AMS Club Office/Locker Tenancy Agreement 2025-2026
BETWEEN
ALMA MATER SOCIETY OF THE UNIVERSITY OF BRITISH COLUMBIA VANCOUVER, a society duly incorporated under the laws of the Province of British Columbia and having an office at Room 3500, AMS Student Nest, 6133 University Boulevard, University of British Columbia, Vancouver, British Columbia (“AMS”)
AND
(CLUB NAME), a subsidiary of the Alma Mater Society of UBC Vancouver, AMS Student Nest, 6133 University Boulevard, University of British Columbia, Vancouver, British Columbia
Effective Date: This Agreement takes effect upon signing.
Terms and Conditions
1. General Maintenance and Cleanliness
1.1 Offices/Lockers shall be maintained in a safe, clean, and hygienic condition at all times.
1.2 The Club must maintain the Office/Locker in a sanitary state that discourages pests, including: removing garbage and recycling after each use; promptly cleaning spills; and avoiding accumulation of cardboard or soft packaging.
1.2.1 Storing perishable food items is prohibited.
1.2.2 If pest conditions are caused or materially contributed to by the Club’s acts or omissions, AMS may recover reasonable costs of inspection, treatment, cleaning, and disposal from the Club.
1.3 AMS staff shall have the ability to conduct regular Health and Safety Inspections at any time to ensure compliance.
2. Heating, Ventilation, and Air Conditioning (HVAC)
2.1 Heating and ventilation vents shall not be blocked or obstructed in any way.
2.2 Concerns regarding office temperature shall be reported to AMS Building Operations (building@ams.ubc.ca).
3. Ceiling and Structural Use
3.1 Nothing shall be stored above ceiling tiles or suspended from the ceiling.
3.2 Items shall not be stored within 18 inches of the ceiling, in order to maintain sprinkler effectiveness.
4. Alterations and Decorations
4.1 Clubs shall not paint, alter, or make permanent changes to their office/locker without the prior written approval of the AMS VP Administration.
4.2 Posters, signs, or similar materials shall not be affixed to windows.
4.3 Stickers or other adhesive materials that may damage the office/locker may not be affixed to any surfaces without prior written approval of the AMS.
5. Security and Access
5.1 Clubs shall be responsible for maintaining the security of their office/locker.
5.2 Lost keys or compromised door codes shall be reported immediately to the Office of the VP Administration (clubs@ams.ubc.ca).
5.3 Offices/Lockers shall not be sublet, shared, or otherwise provided for use by another AMS club, external organization, or individual.
5.4 AMS staff may enter offices/lockers at any time for purposes of maintenance, inspection, or compliance.
6. Prohibited Activities and Items
6.1 Smoking, vaping, consumption of alcohol or illegal substances, and the storage of perishable foods, alcohol, or drugs shall not be permitted in offices.
6.2 Hazardous or flammable materials, including but not limited to paint, propane, butane, and solvents, shall not be stored in offices.
6.3 The Club shall observe such rules and regulations as are from time to time made by AMS for the safety, care and cleanliness of the building, the comfort and convenience of its tenants and the preservation of good order.
7. Safety and Fire Regulations
7.1 Exit pathways shall remain clear and unobstructed at all times.
7.2 Shelving units shall be stable and safely secured. Any loose or damaged shelving shall be reported immediately to AMS Building Operations (building@ams.ubc.ca).
7.3 Offices / Lockers shall be kept free of fire hazards, including but not limited to excessive clutter.
8. Storage and Use of Space
8.1 Offices / Lockers shall not be used for excessive storage.
8.1.1 The Office of the VP Administration may determine what constitutes excessive.
8.2 Stored items shall be relevant to club activities and shall be actively used during the academic year.
8.3 Belongings shall not be placed in corridors, hallways, or other common areas without prior written approval. Unauthorized items may be removed without notice.
9. Tenancy and Vacating Office/locker Space
9.1 All parties are to act in good faith and to lend support to the core mandate. Ultimate decision-making authority will rest with the AMS Building Operations Committee.
9.2 Clubs shall vacate their office / lockers by the end of their assigned tenancy period.
9.3 On vacating the Office / lockers, the Club must return it to its original condition at the start of tenancy, ordinary wear and tear excepted.
9.3.1 The Club will remove all property, signage, adhesives, food, and waste; wipe all surfaces; and return furniture to its original layout.
9.3.2 Any keys, cards, and fobs must be returned on or before the last day of access.
9.3.3 Items left after the move-out date are deemed abandoned and may be removed or disposed of by AMS at the Club’s cost.
9.3.4 Damage or cleaning required beyond ordinary wear and tear is chargeable to the Club.
9.4 Failure to vacate on time may result in forfeiture of office / lockers contents and/or fines.
10. Event and Function Compliance
10.1 Clubs shall comply with all applicable event/function protocols, including but not limited to:
10.1.1 The Liquor Control and Licensing Act;
10.1.2 AMS Building policies;
10.1.3 AMS Security function guidelines.
10.1.4 All event/function staff shall be briefed on these requirements.
Agreement
The Club acknowledges that it has reviewed this Agreement and the AMS policies and guidelines incorporated by reference and agrees to comply with them in full.
The Club is responsible for the conduct and safety of all individuals it admits to its office and for ensuring continued compliance with building rules and directives.
Clarifications must be sought from the AMS Clubs Office (clubs@ams.ubc.ca) or AMS Building Operations (building@ams.ubc.ca) prior to any action if requirements are unclear.
