THE SOCIETY OF AUTOMOTIVE ENGINEERS UNIVERSITY OF SASKATCHEWAN FORMULA SAE CHARTER & GENERAL INFORMATION
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1 Team Structure 1.1. Executive This group is the governing body of the Formula SAE chapter for the University of Saskatchewan. A position may only be held by only one Formula SAE member. This person must be attending either the University of Saskatchewan or a technical college. Only a returning team member will be eligible for an Executive position. The Executive is responsible for all organizational decisions. The executive should be chosen before the end of the school year and positions will be voted on by team members. Responsibilities will last for one year from the month of September. If a vacancy occurs the position will be reopened to all eligible members. The executive includes the following positions and their roles:
1.1.1. President •
Official leader of the group. This position is reserved for senior members (those who have been with the team for at least one season). This person is responsible for the overall organization of the team.
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Organizing general team meetings
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Liaison between Huskie Motorsports and all other governing bodies. This includes the Dean’s office, SESS, etc.
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Overall spokesperson for the team unless delegated to another member
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Responsible for fostering a team environment and may shuffle group members to other positions if necessary to alleviate problems
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Mediator for all disputes
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Responsible for organizing new member recruitment
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Responsible for organizing details regarding, but not limited to the registration, transportation, and accommodation required for competition
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In the following season shall be available for consult to the new president. This duty is valid for no less than four months.
1.1.2. Vice President •
Responsible for the external image of team. Duties include managing the following: o
Displays
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Sponsorships
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Marketing
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Publications
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External organization of team exposure
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Assumes all duties and powers of the President in his/her absence
1.1.3. Technical Director •
This person is the head technical advisor on the team. This position is solely reserved for senior members (those who have been with the team for at least one season).
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Their responsibilities include: o
Organization of the design and construction of the car for the current year.
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Ensuring communication between all design groups and team leaders. As all groups are interrelated team leaders must communicate with each other so designs do not overlap.
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Liaison between Huskie Motorsports and suppliers. This includes machine shops, Engineering Shops, and other outside contractors.
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THE SOCIETY OF AUTOMOTIVE ENGINEERS UNIVERSITY OF SASKATCHEWAN FORMULA SAE CHARTER & GENERAL INFORMATION
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1.1.4. Secretary •
Responsible for keeping and maintaining team records such as the charter and an up to date contact list of current and previous team members
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Organizing files
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Taking minutes at the meetings
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Overseeing organization reports
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Responsible for keeping up to date on issues discussed in the FSAE forums and informing the team of these issues at team meetings
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Responsible for the current team apparel
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May take on the responsibility of a team leader
1.1.5. Treasurer •
Responsible for the financial details of the team
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Keeping track of day to day finances
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Organizing receipts
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Responsible for the competition car’s Cost Report
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May take on the responsibility of team leader
1.2. Group leaders •
These positions are open to all members of the Formula SAE team. Each leader is responsible for the design, development, and completion of their part of the team. Team leaders must be present at all design meetings and must maintain good lines of communication with each other to ensure maximum part compatibility. Team leaders must report to the technical director. They are responsible for training all fellow members within their group. They must keep all members involved.
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1.2.1. Body Leader •
Responsible for the appearance and the aerodynamic response of the car.
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Body panels
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Seat
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Aerodynamic features
1.2.2. Engine Leader •
Development of the powertrain
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Engine
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Intake
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Exhaust
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Cooling
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Fuel
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Ignition
1.2.3. Chassis Leader •
Overall chassis design. Must work with suspension crew to ensure proper integration.
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Component mounting
1.2.4. Suspension Leader •
Design, manufacture and tuning of suspension system.
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Uprights
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Steering
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Wheels and tires
1.2.5. Drivetrain Leader
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Design of drivetrain system
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Transmission ( if not part of engine)
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Differential
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Driveline
1.2.6. Electrical Leader •
Design of the electrical system on the car.
