Architecture Students' Association Constitution: Difference between revisions

:8.1. The Executive Committee shall:   8.1.1. The coordination and administration of policies, activities and other day-to-day affairs of the A.S.A.;   8.1.2 Study and prepare motions to be debated upon at meetings of the A.S.A. Council;   8.1.3 Ensure the execution of Council and General Assembly decisions;   8.1.4 Report their activities and decisions to the A.S.A. Council;   8.1.5 Uphold the Constitution, Bylaws, policies and regulations of the A.S.A.;   8.1.6 Produce an an end-of-year report detailing the events of the previous academic year and suggesting future changes;   8.1.7 Revise of the Constitution, bylaws, policies and regulations of the A.S.A. every two (2) years at most; 8.1.8 Assume office on the 1st of May following the elections;   8.1.9 Remain in office for one calendar year; 8.1.10 Produce exit reports to be submitted by April 30th at the latest.              8.2 The President shall: 8.2.1 Be charged with the general management and supervision of the affairs of the A.S.A.;   8.2.2 Be the official spokesperson for the A.S.A. on all occasions; 8.2.3 Act as Speaker for Regular Council Meetings; 8.2.4 Set the Schedule of Dates for Regular Council Meetings with at least 3 days’ notice; 8.2.5 Ensure that A.S.A. Executives and Class Representatives perform their duties as outlined in the Constitution or mandated by the A.S.A Council. 8.2.6 Define strategic goals for the A.S.A. prior to the start of the Fall Semester and Winter Semester respectively;  8.2.7 Act as financial officer for the A.S.A.; 8.2.8 In conjunction with the Vice-President External Affairs, represent the A.S.A. to outside bodies and individuals;  8.2.9 Be responsible for the relations between the ASA and various levels of administration of McGill University;  8.2.10 Represent the A.S.A. on the Engineering Equipment Funding Committee (E.F.C) and Engineering Undergraduate Student Fund Committee (E.U.S.F.C.); 8.2.11 Represent the A.S.A. at Committee Meetings of the School of Architecture; 8.2.12 Represent the ASA at Faculty Meetings of the Faculty of Engineering; 8.2.13 Represent the A.S.A. at E.U.S. Presidents’ Council Meetings;   8.2.14 Represent the interests and concerns of Architecture students as expressed through the A.S.A. Council at E.U.S. Council Meetings; 8.2.15 Represent the A.S.A. on the E.U.S. Student-Faculty Liaison Committee; 8.2.16 Meet regularly with the Director of the School of Architecture for updates; 8.2.17 At their discretion, sit on all Selection Committees for Coordinator positions; 8.2.18 Prepare and present to the A.S.A. Council an election schedule for A.S.A. elections and referenda;   8.2.19 Appoint a D.R.O. (Deputy Returning Officer) for A.S.A. Council elections; 8.2.20 Be responsible for the solicitation, collection and review of event post mortem reports from members of the Executive Council following the completion of any event run by the A.S.A. Council; 8.2.21 Prepare the President’s exit report as well as compile and approve the A.S.A. exit reports and be responsible for transferring this to the incoming President; 8.2.22 Only have one (1) vote on any action brought to the A.S.A. Council.  8.3 The Vice-President Finance shall:   8.3.1 Prepare the annual budget of the A.S.A., which shall include tile actual expenditures from the previous year, and submit it to the A.S.A. Council before the 30th of September;   8.3.2 Manage the funds and sources of income of the A.S.A.;   8.3.3 Keep proper accounts of cash-flows and financial transactions to be submitted on a monthly basis to the A.S.A. Council:   8.3.3.1 Prepare a year-end financial report by April 30th;   8.3.3.2 Prepare an overview of the A.S.A. finances to be presented at E.U.S. Council meetings for the Fall and Winter semesters;   8.3.4 Deposit all cash exceeding $300.00 to the E.U.S; 8.3.5 Only have one (1) vote on any action brought to the A.S.A. Council. 