Equipment Fund Bylaws: Difference between revisions
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{{GroupIcon|1=EFC}} | {{GroupIcon|1=EFC}} | ||
{{BylawInfobox|1=1993-12|2=2017-08|3=https://drive.google.com/open?id=0Bzw6lGIkDdjBMFMyM0Q1N0o0UTQ}} | {{BylawInfobox|1=1993-12|2=2017-08|3=https://drive.google.com/open?id=0Bzw6lGIkDdjBMFMyM0Q1N0o0UTQ|4=The '''''[[Engineering Undergraduate Equipment Fund]]''''' (EUGE) is a fund composed of [[fees]] paid by Engineering undergraduate students and of other contributions, whose purpose is to provide those students with additional laboratory equipment to that normally supplied by the University}} | ||
===Article 1: Definitions & Purpose=== | ===Article 1: Definitions & Purpose=== | ||
:1.1 The [[Engineering Undergraduate Society]] of McGill University (hereafter referred as “ EUS ”) is the registered name of the non-for-profit corporation representing the engineering and architecture undergraduate students at McGill University | |||
:1.1 The Engineering Undergraduate Society of McGill University (hereafter referred as “ EUS ”) is the registered name of the non-for-profit corporation representing the engineering and architecture undergraduate students at McGill University | :1.2 The [[Board of Governors]] of the EUS is the administrative board of the Engineering Undergraduate Society of McGill University which is composed of Administrators as defined by the [[EUS Constitution]] | ||
:1.2 The Board of Governors of the EUS is the administrative board of the Engineering Undergraduate Society of McGill University which is composed of Administrators as defined by the EUS Constitution | :1.3 The EUS shall recognise all [[Departmental Societies]], [[Clubs]], and [[Design Teams]] set forth in the relevant articles of the [[EUS Constitution]] as [[EUS Groups]] | ||
:1.3 The EUS shall recognise all Departmental Societies, Clubs, and Design Teams set forth in the relevant articles of the EUS Constitution as EUS Groups | :1.4 The [[Engineering Undergraduate Equipment Fund]] ("Equipment Fund") is a fund composed of [[fees]] paid by Engineering undergraduate students and of other contributions, whose purpose is to provide those students with additional laboratory equipment to that normally supplied by the University. | ||
:1.4 The Engineering Undergraduate Equipment Fund ( | :1.5 The [[Equipment Fund Committee]] (“ EFC ”) is a [[committee]] of the EUS that normally administers the Equipment Fund. | ||
:1.5 The Equipment Fund Committee (“ EFC ”) is a committee of the EUS that normally administers the Equipment Fund. | :1.6 These bylaws govern both the [[Engineering Undergraduate Equipment Fund]] and the [[Equipment Fund Committee]]. | ||
:1.6 These bylaws govern both the Engineering Undergraduate Equipment Fund and the Equipment Fund Committee. | |||
===Article 2: Function of the Equipment Fund Committee=== | ===Article 2: Function of the Equipment Fund Committee=== | ||
:2.1 The Equipment Fund Committee shall coordinate the expenditure of the Engineering Undergraduate Equipment Fund monies in such a manner that it most benefits the Engineering Undergraduate Society’s members in their academic environment. | :2.1 The Equipment Fund Committee shall coordinate the expenditure of the Engineering Undergraduate Equipment Fund monies in such a manner that it most benefits the Engineering Undergraduate Society’s members in their academic environment. | ||
:2.2 The Equipment Fund Committee shall determine a list of proposals for equipment acquisition in the manner outlined in this document . | :2.2 The Equipment Fund Committee shall determine a list of proposals for equipment acquisition in the manner outlined in this document . | ||
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::2.3.3 The latest possible date for the EFC to meet and vote on proposals shall be the second Monday in May. | ::2.3.3 The latest possible date for the EFC to meet and vote on proposals shall be the second Monday in May. | ||
::2.3.4 The deadline for spending the money allotted to a department or to the faculty is the second Monday in April of the year following that in which the money was awarded. | ::2.3.4 The deadline for spending the money allotted to a department or to the faculty is the second Monday in April of the year following that in which the money was awarded. | ||
===Article 3: Members of the Committee=== | ===Article 3: Members of the Committee=== | ||
:3.1 The eight (8) departments recognized by the EFC are: | :3.1 The eight (8) departments recognized by the EFC are: | ||
::3.1.1 Bioengineering. | ::3.1.1 Bioengineering. | ||
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:3.4 The faculty (i.e. non-student) members may appoint another faculty member to represent them.</poem> | :3.4 The faculty (i.e. non-student) members may appoint another faculty member to represent them.</poem> | ||
===Article 4: Duties of the Committee’s Student Members=== | ===Article 4: Duties of the Committee’s Student Members=== | ||
:4.1 The Vice President Academic of the EUS shall: | :4.1 The Vice President Academic of the EUS shall: | ||
::4.1.1 Chair the EFC meetings. | ::4.1.1 Chair the EFC meetings. | ||
