Constitution of the Civil Engineering Undergraduate Society

CONSTITUTION of the Civil Engineering Undergraduate Society of McGill University As amended September 1991, January 1993, March 1996, March 2004, March 2012, January 2017

Title I THE SOCIETY

Article 1 – Names

1.1 The official name of the society shall be, in English, the “Civil Engineering Undergraduate Society of McGill University” and in French “Association des Étudiants de Génie Civil de l’Université McGill”, hereinafter referred to as C.E.U.S. and A.E.G.C., respectively.

Article 2 – Members

2.1 Regular Members of the C.E.U.S. shall be all students currently registered at McGill University in an undergraduate civil engineering program, subjected to payment of fees in accordance with the constitution of the E.U.S.

2.2 Honorary Members of the C.E.U.S. may be appointed and may be given the rights and privileges of Regular Members at the discretion of the C.E.U.S. Executive Committee.

2.3 Membership is for the duration of the academic year as determined by the University Registrar (typically early September to late April).

Article 3 – Purpose

3.1 The purpose of the C.E.U.S. shall be:

(i) To represent and promote the views of its members and to implement academic, educational, athletic, professional, social, and other programs of interest to its members;

(ii) To engage in other such activities and undertakings as may seem appropriate to the Society.

Article 4 – External Organizations

4.1 For all matters relating to the C.S.C.E. refer to its constitution for the appropriate guidelines.

4.2 For all matters relating to the E.U.S. Junior Council refer to its constitution for the appropriate guidelines.

Article 5 – Finances

5.1 All C.E.U.S. financial transactions shall be made by using ONLY the E.U.S. bank account.

5.2 The accounts of the C.E.U.S. shall be maintained according to standard accounting practice(s) and shall be made available to the University auditors, E.U.S. and Department of Civil Engineering and Applied Mechanics upon demand.

5.3 The C.E.U.S. shall not run a deficit for more than two years in a row, to align with EUS Financial Bylaws.

Article 6 – Rights, Privileges and Obligations of Members

6.1 The rights of regular members shall include the following:

(i) the right to vote in the C.E.U.S. general elections and General Meetings;

(ii) the right to attend General Meetings;

(iii) the right to move or second Motions at General Meetings;

(iv) the right to speak for or against any Motion at General Meetings;

(v) the right to nominate candidates for C.E.U.S. elections;

(vi) the right to initiate General Meetings.

6.2 The privileges of regular members shall include the following:

(i) holding office within the C.E.U.S. subject to qualifications as specified by title II;

(ii) making use of C.E.U.S. facilities and services subject to the C.E.U.S. Executive Committee policies;

(iii) be a member of a committee of the C.E.U.S.

6.3 All members of the C.E.U.S. shall be obligated to conform to the C.E.U.S. constitution, bylaws and regulations.

6.4 No member is empowered to make purchases in the name of the C.E.U.S. or to financially obligate the C.E.U.S. in any way until such permission has been granted to so purchase or obligate the C.E.U.S. by the Executive Committee.

6.5 No member is empowered to act as an agent of the C.E.U.S. unless permission to act has been granted by the Executive Committee.

Article 7 – Dissolution of the Society

7.1 In the event of dissolution, trusteeship under the Engineering Undergraduate Society, or cessation of the society, all fees and assets shall be transferred to a similar association with the same membership and purpose as defined in Articles 2 and 3.

7.2 Dissolution of the Society shall require a two thirds (2/3) majority vote of members present at a General Meeting.

Title II: ORGANIZATION OF THE SOCIETY

Article 8 – Members of the Executive Committee

8.1 The Executive Committee shall consist of:

(i) the President

(ii) the Vice-President Finance

(iii) the Vice-President Internal

(iv) the Vice-President External

(v) the Vice-President Events

(vi) the Vice-President Academic Affairs

(vii) the Vice-President Administration

(ix) the Vice-President Communications

8.2 The candidates for positions of the Executive Committee must be regular members of the C.E.U.S. and remain regular members for the whole duration of their mandate.

8.3 The candidates for positions must be resident students at McGill University throughout their whole term (ie: not on exchange or work term).

