For SAC Use Only:

Presented ____________________ Constituted____________________ Defeated____________________

Primary Acct. Code: ___________ Deconstituted____________________

CLUB CONSTITUTION
The Recognized Constitution of:
_____________________________________
Club Name

______________
Date

READ THROUGH ALL PARTS CAREFULLY.

THIS IS THE CONSTITUTION OF YOUR ORGANIZATION.

General questions and inquiries are to be directed to:

SAC Vice-Chair
SUB Room 238F
(604)-822-2361
sacvc@ams.ubc.ca

or

SAC Clubs Administrator

SUB Room 238F
(604)-822-2361
sacadmin@ams.ubc.ca

Original Copy filed in office of the Student Administrative Commission, Room 238F
(Revised April 2013)

The Alma Mater Society of UBC

Student Administrative Commission Club Constitution

Page 2

ARTICLES
ARTICLE 1: NAME
1.1

The name of the Club may denote affiliation with the Alma Mater Society, using only the
following approved templates:
AMS ____________________________________
_______________________________ of the AMS
AMS _____________________________ at UBC
AMS _____________________________ @ UBC

1.2

The name of the Club shall not contain the words Council, Undergraduate Society or
Society in their names.

1.3

The name of the Club shall imply the purposes of the Club.

1.4

In case of using a name or logo which is being used by another organization, association,
or society, written permission in the form of a contract is to be sought for the use of the
same name or logo.

THE NAME OF THIS ORGANIZATION SHALL BE:

______________________________________________________________________________

ARTICLE 2: PURPOSE
The Purpose of the Club is stated to ensure continuity from year to year. It also
distinguishes you from the other clubs on campus
THE PURPOSES OF THIS ORGANIZATION ARE:
2.1

________________________________________________________________________
________________________________________________________________________

2.2

________________________________________________________________________
________________________________________________________________________

2.3

________________________________________________________________________
________________________________________________________________________

The Alma Mater Society of UBC

Student Administrative Commission Club Constitution
2.4

Page 3

________________________________________________________________________
________________________________________________________________________

ARTICLE 3: CATEGORY
3.1

The Category is to help Administration organize the club directory

3.2

The Categories are: Academics/Management, Community Service, Cultural/Identity,

Leisure/Hobby/Special Interests (Other), Media/Arts/Performance, Political/Social Action,
Recreational/Athletic, Science, Social, and Spiritual.

THE ________________________________________ IS A (N)________________________

CLUB.

ARTICLE 4: MEMBERSHIP
THE MEMBERSHIP OF THIS ORGANIZATION SHALL COMPRISE OF:
4.1

Active Members shall be those members who are registered in a credit course at the
University or its affiliated institutions, and are not in default of payment of the AMS fee,
and who pay a club membership fee.

4.2

Associate members shall be those club members who are not Active Members but who
pay a club membership fee. They can be UBC alumni, research fellows, faculty members,
staff, non-UBC students, or others willing to be involved in Club activities. They shall
not be permitted to vote, or sign Club Petitions (See SAC Policy Handbook).

4.3

Honorary Members shall be Club members who are not Active Members and who do not
pay club membership fee, and shall not be permitted to vote, hold office or sign Club
Petitions.

4.4

A minimum of two-thirds (2/3) of the clubs membership shall be Active Members of the
AMS.

4.5

The number of Associate Members and Honorary Members shall not be more than onethird (1/3) of the Clubs membership.

4.6

The membership period shall not be longer than one (1) year.

The Alma Mater Society of UBC

Student Administrative Commission Club Constitution

Page 4

4.7

Active Members shall pay an annual non-refundable membership fee of a minimum of

one dollar ($1) as approved by resolution of a General Meeting with quorum, at the time
of registration. Associate membership fees shall be at least fifty percent (50%) more than
Active membership fees.

4.8

Changes in membership fees shall not become binding on established members until the
termination of the current membership period.

