Difference between revisions of "Equipment Fund Bylaws"

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{{GroupIcon|1=Engineering Undergraduate Equipment Fund}}
 
{{GroupIcon|1=Engineering Undergraduate Equipment Fund}}
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{{BylawInfobox|1=1993-12|2=2017-08|3=https://drive.google.com/open?id=0Bzw6lGIkDdjBMFMyM0Q1N0o0UTQ|4=The '''''[[Engineering Undergraduate Equipment Fund]]''''' (EUGE) is a fund composed of [[fees]] paid by Engineering undergraduate students and of other contributions, whose purpose is to provide those students with additional laboratory equipment to that normally supplied by the University}}
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{{BylawInfobox|1=1993-12|2=2017-08|3=https://drive.google.com/file/d/196cpWW0nWg4o3jvzOCvwLH6Ok-RiKX1Z/view?usp=sharing|4=The '''''[[Engineering Undergraduate Equipment Fund]]''''' (EUGE) is a fund composed of [[fees]] paid by Engineering undergraduate students and of other contributions, whose purpose is to provide those students with additional laboratory equipment to that normally supplied by the University}}
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===Article 1: Definitions & Purpose===
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==Article 1: Definitions and Purpose==
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:1.1 The [[Engineering Undergraduate Society]] of McGill University (hereafter referred as “ EUS ”) is the registered name of the non-for-profit corporation representing the engineering and architecture undergraduate students at McGill University
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:1.1 The Engineering Undergraduate Society of McGill University (hereafter “EUS”) is the registered name of the not-for-profit corporation representing the engineering and architecture undergraduate students at McGill University.
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: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]]
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:1.2 The Board of Governors of the EUS (“Board of Governors”) is the administrative board of the Engineering Undergraduate Society of McGill University which is composed of Administrators as defined by the EUS Constitution.
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: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]]
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: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.
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:1.4 The [[Engineering Undergraduate Equipment Fund]] ("Equipment Fund") is a fund composed of [[fees]] paid by Engineering undergraduate students and of other contributions, whose purpose is to provide those students with additional laboratory equipment to that normally supplied by the University.
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:1.4 The Engineering Undergraduate Equipment Fund (“Equipment Fund” or “EUGE”) is a fund composed of fees paid by members of the EUS and of other contributions, whose purpose is to provide those students with additional equipment, software, and repair and maintenance to that normally supplied by the University.
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:1.5 The [[Equipment Fund Committee]] (“ EFC ”) is a [[committee]] of the EUS that normally administers the Equipment Fund.
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:1.5 The Equipment Fund Committee (“EFC”) is a committee of the EUS which normally administers the Equipment Fund.
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:1.6 These bylaws govern both the [[Engineering Undergraduate Equipment Fund]] and the [[Equipment Fund Committee]].
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:1.6 These bylaws govern both the Engineering Undergraduate Equipment Fund and the Equipment Fund Committee.
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===Article 2: Function of the [[Equipment Fund Committee]]===
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==Article 2: Function of the Equipment Fund Committee==
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:2.1 The Equipment Fund Committee shall coordinate the expenditure of the Engineering Undergraduate Equipment Fund monies in such a manner that it most benefits the Engineering Undergraduate Society’s members in their academic environment.
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:2.1 The Equipment Fund Committee shall review and approve the expenditure of the Engineering Undergraduate Equipment Fund monies in such a manner that it most benefits the members of the EUS in their academic environment. This equipment shall be of primary benefit to only those undergraduate students.
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:2.2 The Equipment Fund Committee shall determine a list of proposals for equipment acquisition in the manner outlined in this document .
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:2.2 The Equipment Fund Committee shall approve a list of proposals for equipment acquisition in accordance with this bylaw.
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:2.3 The Equipment Fund Committee’s deadlines shall be as follows:
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==Article 3: Timeline of the Equipment Fund==
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::2.3.1 The deadline for the preliminary awarding of funds by the [[VP Academic|Vice President Academic]] shall be the third Monday in the month of March.
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:3.1 The Equipment Fund’s deadlines shall be as follows:
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::2.3.2 The final deadline for submission of proposals by the departments shall be the second Monday in April.
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::3.1.1 The deadline for the opening of the application period by the Vice President Academic of the EUS shall be the third Monday in the month of January.
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::2.3.3 The latest possible date for the EFC to meet and vote on proposals shall be the second Monday in May.
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:::3.1.1.1 Opening the application period shall consist of the Vice President Academic of the EUS releasing the Equipment Fund application form as well as the predicted departmental and Faculty allotments as per 9.4.
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::2.3.4 The deadline for spending the money allotted to a department or to the faculty is the second Monday in April of the year following that in which the money was awarded.
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::3.1.2 The final deadline for submission of proposals by the departments shall be the second Monday in February.
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===Article 3: Members of the Committee===
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:::3.1.2.1 Following submission of proposals, the Vice President Academic of the EUS shall review them within one week and shall inform departmental Vice Presidents Academic as to any required documentation that may be missing as per 4.1.6.1.
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:3.1 The eight (8) departments recognized by the EFC are:
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::3.1.3 The latest possible date for the EFC to meet and vote on proposals shall be the second Monday in March.
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::3.1.1 [[BUSS|Bioengineering]].
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::3.1.4 The deadline for spending the money allotted to a department or to the Faculty is the second Monday in February of the year following that in which the money was awarded.
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::3.1.2 [[ChESS|Chemical Engineering]].
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==Article 4: Duties of Departmental Societies==
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::3.1.3 [[CEUS|Civil Engineering]].
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:4.1 Departmental Vice Presidents Academic shall:
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::3.1.4 [[ECSESS|Electrical and Computer Engineering]].
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::4.1.1 Meet with the Chairperson of their department, or their appointed representative, to review proposals.
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::3.1.5 [[MAME|Mechanical Engineering]].
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::4.1.2 Complete a preliminary budget to be signed by themselves and the Chairperson following their meeting as per 4.1.1.
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::3.1.6 [[CMEUS|Mining Engineering]].
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::4.1.3 Submit their department’s applications and preliminary budget to the EUS VP Academic for review.
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::3.1.7 [[MEUS|Materials Engineering]].
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::4.1.4 Provide their council with a list of the department’s expenditures in the prior year as they pertain to the EFC.
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::3.1.8 [[ASA|School of Architecture]].
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::4.1.5 Amend the proposed budget as per 4.1.2 to reflect the results of their council’s vote on the proposals.
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:3.2 The EFC shall be composed of twenty-seven (27) members as follows:
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::4.1.6 Send the finalized budget and required documentation to the Vice President Academic of the EUS as per 3.1.2.
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::3.2.1 The [[VP Academic|Vice President Academic]] of the EUS (“Vice President Academic of the EUS”), who shall chair the EFC (“Chair”).
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:::4.1.6.1 Required documentation for each proposal shall consist of a completed application form, quotes for all pieces of equipment to be purchased, and any letters detailing the financial contribution of any organization external to the EUS as per 9.7 and 9.8.
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::3.2.2 The Dean of the Faculty of Engineering (“Dean”).
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::4.1.7 Identify and verify the purchases made by their departments through the Equipment Fund from the previous year to ensure that:
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::3.2.3 The Chairperson of the Department of Bioengineering.
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:::4.1.7.1 The purchases have arrived at their intended destination;
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::3.2.4 The Chairperson of the Department of Chemical Engineering.
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:::4.1.7.2 The purchases are directly benefiting undergraduate students in that department;
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::3.2.5 The Chairperson of the Department of Civil Engineering.
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:::4.1.7.3 Any irregularities are reported to the Vice President Academic of the EUS.
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::3.2.6 The Chairperson of the Department of Electrical and Computer Engineering.
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::4.1.8 Identify purchases made through the equipment fund using stickers as per 10.2.
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::3.2.7 The Chairperson of the Department of Mechanical Engineering.
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:4.2 Departmental Presidents shall:
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::3.2.8 The Chairperson of the Department of Mining and Materials Engineering.
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::4.2.1 Organize a vote by their councils on the proposals.
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::3.2.9 The Director of Mining Engineering.
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::4.2.2 Sign the finalized proposal budget.
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::3.2.10 The Chairperson of the School of Architecture.
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::4.2.3 Complete the duties per 4.1 in the absence of the departmental Vice President Academic.
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::3.2.11 The [[directory|President and VP Academic from each of the eight (8) departments] defined in 3.1 (“departmental student representatives”)
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:4.3 Departmental councils shall review and vote on the proposals suggested by the departmental Vice President Academic.
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::3.2.12 One (1) student representative to deal with proposals for the Faculty of Engineering (“Faculty student representative”), who shall be appointed by the [[VP Academic|Vice President Academic]] of the EUS, subject to ratification by the Executive Committee.
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::4.3.1 A two-thirds (2/3) majority shall be necessary for proposals to proceed to the EFC.
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:3.3 All student representatives identified in [[§]] 3.2 and its subsections shall be full time undergraduate students in their respective departments, with the exception of the Faculty student representative who shall be a full time undergraduate student in any one department of the Faculty of Engineering.
