilda’s College Committee.
5. The Chair of the St. Hilda’s College Meeting shall be a Woman of College who shall have no other elected positions (except the position of Chair of the Joint College Meeting) and who shall be elected according to the electoral procedures of the Joint College Meeting. The Vice-Chair of the St. Hilda’s College Meeting shall be the Head of College
6. A quorum shall exist when at least two-thirds (14) of the elected representatives as enumerated under II. 1. are present and the total number of gowned women present numbers (20).
7. The following representatives who cannot be present at a meeting of the St. Hilda’s College Meeting must send an informed alternate to report:
- Head of College
- Head of Arts
- Head of Non-Residents
- Trinity College Dramatic Society Representative
- St. Hilda’s Athletic Association Representative
- Trinity College Literary Institute Representative
- One S.A.C. Representative
- Saint’s Ball Convener (fall term only)
- Food Representative
- House and Properties Representative
- Divinity Class Representative
8. At least three (3) school day’s notice shall be given before a St. Hilda’s College Meeting. The notice must be prominently posted in St. Hilda’s, Trinity, and the Buttery.
9. The Secretary must inform the members of the St. Hilda’s College Committee at least (3) school days prior to a St. Hilda’s College Meeting, either personally, in writing or by telephone.
10. Proxy votes are permitted at a St. Hilda’s College Meeting only if a person informs the Chair one day before the meeting, having a valid excuse, acceptable to the Chair, for not attending the SHCM.
1. Heads of College
a) shall serve on such committees of the University of Trinity College as the Provost of those committees shall decide. An even distribution of committee work shall be arranged amongst the Heads of College with regard to individual interest and specific constituencies;
b) shall confer from time to time with the Dean of Women and shall act as a liaison between the Administration and the Women of College;
c) shall have powers of appointment and delegation, subject to recall by the St. Hilda’s College Meeting;
d) the status of the Head of Arts and the Head on Non-Residents shall be equal under the Head of College;
e) Head of College
i) shall be considered the Chief Officer of the St. Hilda’s College Meeting;
ii) shall be considered as the superior officer when dealing with the University of Trinity College and the University of Toronto. She or her appointee shall serve on the relevant committees of the University of Toronto;
iii) shall live in residence during her term of office;
iv) shall not run for re-election to a second full term of office.
f)
Head of Arts
i) shall concern herself particularly with the problems and needs of the Resident Women of College;
ii) shall live in residence during her term of office;
iii) shall not run for re-election to a second full term of office;
iv) Discipline: that in the case of serious violation of the House Rules, the Head of Arts may be called upon to act as Prosecutor before the Discipline Committee;
v) the Head of Arts elect shall be granted, upon the opening, or transferring of signatures, of a bank account under the name of St. Hilda’s Head of Arts, 20% of her budget for the proceeding year, to be used for the purposes of Froshweek. This amount will be subject to approval by the SHCM treasurer and the St. Hilda’s College Meeting.
g)
Head of Non-Residents
i) shall concern herself particularly with the problems and needs of the Non-Resident Women of College;
ii) shall be Co-Chair of the Non-resident Affairs Committee;
iii) must be a Non-Resident during her term in office;
iv) shall not run for re-election to a second full term of office.
2. Heads
of Year
a) shall organize and chair their meetings;
b) shall organize year parties and other events at the discretion of their year;
c) Non-Resident Heads of Year shall serve on the Non-Resident Affairs Committee and be prepared to sit on the Trinity College Discipline Committee;
d) Resident Heads of Year shall serve on the St. Hilda’s House Committee and be prepared to sit on the Trinity College Discipline Committee.
e) Heads of First Year
i) in conjunction with the male Head of First Year, shall decide amongst themselves so that one Resident and one Non-Residents head sit on the Joint Board Of Stewards (JBS);
ii) the Resident Head shall be Santa Claus at the Christmas Dinner.
