Student Space Fund Bylaws

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What is a bylaw?
Important Documents
History
Adopted 2014-04
Last Modified 2017-09

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 EUS Groups shall be defined as officially recognized groups under the EUS Constitution such as Clubs & Design Teams, Departmental Societies
1.4 The Student Space Fund Committee (hereafter referred to as the “SSFC”) is a committee of the Engineering Undergraduate Society that administers the Student Space Fund Short Term Account.

Article 2: Purpose/Mission

2.1 The Engineering Undergraduate Student Space Fund (hereafter referred as “SSF”) is a fund composed of fees paid by McGill Engineering Undergraduate Students and other sources, to be a sustainable resource for the future whose purpose is to improve and maintain Engineering Undergraduate Student Space through capital expenditures.
2.1.1 A capital expenditure is an outlay to acquire the use of long-term assets. It is a mechanism that allows the EUS to set aside funds for the maintenance and purchase of capital assets that cannot be supported from the operating budget, allowing for long-term planning and budgeting for projects, including renovations, undertaken by the EUS.
2.2 For any space funded by the SSF, all efforts will be made to allow engineering undergraduate students at McGill University to always have say in the use, maintenance, and future of the space.

Article 3: Administration of the Student Space Fund

3.1 The SSF shall be composed of two (2) distinct accounts as detailed below:
3.1.1 One account shall receive 20% of the amount collected from student fees and shall serve to make purchases every semester (hereafter referred as “Short Term Account”)
3.1.2 Another account shall receive the remaining 80% of the amount collected from student fees and shall serve to raise money to be used as capital for large projects
(hereafter referred as “SSF Capital Account”)
3.2 The SSF fees and the collection of those fees shall be as follows:
3.2.1 Every Regular member of the EUS enrolled in nine (9) credits or more, shall contribute fifteen dollars ($15), opt-outable, per semester to the SSF
3.2.2 Every Regular member of the EUS taking less than nine (9) credits shall contribute seven dollars and fifty cents ($7.50), opt-outable, per semester to the SSF
3.2.3 No transfers shall be made from the SSF Capital Account to the SSF Short Term Account
3.2.4 All of the funding allocations shall be used entirely for engineering and architecture student space improvement
3.3 Proposals for expenditures under $3,500.00, before tax, shall be presented to the SSFC.
3.3.1 The SSFC shall approve a list of proposals for allotment from the SSF Short Term Account according to an internal policy document named “Student Space Fund Accounts’ Policy”, and shall present the list to EUS Council for ratification.
3.3.2 A public application process must be set to accept funding requests for expenditures from the SSF Short Term Account
3.4 Proposals for expenditures of $3,500.00 or greater, before tax, shall be presented to the Board of the Governors
3.4.1 SSF Capital application specifications, and procedures shall be described in an internal policy document named “Student Space Fund Accounts’ Policy”
3.4.2 Expenditures under $3,500.00 may also be considered by the Board of the Governors
3.5 Should a surplus exist in the SSF Short Term Account at the end of the Fall semester, the all of the surplus shall be transferred to the Winter academic semester for allocation.
3.6 Should a surplus exist in the SSF Short Term Account at the end of the Winter semester, the Vice President Finance of the EUS or the Funds Director shall act as follows:
3.6.1 There shall be a call for additional funding requests. Any remaining and afterwards all of the surplus shall be transferred to the SSF Capital Account.

Article 4: Members of the Student Space Fund Committee

4.1 The SSFC shall be composed of the following voting members:
4.1.1 The President of the EUS
4.1.2 The Vice President Finance of the EUS
4.1.3 The Vice President Services of the EUS
4.1.4 The EUS Space Director
4.1.5 The EUS Design Team Representative
4.1.6 The EUS Clubs Representative
4.1.7 Four (4) members at large of the Society, selected by EUS Council, with no more than one (1) from the same Department
4.2 Quorum shall consist of:
4.2.1 The Chair of the SSFC,
4.2.2 EUS Space Director
4.2.3 One (1) EUS Executive Committee member of the SSFC, excluding the Chair
4.2.4 One (1) of the following: EUS Clubs or Design Team Representative
4.2.5 Four (4) additional members of the SSFC
4.3 The Chair of the SSFC shall be the Funds Director of the EUS and is a non-voting member of the SSFC, except in the case of a tied vote.
4.3.1 The Vice President Finance of the EUS shall fill in as Chair of the SSFC in the case that the Funds Director of the EUS cannot fulfill the mandate imposed or has a conflict of interest

Article 5: Amendments

5.1 Amendments to the purpose, the Student Space Fund’s accounts, collection of fees, perpetuity, and amendment clauses as defined in Articles 2.1, 2.2, 3.1, :3.2.1, :3.2.2, 5.1 must be approved by the EUS Council and ratified by a general referendum
5.2 Amendments to these bylaws must be approved by a simple majority vote of the Board of Governors

Article 6: Interpretation

<poem> 6.1 In the case of a conflict between these bylaws and the following documents, the following documents prevail in the order they are listed in:

6.1.1 The Quebec Companies Act
6.1.2 The EUS Letters Patent
6.1.3 The EUS Constitution
6.1.4 The EUS Financial Bylaws