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Committees

Committees

We’re throwing a lot of information at you, but you’re students, you can handle it. Committees are created and overseen by Council, and when it comes to running things, they’re the ones behind the scenes getting things done.

AMS standing committees

The AMS has seven standing committees, that work on the nitty-gritty of policies and procedures. Many of them include spots for students at large; so you don’t have to be a member of AMS Student Council to serve.

Advocacy Committee: Works with the VP External and the VP Academic & University Affairs to develop policies and advocacy strategies in dealing with government and the University.

Finance Committee: Works on the AMS budget and is in charge of several funds.  Also oversees subcommittees on IT, sustainability projects, and student research (impact grants).

Operations Committee: Oversees student clubs and the Nest.

Student Life Committee: Involved in promoting student spirit through the Blue & Gold Society, a first year subcommittee, and the Grad Class Subcommittee.

Governance Committee: Reviews the AMS Code and Bylaws.

HR Committee: Interviews candidates for Elections Administrator, Ombudsperson, and Speaker of Council.

Steering Committee: Made up of members of the other committees, it looks at long-range plans and goals.

Ad Hoc Committees

There are also some ad hoc committees, created by the AMS for time-limited projects. Currently, there are three of these:

Fermentation Lab Committee: Looking into the logistics of bringing a microbrewery to campus.

SHAPE (the Sale of Hatch Art Planning & Execution committee): Looking into selling some pieces from the AMS Art Collection.

Subcommittees & Working Groups

Sustainability Committee: Provide oversight over the AMS’s progress in reaching operational targets and goals laid out in the Student Driven Sustainability Strategy.

Impact Grant Working Group: Provide oversight to The AMS Impact Grant; an initiative that provides funding and support to UBC students interested in conducting scholarly research to build knowledge and understanding of post-secondary matters affecting UBC Vancouver’s community. 

Executive Committee & Advisory Board

The AMS also has an Executive Committee and an Advisory Board, and appoints members to various external committees and boards, such as:

The Health & Dental Plan Committee, which oversees the joint AMS/GSS health and dental plan.

CiTR, the campus radio station.

SLFS (the Student Legal Fund Society), which takes on student-related legal cases.

Advocacy Committee

Terms of Reference

The Advocacy Committee shall be composed of:

  • the Vice-President Academic and University Affairs;
  • the Vice-President External Affairs;
  • four (4) non-Executive Council members; and
  • one (1) Student at Large.

The Advocacy Committee shall:

  • assist the Vice-President Academic and University Affairs and the Vice-President External Affairs in advocating to the University, the various levels of government, and other external organizations on behalf of the Society’s Active Members;
  • advocate for equity for the Society’s Active Members;
  • propose annual goals for itself to the Steering Committee and be responsible for completing those goals; and
  • have such other duties as are outlined in the Bylaws or the Code or assigned by Council from time to time.

The Advocacy Committee meets biweekly, on Tuesdays from 2:00 to 3:30 pm in NEST Room 3511. Contact advocomchair@ams.ubc.ca for more information on Advocacy Committee meetings.

reports

Meeting Agendas

Meeting Minutes

2020

2019

2019 Minutes (Full Year)

2018 Minutes (Full Year)

2017 Minutes (Full Year)

2016 Minutes (Full Year)

Finance Committee

Terms of Reference

The Finance Committee shall be composed of:

  • the Vice-President Finance;
  • one (1) member of the Executive chosen by the Executive;
  • three (3) Council members;
  • two (2) students at large;
  • the Managing Director, who shall be non-voting; and
  • the Associate Vice-President Finance, who shall be non-voting.

The Finance Committee shall provide oversight and accountability for the finances of the entire Society and advise the Vice-President Finance and the Managing Director on business and financial matters.