f)
Heads of Second Year
i) shall be involved in orientation;
ii)
shall be responsible for St. Hilda’s initiations,
including the Gowning Ceremonies;
iii)
shall make sure that all Women of College have signed
the St. Hilda’s Book;
iv)
the Resident Head shall be Secretary of the St. Hilda’s
College Meeting. As Secretary, she shall
be responsible for keeping records of the St. Hilda’s College Meetings and for
posting all minutes and agenda and notices of motion;
v)
the Secretary shall be responsible for attending the
Trinity College Meeting (TCM) for the express purpose of sharing and collecting
information from the various segments of College. If the Secretary is unable to attend a
meeting, she must send an informed alternate in her place;
vi)
at the end of the academic year, the Secretary is
responsible for compiling all non-financial records for the SHCM and must give
these records to the curator of the Trinity College Archives for permanent
holding. Copies should be made to
facilitate the training of incoming officers, but the originals shall remain in
the Archives.
g) Heads
of Third Year
i)
The Resident Head shall be the Treasurer of the St.
Hilda’s College Committee. As Treasurer
she shall present a budget to the St. Hilda’s College Meeting at the beginning
of the academic year, and shall report on state of finances at the end of the
year. Together with the Head of College,
she shall be the co-signer for the St. Hilda’s College Meeting account.
h) Heads
of Fourth Year
i)
The Resident Head shall serve on the St. Hilda’s
College Committee and the Non-Resident Head shall serve on both the St. Hilda’s
College Committee and the Non-Resident Affairs Committee;
ii)
Shall be responsible for organizing the sittings for
graduation photographs in cooperation with the male Heads of Fourth Year and
the Head of Divinity;
iii)
Shall be responsible for hosting a soiree on the
evening of Saints’ Ball at the discretion of the Saints’ Ball Convenor and the
graduating year;
iv)
Shall arrange for the appointment or election of year
representatives to the Alumnae of St. Hilda’s and to Convocation;
v)
Shall arrange for gifts to the College at the
discretion of the graduating class;
vi)
Shall be prepared to sit on the Discipline Committee.
3. House
and Properties Representative
a) shall be a resident during her term of office;
b) shall be responsible for supervision of machines and other property purchased or rented by the St. Hilda’s College Meeting, with the exception of those machines which are paid for through the Bursar’s office and whose supervision is delegate to a specific officer of the College by the Bursar;
c) shall be responsible for the purchase of a Christmas tree, decorations, and other items for the general improvement of the residence, within the limits of budget allocations;
d) shall be responsible for organizing fire drills in co-operation with the Dean of Residence;
e) shall serve on the St, Hilda’s House Committee;
f) shall serve on the St. Hilda’s College Meeting
4. Food
Representative
a) shall be a resident during her term of office;
b) shall be responsible for recording comments, complaints and suggestions about the food;
c) shall confer at least once a month with the Dean of Residence and the caterers;
d) shall serve on the Trinity College Food Committee;
e) shall serve on the St, Hilda’s House Committee;
f) shall report to the St. Hilda’s College Meeting.
5. S.A.C.
Representative
a) shall be a Woman of College in Second, Third or Fourth Year during her term;
b) if the S.A.C. Representative for the University of Trinity College are not Women of College, a Woman of College shall be designated by the Representative for the purpose of reporting to the St. Hilda’s College Meeting.
6. Saint’s
Ball Convener
a)shall be a Woman of College in Second, Third or Fourth Year during her term;
b) shall
be responsible for organizing the Saints’ Ball, to be held the Saturday prior
to the Feast of St. Hilda’s (November 17th);
c)shall
be elected by the St. Hilda’s College Meeting in March;
d) shall
report to the St. Hilda’s College Meeting.
1. Other officers of St. Hilda’s College shall be elected by the St. Hilda’s College Meeting according to the established electoral customs of the Joint College Meeting.
2. Stedman
Library/Rigby Room Curator
a) Shall collect and preserve records (written and pictorial) of the life of St. Hilda’s College and from time to time, display these for students and or/alumnae of the College;
b) Shall encourage each Year to leave records of their own activities;
c) Shall be responsible for the general organization and maintenance of the Stedman Library and Rigby Room, including the orderly shelving of books;
d) Shall receive an honorarium of $40.00 per term at the completion of each term, subject to the discretion of the Head of Arts.
