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<big>'''MEMORANDUM OF AGREEMENT made and entered into at the City and District of Montréal, Province of Québec'''</big>
{{Hanging indent|text='''BETWEEN McGILL UNIVERSITY''', a university duly constituted by charter, having its principal office at 845 Sherbrooke Street West, in the City and District of Montréal, Province of Québec,<br>''(hereinafter referred to as the "University")'' }}
{{Hanging indent|text='''AND THE ENGINEERING UNDERGRADUATE SOCIETY OF McGILL UNIVERSITY INC. / L'ASSOCIATION DES ÉTUDIANTS ET ÉTUDIANTES EN GÉNIE DE L'UNIVERSITÉ McGILL INC.)''' having its principal office at 3480 University Street in the City and District of Montréal, Province of Québec,<br>''(hereinafter referred to as "the Association")'' }}
<big>'''NOW THEREFORE, THE PRESENT AGREEMENT WITNESSES:'''</big>
==1. COLLECTION OF ASSOCIATION FEES==
:{{hanging indent|text=1.1. The University shall collect in each of the fall and winter sessions during the term of the present Agreement all fees from engineering students duly registered at the University, such fees (the "Association Fees") to be used by the Association for its operating expenses and the support of the Association. The current Association Fee Schedule appears as '''Appendix A'''XXX hereto. The Association represents all undergraduate engineering students from the Faculty of Engineering, including undergraduate students from the School of Architecture.}}
:{{hanging indent|text=1.2. The Association Fees shall be included in the total student fee assessed by the University in respect of students and all University regulations pertaining to the assessment and collection of fees shall apply thereto.}}
:{{hanging indent|text=1.3. The Association Fees shall be distributed yearly as follows:}}
::*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.
:{{hanging indent|text=1.4. No charges shall be levied by the University for the collection of the Association Fees; however, the University shall be entitled to receive 1% of the total fees assessed in each term as relief for the collection of bad debts. At the request of the Association, the University shall provide the Association with information on the level of bad debt resulting from its members.}}
:{{hanging indent|text=1.5. Upon prior written agreement of the parties, the Association Fees may be credited to an internal account of the University for the Exclusive Use of the Association.}}
:{{hanging indent|text=1.6. No adjustments to the Association Fees shall be applied, collected or distributed by the University unless they are consistent with all University procedures and regulations pertaining to the assessment, collection and distribution of fees, and the Deputy Provost (Student Life and Learning) has confirmed in writing that the formalities required by the Association’s constitution for fee adjustments, by the University and by applicable law have been followed.}}
:{{hanging indent|text=1.7. All requests for new fees or fee changes must be sent in writing to the Deputy Provost (Student Life and Learning) by '''April 1''' for implementation in the Fall term and by '''November 20''' for implementation in the Winter term.<br>As soon as possible, but no later than three (3) calendar weeks prior to the deadline for submission of a question for a referendum, the Association shall provide the Deputy Provost (Student Life and Learning) with a copy of the proposed question, and the Deputy Provost (Student Life and Learning) shall reply within one (1) calendar week of receipt of the referendum question. If the University has any concerns, the parties shall resolve the matter to their mutual satisfaction. In the event the University has continued concerns, the Association shall modify or withdraw the question. }}
==2. ACCOUNTING SERVICES==
:{{hanging indent|text=2.1. The University shall provide certain accounting services to the Association for an Annual Administrative Fee in accordance with the schedule contained in '''Appendix B'''. This fee is subject to an annual review by the University. The services to be provided on Minerva will include the following:}}
::{{hanging indent|text=2.1.1. Monthly trust fund statements indicating fee revenues, distributions and expenses resulting in year to date totals.}}
::{{hanging indent|text=2.1.2. Provision of regular lists on the Association's membership on a scheduled basis; weekly in August/September and monthly the remaining months.}}
::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.
:{{hanging indent|text=2.2. Should the Association require any other lists, data sets or any other type of information on their membership or its trust fund statements not already provided for in article 2.1 above or elsewhere in this Memorandum of Agreement, the University shall give effect to the request to the extent allowed by law and subject to the payment of an appropriate fee, and upon reasonable prior notice of at least three (3) calendar weeks sent to the Director, Student Accounts Office. This fee will be identified prior to fulfilling the request. The University is subject to the provisions of the Québec Act Respecting Access to Documents held by Public Bodies and the Protection of Personal Information and therefore reserves the right to refuse to give effect to a request.}}
:{{hanging indent|text=2.3. Notwithstanding article 2.1, should any programming changes be required to be performed by the University's Network Communications Services (“NCS”) at the request of the Association, the University reserves the right to charge the Association the established hourly rate for the work to be performed.}}
:{{hanging indent|text=2.4. The University will not draw any funds from the account maintained by the University for the use of the Association or from the fees collected by the University for the Association without the Association's prior written approval, unless exercised as a remedy pursuant to article 8.1 hereto.}}
==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.
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