4.9

Each new member of a club, including Associate and Honourary members, must sign an
AMS General Member waiver form (the waiver form can be found online:
http://www.ams.ubc.ca/governance/finance-commission/waivers/).

ARTICLE 5: EXECUTIVE COMITTEE

The Club shall have an Executive Committee comprising of the following Executive Officers
(President and Treasurer must be on this list) elected annually by the Active Members. Executive
Titles listed here may not be hired under any circumstance.
5.1

President________________________________________________________________

5.2

Treasurer________________________________________________________________

5.3

_______________________________________________________________________

5.4

________________________________________________________________________

5.5

________________________________________________________________________

5.6

________________________________________________________________________

5.7

________________________________________________________________________

Note: The President and Treasurer are automatic Booking Representatives, unless the task is
assigned to another executive in Bylaw 5. One Booking Representative must always be the
Treasurer,

ARTICLE 6: FUNDS
6.1

All constituted AMS clubs by SAC must have an AMS account.

6.2

All financial transactions shall be made explicit through the AMS account; all financial
dealings shall be done through the AMS Administration Office.

6.3

If any unauthorized accounts are discovered (i.e. outside bank accounts), the Club will be
subject to deconstitution under the discretion of SAC. These controls are necessary for the

The Alma Mater Society of UBC

Student Administrative Commission Club Constitution

Page 5

protection of the Club against a dishonest signing officer, or for protection against the loss
of the Clubs monetary transaction records.
6.4 Under the B.C. Societies Act, the AMS must be audited once a year or it will lose its status
as a society. Before the auditor will sign the financial statements of the AMS they
must be
certain that all monies of the society (including monies held by all AMS service organizations,
clubs and undergraduate societies) have been accounted for. The above rule MUST by
strictly adhered to in order to not to put the status of the AMS as a society in jeopardy.
6.5

All membership fees must be deposited in the AMS club account.

THE SOLE SIGNING OFFICER OF THIS ORGANIZATION SHALL BE THE:

_________________________________Treasurer_____________________________________
The Treasurer must be the signing officer.

ARTICLE 7: CONSTITUTIONAL AMENDMENTS

7.1

An amendment may be proposed at a General Meeting if it is passed by the Executive

Committee and presented with signed minutes.

7.2

An amendment may be proposed at a General Meeting if it is presented by a signed

petition representing ________________ percent (______ %) of the non-executive active
membership.

7.3

All amendments to the Constitution shall be proposed at a General Meeting of the Club at
least two weeks before they are voted upon. All amendments must be passed by twothirds (2/3) majority at the General Meeting where the quorum is fulfilled.

7.4

All amendments shall be forwarded to SAC and shall be favourably voted upon by SAC
in order to become effective.

ARTICLE 8: QUORUM
8.1

Unless otherwise stated, the quorum for all meetings shall be ________percent (_____ %)
of the Active membership of the Club excluding the Executive Members.
Note: Quorum is often between 15% and 30%

The Alma Mater Society of UBC

Student Administrative Commission Club Constitution

Page 6

BYLAWS
BYLAW 1: GENERAL MEETINGS
1.1

Each Club shall have at least one General Meeting during each term of the school year.
There shall be a minimum of one (1) Annual General Meeting (AGM) during the
University winter session.

1.2

A General Meeting shall be called by the President at the request of the Executive
Committee.

1.3

A General Meeting shall be called by the President on receipt of a petition representing at

least forty percent (40%) of the active membership of the Club, or quorum as specified in
the Club constitution, whichever is lesser. The dates must be at least seven (7) days after
the initial receipt of the petition.

1.4

Notice of the General Meeting shall be posted in an obvious place at least seven (7) days
before the meeting is to take place.

1.5

The President shall post the Agenda for the General Meeting at least three (3) days prior
to the meeting.

1.6

Minutes of the meetings must be kept if Club decisions are to be upheld by SAC in case
of dispute, and shall be the accepted record of proceedings.

