Aviation Society
Last active term
Club Name
The name of the club will be Aviation Society. We are not agent or representative of the Waterloo Undergraduate Student Association (WUSA), and our views and actions in no way represent the WUSA.
Governance
The club will uphold the values, mission, and mandate of both the University of Waterloo (UW) and WUSA through following the directives outlined in the WUSA Clubs Manual, all WUSA By-Laws, Policies, and Procedures, as well as all policies and procedures outlined by the UW Secretariat. Furthermore, the club will abide by all laws of the Region of Waterloo, Province of Ontario, and Government of Canada. All club matters will ultimately be governed by the WUSA Clubs Manager.
Purpose
The purpose of the club is to gather University of Waterloo students, staff, faculty and members of the UW community at large to
represent and provide opportunities for University of Waterloo aviation students, as well as foster a community for people interested in aviation.
Club events, activities, and/or initatives will include
- The annual Aviation Gala
- The annual Career Day
- Networking sessions (i.e. At least one major annual networking event, smaller industry networking sessions, etc.)
- Education Sessions (i.e. guest speakers, pilot career advancement workshops, etc.)
- Airport, or other aviation related, facility tours;
- Various social events throughout the year;
- Mentorship initiatives (i.e. aviation first year guidance program); and
- Collaborations with the faculties (Faculty of Environment and Faculty of Science).
Membership Structure
The club will be fully inclusive and welcoming to both its current and potential membership. New membership is welcome and accepted at any time during a club’s active term. Eligible club members may be current: WUSA Members, as outlined by the WUSA By-Laws; UW graduate students; UW staff or faculty; and/or members of the UW community at large, as defined in the Clubs Manual.
Only current UW students (graduate or undergraduate) may hold voting membership within the club. UW Staff, faculty, and members of the UW community at large may hold non-voting membership within the club. (If Applicable) UW undergrad students who are eligible to obtain voting membership in the club who do not wish to pay the club membership fee at the time of joining may hold non-voting membership within the club. Voting membership can be obtained for said members by paying the membership fee.
At least two thirds of the club's membership must be current UW students (graduate or undergraduate).
Membership Fee
Executive Officers
The majority of executives will be current UW students (graduate or undergraduate). The club president will be a current UW undergraduate student. All club executives will be elected, not hired or appointed. The term of office for all executive positions is three consecutive academic terms, as outlined by the UW Registrar’s Office. All club decisions will be determined by executive vote, as no executive officer (not even the President) holds decision making power for the collective.
The President ensures that:
- The club operates according to the guidelines of its constitution and some agreed upon guidelines for running a meeting, such as Robert's Rules of Order;
- The club works towards its objectives as agreed upon by the membership; and
- Their successor is trained.
- The President may create or remove these temporary roles for shorterm tasks (including, but not limited to: Website Designer, Social Media Coordinator, Merchandise Coordinator, etc.) and appoint a group member to fulfill the role, as necessary (any decision regarding this made by the President may be overruled by council vote);
- New temporary support positions are created and filled to maintain and run club activities and initiatives, as necessary:
- The council offered by those in advisory roles is understood and acted upon, as required.
- The representation committee is functioning, the associated representative positions are filled, and concerns brought forward by the committee are addressed;
- Operational procedures and policies are instituted, as needed, to help achieve the society’s goals;
- Each executive is assigned tasks and meets deadlines to complete the tasks, as required;
- - The executive team is fulfilling the roles, as detailed
The President is a signing authority.
The Vice-President, Finance and Administration (VP Finance & Admin) ensures that:
- Records of what the group has done are maintained, distributed, and are accessibile to all the members;
- Meeting minutes/notes are recorded and made available to all voting members;
- All club correspondence is monitored and brought to the attention of the appropriate person(s);
- Their successor is trained.
- Meeting minutes are recorded by the VP Finance & Admin, or delegate, and made available to all voting members;
- Club cheque requests are submitted correctly and in a timely manner;
- A suitable annual budget is created and presented to the executives and revised throughout year, as necessary;
- All club revenues are collected, deposited into the club’s Feds bank account, and reconciled correctly and within a timely manner;
- The club’s WUSA bank account and all financial transactions for the club are monitored and verified;
The Vice-President, Finance and Administration (VP Finance & Admin) is a signing authority.