8.4 No member of the Executive Committee shall receive financial remuneration for acting as such.

Article 9 – Powers and Duties

9.1 The Executive Committee shall:

(i) carry out the policies of the C.E.U.S.;

(ii) conduct the day to day affairs of the C.E.U.S.;

(iii) call General Meetings of the C.E.U.S.;

(iv) meet at least every two weeks during the academic year and meet in the summer on an as-needed basis;

(v) select the Deputy Chief Returning Officer;

(vi) report its activities to the Class Representatives;

(vii) be ultimately responsible for any and all official actions taken by the C.E.U.S.

9.2 The Executive Committee shall prepare a year-end report no later than April 15 th .

9.3 A member of the Executive Committee shall cease to remain in office upon acceptance by the C.E.U.S. Executive Committee of their letter of resignation or upon their impeachment.

9.4 In the event that an Executive ceases to remain in office, the remaining Executive Committee shall announce the opening of the position, shall take nominations from regular members, and then select a replacement from those that apply. Existing Council members cannot run for a vacated position.

9.5 Each Executive shall have one vote at the C.E.U.S. Executive Meetings.

Article 10 – President

10.1 The President shall:

(i) call and preside at the Executive Committee meetings;

(ii) serve as an ex-officio member of all constituted and affiliated committees of the C.E.U.S.;

(iii) be in charge of the general management and supervision of the affairs of the C.E.U.S;

(iv) along with the VP Finance, have signing power for cheque requisitions, issued from C.E.U.S. funds;

(v) as chief executive of the C.E.U.S., be the official spokesperson of the C.E.U.S. on all occasions;

(vi) be responsible for external affairs in collaboration with the C.S.C.E. McGill Student Chapter President;

(vii) represent the C.E.U.S. at E.U.S. Council;

(viii) represent the C.E.U.S. at E.U.S. President’s Meetings;

(ix) represent the C.E.U.S. at Meetings of the Department of Civil Engineering as well as Student-Staff Meetings;

(x) report on Student-staff meetings to the Executive Committee;

(xi) define strategic goals and a tentative calendar of activities prior to the start of the fall semester with alignment from the Executive Committee;

(xii) call elections and set dates of elections in cooperation with the E.U.S. Chief Returning Officer;

(xiii) be responsible of petty cash during the absence of the VP Finance;

(xiv) at the beginning of each semester report the dates of major C.E.U.S. events to the chair of the Department of Civil Engineering and Applied Mechanics;

(xv) Update the Constitution every other year

Article 11 – Vice President Finance

11.1 The Vice President Finance shall:

(i) in co-operation with the executive, prepare the annual budget of the C.E.U.S. no later than the 15 th of October;

(ii) keep records of all financial transactions;

(iii) present on a monthly basis the financial status of the C.E.U.S. to the Executive Committee;

(iv) present a year-end financial report by May 15 th to the Department of Civil Engineering and Applied Mechanics and the incoming Executive Committee;

(v) in co-operation with the President have signing power over cheque requisitions issued from C.E.U.S. funds;

(vi) be in charge of petty cash, and be the only one allowed to use the petty cash;

(vii) responsibly store and deposit funds on a timely basis

Article 12 – Vice President Internal

12.1 The Vice President Internal shall:

(i) perform all duties of the President in the absence of the latter with exception of subsection ::(vii) of article 10.1;

(ii) conduct class elections at the beginning of September in order to fill the U1 E.U.S. Class Representative position;

(iii) chair the Selection Committee for the appointment of the Vice President Administration

(iv) find ideally a representative from each class to be on the Civil E-WEEK Committee;

(v) chair the Civil E-WEEK Selection Committee

(vi) be responsible for the organization of Civil Blues Pubs and liaise with the E.U.S. for all matters pertaining to said event.