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Wiring
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On board instrumentation
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Engine controls ( in collaboration with engine group)
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Data Acquisition
1.2.7. Control Systems Leader •
Brakes
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Shifting
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Pedals
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Steering (in collaboration with suspension group)
1.2.8. Marketing Leader •
Marketing and mass production design
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Marketing aspects of the car
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Design presentation
1.2.9. Sponsorship Leader •
Develops the sponsorship package for that year
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Sole contact for all Huskie Motorsport sponsors
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Responsible for contacts and securing sponsorship from all companies
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Responsible for application of funds from the University such as the Presidents Travel Award, SAF, Shell Speed Funding and APEGS grants
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THE SOCIETY OF AUTOMOTIVE ENGINEERS UNIVERSITY OF SASKATCHEWAN FORMULA SAE CHARTER & GENERAL INFORMATION
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1.3. Position Selection All team leader positions are to be voted on by the team. If a position is being sought by only one member a vote of confidence must be passed. Voting will occur during the first 2 weeks of school or beginning of each season. Every paid member has the right to vote. All members nominated must be present for vote.
1.4. Removal of Members •
A petition must be signed by 5% of all members in order to make a motion to remove a member.
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Upon submission of a motion to remove a member an Executive Meeting must be held to determine if this motion is warranted.
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A quorum of one half of team members must be present for a vote to go forth.
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A vote must be held whereby a two-thirds majority of voting members present must be in favour of the motion. Once this happens all responsibilities and privileges of that member are removed.
1.5. Team members •
Members of the team responsible for the design and daily activities of the group. Must attend as many weekend meetings as possible. Will be responsible for design tasks set out by group leader and team.
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Have the right to attend any regular meeting and design group meeting
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Have the right to vote, attend, and participate in any Huskie Motorsports events
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UNIVERSITY OF SASKATCHEWAN FORMULA SAE CHARTER & GENERAL INFORMATION
1.6 Faculty Advisor •
The general role of the Faculty advisor is to advise on team and project management
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The faculty advisor is required to attend competition with the team
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The faculty advisor can communicate to university management if asked to do so by the team executive
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The faculty advisor can sit in on any general team meeting
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The faculty advisor should remain removed from the design of the car
2. Project Design Organization 2.1. Design Proposals •
Design proposals are to include both a brief written report and a presentation to the team. The deadline for design proposals is three weeks from the design team formation. The responsibility is on each group leader to submit these reports and present their findings. It is however not limited to the leader. Members within each group are encouraged to involve themselves and likewise leaders are encouraged to provide opportunity for new members to get involved.
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The final decision should be made between the Technical Director and the Team Leader.
2.1.1. Report •
Brief 1-2 pages
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Include a minimum of 3 viable designs including sketches. General specifications are necessary. Include information on projected costs and material needs if available.
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Must be submitted to the Technical Director.
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2.1.2. Presentation Requires presentation of all designs to the team. This will happen on one of the organized Saturday meetings or during another suitable time. All team leaders must be present. Members at large have the option to attend.
2.2. Final Design Decisions •
Final design selection will follow the design proposal presentations. Final decisions should be made within one week of proposal presentations.
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These decisions are set out to narrow down the proposals to one design. Actual final designs and reports are not necessary at this point.
2.3. Final design reports •
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Complete technical report on the final design. It must include the following: o
Full technical description with theories explained
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Detailed CAD drawings
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Detailed cost analysis including a list of suppliers of parts
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Experimental data
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Presentation material for Design Competition
Design must be complete so that someone unfamiliar with the work can manufacture the part without any questions.
2.4. Project Organization All documents must be labelled in the following format: •
Design Group-Part Title-Design Date
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Ex. Engine-Intake Plenum-05 Jan 07
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THE SOCIETY OF AUTOMOTIVE ENGINEERS UNIVERSITY OF SASKATCHEWAN FORMULA SAE CHARTER & GENERAL INFORMATION
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3. Manufacturing Procedure 3.1. Retail Parts •
The technical director is in charge of all ordering.