The Vice-President Outreach (VP Outreach) ensures that:
- The club's WUSA bank account and all financial transactions for the club are monitored and verified;
- All club revenues are collected, deposited into the club's WUSA bank account, and reconciled correctly and within a timely manner;
- Club cheque requests are submitted correctly and in a timely manner; and
- Their successor is trained.
- Outreach to alumni involved in the aviation industry; and
- Sponsorship initiatives are completed in coordination with the VP Finance;
- Outreach initiatives to other aviation organizations;
The Vice-President Outreach (VP Outreach) is a signing authority.
The Vice-President Marketing (VP Marketing) ensures that:
- All other marketing initiatives are organized and undertaken, as required; and
- Social media channels are created, maintained and updated regularly with pertinent news and content, as necessary;
- A website is created, maintained, updated regularly with pertinent news and content, as necessary;
- Ensures that the next Vice-President Marketing (VP Marketing) is trained.
The Vice-President Events (VP Events) ensures that:
- Budgeting for events is coordinated with the VP Finance; and
- Ideas and proposals for new events are considered;
- The Aviation Society's Networking and Social events are effectively run throughout the year;
- Ensures that the next Vice-President Events (VP Events) is trained.
It is important to assure that the person with the most information and/or knowledge in the club is not the full-time chairperson. Therefore, the club will occasionally rotate the role of chairperson among voting members.
Executive Support Structure
The Representative Committee ensures that:
- The Representative Committee is voted by members of the applicable year, program, or other category applicable to the role in elections outlined in the Election Process. These aviation society representatives will ensure:
- - The Representation Committee reports to the President
- - The next representative for their respective year are trained
- - They provide assistance to the executive members with society initiatives, as necessary;
- - The views, opinions, and concerns of the students in their year are represented and brought forward to the Aviation Society;
- The Representative Committee is formed of the following positions:
- - 1st Year Representative
- - 2nd Year Representative
- - 3rd Year Representative
- - 4th Year Representative
- - Geography Representative
- - Science Representative
- - Aviation Specialization Representative
- - Women in Aviation Representative
- Ensures that the next Representative Committee is trained.
The Support Comittee ensures that:
- Support Committee positions may be assigned, reassigned, removed, or added, as needed through a vote of the executive officers. The role of each position will be determined by the executive officers. All positions in the support committee report to the President, unless otherwise delegated. The Support Committee is formed of the following positions:
- - Finance Coordinator
- - Events Coordinator
- - Marketing Coordinator
- - Media and Tech Coordinator
- - TA Coordinator
- - External Coordinator
- - Merch Coordinator
- - Athletics Coordinator
- Ensures that the next Support Comittee is trained.
Meetings
General Meetings
The club will hold monthly general meetings. Quorum for general meetings will be 15 voting members of 20% of voting membership (whichever is more).
Executive Meetings
The club will hold weekly executive meetings. Quorum for executive meetings will be 2 executives or at least 51% of the executive body (whichever is more).
The first meetings (both general and executive) of the following term will be arranged by the outgoing executive. At said meetings, subsequent meeting dates and locations will be set. Meeting dates and times will be forwarded to voting members by:
Emergency meetings can be called by an executive via:
and must be sent to the appropriate members at least 48 hours prior to the meeting time.
ELECTION PROCESS
Elections shall take place at the end of each term for the following academic term. Only University of Waterloo students who are members of the club can vote. Club members must be notified, by email, two weeks in advance of the meeting where executive elections will take place. The term of office shall be for one term. An executive can only hold office (any position) for a total of up to three terms.
Nominations for executives can be made from any club member. The majority of executives must be undergraduate University of Waterloo students. The successful candidate will be the one with the most votes. In the case of a tie, a re-vote will take place until the tie is broken.
IMPEACHMENT AND DISCIPLINARY PROCEDURES
A movement to impeach an executive officer may be made by any executive officer or by petition of at least five voting members. When the motion is made the Clubs Manager will be informed. An emergency general meeting will be called as soon as is reasonably possible. No club funds will be spent until the issue is resolved.
At the impeachment meeting, the individual(s) who initiated the process will state their case. Afterwards, the officer(s) under impeachment will have an opportunity to defend their position(s) on the matter.