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::4.2.4 Before February 15, obtain from their department a list of the departmental expenditures of the previous year and a proposed list of expenditures for the current year for undergraduate laboratory equipment (but specifically excluding purchases made by the Equipment Fund, furniture and non-undergraduate research equipment). | ::4.2.4 Before February 15, obtain from their department a list of the departmental expenditures of the previous year and a proposed list of expenditures for the current year for undergraduate laboratory equipment (but specifically excluding purchases made by the Equipment Fund, furniture and non-undergraduate research equipment). | ||
:4.3 The Faculty student representative shall have similar responsibilities as outlined in §4.2, but shall act on behalf of all students of the Faculty of Engineering. The consultation shall be made with the Dean of Engineering or his appointed representative. | :4.3 The Faculty student representative shall have similar responsibilities as outlined in §4.2, but shall act on behalf of all students of the Faculty of Engineering. The consultation shall be made with the Dean of Engineering or his appointed representative. | ||
===Article 5: Replacement of Members=== | ===Article 5: Replacement of Members=== | ||
:5.1 If for any reason a member cannot continue his or her term, he shall be replaced as follows: | :5.1 If for any reason a member cannot continue his or her term, he shall be replaced as follows: | ||
::5.1.1 The Dean and Chairperson (including the Director of Mining) shall appoint representatives to represent themselves. | ::5.1.1 The Dean and Chairperson (including the Director of Mining) shall appoint representatives to represent themselves. | ||
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::5.1.5 The VP Academic may appoint replacements for the departmental representatives, provided that consent of the appropriate departmental society president is given. | ::5.1.5 The VP Academic may appoint replacements for the departmental representatives, provided that consent of the appropriate departmental society president is given. | ||
:5.2 Appointments made under §::5.1.2, §::5.1.3, §::5.1.4, and §::5.1.5, must be ratified by the EUS Council. | :5.2 Appointments made under §::5.1.2, §::5.1.3, §::5.1.4, and §::5.1.5, must be ratified by the EUS Council. | ||
===Article 6: Voting Procedure=== | ===Article 6: Voting Procedure=== | ||
:6.1 Each member as defined in §3.2 shall have one vote on the EFC | :6.1 Each member as defined in §3.2 shall have one vote on the EFC | ||
:6.2 Quorum shall consist of twelve (12) members of the EFC, provided the Dean (or his or her representative), one student representative from each of the departments, and the Vice President Academic of the EUS, are all in attendance. | :6.2 Quorum shall consist of twelve (12) members of the EFC, provided the Dean (or his or her representative), one student representative from each of the departments, and the Vice President Academic of the EUS, are all in attendance. | ||
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:6.6 A unanimous vote is required for a Faculty proposal to pass, otherwise the proposal is rejected for the current year. | :6.6 A unanimous vote is required for a Faculty proposal to pass, otherwise the proposal is rejected for the current year. | ||
:6.7 Proposals dismissed in §6.5 and §6.6 may be submitted again, with or without modifications, in subsequent years. | :6.7 Proposals dismissed in §6.5 and §6.6 may be submitted again, with or without modifications, in subsequent years. | ||
===Article 7: Equipment Fund Finances=== | ===Article 7: Equipment Fund Finances=== | ||
:7.1 The Equipment Fund shall be composed of two (2) distinct accounts; one account shall receive all monies collected from students and shall serve to make purchases (“main account”), and another account shall receive all other contributions to the Equipment Fund (“contribution account”). | :7.1 The Equipment Fund shall be composed of two (2) distinct accounts; one account shall receive all monies collected from students and shall serve to make purchases (“main account”), and another account shall receive all other contributions to the Equipment Fund (“contribution account”). | ||
:7.2 Equipment Fund fees and the collection of those fees shall be as follows: | :7.2 Equipment Fund fees and the collection of those fees shall be as follows: | ||
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:7.15 Unspent funds as defined by §7.12.3 shall be returned to the main account in the year following the deadline to purchase the items | :7.15 Unspent funds as defined by §7.12.3 shall be returned to the main account in the year following the deadline to purchase the items | ||
:7.16 Misevaluated funds defined in §7.12.4 shall be awarded to the department from which the funds arise in the year following the misevaluation | :7.16 Misevaluated funds defined in §7.12.4 shall be awarded to the department from which the funds arise in the year following the misevaluation | ||
===Article 8: Acquisition Procedure=== | ===Article 8: Acquisition Procedure=== | ||
:8.1 Only equipment that benefits the undergraduate students of the Faculty of Engineering in their academic environment shall be purchased through the Equipment Fund. This equipment shall be of primary benefit to only those undergraduate students. | :8.1 Only equipment that benefits the undergraduate students of the Faculty of Engineering in their academic environment shall be purchased through the Equipment Fund. This equipment shall be of primary benefit to only those undergraduate students. | ||
:8.2 The procedures leading to an acquisition shall be as follows: | :8.2 The procedures leading to an acquisition shall be as follows: | ||
