The Student Administrative Commission and the Finance Commission

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THE EXECUTIVE
ORIENTATIONS 2013
Presented by:
The Student Administrative Commission
The Finance Commission
THANK YOU ALL
FOR ATTENDING
PROVINCIAL ELECTIONS
•
•
•
From April 14th to May 13, BC elections
has tighter restrictions on our
communication
Any elections-related messaging HAS to
CC the VP external ([email protected])
Budget spent on voting or issue
promoting must be reported to SAC
IF YOU DO NOT
FOLLOW GUIDELINES
No budget for three months
starting September 1st, 2013 :(
INTRODUCTIONS
ONLINE TEST!!!
SAC AND FINCOM
STUDENT ADMINISTRATIVE
COMMISSION (SAC)

Members of SAC:
 Derek Moore, VP Administration, Chair
 Adam Melhem, Vice-Chair
 Alishia Adams, Clubs Adminstrator
 Kathleen Handfield, Art Gallery
Commissioner
 Jeffery Smith, Building and Facilities
Commissioner
 Nicola Simpson, Fincom Vice-Chair
 Two Council Reps
 Two Members-at-large
SAC RESPONSIBILITIES

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
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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/studen
t-admin-commission
FINANCE COMMISSION (FinCom)

Members of FinCom:


Joaquin Acevedo, 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/governance/financecommission/
AMS CLUBS
ONLINE SYSTEM
AMS ONLINE / SHAREPOINT
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

Online event ticket sales service for clubs and
constituencies





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
HOW TO BOOK
SPACE IN THE SUB
WHO HAS JURISDICTION OVER
WHAT SPACE ON CAMPUS
AMS
• Space in and immediately
around the SUB
UBC Rec
• 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 ([email protected]), 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


Concourse space & north entrance


Many restrictions, limited availability
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
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

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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

OFFICE AND LOCKER
ALLOCATIONS
OFFICE AND LOCKER SPACE

The 13/14 Office and Locker applications were distributed
March 18th and are due by April 5th 2013.

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Late applications will not be considered.
Problems with your allocation?
 Please email the Club Administrator.
 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 and we will do our best to give
each applicant the space they need.
OFFICE AND LOCKER SPACE


Attention to Clubs that want to keep their current lockers or offices:
 REMEMBER TO RE-APPLY!!!
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.


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.

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.)

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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

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Deadline to submit General Membership Waiver forms:
October 11th, 2013 @ 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 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, 2012
 All budgets must be submitted via email to:
Nicola Simpson, Vice-Chair, Finance Commission
at [email protected]

CONSTITUTIONS
UPDATING CONSTITUTIONS

Check to see if you have a club constitution
with SAC (make copy)

Prepare a General Meeting (GM)


Submit to SAC: 1) Amended constitution, 2)
Signed minutes from the meeting, and 3)
Attendance sheet
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 the Financial Orientations Coordinator
to schedule a orientation session;
[email protected]

NB: treasurers will only be able to access the
account once they have attended a session.
CLUBS DAYS
CLUBS DAYS 2013
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:


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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
GOOD LUCK!
The end!
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