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==Article 5: Membership of the Committee==
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:3.4 The faculty (i.e. non-student) members may appoint another faculty member to represent them.
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:5.1 The eight (8) departments recognized by the EFC are:
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===Article 4: Duties of the Committee’s Student Members===
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::5.1.1 Bioengineering;
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:4.1 The [[VP Academic|Vice President Academic]] of the EUS shall:
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::5.1.2 Chemical Engineering;
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::4.1.1 Chair the [[EFC]] meetings.
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::5.1.3 Civil Engineering;
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::4.1.2 Set and distribute the agenda for the EFC meetings, and inform all members as to the dates and times for these meetings at least five (5) school days in advance.
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::5.1.4 Electrical and Computer and Software Engineering;
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::4.1.3 Coordinate all actions taken between meetings, and keep all members informed as to these actions.
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::5.1.5 Mechanical Engineering;
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::4.1.4 Advise and instruct all members, to insure that they are able to perform their duties, and enable the EFC to be as effective as possible.
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::5.1.6 Mining Engineering;
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::4.1.5 Oversee the financial management of the Equipment Fund Accounts.
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::5.1.7 Materials Engineering;
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::4.1.6 Verify and channel the requisitions made as a result of approved EFC proposals.
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::5.1.8 School of Architecture.
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::4.1.7 Verify that the previous year’s purchases have been made.
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:5.2 The EFC shall be composed of ten (10) voting members as follows:
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::4.1.8 Take action in the event that the equipment purchased in any previous year is not used for its intended purpose.
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::5.2.1 The Vice President Academic of the EUS, who shall chair the EFC (“Chair”);
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::4.1.9 Report all EFC actions to the [[EUS Council]], including budgeting, proposals, voting results, and expenditures.
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::5.2.2 The President of the EUS;
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::4.1.10 Present to the first regular EUS Council meeting of each November a description of the previous year’s expenditures in the [[Equipment Fund]] accounts.
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::5.2.3 The Dean of the Faculty of Engineering (“Dean”);
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:4.2 The [[Class Reps|departmental student representatives]], working in pairs by department shall:
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::5.2.4 Five (5) members of the Board of Governors;
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::4.2.1 Determine what equipment is needed by the undergraduate students in their department. This determination shall be done in consultation with the chairperson of the department, or his or her appointed representative.
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::5.2.5 Two (2) members-at-large appointed by the EUS council.
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::4.2.2 Write up and present to the EFC members the proposals for their [[department]].
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:::5.2.5.1 The two selected members should be from different departments.
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::4.2.3 Verify and identify the purchases made through the [[Equipment Fund]] from the previous year to ensure that:
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==Article 6: Duties of the Committee==
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:::4.2.3.1 The purchases have arrived at their intended destination,
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:6.1 The Vice President Academic of the EUS shall:
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:::4.2.3.2 The purchases are directly benefiting undergraduate students in that department.
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::6.1.1 Propose motions to the EUS Council and Board of Governors seeking committee members.
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:::4.2.3.2.a If irregularities are found, they shall promptly be reported to the [[VP Academic]], in agreement with [[§]] 4.1.7 and §4.1.8 .
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::6.1.2 Chair the EFC meetings.
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::4.2.4 Before February 15, obtain from their department a list of the departmental expenditures of the previous year and a proposed list of expenditures for the current year for undergraduate laboratory equipment (but specifically excluding purchases made by the Equipment Fund, furniture and non-undergraduate research equipment).
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::6.1.3 Set and distribute the agenda for the EFC meetings, and inform all members as to the dates and times for these meetings at least five (5) school days in advance.
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:4.3 The Faculty student representative shall have similar responsibilities as outlined in §4.2, but shall act on behalf of all students of the Faculty of Engineering. The consultation shall be made with the Dean of Engineering or his appointed representative.
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::6.1.4 Coordinate all actions taken between meetings, and, when pertinent, keep members informed as to these actions.
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::6.1.5 Advise and instruct all members to ensure they are able to perform their duties, and enable the EFC to be as effective as possible.
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===Article 5: Replacement of Members===
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::6.1.6 Oversee the financial management of the Equipment Fund accounts.
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:5.1 If for any reason a member cannot continue his or her term, he shall be replaced as follows:
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::6.1.7 Verify and channel the requisitions made as a result of approved EFC proposals.
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::5.1.1 The Dean and Chairperson (including the Director of Mining) shall appoint representatives to represent themselves.
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::6.1.8 Following the EFC meeting, the Vice President Academic of the EUS shall communicate the approved proposals and finalized EFC budget to the Faculty financial services team.
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::5.1.2 The EUS [[Executive Committee]] shall appoint a replacement for the [[VP Academic]].
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::6.1.9 Verify that the previous year’s purchases have been made.
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::5.1.3 The Vice President Academic of the EUS shall appoint a replacement for the Faculty student representative.
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::6.1.10 Take action in the event that the equipment purchased in any previous year is not used for its intended purpose.
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::5.1.4 The [[departmental societies]]’ presidents shall appoint replacements for the departmental representatives of their respective department.
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::6.1.11 Present to the first regular EUS Council meeting of each November a description of the previous year’s expenditures in the Equipment Fund accounts.
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::5.1.5 The VP Academic may appoint replacements for the departmental representatives, provided that consent of the appropriate departmental society president is given.
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:6.2 The President of the EUS shall:
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:5.2 Appointments made under [[§]] 5.1.2, §5.1.3, §5.1.4, and §5.1.5, must be ratified by the [[EUS Council]].
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::6.2.1 Take minutes of the EFC meetings.
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===Article 6: Voting Procedure===
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:6.3 The members of the EFC shall:
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:6.1 Each member as defined in §3.2 shall have one vote on the [[EFC]]
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::6.3.1 Review all submitted proposals prior to the EFC meetings.
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:6.2 Quorum shall consist of twelve (12) members of the EFC, provided the Dean (or his or her representative), one student representative from each of the [[departments]], and the [[VP Academic|Vice President Academic]] of the EUS, are all in attendance.
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==Article 7: Replacement of Members==
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:6.3 Proposals from a department may only be voted on if that department’s chairperson (or his or her representative) is present.
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:7.1 If for any reason a member cannot continue their term, they shall be replaced as follows:
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:6.4 Proposals for the Faculty purchases may only be voted on if the Faculty student representative is present.
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::7.1.1 The Dean shall appoint a replacement faculty representative.
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:6.5 A two-thirds (2/3) majority is required for a departmental proposal to pass, otherwise the proposal is rejected for the current year.
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::7.1.2 The EUS Executive Committee shall appoint one of its members as a replacement for the Vice President Academic of the EUS.
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:6.6 A unanimous vote is required for a Faculty proposal to pass, otherwise the proposal is rejected for the current year.
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::7.1.3 The EUS Executive Committee shall appoint one of its members as replacement for the President of the EUS.
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:6.7 Proposals dismissed in [[§]] 6.5 and §6.6 may be submitted again, with or without modifications, in subsequent years.
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::7.1.4 The Board of Governors shall appoint one of its members as a replacement for a Member-at-Large of the Board of Governors.
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===Article 7: Equipment Fund Finances===
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::7.1.5 The Vice President Academic of the EUS shall appoint a replacement for a member-at-large.
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:7.1 The Equipment Fund shall be composed of two (2) distinct accounts; one account shall receive all monies collected from students and shall serve to make purchases (“main account”), and another account shall receive all other contributions to the Equipment Fund (“contribution account”).
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==Article 8: Voting Procedure==
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:7.2 Equipment Fund [[fees]] and the collection of those fees shall be as follows:
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:8.1 Each member as defined by 5.2 shall have one vote on the EFC.
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::7.2.1 Every student registered in an Undergraduate Engineering program and taking nine (9) credits or more, shall contribute fifty dollars ($50) per semester to the [[Engineering Undergraduate Equipment Fund]].
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:8.2 Quorum shall consist of eight (8) members of the EFC, provided the Dean, or their replacement as per 7.1.1, and the Vice President Academic of the EUS, or their replacement as per 7.1.2, are in attendance.
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::7.2.2 Every student registered in an Undergraduate Engineering program and taking less than nine (9) credits shall contribute per semester one half of the amount stipulated in §7.2.1 to the Engineering Undergraduate Equipment Fund.
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:8.3 Proposals from a department may only be voted on if that department’s chairperson and departmental Vice President Academic, or their respective representative(s), are present.
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::7.2.3 The fees outlined in [[§]] 7.2.1 and §7.2.2. shall be collected by McGill University as part of the normal payment process, and deposited into the main account of the Equipment Fund.
