Memorandum of Agreement 2018-2023

<div class="noautonum">__TOC__</div> The Memorandum of Agreement is the legal document that describe how the EUS can operate within McGill. It covers everything from the spaces we rent to the permitted publications, who can use the McGill name, and more. It is renewed every 5 years, most recently renewed in 2018; next negotiations will begin in 2023. If you have any questions regarding the MoA, feel free to contact the Board of Governors at [mailto:board@mcgilleus.ca board@mcgilleus.ca]. The document here is a transcribed version of the MoA, please navigate to the full version using the drive button. ---- <br> <big>MEMORANDUM OF AGREEMENT made and entered into at the City and District of Montréal, Province of Québec</big> WHEREAS the University is committed to protecting the rights of the undergraduate student body as represented by the Association; WHEREAS the University recognizes student groups as integral members of the University community; WHEREAS the University and the Association are committed to preserving their positive relationship and in preserving the particular nature of the student associations, and in consequence, the present agreement is to be interpreted and acted on the basis of good faith; WHEREAS a referendum of members of the Association approved the collection of fees for its operating expenses and the support of its activities; WHEREAS on December 18, 2002, the Association was accredited under the Loi sur l’accréditation et le financement des associations d’élèves ou d’étudiants (L.R.Q. chapitre A-3.01) as l’Association des d’étudiants et étudiantes en génie de l’Université McGill de premier cycle (Engineering Undergraduate Society of McGill University); WHEREAS the Association was incorporated on April 6, 1990 by Letters Patent issued pursuant to Part III of the Companies Act (Quebec) (L.R.Q., chapitre C-38) [ NEQ 1144071959 ]; and WHEREAS the University and the Association entered into a memorandum of agreement for a term beginning on June 1, 2013 and ending on May 31, 2018, and now wish to enter into a new agreement in replacement of the previous agreement; <big>NOW THEREFORE, THE PRESENT AGREEMENT WITNESSES:</big><br> ==1. COLLECTION OF ASSOCIATION FEES== : : : ::*The first distribution of the Association Fees shall be paid to the Association on September 15 and shall reflect fee assessments from June 1 to August 31st. ::*The second distribution of the Association Fees shall be paid on November 15th and shall reflect the balance of the Fall Term assessments as at October 31st. There shall be no holdback of fees for either of these remittances. ::*The third distribution of the Association Fees shall be paid on February 15th and shall reflect the Winter Term fee assessments as at January 31st. An amount equal to 10% of the amount to be paid as the third distribution shall be held back by the University to account for changes in student registration occurring from February 1st to May 31st. ::*The final distribution of Association Fees shall be paid on June 15 and shall reflect the assessment as at May 31st, less the 1% fee for bad debt charges (in accordance with section 1.4), the Annual Administrative Fee (in accordance with section 1.4) and any other amounts owed to the University as at May 31st. : : : : ==2. ACCOUNTING SERVICES== : :: :: ::The Association shall request security access at the beginning of their mandate to access Minerva reports. The President of the Association must authorize all requests for access, and should the President require access, then two vice-presidents of the Association must authorize his/her request. Security authorization to Minerva reports shall terminate each year on June 15th. Employees of the Association who have been given access may keep their access upon confirmation by the current year’s President. : : : ==3. LOANS AND GRANTS== :The Association may apply to the University from time to time for loans and grants in aid of activities or projects, the granting of which shall be in the sole discretion of the University. ==4. INSURANCE== : : : : ==5. MAINTENANCE AND AUDITING OF ACCOUNTS== : : : :::a) current contracts and expenditures; :::b) projected contracts and expenditures; and :::c) books, records and accounts. : ==6. USE OF THE MCGILL NAME OR EMBLEM== : : : : : : ::: ::::A [e.g. club, service, activity] of the EUS (Engineering Students’ Society)” an undergraduate students’ association at McGill University” ::::Or ::::“Operated by the EUS (Engineering Students’ Society), an undergraduate students’ association at McGill University.” ::: ::: ::: ::: ::: ::: : : : : : : ==7. CONTRACTS AND LEGAL PROCEEDINGS== : : : : : ==8. RIGHT TO SET OFF== : : ::: ::: ::: ==9. LIQUOR PERMITS == : : : ::: ::: ::: ::: ::For greater clarity, the Association: ::: ::: ::: : : ==10. REPRESENTATIONS OF THE ASSOCIATION== : :: :: :: :: :: : :: :: :: :: ==11. EVENT OF DEFAULT== : :: :: :: :: :: : : : : ==12. REMEDIES== : : : : ==13. STUDENT PUBLICATIONS== : :: :::: :::: :::: : :: :::“Published by the Engineering Undergraduate Society of McGill University” : :::“Published by THE ENGINEERING UNDERGRADUATE SOCIETY a student society of McGill University. The content of this publication is the sole responsibility of THE ENGINEERING UNDERGRADUATE SOCIETY and does not necessarily represent the views of McGill University.” }} : : ::The Association may distribute the Publication to the list of Approved Campus Locations appears in Appendix D. : : ==14. BUSINESS ACTIVITIES== The following are the general principles governing the business activities of the Association: }} : : : : : : : : : : : : ==16. TELEPHONE, E-MAIL AND MAIL SYSTEMS == :As long as the Association is located in a University building, the Association shall beentitled: : : : : : : : ==17. STAFF STATUS== :All staff hired by the Association shall have exclusive Association employment status. The working conditions, including payroll, of the Associations staff shall be determined solely by the Association. ==18. TERM AND REVIEW== :The term of the present agreement is five (5) years beginning on June 1st, 2018 and ending on May 31st, 2023. Twelve (12) months prior to the expiration of the term, the parties shall review in good faith the terms and conditions with a view to renew on a mutually agreeable basis. In the event the parties are unable to agree on the terms of renewal, the terms of the present agreement shall be extended for maximum of nine months. ==19. NOTICE== :Any notice to be given by the present Agreement shall be given to the University at its above-mentioned address to the attention of the Deputy Provost (Student Life and Learning), and to the Association to the attention of its President or any available officer should the President not be available. ==20. ENTIRE AGREEMENT== :This present Agreement constitutes the entire agreement between the parties pertaining to the subject matter hereof and supersedes and replaces all prior agreements, undertakings, negotiations and discussions of the parties. ==21. LANGUAGE== :The parties to the present Agreement have requested that the present Agreement and all documents and notices related therewith be drafted in the English language. Les parties à la présente ont demandé que la présente convention et tout document ou avis y afférent soit rédigés dans la langue anglaise. =Appendices= ==APPENDIX A== <center>Association Fee Schedule in accordance with Article 1 of this Agreement</center>

