Open Air Pub Committee OAP Policy

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What is a policy?
Important Documents
History
Adopted 2005-03
Last Modified 2017-08

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 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
1.4 Open Air Pub Committee (herein referred as “ OAP Committee ”) is a committee composed of Members of the Engineering Undergraduate Society
1.5 Open Air Pub events (herein referred as “ OAP-branded events ”) are events organized by the OAP Committee.
1.6 A Junior Manager shall be defined as a member of the OAP Committee under a preliminary probationary period.

Article 2: Purpose/Mission

2.1 The OAP Committee shall be responsible for organizing and executing OAP-branded events.
2.2 OAP-branded events shall:
2.2.1 Serve as a gathering place for McGill students to celebrate.
2.2.2 Provide food, alcoholic and non-alcoholic beverages at reasonable prices.
2.2.3 Provide daily entertainment which shall be organized by the OAP Committee.

Article 3: Membership

3.1 The OAP Committee shall be composed as follows:
3.1.1 Members of the EUS, with preference given to Regular Members
3.1.1.1 The members of the OAP Committee shall be referred to as “Managers”.
3.1.2 The Chair
3.1.2.1 The Chair of the OAP Committee shall be referred to as “Head Manager”.
3.1.2.2 The Chair of the OAP Committee shall be chosen from the members of the OAP Committee by the members of the OAP Committee.
3.1.2.3 The OAP Committee may elect to have one Chair or two co-Chairs (herein referred to as “the Chair”) of the OAP Committee.
3.2 The Vice President Finance of the EUS shall have oversight over the OAP Committee.
3.3 The Financial Officers of the OAP committee shall be the Vice President Finance of the EUS and the Chair.
3.4 OAP Committee members shall not be involved in the Orientation Week Committee
(herein referred as “O-Week Committee”) as coordinator, leader, orientation staff, or any position within the Orientation Week.
3.5 Volunteers of the OAP Committee and at OAP-branded events shall not be considered managers and shall not be members of the OAP Committee.
3.6 Members of the OAP Committee and volunteers shall work on a volunteer basis and will not be paid for their time nor will they receive stipends.

Article 4: Selection Process

4.1 The OAP Committee members shall be chosen for the next school year by a Selection Committee.
4.1.1 The selection process shall happen before January 31 st of the current school year.
4.2 The OAP Committee shall publicly publish an application form at least two weeks in advance.
4.3 The Selection Committee may interview candidates at their discretion.
4.4 The Selection Committee shall be composed of current members of the OAP Committee.
4.5 The new members of the OAP Committee shall be “Junior Managers” for a probationary period.
4.5.1 This period shall last until a consensus vote conducted by the OAP Managers after the nearest OAP Lite is completed.
4.5.2 A Junior Manager shall be endowed with the full powers of an OAP Manager, with the exception of the approval of Junior Managers.

Article 5: Length of terms

5.1 OAP Managers shall remain Managers until they graduate, resign, or are expelled as per Article 6.
5.2 The Vice President Finance of the EUS shall be considered a Manager for as long as they are holding their position
5.2.1 Should the Vice President Finance of the EUS wish to continue in the role of Manager after the end of their term as EUS Vice President Finance of the EUS, a
2/3 majority vote from the OAP Committee shall be required for the Vice President Finance of the EUS to stay in the role of Manager.

Article 6: Expulsion of a Manager

6.1 Should a Manager not fulfill their duties; they may be expelled from the committee based on a unanimous vote by the other Managers.
6.2 The Manager in question shall receive a warning from the Chair at least 14 days before the vote is to occur.
6.2.1 Should insufficient effort be made after a warning, the Chair shall inform the member of their expulsion and shall strip the member of their responsibilities and privileges as a Manager
6.2.2 Should the member in question be the chair, the Vice President Finance of the EUS shall notify the chair of their warning, and if necessary, their expulsion
6.2.2.1 A new chair shall be selected from the remaining current members of the OAP Committee
6.3 Should the member in question be the Vice President Finance of the EUS, the OAP Committee shall direct their grievances to the President of the EUS
6.3.1 The Vice President Finance of the EUS shall keep oversight of the OAP Committee unless decided otherwise by the EUS Executive Committee or the EUS Council