Without limiting the generality of paragraph 2 above, the Finance Committee shall:

  • approve and prepare the preliminary and final budgets for the Society, in accordance with Section IX B;
  • monitor the Society’s financial activities;
  • administer the Society’s funds,
  • exercise stewardship over the Society’s investment policy;
  • approve and make any necessary changes to the Club and Constituency Finance Policy Guide, including the Club and Constituency Credit Card Policy;
  • oversee the Society’s IT policies;
  • submit quarterly reports to Council in August, November, February, and May, in accordance with the following provisions:

(i)         the reports shall be compiled by the Vice-President Finance and the Managing Director and approved by the Committee before going to Council;

(ii)        the reports shall state the Society’s actual expenditures, which shall include line item spending actuals by department to date;

(iii)       the reports shall state the Society’s business contributions by business outlet;

(iv)       the February report shall include a reforecast of the Society’s budget;

(v)        the May report shall include an extension to reflect year-end and the audit timeline;

  • make recommendations about dealing with deficits, surpluses, and unallocated revenue from donors and sponsors, in accordance with Section IX B, Articles 4 and 5;
  • have the power to approve short-term loans to Constituencies and Clubs;
  • carry out such duties concerning the Society’s Funds as are given to it in Section IX B of the Code;
  • monitor the accounts of Constituencies and Clubs;
  • ensure compliance with the Code’s Fiscal Procedures by all individuals and organizations within the Society;
  • review short-term performance of the Society’s businesses and suggest improvements to the Vice-President Finance;
  • assist the Vice-President Finance in ensuring the financial health of the Society;
  • propose annual goals for itself to the Steering Committee and be responsible for completing those goals; and
  • have such other duties as are as are outlined in the Bylaws or the Code or assigned by Council from time to time.

Contact vpfinance@ams.ubc.ca for information on Finance Committee meetings.

Reports

Meeting Minutes

2020

2019

2019 Minutes (Full Year)

2018 Minutes (Full Year)

2017 Minutes (September-November)

Operations Committee

Terms of Reference

The Operations Committee shall be composed of:

  • the Vice-President Administration;
  • four (4) non-Executive Council members; and
  • two (2) Students at Large.

The Operations Committee shall:

  • oversee the management and infrastructure of all facilities operated by the Society;
  • oversee the management and policy of bookings, space allocation, and security in the AMS Student Nest;
  • establish regulations for clubs and other recognized student organizations and publish such regulations in the Operations Committee Policy Handbook;
  • ensure the Society is meeting its sustainability goals and recommend any action necessary to meet those goals;
  • work to make the Society more equitable in its operations;
  • ensure the regulation of the Society’s art collection;
  • consider necessary or desirable renovations to the AMS Student Nest and any other Society buildings, as well as other capital projects, present options and recommendations about such renovations and projects to Council, and verify that all such renovations and projects have been completed satisfactorily;
  • propose annual goals for itself to the Steering Committee and be responsible for completing those goals; and
  • have such other duties as are outlined in the Bylaws or the Code or assigned by Council from time to time.
  • Operations Committee Policy Manual

Contact vpadmin@ams.ubc.ca for information on Operations Committee meetings.

Reports

Meeting Agendas

Meeting Minutes

2020

2019

2019 Minutes (Full Year)

2018 Minutes (Full Year) 

2017 Minutes (Full Year)

Student Life Committee

Terms of Reference

The Student Life Committee shall be composed of:

  • the President;
  • the Vice-President Administration;
  • four (4) non-Executive Council members;
  • one (1) Student at Large; and
  • the Student Services Manager, who shall be non-voting.

The Student Life Committee shall:

  • develop and implement an annual student engagement strategy;
  • provide input on projects brought forward by the Student Services Manager, the Events Manager, and the Communications Manager;
  • ensure that the Society is properly supporting its Clubs and Services;
  • propose annual goals for itself to the Steering Committee and be responsible for completing those goals; and
  • have such other duties as are outlined in the Bylaws or the Code or assigned by Council from time to time.

Contact slcom@ams.ubc.ca for information on Student Life Committee meetings.

REports

Meeting agendas

2020

Link to Meeting: https://zoom.us/j/98238797043?pwd=YkpmUTZMcjFhNlNicDJBdHcvRFJHZz09

Link to Meeting: https://us02web.zoom.us/j/85969688226?pwd=SWRteEhBV1g2YVhoUXJRUFA5eEM2UT09

2019

2018

Meeting Minutes

2020

2019

2018

2017

2015

Governance Committee

Terms of Reference

The Governance Committee shall be composed of:

  • one (1) member of the Executive chosen by the Executive;
  • five (5) non-Executive Council members; and
  • one (1) Student at Large.