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:8.4 Proposals lacking any required documentation, as per 4.1.6.1, shall not be considered for approval by the EFC
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::7.2.4 Any contributions other than those outlined in §7.2.1 and §7.2.2 shall be collected by Martlet House and deposited in the contribution account of the Equipment Fund.
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:8.5 A two-thirds (2/3) majority is required for a departmental proposal to pass, otherwise the proposal is rejected for the current year.
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::7.2.5 Transfers from the contribution account to the main account shall be initiated by the [[Vice President Academic]] of the EUS whenever necessary, provided that the transfer is ratified by the [[EUS Council]].
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:8.6 A two-thirds (2/3) majority plus the Dean is required for a Faculty proposal to pass, otherwise the proposal is rejected for the current year.
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:7.3 For a given year, the gross amount available for allocation (“gross amount”) shall consist of the sum of the collected fees as outline in [[§]] 7.2.1 and §7.2.2, of the funds transferred from the contribution account, if any, and of the monies not spent in the previous year(s) that were returned to the main account.
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:8.7 Proposals dismissed in 8.4 and 8.5 may be submitted again, with or without modifications, in subsequent years.
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:7.4 The gross amount outlined in §7.3 shall be allotted in the following manner:
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:8.8 An online approval process may be initiated at the discretion of the Vice President Academic of the EUS. It shall operate as follows:
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::7.4.1 An appropriate amount shall be set aside for the purchase of identification plaques or stickers.
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::8.8.1 An email shall be sent to the committee members by the Vice President Academic of the EUS detailing the circumstances of the vote, and shall include any required documentation associated with the proposals being reviewed.
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::7.4.2 Thirty-five thousand dollars ($35,000) shall be allotted to a Faculty Fund (“Faculty allotment”).
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::8.8.2 A deadline shall be set and the vote shall be considered complete after this period of time has elapsed.
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::7.4.3 Five thousand dollars ($5,000) shall be allotted to each of the departments of §3.1
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:::8.8.2.1 If quorum has not been reached, the deadline shall be extended until eight (8) members of the EFC have submitted their votes.
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(“fixed departmental allotment”)
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::8.8.3 All proposals under consideration through this online approval process are subject to the voting requirements as per 8.2.
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::7.4.4 The net amount remaining after subtracting amounts allocated in §7.4.1, §7.4.2, and §7.4.3 from the gross amount determined in §7.3 (“net amount”) shall be allotted in a way that each department is provided with a variable allotment corresponding to the fraction of the total number of students in that department over the total number of students in the Faculty of Engineering times the net amount determined (“variable” departmental allotment”). General Engineering students will not count towards the number of students in the Faculty of Engineering or towards any of the departments
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==Article 9: Equipment Fund Finances==
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::7.4.5 The total allotment for a department shall consist of the sum of the fixed departmental allotment of §7.4.3, of the variable allotment of §7.4.4, and of surplus and delayed monies forwarded from the previous year, if any.
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:9.1 The Equipment Fund shall be composed of two (2) distinct accounts: one account shall receive all monies collected from students and shall serve to make purchases (“main account”), and another account shall receive all other contributions to the Equipment Fund (“contribution account”).
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:7.5 No money shall be allotted for the support, upkeep, or business of the Equipment Fund.
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:9.2 Equipment Fund fees and the collection of those fees shall be as follows:
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:7.6 All expenses incurred by members of the EFC for the legitimate business of the Equipment Fund, such as its promotion, shall be paid for by the EFC operating budget as approved by the EUS Council, provided that these expenses have been authorized by the Vice President Academic of the EUS.
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::9.2.1 Every student registered in an Undergraduate Engineering program and taking nine (9) credits or more (“full-time students”) shall contribute fifty dollars ($50) per semester to the Engineering Undergraduate Equipment Fund.
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:7.7 The Faculty allotment shall be used for purchases, which must simultaneously benefit students from all [[departments]].
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::9.2.2 Every student registered in an Undergraduate Engineering program and taking less than nine (9) credits (“part-time students”) shall contribute per semester one half of the amount stipulated in 9.2.1 to the Engineering Undergraduate Equipment Fund.
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:7.8 The Faculty allotment may not be used to pay for departmental purchases that have gone or will go over their allotted budget.
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::9.2.3 The fees per 9.2.1 and 9.2.2. shall be collected by McGill University as as a mandatory student fee, and deposited into the main account of the Equipment Fund.
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:7.9 If a department agrees to allocate money from its own accounts toward an Equipment Fund proposal, then a letter covering the agreement and signed by that department’s Chairperson must be presented to the EFC before that proposal can be voted on.
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::9.2.4 Any contributions other than those per 9.2.1 and 9.2.2 shall be collected by University Advancement and deposited in the contribution account of the Equipment Fund.
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:7.10 If the Faculty of Engineering agrees to allocate money from its own accounts toward an Equipment Fund proposal, then a letter covering the agreement and signed by the Dean must be presented to the EFC, before that proposal can be voted on.
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::9.2.5 Transfers from the contribution account to the main account shall be initiated by the Vice President Academic of the EUS whenever necessary, provided that the transfer is ratified by the Board of Governors.
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:7.11 In the event that a partially funded purchase can no longer be bought due to budget cuts on the side of the Faculty or department, the monies set aside by the Equipment Fund shall be returned in full to the department or Faculty account for the following year’s purchase. The EFC must verify the Faculty’s or department’s claim before the above is approved.
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:9.3 For a given year, the gross amount available for allocation (“gross amount”) shall consist of the sum of the collected fees as per 9.2.1 and 9.2.2, of the funds transferred from the contribution account, if any, and of the monies not spent in the previous year(s) that were returned to the main account.
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:7.12 Definitions:
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:9.4 The gross amount per 9.3 shall be allotted in the following manner:
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::7.12.1 Surplus Funds are defined as the amount of money awarded to a department for which no proposals are submitted
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::9.4.1 An appropriate amount shall be set aside for the purchase of identification stickers.
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::7.12.2 Forwarded Funds are defined as the amount of money awarded to a department which the department decides to save up to purchase equipment that it cannot afford with a single year’s allotment
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::9.4.2 Fifteen percent (15%) shall be allotted to a Faculty Fund (“faculty allotment”).
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::7.12.3 Unspent Funds are defined as funds that arise when approved purchases have not been made by the deadline set in §2.3.4
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::9.4.3 Twenty percent (20%) shall be evenly divided between the departments defined in 5.1 (“base departmental allotment”).
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::7.12.4 Misevaluated Funds are defined as funds that arise when an item costs less than the amount approved by the EFC
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::9.4.4 The amount remaining after subtracting amounts allocated in 9.4.1, 9.4.2, and 9.4.3 from the gross amount (“net amount”) shall be split between departments based on an allocation ratio:
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:7.13 Surplus money less than or equal to ten percent (10%) shall be added to the following year’s allotment for that department as calculated in §7.4.5. If the surplus money is greater than ten percent (10%), then all of the surplus shall be returned to the following year’s main account as outlined in §7.3.
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:::9.4.4.1 The allocation ratio for each department shall correspond to the fraction of the total number of students in that department over the total number of students in the Faculty of Engineering.
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:7.14 Departments wishing to purchase a piece of equipment whose cost is greater than that department’s allotted amount for a given year as calculated in §7.4.5 may forward an amount to the following year for that purpose, provided that:
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:::9.4.4.2 The total number of students shall be calculated as the sum of part-time students, divided by two, and all full-time students in a given department or the Faculty.
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::7.14.1 The Forwarded Funds as defined in §7.12. shall be at least ten percent (10%) but no more than fifty percent (50%) of the current year’s total allotment for that department. This amount shall include a provision for inflation and a potential price increase caused by delaying the purchase.
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:::9.4.4.3 The allocation ratio times the net amount shall be the proportional departmental allotment for each department.
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::7.14.2 An explanation notice shall be included with the proposal, and shall be presented to the members of the EFC before the proposal can be voted on.
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::9.4.5 The total allotment for a department shall consist of the sum of the base departmental allotment of 9.4.3, the variable allotment of 9.4.4, and any surplus, forwarded, or misevaluated funds from the previous year.
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::7.14.3 If a department fails to meet conditions §7.14.1 and §7.14.2, then the whole of the amount under consideration in §7.14 shall be returned to the following year’s main account of the Equipment Fund.
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:9.5 The Faculty allotment shall be used for purchases which benefit students from all departments.
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::7.14.4 The procedure outline in §7.14 and its subsections shall also apply to proposals made for the Faculty allotment, by replacing “department” by “Faculty”.
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:9.6 The Faculty allotment may not be used to pay for departmental purchases that have gone or will go over their allotted budget.
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:7.15 Unspent funds as defined by §7.12.3 shall be returned to the main account in the year following the deadline to purchase the items
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:9.7 If a department agrees to allocate money from its own accounts toward an Equipment Fund proposal, a letter covering the agreement and signed by that department’s Chairperson must be presented to the EFC before a vote on that proposal can be initiated.
−
:7.16 Misevaluated funds defined in §7.12.4 shall be awarded to the department from which the funds arise in the year following the misevaluation
+
:9.8 If the Faculty of Engineering agrees to allocate money from its own accounts toward an Equipment Fund proposal, a letter covering the agreement and signed by the Dean must be presented to the EFC before a vote on that proposal can be initiated.
−
 
