THE EXECUTIVE
ORIENTATIONS 2014
Presented By:
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The Student Administrative Commission
The Finance Commission
AMS Bookings
UBC Scheduling Services
SO HOW DOES ONE RUN A
SUCCESSFUL CLUB?
All of the Questions
• How do I get my executive team to bond?
• How can we plan super successful
events?
• What's the best way to hire coordinators
for our team?
• What can I do to make sure this club will
keep doing all of the cool things we did
after I graduate?
• Etc. etc. etc.
We want to know
• You will receive a survey immediately
following this orientation, please fill it out
so that SAC can put together an allencompassing guide for everything from
transitions to running events to member
recruitment!
• Please note, forgetting to fill out the survey
will result in terrible terrible happenings.
UBC Events
What is UBCevents?
• A campus-wide events calendar
• How it works: Registered event providers
have the ability to post their events
What can we do for you?
• Spotlight your event
• Tweet about it to our 2500 followers
• Film a This Week at UBC video – on
average, 350 views/ week
• Blog about your event
• Feature it on the digital signage (subject
to approval)
How to contact us?
• Anna or Ekat : info.events@ubc.ca
• Jamil Rhajiak: jamil.rhajiak@ubc.ca
• Visit us at www.events.ubc.ca!
• To register for a calendar:
http://www.events.ubc.ca/register/
SAC AND FINCOM
STUDENT ADMINISTRATIVE
COMMISSION (SAC)
• Members of SAC:
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Ava Nasiri, VP Administration, Chair
Nina Scott, Vice-Chair
Philip He, Clubs Administrator
Josh Bokor, Art Gallery Commissioner
Jeffery Smith, Building and Facilities
Commissioner
• Vice Chair, Finance Commission
• Two Council Reps
• Two Members-at-large
SAC RESPONSIBILITIES
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Oversees 350 plus AMS Subsidiaries
Manages the operations of the SUB
Assist prospective clubs
Allocate space in the SUB (lockers and
offices)
• Organizes Clubs Days, and other club related
events.
• Manage the AMS Art Gallery, and MORE!
SAC WEBSITE
http://www.ams.ubc.ca/governance/studentadmin-commission
FINANCE COMMISSION (FinCom)
• Members of FinCom:
• Mateusz Miadlikowski, VP Finance, (Chair)
• Vice Chair, Finance Commission
FinCom Responsibilities
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Oversees 350 plus AMS Subsidiaries
Review budgets
Monitor club and constituency accounts
Conduct Treasurers Orientations
Provide funding for students and clubs (i.e.
grants, loans, etc)
• Coordinate waiver forms
• And MORE!
FINCOM WEBSITE
http://www.ams.ubc.ca/fincom
AMS CLUBS ONLINE
SYSTEM
AMS ONLINE / SHAREPOINT
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Online Account / Budget access
• Shows dates, names, and amounts for each
transaction, either debit or credit
http://sharepoint.ams.ubc.ca
Sharepoint holds sensitive private information
and thus keep the password safe.
• Treasurer and President are the only ones
allowed access to Sharepoint
Please allow up to 5 business days for a
transaction to appear on Sharepoint
REZGO
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Online event ticket sales service for clubs and
constituencies
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Attendee’s can purchase a ticket to the event with
credit card or RSVP a spot with a guarantee to pay by
cash / cheque
Rezgo takes 5% + $0.25 per transaction
Each account gets their own website to advertise events
 http://XXXXX.rezgo.com
Since the money is automatically deposited into the
account specified for each event, it is crucial to setup
the account correctly.
Remember, Rezgo accounts can be made at any
time and it is not mandatory for clubs to setup
SQUARE
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Credit card service for clubs
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Clubs can accept credit card payments (Visa, MC,
Amex) in person using an iPhone or Android device.
Square takes 2.75% for each swiped transaction
Since the money is automatically deposited into the
account specified for each event, it is crucial to setup
the account correctly.