The Governance Committee shall:

  • take stewardship of the Code and Bylaws of the Society;
  • work on periodic governance reviews of the Society;
  • propose annual goals for itself to the Steering Committee and be responsible for completing those goals; and
  • have such other duties as are outlined in the Bylaws or the Code or assigned by Council from time to time.

The Governance Committee meets weekly on Mondays from 12:00 pm – 1:00 pm in NEST Room 3511. Contact govcomchair@ams.ubc.ca for more information on Governance Committee meetings.

Reports

Meeting Agendas

Link to meeting: https://zoom.us/j/91681615917

Meeting Minutes

2020

2019

2019 Minutes (Full Year)

2018 Minutes (Full Year)

2017 Minutes (Full Year)

Indigenous Committee

Purpose and Mandate

Our purpose is to establish an Indigenous student governance system on the UBC Vancouver campus and to integrate Indigenous forms of knowledge and practice into the Alma Mater Society (AMS). The formation of the Indigenous Committee has been tenuous, and our mandate is to work with the AMS, rather than have the AMS and, by extension, UBC do work on our behalf. Our voices, our knowledge and our representation are essential to the true nature of Reconciliation as an action, an action that we are accountable to, as well as all citizens of this land.

The Indigenous Committee is the responsible party for maintaining, budgeting and disbursing funds from the Indigenous Students Fund, which is to be renewed at the end of every September in perpetuity until otherwise declared by the UBC Vancouver student population through a referendum.

Land Acknowledgement

The work and practices of the Indigenous Committee will be done on the stolen lands of the xʷməθkʷəy̓əm (Musqueam) people who have been a part of these sacred lands for millenia. We, along with the University of British Columbia staff and faculty and its ~57,000 students, are all guests on this campus, and the larger territory that borders the Squamish and the Tsleil-Waututh nations. As guests, it is our responsibility to recognize this land as stolen and sacred, and we must all do our best to honour our hosts as uninvited visitors. We have begun our relationship with Musqueam First Nation and we intend to continue to build on these relations to honour and respect them, as the original stewards of this land.

Who we are

Indigenous students of the UBC Vancouver campus whose traditional lands fall within the colonially constructed borders of Canada and the United States of America (we recognize that borders are arbitrary and that many Indigenous nations do not recognize these borders, though they may be constricted by them). Our committee is composed of current Indigenous students who pay regular student fees to the AMS on the UBC Vancouver campus. Indigenous Committee members will consist of Indigenous students who attend regular meetings and participate in Indigenous Committee activities. The Indigenous Committee Executive will be appointed by the members of the Indigenous Committee at the beginning of each academic year in September. The Executive will hold their positions for an entire calendar year. In the event that someone can no longer fulfill their role, the Indigenous Committee will appoint another member to fill that role until the next appointment in early September.

The Indigenous Committee Executive shall be composed of:

  • Chairs(s)
    • Creates the agenda;
    • Chairs meetings
    • Oversees assigned roles, manages member and executive tasks;
    • Manages communication with the AMS and its members.
  • Vice President
    • Backup meeting Chair when the President(s) are unable to attend;
    • Manage Indigenous Committee historical and current documents 
  •  Treasurer(s)
    • Attends trainings with AMS Finances;
    • Keeps bookkeeping records of the Indigenous Students Fund budget for each line item;
    • Manages receipts for reimbursement
    • Provide regular updates to the Indigenous Committee regarding finances;
    • Create quarterly finance reports for the AMS.
  • Social Media Representative
    • Manages social media accounts and posts regular updates including meeting dates and other pertinent events;
    • Social media accounts at present are Facebook and Instagram.
  • Key Holder
    • Responsible for holding a key for the locked cabinet in room 2131;
    • Provide regular access to the cabinet for all members.