+
:9.9 In the event that a partially funded purchase can no longer be bought due to budget cuts on the side of the Faculty or department, the monies set aside by the Equipment Fund shall be returned to the main account of the Equipment Fund in full.
−
===Article 8: Acquisition Procedure===
+
:9.10 Definitions:
−
:8.1 Only equipment that benefits the undergraduate students of the Faculty of Engineering in their academic environment shall be purchased through the Equipment Fund. This equipment shall be of primary benefit to only those undergraduate students.
+
::9.10.1 Surplus Funds are defined as the amount of money awarded to a department for which no proposals are submitted.
−
:8.2 The procedures leading to an acquisition shall be as follows:
+
::9.10.2Forwarded Funds are defined as the amount of money awarded to a department which the department decides to carry forward to purchase equipment that it cannot afford with a single year’s allotment.
−
::8.2.1 Each pair of student representatives from the departments shall propose to the EFC purchases for their respective department prepared in consultation with the Chairperson of that department, or their appointed representative.
+
::9.10.3Unspent Funds are defined as funds that arise when approved purchases have not been made by the deadline set in 3.1.4.
−
::8.2.2 The Faculty student representative shall propose to the EFC purchases prepared in consultation with the Dean, or their appointed representative.
+
::9.10.4Misevaluated Funds are defined as funds that arise when an item costs less than the amount approved by the EFC.
−
::8.2.3 The departments shall fill out requisition forms for ratified proposals and submit them to the [[VP Academic|Vice President Academic]] of the EUS who then delivers them to the Purchasing Department of McGill University.
+
:9.11 Surplus Funds less than or equal to ten percent (10%) shall be added to the following year’s allotment for that department as calculated in 9.4.5. Any of the surplus above ten percent (10%) shall be returned to the following year’s main account as per 9.3.
−
===Article 9: Identification Plaques===
+
:9.12 Departments wishing to purchase a piece of equipment in the following allotment period may forward an amount to the following year for that purpose, provided that:
−
:9.1 Identification plaques shall be acquired with the money reserved for that purpose in §::7.4.1. The wording of the text appearing on the plaques shall be to the effect of: “A Gift from the Engineering Undergraduate Equipment Fund.”
+
::9.12.1 The Forwarded Funds as defined by 9.10.2. shall be at least ten percent (10%) but no more than fifty percent (50%) of the current year’s total allotment for that department. This amount shall include a provision for inflation and a potential price increase caused by delaying the purchase.
−
:9.2 The EFC student representatives shall attach these plaques to acquisitions from previous year(s) in a reasonably prominent way (i.e. in clear view of the user), if it is possible to physically do so without damaging the equipment.
+
::9.12.2An explanation notice shall be included with the proposal, and shall be presented to the members of the EFC before the proposal can be voted on.
−
:9.3 Whenever possible, other appropriate means of identification shall be used in lieu of plaques in the case of §9.2. or in the case of intangible equipment (e.g. a message could be displayed for software items).
+
::9.12.3If a department fails to meet conditions 9.14.1 and 9.14.2, then the whole of the amount becomes Surplus Funds and is subject to 9.12.
−
===Article 10: Cyclical Review of the Equipment Fund Fees===
+
::9.12.4In the event that Forwarded Funds are not spent in the allocated two-year period, they shall become Unspent Funds.
−
:10.1 The existence of the Equipment Fund fees shall be put to referendum once every four (4) years.
+
:9.13 The procedure per 9.12 and its subsections shall also apply to proposals made for the Faculty allotment, by replacing “department” by “Faculty”.
−
:10.2 Every fourth year, and immediately following the presentation of the annual report outlined in §4.1.10, the [[VP Academic]] shall present a referendum motion to the [[EUS Council]] in accordance with §10.1.
+
:9.14 Unspent Funds as defined by 9.11.3 shall be returned to the main account in the year following the deadline to purchase the items.
−
===Article 11: Termination of the Equipment Fund===
+
:9.15 Misevaluated Funds as defined by 9.11.4 shall be awarded to the department from which the funds arise in the year following the misevaluation.
−
:11.1 Removed
+
:9.16 In the event that the cost of an approved purchase increases by ten percent (10%) or less, the purchase may be made with no additional approval. Should the increase exceed ten percent (10%), an online approval process shall be completed as per 8.8.
−
:11.2 If the cyclical review referendum of §10.1 is defeated, or if any spontaneous general referendum to the effect of terminating the Equipment Fund fees is passed, then the following shall apply:
+
==Article 10: Identification Stickers==
−
::11.2.1 The [[EFC]] shall be rendered obsolete and dismissed.
+
:10.1 Identification stickers shall be acquired with the money reserved for that purpose as per 9.4.1. The wording of the text appearing on the stickers plaques shall be to the effect of: “A gift from the Engineering Undergraduate Equipment Fund.”
−
::11.2.2 Any proposals that were proposed by the EFC and duly ratified by the [[EUS Council]] prior to the dismissal of the Equipment Fund fees shall be honoured.
+
:10.2 The departmental Vice Presidents Academic shall attach these stickers to acquisitions from the previous year(s) in a reasonably prominent way (i.e. in clear view of the user), if it is possible to physically do so without damaging the equipment.
−
::11.2.3 Any outstanding fees that were assessed prior to the dismissal of the Equipment Fund fees shall be deposited into the main account of the Equipment Fund.
+
:10.3 Whenever necessary, other appropriate means of identification shall be used in lieu of stickers in the case of 10.2 or in the case of intangible equipment (e.g. a message could be displayed for software items).
−
::11.2.4 Notwithstanding [[§]] 7.2.1 and §7.2.2, the clause outlined in §7.2.4 shall remain in full effect.
+
==Article 11: Cyclical Review of the Equipment Fund Fees==
−
::11.2.5 Notwithstanding $7.9, §7.10, and §7.11 and its subsections, any surplus or forwarded monies shall be returned to the main account of the Equipment Fund.
+
:11.1 The existence of the Equipment Fund fees shall be put to referendum once every four (4) years.
−
::11.2.6 The administration of the Equipment Fund shall be transferred to the trust of the EUS [[Executive Committee]], who may delegate this function to a Trustee Committee (“trustee”).
+
:11.2 Every fourth year, and immediately following the presentation of the annual report per 6.1.10, the Vice President Academic of the EUS shall present a referendum motion to the EUS Council in accordance with 11.1.
−
::11.2.7 The trustee shall administer the Equipment Fund in agreement with §2.1 and §8.1.
+
==Article 12: Termination of the Equipment Fund==
−
::11.2.8 Any actions to be taken by the trustee involving or leading to the expenditure of Equipment Fund monies shall be ratified by a two-thirds majority of the EUS Council.
+
:12.1 If the cyclical review referendum of 11.1 is defeated, or if any spontaneous general referendum to the effect of terminating the Equipment Fund fees is passed, then the following shall apply:
−
:11.3 A general referendum must be passed to reinstate the Equipment Fund fees in the case that the Equipment Fund fees had previously been suspended as outlined in §11.2.
+
::12.1.1 The EFC shall be rendered obsolete and dismissed.
−
:11.4 In the case of a passing referendum as outlined in §11.3, then:
+
::12.1.2 Any proposals that were approved by the EFC prior to the dismissal of the Equipment Fund fees shall be honoured.
−
::11.4.1 The trusteeship defined in §11.2.6 shall be rendered obsolete and terminated.
+
::12.1.3 Any outstanding fees that were assessed prior to the dismissal of the Equipment Fund fees shall be deposited into the main account of the Equipment Fund.
−
::11.4.2 The EFC shall be reinstated.
+
::12.1.4 Notwithstanding 9.2.1 and 9.2.2, the clause per 9.2.4 shall remain in full effect.
−
::11.4.3 Any proposals that were proposed by the trustee and duly ratified by the EUS Council prior to the reinstatement of the Equipment Fund fees shall be honoured.
+
::12.1.5 Notwithstanding, 9.10, 9.11, 9.12 and its subsections, any surplus or forwarded monies shall be returned to the main account of the Equipment Fund.
−
 