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The engineer working on a project should have suppliers sourced and documented.
3.2. Machined or Manufactured Parts The technical director is the liaison for all external manufacturing firms
4. Purchasing Procedures 4.1. Overall Procedure •
A budget for each group must be determined at the beginning of the season.
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The technical director must approve any large item purchases.
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Team leader purchase procedure: 1.
Specify part/model and source the retail outlet.
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Apply for approval from the Technical Director
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Send to Sponsorship Coordinator a.
They make contact and determine if a donation is possible
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If no donation is possible then it is to be sent to the technical director for purchasing
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Smaller parts/items may be purchased by the team leader. The team leader is responsible for keeping these purchases within the budget restraints. If the budget is to be exceeded then approval from the executive is required.
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Purchased items must come with a proper receipt
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Reimbursement of team leaders may be done through the treasurer with the proper receipts.
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THE SOCIETY OF AUTOMOTIVE ENGINEERS ®
UNIVERSITY OF SASKATCHEWAN FORMULA SAE CHARTER & GENERAL INFORMATION
5. Key policy 5.1. Agreement with Formula SAE and Ag/Bio Department 5.1.1. The following is the current key policy Huskie Motorsports holds with the Ag/Bio department. •
Only executive members will be allowed to apply for keys
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Team roster must be supplied to the Ag/Bio Department Head.
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Members working in the shop must have identification on the at all times and are required to provide it to a faculty member or Campus security if requested.
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A poster including all current active SAE members is to be posted on the inside of the door to room 1A27.
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A maximum of 7 sets keys are issued to Huskie Motorsports. If keys go missing or not returned no extra sets will be handed out. It is therefore crucial that you hang on to your key and do not lend them out.
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Also if not an active member with FSAE you must return your keys within a week prior to leaving the city.
5.2. Eligibility Only executive members will be allowed to have keys. All non-executive members must gain access from an executive member. Note: keys are not allowed to be passed around (refer to section 5.4 for key holder responsibility).
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5.3. Application procedure 5.3.1. Application within the team •
Any executive member who is requesting keys must first apply within the team. They must contact the president and request keys. At this time if the person is eligible the President of Formula SAE must contact the Ag/Bio Department Head and get approval. The member then returns the form to administration.
5.3.2. Application through Dean’s office This is the application procedure laid out by the College of Engineering. •
Fill out the green Key Request Application Form (including Saskatoon address and phone number.)
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A signature from the Department Head of Ag/Bio must be on your Key Request Application Form. Note: that you must FIRST get permission from Formula SAE President or exec to be approved for keys. This way they may contact the Ag/Bio Department Head prior to you requesting a signature.
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Take the application form to the Dean’s Office and keys will be ordered for you (it usually takes about two to five days for keys to come).
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Before you pick up your keys, you will be given a Key Deposit Card:
Take this card to the CASHIER in the Business Office, Administration Building. At this point you will be required to pay a deposit. ($170).
Bring the receipt and card back to the Dean’s office where it will be stapled to your key card file
You will be notified by memo or by e-mail when your keys have arrived
When you return all your keys we will give you the key deposit card and receipt back; you will take it to the CASHIER in the Business Office for refund of the $20 deposit.
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If you lose any of your keys, you will not get the $20 deposit back.
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If you require replacement keys for keys you lose you will have to pay an additional $20 deposit
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We ask that you do not exchange any of your keys with other staff or students; they must be returned to the Dean’s Office where they will be marked off your key card. Everyone if given a key code and that code is stamped on your keys. You will be responsible for these keys until they are returned to the Dean’s Office where they are cancelled from your file.
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If you leave the college of engineering and have not returned your keys within three months, your deposit will be forfeited.
5.4. Key holder responsibility •
Keys are strictly the responsibility of the holder. Keys are not to be passed around or lent out to anyone else.
5.5. Return policy •
All members must return their keys once they graduate. As stated in the College of Engineering Policy Regarding Keys, all keys must be return from graduates. Also, if a team member is on extended leave (ie. Internship) and will not be participating on the project they must return all their keys so other members can obtain keys.
