January 16 Agenda and Meeting Minutes

Agenda:

Date: January 16th 2024 Time: 6 pm

Location: BMH 1005

Minutes:

AHSUM Meeting Minutes

BMH 1005

Speaker: Mistry, Krupa Secretary: DeSouza, Rochelle

 

Attendance

The following members were present:

• Mistry, Krupa
• DeSouza, Rochelle
• Halley, Olivia
• Szajbely, Katie
• Jalili, Ailin
• Mughal, Aisha
• Dao, Kelly
• Seedat, Zaakirah

• Zohdy, Saleena
• Sahni, Divijaa
• Lam, Brendan
• Marsili, Angelica 
• Deng, Kevin 
• Protacia, Jenna
• Hang, Vivienne (SRO)

Regrets:

Preliminaries

Call to Order

President, Mistry called the meeting to order at 06:04 p.m.

Highs and Lows

High and lows will not be recorded since they are personal reflections.

Regular Agenda

Approval of Agenda

Be it resolved that the Executive approve of the Agenda

Motioned: VP, Szajbely and Seconded: Representative, Sahni

Motion carries unanimously

Approval of Meeting Minutes

Be it resolved that there were no meeting minutes to approve

Motioned: and Seconded:

Motion carries unanimously

Reports of Officers

President

President, Mistry welcomed the team to a new term on AHSUM.

President, Mistry reported on Office Hours responsibilities. The executive member who opens the office for the day should make sure that they also open the lounge door. The person closing the office for the day should make sure to close the lounge door on their way out. All Faculty of Health undergraduate students have been provided with the lounge code via email from the Student Relations Officer and can access the lounge after office hours times.

President, Mistry reported on fishbowl sign-out procedures. The sign-out process has been going pretty smoothly so far. When students ask to sign out the Fishbowl, executive members need to make sure that they are collecting the students’ complete information to sign out the Fishbowl. The Fishbowl should be locked after office hours are done. If students are using the Fishbowl after office hours end, that isn’t a problem as long as once they leave the Fishbowl, they shouldn’t be able to get back in once the door is closed. There is not currently a limit on how many hours a week people are able to sign out the Fishbowl. Some people book the room every day and it may not allow other people to use the room. AHSUM is considering implementing a maximum rental of 3 days a week (, 2 hours per day, 6 hours total), or 1 hour a day (5 hours per week).

President, Mistry reported on AHSUM locker rentals. Locker rentals are free for Faculty of Health students. Lockers are in the hallway leading to the door of the Computing Offices/Student Relations Officer Office. If a student comes to rent a locker, executive members should make sure that that they collect the students’ complete information and let students know that they need to provide their own lock. The lock and personal possessions need to be removed by the end of the term. It appears that some locks have been on lockers for a while and Plant Ops have not been monitoring the area to cut locks and remove possessions from the lock. This is not a major issue for now.

President, Mistry reported on the status of the AHSUM flash sale of old program sweaters. AHSUM’s complete stock of crewnecks is sold out. AHSUM still has some size small Recreation and Leisure hoodies selling for $5.00.

Office Supplies: AHSUM needs a tape holder. AHSUM needs to buy tape. Maybe some pencil crayons. Last term AHSUM went through a lot of markers. It may be a good idea to get new markers. People tend to leave whiteboard markers out and they end up drying out. Office supplies like whiteboard markers are supposed to be rented out. AHSUM will purchase a new pack of markers for people to rent. They will be rented the same way that AHSUM rents exam banks. Students’ WatCards will be kept until the markers are returned.

President, Mistry reported on the process of getting reimbursed when making AHSUM-related purchases. If any executive members buy things for AHSUM, they will be reimbursed. There is a blank cheque request form in the Microsoft Teams channel files. After filling out the form, the form along with an image of the receipt should be emailed to President Mistry, VP, DeSouza, and VP, Halley so that they can sign the form. When making purchases, it is important to always make sure to get an itemized receipt. It is also a good idea to take a picture of the receipt right away if possible. Once the form has all the necessary signatures, VP, Halley will forward the email to Karl so that the form can be processed. Executive members will receive an email notification when their cheque is ready to be picked up. Cheques can be picked up from the Turnkey desk in the Student Life Centre. Executive members should bring their WatCard with them when going to collect their cheque.

President, Mistry reported that executive members with office keys will need to return their keys to the Student Relations Officer. The locks to the AHSUM office and Fishbowl are changing and executive members will be issued a new key permit. The keys are not physically ready yet. Everyone should get an email when the keys are ready. Whoever has the first office hours shift tomorrow will have to go the Student Relations Officer tomorrow morning to access the master key to get into the office.

President, Mistry reported on new program sweaters. New hoodies will be delivered this weekend. President, Mistry will be sorting out the sweaters on Saturday or Sunday. AHSUM is planning to sell the hoodies at $35.00 per sweater. AHSUM is offering hoodies with all programs (8 majors including Health Studies and Tourism). The hoodies are in varying sizes. AHSUM is hoping to have sales ready for Monday. The hoodies will be programmed on the Square with its own code. Executive members should not put in a manual charge on the Square when selling hoodies. The new sweaters will be created as a new item listing. When executive members are doing any transaction (snacks or sweater sales), they need to go through the Square to keep track of inventory.