+
::12.1.6 The administration of the Equipment Fund shall be transferred to the trust of the Board of Governors.
−
===Article 12: Superseding Clause===
+
::12.1.7 The Board of Governors shall administer the Equipment Fund in agreement with 2.1.
−
:12.1 This document completely supersedes any anterior versions of the Equipment Fund Committee Bylaws.
+
:12.2 A general referendum must be passed to reinstate the Equipment Fund fees in the case that the Equipment Fund fees had previously been suspended as per 12.1.
−
===Article 13: Amendments===
+
:12.3 In the case of a passing referendum as per 12.2, then:
−
:13.1 Amendments to §2.1, §::7.2.1, §::7.2.2, §8.1, §11.1, and §13.1 must be approved by the [[EUS Council]] and ratified by a general [[referendum]].
+
::12.3.1 The trusteeship defined in 12.1.6 shall be rendered obsolete and terminated.
−
:13.2 Amendments to sections other than those specified in §13.1 must be approved by a simple majority vote of the [[Board of Governors]] of the EUS
+
::12.3.2The EFC shall be reinstated.
−
===Article 14: Interpretation===
+
::12.3.3Any proposals that were ratified by the Board of Governors prior to the reinstatement of the Equipment Fund fees shall be honoured.
−
:14.1 In the case of a conflict between these Bylaws and the following documents, the following documents prevail in the order they are listed in:
+
==Article 13: Superseding Clause==
−
::14.1.1 The [http://legisquebec.gouv.qc.ca/en/ShowDoc/cs/C-38 Quebec Companies Act]
+
:13.1 This document completely supersedes any anterior versions of the Equipment Fund Committee Bylaws.
−
::14.1.2 The [[EUS Letters Patent]]
+
==Article 14: Amendments==
−
::14.1.3 The [[EUS Constitution]]
+
:14.1 Amendments to these Bylaws must be approved by a simple majority vote of the Board of Governors of the EUS.
 +
:14.2 Amendments to these Bylaws must additionally be ratified by a general referendum.
 +
==Article 15: Interpretation==
 +
:15.1 In the case of a conflict between these Bylaws and the following documents, the following documents prevail in the order they are listed in:
 +
::15.1.1 The Quebec Companies Act;
 +
::15.1.2 The EUS Letters Patent;
 +
::15.1.3 The EUS Constitution. Appendix I: Equipment Fund Financial Flowchart
 
