November 11, 2024 - Agenda and meeting minutes

Date: November 11, 2024

Time: 5:30 p.m.

Location: B.C. Matthews Hall (BMH) 1005

Agenda

Preliminaries

  • Call to order
  • Approval of agenda
  • Approval of meeting minutes

Regular agenda

Reports of officers

  • President

    • Housekeeping
    • General Members Meeting (GMM)

  • Vice president internal affairs

    • Exec team hangout

  • Vice president education

    • Debrief: Bites and Insights

  • Vice president finance

    • Budget

  • Directors

    • Comms and Media
      • Content Calendar
      • Merch feedback
    • Services
      • Sweaters
    • Events
      • JOEY events: Gingerbread House Decorating Contest and GMM
      • EOT event: Food for Fuel
    • EDI
      • Dean's Advisory Committee on EDI-R

  • Representatives

    • Council and Faculty meetings

Meeting minutes

Location: BMH 1005

Chair: Viv Hoang

Attendance

The following members were present:

  • Viv Hoang
  • Hanna Kang
  • Angelica Marsili
  • Vicky Liu
  • Farhaana Khan
  • Avery Akkerman
  • Geertika Jeyaganesha
  • Karina Paskaramoorthy
  • Jenna Protacio
  • Kylie Da Costa
  • Ekjot Sahota
  • Ramjot Mundh
  • Tabia Chowdhury
  • Afrah Shaik
  • Alyssa Munro
  • Alice Ma
  • Grace-Marie Salama
  • Connie Lin
  • Rochelle DeSouza
  • Mohamed (WUSA)

Preliminaries

Call to order

Meeting called to order at 5:35 p.m. by chair, Viv Hoang.

Approval of agenda

Motioned by Director Khan, seconded by Director Paskaramoorthy. Motion carried unanimously.

Approval of meeting minutes

Motioned by Director Akkerman, seconded by VP Marsili. Motion carried unanimously.

Reports of officers

President – Viv Hoang

  • President, Hoang reported on housekeeping items. SRO, DeSouza mentioned the Dean’s Lunch that has been scheduled for next Friday in the Boardroom and reminded AHSUM to fill out the form by EOD Wednesday for RSVP and dietary restrictions. President, Hoang added that newly elected execs will be invited to the second last meeting on Nov. 25. The last meeting of the term will focus on discussing the group meeting. Execs are reminded to return keys during this meeting if they are not returning next term. Office hours will end on the last day ofNovember 2024. President, Hoang reminded all execs are expected to write a transition doc, including JOEYs (can be done in teams), by November 25th. They will be reviewed by President, Hoang; VP, Kang; and SRO, DeSouza, and will also be shared with Mohamed from WUSA. President, Hoang reminded AHSUM to encourage others to apply for the 4 vacant positions for the by-election and nominate for ASHUM elections.

  • President, Hoang reported on the General Members Meeting. All execs must attend this meeting held next Thursday between 6-7 pm. Two tables will be set up with food at different locations in the room. Alyssa, Avery, Grace, Hanna, and Alice will be helping with set-up and were reminded to add their names to the event form. The catering will be Vincenzo's lunch, dessert and juice boxes with vegetarian and gluten-free options. Attendees will have the opportunity to win gift cards or pre-made gift baskets from Costco. The event will not require sign-ups but check-in will be done to ensure there are enough students from each faculty. Media for GMM should be posted by November 15.

Vice president, education – Angleica Marsili

  • VP, Marsili reported on Bites and Insights held earlier today. The event generally went well, and attendance was high.

  • VP, Marsili reported on the professor research document project. JOEY Salama proposed an excel sheet for profs to input what their research is, who they are looking for, and how to contact them for that information. VPED and JOEY would reach out to professors about research opportunities and compile a master-list. There is no timeline to finish this project; however, it should be mentioned in the transition document by VP ED Marsili.

Vice president, internal affairs – Hanna Kang

  • VP, Kang reported on the exec team hangout. Exec team hangout will be held during the first week of December and details will be shared via FB group chat.

Vice president, finance – Vicky Liu

  • VP, Liu reported on the budget. Last week, a deposit was made of $475 by VP Liu. The EOT event should be updated to Food for Fuel.
  • VP, DeSouza reported on the lounge furniture project. The proposal was given in Spring 2023 for AHSUM lounge project; however, following conversations with UW Finance and Faculty of Health, the funds were returned to AHSEF due to the request being dormant. AHSEF will not be funding the proposal, unless it is rewritten and overseen by a new individual. VP DeSouza reminded that any student undertaking the project should be aware of how much time is needed and required to ensure it gets completed. VP, Liu should remove the project as a budget item.

Reports of directors

Communications and promotions 

  • Director, Khan reported on the Content Calendar. The updated calendar includes all the posts for the remainder of the term including story posts.

Events 

  • JOEY, Mundh reported on the Gingerbread House Decorating Contest. The event will be a sign-up only event to prepare for attendance. Lenjo bakes has not yet responded and if they do not respond, Vincenzo's sweet paradise tray will be bought instead. The voting for the contest will be done through Instagram stories. The sign-up form to help with the event is in JOEY FB group-chat and event folder of SharePoint. Alice will monitor the sign-up Instagram story and close the form at capacity. The groups will be emailed to inform them which group they will be in. Around 7:30pm, if there are many gingerbread houses left a story will be posted for walk-ins. Unused gingerbread houses will be returned to Costco.
  • Director, Chowdhury reported on the EOT Food for Fuel (Nov 26). The lounge will be closed between 1-4 pm. The set-up will have people enter through two doors and exit through the back door, with a mirrored set-up with 2 tables for food. We will be having a WatCARD tapping machine and stamp on the hand to show they signed in. The extensive menu will be sent out as two slides on a story post (Vincenzo’s sandwich, chips, fruits, and drinks); it should also be mentioned that it is only open to the Faculty of Health undergraduate students. More information can be found in the EOT folder, including the event form where people can sign up for shifts.

Services 

  • Director, Paskaramoorthy reported on the logo feedback stories. Based on the feedback, the logos will be adjusted, which will be discussed once again between the execs.
  • Director, Akkerman reported on the snack restock. There are more drinks and snacks under the desk, and, Director, Akkerman will add the inventory to the Square. There should be a promo for breakfast items. President, Hoang, reminded to clean up the sweaters in the office because GMM, EOT, and Gingerbread items will be purchased and placed there.

Equity, diversity, and inclusion (EDI) 

  • Director, Jeyaganesha reported on the Dean’s Advisory Council on EDI-R.
  • Director, Jeyaganesha provided dates for the next two meetings and will be attending them.

Reports of representatives

Health Sciences

  • No report.

Kinesiology

  • No report.

Public Health

  • No report.

Recreation and Leisure Studies

  • No report.

Other business

  • None.

Decisions made

  • None.

New business

  • None.

Adjournment

Meeting adjourned by the Chair at 6:16 p.m.