8.4 The Vice-President Academic shall:   8.4.1 Be responsible for all educational and curricular concerns of the A.S.A.;   8.4.2 In conjunction with the President, represent the A.S.A. on the Engineering Equipment Funding Committee (E.F.C.) and Engineering Undergraduate Student Fund Committee (E.U.S.F.C.); 8.4.3 Coordinate with the Department professors to apply for funding through the E.U.S. Equipment Fund (E.F.C.) and the Engineering Undergraduate Support Fund (E.U.S.F.); 8.4.4 Serve as the official spokesperson for the A.S.A. in the absence of the President and the Vice-President External Affairs;   8.4.5 Represent the A.S.A. at the Curriculum Committee Meeting of the School of Architecture;   8.4.6 Represent the A.S.A. at the Academic Council of the Faculty of Engineering;   8.4.7 Represent the A.S.A. at the Committee on Teaching and Learning in the Engineering Faculty (C.O.T.L.E.F.) upon invitation; 8.4.8 Organize a minimum of one Academic Forum per semester and present a report to the Curriculum Committee of the School of Architecture; 8.4.9 Sit on the Selection Committee for the two (2) Brown Bag Lectures Coordinators; 8.4.10 Form and chair Committees, as necessary, to organize A.S.A. Academic events as well as assist with different portions of the VP Academic portfolio as specified by all aforementioned points in this section; 8.4.11 Be responsible for the organization of the McGill Open House in conjunction with the Department, the President and the McGill Engineering Student Centre Staff; 8.4.12 Only have one (1) vote on any action brought to the A.S.A. Council. 8.5 The two (2) Vice-Presidents Administration shall, together: 8.5.1 Manage and facilitate the the acquisition of studio supplies by the U1 students; 8.5.2 Keep in their possession at all times the key to the Supply Store storage room; 8.5.3 Maintain the cleanliness of the Supply Store storage room; 8.5.4 Maintain an inventory of the Supply Store’s stock; 8.5.5 Organize fundraising efforts for the A.S.A.’s activities; 8.5.6 Manage the purchase and sale of A.S.A.-branded clothing and merchandise for the Supply Store; 8.5.7 Manage the bookings for the Cellar; 8.5.8 Maintain the cleanliness of the Cellar; 8.5.9 Prepare proposals for the Student Space Fund (S.S.F.) of the E.U.S.; 8.5.10 Report to the A.S.A. Council the Supply Store’s finances; 8.5.11 Only have one (1) vote as a single voice on any action brought to the A.S.A. Council. 8.6 The Vice-President Communications shall:  

:8.6.1 Be responsible for the A.S.A. weekly newsletter and disseminate announcements collected from the A.S.A., the E.U.S. and other relevant Associations, Organizations and Groups;   8.6.2 Be responsible for the updating and maintaining the A.S.A. website and student blog section;   8.6.3 Be responsible for the management of the A.S.A.’s social media accounts and advertise events via various media such as The Engineering Network (TeN) screens, posters or social media; 8.6.4 Be responsible for the maintenance of the A.S.A. archival hard drive and ensure the good order of the A.S.A. documents and paperwork; 8.6.5 Increase student awareness of the services offered by A.S.A., as well as their privileges as Members of A.S.A.;  8.6.6 Be responsible for picking up the A.S.A.’s mail at the administrative office;   8.6.7 Submit A.S.A. information to E.U.S. publications, including the EUSwiki; 8.6.8 Be responsible for the taking of the minutes during Council meetings in the absence of the A.S.A. Secretary;  8.6.9 Chair and recruit students to work as editors within the A.S.A. Website Committee; 8.6.10 Only have one (1) vote on any action brought to the A.S.A. Council. 8.7 The Vice-President External Affairs shall: 8.7.1 Be responsible for manners relating to the interaction of the A.S.A. with outside groups;   8.7.2 In conjunction with the President, represent the A.S.A. to outside bodies and individuals;   8.7.3 Serve as the official spokesperson for the A.S.A. in the absence of the President;   8.7.4 Be responsible for organizing professional practice tours throughout the year, including but not limited to Firm Crawls; 8.7.5 In conjunction with the President, be responsible for the relations between the A.S.A. and various levels of administration of McGill University;   8.7.6 Represent the A.S.A. at the Committee on Colleges and Schools Liaison of the Faculty of Engineering upon invitation;   8.7.7 Represent the A.S.A. at meetings and functions of the Canadian Architecture Students' Association (C.A.S.A.) upon invitation;   8.7.8 Represent the A.S.A. at meetings of the Ordre des Architectes du Quebec (O.A.Q.) upon invitation;   8.7.9 Be responsible for relations between the A.S.A. and other student associations within the university;   8.7.10 Represent the A.S.A. at the Exhibition Committee of the School of Architecture upon request;   8.7.11 Represent the A.S.A. at the Committee on the Coordination of Student Services (C.C.S.S.) upon invitation;  8.7.12 Be in communication with representatives from other architecture schools across the province and Canada;  8.7.13 Be in communication with the VP External of the McGill G.A.S.A. (Graduate Architecture Students Association); 8.7.14 Represent the A.S.A. at meetings of the McGill G.A.S.A. (Graduate Architecture Students Association) upon invitation; 8.7.15 Be responsible for maintaining relations with the McGill Engineering Career Center and McGill Engineering Student Centre; 8.7.15 Sit on the Selection Committee for the Colloquium Coordinator. 