Presidents Council and Constituency Caucuses

Home About Us AMS Council & Committees Committees Presidents Council and Constituency Caucuses

Presidents Council

Terms of Reference

There shall be a Presidents Council composed of:

• the Society’s President, who shall be Chair;
• the Presidents of the Society’s Constituencies;
• the Society’s Vice-President Administration, who shall be non-voting; and
• the staff member in the Society President’s office responsible for Constituency Relations and Projects, who shall be non-voting.

For the purposes of this Section of the Code, the term Constituencies shall include the
student associations at the Affiliated Institutions and the Graduate Student Society.

The Council shall designate from its membership a Vice-Chair, who shall have the power to chair meetings in the absence of the Chair and have such other duties as may be assigned by the Chair or the Council from time to time. If both the Chair and the Vice-Chair are unable to attend a meeting, the Council shall elect an acting chair for that meeting

The President shall call meetings of the Presidents Council at least once a term during the
School Year and at the discretion of the Society’s President from May to August.

The President must call a meeting of the Presidents Council within two weeks if any
voting member of the Council requests one.

The rules and procedures for the Presidents Council shall follow those of Standing Committees of Council, as outlined in Section V, Article 1, except that quorum for the Presidents Council shall be the number of members representing at least fifty percent (50%) of the Society’s membership

The President, as Chair of the Council, shall follow the procedures for Committee Chairs, as outlined in Section V, Article 3.

The President shall provide the Council with reports about their work every month

The Presidents Council shall:

• facilitate cooperation between the Constituencies and between the Constituencies and the AMS
• be the forum in which the Constituencies may update each other and the AMS on activities, events, and issues within the Constituencies, including but not limited to departmental clubs, negotiations and advocacy within the University, and potential Constituency referendum campaigns;
• be the forum through which the Executive Committee may communicate with the Constituencies;
• advise on yearly Constituency executive orientation;
• oversee and suggest edits to the Constituency Orientation Guide;
• have the power to pass a Resolution advising any body within the Society, and that body shall be required to respond to the advice given;
• have the power to pass a Resolution to put questions to any body within the Society, and that body shall be required to respond to the questions asked;
• have the power to make recommendations to AMS Council on any issue related to AMS-Constituency relations, including but not limited to Society and Constituency events, Society and Constituency communications, media protocols, websites and social media, publications, orientations, budgets and financing, Constituency accounts, contracts, and Constituency operations.

