January 13, 2025 - Agenda and Meeting Minutes

Agenda

Date: January 13, 2025

Time: 5:30 p.m.

Location: BMH 1006

Open Session

N/A

Preliminaries

  1. Call to Order
  2. Approval Agenda
  3. Approval of Meeting Minutes

Regular Agenda

     5. Reports of Officers

              a. President

                       i. Welcome Remarks

                       ii. New AHSUM Exec SharePoint

                       iii. Transition Documents

                       iv. CRO and CEO position

                       v. VPED By-election

                       vi. VP Education - LinkedIn Headshots

              b. VP Internal Affairs

                      i. JOEY Program

                      ii. Office Hours Schedule & Keys  

                      iii. Logs: Office log, Locker rental, Fishbowl sign-out

                      iv. Poster approval procedure

Office Hours Reminder

              c. VP Finance

                      i. Budget   

                      ii. Cheque Request Procedure

              d. VP Events

                      i.   BOT Lady Glaze event

                      ii. January events

              c. Directors

                      i. Content Calendar

                      ii. Sweaters Update

                      iii. Snacks

              f. Representatives

                      i. Council and Faculty meetings

Meeting minutes

BMH 1005

Speaker: Hoang, Viv Secretary: Kang, Hanna

Attendance

The following members were present:

  • Hoang, Viv
  • Kang, Hanna
  • Liu, Vicky
  • Chowdhury, Tabia
  • Khan, Farhaana
  • D'Angelo, Marco
  • Patel, Anusha
  • Akkerman, Avery
  • Jeyaganesha, Geertika
  • Protacio, Jenna
  • Yang, Isabel
  • Shaik, Afrah
  • DeSouza, Rochelle
  • Mohammed (WUSA)

Preliminaries

Call to Order

President, Hoang called the meeting to order at 6:04 p.m.

Approval of Agenda

Be it resolved that the executives approve the agenda.

Motioned: Director, Patel and Seconded: Rep, Shaik

Motion carries unanimously

Approval of Meeting Minutes

Be it resolved that the executives approve the meeting minutes.

N/A

Reports of Officers

President

  • President, Hoang began the meeting by outlining AHSUM team values and responsibilities. Team members are reminded to check action items regularly on SharePoint, update slides every week, and maintain organization by ensuring all documents are placed in the correct folder.  
  • President, Hoang reported that beginning next meeting, there will be time bi-weekly during meetings to work on transition docs.  
  • President, Hoang reported on the by-election. Vice-President of Education is an open position that students in the Faculty of Health can apply for. There will be five days for nomination, followed by a three day campaign period, finally elections will be open for two business days. A Chief Returning Officer (CRO) must be elected for issuing election results, handling election disputes, enforcing voting procedures and requesting the election. President, Hoang was unanimously voted CRO by the executive team by a show of hands voting method. 
  • President, Hoang reported on the LinkedIn Headshot Event in the absence of a VP Education. The event will be held on Wednesday Jan. 19 from 10am-2p.m.. The following volunteers will be helping with signing in attendees; 10-11am Rep. Yang, 11-11:30am President Hoang, 11:30am-1p.m. Director Akkerman, 1-2p.m. Director Patel. 
  • Mohamed from WUSA provided a proposal for an event to promote the WUSA election. WUSA is offering a budget to AHSUM to run an event which markets the WUSA election. The election candidates should represent the student body and gives them a chance to promote their voice. WUSA will provide election posters that do not endorse specific candidates. The event will be run entirely by the AHSUM exec team with no direct involvement from WUSA events. More information will be provided to President Hoang by Mohamed. 

VP of Internal Affairs

  • VP, Kang reported on mandatory exec office hours. Execs need to confirm their office hours from the schedule sent by VP Kang via Messenger. Outlook calendar invites will be sent out pending timing confirmation.  
  • VP, Kang reported on poster approval. Posters need to be stamped and can only be placed in the AHSUM Office or bulletin board. President, Hoang reminded that when organizers come in with event posters, please advise they take the poster down the day after the event not the week. 
  • VP Kang reported on the JOEY program. Due to JOEYS returning this term, only JOEYs for events and services needed. The tentative schedule for JOEY related social media posts was reviewed. New JOEYS will be joining the team by February.

VP of Events

  • VP, Chowdhury reported on the Lady Glazed food truck event. The welcome back themed event will be on Jan. 22 and conducted similarly to last term. The event is pending confirmation from the vendor who will be contacted after the meeting and available parking space. The event form and exec sign-up form will be sent out next week. VP, Chowdhury reported on the Warm-up Wednesday events. The catering service has been emailed and is pending confirmation. The valentines day movie event film is open to suggestions by the team.  

VP of Finance

  • President, Hoang reported on finance in the absence of VP, Liu. The expense spreadsheet for the winter 2025 term was shared with the exec team. President, Hoang reminded execs if they are requesting a cheque, to present the receipts for their purchase. The presented spreadsheet is pending the information for the first completed snack restock of the term. 

Directors 

  • Director, Khan reported on the Content Calendar. The food truck (Lady Glaze) should go up Tuesday following Tabia forwarding the menu and lot confirmation by 2:00p.m.. If not confirmed then the post will go up on Wednesday.  
  • Director, Akkerman reported on services. All items have been updated on the square and snacks have been restocked. Overstock has been placed the fridge and but already been added to the square. Director, Akkerman reminded execs to add sold items to both the square and the log. Alani/Energy drinks/Protein drinks will have a 2 per day per person limit. Execs should ask them if they have already bought it and refuse if they have went over the limit. 
  • Director, Patel reported on EDI. A student in fourth year Kinesiology asked for input regarding an initiative she is starting and will be followed up with regarding that project. 

Representatives

  • Rep, Yang reported on Kinesiology. Previous terms contacts were reconfirmed. Rep. Yang attended first KHS Undergrad meeting which will be held at the end of each month.
  • President Hoang reminded Rep Protacio and Rep Jayaganesha should be attending the same meetings. 

Reports

N/A

Other business

President Hoang reported the timeline on Faculty of Health sweaters is around next month. Updates to be provided next meeting.

Decisions

  • Confirm stamp cards  

  • Update documents

New business

Be it resolved that the Chair adjourns the meeting at 6:38 p.m.

Motioned: Rep,Yang and Seconded: Director, Khan

Motion carries unanimously.