The indigenous committee shall

  • Assert Indigenous knowledge, presence and practices into the AMS (Alma Mater Society) and;
  • Ensure Indigenous peoples are represented at UBC Vancouver through all levels of governance and student relations through various means;
  • Adhere to local traditions while recognizing and respecting our individual cultural beliefs and practices;
  • Advocate for Indigenous student representation within the AMS and the UBC Vancouver campus;
  • Ensure that the Indigenous Committee provides a space for Indigenous students on the UBC Vancouver campus to participate in meetings and events;
  • Safeguard room 2131, prioritizing it for Indigenous students and Committee guests;
  • Provide support for issues arising in room 2131;
  • Hold Indigenous Committee meetings bi-weekly from September-April and on an as-needed basis in the summer months.

Indigenous student fund

The Indigenous Committee manages, maintains and disburses funds from the Indigenous Students Fund;

  • In collaboration with the AMS Finance Team who will provide support and training;
  • By way of 2 Indigenous Committee-appointed Indigenous student treasurers;
  • Responsible for submitting quarterly reports to the AMS;
  • Adhere to the intent of the Terms of Reference for the Indigenous Students Fund;
  • All disbursements will be approved by the Indigenous Committee at bi-weekly meetings.

Terms of Reference for the Indigenous Students Fund as per budget line items

  • Pow Wow
    • This item is intended for use of a large-scale event to be produced by the Indigenous Committee in concert with other departments on campus, as the Indigenous Committee sees fit.
  • Indigenous Clubs
    • This item is intended for Indigenous students to access funds to begin their own clubs and to sustain their club activities as they see fit; Each club should keep a detailed report of how funds are being used so that the Indigenous Committee can have a record of the usage of funds for future reference.
  • Conference Sponsorship
    • This item is intended for Indigenous students to apply for sponsorship to attend conferences, summits or other special training pertaining to their education. Funding can be applied to application fees, airfare, hotels, or other travel to the event itself.
  • Indigenous Committee
    • This is the operating cost of the Indigenous Committee for meetings and team-building events.
  • Indigenous Student Lounge, Room 2131 in the Nest
    • This item is intended for the purchase of items for the room and students who use the room; Including, but not limited to, furniture, organizational items, snack items for students.
  • Marketing
    • This item is intended for the promotion and advertising of Indigenous Committee events such as the annual large-scale event, business cards, stickers, banners, etc.
  • Gifts and Honorariums
    • The item is intended for honorariums in the form of gifts or cash items for Elders and respected individuals who assist the Indigenous Committee in some form.
  • Arts Event
    • This item is intended for an event or series of events that promote Indigenous culture, knowledge systems, cultural performers, artists, speakers, etc. for the betterment of Indigenous relation with all other students on the UBC Vancouver campus.
  • Contingency
    • This item is intended for a provision for an unforeseen event or circumstance whereby funds are needed on an emergency basis.

Indigenous Student Engagement Facilitator (AMS President Team)

The Indigenous Committee will Ensure that the AMS position of the Indigenous Student Engagement Facilitator is held for an Indigenous student, and the Committee will work with the AMS to develop job duties to include;

  • Providing administrative support for the Indigenous Committee;
  • Attends Indigenous Committee meetings regularly;
  • Maintains a direct line of communication with the Indigenous Committee including Indigenous issues and initiatives that the AMS is working on and/or overseeing any other relevant campus activities;
  • Liaise with Indigenous bodies on campus to facilitate communication, networking and collaboration for the Indigenous Committee and its projects.

Annual Goals

The annuals goals of the Indigenous Committee are;

  • Planning at least one Indigenous focused event on the UBC Vancouver campus;
  • Host ongoing activities in room 2131 to enhance Indigenous student engagement in the Nest;
  • Providing financial support for Indigenous student clubs with the Indigenous Students Fund through an application process;
  • Providing financial support for Indigenous students’ professional development with the Indigenous Students Fund through an application process.

Contact: indigenouscommittee@ams.ubc.ca for information regarding Indigenous Committee meetings.

Meeting minutes:

August 2020 IC Meeting Minutes

June 2020 IC Meeting Minutes

Open Letters:

Open Letter Regarding Tokenization and Emotional Labour

HR Committee

Terms of Reference

The Human Resources Committee shall be composed of:

  • the President;
  • five (5) non-Executive Council members;
  • one (1) Student at Large; and
  • the Ombudsperson, who shall be non-voting.

