September 30, 2024 - Agenda and meeting minutes

Date: September 30, 2025

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
    • JOEY Program
      • Finalize responsibilities
    • New lounge furniture
    • Debrief: Lady Glaze and LinkedIn Headshots
    • Event this week: Paint and Sip

  • Vice president internal affairs

    • Dean’s Advisory Committee on Health and Well-being
    • Fishbowl rules

  • Vice president education

    • SWEP
    • Bites and Insights

  • Vice president finance

    • Budget

  • Directors

    • Comms and Media
      • Content Calendar for upcoming events
      • Last week's events and IG engagement
    • Services
      • Merch and coffee machine
    • Events
      • WUSA Wonderland Trip
    • EDI
      • Dean's Advisory Committee on EDI-AR

  • 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
  • Rochelle DeSouza

Preliminaries

Call to order

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

Approval of agenda

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

Approval of meeting minutes

Motioned by Director Khan, seconded by VP Liu. Motion carried unanimously.

Reports of officers

President – Viv Hoang

  • President, Hoang invited executive members to debrief on the events from the past week. Both were very successful and ran smoothly. The Lady Glaze event was a little bit slow, which was caused by the vendor having only one person to make drinks and prepare donuts. There is room for improvement regarding line control, as it could have been better monitored by executive members. The LinkedIn Headshots event had a better turnout than previous terms and a quick turnaround with sending out unedited photos. President, Hoang reported on the housekeeping items. Regarding the office hours, there was a reminder to lock up if having to leave a few minutes early and to take the garbage outside, as there is no garbage can inside the office. We are still getting through the small Kinesiology hoodies; the LEARN post was effective for the RLS hoodie sales. President, Hoang added that the SPHS advisors are not taking in LEARN announcements at the moment due to course selection but advised to reach out to the SPHS Instagram if necessary. President, Hoang reported on the JOEY Program. President, Hoang introduced the new JOEYS who have been selected, though they were not present at the meeting. Before finalizing their responsibilities, President thanked VP, Marsili for assembling the form and the Directors for timely

    sending out the invites and facilitating the interviews, adding that the process went very smoothly. As the new JOEYS will not be taking over office hours this semester, please contact VP, Kang for any issues or conflicts with the current office hour schedule. There will be a meeting tomorrow with the new JOEYS, which the Directors are invited to. JOEY of Events will be responsible for leading one event, which will be a movie night this time. JOEY of Media will hopefully work toward expanding onto other avenues. Since it may be hard to build a following on a new platform, suggestions from AHSUM included Instagram reels with mini mics. JOEY of Services will be involved in supporting the new merch project but not the exam banks, which is not a service that we will be working on anymore. JOEY of EDI will share responsibilities with the JOEY of Events, as EDI is a fairly new role. The new JOEYs will be invited to next executive meeting. SRO, DeSouza reported on the new lounge furniture. After the meeting last Thursday, SRO, DeSouza has created a new folder with furniture project details, floor plans, and meeting notes, which executive members are welcome to read through in more depth if interested. Based on the samples of finishes provided by Marianne, AHSUM decided on the meeting table (will have electric outlets), coffee table, and storage cabinet finishes. The meeting tables and storage cabinet were chosen to be the same lighter shade, while the coffee tables were chosen to be a darker shade to contrast. Unlike the table and storage cabinet finishes that were all the same cost, chairs have different options (mesh back, arms, wheels) and fabric grades. The decision from the meeting with Marianne was to have a mix of chairs with mesh back and arms, and to go with the finish Challenger, which is bleach cleanable and more durable. President, Hoang will send out chair finishes for AHSUM to vote on, with consideration of things like visibility of potential stains. As the different furnishes will be purchased from different vendors, they will have different arrival dates. When the lounge needs to be closed, a notice will be posted on our Instagram story, and SRO, DeSouza will coordinate with Central Stores for the removal of current furniture. Regarding the foosball table that was initially planned to be kept in the fishbowl, executives suggested keeping it outside in the lounge and keeping the balls in the office. Reports for events this week. Director, Chowdhury reported on the Paint and Sip event. It has been expanded to more rooms, considering the number of responses. The order has been placed for 120 bubble teas, which have been paid for by President, Hoang. Those who reserved the non-dairy will be given them first. As people come in, they will receive two tickets (one for the bubble tea and one Keep Ticket for the raffle), 1 tote bag, pens, paint and paint brushes. As we start taking drop-ins at 6:30,

    people’s WatCards will have to be checked. One executive from each room will bring the raffle tickets at 7:20, and the raffle will be drawn at 7:30. People will have to have stayed until the end to receive the prize. Directors, Khan and Paskaramoorthy were asked to remind people to sign up for the room and come early to check in (before 6:30). Drop-ins will be assigned to the lounge. A trolley will be needed for one executive to bring the bubble teas to each room, which will be taken from the Dean’s office before it closes at 4:30 and then locked in the fishbowl or the office after the event

Vice president, education – Angelica Marsili

  • VP, Marsili reported on academic events. VP, Marsili will follow up with a participant in the LinkedIn Headshots event who did not receive a link to unedited photos. With regard to SWEP, we are expecting a considerable volume of applicants, from Co-op and EDGE (broadening type of work experience), with the form closing on the 6th. The event post was decided to be posted on Monday the 7th, for an early estimate of number for contacting the vendor and to allow people time to consider attending while they are in school mode before reading week. Director, Paskaramoorthy

    will organize the event form. In terms of location, the seminar room will be booked for the event. For Bites and Insights, there was not a high number of responses from professors. VP, Marsili will contact Grad House with a tentative date of Monday the 11th and send out calendar invites, with representatives also sending out reminder emails. VP, Marsili has conflicts with the Co-op Education Council meeting tomorrow – will send an email with regrets and any questions from AHSUM, and read minutes.

Vice president, internal affairs – Hanna Kang

  • VP, Kang reported on the Dean’s Advisory Committee on Health and Well-being. Although VP, Kang was unable to attend due to time conflicts, the committee seems to have discussed student and staff resources and engagement, as well as having connected to Campus Wellness. Miriam, the Project Assistant, has reached out for promotions for the yoga and blood drive events, which have been posted. VP, Kang reported on the fishbowl rules. Please note that the fishbowl is not available after hours, which should be communicated to people who ask, and executives should check the fishbowl after students leave or at the end of their office hour shifts. AHSUM agreed to put up a poster with rules in the fishbowl, and there is a possibility of implementing a no-foods policy.

Vice president, finance – Vicky Liu

  • No report.

Reports of directors

Communications and promotions 

  • No report.

Events 

  • No report.

Services 

  • No report.

Equity, diversity, and inclusion (EDI) 

  • Director, Jeyaganesha reported on the Dean's Advisory Committee on EDI-AR. The committee is accepting seed fund applications for initiatives that promote EDI. Please contact Director, Jeyaganesha with suggestions for professors to contact regarding the workshop for high school and elementary school students.

Reports of representatives

Health Sciences

  • No report.

Kinesiology

  • Please refer to the meeting presentation slides for reports from Representative, Munro (Kinesiology).

Public Health

  • No report.

Recreation and Leisure Studies

  • No report.

Other business

  • None.

Decisions made

  • Lounge furniture finishes

New business

  • None.

Adjournment

Meeting adjourned by the Chair at 7:02 p.m.