8.7.16 Report on the Colloquium Coordinator’s progress at A.S.A. Council meetings in years where the Colloquium is hosted at McGill University. Council meetings in years where the Colloquium is hosted at McGill University. 8.7.17 Only have one (1) vote on any action brought to the A.S.A. Council.             8.8 The Vice-President Internal Affairs shall:   8.8.1 Be responsible for the organization of major social, sport, cultural, and other activities for the members of the A.S.A. which promote class interaction and school spirit (including, but not limited to Architecture Frosh, Blues Pubs,  Banquet);          8.8.2 Be responsible for the organization of the Fall mini-banquet; 8.8.3 Be responsible for the organization of a welcome event for new students at the start of the academic year;  8.8.4 Be responsible for communicating the timing of A.S.A. events to and coordinating with the E.U.S. and other departments, including attending Internals Meetings; 8.8.5 Be required to work closely in conjunction with the Vice-President Communications, Vice-President Finance, and the Class Representatives; 8.8.6 Be responsible for the organization one Blues Pub per semester as part of the E.U.S; 8.8.7 Sit on the Selection Committee for the Banquet Coordinator. 8.8.8 Report on the Banquet Coordinator’s progress at A.S.A. Council meetings. 8.8.9 Be responsible for promoting the formation of flagball, soccer and broomball teams to compete in the intramural leagues; 8.8.10 Only have one (1) vote as a single voice on any action brought to the A.S.A. Council. 8.9 The Vice-President Events shall: 8.9.1 In conjunction with the rest of A.S.A. council, establish a tentative calendar of activities and events at the beginning of each semester;               8.9.2 Assist the Vice-President Internal Affairs during the planning of major A.S.A. events throughout the year; 8.9.3 Promote and organize other social activities and events for the A.S.A. (including but not limited to Coffeehouse, Apartment Crawls, Rock Climbing, Ski-trips and Movie Nights); 8.9.4 Be responsible for gathering input from the A.S.A. members as to any desired events, especially incoming U1 students; 8.9.5 Form and chair Committees, as necessary, to organize A.S.A. events. 8.9.6 Only have one (1) vote as a single voice on any action brought to the A.S.A. Council.  8.10     Cross-Delegation   8.10.1 Any Executive Officer may delegate some or all of their responsibilities onto any other Executive Officer subject to the stipulations in this section. Such an action shall be known as cross-delegation;   8.10.2 Cross-delegation is effected by a written notice to this effect addressed and delivered to the President. Such notice must include a statement that the Officer to whom responsibilities are being delegated has consented to this cross-delegation, as well as the signature of the cross-delegating Officer;  

:8.10.3 For organizations outside of the A.S.A., a notice of cross-delegation as described in Article 11.2 is proof of its contents. The Officer named in the letter will be treated by the external organization as having the powers and duties of the delegating Officer;  8.10.4  Cross-delegation is only valid outside of Council meetings. No Executive may cross-delegate any of their responsibilities which must be discharged during a Council meeting. No right to vote during a Regular Council Meeting may be cross-delegated, and any attempt to create a system of proxy voting by means of cross-delegation is null;  8.10.5 During the Winter or Fall academic sessions of any particular year as stipulated in the official McGill University Calendar of Dates, cross-delegation may last no longer that eight (8) consecutive days, including Sundays and holidays;  8.10.6 Outside the Winter or Fall academic sessions of any particular year as stipulated in the official McGill University Calendar of Dates, cross-delegation may last until the first weekday of the next academic session. 

:16.3 The seven (7) Class Representatives shall have one (1) vote each.         [[Category:Constitutions]]         [[Category:ASATracking]]