There will then be a question and answer period followed by the selection process for a Chief Returning Officer (CRO) who will oversee the voting process to ensure the decision is fair and democratic. Any executive officer who is neither the initiator nor subject of the impeachment may volunteer as CRO. If there is no such officer, then any voting member of the club present at the meeting may volunteer. If there are multiple volunteers, then the CRO will be selected based on a simple majority vote cast by secret ballot and tallied publically by the chairperson of the meeting. If there is no such volunteer for CRO, then the meeting will be at a standstill until either an eligible executive officer or voting member volunteers.
The vote will be by a “YES/NO” secret ballot, tallied publically by the CRO. If at least two thirds of the votes are for impeachment, then said officer will immediately be stripped of their position. The remaining executive may choose to call an immediate by-election to replace the newly vacant executive officer position.
CONFLICT OF INTEREST
A claim against any executive officer or club member regarding a potential conflict of interest can be made by any executive officer or by petition of at least five voting members. If such a claim arises, then said individual(s) under suspicion have the opportunity to remove them self (or themselves) from said potential conflict without acknowledging intention of wrongdoing. In the event the claim is contested, then the Clubs Manager will be informed and an emergency executive meeting will be called to determine the validity of the claim. Executive officers who have a claim against them cannot vote to determine the validity of said claim. If executive quorum is not possible due to the removal of said vote(s), then an emergency general meeting will be called and the same proceedings described for impeachment will be used to determine the validity of the claim.
If the claim is validated and there is suspicion of intentional wrongdoing, an immediate impeachment proceeding may be called by any executive officer or by petition of at least five voting members, of whom are not named in the claim. If it is determined that a club member is involved in intentional wrongdoing, the impeachment proceeding will be called to determine said member’s club status.
AMENDMENTS
Constitutional amendments may be proposed by any executive officer or by petition of at least five voting members. The amendment will then be voted on by referendum. The voting procedure will be the same as for the impeachment process. If the vote passes, the amendment and the vote will be forwarded to the Clubs Manager for final approval. If the Clubs Manager approves, then the constitution will be amended and any changes will be inserted into the constitution.
A motion to officially close the club will follow the same procedure as a constitutional amendment. If such a motion passes, then the club will be purged from the clubs system.
AFFILIATIONS
Internal Affilations
The club is affiliated with Environment Students' Society. The nature of the affiliation, including the conditions required by both parties, is outlined as follows:
November 1, 2018 Page: 1
Memorandum of Understanding
CONCERNING
Funding for the UW Aviation Society
BETWEEN
University of Waterloo Aviation Society
AND
University of Waterloo Environment Students’ Society (ESS)
Purpose and Mission:
This Memorandum of Understanding details the terms of collaboration between the Aviation
Society and the Environment Students’ Society.
The purpose of the Aviation Society is to:
- Enable industry networking channels and opportunities for students at the University of
Waterloo working towards a career in aviation or with in interest in the aviation industry;
- Provide academic assistance and mentorship opportunities for aviation students; and
- Create social events and activities for students at the University of Waterloo with a
common interest in aviation.
The Aviation Society’s events, activities, and/or initiatives will include:
- At least one major annual networking event;
- Career advancement workshop(s) for pilots;
- Airport, or other aviation related, facility tours; and
- Various social events throughout the year.
In order to achieve these goals the aviation society will work with, and acquire funding and/or
support from, the Federation of Students, the Science Society, the Environment Students’
Society, the Faculty of Science, and the Faculty of Environment.
There are three types of membership available for the Aviation Society:
1. ESS membership, paid for by the Environment Student Society (ESS) for all ESS
fee paying Geography and Aviation Students.
2. SciSoc membership, paid for by SciSoc for all SciSoc fee paying Science and
Aviation Students.
November 1, 2018 Page: 2
3. General membership, paid for independently (at the same price per term) by all
other students that wish to be members of the Aviation Society.
Funding Parameters:
1. ESS will provide the Aviation Society with $4.00 for each Geography and Aviation
student that has paid their ESS membership fees for each academic term by the fourth
week of the start of the term.
2. If ESS increases its funding on a per student basis for its sub-societies, the Aviation
Society will be granted an opportunity to advocate for an equivalent increase from the
Science Society Board of Directors, and if successful, ESS will also apply this increase
to the funding for the Aviation Society.
Collaboration
1. The Aviation Society will abide by ESS alcohol policy for sub-societies as outlined in the
ESS constitution.
2. ESS will provide the Aviation Society with the number of ESS fee paying Geography and
Aviation Students by the second week of each academic term.