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.

The Alma Mater Society of UBC

Student Administrative Commission Club Constitution

Page 7

2.6

Results of the election shall be submitted to SAC 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

3.1

Only living, Active Members of the Alma Mater Society shall be eligible to hold
executive offices.

3.2

All Executive Officers must be registered in at least one class (3 credits) during both
Winter Sessions (at least a 6 credit total).

BYLAW 4: MEMBERSHIP PRIVILEGES

4.1

Only Active AMS members shall vote, sign Petitions or be elected to the club executive.

4.2

________________________________________________________________________

4.3

________________________________________________________________________

4.4

________________________________________________________________________

BYLAW 5: EXECUTIVE DUTIES

Title Duties
President________________ 5.1.1

Act as liaison to the Student Administrative Commission__

5.1.2

Calling a General Meeting___________________________

5.1.3

Act as one of the two Booking Representatives of the club

Title Duties
Treasurer________________ 5.2.1

Act as liaison to Finance Commission_________________

5.2.2

Act as one of the two Bookings Representatives of the club

The Alma Mater Society of UBC

Student Administrative Commission Club Constitution

5.2.3

Page 8

Act as the sole signing officer of the Club______________

Title Duties
____________

5.3.1

_______________________________________________
5.3.2

_______________________________________________

5.3.3

________________________________________________

5.4.1

________________________________________________

5.4.2

________________________________________________

5.4.3

________________________________________________

5.5.1

________________________________________________

5.5.2

________________________________________________

5.5.3

________________________________________________

5.6.1

________________________________________________

5.6.2

________________________________________________

5.6.3

________________________________________________

5.7.1

_______________________________________________

5.7.2

_______________________________________________

5.7.3

_______________________________________________

Title Duties
____________________

Title Duties
____________________

Title Duties
____________________

Title Duties
____________________

All Executives listed above MUST be elected annually.

The Alma Mater Society of UBC

Student Administrative Commission Club Constitution

Page 9

BYLAW 6: PROCEDURE
6.1

All procedural matters shall be governed by Roberts Rules of Order, Newly Revised.

6.2

Any further discrepancies shall be decided by Student Council, which is the final
authority.

BYLAW 7: MEMBERSHIP FEES

7.1

Fees shall not be refundable under any circumstances

7.2

Amendments to a clubs membership fees must be approved by 2/3 majority of Active

Members at a General Meeting, and then must be approved by SAC before they become
effective.

7.3

Active membership fees shall be:

________________________________________________________________________
(Minimum of 1$)

7.4

Associate membership fees shall be at least fifty percent (50%) more than the Active
membership fees.
________________________________________________________________________

7.5

Honorary membership fees shall be zero (0) dollars.

BYLAW 8: COMMITTEES
8.1

Committees shall be appointed by the Executive Officers or at a General Meeting. The

Executive Officers still shall take the responsibility to supervise and control the activities
of all the committees.

BYLAW 9: BUDGET
9.1

In accordance with the AMS Bylaw 13(6), all funds shall be remitted to the Finance
commission by May 30th.

9.2

An annual report including a statement of Club proposed expenditures and expected

revenues shall be submitted to the Finance Commission along with the budget.

The Alma Mater Society of UBC

Student Administrative Commission Club Constitution

Page 10

BYLAW 10: INTERPRETATION

4.9

Nothing in these bylaws shall be interpreted in a manner contradictory to the AMS

Constitution, Code, rules, regulations or policies enacted from time to time by the Alma
Mater Society.