Remember, Square accounts can be made at any
time and it is not mandatory for clubs to setup
HOW TO BOOK
SPACE IN THE SUB
Who has jurisdiction over what
space on campus
AMS
UBC Rec
• Space in and immediately
around the SUB
• Athletic facilities & fields
UBC Scheduling • Academic buildings
Services
• Non-athletic outdoor space
Constituencies
(SUS, AUS,
EUS, etc)
• Student-owned space outside
the SUB (e.g. Ladha, MASS, etc)
How to book space in the SUB
• Email (amsbookings@ams.ubc.ca), call (604-8223966), or in person (SUB 230A)
• Can be booked by club presidents, treasurers, or
any designated booking representative
• Free for clubs, if
– majority of attendees will be UBC students
– no non-AMS groups will be present
• Requires at least one business day notice
– e.g. notify by 4pm on Friday for any booking Saturday
through Monday
– More notice is better
• No room use without booking
• SUB open 7am-12am every day
What can be booked in the SUB
• Rooms in the SUB
– None have projectors installed
• Norm Theatre
– Fee for use of FilmSoc’s projector or surround sound
– Tuesday through Sunday from 5pm-12am is reserved for
FilmSoc screenings while winter semester classes in
session (some exceptions)
• Art Gallery
– Many restrictions, limited availability
• Concourse space & north entrance
– Tables for self-promotion, fundraising, etc
• Equipment
– Some AV, rolling whiteboards, beer bars, etc
– No equipment leaves the SUB
Set up in booked space
• Clubs responsible for all set up of tables & chairs
• Chairs and folding tables can be taken from any
unoccupied room (including the servery)
• For concourse space & north entrance, also
responsible for returning table and chairs
– Storage for concourse tables & chairs between
Outpost and Art Gallery
• House staff can facilitate (more intricate) set ups
– Skirted tables, drape backwalls on concourse, etc
– Labour and rental rates apply
• Responsible for any clean up
– Clubs will be charged if it’s extensive
Regulations
• Any liquor consumption requires Special
Occasion License
• Any food served to non-club members
requires temporary food service permit from
Vancouver Coastal Health
– excludes whole fruit, non-perishable,
commercially pre-packaged products, and AMS
Catering
• No booked space can be provided to other
groups (especially external groups)
• Only poster on undesignated bulletin boards
• No soliciting without booked concourse space
Penalties
• Multiple instances of unused bookings
result in fines
• SAC can apply other penalties based on
part of SAC policy broken
– Fines, loss of booking privileges or bookings
• Cancel bookings if won’t be used
– 30 days for a major room, 7 days for other
bookings to avoid penalties
– But, any notice appreciated
Bookings for the subsequent
term
• Single bookings
– Clubs notified how to sign up for booking appointment
– Appointments first come first served
– Make up to 8 bookings
• Block bookings
– Weekly (or bi-weekly) bookings
– Window for requests after which attempt to balance
all equally—most clubs given something ideal
– Opportunity to negotiate and trade if desired
• Bookings during summer no more than 4 weeks in
advance
– Standing requests accepted
How to book space through UBC
Scheduling Services
• Visit UBC Scheduling Services website
and fill online submission form
– Booking representative must be designated in
advance
• Requires at least 48 hours notice
– Processing times increase during peak times
– Requests for outdoor space may require
significantly more processing time, depending
on impact and number of stakeholders
• Free for clubs if during business hours
Special Occasion Licenses
(SOLs)
• If event will have liquor, SOL required unless
event is in a bar or if a caterer holds the
license and will provide the liquor
1) Approval of local government required
– If event is in the SUB, approval letter provided by
AMS Booking Representative
• Requires Serving It Right and liquor event training from
AMS Security
• Can be completed by anyone
– Will also hold SOL, must be present and sober at event
• Submit ≥14 days before event
– If event is elsewhere on campus, approval letter
provided by UBC Scheduling Services
• Submit ≥20 days before event
Special Occasion Licenses
(SOLs)
2) Security plan required
– Provided by AMS Security if in SUB
– Template provided by UBC Scheduling Services if
elsewhere at UBC
• 3) RCMP approval required
– Submit local government approval and security
plan to University RCMP with completed
application (available from BC Liquor Stores or
RCMP)
• Submit ≥14 days before event
• 4) Submit completed application and all forms
to government liquor store manager
WE ARE MOVING TO THE NEW SUB!