(vii) be responsible for promoting the formation of soccer and broomball teams to compete in E.U.S. Sports;

(viii) assist the Vice President Events on an as-needed basis;

(ix) organize fall orientation session activities in conjunction with the Department of Civil Engineering and Applied Mechanics and Orientation Week Coordinators

Article 13 – Vice President Events

13.1 The Vice President Events shall:

(i) establish a tentative calendar of events at the beginning of each semester, and modify it as necessary

(ii) promote and organize social activities/events (eg. Civil Socials, Pubnights and outings) for the C.E.U.S.;

(iii) be responsible for the C.E.U.S. banquets;

(iv) be responsible for the C.E.U.S. Colloquium in September;

(v) be responsible for gathering input from the C.E.U.S. members as to any desired events

(vi) form and chair subcommittees, as necessary, to organize C.E.U.S. events

(vii) assist the Vice President Internal on an as-needed basis

Article 14 – Vice President Academic Affairs

14.1 The Vice President Academic Affairs shall:

(i) be responsible for all educational and curricular concerns of the C.E.U.S.;

(ii) represent the C.E.U.S. on the Engineering Equipment Funding Committee (E.F.C).;

(iii) represent the C.E.U.S. on the Engineering Student Academic Committee (E.S.A.C.);

(iv) represent the C.E.U.S. on the Engineering Undergraduate Support Fund (E.U.S.F.).;

(v) represent C.E.U.S. members on the Engineering Student-Faculty Liaison Committee;

(vi) organize, chair, and prepare the report from the Civil Engineering Academic Forum each semester;

(vii) attend Student Staff Meetings

(viii) represent the C.E.U.S. at Meetings of the Faculty of Engineering;

Article 15 – Vice President Administration

15.1 The Vice President Administration shall:

(i) maintain the Civil Common Room (MD 291) and appliances are tidy, clean and well maintained;

(ii) ensure all Civil Room computers are up and running;

(iii) be the secretary of the C.E.U.S. Council, sending out meeting minutes to all Council members via email (or appropriate alternative) after each meeting;

(iv) formulate all proposals (eg. Student Space Improvement Fund) as necessary;

(v) organize the Civil booksale and clothing sale each semester;

(vi) responsible for finding the Deputy Chief Returning Officer

(vii) determine the necessity of elections debates and organize with the D.C.R.O.

15.2 Must be a U1 student at the start of the academic year. If the Selection Committee deems there is no qualified U1 candidate, the position will be opened to all regular members.

Article 16 – Vice President Communications

16.1 The Vice President Communications shall:

(i) collect announcements from the C.E.U.S, C.S.C.E. McGill Student Chapter and E.U.S. on a weekly basis;

(ii) be responsible for making sure both the mcgill.ca and mcgilleus.ca C.E.U.S. websites are updated;

(iii) submit C.E.U.S. information to E.U.S. publications;

(iv) advertise for events via appropriate media (eg. TeN Boards, Posters, Social Media);

Article 17 – The C.E.U.S. Council

17.1 Voting members at C.E.U.S. Council meetings are the, Jr. Council U0 Civil Rep, U1, U2, U3, U4 E.U.S.Class Representatives as well as the President, Vice President Finance, Vice President Internal, Vice President Academic Affairs, Vice President Administration, Vice President Events and Vice President Communications.

17.2 Non-voting member(s) at C.E.U.S. Council meetings are C.S.C.E. President

17.3 Each member of the C.E.U.S. Council shall have a single vote.

Article 18 – Meetings of the C.E.U.S. Council

18.1 The C.E.U.S. Council shall meet at least once every two weeks while classes are in session during the academic term.

18.2 Quorum shall be four (4) members of the Executive Committee.

Article 19 – Power and Duties

19.1 The C.E.U.S. Council shall:

(i) Act as the governing body of the C.E.U.S., empowered to make all the decisions and take all actions on behalf of the C.E.U.S.;

(ii) Define all general policies of the C.E.U.S.;

(iii) Establish the Selection Committees of the C.E.U.S.

19.2 For the period from May 1st to August 31 st , the powers of the C.E.U.S. Council may be exercised by the Executive Committee.

Article 20 – Terms of Office

20.1 The terms of office of the President, Vice President Finance, Vice President Internal, Vice President Academic Affairs, Vice President Administration, Vice President Events and Vice President Communications shall begin May 1 st and last for one calendar year.