The Human Resources Senior Manager shall be invited to all meetings of the Committee.

The Human Resources Committee shall:

  • assist the Human Resources Senior Manager in creating and enforcing the Society’s standards on employment;
  • ensure the equitable treatment of the Society’s employees;
  • review the activities of the Ombudsperson thrice yearly;
  • following processing by the Society’s Human Resources Department recommend candidates to Council for the positions of Ombudsperson, Speaker of Council, Elections Administrator, other positions on the Elections Committee, and members of the Advisory Board;
  • in consultation with the Finance Committee make recommendations to Council concerning financial compensation and benefits for appointed positions in the Society;
  • make recommendations to Council concerning terms of employment for newly created appointed positions in accordance with Section IX C, Article 2(9);
  • decide on proposed changes to the terms of appointment for appointees or make recommendations to Council concerning such changes in accordance with Section IX C, Article 2(9);
  • take part in the appointment process for members of the Advisory Board in accordance with Code Section VII, Article 3 and in consultation with the Finance Committee review the fee level and the contract terms for members of the Advisory Board in accordance with Section VII, Article 5;
  • in consultation with the Finance Committee review the remuneration of the members of the Executive and recommend changes in that remuneration to Council;
  • propose annual goals for itself to the Steering Committee and be responsible for completing those goals; and
  • have such other duties as are outlined in the Bylaws or the Code or assigned by Council from time to time.

The HR Committee meets monthly at the NEST Room 3511. Contact hcom@ams.ubc.ca for more information on HR Committee meetings.

reports

meeting agendas

Link to Meeting: https://zoom.us/j/96075074433?pwd=QVlFSGIvYjFMZnlFbmFNb25JMUpHZz09

Meeting Minutes

2020

2019

2019 Minutes (Full Year)

2018 Minutes (Full Year)

Steering Committee

Terms of Reference

The Steering Committee shall be composed of:

  • the President;
  • the Vice-President Finance;
  • the Chair of each Standing Committee or their designate, with the exception of the Steering Committee;
  • one (1) Student at Large; and
  • the Student Services Manager, who shall be non-voting.

The Steering Committee shall:

  • coordinate the long-term and/or high-level plans of the Society and the Standing Committees;
  • conduct regular reviews to ensure that all Committees are making progress on their approved goals;
  • provide regular updates to Council on the annual goals of the Committees; and
  • have such other duties as are outlined in the Bylaws or the Code or assigned by Council from time to time.

Contact president@ams.ubc.ca for more information on Steering Committee meetings.

reports

Meeting Minutes

2020

2019

2018

Fermentation Lab Committee

Terms of Reference

The Fermentation Lab Committee shall be composed of:

  • Three (3) members of AMS Council, as appointed by AMS Council;
  • One of the members appointed by AMS Council shall serve as chair;
  • One AMS executive, as designated by the Executive Committee (non-voting member);
  • The Designer (non-voting member); and
  • Other AMS staff shall attend at the invitation of the Chair.

The Fermentation Lab Committee shall:

  • Explore options for the AMS Brewery on campus in accordance with the referendum of January 2014, including proposals on academic integration, sustainability targets and commercial operations.

reports

meeting agendas

Meeting Minutes

SHAPE Committee

Terms of Reference

The SHAPE Committee shall be composed of:

  • President, who shall serve as chair;
  • One additional AMS Executive, appointed by the Executive Committee;
  • Three AMS Councilors;
  • Two Students at Large;
  • The Managing Director, who shall be non-voting;
  • The Art Gallery Manager, who shall be non-voting; and
  • A member of the Visual Arts Student Association, who shall be non-voting.

The Steering Committee shall:

  • Plan and execute the sale of up to four (4) pieces of art from the AMS Art Gallery, as outlined in the
    March 2017 referendum. This could include selling options, re-appraisal, and repairs for the
    works that are to be sold.

Contact president@ams.ubc.ca for more information on SHAPE Committee meetings.

reports