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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 Council.

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:

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

New SUB Committee: An old ad hoc committee that oversaw the creation of the Nest and now is overseeing the renovations in the basement of the new UBC Life Building (which will be home to several AMS clubs).

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 Committees & 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.

Aquatic Centre Management Committee, which oversees the University’s aquatic centre.

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.
Meeting Minutes

2018

2017

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.
Meeting Minutes

2018

2017

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

Meeting Agendas
Meeting Minutes

2018

2017

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.
Meeting Minutes

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.
Meeting Agendas
Meeting Minutes

2018

2017

2016

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.
Meeting Minutes

2018

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.

Brewery Committee

Terms of Reference

The New SUB 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 New SUB 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.
Meeting Minutes

New SUB Committee

Terms of reference

The New SUB Committee shall be composed of:

  • The Vice-President Administration, who shall be chair;
  • The President;
  • Two (2) current members of Council, who shall be chosen through an application process;
  • Two (2) students-at-large, who shall be chosen through an application process;
  • Two (2) current members of Council or students-at-large who shall remain on the committee indefinitely, whether or not they remain members of Council or students;
  • The General Manager, who shall be non-voting;
  • The Director of Operations, who shall be non-voting;
  • The Designer, who shall be non-voting;
  • The New SUB Community Engagement Coordinator, who shall be non-voting;
  • The New SUB Sustainability Coordinator, who shall be non-voting; and
  • The Project Manager, who shall be non-voting.

The New SUB Committee shall:

  • To plan and act as a steering committee (receiving direction from Council, reporting to Council and making recommendations to Council) for the New SUB Project for the AMS.
  • To carry out the Student Engagement Process for the New SUB Project.
  • To act as the body that appoints representatives to the various SUB committees.
  • To liaise with other AMS committees and organize collaboration on points of mutual concern.

 

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.