October 21, 2024 - Agenda and meeting minutes

Date: October 21, 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
    • By-election
    • Exec Photos
    • New lounge furniture (Rochelle)

  • Vice president internal affairs

    • Fishbowl rules poster
    • Midterm check-in

  • Vice president education

    • SWEP
    • Bites and Insight

  • Vice president finance

    • Budget

  • Directors

    • Comms and Media
      • Content Calendar
    • Services
      • New merch
    • Events
      • Pumpkin Paint Night
      • Trick or Treat
    • EDI
      • EDI-AR workshop

  • Representatives

    • Council and Faculty meetings

Meeting minutes

Location: BMH 1005

Chair: Viv Hoang

Attendance

The following members were present:

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

Preliminaries

Call to order

Meeting called to order at 5:35 p.m. by chair, Firstname Lastname.

Approval of agenda

Motioned by Representative Shaik, seconded by Director Paskaramoorthy. Motion carried unanimously.

Approval of meeting minutes

Motioned by Representative Dong, seconded by VP Marsili. Motion carried unanimously.

Reports of officers

President – Viv Hoang

  • President, Hoang reported on the housekeeping items. President, Hoang reminded AHSUM to attend and be attentive during executive meetings. Please take the initiative to ensure tasks are getting done without reminders, which will not be sent out as frequently moving on.

  • President, Hoang reported on the General Members Meeting. With a tentative date of November 20th, we will present AHSUM updates and propose constitution changes during this meeting: promoting Director of Events to VP of Events, clarity with regard to academic term for office (full-time academic student only), and JOEY eligibility. To meet the quorum, we will need to have 12 people from each department, excluding executive members. While the election for the 2025-20206 school year will require changes to the ballot, Mohamed added that the decision to promote the Director of Events to VP for this term is up to AHSUM. It will be hosted in EXP 1686, from 6-7PM.

  • President, Hoang reported on the by-election. Vacant positions include VP of Education, Director of Communications, Director of EDI, and Kinesiology Representative. Please let President, Hoang know by the end of tomorrow if you would like to move around internally. By the end of this week, President, Hoang will put vacant positions into the by-election after any internal changes. It was noted that the General Members Meeting will be held during the voting period and can be an opportunity for promotion.

  • President, Hoang reported on the Exec Photos. We will decide on the theme by the end of this week. The current plan is to take photos outdoors if the weather permits next Monday or in early November (when the fall colours are still nice). A poll will be sent in the group chat after today’s meeting to decide on the theme. President, Hoang added that we will take photos at 5:30 PM and proceed with the executive meeting.

  • SRO, DeSouza reported on the new lounge furniture. Discussions still need to take place before moving forward with decisions and reporting any updates.

Vice president, education – Angelica Marsili

  • VP, Marsili reported on SWEP. It will be held this Thursday, with the panelist promo going up today. VP, Marsili has contacted Chef on Call and has ordered 40 pre-packaged boxes (all halal with vegan options available). As it is still under the $800 budget, VP, Marsili asked for suggestions for drinks. The panelists will be emailed with a rough script and dress code. VP, Marsili will also send out the event form tonight and will need volunteers help with set up and clean up. It was decided that 60 boxes will be ordered instead of 40 to account for executives and more people that would sign up after the panelist post.

  • VP, Marsili reported on Bites and Insights. Support from Media JOEYs and Reps will be needed. Food will be ordered on rotation basis, withvegetarian and halal options. For drinks, there will be tickets to be redeemed and paid for after the event (out of pocket for alcoholic drinks). VP, Marsili will send out calendar invites to professors after today’s meeting. Please sign up for shifts on the event form available on SharePoint. We will be leaning onto Events JOEYs for extra support. It was mentioned that we need name tags and a new roll of tickets for SWEP and Bites and Insights.

Vice president, internal affairs – Hanna Kang

  • VP, Kang reported on the Fishbowl rules poster. It has been created and will be posted once the new furniture arrives (holding off for now).
  • VP, Kang reported on the midterm check-in. A mandatory survey will be sent out this week for executive members to fill out, to ensure accountability and gauge executives’ overall satisfaction with our respective roles. AHSUM preferred to meet 1:1 for further feedback.

Vice president, finance – Vicky Liu

  • VP, Liu reported on the budget. AHSUM merch has been added to the budget ($10 200), although it could be lower based on the type of merch that is chosen. The budget now includes all events up to date and was approved. The amount of student fees we received will be reported next meeting.

Mohamed (WUSA)

  • Mohamed reported on the WUSA survey for SLC space usage. It asks for input from student societies on the student lounge in SLC (open space concept and changes in painting) and was sent to President Hoang. We will discuss further in the group chat.

Reports of directors

Communications and promotions 

  • Director, Khan reported on the Content Calendar. Please refer to the presentation for a full list of this week’s events. Since pumpkin painting will be sign-up, it will be added to our Linktree. For external posts, we will have the Grad committee story go up on Tuesday and the Dean’s Advisory Committee story go up on Wednesday. For SWEP, we can have drop-ins but will need to have someone at the front to check who signed up for food.
  • Director, Khan reported on more Promos and Comms updates. Director, Paskaramoorthy now has access to the website and has updated the Current Members page and meeting minutes (up to Sep 23rd). From now on, we will have members send photos of the same size. Director, Paskaramoorthy will update the Past Members page and any updates to the constitution. AHSUM discussed ways to better visualize the Content Calendar in the presentation, where JOEYs could further support.

Events 

  • Director, Chowdhury reported on Pumpkin Paint Night. The event will be held next Tuesday with both sign-ups and walk-ins. Director, Chowdhury does not anticipate the need for extra volunteers. Pumpkins will be ordered the night before.
  • Director, Chowdhury reported on Trick or Treat. The candies will be assembled this Wednesday and will be given out during office hours on Halloween.

Services 

  • Director, Akkerman reported on the new merch. Please refer to the presentation for more details on the quotes. We hope to have the design logos finalized today (required for quotes from WStore) after a poll and the timeline finalized soon. AHSUM is leaning towards MVP Embroidery (US vendor vetoed) because it is the less expensive option, and we have worked with them before. We will decide by the end of today and move forward with the next steps as soon as possible.

Equity, diversity, and inclusion (EDI) 

  • No reports from Director, Jeyaganesha.

Reports of representatives

Health Sciences

  • Representative, Protacio reported on Health Studies. There is a new program proposed by the Faculty of Science, where a lot of requirements will be in the Faculty of Health. AHSUM was not in favour of the program, as it will affect students in the School of Public Health Sciences, which is already growing. This will be brought up at the COPs meeting.

Kinesiology

  • Representative, Munro reported on Kinesiology. This week’s department meeting has been cancelled, but SWEP has been posted on LEARN.

Public Health

  • Representative, Dong reported on Public Health. There was an email sent about another Faculty of Health, where Representative, Dong will talk about Bites and Insights, emphasizing the need for professor attendance. With regard to these meetings, Representatives will be responsible for attending them again once they are back in Spring term (for those in Co-op programs). Members who will be on Co-op for winter term will hold their positions for spring term and can reapply for the 2025-2026 school year.

Recreation and Leisure Studies

  • Representative, Shaik reported on RLS. The department meeting will be held next week, and SWEP has been posted on the RLS LEARN page as well.

Other business

  • None.

Decisions made

  • Proposed constitution changes
  • Executive photos theme TBD
  • Midterm check-in to be held 1:1
  • SWEP to be increased to 60 boxes
  • New merch logo TBD

New business

  • None.

Adjournment

Meeting adjourned by the Chair at 6:34 p.m.