3. Laundry
Room Curator
a) Shall be responsible for the general organization and maintenance of the St. Hilda’s Laundry room, including the appropriate dealing with Lost and Found items and the reporting of needed repairs for machinery.
4. Sub-Main
T.V. Room Curator:
a) Shall be responsible for the organization and general maintenance of the sub-main T.V. room;
b) Shall maintain a NON-SMOKING environment by posting non-smoking signs, and asking residents who are smoking to go to another common room;
c) Shall make weekly reports to the Portress, to record in the log book, and the Head of Arts on the condition of the room, and any problems that occurred;
d) Shall post their contact information;
e) Shall receive a $50.00 honorarium per term to be awarded at the successful completion of that term, subject to the discretion of the Head of Arts.
1. The St. Hilda’s House Committee shall consist of the Dean of Women, the Head of College, the Resident Heads of Year, the Building Manager, the Floor Reps, and House and Properties Representative.
2. The St. Hilda’s House Committee shall report to the SHCM at least once a term. All financial decisions must be brought to a SHCM and presented for approval.
3. i) The St. Hilda’s House Committee shall report to the St. Hilda’s College meeting at least once
ii) a) Money approved for disbursement by the St. Hilda’s College Meeting must be used for the purpose approved by the St. Hilda’s College Meeting;
b) Those who make a proposal at a St. Hilda’s College Meeting which requires the transfer of funds from the St. Hilda’s College Meeting to the individual making said proposal, do so with the understanding that if the proposal should be deemed no longer achievable or if the funds should be used for purposes not included in the proposal, they must return all funds which have been transferred to them from the St. Hilda’s College Meeting.
iii) a) The St. Hilda’s House Committee shall be responsible for ensuring that the disbursement of all St. Hilda’s College Meeting funds occurs according to the proposed allocation of those funds as approved by the St. Hilda’s College Meeting.
b) Whether or not money approved for disbursement by the St. Hilda’s College Meeting or disbursed by the Treasurer of the St. Hilda’s College Meeting can be used or is used for the purpose for which it was approved for disbursement is determine by any member of the St. Hilda’s House Committee.
iv) If it becomes apparent to any member of the St. Hilda’s House Committee that funds approved for disbursement by the St. Hilda’s College Meeting can no longer be used for the purpose whereby those funds were approved for disbursement, that member must ensure that the St. Hilda’s House Committee is convened and notified so that said Committee can arrange the return of money to the St. Hilda’s College Meeting from the parties upon whom those funds were disbursed in the amount transferred to them by the Treasurer of the St. Hilda’s College Meeting.
4. A quorum shall consist of seven (7) voting members.
ARTICLE VII – OPENNESS
1. All Committees and Meetings authorized by this Constitution shall proceed according to the following rules:
a) Meetings shall be open to all members of the University of Trinity College Community;
b) Those Meetings may move in camera by a vote of simple majority of those present, the reasons for doing so to be made clear before a vote can be taken;
c) Any member of the Trinity College community may speak at any open meeting if recognized by the Chair, or if introduced to the meeting by a member and granted the right to speak by a simple majority of those members present.
ARTICLE VIII – PARLIAMENTARY PROCEDURE
1. Should any matter arise which is not explicitly referred to by this constitution, Robert’s Rules of Order shall be consulted and the procedure therein shall be adopted.
2. Meetings shall operate according to Robert’s Rules of Order.
ARTICLE IX – ELECTIONS
1. All Residents and Non-Resident specifications shall be strictly adhered to;
2. Elections shall be conducted in accordance with the procedures approved by the Joint College Meeting, with the exception of the election of the Saint’s Ball Convenor, the Laundry Room Curator, the Stedman Library Curator, Rigby Room, and Sub-Main T.V. Room whose election shall be run by the St. Hilda’s College Meeting.