20.2 The terms of office of the Class Representatives shall be dictated by the E.U.S. constitution.

Article 21 – Vacancies

21.1 Vacancies shall be filled as they occur during the year by Selection Committee.

21.2 In case of vacancy in the position of President, the Vice President Internal shall assume the responsibilities of President until the C.E.U.S. Council has ratified the nomination of a new President.

Article 22 – Class Representatives (U1, U2, U3, U4)

22.1 The Class Representatives shall:

(i) Attend the C.E.U.S. Council meetings;

(ii) Attend the E.U.S. Council meetings. In case of absence, Class Representatives are responsible for arranging a proxy among their constituents, and notifying the Vice President Administration of the E.U.S. and their replacement;

(iii) Inform their constituents on matters arising from C.E.U.S., C.S.C.E. McGill Student Chapter, and E.U.S. Council meetings;

(iv) Prepare a year-end report by April 15 th ;

(v) Assist in the organization and execution of C.E.U.S events as required

22.2 No Class Representative may also be a member of the C.E.U.S. Executive Council;

22.3 A Class Representative who misses three (3) Regular Meetings of the E.U.S. without providing a proxy may be impeached as per Article 38 of the E.U.S. Constitution;

22.4 The term of office of a Class Representative shall begin on May 1 st and last for one year. The exception is for the U1 Rep, which is elected in September.

Article 23 – E.U.S. Junior Council U0 Civil Representative

23.1 The U0 Civil Representative shall:

(i) Attend the C.E.U.S. Council meetings;

(ii) Inform their constituents on matters arising from C.E.U.S., C.S.C.E. McGill Student Chapter, and E.U.S. Council meetings;

(iii) Prepare a year-end report by April 15 th ;

(iv) Assist in the organization and execution of C.E.U.S events as required

Article 24 – C.S.C.E. President

24.1 The C.S.C.E. McGill Student Chapter President shall:

(i) represent the C.S.C.E. McGill Student Chapter at all C.E.U.S. Executive Committee meetings

(ii) in conjunction with the President, represent the C.E.U.S. to outside bodies and individuals;

(iii) be the liaison between the C.E.U.S. and the E.U.S. VP External;

(iv) assume the role and duties of Student Chapter President of the C.S.C.E. McGill Student Chapter

(v) promote and improve relations with outside universities;

Article 25 – Impeachment

25.1 Any member of the C.E.U.S. Executive Committee may be removed from office for impropriety, violation of the provisions of the constitution or its bylaws, or delinquency of duties.

25.2 Impeachment of a Class Representative may be done by following Article 39 of the E.U.S. Constitution.

25.3 A Motion to remove a member of the Executive Committee or Class Representative must be signed by at least 25% of the members of the C.E.U.S.

Title III: LANGUAGE RIGHTS

Article 26 – Language of the Society

26.1 English and French are the official languages of the C.E.U.S., however English is the default language of the C.E.U.S.’s regular operations

26.2 The C.E.U.S. shall provide any information in either official language upon request of any general member.

Title IV: ELECTIONS

Article 27 – Candidates

27.1 The following shall be elected by the regular members of the C.E.U.S.:

(i) President;

(ii) Vice President Finance;

(iii) Vice President Internal;

(iv) Vice President Academic Affairs;

(v) Vice President Events

(vi) Vice President Communications

(vii) Class Representatives.

27.2 C.S.C.E. McGill Student Chapter President shall be selected according to article 9.1 of the C.S.C.E. McGill Student Chapter Constitution

27.3 E.U.S. Junior Council U0 Civil Representative shall be selected according to the E.U.S. Junior Council Constitution

Article 28 – Class Representatives

28.1 The election of Second (U2), Third (U3) and Fourth (U4) Year Class Representatives shall be in accordance with article 48 of the E.U.S. constitution.

28.2 The First Year (U1) Class Representative shall be elected by the new U1 student body during class between September 1 st and September 30 th .

28.3 The Year Zero (U0) Class Representative shall be selected by E.U.S. Jr. Council.

Article 29 – Campaigns

29.1 The campaign posters up in the building for each candidate shall not exceed twenty

(20) in number and shall not be greater than 8.5” x 11” in size.

