THE EXECUTIVE ORIENTATIONS 2013

1. THE EXECUTIVE ORIENTATIONS 2013 Presented by: The Student Administrative Commission The Finance Commission

2. THANK YOU ALL FOR ATTENDING

3. 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

4. IF YOU DO NOT FOLLOW GUIDELINES No budget for three months starting September 1st, 2013 :(

5. INTRODUCTIONS

6. ONLINE TEST!!!

7. SAC AND FINCOM

8. 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

9. SAC RESPONSIBILITIES 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!

10. SAC WEBSITE http://www.ams.ubc.ca/governance/student-admin-commission

11. FINANCE COMMISSION (FinCom) • Members of FinCom: • Joaquin Acevedo, VP Finance, (Chair) • Vice-Chair, Finance Commission

12. FinCom Responsibilities 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!

13. FINCOM WEBSITE http://www.ams.ubc.ca/governance/finance-commission/

14. AMS CLUBS ONLINE SYSTEM

15. 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

21. 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

22. HOW TO BOOK SPACE IN THE SUB

23. Who has jurisdiction over what space on campus

24. 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

25. 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

26. 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

27. 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

28. 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

29. 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

30. 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

31. 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

32. 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

33. OFFICE AND LOCKER ALLOCATIONS

34. 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.

35. 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.

36. 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.

37. 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

38. WAIVERS

39. 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.

42. CONTRACTS

43. 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

44. 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)

45. 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. 

46. CONTRACTS Why are contracts not signed by the club executives? TO PROTECT YOU!

47. COMPLETING AN AMS BUDGET

48. 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.

49. CONSTITUTIONS

50. 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