November 4, 2024 - Agenda and meeting minutes

Date: November 4, 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)
    • By-election
    • Debrief
      • Pumpkin Paint Night
      • Trick or Treat

  • Vice president internal affairs

    • Exec team hangout

  • Vice president education

    • Bites and Insights

  • Vice president finance

    • Budget

  • Vice president events

    • No items submitted.

  • Directors

    • Comms and Media
      • Content Calendar
    • Services
      • Sweaters
    • Events
      • JOEY events: Gingerbread House Decorating Contest and GMM
      • EOT event: Music Bingo
    • EDI
      • Dean's Advisory Committee on EDI-R
      • Columbia Water Lake Walk

  • 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
  • Joanna Dong
  • Jenna Protacio
  • Kylie Da Costa
  • Ekjot Sahota
  • Ramjot Mundh

Preliminaries

Call to order

Meeting called to order at 5:37 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 VP Liu, seconded by Rep Dong. Motion carried unanimously.

Reports of officers

President – Viv Hoang

  • President, Hoang reported on housekeeping items. The last executive meeting will take place on December 2nd, the Monday before the last day of classes. Transition documents will be due on November 25th, the Monday before the last executive meeting, to ensure smooth transition and onboarding for future terms. Feedback will be given on the documents by President, Hoang and SRO, DeSouza. President, Hoang added that the Dean’s Lunch will be held on either November 22nd or November 25th based on exec availability from Facebook poll results. AHSUM was reminded to participate in this poll. The lunch will be an opportunity for us to discuss what AHSUM does and how the Dean can support us.

  • President, Hoang reported on the General Members Meeting. It is mandatory for all executive members to attend, as members will be presenting during this meeting to report on our work. VP, Kang will send out a slide deck for GMM, with links to previous meeting presentation slides for members to refer to. President, Hoang stressed the importance of promos since 12 people from each department will be needed for a quorum, excluding exec members (JOEYs can still vote).

  • President, Hoang reported on the by-election. The election has been requested with WUSA, which will open on Monday at midnight. President, Hoang added that a draft post would be needed by Friday to ensure administrative and logistic details.

  • President, Hoang debriefed last week’s events, Pumpkin Paint Night and Trick or Treat. While Trick or Treat was successful, Pumpkin Paint Night had the biggest number of no-shows this term (compared to 10-20% for other events), potentially due to the timing or weather.

Vice president, education – Angelica Marsili

  • VP, Marsili reported on Bites and Insights held next Monday. Being our biggest event, it is mandatory for all execs to sign up for shifts for at least half an hour.
  • VP, Marsili reminded JOEYs of a Prof line-up post due on Nov. 6.

Vice president, internal affairs – Hanna Kang

  • VP, Kang reported on the exec team hangout. The specific date will be chosen from the poll that was sent out in the Facebook chat. AHSUM supported the idea of a potluck at President, Hoang’s place. Food allergies amongst the group include generally all tree nuts, thus foods including nuts should be avoided entirely.

Vice president, finance – Vicky Liu

  • VP, Liu reported on the budget. The budget needs to be updated with purchases made by Director, Chowdhury but will still be under budget. The current budget has already been updated with revenue from snacks and hoodies as well as the Lady Glaze event.

Reports of directors

Communications and promotions 

  • Director, Khan reported on the Content Calendar. It has been filled out for the rest of the term, although the new event dates will need to be updated.

Events 

  • JOEY, Mundh reported on the Gingerbread House Decorating Contest. The event and location have been approved by WUSA. Teams of “up to 4” will be recommended. Snacks catered by Lenjo Bakes could be Brownies (Basic, Salted Caramel), Cupcakes (Choclate cake with Vanilla Frosting and Salted Caramel drizzle), Cheesecakes (Raspberry). Voting will be held on FB group chat for further discussion. Order must be placed by Tuesday.
  • President, Hoang reported on the EOT Music Bingo, on behalf of Director, Chowdhury. The event will likely not fit into the schedule due to room conflicts, time conflicts, and short amount of time in the week. The idea will be recirculated in FB group chat at a later date. Alternative ideas include exam goodie bags with snacks and stationery, as well as food trucks (could be any day during the last week of November).

Services 

  • Director, Akkerman reported on the new merch. Three logos have been finalized and mock-ups have been created. Stories will include questions for; Which fonts are the best? Which colors are the favorites? and whether the kangaroo should be included or not. The stories should be posted by Thursday this week. Suggestion to include 1 Extra story for extended written feedback.

Equity, diversity, and inclusion (EDI) 

  • Director, Jeyaganesha reminded of an email sent out by Elder Henry regarding the Columbia Lake Water event. Updates will be provided after the Dean’s Advisory Committee on EDI-R meeting.

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 6:14 p.m.