• Firstly, it’s going to be awesome
• Secondly, the move plan is well into its
early stages and we will contact you as
designated dates and procedures become
available!
OFFICE AND LOCKER SPACE
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The 13/14 Office and Locker applications will be distributed April 23
2014 and are due back May 15 2014 at 11:59 PM
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Late applications will not be considered.
Problems with your allocation?
– Please email the Clubs Administrator- sacadmin@ams.ubc.ca
– Lack of Space  There are no single occupant offices, all offices are shared
between 2-3 clubs and space must be shared with this in mind an problem
between clubs in an office should be managed by the clubs in question in a
mature fashion.
• Appeal forms will be released after the initial draft of the allocations
is sent out.
• Due to construction of the New SUB there will be fewer spaces
available this year, but we will do our best to give each applicant the
space they need.
OFFICE AND LOCKER SPACE
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Attention to Clubs that want to keep their current lockers or offices:
– REMEMBER TO RE-APPLY!!!
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Returning clubs may NOT PASS ON THE KEY to other members in the club. All keys
and locks are returned to the reception desk during the move out period and new
keys and locks are signed out during the move in period. NO EXCEPTIONS.
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Failure to abide by the key and lock turn over policy will be cause for eviction without appeal.
Locker and Office Tenancy Agreement forms have to be filled out every year by all the
clubs that are using either an office or a locker.
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Failure to fill out the agreement and submit it on time will be cause for eviction without
appeal.
OFFICE AND LOCKER SPACE
• Criteria for allocations:
– ON TIME!!!
– Club Needs (meeting area for office, storage for locker etc.)
– Space Management Record(Past office/locker audit record, etc.)
• Safety Audits are conducted bi-weekly/monthly to help maintain
proper usage of office/locker spaces.
• Disciplinary action will be taken if clubs are found to have
misused/violate tenancy agreement clauses and safety regulations.
• There is limited space so please consider your needs before
applying.
• Departmental Clubs and Constituents are not eligible for an Office or
Locker in the SUB.
POSTERING POLICY
• Shall only be displayed on designated bulletin
boards
• No posters shall be allowed on windows, doors,
walls, ceilings, floors, or the glass covers of
bulletin boards
• Staples and spray paint are strickly prohibited in
the SUB. Tacs may be used but only on
designated bulletin boards
• Poster measurements shall not exceed 30 x 45
cm
• No postering over other posters
• Violations will result of temporary or permanent
suspension of advertising or booking privileges
WAIVERS
WAIVERS
• Deadline to submit General Membership Waiver forms:
October 10th, 2014 @ 4pm to Joanne in SUB 238A .
• If waivers are not submitted by the deadline, your accounts will
be frozen.
• These waiver forms are available in the Treasurer’s Handbook,
which you can download from FINCOM website
http://www.ams.ubc.ca/governance/financecommission/waivers/
• To save your club from printing out tons of individual waiver
forms, there is a section in the Treasurers Handbook where
one side is the terms and conditions of the waiver, and the
other side is a sign-up sheet (membership and agreement).
• Departmental Clubs and Constituencies are exempt from
submitting Membership Waivers.
CONTRACTS
CONTRACTS
• A contract is defined as follows:
A formal writing which contains the agreement of two or more
parties, complete with terms and conditions, and which serves as
a proof of the obligation to commit, or not to commit, an act.
• Contracts are often drawn up between AMS subsidiaries (Clubs
and Constituencies) and: the University of British Columbia;
Hotels and Restaurants; Ski Lodges, etc.