[[Category:VP Academic Bylaws]]
 
[[Category:VP Academic Bylaws]]

Revision as of 10:35, 16 September 2018

Policies
Bylaws
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Important Documents
History
Adopted 1993-12
Last Modified 2017-08

The Engineering Undergraduate Equipment Fund (EUGE) is a fund composed of fees paid by Engineering undergraduate students and of other contributions, whose purpose is to provide those students with additional laboratory equipment to that normally supplied by the University

Article 1: Definitions and Purpose

1.1 The Engineering Undergraduate Society of McGill University (hereafter “EUS”) is the registered name of the not-for-profit corporation representing the engineering and architecture undergraduate students at McGill University.
1.2 The Board of Governors of the EUS (“Board of Governors”) 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 The Engineering Undergraduate Equipment Fund (“Equipment Fund” or “EUGE”) is a fund composed of fees paid by members of the EUS and of other contributions, whose purpose is to provide those students with additional equipment, software, and repair and maintenance to that normally supplied by the University.
1.5 The Equipment Fund Committee (“EFC”) is a committee of the EUS which normally administers the Equipment Fund.
1.6 These bylaws govern both the Engineering Undergraduate Equipment Fund and the Equipment Fund Committee.

Article 2: Function of the Equipment Fund Committee

2.1 The Equipment Fund Committee shall review and approve the expenditure of the Engineering Undergraduate Equipment Fund monies in such a manner that it most benefits the members of the EUS in their academic environment. This equipment shall be of primary benefit to only those undergraduate students.
2.2 The Equipment Fund Committee shall approve a list of proposals for equipment acquisition in accordance with this bylaw.

Article 3: Timeline of the Equipment Fund

3.1 The Equipment Fund’s deadlines shall be as follows:
3.1.1 The deadline for the opening of the application period by the Vice President Academic of the EUS shall be the third Monday in the month of January.
3.1.1.1 Opening the application period shall consist of the Vice President Academic of the EUS releasing the Equipment Fund application form as well as the predicted departmental and Faculty allotments as per 9.4.
3.1.2 The final deadline for submission of proposals by the departments shall be the second Monday in February.
3.1.2.1 Following submission of proposals, the Vice President Academic of the EUS shall review them within one week and shall inform departmental Vice Presidents Academic as to any required documentation that may be missing as per 4.1.6.1.
3.1.3 The latest possible date for the EFC to meet and vote on proposals shall be the second Monday in March.
3.1.4 The deadline for spending the money allotted to a department or to the Faculty is the second Monday in February of the year following that in which the money was awarded.

Article 4: Duties of Departmental Societies

4.1 Departmental Vice Presidents Academic shall:
4.1.1 Meet with the Chairperson of their department, or their appointed representative, to review proposals.
4.1.2 Complete a preliminary budget to be signed by themselves and the Chairperson following their meeting as per 4.1.1.
4.1.3 Submit their department’s applications and preliminary budget to the EUS VP Academic for review.
4.1.4 Provide their council with a list of the department’s expenditures in the prior year as they pertain to the EFC.
4.1.5 Amend the proposed budget as per 4.1.2 to reflect the results of their council’s vote on the proposals.
4.1.6 Send the finalized budget and required documentation to the Vice President Academic of the EUS as per 3.1.2.
4.1.6.1 Required documentation for each proposal shall consist of a completed application form, quotes for all pieces of equipment to be purchased, and any letters detailing the financial contribution of any organization external to the EUS as per 9.7 and 9.8.
4.1.7 Identify and verify the purchases made by their departments through the Equipment Fund from the previous year to ensure that:
4.1.7.1 The purchases have arrived at their intended destination;
4.1.7.2 The purchases are directly benefiting undergraduate students in that department;
4.1.7.3 Any irregularities are reported to the Vice President Academic of the EUS.
4.1.8 Identify purchases made through the equipment fund using stickers as per 10.2.
4.2 Departmental Presidents shall:
4.2.1 Organize a vote by their councils on the proposals.
4.2.2 Sign the finalized proposal budget.
4.2.3 Complete the duties per 4.1 in the absence of the departmental Vice President Academic.
4.3 Departmental councils shall review and vote on the proposals suggested by the departmental Vice President Academic.
4.3.1 A two-thirds (2/3) majority shall be necessary for proposals to proceed to the EFC.