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::8.2.2 The Faculty student representative shall propose to the EFC purchases prepared in consultation with the Dean, or their appointed representative. | ::8.2.2 The Faculty student representative shall propose to the EFC purchases prepared in consultation with the Dean, or their appointed representative. | ||
::8.2.3 The departments shall fill out requisition forms for ratified proposals and submit them to the Vice President Academic of the EUS who then delivers them to the Purchasing Department of McGill University. | ::8.2.3 The departments shall fill out requisition forms for ratified proposals and submit them to the Vice President Academic of the EUS who then delivers them to the Purchasing Department of McGill University. | ||
===Article 9: Identification Plaques=== | ===Article 9: Identification Plaques=== | ||
:9.1 Identification plaques shall be acquired with the money reserved for that purpose in §::7.4.1. The wording of the text appearing on the plaques shall be to the effect of: “A Gift from the Engineering Undergraduate Equipment Fund.” | :9.1 Identification plaques shall be acquired with the money reserved for that purpose in §::7.4.1. The wording of the text appearing on the plaques shall be to the effect of: “A Gift from the Engineering Undergraduate Equipment Fund.” | ||
:9.2 The EFC student representatives shall attach these plaques to acquisitions from previous year(s) in a reasonably prominent way (i.e. in clear view of the user), if it is possible to physically do so without damaging the equipment. | :9.2 The EFC student representatives shall attach these plaques to acquisitions from previous year(s) in a reasonably prominent way (i.e. in clear view of the user), if it is possible to physically do so without damaging the equipment. | ||
:9.3 Whenever possible, other appropriate means of identification shall be used in lieu of plaques in the case of §9.2. or in the case of intangible equipment (e.g. a message could be displayed for software items). | :9.3 Whenever possible, other appropriate means of identification shall be used in lieu of plaques in the case of §9.2. or in the case of intangible equipment (e.g. a message could be displayed for software items). | ||
===Article 10: Cyclical Review of the Equipment Fund Fees=== | ===Article 10: Cyclical Review of the Equipment Fund Fees=== | ||
:10.1 The existence of the Equipment Fund fees shall be put to referendum once every four (4) years. | :10.1 The existence of the Equipment Fund fees shall be put to referendum once every four (4) years. | ||
:10.2 Every fourth year, and immediately following the presentation of the annual report outlined in §::4.1.10, the VP Academic shall present a referendum motion to the EUS Council in accordance with §10.1. | :10.2 Every fourth year, and immediately following the presentation of the annual report outlined in §::4.1.10, the VP Academic shall present a referendum motion to the EUS Council in accordance with §10.1. | ||
===Article 11: Termination of the Equipment Fund=== | ===Article 11: Termination of the Equipment Fund=== | ||
:11.1 Removed | :11.1 Removed | ||
:11.2 If the cyclical review referendum of §10.1 is defeated, or if any spontaneous general referendum to the effect of terminating the Equipment Fund fees is passed, then the following shall apply: | :11.2 If the cyclical review referendum of §10.1 is defeated, or if any spontaneous general referendum to the effect of terminating the Equipment Fund fees is passed, then the following shall apply: | ||
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::11.4.2The EFC shall be reinstated. | ::11.4.2The EFC shall be reinstated. | ||
::11.4.3Any proposals that were proposed by the trustee and duly ratified by the EUS Council prior to the reinstatement of the Equipment Fund fees shall be honoured. | ::11.4.3Any proposals that were proposed by the trustee and duly ratified by the EUS Council prior to the reinstatement of the Equipment Fund fees shall be honoured. | ||
===Article 12: Superseding Clause=== | ===Article 12: Superseding Clause=== | ||
:12.1 This document completely supersedes any anterior versions of the Equipment Fund Committee Bylaws. | :12.1 This document completely supersedes any anterior versions of the Equipment Fund Committee Bylaws. | ||
===Article 13: Amendments=== | ===Article 13: Amendments=== | ||
:13.1 Amendments to §2.1, §::7.2.1, §::7.2.2, §8.1, §11.1, and §13.1 must be approved by the EUS Council and ratified by a general referendum. | :13.1 Amendments to §2.1, §::7.2.1, §::7.2.2, §8.1, §11.1, and §13.1 must be approved by the EUS Council and ratified by a general referendum. | ||
:13.2 Amendments to sections other than those specified in §13.1 must be approved by a simple majority vote of the Board of Governors of the EUS | :13.2 Amendments to sections other than those specified in §13.1 must be approved by a simple majority vote of the Board of Governors of the EUS | ||
===Article 14: Interpretation=== | ===Article 14: Interpretation=== | ||
:14.1 In the case of a conflict between these Bylaws and the following documents, the following documents prevail in the order they are listed in: | :14.1 In the case of a conflict between these Bylaws and the following documents, the following documents prevail in the order they are listed in: | ||
::14.1.1 The Quebec Companies Act | ::14.1.1 The Quebec Companies Act | ||