Meeting Minutes

2025

• 2025 Meeting Minutes

2024

• 2024 Meeting Minutes

2023

• 2023 Meeting Minutes

2022

• January 13, 2022

2021

• December 2, 2021
• October 26, 2021
• September 28, 2021

2020

• November 26, 2020

Vice-President Caucuses

• There shall be Vice-President Caucuses, which shall provide a collaborative and consultative body for discussions amongst Constituency Executives and the AMS Office relevant to their work. Caucuses shall consist of an AMS Vice-President, their student staff, and their Constituency equivalents, alongside any additional invitees relevant to the work conducted by the Caucus as designated by the Chair.
• The President and the staff member in the Society President’s office responsible for Constituency Relations and Projects shall be non-voting members of all Vice-President Caucuses.
• Each member on the committee shall hold a maximum of one vote. In the case of Constituencies who have sent multiple Executive to one committee, only one vote shall be held by each Constituency. A voting Caucus member may proxy their vote at a Committee meeting to any Executive from their Constituency, or a member of their portfolio.
• The Chair of each Caucus shall call meetings of the Caucus at least once a term during the School Year and at the discretion of the Chair from May to August.
  • The Chair must call a meeting of the Caucus within one month if any voting member of the Caucus requests one.
  • Each Caucus shall designate from its membership a Vice-Chair, who shall have the power to chair meetings in the absence of the Chair and have such other duties as may be assigned by the Chair or the Caucus from time to time. If both the Chair and the Vice-Chair are unable to attend a meeting, the Caucus shall elect an acting chair for that meeting
• Each Caucus shall:
  • collaborate and convene on projects, events, initiatives or problems brought to the caucus from other constituency bodies (such as another Caucus or the Presidents Council) and make recommendations and provide feedback if relevant to their scope;
  • provide collaborative support to prepare transition reports for Constituency Executive successors successfully for the role.
• There shall be a Vice-President Academic Caucus composed of:
  • the Society’s Vice-President Academic and University Affairs, who shall be Chair;
  • the Vice-Presidents of Academic Affairs of the Society’s Constituencies;
  • the student staff reporting to the Society’s Vice-President Academic and University Affairs, who shall be non-voting; and
  • other representatives as designated by the Vice-President Academic and University Affairs.
• The Vice-President Academic Caucus shall act as a forum to discuss academic issues and coordinate attempts to improve academic conditions. Its goal is to better facilitate communication among the Constituency Vice-Presidents of Academic Affairs and the Vice-President Academic and University Affairs. It shall advise the Vice-President Academic and University Affairs on faculty or school specific academic issues and shall serve as a forum for the Vice-President Academic and University Affairs to advise the Constituency Vice-Presidents of Academic Affairs on University-wide academic issues.
• The scope of this Caucus includes but is not limited to:
  • compiling a list of academic issues faced by students;
  • discussing potential improvements to the academic experience at the University;
  • discussing and promoting new AMS initiatives relevant to academics; and
  • coordinating academic events across multiple faculties or schools.
• There shall be a Vice-President Finance Caucus composed of:
  • the Society’s Vice-President Finance, who shall be Chair;
  • the Vice-Presidents of Finance of the Society’s Constituencies;
  • the student staff reporting to the Society’s Vice-President Finance, who shall be non-voting; and
  • other representatives as designated by the Vice-President Finance.
• The Vice-President Finance Caucus shall act as a forum to support the AMS VicePresident Finance’s ability to address areas of improvement for day-to-day financial processes, further improvements to financial transparency and accountability processes for the Society’s subsidiary organizations, such as annual budgeting and reporting processes, and work together to create and foster new and ongoing Constituency to Constituency projects which require relevant financial Collaboration. The Vice-President Finance Caucus will aim to advise the office of the AMS Vice-President Finance on financial operational tasks relating to Constituencies and Clubs and/or the impact of Society operations on Constituencies.
• The scope of the Vice-President Finance Caucus includes but is not limited to:
  • providing individual constituencies budgets and financial reports to the AMS Vice-President Finance;
  • bringing financial concerns faced by Constituencies to the attention of the VicePresident Finance in a timely manner;
  • supporting any review and recommendation of changes related to the Society’s financial policies relevant to Constituencies, such as the Credit Card Policy; and
  • acting as a point of contact for consultation for the Society’s Vice-President Finance or the Finance Committee on new initiatives related to financial operations of the Constituencies such as financial systems.
• There shall be a Vice-President Student Life Caucus composed of:
  • the Society’s Vice-President Student Life, who shall be Chair;
  • the Vice-Presidents of Student Life of the Society’s Constituencies;
  • the student staff reporting to the Society’s Vice-President Student Life, who shall be non-voting; and
  • other representatives as designated by the Vice-President Student Life.
• The purpose of the Vice-President Student Life Caucus shall be to coordinate professional, social, and athletic events and efforts between the Society and the Constituencies, and between Constituencies. This Caucus shall be concerned with events within the Society and to the community at large. This committee is responsible for preventing event conflicts whenever possible between the Society and the Constituencies. It shall serve as a forum for the Vice-President Student Life to advise the Constituency Vice-Presidents of Student Life on event planning and execution.
• The scope of this Caucus includes but is not limited to:
  • creating and maintaining a year-long events calendar;
  • encouraging inter-faculty collaboration and competition;
  • informing the Constituency events executives of available funding for events and physical well-being;
  • discussing rules and regulations applied to the Inter-Faculty Cup; and
  • ensuring the distribution of event planning guides and documents between the Constituencies and from the Society to the Constituencies.

Student Life Caucus Minutes

2025

• June 26, 2025
• July 14, 2025
• October 7, 2025