3. The Aviation Society will provide a budget (subject to update) by the third week of each
term detailing estimated revenues generated and costs for the society’s activities.
Dissolution
If either party does not comply with the terms of the Memorandum of Understanding the other
party has the right to terminate, however they must provide notice of termination outlining the
terms which have been violated.
Both parties agree to the terms of this Memorandum of Understanding:
Dan Chaudhry, President Carly Mirrlees, President
UW Aviation Society UW Environment Students’ Society
________________________________ _________________________________
________________________________ _________________________________
The club is affiliated with Science Society. The nature of the affiliation, including the conditions required by both parties, is outlined as follows:
Page: 1
Memorandum of Understanding
CONCERNING
Funding for the UW Aviation Society
BETWEEN
University of Waterloo Aviation Society
AND
University of Waterloo Science Society (SciSoc)
Purpose and Mission:
This Memorandum of Understanding details the terms of collaboration between the Aviation
Society and the Science Society.
The purpose of the Aviation Society is to:
- Enable industry networking channels and opportunities for students at the University of
Waterloo working towards a career in aviation or with in interest in the aviation industry;
- Provide academic assistance and mentorship opportunities for aviation students; and
- Create social events and activities for students at the University of Waterloo with a
common interest in aviation.
The Aviation Society’s events, activities, and/or initiatives will include:
- At least one major annual networking event;
- Career advancement workshop(s) for pilots;
- Airport, or other aviation related, facility tours; and
- Various social events throughout the year.
In order to achieve these goals the aviation society will work with, and acquire funding and/or
support from, the Federation of Students, the Science Society, the Environment Students
Society, the Faculty of Science, and the Faculty of Environment.
There are three types of membership available for the Aviation Society:
1. ESS membership, paid for by the Environment Student Society (ESS) for all ESS
fee paying Geography and Aviation Students.
2. SciSoc membership, paid for by SciSoc for all SciSoc fee paying Science and
Aviation Students.
Page: 2
3. General membership, paid for independently (at the same price per term) by all
other students that wish to be members of the Aviation Society.
Funding Parameters:
1. SciSoc will provide the Aviation Society with $4.00 for each Science and Aviation student
that has paid their SciSoc membership fees for each academic term by the fourth week
of the start of the term.
a. This funding will be on a temporary basis for the Fall 2018 and Winter 2019
academic terms.
b. SciSoc will review the performance of the Aviation Society during the final SciSoc
Board meeting of the Winter 2019 term, and if approved, this funding will become
permanent there after in accordance with this MoU.
2. If ESS increases its funding on a per student basis for its sub-societies and is willing to
apply this increase for the Aviation Society funding, the Aviation Society will be granted
an opportunity to advocate for an equivalent increase from the Science Society Board of
Directors.
Collaboration
1. The Aviation Society will abide by SciSoc’s alcohol policy for departmental clubs as
outlined in the SciSoc constitution.
2. SciSoc will grant the Aviation Society one non-voting seat on the SciSoc Board of
Directors.
3. The Aviation Society President, or delegate, will attend SciSoc Board of Directors
meetings to represent the views, opinions and concerns of the Aviation Society and
Science and Aviation students.
4. SciSoc will provide the Aviation Society with the number of SciSoc fee paying Science
and Aviation Students by the second week of each academic term.
5. The Aviation Society will provide a budget (subject to update) by the third week of each
term detailing estimated revenues generated and costs for the society’s activities.
6. The Aviation Society will provide event attendance to SciSoc within two weeks of an
event taking place for the Fall 2018 and Winter 2019 terms.
Dissolution
If either party does not comply with the terms of the Memorandum of Understanding the other
party has the right to terminate, however they must provide notice of termination outlining the
terms which have been violated.
Page: 3
Both parties agree to the terms of this Memorandum of Understanding:
Dan Chaudhry, President Kiana Walden, President
UW Aviation Society UW Science Society
________________________________ _________________________________
________________________________ _________________________________
Financial Policies
All Society members incurring expenses for society operations shall notify the President and the VP Finance and Admin in advance of the specific item(s) being purchased and shall retain the receipt(s) for all items purchased. All Society members shall complete a Federation of Students cheque request form and submit this, along with the appropriate receipts, to the VP Finance and Admin or the President of the Society for further processing.