Design Team Fund Bylaws

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What is a bylaw?
Important Documents
History
Adopted 2007-11
Last Modified 2017-08

The Design Team Fund Bylaws governs the purpose and procedure of the Design Team Fund Committee and the fund therein. This includes what can be allocated, who sits on the committee, and who can apply to the fund.

Article 1: Definitions

1.1 The Engineering Undergraduate Society of McGill University (hereafter referred to 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 (hereafter referred to as the “Board”) which is composed of Administrators as defined by the EUS Constitution.
1.3 EUS Groups shall be defined as officially recognized groups under the EUS Constitution such as Clubs & Design Teams, Departmental Societies
1.4 The Design Team Fund Committee (hereafter referred to as the “ DTFC ”) is a committee of the Engineering Undergraduate Society that administers the Design Team Fund.

Article 2: Purpose/Mission

2.1 The Engineering Undergraduate Design Team Fund (hereafter referred to as “Design Team Fund”) is a fund whose purpose is to financially support Engineering Design Teams at McGill.
2.2 These bylaws govern both the Design Team Fund and the Design Team Fund Committee.

Article 3: Administration of the Design Team Fund

3.1 The Design Team Fund shall consist of fees collected from students, as well as any additional contributions made from the EUS.
3.2 Design Team Fund fees and the collection of those fees shall be as follows:
3.2.1 Every student registered in an undergraduate engineering program and taking nine (9) credits or more shall contribute three dollars ($3.00), opt-outable, per semester to the Design Team Fund;
3.2.2 Every student registered in an undergraduate engineering program and taking fewer than nine (9) credits shall contribute one dollar and fifty cents ($1.50), opt-outable, per semester to the Design Team Fund;
3.3 The Design Team Fund shall be allotted based on the discretion of the DTFC
3.3.1 The allocation shall be shall be consistent with these bylaws
3.3.2 The applicants shall have five (5) school days to appeal the allotment of the DTFC
3.3.2.1 Appeals must be submitted in writing to the Chair
3.3.2.2 The EUS Council will consider the appeal and will determine whether the decision of the committee shall stand or if the committee will be reconvened
3.4 Any funds allocated to Design Teams shall be used towards legitimate expenses of the Design Team, including but not limited to: equipment and supplies, registration fees, travel expenses, etc.
3.5 Should a surplus exist at the end of the DTFC allocation meeting, the DTFC will act as follows:
3.5.1 The DTFC shall call for and accept additional funding requests from Design Teams.

Article 4: Eligibility to the Design Team Fund

4.1 For a Design Team to be eligible for the Design Team Fund, it must have official Design Team status as per the Clubs and Design Team Bylaws and in addition it must:
4.1.1 Have a detailed and updated budget for the current academic year.
4.1.2 Have a sponsorship package for the current academic year.

Article 5: Membership

5.1 The DTFC shall be composed of voting members as follows:
5.1.1 The President of the EUS;
5.1.2 The Vice President Finance of the EUS;
5.1.3 The Vice President Student Life of the EUS;
5.1.4 One (1) representative of each applicant
5.2 The DTFC shall be chaired by the Funds Director of the EUS, a non-voting member of the committee
5.2.1 Should the Funds Director of the EUS be affiliated with any design team, the Vice President Finance of the EUS shall chair the DTFC.
5.2.2 Should the President, Vice President Finance, and Vice President Student Life of the EUS be affiliated with any design team, they shall be replaced by other members of the Executive Committee, one of which shall serve as chair, at the Executive Committee’s discretion.
5.3 Quorum shall consist of:
5.3.1 The Chair of the Clubs Fund
5.3.2 The President of the EUS
5.3.3 The Vice President Finance of the EUS
5.3.4 The Vice President Student Life of the EUS
5.3.5 At least fifty percent plus one (50% + 1) of the applicant members
5.4 A two-thirds (2/3) majority is required for a Design Team Fund Committee proposal to pass.

Article 6: Responsibilities

6.1 The Design Team Fund Committee shall coordinate the expenditure of the Engineering Undergraduate Design Team Fund monies in such a manner that it most benefits Design Teams at McGill.
6.2 The Chair shall:
6.2.1 Chair the DTFC meetings;
6.2.2 Collect funding requests from Design Teams, and distribute these to the members of the DTFC at least seventy-two (72) hours in advance of meetings.
6.2.3 Set and distribute the agenda and all relevant documents for the DTFC meetings, and inform all members as to the dates and times for these meetings at least seventy-two (72) hours in advance;
6.2.4 Set a deadline for Design Team Fund funding requests;
6.2.5 Advertise the existence and purpose of the Design Team Fund to the entire McGill Engineering Undergraduate community
6.2.6 Create a Design Team Funding form, and/or educate design teams as to the guidelines for a funding request;
6.2.6.1 The Design Team Funding form and/or guidelines shall be made available to design teams no later than two (2) weeks before the deadline
6.3 The Vice President Finance of the EUS shall:
6.3.1 Oversee the financial management of the Design Team Fund Accounts;
6.3.2 Determine the total amount available for disbursement every semester
6.3.3 Distribute funds from the Design Team Fund Accounts to the recipient Design Teams, as decided by the DTFC and ratified by the EUS Council.
6.3.4 Report all DTFC actions to the EUS Council, including budgeting, proposals, voting results and expenditures.
6.4 The representatives of each applicant shall:
6.4.1 Verify that funds from the Design Team Fund have been used by the Design Teams in an appropriate manner. If irregularities are found, they shall be reported to the Chair.

Article 7: Recognition of Contributions

7.1 The logo of the Design Team Fund shall be the logo of the EUS, with the words “Engineering Undergraduate Design Team Fund”.
7.2 When identifying sponsors, the Design Teams shall name the “Engineering Undergraduate Design Team Fund” as a sponsor of the appropriate level.

Article 8: Termination of the Design Team Fund Fees

8.1 The existence of the Design Team Fund fees shall be put to referendum once every five (5) years as per McGill Administrative Policies on Student Fees.
8.2 Every fifth year, the Vice President Finance of the EUS shall present a referendum motion to the EUS Council to renew the Design Team Fund, with help from the Funds Director of the EUS.
8.3 If any spontaneous general referendum to the effect of terminating the Design Team Fund fees is passed, the Design Team Fund may be funded solely by contributions from the EUS.
8.4 A general referendum must be passed to reinstate the Design Team Fund fees in the case that the Design Team Fund fees had previously been suspended.

Article 9: Budget

9.1 All expenses incurred by members of the DTFC for the legitimate business of the Design Team Fund, such as its promotion, shall be included in the budget of the Vice President Finance of the EUS, pending approval.

Article 10: Amendments

10.1 Amendments to this Bylaw must be approved by a simple majority vote of the Board of Governors of the EUS.
10.2 Amendments to Articles 2.1, 3.2.1, 3.2.2, 6.1, 8.1, and 10.2 must also be approved by referendum.

Article 11: Interpretation

11.1 In the case of a conflict between this Bylaw and the following documents, the following documents prevail in the order they are listed in:
11.1.1 The Quebec Companies Act
11.1.2 The EUS Letters Patent
11.1.3 The EUS Constitution
11.1.4 The EUS Financial Bylaws