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UNIVERSITY OF SASKATCHEWAN FORMULA SAE CHARTER & GENERAL INFORMATION
6. Driving •
Definition: open driving days are days that are for all team members to drive. These are direct team sponsored days and will be used for training/practice as well as testing.
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Definition: non-open driving days are days that are non team sponsored such as SSCC or other driving events.
6.1. Basic Rules •
Need to be a paid member to drive.
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Any member is eligible to drive during open driving days
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On non-open driving days wrench time equals seat time.
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All driving time is under the jurisdiction of the executive.
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You bend it you fix it or your seat time will be reduced.
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A $5 fee will be charged to every driving member for every day of driving to cover maintenance.
6.2. Graduated Driving Program 6.2.1.1. Beginners 6.2.1.1.1. Only drive S1 or another suitable non-competition car 6.2.1.1.2. Must successfully complete timed breaking, acceleration, and slalom runs in decent control. 6.2.1.1.3. Must drive five consecutive clean timed laps on an autocross course. 6.2.1.1.4. Successful completion of the beginner level will be at the discretion of the executive. 6.2.1.2. Intermediate 6.2.1.2.1. Drive S3 or next highest non-competition car. 6.2.1.2.2. Must successfully complete timed breaking, acceleration, and slalom runs in decent control
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UNIVERSITY OF SASKATCHEWAN FORMULA SAE CHARTER & GENERAL INFORMATION
6.2.1.2.3. Must drive 5 consecutive clean timed autocross laps. 6.2.1.2.4. Upon successful completion a full licence is awarded. 6.3. Competition Drivers 6.3.1. Are determined based on times and skill from driving program and other driving days.
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UNIVERSITY OF SASKATCHEWAN FORMULA SAE CHARTER & GENERAL INFORMATION
7. Competition 7.1. Member eligibility for competition 7.1.1. Any team member who has paid their fee for the trip is eligible for participating. However, the final member roster for the trip is subject to approval by the executive. 7.1.2. Members must confirm their participation on this trip 45 days in advance of the competition departure date. 7.1.3. All team members attending competition must have a valid passport. 7.1.4. All team members must have health insurance for international travel. 7.1.5. All participants must meet competition requirements. 7.2. Attending member fees: 7.2.1. Will be calculated based upon the expected cost of the trip and the number of people participating. This per member fee will cover the expected portion of the cost for that member. A minimum fee of $200 will be imposed for each member.
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THE SOCIETY OF AUTOMOTIVE ENGINEERS ®
UNIVERSITY OF SASKATCHEWAN FORMULA SAE CHARTER & GENERAL INFORMATION
8. Team and Executive Meetings 8.1. Executive Meetings •
Executive meetings shall be closed door.
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Regularly scheduled as to best coincide with design team meetings.
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All executive members must be present unless good reason is presented prior to the meeting.
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Executive meetings shall be used to coordinate events, decide driving rosters and determine if repairs are to be done to non-competition cars.
8.2. Technical Meetings •
These meetings include the Technical Director and all Team Leaders
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Meetings must be regularly scheduled
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The intent of these meetings is to ensure that all groups have an open forum for communication
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All design decisions will be made.
8.3. Design Team Meetings •
These meetings include the Team Leaders and group members
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Meetings must be regularly scheduled
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The intent of these meetings is to ensure that all groups have an open forum for communication
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UNIVERSITY OF SASKATCHEWAN FORMULA SAE CHARTER & GENERAL INFORMATION
9. Amendments to the Charter •
Amendment meetings are scheduled for the first weeks in November and April. If there are no suggested amendments then this meeting is not necessary.
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Amendments cannot be held more than once per term.
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A quorum of one half of team members must be present for a vote to go forth.
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A vote must be held whereby a two-thirds majority of voting members present must be in favour of the motion.
Current President:
Past President:
Mason Ledinski
Chad Michel
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