June 23, 2025 - Agenda and meeting minutes

Date: June 23, 2025

Time: 5:45 p.m.

Location: B.C. Matthews Hall (BMH) 1035B

Agenda

Preliminaries

  • Call to order
  • Highs & lows
  • Approval of agenda
  • Approval of meeting minutes

Regular agenda

Reports of officers

  • President

    • Welcome
    • Weekly updates

  • Vice president internal affairs

    • Office hours schedule

  • Vice president education

    • Planned events for term

  • Vice president finance

    • Budget & meeting with Karl 

  • Vice president events

    • Plan events

  • Directors

    • Comms and Media
      • Media updates
    • Services
      • Snack restock 
      • Sales & sweaters

  • Representatives

    • Council and Faculty meetings

Meeting minutes

Location: BMH 1035B

Chair: Paskaramoorthy, Karina

Attendance

The following members were present:

  • Paskaramoorthy, Karina
  • Srikanth, Shradhaa
  • Yang, Isabel
  • Lim, Christopher
  • DeCunha, Lara
  • Dong, Joanna
  • Vimalathas, Anajanaa
  • Salama,Grace-Marie
  • Thavachselvi Anisthin
  • Julia Aliwales
  • Lirshani Konesapillai

Regrets:

  • Shiv Mistry

Preliminaries

Call to order

Meeting called to order at 5:48p.m. by chair, Paskaramoorthy, Karina

Approval of agenda

Be it resolved that the executives approve the agenda.

Motioned: Representative, Vimalathas. Seconded: Director, Salama

Motion carries unanimously

Approval of meeting minutes

Be it resolved that the executives approve the meeting minutes.

Motioned: Director, Lim. Seconded: Director DeCunha.

Motion carries unanimously

Reports of officers

President – Karina Paskaramoorthy

  • President, Paskaramoorthy met about the ESS Nacho Crawl event. Katie, ESS President, recommended started at 1st location. Huether Hotel, Kentucky, Pub on King. Pub on King is big maybe for now. An online sign up and walk ins will be made ahead of time.  A $5 entrance fee and recognition pin would happen to minimize confusion. Additionally, each place time duration will be about one and a half hours.

  • Julie-Anne looking for SPHS Director Nominating Council – need 1 SPHS UG Student representative. Director DeCunha volunteered for role as the role must be on campus next term (Fall 2025), this is due June 30th at 4:30PM.

  • Additionally, new DAC UG Representatives are needed for KHS, SPHS, RLS (one for each).

  • DAC UG are monthly meetings approximately 8-10 per year. Director, Salama volunteered.

  • Director, Dong and Representative, Konesapillai  volunteered for Health Ready Day (Tuesday July 15th from 12:00 p.m - 1:00 p.m) to help with promoting AHSUM to incoming students.

Vice president, internal affairs – Shradhaa Srikanth

  • No report.

Vice president, finance – Julia Aliwales

  • Vice President of Finance, Aliwales noted that we have 40% of student fees based on Spring 2024.
  • All quotes needed to be confirmed ASAP by END OF WEEK. Four All Ice Cream – NEED CONFIRM in 24 hours
  • As reports should have been submitted four weeks from now. ESS Nacho Crawl General Meeting Pizza and other More precise quotes as we only have very rough quotes.
  • Discussion within the club about cheque requests as realization about Rochelle not submitting quotes and hard to communicate with prior VPF and transition of Julie-Ann as new role causes logistics issues.
  • Vice President of Finance, Aliwales added about how we are estimating low interest in events but hard to tell because we haven’t had an event yet. Vice President of Finance, Aliwales  stated bubble tea costs is $255.37.
  • Vice President of Finance, Aliwales  also stated that Paint n’ Chill is $216.01 without delivery, rent coolers, and fees. NEED ASAP.
  • Otherwise, buy otherwise. General members meeting is Dominos Pizza, for drinks and snacks,
  • President Paskaramoorthy suggested about purchasing drinks and snacks later.
  • On a hopeful note, Vice President of Finance, Aliwales said that we are spending less than expected. Director, Salama suggested ice cream from her prior experiences if Four All does not work out.

Vice president, education – Isabel Yang

  • No report.

Vice president, events – Anisthin Thavachselvi

  • No report.

Reports of directors

Communications and promotions - Christopher Lim and Joanna Dong

  • Director of Promotions, Lim, reported that he designed the Chill n’ Paint and Boba Game Night events. He is uncertain about the exact time for the Boba Game Night. Tentative 5:30 p.m. - 7:00 p.m on Thursday July 3rd.

  • Director, Lim created a square and poster format of these events, can post poster around the form. He updated about Megan's DAC collaboration event with AHSUM.

  • RSVP form for Chill n’ Paint should be created, Representative, Vimalathas volunteered and will share with Director, Dong. Director, Lim will CC Vice President Events, Anisthin in the event form for Four All to confirm if they can take our order.

  • Director of Communications, Dong, provided updates on working on making the AHSUM website accessible based on past meeting minutes. Director Dong, affirmed that she will post Wednesday June 25 for the Chill n’ Paint event. On Thursday June 26, is the Boba Game Night. Both are to be posted before 3PM.

  • She will also post the RSVP form by Representative, Vimalathas by Wednesday.

Services - Grace-Marie Salama

  • Director of Services, Salama stated still keep processing cash payment in the Square. Also to inform her about if we take our own snacks and put it in the office hours log.
  • Director of Services, Salama stated that she will update the sweaters on Friday.
  • President, Paskaramoorthy said she will update the snack restock with Poppi and ramen.
  • Vice President, Yang also suggested about limiting on energy drinks too because of over excessive payment. Director of Services, Salama suggested promoting snacks as week three had low student engagement, probably because of midterms.
  • President, Paskaramoorthy suggested about promoting a quick story for the snacks.

Equity, diversity, and inclusion (EDI) - Lara DeCunha

  • Director DeCunha said she was unfortunately able to attend the DAC meeting.

Reports of representatives

Health Sciences - Anajanaa Vimalathas

  • Health Sciences Representative, Vimalathas informed staff at UGEC meeting about AHSUM events with LinkedIn. New initiative about Medical Sciences program with the Carribeans. Additionally, Healthy Waterloo. 

Kinesiology - Shiv Mistry

  • Kinesiology Representative, Mistry, informed he will attend a KHS Department Retreat on June 25th. He also shared UG information: UG Indepedent Research UG Research Supervisor eligibility Student Research Data Management Policies He will update us next week.

Public Health - Lirshani Konesapillai

  • Public Health Representative, Konesapillai informed staff at UGEC meeting about AHSUM events with LinkedIn. New initiative about Medical Sciences program with the Carribeans. Additionally, Healthy Waterloo.

Recreation and Leisure Studies - Vacant

  • No report.

Other business

  • None.

Decisions made

  • None.

New business

  • None.

Adjournment

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

Motioned, President, Paskaramoorthy. Seconded: Director, Dong.

Motion carries unanimously.