Article 7: Responsibilities

7.1 The Chair shall:
7.1.1 Coordinate the organization and execution of all OAP-branded events;
7.1.2 Delegate duties to the Managers and Junior Managers;
7.1.3 Be responsible for ensuring food safety regulations are met during the entirety of the OAP-branded events;
7.1.4 Be responsible for keeping internal records of all the transactions, receipts, and expenses;
7.1.5 Prepare an extensive report on all OAP-branded events as part of their exit report.
7.2 The Vice President Finance of the EUS shall:
7.2.1 Carry ultimate executive responsibility for the OAP Committee and shall maintain oversight over the budget.
7.2.2 Ensure that the appropriate security measures are taken to handle all revenues.
7.2.3 Be responsible for making the cash deposits during operations.
7.2.3.1 The Vice President Finance of the EUS may delegate the cash deposits, but they are ultimately responsible for the security of all deposits.
7.3 The Managers
7.3.1 The Managers may represent the OAP Committee when interacting with external contacts including but not limited to suppliers, contractors and sponsors.
7.3.2 Each Manager shall be encouraged to gain advanced expertise in a specific operational area of the OAP Committee.
7.3.3 Each Manager shall read the OAP Committee’s previous exit report.
7.3.4 Each Manager shall contribute to the exit report written by the Chair at the end of the school year.
7.3.5 The Managers shall publicise all OAP-branded events.
7.3.5.1 Advertisement shall be targeted but not limited to McGill organizations, McGill students’ groups, McGill O-Week committees, and McGill residences.
7.3.6 Each Manager shall be server trained as per McGill regulations.

Article 8: Operations

8.1 All OAP-branded events shall be conducted under sanitary conditions according to the MUC Health and Safety regulations.
8.1.1 The Chair shall be responsible of ensuring that those standards are met and followed.
8.2 The OAP Committee shall set-up all OAP-branded event.
8.3 The OAP Committee shall clean-up any OAP-branded event except if indicated otherwise by the owner of the facilities.
8.4 The OAP Committee shall attempt to implement sustainable practices.

Article 9: Volunteers

9.1 The OAP Committee shall seek volunteers to execute all OAP-branded events.
9.2 Volunteers may be compensated with food and beverages for their time and efforts at the discretion of the OAP Committee.
9.2.1 Volunteers shall not receive any monetary compensation.
9.3 The OAP Committee may organize and host a Thank-You Event for the volunteers.
9.3.1 The OAP Committee may otherwise thank the volunteers with small tokens of appreciation.

Article 10: Finances

10.1 OAP-branded events shall be organized with the goal of making profit.
10.1.1The OAP-branded event “OAP” shall be organized with the goal of making profit for the EUS.
10.1.2The OAP-branded event “OAP-Lite” shall be organized with the goal of making profit for charity, at the discretion of the OAP Committee.
10.1.3Any other OAP-branded events shall be organized with the goal of making profit for the EUS, at the discretion of the OAP Committee.
10.2 The OAP Committee shall utilize all available resources at McGill or outside McGill with the intent of minimizing costs.
10.3 The OAP Committee shall keep a detailed log book of all the transactions and deliveries.
10.3.1 Inventory shall be tracked on a daily basis.
10.4 The OAP Committee shall seek to maximize their sponsorship donations for all aspects of the operations in accordance with the McGill special events policies.

Article 11: Amendments

11.1 Amendments to this policy must be approved by a simple majority vote of the Board of Governors of the EUS

Article 12: Interpretation

12.1 In the case of a conflict between this policy and the following documents, the following documents prevail in the order they are listed in:
12.1.1 The Quebec Companies Act
12.1.2 The EUS Letters Patent
12.1.3 The EUS Constitution
12.1.4 The EUS Bylaws