EXECUTIVE OFFICERS:
All Executives must be Active Members of the AMS. * Mandatory
Position: President______________________________________________________________
*Name: ____________________________________ *Student #: __________________
*Email Address: ________________________________ Tel #: ___________________
Position: Treasurer______________________________________________________________
*Name: ____________________________________ *Student #: __________________
*Email Address: ________________________________ Tel #: ___________________
Position: __________________________________________________________
*Name: ____________________________________ *Student #: __________________
*Email Address: ________________________________ Tel #: ___________________
Position: ______________________________________________________________________
*Name: ____________________________________ *Student #: __________________
*Email Address: ________________________________ Tel #: ___________________

Position: ______________________________________________________________________
*Name: ____________________________________ *Student #: __________________
*Email Address: ________________________________ Tel #: ___________________
Position: ______________________________________________________________________

The Alma Mater Society of UBC

Student Administrative Commission Club Constitution

Page 11

*Name: ____________________________________ *Student #: __________________

*Email Address: ________________________________ Tel #: ___________________
Position: ______________________________________________________________________
*Name: ____________________________________ *Student #: __________________
*Email Address: ________________________________ Tel #: ___________________
ALL EXECUTIVE CONTACT INFORMATION MUST BE UP TO DATE. ANY CHANGES
MUST BE SUBMITTED TO SAC.
ACTIVE MEMBERSHIP
To be constituted, you must have and maintain at least 10 active non-executive UBC members
Name:

Student #:

1. _________________________________________ _____________________________
2. _________________________________________ _____________________________
3. _________________________________________ _____________________________
4. _________________________________________ _____________________________
5. _________________________________________ _____________________________
6. _________________________________________ _____________________________
7. _________________________________________ _____________________________
8. _________________________________________ _____________________________
9. _________________________________________ _____________________________
10. __________________________________________ _____________________________
11. __________________________________________ _____________________________
12. __________________________________________ _____________________________
ASSOCIATE MEMBERSHIP
Name:

Affiliation:

The Alma Mater Society of UBC

Student Administrative Commission Club Constitution

Page 12

1. _______________________________________________________________________
2. _______________________________________________________________________
3. _______________________________________________________________________
4. _______________________________________________________________________
5. _______________________________________________________________________
HONORARY MEMBERSHIP
Name:

Affiliation:

1. ____________________________________________________________________________
2. ____________________________________________________________________________
3. ____________________________________________________________________________
4. ____________________________________________________________________________
Note: The number of Associate and Honorary members may not be more than one third
(1/3) of the total membership.

DOCUMENTATION
Please also attach a copy of the following:

1.
2.
3.
4.

Letter to SAC Vice-Chair that further explains the intended purpose of the Club.
Filled in Club Constitution; one (1) soft copy and one (1) hard copy.
Annual plan of events and activities for one (1) year.
Filled in Prospective budget template for one (1) year; one (1) soft copy and one (1) hard
copy.

This Constitution is submitted by: __________________________________________________

Position: ______________________________________________________________________
Date: _________________________________________________________________________

The Alma Mater Society of UBC

Student Administrative Commission Club Constitution

Page 13

Signature: _____________________________________________________________________

What next:
When a groups application has been approved by a motion of SAC, the group shall
become an Interim AMS Club for a six-month probation period. After the six months are over,
the President of the club must arrange an interview with the SAC Vice-Chair to apply for Official
AMS Club Status by preparing the following mandatory items:
a)

a brief explanation letter (max 300 words) on the clubs progress thus far and why
they should be approved for Official Club status.

b)

an updated Executive contact list

c)

brief descriptions of at least 3 successful events held since obtaining Interim Club
Status.

The Club must be in good standing with the AMS to be approved. If the SAC Vice-Chair
is not satisfied with the progress of the club, they may deny official club status for an additional 6
month interim period or recommend deconstitution. Failing to arrange this interview may also
result in deconstitution. If the interview is scheduled in the summer, and the President is not
available, the President should arrange to send a proxy or contact the SAC Vice-Chair to
reschedule.
Once Official AMS Club status is achieved it must be renewed annually, prior to April
30 , in order to be processed for the following year. Clubs must renew their status annually in
order to continue to use AMS services. Any club that does not renew will be automatically
reduced to a 1st tier Interim Club standing requiring them to re-apply for Official club status.
th