THE EXECUTIVE ORIENTATIONS 2014

Presented By:

• 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 all-encompassing 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:• 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

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

FINANCE COMMISSION (FinCom)

• Members of FinCom:

• Mateusz Miadlikowski, VP Finance, (Chair)• Vice Chair, Finance Commission

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!

FINCOM WEBSITEhttp://www.ams.ubc.ca/fincom

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

SQUARE Credit card service for clubs

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

• 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 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

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)

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

• The 13/14 Office and Locker applications will be distributed April 23 2014 and are due back May 15 2014 at 11:59 PM– 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

• 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 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/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 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

• Check your last updated club constitution with SAC (email sacadmin@ams.ubc.ca)

• 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 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.

YOUR CLUB

Local organization

s

Communities outside UBC

Businesses

International organization

s

Get the conversation startedcommunity.engagement@ubc.ca

(604) 822-1700 (ask for Katie or Mali)

GOOD LUCK!The end!