October 4 Agenda and Meeting Minutes

Agenda: 

Date: October 4th  2023 Time: 5pm

Location: BMH 1048 

Minutes: 

AHSUM Meeting Minutes

BMH 1048/Microsoft Teams

Speaker: Hoang, Viv Secretary: DeSouza, Rochelle

 

Attendance

The following members were present:

• Hoang, Viv
• DeSouza, Rochelle
• Mistry, Krupa
• Sekhon, Arsh
• George, Celeena
• Munasinghe, Ashini

 

• Khan, Farhaana
• Zohdy, Saleena
• Verma, Nishtha
• Hassan, Prio
• Akkerman, Avery
• Liu, Vicky
• Hang, Vivienne

Regrets: Yang, Isabel

Preliminaries

Call to Order

President, Hoang called the meeting to order at 5:02 p.m.

Highs and Lows

High and lows will not be recorded since they are personal reflections.

Regular Agenda

Approval of Agenda

Be it resolved that the Executive approve of the Agenda

Motioned: Director, Hassan Seconded: Representative, Zohdy 

Motion carries unanimously

Approval of Meeting Minutes

Be it resolved that the Executive approve of the Meeting Minutes

Motioned: Director, Khan and Seconded: Director, George 

Motion carries unanimously

Reports of Officers

President

President, Hoang welcomed the new Director, Liu and Representative, Akkerman to the team. 

President, Hoang reported a reminder to fill out the form for Dean’s Lunch availability.

President, Hoang reported about the Joey and Councillor programs. Two people have confirmed interviews happening today. Director, George and Director, Munasinghe will be conducting interviews. As the interviewer, executive members should make sure to ask questions and take notes.

VP of Internal Affairs

VP, DeSouza is looking into ordering a new stamp. VP, DeSouza will look into ordering a new AHSUM student society banner (zap banner). AHSUM did have a banner at some point but the branding is outdated. 

VP, DeSouza will be adding Director, Liu and Representative, Akerman into the office hours schedule. President, Hoang will be sending them the whentomeet link to indicate when they are available for office hours shifts.  

VP, DeSouza will be contacting Plant Ops about the power outlets in the lounge that are not working and will cc President, Hoang. 

AHSUM will need to look into purchasing cleaning supplies during or after reading week so that executive members are able to clean the microwave and fridge.

 

VP of Education

VP,  Mistry reported on the Bites and Insights event. 30 responses were submitted in the availability form. A few responses were submitted via email as well. Monday at 12:00 p.m. - 4:00 p.m. seems to be the time that works best. VP, Mistry will fill out an event form. Individual invites will be put on the doors of professors. Representatives will be helping create these. The event will hosted at Grad House. 

VP, Mistry reported on the exam banks. VP, Mistry will be sending an email to course instructors about updating the exam bank tomorrow evening. A list with Kinesiology profs and the courses they teach has already been generated by Representative, Yang.

VP of Finance

VP, Sekhon reported that AHSUM is over the budget that we should have. 40% of student fees will be deposited this year. The faculty had a bigger wave of students enrolment this year. Karl has not provided exact numbers yet. The Bites and Insights event and the Mystery Bus event should use up a good amount of money. AHSUM can consider giving out some type of food option (Sweet Lou’s, Beavertails, etc.). AHSUM should keep the budget in mind when deciding the pricing of Mystery Bus tickets. 

There has not been an AHSEF meeting in the Fall term yet. It is likely that a board meeting may take place in November. Getting a coffee maker was contingent on providing a survey to students. The survey results were shared with Oumar (AHSEF Chair). President, Hoang will follow up with Oumar. 

AHSUM sweaters will be sold as a flash sale. AHSUM is running low on Kinesiology sweaters in the office so AHSUM will need to pull more out from storage. Old Recreation and Leisure Studies sweaters (hoodies) will be sold for $10. Crewnecks will be sold for $15. AHSUM can look into doing some sweater giveaways after reading week. AHSUM will give resistance bands and laptop stands for free outside the lounge. 

VP, Sekhon will  make a spreadsheet to track receipts and cheques moving forward.

Directors

Director, Hassan reported that she is working on WCMS training and will be done by reading week. AHSUM is hoping to have the website updated after reading week. Director, George will need to send caption details of Mystery Bus to Director, Hussan.

Director, Khan reported about posting a promoton to join the Grad Formal Committee this week. AHSUM should hold off on posts of Mystery Bus hints until some details are cleared with WUSA. 

Director, Munasinghe reported that she will be doing an inventory count during reading week. AHSUM should make a post that the office will be closed during reading week. Executive members should make sure that they are updating the inventory in the appropriate spreadsheet when making sales. Some of the items AHSUM is selling are not listed on the square currently. Director, Munasinghe will work on adding the items in. Sweater design submissions were looked at by Director, Munasinghe and VP, MIstry. New designs were generated based on the submissions. Some program names are long and the font would have to be smaller in order to fit on the sweaters. VP, Mistry will play around with the designs so that the vendor can digitize it. AHSUM will decide what sweater option to sell based on a student vote.

Director, George reported on the therapy dogs event. It is planned to be held on Wednesday, October 18 from 5:00 p.m - 7:00 p.m. Director, George, has not received a reply from the therapy dogs contact. WUSA is wanting to know what bus company AHSUM is using for the Mystery Bus. AHSUM is planning to run the Mystery Bus event on October 21. Director, George needs to follow-up with the bus company to confirm how many seats are on 1 bus. This will help determine how many buses AHSUM will need. AHSUM will need to purchase group tickets soon before they sell out. The bus will come back late, so AHSUM will need to inform students that by the time they get back, transportation within Waterloo may not be running and students would need to make transportation arrangements to get home once the bus returns to Waterloo. The first hint for the Mystery Bus would ideally need to go up this Friday (October 6). The second hint post should go up on October 10 after the long weekend. The reveal should go up on October 12. AHSUM should start sign-ups on October 12 so that people have a week (up until the 19th) to purchase tickets. Another event for other therapy animals could potentially happen in November. The therapy dogs event could be pushed to October 25 if Director, George does not hear back from the therapy dogs contact. 

Representatives

Representative, Zohdy will work on cleaning the office during her office hours. 

Reports

Other Business

 

New Business

 

Be it resolved that the Chair adjourns the meeting at 6:05

Motioned: VP, Mistry and Seconded: Director, Munasinghe 

Motion carries unanimously