Space Manager Policy

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Adopted 2011-10
Last Modified 2018-08

ENGINEERING UNDERGRADUATE SOCIETY OF MCGILL UNIVERSITY SPACE MANAGER Policy Adopted October 2011, Amended March 2013, August 2016, March 2017, August 2017, August 2018

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 EUS Spaces consist of:
1.4.1 Infosys, room 9 of the McConnell Engineering Building (MC09).
1.4.2 The Committee Room, room 8 of the McConnell Engineering Building (MC08).
1.4.3 The Common Room, room 21 of the McConnell Engineering Building (MC021). The following rooms as situated inside it:
1.4.3.1 The Storage Room, room 28 of the McConnell Engineering Building (MC028);
1.4.3.2 The Games Room, room 30 of the McConnell Engineering Building (MC030);
1.4.3.3 The Kitchen, room 31 of the McConnell Engineering Building (MC031).
1.4.3.4 The Social Room, room 32 of the McConnell Engineering Building (MC032);
1.4.3.5 The DJ Booth, room 32-A of the McConnell Engineering Building (MC032A);

Article 2: Purpose

2.1 The Space Manager shall:
2.1.1 Maintain the structural and aesthetic nature of EUS Spaces;
2.1.2 Ensure the cleanliness and neatness of EUS Spaces;
2.1.3 Handle any EUS equipment rentals.

Article 3: Management

3.1 The management shall consist of one (1) Space Manager.
3.1.1 The manager’s term will last one (1) full year from May 1 st until the following April 30th, including the intervening summer, unless otherwise arranged by the Vice President Services of the EUS.
3.2 The manager shall be chosen by the Vice President Services of the EUS, another member of the Executive Committee, and two (2) Regular Members of the EUS as per the Selection Committee Policy.
3.3 The duties of the Manager shall be remunerative.
3.3.1 The Space Manager shall be paid hourly at minimum wage.
3.3.2 The maximum hours the Space Manager shall dedicate in a work week shall be no more than 5 hours, culminating in a maximum of $2000 in annual wages.
3.3.3 Additional wages shall be approved by the Vice President Services and the Space Manager, and shall be ratified by the Board of Governors.
3.3.4 The Space Manager shall sign an employment contract with the EUS which shall affirm the duties and responsibilities laid out in this policy.
3.4 The manager shall be given twenty-four (24) hour key card access to the EUS Spaces.
3.5 The manager shall be given keys to the Storage Room, Games Room, Social Room, Kitchen, and DJ Booth for the duration of their term.

Article 4: Responsibilities

4.1 The Space Manager shall:
4.1.1 Maintain the physical condition of EUS Spaces, including but not limited to the maintenance of furniture and decorations.
4.1.2 Take an inventory of the DJ Booth and the Kitchen at the beginning and end of each semester.
4.1.3 Ensure there is appropriate signage indicating the furniture layout in the Common Room and the rooms it contains.
4.1.4 Decide upon a basic standard of cleanliness (“baseline cleanliness”) at the beginning of their term, and inform EUS Groups should changes be made to this standard.
4.1.5 Inform internal and external groups of the expectations of baseline cleanliness in EUS Spaces and of the possibility of a fine, at the discretion of the Space Manager, should this standard not be met.
4.1.6 Contact event organizers booking the Common Room or the spaces it contains to ensure their awareness of the standards of cleanliness and conduct in EUS Spaces.
4.1.7 Inspect the EUS Spaces at least two (2) times a week if there are no bookings, and a maximum of forty-eight (48) hours after any scheduled event.
4.1.8 Maintain the baseline cleanliness of EUS Spaces by:
4.1.8.1 Cleaning the spaces themselves, if necessary;
4.1.8.2 Fining groups as per Article 6;
4.1.8.3 Refusing bookings from groups with outstanding fines.
4.1.9 Assess the feasibility of and approve bookings for EUS Spaces.
4.1.10 Seek approval from the Vice President Services for bookings made by non-EUS Groups.
4.1.11 Oversee equipment rentals, including but not limited to: the popcorn machine, folding tables, chairs, tents, tech cabinet, barbecue, and pool table accessories.
4.1.12 Assist the Vice President Services with locker clean-up as necessary.
4.1.13 Submit an exit report and end-of-year fiscal report to the Vice President Services.
4.1.14 Maintain clear lines of communication with the Vice President Services.

Article 5: Finances

5.1 The Space Manager shall submit a budget, to the Vice President Finance and Vice President Services. A revised budget shall be submitted at the beginning of the Winter semester.
5.2 Any purchases over five hundred dollars ($500) shall require approval by the Vice President Services prior to being made.

Article 6: Fines

6.1 Groups that do not meet the expectations of baseline cleanliness after their booking shall be subject to fines at the discretion of the Space Manager.
6.2 Fines shall operate on the basis of the following tiers:
6.2.1 Tier I, a fine of ten dollars ($10), may be imposed due to:
6.2.1.1 Failure to replace furniture to its designated places;
6.2.1.2 An event exceeding the approved booking time by more than thirty (30) minutes.
6.2.2 Tier II, a fine of twenty dollars ($20), may be imposed due to:
6.2.2.1 Minor damage to furniture or space;
6.2.2.2 Loss of keys;
6.2.2.3 Insufficient cleaning, or causing minor cleaning to be needed.
6.2.3 Tier III, a fine of sixty dollars ($60), may be imposed due to:
6.2.3.1 Major damage requiring furniture repair;
6.2.3.2 Uncleanliness requiring major cleaning following the event.
6.2.4 Tier IV, a fine of one-hundred twenty dollars ($120) or more, may be imposed due to:
6.2.4.1 Damage to equipment in the DJ booth or Kitchen;
6.2.4.2 Causing reorganization of the Storage Room to be necessary following the event;
6.2.4.3 Failure to follow building rules, including but not limited to serving alcohol without a permit.
6.3 Fines exceeding 500$ shall be be approved by the Vice President Services.
6.4 Any group or individual subject to a fine may file an appeal within one (1) week of receiving notice.
6.4.1 A specific reason for the appeal must be provided, in writing, to the Space Manager or Vice President Services.
6.4.2 A decision regarding the appeal shall be made by a simple majority vote of the Executive Committee.

Article 7: Termination and Resignation

7.1 The Space Manager’s term may be terminated at any point by a ⅔ majority vote of the Executive Committee
7.1.1 The Space Manager is entitled to severance equal to their average pay during an average two (2) week period, which shall be calculated with reference to the six (6) weeks prior to termination.
7.1.2 The Space Manager may appeal this decision by submitting a specific reason, in writing, to the chair of the Board of Governors.
7.1.2.1 If the Chair of the Board of Governors deems it appropriate, a decision shall be made by a simple majority vote of the Board of Governors.
7.2 The Space Manager may resign by notifying the Vice President Services no less than two (2) weeks in advance.
7.3 In the case of termination or resignation as per 7.2 or 7.3, the Vice President Services shall be responsible for finding an immediate replacement for the Space Manager.

Article 8: Amendments

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

Article 9: Interpretation

9.1 In the case of a conflict between this policy and the following documents, the following documents prevail in the order in which they are listed:
9.1.1 The Quebec Companies Act;
9.1.2 The EUS Letters Patent;
9.1.3 The EUS Constitution;
9.1.4 The EUS Bylaws.