President, Mistry reported on the events and media calendar. It will be used to keep track of when AHSUM is running various events and initiatives throughout the term. Executive members should try to attend as many AHSUM initiatives that they have the capacity to support. The calendar is located in the Microsoft Teams channel files.

President, Mistry reported on the old AHSUM Google account. AHSUM will be straying away from using the Google account. A new AHSUM outlook mailbox has been created which all executive members can access. The Student Relations Officer will be sharing instructions on how to access the new inbox. All the documents from the Google account will slowly be moved over into the Teams channel.

President, Mistry reported on AHSUM by-election. The Health Sciences Representative and Director of EDI positions are currently unfilled. By-elections will be held for these vacant positions. Only fulltime Health students (taking a minimum of 1.5 credits) who are not on a co-op term and are in at least their 2A term are eligible to run in the by-election.

VP of Internal Affairs

VP, DeSouza reported on the AHSUM Office Hours schedule. VP, DeSouza has created the schedule based on the availability that all executive members submitted. If anyone has conflicts with the schedule, they should inform VP, DeSouza so that she can facilitate making changes to the schedule.

Going forward, if any executive members need to make any one-off changes with their shifts, they should first take the initiative themselves to get their shift covered. After doing so, they can contact VP, DeSouza for further assistance.

VP of Education

Vp, Szajbely reported on the Student Work Experience Panel (SWEP) event. This event has served a purpose in the past for students to learn about the work experiences that current students in the faculty have experienced. AHSUM is considering making an event about student involvement (CRT student clubs, etc.). This event could still be in a panel format. It is great to hear about work experience but sometimes it is nice to hear about open opportunities. A lot of students are not in co-op an the event might not be as useful for those students. AHSUM could do separate events for both things. The student involvement event can be in the format of a student panel. AHSUM could consider expanding SWEP to include volunteer experiences as well. SWEP has traditionally involved students in each program to talk about their work experiences. AHSUM is leaning towards combining the event.

VP of Finance

Vp, Halley reached out to Karl and has set up the, and VP, Halley has logged into the VPF email account. VP, Halley is trying to figure out how much money AHSUM has in its account to put together an accurate budget for the term.

VP, Halley inquired about how much funding AHSUM typically provides to fund Grad Formal.

Directors  

No report from Director, Dao.

No report from Director, Seedat

Director, Mughal reported on AHSUM snack orders. If any executives notice the stock of any snacks getting low, they should notify Director, Mughal. Some of the inventory doesn’t match what AHSUM has sold. There is no record on the square of the sales of some of the snacks. It is important to accurately track what snacks we are selling by using the Square and the office hours logs. No executive members should be providing snacks for free and taking snacks without paying. AHSUM will not be making tabs for anyone.

Director, Jalili reported on the brainstorming of events for the term. For Valentine’s Day, AHSUM is thinking about selling flowers and candy gram. AHSUM is considering doing a polaroid event which was a passive event which had been done last spring term. AHSUM is thinking of purchasing a polaroid printer to add to this event. AHSUM may have some extra film in storage. AHSUM can put polaroid photos that are taken in the AHSUM lounge. Director, Seedat has a polaroid printer that AHSUM can borrow. End of Term (EOT) has traditionally given out free Beavertails. AHSUM is considering giving a different treat. AHSUM is thinking about doing a therapy dogs event (which will require using 2 or 3 rooms to avoid over-crowding). A Breakfast Fundraiser can be done again this term and AHSUM will consider getting catering from Mel’s Diner. Last term, LinkedIn Headshots were popular, so maybe AHSUM can bring this event back for a day or two this term. AHSUM probably won’t be able to do certain Mystery Buses due to some barriers. There are other directions that AHSUM can take this event in. AHSUM is thinking about having a trivia event. AHSUM could continue doing Warm-Up Wednesday which AHSUM got catered through Catering Services. AHSUM could do a passive wellness event like colouring and games. AHSUM should consider putting an event box on our Instagram story to get input from the student body to create new events that AHSUM has not run in the past. It would be nice for AHSSIE to make an appearance at some of our events. It would be nice if executive members tried to show up to as many events as possible to help out.

Representatives

Representative, Sahni reported on a Therapeutic Recreation event happening in February. Recreation and Leisure Department students will primarily be at this event, but anyone is welcome to join. Additionally, the Dean’s Advisory Committee on Health and Well-being is running various initiatives for Wellness Week from February 12-16. They are looking for student volunteers to help out with these initiatives.

Reports

Other Business

New Business

Be it resolved that the Chair adjourns the meeting at 07:08 pm.

Motioned: Director, Jalili and Seconded: Representative, Zohdy

Motion carries unanimously