AEEGS CONSTITUTION
Objectives....................II
Finances.....................IV
By Laws.....................VI
Voting.......................VII
Appendices.....................
I. NAME
OF ORGANIZATION
This association shall be known and addressed as: The Association of Electrical and Computer Engineering Graduate Students (AEEGS) of the University of New Brunswick, hereinafter referred to as Association.
II.
OBJECTIVES
The objectives of the Association are to:
- Provide the structure within which the Electrical Engineering and Computer graduate students may have financial autonomy to organize such activities as symposia, lectures, seminars, social and sporting events, competitions, field trips, etc. deemed necessary and educational for members.
- Provide opportunity for closer relationships and better understanding among members.
- Encourage teamwork and exchange of ideas amongst members.
- Promote and encourage the study of Electrical Engineering in the community.
- Co-ordinate with other graduate student societies, the Graduate Student Association, IEEE, etc.
III.
MEMBERSHIP
Full membership in the Association shall be open to any full-time or
part-time graduate student who are members of Electrical Engineering graduate
academic unit (GAU) at UNB. Each member shall have full voting privileges. A
graduate student who has completed his/her thesis defense, but is still waiting
for graduation is also included.
Associate membership shall be open to any full-time or part-time graduate
student on the UNB campuses. An associate member has no voting privileges by
default. However, Executive members can vote to give voting privileges to a
specific associate. Note that post-doctoral fellows in any GAU (including
Electrical Engineering) are offered associate privileges in the association.
Honorary memberships may be granted to any person that the Association wishes
to recognize.
IV.
FINANCES
The total annual Association budget shall be approved by a simple majority
vote at an Association executive meeting.
Funds for the Association approved at the above mentioned Association meeting
shall be made from membership fees and account balances from the previous year.
The fiscal year of the Association shall be from June 1 to May 31 of the following
year.
All funds shall be deposited in the bank account(s) of the AEEGS. The Treasurer
and President are the signing officers.
V.
EXECUTIVE COMMITTEE
There shall be an executive committee of the Association which shall consist of the following officers:
- President
- Vice President
- Secretary
- Treasurer
- Sports Representative
- GSA Representative (1 for every 20 members)
The Executive can establish and amend By-Laws of the Association to enforce the execution of the Constitution. The procedures are outlined in By-Law V (see APPENDIX A:BY-LAWS).
VII.
VOTING
Voting and approval privileges shall be governed as follows:
- Only Executives and those appointed voting privileges by the executive according to section III may vote at Executive meetings
- Only full members and those appointed voting privileges by the executive according to section III may vote at Association meeting
I. FEES
No fee shall be levied on any member of the association provided he/she meets the condition outlined in section III. All Electrical Engineering graduate students are automatic members of the association. Should a fee be deemed necessary by the executive, such a fee can be introduced at the discretion of the executive notwithstanding section V of appendix A. This fee would come into effect at the beginning of the next academic year after the decision to levy it has been made.
II.
ADVISORS
There shall be one faculty advisor who shall be chosen by the Association.
III.
DUTIES OF THE EXECUTIVE OFFICERS
The President shall:
- Preside at the meetings of the Association and the Executive Committee
- Have general supervision of the affairs of the Association
- Sign cheques in payment of authorized accounts and bills
- Provide a yearly report of the Association's activities to the Advisor and the members
The Vice President shall:
- Support all other executive member in their roles
- Overtake responsibilities of the President in the event that the president is unable to fulfill his/her obligation
The Secretary shall:
- Handle, within two days, the correspondence of the Association and report thereon to the Executive
- Give due notice of all meetings of the Association and Executive Committee within two days
- Keep adequate minutes of the proceedings of the Association and Executive Committee
- Keep a membership roll of the Association
- Write news releases of the Association's activities when deemed necessary
- Communicate with other students, professional bodies, etc., as may be directed by the Association or President from time to time
- Notify appropriate individuals or organizations regarding resolutions of the Association on issues of concern or common interest
- Overtake responsibilities of the Vice President in the event that the Vice President is unable to fulfill his/her obligation
The Treasurer shall:
- Receive all moneys, issue and sign cheques for all authorized expenditures and present such cheques to the President for signature
- Keep a receipt of every transaction.
- Keep a proper account of all financial affairs of the Association. Report and/or present financial statements at meetings as required
- Overtake responsibilities of the Secretary in the event that the Secretary is unable to fulfill his/her obligation
The Sports Representative shall:
- Arrange regular sporting activities in which all AEEGS members may participate.
- Overtake responsibilities of the Treasurer in the event that the Treasurer is unable to fulfill his/her obligation
The GSA Representative shall:
- Attend all the GSA meetings
- Act as a link between the Association of Electrical And Computer Engineer and the GSA.
IV.
MEETINGS
Executive Meetings:
- shall be held monthly, or as called by the President
- Any two members of the Executive Committee shall form a quorum
Association Meetings:
- The Association shall hold both ordinary and special meetings
- Ordinary meetings shall be normal regular meetings of the Association
- Special meetings shall be ones that are convened by the President or on a written request of at least five (5) members of the Association for some specific issues(s). Such issue(s) shall be communicated in brief along with the notice of meetings
- Quorum at all Association meetings shall be 20% of full members
V.
AMENDMENTS
Notice of motion indicating the intention of any proposed amendment of the Constitution or By-Laws of the Association is required two weeks in advance of the meeting at which the amendment(s) is to be discussed.
The Constitution and By-Laws may be amended by a two-thirds majority vote of members present at the meeting at which the amendment(s) is to be discussed.
Members unable to attend the meeting can vote by providing the president a signed document, prior to the meeting, indicating which amendments they are voting for or against.
VI.
VOTING
A voting member shall be any graduate student who qualifies as a full member
under section III of the Constitution or any associate appointed voting
privileges by the executive according to section III and who has paid his/her
annual membership fee.
The officers shall be elected by the voting members before the end of
September, and their names filed with the Advisor on or before the 30th day of
September of each year.
The Executive Committee, in all or in part, may be changed during its mandate
by a two-thirds (2/3) vote of the Association members. If the entire Executive
is replaced, it will fall to the Advisor and interested members to call for
nominations and elect a new Executive.
The officers shall hold office for one year or until their successors are
elected. They shall be eligible for re-election.
In the event an executive member can no longer fulfill his/her duties a
by-election can be called to replace the vacant position.
Call for elections or by-elections must be posted two weeks prior to the
elections being held.
VII.
COMMITTEES
Committees may be formed at any meeting of the Association to handle special activities or events planned by the Association. Chairs of these committees shall regularly report at both Executive and Association meetings.
The Association of Electrical
Engineering Graduate Student of the University of New Brunswick can be
contacted:
c/o Electrical and Computer Engineering, University of New Brunswick
P.O. Box 4400 Fredericton, NB E3B 5A3
Telephone: (506) 453-4561
FAX: (506) 453-3589
Drafted: November 17, 1994
Last Ratified: July 2, 2002
Updated by: Adrian Chan
Last update: 02/09/18
URL: http://www.ee.unb.ca/Groups/AEEGS/constitution.html
Email comments/suggestions to: AEEGS
(aeegs@unb.ca)