Article 5: Membership of the Committee

5.1 The eight (8) departments recognized by the EFC are:
5.1.1 Bioengineering;
5.1.2 Chemical Engineering;
5.1.3 Civil Engineering;
5.1.4 Electrical and Computer and Software Engineering;
5.1.5 Mechanical Engineering;
5.1.6 Mining Engineering;
5.1.7 Materials Engineering;
5.1.8 School of Architecture.
5.2 The EFC shall be composed of ten (10) voting members as follows:
5.2.1 The Vice President Academic of the EUS, who shall chair the EFC (“Chair”);
5.2.2 The President of the EUS;
5.2.3 The Dean of the Faculty of Engineering (“Dean”);
5.2.4 Five (5) members of the Board of Governors;
5.2.5 Two (2) members-at-large appointed by the EUS council.
5.2.5.1 The two selected members should be from different departments.

Article 6: Duties of the Committee

6.1 The Vice President Academic of the EUS shall:
6.1.1 Propose motions to the EUS Council and Board of Governors seeking committee members.
6.1.2 Chair the EFC meetings.
6.1.3 Set and distribute the agenda for the EFC meetings, and inform all members as to the dates and times for these meetings at least five (5) school days in advance.
6.1.4 Coordinate all actions taken between meetings, and, when pertinent, keep members informed as to these actions.
6.1.5 Advise and instruct all members to ensure they are able to perform their duties, and enable the EFC to be as effective as possible.
6.1.6 Oversee the financial management of the Equipment Fund accounts.
6.1.7 Verify and channel the requisitions made as a result of approved EFC proposals.
6.1.8 Following the EFC meeting, the Vice President Academic of the EUS shall communicate the approved proposals and finalized EFC budget to the Faculty financial services team.
6.1.9 Verify that the previous year’s purchases have been made.
6.1.10 Take action in the event that the equipment purchased in any previous year is not used for its intended purpose.
6.1.11 Present to the first regular EUS Council meeting of each November a description of the previous year’s expenditures in the Equipment Fund accounts.
6.2 The President of the EUS shall:
6.2.1 Take minutes of the EFC meetings.
6.3 The members of the EFC shall:
6.3.1 Review all submitted proposals prior to the EFC meetings.

Article 7: Replacement of Members

7.1 If for any reason a member cannot continue their term, they shall be replaced as follows:
7.1.1 The Dean shall appoint a replacement faculty representative.
7.1.2 The EUS Executive Committee shall appoint one of its members as a replacement for the Vice President Academic of the EUS.
7.1.3 The EUS Executive Committee shall appoint one of its members as replacement for the President of the EUS.
7.1.4 The Board of Governors shall appoint one of its members as a replacement for a Member-at-Large of the Board of Governors.
7.1.5 The Vice President Academic of the EUS shall appoint a replacement for a member-at-large.

Article 8: Voting Procedure

8.1 Each member as defined by 5.2 shall have one vote on the EFC.
8.2 Quorum shall consist of eight (8) members of the EFC, provided the Dean, or their replacement as per 7.1.1, and the Vice President Academic of the EUS, or their replacement as per 7.1.2, are in attendance.
8.3 Proposals from a department may only be voted on if that department’s chairperson and departmental Vice President Academic, or their respective representative(s), are present.
8.4 Proposals lacking any required documentation, as per 4.1.6.1, shall not be considered for approval by the EFC
8.5 A two-thirds (2/3) majority is required for a departmental proposal to pass, otherwise the proposal is rejected for the current year.
8.6 A two-thirds (2/3) majority plus the Dean is required for a Faculty proposal to pass, otherwise the proposal is rejected for the current year.
8.7 Proposals dismissed in 8.4 and 8.5 may be submitted again, with or without modifications, in subsequent years.
8.8 An online approval process may be initiated at the discretion of the Vice President Academic of the EUS. It shall operate as follows:
8.8.1 An email shall be sent to the committee members by the Vice President Academic of the EUS detailing the circumstances of the vote, and shall include any required documentation associated with the proposals being reviewed.
8.8.2 A deadline shall be set and the vote shall be considered complete after this period of time has elapsed.
8.8.2.1 If quorum has not been reached, the deadline shall be extended until eight (8) members of the EFC have submitted their votes.
8.8.3 All proposals under consideration through this online approval process are subject to the voting requirements as per 8.2.

