January 27, 2025 - Agenda and Meeting Minutes

Agenda

Date: January 27, 2025 Time: 5:30 p.m. - 6:30 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. Event Cards

                       ii. VPED By-election

                       iii. Linkedln Headshot Event

                       iv. Warm up Wednesday

                       v. Sweaters

              b. VP Internal Affairs

                      i. JOEY Program

              c. VP Finance

                      i. Budget  

              d. VP Events

                      i.  February Events

              c. Directors

                      i. Content Calendar

                      ii. Food for Connection

                      iii. Snacks

              f. Representatives

                      i. Council and Faculty meetings

Meeting Minutes

BMH 1005

Speaker: Hoang, Viv Secretary: Sahota, Ekjot

Attendance

The following members were present:

  • Hoang, Viv
  • Kang, Hanna
  • Liu, Vicky
  • Chowdhury, Tabia
  • D'Angelo, Marco
  • Patel, Anusha
  • Jeyaganesha, Geertika
  • Protacio, Jenna
  • Yang, Isabel
  • Shaik, Afrah
  • Lin, Connie
  • Da Costa, Kylie
  • Mundh, Ramjot
  • Sahota, Ekjot
  • Khan, Farhaana
  • DeSouza, Rochelle

Preliminaries

Call to Order

President, Hoang called the meeting to order at 5:35 p.m.

Approval of Agenda

Be it resolved that the executives approve the agenda.

Motioned: VP, Liu and Seconded: Representative, Yang.

Motion carries unanimously

Approval of Meeting Minutes

Be it resolved that the executives approve the meeting minutes.

Motioned: Representative, Protacio and Seconded:Director, Khan

Motion Carries unanimously

Reports of Officers

President

  • President, Hoang reported on the event card. Execs are reminded to sign the event cards with signatures instead of initials. 
  • President, Hoang briefly reported on the VPED by-election. Angelica is the only one running (unopposed). 
  • President, Hoang reported on the LinkedIn Headshot Event. The event will be held on Wednesday Jan. 19 from 10am-2p.m.. Execs are encouraged to help with the event (checking students in and noting drop-ins) if they are available although Director, Akkerman is signed up for most shifts. President, Hoang added that the office will be closed during the event. 
  • President, Hoang reported on Warm-up Wednesdays. There will be a total of 8 Warm-up Wednesdays excluding reading week. Note has been entered for review by VP finance in the budget and stocks can be adjusted based on attendance. Reminder that attendees can only receive a stamp if they bring their own mug to the event. President, Hoang added that the February WUW will involve collaboration with the department of Therapeutic Rec. The department will handle all promotions, set-up, etc. for the event. The event entails having students write compliments on provided slips of paper, then getting a cup of hot chocolate in exchange. Their compliment will be placed on the next attendees cup and the chain will continue. 
  • President, Hoang reported on the exec sweaters. Execs are reminded to order through excel sheet shared via messenger by EOD. Updates on character limits will be provided as soon as President Hoang is informed by WStore. Pre-sales available to all students will go live on the WStore website on Wednesday. President, Hoang still needs to finalize subsidy information. 

VP of Internal Affairs

  • VP, Kang reported on the JOEY program. The final JOEY selection process calendar has been completed. Two events JOEYs will be selected for the term and further details regarding interviews will be discussed.

VP of Events

  • VP, Chowdhury reported on the Lady Glazed food truck event. The event was moved indoors due to cold conditions but was a huge success, having ended early due to donuts and drinks being sold out. 
  • VP, Chowdhury reported on the Valentines movie night. The SunLife auditorium has been booked and holds a capacity of approximately 94 people. The promotions have been placed in the content calendar. The movie being shown is yet to be decided and suggestions from execs are welcomed. 
  • VP, Chowdhury reported on the two other February events. The valentine’s candy bag and flower sale are being planned. Past VPED Angelica has access to flower sale plans from past years and should be contacted to aid with planning process. 

VP of Finance

  • VP, Liu reported on the budget. Flower sale expenses need to be added to the budget as well as AHSUM exec sweaters. Because it is a subsidy to students’ direct payments to W Store, it will not be considered revenue.

Directors

  • Director, Patel reported on EDI. A meeting will be held next week to discuss the upcoming food for connection project. The goal of the event is to bring students together through a food sharing session. The organizer is looking to AHSUM for guidance around allocating funds and support at the event planning stage. The event will be held in March and Director, Patel will update on a finalized date. 
  • No reports from Director, Akkerman. 
  • Director, Khan reported on the Content Calendar. This week’s promo entails stories and posts for LinkedIn (emphasizing drop-ins), WUW, and sweater sale. If there is room, there could be promo for new snacks in the freezer. 

Representatives

  • No reports from the Representative.

Reports

  • N/A

Other business

  • SRO, DeSouza reported on the March Break Open House. They are planning a student experience booth for AHSUM, and execs unanimously agreed to be attendees. The event will be held on March 22 and more details will be provided after SRO, DeSouza reconnects with Vivienne. 

Decisions

  • N/A

New business

N/A

Be it resolved that the Chair adjourns the meeting at 5:56 p.m.

Motioned: Director, D'Angelo and Seconded: Director, Patel.

Motion carries unanimously.