Club Executive Updates

If you are an executive of a constituted AMS club, here are some things you should know to help manage your club!

Current Club ExecutiveTo Do List
Executive Orientations
Clubs Days
Contracts
Single and Block Bookings Line-up Information
Officializing Constitution Amendments with the AMS
Updating your Club Constitution
Not Receiving SAC and FinCom Emails?

Current Club Executive to do list:

1. Check to make sure your constitution has been updated to the June 2008 version:
   • If you have any questions regarding this, contact the SAC vice chair at sacvc@ams.ubc.ca.
2. Complete your Treasurer’s Authorization Form by Sept. 16, 2011:
   • Click here for more details.
3. Complete your Treasurer’s Orientations by Sept. 16, 2011:
   • Subsidiaries that do not have their orientation before then are at risk of having their accounts frozen;
   • Contact the financial orientations coordinator if you have any questions.
4. If you have not already done so, please provide the SAC clubs commissioner with an UPDATED list of your executive members.
5. Your budget should be already submitted- the deadline was at the end of June. If you have not submitted a budget, please contact the Finance Commission at fincomvc@ams.ubc.ca.

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Executive Orientations

Executive orientations are compulsory annual orientations held after the election period that introduces new club executives to the way that SAC and FinCom operate.

They outline the policies and procedures that all clubs need to be aware of to function within the AMS.

Each club must send two executive representatives (the president and the treasurer). Each constituency and/or resource group must send one executive representative to this event (the president).

If the president or treasurer are not able to attend, please make sure you send another executive officer or club member as a proxy.

Attendance to the executive orientations is compulsory and constitutes a prerequisite for the attendance of Clubs Days. If no representatives from your club attend, your club will forfeit all of your Clubs Days privileges.

Executive orientations will take place sometime in March of 2012.

Below are sections of your constitution regarding club elections and eligibility of executive officers:­­­

BYLAW 2: ELECTIONS

2.1 The election of executive officers shall take place during the first two (2) weeks of March.
2.2 Voting shall take place through secret ballot.
2.3 Nominations shall be submitted to the president at least a week before the election meeting. If the president is running for a second term, the VP shall accept nominations.
2.4 The president may accept nominations from the floor.
2.5 The new executive committee shall assume office at the second executive meeting after the election.
2.6 Results of the election shall be submitted to the SAC vice-chair no later than seven (7) days after the election.
2.7 By-elections shall be called by the president to fill vacant executive positions. In the event of the presidency being vacated, the vice-president shall call a by-election.
2.8 The elected president of the club cannot also be the signing officer of the club.

BYLAW 3: ELIGIBILITY OF EXECUTIVE OFFICERS

3.0 Only living, active members of the Alma Mater Society shall be eligible to hold executive offices.
3.1 All executive officers must be registered in at least one class (three (3) credits) during both winter sessions (at least a six (6) credit total).

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Clubs Days

Clubs Days is a time when UBC students get the opportunity to explore over 300 AMS student clubs. This year Clubs Days will be held on Sept. 21 to 23 from 10 a.m. to 5 p.m. The Clubs Days application deadline has passed, but if your club still wants to participate in Clubs Days, contact the SAC vice chair at sacvc@ams.ubc.ca ASAP, and we can see if we can still accommodate your club.

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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.

Members of constituencies, associations, clubs, and commissions, internal signing officers, and Society employees are not authorized to sign any contract on behalf of the Society. If such a non-authorized party signs a contract on behalf of the Society, that party, and not the Society, shall be responsible for the contract.

To enter into a contract the following protocol must be observed:

1. Three unsigned contracts shall be submitted to the executive secretary (SUB 238A) no less than three (3) weeks before the agreement takes effect. Do not put individual names on the contract (your name should not be on the contract at all);
2. The vice-president administration shall ensure that the contract is consistent with the code and bylaws of the Society;
3. The vice-president administration shall submit all administrative contracts to SAC, which shall have the power to approve them by a two-thirds (2/3) resolution;
4. In contracts involving AMS subsidiaries, SAC shall ensure that the organization is in good standing; and
5. Once Council has approved the SAC minutes in which a contract has been approved, then the vice-president finance and any one (1) of the vice-president administration, the vice-president academic and university affairs, and the SAC vice chair shall sign the contract;
6. One copy is kept with the AMS, and two returned to the organization;
7. One of the two copies returned to the organization shall be signed by the third party and resubmitted to the AMS (vice-president finance).

Note: Please ensure that all contracts or binding agreements between our organization and an outside organization have gone through the procedure outlined above or you will be held personally responsible.

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Single and Block Bookings Line-Up Information

Click here for more!

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Officializing Constitution Amendments with the AMS

Updated: Aug. 30, 2011

There is a set procedure to officialize any changes made to a club’s constitution. In order for the amendments to take effect, it needs to be reviewed and passed by SAC. Here is what you need to do:

1. Hold a general meeting – The rules of holding meetings are outlined in the constitution (the most recently updated club constitution template is available online.) You must have quorum (this varies from club to club, so you will have to look it up).
2. At the general meeting – You will need to take attendance and minutes. In these minutes, we need to see a clear outline of the issues brought up regarding the amendments, motions that pass or defeat the amendments, etc. In the attendance, we need a list of the people who attended the meeting with student numbers.
3. Submit documents – To ensure that your documents don’t get lost, make a copy of the documentation before submitting it to the clubs commissioner (mailbox is in SUB 238A). Documentation includes the attendance sheet, minutes, and a copy of the revised constitution.
4. Schedule to present at a SAC meeting – If everything has been received, the clubs commissioner will schedule you in for the next SAC meeting. SAC will then review all the documents. The clubs commissioner will then inform you of SAC’s decision.

Please note that changing the name of your club is also considered an amendment to the constitution, therefore you must follow the procedures outlined above.

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Updating your Club Constitution

All regular clubs (i.e. not departmental clubs) must have already updated their constitution with the new template available for download from the SAC and Clubs section of this web page. If you have not updated your club constitution you will be hearing form us shortly. If you have any questions as to the procedure please refer to the “Officializing Constitutional Amendments” section or contact sacadmin@ams.ubc.ca or sacvc@ams.ubs.ca.

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Not Receiving SAC and FinCom Emails?

Updated: Aug. 30, 2011

If you are the president or treasurer of an AMS club, you should be receiving SAC and FinCom e-mail updates. If you do not receive emails every two weeks or so, there are a couple of reasons why:

• Changing your contact information on the budget-and-exec-list-submission website does not update the mailing list — changes to the mailing list are manually updated;
• Your e-mail account is bouncing back our e-mails (it is suggested not to use a Hotmail account – there is a tendency for inconsistency with Hotmail accounts);
• You are not the president or treasurer of the club;
• The club is not constituted by the Student Administrative Commission, and is therefore not part of the AMS.

To fix this, email the clubs commissioner and inform the commissioner of the changes. Provide the club name, your full name, your position, and e-mail address.

SAC is working hard to make sure that all updates are getting through, which is why frequent updates are being made on the website. If you have any suggestions as to how we can further improve communication between SAC/FinCom and clubs, please contact the SAC vice-chair.

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