Article 9: Equipment Fund Finances

9.1 The Equipment Fund shall be composed of two (2) distinct accounts: one account shall receive all monies collected from students and shall serve to make purchases (“main account”), and another account shall receive all other contributions to the Equipment Fund (“contribution account”).
9.2 Equipment Fund fees and the collection of those fees shall be as follows:
9.2.1 Every student registered in an Undergraduate Engineering program and taking nine (9) credits or more (“full-time students”) shall contribute fifty dollars ($50) per semester to the Engineering Undergraduate Equipment Fund.
9.2.2 Every student registered in an Undergraduate Engineering program and taking less than nine (9) credits (“part-time students”) shall contribute per semester one half of the amount stipulated in 9.2.1 to the Engineering Undergraduate Equipment Fund.
9.2.3 The fees per 9.2.1 and 9.2.2. shall be collected by McGill University as as a mandatory student fee, and deposited into the main account of the Equipment Fund.
9.2.4 Any contributions other than those per 9.2.1 and 9.2.2 shall be collected by University Advancement and deposited in the contribution account of the Equipment Fund.
9.2.5 Transfers from the contribution account to the main account shall be initiated by the Vice President Academic of the EUS whenever necessary, provided that the transfer is ratified by the Board of Governors.
9.3 For a given year, the gross amount available for allocation (“gross amount”) shall consist of the sum of the collected fees as per 9.2.1 and 9.2.2, of the funds transferred from the contribution account, if any, and of the monies not spent in the previous year(s) that were returned to the main account.
9.4 The gross amount per 9.3 shall be allotted in the following manner:
9.4.1 An appropriate amount shall be set aside for the purchase of identification stickers.
9.4.2 Fifteen percent (15%) shall be allotted to a Faculty Fund (“faculty allotment”).
9.4.3 Twenty percent (20%) shall be evenly divided between the departments defined in 5.1 (“base departmental allotment”).
9.4.4 The amount remaining after subtracting amounts allocated in 9.4.1, 9.4.2, and 9.4.3 from the gross amount (“net amount”) shall be split between departments based on an allocation ratio:
9.4.4.1 The allocation ratio for each department shall correspond to the fraction of the total number of students in that department over the total number of students in the Faculty of Engineering.
9.4.4.2 The total number of students shall be calculated as the sum of part-time students, divided by two, and all full-time students in a given department or the Faculty.
9.4.4.3 The allocation ratio times the net amount shall be the proportional departmental allotment for each department.
9.4.5 The total allotment for a department shall consist of the sum of the base departmental allotment of 9.4.3, the variable allotment of 9.4.4, and any surplus, forwarded, or misevaluated funds from the previous year.
9.5 The Faculty allotment shall be used for purchases which benefit students from all departments.
9.6 The Faculty allotment may not be used to pay for departmental purchases that have gone or will go over their allotted budget.
9.7 If a department agrees to allocate money from its own accounts toward an Equipment Fund proposal, a letter covering the agreement and signed by that department’s Chairperson must be presented to the EFC before a vote on that proposal can be initiated.
9.8 If the Faculty of Engineering agrees to allocate money from its own accounts toward an Equipment Fund proposal, a letter covering the agreement and signed by the Dean must be presented to the EFC before a vote on that proposal can be initiated.
9.9 In the event that a partially funded purchase can no longer be bought due to budget cuts on the side of the Faculty or department, the monies set aside by the Equipment Fund shall be returned to the main account of the Equipment Fund in full.
9.10 Definitions:
9.10.1 Surplus Funds are defined as the amount of money awarded to a department for which no proposals are submitted.
9.10.2Forwarded Funds are defined as the amount of money awarded to a department which the department decides to carry forward to purchase equipment that it cannot afford with a single year’s allotment.
9.10.3Unspent Funds are defined as funds that arise when approved purchases have not been made by the deadline set in 3.1.4.
9.10.4Misevaluated Funds are defined as funds that arise when an item costs less than the amount approved by the EFC.
9.11 Surplus Funds less than or equal to ten percent (10%) shall be added to the following year’s allotment for that department as calculated in 9.4.5. Any of the surplus above ten percent (10%) shall be returned to the following year’s main account as per 9.3.
9.12 Departments wishing to purchase a piece of equipment in the following allotment period may forward an amount to the following year for that purpose, provided that:
9.12.1 The Forwarded Funds as defined by 9.10.2. shall be at least ten percent (10%) but no more than fifty percent (50%) of the current year’s total allotment for that department. This amount shall include a provision for inflation and a potential price increase caused by delaying the purchase.
9.12.2An explanation notice shall be included with the proposal, and shall be presented to the members of the EFC before the proposal can be voted on.
9.12.3If a department fails to meet conditions 9.14.1 and 9.14.2, then the whole of the amount becomes Surplus Funds and is subject to 9.12.
9.12.4In the event that Forwarded Funds are not spent in the allocated two-year period, they shall become Unspent Funds.
9.13 The procedure per 9.12 and its subsections shall also apply to proposals made for the Faculty allotment, by replacing “department” by “Faculty”.
9.14 Unspent Funds as defined by 9.11.3 shall be returned to the main account in the year following the deadline to purchase the items.
9.15 Misevaluated Funds as defined by 9.11.4 shall be awarded to the department from which the funds arise in the year following the misevaluation.
9.16 In the event that the cost of an approved purchase increases by ten percent (10%) or less, the purchase may be made with no additional approval. Should the increase exceed ten percent (10%), an online approval process shall be completed as per 8.8.

Article 10: Identification Stickers

10.1 Identification stickers shall be acquired with the money reserved for that purpose as per 9.4.1. The wording of the text appearing on the stickers plaques shall be to the effect of: “A gift from the Engineering Undergraduate Equipment Fund.”
10.2 The departmental Vice Presidents Academic shall attach these stickers to acquisitions from the previous year(s) in a reasonably prominent way (i.e. in clear view of the user), if it is possible to physically do so without damaging the equipment.
10.3 Whenever necessary, other appropriate means of identification shall be used in lieu of stickers in the case of 10.2 or in the case of intangible equipment (e.g. a message could be displayed for software items).

Article 11: Cyclical Review of the Equipment Fund Fees

11.1 The existence of the Equipment Fund fees shall be put to referendum once every four (4) years.
11.2 Every fourth year, and immediately following the presentation of the annual report per 6.1.10, the Vice President Academic of the EUS shall present a referendum motion to the EUS Council in accordance with 11.1.

Article 12: Termination of the Equipment Fund

12.1 If the cyclical review referendum of 11.1 is defeated, or if any spontaneous general referendum to the effect of terminating the Equipment Fund fees is passed, then the following shall apply:
12.1.1 The EFC shall be rendered obsolete and dismissed.
12.1.2 Any proposals that were approved by the EFC prior to the dismissal of the Equipment Fund fees shall be honoured.
12.1.3 Any outstanding fees that were assessed prior to the dismissal of the Equipment Fund fees shall be deposited into the main account of the Equipment Fund.
12.1.4 Notwithstanding 9.2.1 and 9.2.2, the clause per 9.2.4 shall remain in full effect.
12.1.5 Notwithstanding, 9.10, 9.11, 9.12 and its subsections, any surplus or forwarded monies shall be returned to the main account of the Equipment Fund.
12.1.6 The administration of the Equipment Fund shall be transferred to the trust of the Board of Governors.
12.1.7 The Board of Governors shall administer the Equipment Fund in agreement with 2.1.
12.2 A general referendum must be passed to reinstate the Equipment Fund fees in the case that the Equipment Fund fees had previously been suspended as per 12.1.
12.3 In the case of a passing referendum as per 12.2, then:
12.3.1 The trusteeship defined in 12.1.6 shall be rendered obsolete and terminated.
12.3.2The EFC shall be reinstated.
12.3.3Any proposals that were ratified by the Board of Governors prior to the reinstatement of the Equipment Fund fees shall be honoured.

Article 13: Superseding Clause

13.1 This document completely supersedes any anterior versions of the Equipment Fund Committee Bylaws.

Article 14: Amendments

14.1 Amendments to these Bylaws must be approved by a simple majority vote of the Board of Governors of the EUS.
14.2 Amendments to these Bylaws must additionally be ratified by a general referendum.

Article 15: Interpretation

15.1 In the case of a conflict between these Bylaws and the following documents, the following documents prevail in the order they are listed in:
15.1.1 The Quebec Companies Act;
15.1.2 The EUS Letters Patent;
15.1.3 The EUS Constitution. Appendix I: Equipment Fund Financial Flowchart
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