THE EXECUTIVE ORIENTATIONS 2013Presented 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 (vpexternal@ams.ubc.ca)

• 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, ChairAdam Melhem, Vice-ChairAlishia Adams, Clubs AdminstratorKathleen Handfield, Art Gallery

Commissioner Jeffery Smith, Building and Facilities

CommissionerNicola Simpson, Fincom Vice-ChairTwo Council RepsTwo Members-at-large

SAC RESPONSIBILITIESOversees 350 plus AMS SubsidiariesManages the operations of the SUBAssist prospective clubsAllocate space in the SUB (lockers

and offices)Organizes Clubs Days, and other

club related events.Manage the AMS Art Gallery, and

MORE!

SAC WEBSITEhttp://www.ams.ubc.ca/governance/student-admin-commission

FINANCE COMMISSION (FinCom) Members of FinCom:

Joaquin Acevedo, VP Finance, (Chair)Vice-Chair, Finance Commission

FinCom ResponsibilitiesOversees 350 plus AMS SubsidiariesReview budgetsMonitor club and constituency

accountsConduct Treasurers OrientationsProvide funding for students and

clubs (i.e. grants, loans, etc)Coordinate waiver formsAnd MORE!

FINCOM WEBSITEhttp://www.ams.ubc.ca/governance/finance-commission/

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• Space in and immediately

around the SUBAMS

• Athletic facilities & fieldsUBC Rec

• Academic buildings• Non-athletic outdoor space

UBC Scheduling

Services• Student-owned space outside

the SUB (e.g. Ladha, MASS, etc)

Constituencies (SUS, AUS, EUS, etc)

HOW TO BOOK SPACE IN THE SUB

Email (amsbookings@ams.ubc.ca), call (604-822-3966), 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 RepresentativeRequires Serving It Right and liquor event

training from AMS SecurityCan be completed by anyone

Will also hold SOL, must be present and sober at eventSubmit ≥14 days before event

If event is elsewhere on campus, approval letter provided by UBC Scheduling ServicesSubmit ≥20 days before event

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

SPECIAL OCCASION LICENSES (SOLS)

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. 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.)

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 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/finance-commission/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. 

CONTRACTSWhy 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 fincomvc@ams.ubc.ca.

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 HandbookFill out the Treasurer’s Authorization Form

and Treasurer’s TestSubmit paperwork to Joanne in SUB 238AEmail the Financial Orientations

Coordinator to schedule a orientation session; finorientations@ams.ubc.ca

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:

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!