::full-time: 9 credits and over ::part-time: less than 9 credits ==APPENDIX B== <center>Annual Administrative Fee Schedule<br>in accordance with Article 2 of this Agreement Administrative Fee

</center> ==APPENDIX C== <center> :Charter documents, Constitution and By-laws of the Association<br>in accordance with Article 10 of this Agreement </center> ::Includes: ::::i. Constitution and By-laws ::::ii. Copy of the Accreditation Certificate ::::iii. Copy of the Annual Declaration of Incorporation ::::iv. Copy of the Insurance Certificate ::::v. Copy of the Audited Financial Statements ==APPENDIX D== <center>List of On-Campus and of Off-Campus Locations for Distribution of Publications <br>in accordance with Article 13 of this Agreement</center> :The Associations distributes in paper form the following Publications :::- The Plumber’s Faucet :::- The Plumber’s Ledger :A copy of the title page with the approved mastheads for each Publication appears attached. <big>A. On Campus Distribution </big> :The Publications may be distributed in specified locations on the Montreal campus in the following buildings:

==APPENDIX E== <center>University space and/or facilities granted to the Association<br> in accordance with Article 14</center> :In accordance with article 14, the following space is granted to the Association for revenue-generating activities in the McConnell Engineering Bldg: <center>

</center> : : : : : : ::i) all federal and provincial laws and regulations. ::ii) municipal rules and regulations, ::iii) its charter documents, by-laws and constitution, and ::iv) all applicable university regulations and policies which apply to the use of the buildings; : : : The Association shall pay the following for the use of space for revenue generating activities:

==APPENDIX F== <center>University space and/or facilities granted to the<br> Association in accordance with Article 15 </center> : ::::Room 5 - Infoys ::::Room 8 - Committee Room ::::Room 9 - Info System ::::Room 021, 023 - Clubs Hub/McGill Engineering Design Network (MEDN) ::::Room 026, 028 - Sports/Dark Room ::::Rooms 029, 030, 031, 032, 032A- Common/Council Rooms : : : : : Category:Other Documents