29.2 All campaigning shall be terminated at 5::00pm ET of the day prior to the Election Day.

29.3 The Deputy Chief Returning Officer shall have final say in all disputes.

Article 30 – Procedures

30.1 The elections shall be held between March 1 st and March 31 or according to the schedule defined by the Elections E.U.S. Chief Returning Officer .

30.2 Voting shall be conducted by secret electronic ballot of regular members of the C.E.U.S. using the Elections E.U.S. online voting platform.

30.2 The Election Days shall comply with those established by the Elections E.U.S. Chief Returning Officer.

30.3 Candidates for President must obtain fifty (50) signatures of regular members of the C.E.U.S. on nomination forms provided by the C.E.U.S Executive Committee.

30.4 All other candidates for elected positions must obtain twenty five (25) signatures of regular members of the C.E.U.S. on nomination forms provided by the C.E.U.S Executive Committee.

30.5 The nomination forms shall be submitted to the Deputy Chief Returning Officer no later than three (3) school days before the Election Day. However, should only one or no persons be nominated for a position at the date set for closing, nominations for that post shall be extended by two (2) school days and notice given thereof.

30.6 In the event that after an extension of two days there remains only one candidate, a vote of confidence shall be held. The candidate must obtain 50% +1 of the votes or else the position remains vacant.

30.7 Counting of ballots shall be performed electronically by the Elections E.U.S. online voting platform as overseen by the Elections E.U.S. Chief Returning Officer.

30.8 Final election results shall be revealed on the day defined by the Elections E.U.S. Chief Returning Officer.

Article 31 – Deputy Chief Returning Officer

31.1 Deputy Chief Returning Officer shall:

(i) be a regular member of the C.E.U.S.;

(ii) be chosen by the Selection Committee chaired by the VP Administration;

(iii) not be a candidate for any position stated in article 27;

(iv) be un-biased and in the event of a bias decision, the outgoing C.E.U.S. Executive Committee shall render future recourse;

(v) The D. C.R.O. must cast their ballot before the polls open for the elections and seal it under guard of the President and Vice-President Administration of the C.E.U.S. Executive Committee. The results of the C.R.O.’s ballot shall be revealed only in the case of a tie.

(vi) In the case of a tie, if the ballot of the Chief Returning Officer fails to settle the tie, the Chief Returning Officer will re-cast his or her ballot under the supervision of two members of the C.E.U.S. Executive Committee.

Title V: GENERAL MEETNGS

Article 32 – General Meetings

32.1 General Meetings of the C.E.U.S. may be called by the written request of thirty-five (35) regular members of the C.E.U.S.

32.2 General Meetings of the CEUS may be called by the CEUS Executive Committee.

32.3 Three (3) school days notice must be given before all General Meetings.

32.4 General Meetings are to be chaired by the President.

32.5 Quorum for a General Meeting shall be the lesser of 10% of all regular C.E.U.S. members excluding members of the Executive Committee, or thirty-five (35) members.

Title VI: THE CONSTITUTION

Article 33 – Superseding Clause

33.1 This constitution supersedes and repeals all previous constitutions of the C.E.U.S.

Article 34 – Coming to Force

34.1 This Constitution shall come to force January 24 th 2017. Further amendments to this Constitution shall come to force four (4) weeks after the result of the General Meeting.

Article 35 – Constitutional Amendments

35.1 Amendments to this constitution shall require a two thirds (2/3) majority at a General Meeting.

35.2 Notice of Motion indicating the intention of any proposed amendments to the Constitution is required three (3) school days in advance of that meeting at which the Constitution is to be discussed.

35.3 All intended amendments to the Constitution shall be posted in the Civil Room three

(3) school days in advance of that General Meeting at which the Constitution is to be discussed.

Article 36 – Freedom of Information

36.1 All minutes and documents attached to the C.E.U.S. Council shall be public documents upon request.

36.2 The C.E.U.S. shall not be obliged to release information or minutes concerning ideas, actions, or motions that were not acted upon.

Article 37 – Revision

37.1 The constitution shall be revised in whole by the President every two years.