• Note: Any formal writing that legally binds your club to a certain
action, however minor, is considered a contract.
• Note: They do not include day-to-day commercial transactions or
merchandise/food sales
CONTRACTS - PROCEDURES
• Submit three unsigned copies of the contract to
(SUB 238A, glass office) at least 3 weeks prior to the
event
• Once reviewed and signed by the VP Finance and one of
three other AMS signing officers (SAC Vice-Chair, VP
Admin, and VP Academic), two copies are returned to
the club
• The third party then signs the two contracts.
• One of the two is returned to the AMS (to the VP
Finance)
INDEPENDENT CONTRACTOR
• At times, services are provided to the AMS under
arrangements other than regular employee
appointments.
• The AMS may contract for these services with an
independent contractor carrying on business as an
individual or as a company. In this regard, the
AMS provides the AMS Independent Contractor
Agreement 2-09 for use while at the same time
honour its statutory obligations.
• Can be downloaded from the Treasurer's
Handbook.
CONTRACTS
Why are contracts not signed by the club
executives?
TO PROTECT YOU!
COMPLETING AN AMS
BUDGET
BUDGET SUBMISSIONS
• Clubs will be required to submit a budget by May
31st.
• It is very important that clubs submit their
budgets on time. Access to your account will
only be granted once the budget has been
submitted.
• A mandatory budget template will be sent to the
treasurer by May 1st, 2014
• All budgets must be submitted via email to:
Vice-Chair, Finance Commission at
fincomvc@ams.ubc.ca
CONSTITUTIONS
UPDATING CONSTITUTIONS
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Check your last updated club constitution
with SAC (email sacadmin@ams.ubc.ca)
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Prepare a General Meeting (GM)
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Submit to SAC: 1) Amended constitution, 2)
Signed minutes from the meeting, and 3)
Attendance sheet
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SAC will review the amended constitution
and documents. Only until the motion
passes in SAC will the constitution be in
effect
TREASURER’S
ORIENTATIONS
TREASURER’S ORIENTATIONS
• Scheduling a Treasurer’s Orientation
– Read through the Treasurer’s Handbook
– Fill out the Treasurer’s Authorization Form and
Treasurer’s Test
– Submit paperwork to Joanne in SUB 238A
– Email FinCom to schedule a orientation session;
fincomvc@ams.ubc.ca
NB: treasurers will only be able to access the
account once they have attended a session.
CLUBS DAYS
CLUBS DAYS 2014
• Club Days will take place in the third week of
September
• Clubs Days is a time when clubs have the
chance to present their opportunities and
initiatives. Each of the 350 AMS clubs is
allocated a booth in the Student Union
Building.
• The Organization and Logistics of Clubs Days,
including Booth Allocations is done throughout
the summer. Important Information will be sent
out through e-mail. Don’t forget to check!
FUNDS
FinCom FUNDS
• Applications available online at the
Finance Commission website
• There are three Funds:
– Clubs Benefit Fund
• For AMS Clubs only
– Constituency Aid Fund
• For Constituencies only
• Individual students or groups who belong to the
constituency's can only apply for the fund with the
approval of the constituency’s council
– Student Initiatives Fund
• Non-AMS internal groups or individuals
FinCom FUNDS
• All applications must be submitted at
least four (4) weeks before the event
• If you have any questions about other
funds available on campus, a Fund
Manual is currently available on the
FINCOM website
Community Engagement
Does your club have connections beyond UBC
?
The Community Partnership office is looking at how faculty, staff
and students connect beyond UBC as part of conversations
around a community engagement strategic plan.
Get involved: share examples of the work you do, discuss
principles that guide your work, be a part of conversations
around initial documents or just connect.
Local
organization
s
Communities
outside UBC
YOUR
CLUB
Businesses
International
organization
s
Get the conversation started
community.engagement@ubc.ca
(604) 822-1700 (ask for Katie or Mali)
The end!
GOOD LUCK!