3. Heads
of College
a) Each
Candidate:
i)
Must have been a member of the College for at least one
full year;
ii)
Must be acquainted with the governing of St. Hilda’s
College;
iii)
Shall be nominated and seconded by a total of two (2)
Women of College who are eligible to vote in the election. Nominations shall be signed by each
candidate;
iv)
Shall consult with the incumbent Head with regard to
the duties of the position;
v)
Shall participate in a forum held under the auspices of
the St. Hilda’s College Meeting, in co-operation with the Chief Returning
Officer of Trinity College. At these
meetings the candidate shall be required to express her views and answer any
general questions of policy.
b) Head
of College
i)
Each candidate must be entering Third or Fourth Year of
an Undergraduate Arts and Science program, or final year of a Divinity program;
ii)
All Women of College, Resident and Non-Resident are
eligible to vote in the election for Head of College.
c) Head
of Arts
i)
Each candidate must be entering Third or Fourth Year of
an Undergraduate Arts and Science program, and must have lived at least one
year in residence at St. Hilda’s;
ii)
All Undergraduate Women of College, Resident or
Non-Resident, are eligible to vote in the election for Head of Arts.
d) Head
of Non-Residents
i)
Each candidate must be entering Third or Fourth Year of
an Undergraduate Arts and Science program.
ii)
All Undergraduate Women of College, Resident and
Non-Resident, are eligible to vote in the election.
4. Year
Elections
a) First,
Second, Third and Fourth Years shall elect a Resident and Non-Resident Head of
Year. Residents shall vote for the
Resident Head of Year and Non-Residents shall vote for the Non-Resident Head of
Year.
b) Two
(2) nominators shall be required.
Nomination forms shall bear the signature of the candidate;
c) First
Year elections shall be held in the first week of classes following
orientation, before the first St. Hilda’s College Meeting of the academic year
(which is normally to be held following the Gowning Ceremonies). The Heads of College shall conduct oral
nominations. There are no restrictions
on nominators in regard to Resident or Non-Resident status;
d) Incoming
Heads shall discuss their duties with the outgoing Heads of Year.
5. S.A.C. Representatives
a) Candidates
shall be entering Second, Third or Fourth Year;
b) There
is no residence requirement;
c) All
Women of College who pay full-time undergraduate S.A.C. fees shall vote in the
election of S.A.C. Representatives, according to the electoral procedure of the
Student’s Administrative Council at the University of Toronto.
ARTICLE X – IMPEACHMENTS
1. a) Any neglect or violation of duties or office
specifications by any officer of the St. Hilda’s College Meeting shall be
subject to impeachment. Infrequent
attendance at St. Hilda’s College Meetings, continuous neglect of duties, or
gross mismanagement of funds shall be subject to impeachment.
b) On petition of ten (10) Women of College, a St. Hilda’s College Meeting shall be held for the purpose of a vote of non-confidence. The reasons for doing so shall be made explicit in the petition and at the St. Hilda’s College Meeting. The decision for impeachment must be made by a two-thirds majority (2/3) of those present after full discussion. If impeached, she shall be removed from office and a new election held. This procedure shall be followed except in the case of a Head of College or the S.A.C Representatives.
2. Head
of College
a) On
petition of thirty (30) Women of College, a St. Hilda’s College Meeting shall
be held for the purpose of holding a vote of non-confidence in any of the three
Heads of College.
b) The
Head of College concerned must be present to answer the charges made, but shall
not be entitled to a vote.
c) Should
the vote carry by a two-thirds (2/3) majority, a referendum concerning the
impeachment shall be conducted for all Women of College, at least one week
after, but not more than two weeks after, the St. Hilda’s College Meeting.
d) Should
the impeachment carry by a two-thirds (2/3) majority of al who cast a ballot
vote, the Head of College shall be removed from her office and a new election
held immediately.
ARTICLE XI – AMENDMENTS
1. Any
motion to amend this Constitution shall be posted for one week in St. Hilda’s,
Trinity, and the Butter, and must obtain a two-thirds (2/3) majority of those
Women of College present at two (2) consecutive St. Hilda’s College Meetings
which must be one full week apart.