October 17 Agenda and Meeting Minutes

Agenda:

Date: October 4th  2023 Time: 5pm

Location: BMH 1048 

Minutes:

AHSUM Meeting Minutes

AHSUM Fishbowl/Microsoft Teams

Speaker: Hoang, Viv Secretary: DeSouza, Rochelle

 

Attendance

The following members were present:

• Hoang, Viv
• DeSouza, Rochelle
• Mistry, Krupa
• Sekhon, Arsh (left early)
• Hassan, Prio
• Khan, Farhaana

 

• Munasinghe, Ashini
• Liu, Vicky
• Zohdy, Saleena
• Verma, Nishtha (left early)
• Yang, Isabel
• Akkerman, Avery
• Hang, Vivienne (SRO)

Regrets: 

Preliminaries

Call to Order

President, Hoang called the meeting to order at 5:31pm

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, Khan Seconded: Director, Liu

Motion carries unanimously

Approval of Meeting Minutes

Be it resolved that the Executive approve of the Meeting Minutes

Motioned: Representative, Yang and Seconded:  Representative, Verma

Motion carries unanimously

Reports of Officers

President

President, Hoang reported that Director, George has resigned from her role of Director of Events. Most of the responsibility under the portfolio of events will be dispersed among the rest of the executive members. Anyone is welcome to present an event idea any time and WUSA is willing to help AHSUM plan some events if AHSUM is interested. AHSUM will also have Joeys and Councillors coming on board to help out. AHSUM can also have the Representatives hold events (faculty or department-specific) if they are interested. AHSUM still has various events coming up in the calendar. AHSUM realistically has until the end of November to host events. MathSoc recently held a therapy bunnies event and sent AHSUM the contact information of their vendor. Last Fall, there were a lot of low-maintenance events which AHSUM could also choose to host. AHSUM will consider hosting a cookie decorating event. AHSUM is unsure if a Mystery Bus event is off the table currently or if there are other ideas that can be explored for an event to be fully planned out in November. A movie night is another low-maintenance event that AHSUM can run next Thursday. AHSUM should use a poll on Instagram to choose a movie. If snacks are needed, whoever is the primary event organizer should make sure to grab snacks or inform the team so that someone can pick up snacks. AHSUM can run Pumpkin Painting on October 31 in the lounge. AHSUM will also be giving out Halloween candy in the lounge starting next week. Executive members can get Halloween decorations and decorate the lounge/office if they have time or would like to. When planning events, keep in mind that there is a WUSA event form that needs to be filled out and an internal AHSUM event form. AHSUM could consider having a food truck event. 

President, Hoang reported on the intake of Joeys and Councillors to AHSUM. Executive members who did interviews with candidates should highlight in the appropriate spreadsheet the Joeys and Councillors that they have selected so that President, Hoang can send them emails and invite them to the next AHSUM meeting. President, Hoang will try to make a decision about who to select as the Joey of Events as a result of the vacancy in the Director of Events position. 

VP of Internal Affairs

VP, DeSouza has adjusted the office hours schedule to include shifts for Director, Liu and Representative. With the recent Director of Events vacancy, VP, DeSouza will need to fill two shifts (Tuesdays from 12:00pm-2:00pm AND Thursdays from 12:00pm-1:00pm). Joeys and Councillors may be considered to take up office hours if the shifts cannot be permanently filled. Office hours can be a good opportunity for the new members to become familiar and immersed into their roles. 

VP, DeSouza will be looking into ordering a new zap banner/retractable banner reflective of the current AHSUM branding. President, Hoang will connect with MathSoc to inquire on the vendor they used to purchase their banner. VP, DeSouza will speak to someone in the Health Dean’s Office from the Marketing and Communications team to inquire what vendor they used to purchase their banners. 

 

VP of Education

VP,  Mistry designed invites to Bites and Insights to professors on Canva. Executive members in the office should write the names on invites and next week, AHSUM can go around and put the invites up on faculty members’ doors. Grad House has not been booked out yet, but the booking should be made as soon as possible. AHSUM will be providing a free non-alcoholic drink ticket to participants. AHSUM will be putting out an interest form to students to predict attendance. AHSUM should put posters up in the lounge to help promote the event. Getting promotions posted on LEARN is also very important. Promotions can start next Monday. VP, Mistry will be submitting an event form tonight. 

VP, Mistry is working on the Trivia event. AHSUM should think about prize options for the event. AHSUM could run a music Bingo as well and can consider hiring someone external to host Bingo. 

VP, Mistry reported that she emailed professors yesterday to work on growing the exam bank. Representative, Zohdy has a list of Health professors and the courses they teach.

VP of Finance

No report from VP, Sekhon. SRO, Hang will talk to Oumar (AHSEF Chair) about adding Director, Munasinghe as the AHSUM representative for AHSEF. President, Hoang will be reaching out to Oumar to invite him to the next AHSUM meeting. 

Directors

Director, Hassan has almost completed WCMS training. Director, Hassan will be adding events into the event calendar moving forward.

No report from Director, Khan.

Director, Munasinghe has updated the snack inventory and made sure everything is on the square. The menu outside the office has also been updated. Executive members should try to keep track of who owes money for snacks if they do not pay upfront (make/keep tabs). There may be a way to keep track of inventory on the square or use pen and paper. Director, Munasinghe will need access to the square dashboard. Director, Munasinghe has spoken to Living and Learning Peer Leaders. Peer Leaders could take some sweaters to their community/events to purchase sweaters. The sweater vote for new sweaters was the heather grey hoodie with a large logo across the chest. AHSUM can receive the sweaters by mid-November if AHSUM is sure of the ordering option and put in the order now. 

No report from Director, Liu. 

Representatives

Representative, Zohdy spoke to some students and has noticed that a lot of first-year students are not living in residence/on campus this year. A lot of students do not have time to get breakfast. It would be a good idea to get a toaster in the lounge along with some waffles/bagels to sell for cheap this term. This can be incurred through an AHSEF proposal or the AHSUM budget. A breakfast restock would have to happen often if AHSUM moves forward with this idea. A toaster might be a fire hazard so AHSUM may need to speak to someone and seek permission (Plant Ops/Dean’s Office). E7 currently has some toasters available for use. Representative, Zohdy has been invited to a school council meeting tomorrow and will share with the council information about the work that AHSUM is doing.

Representative, Akkerman has been looped into department meetings.

Reports

Other Business

New Business

 

Be it resolved that the Chair adjourns the meeting at 6:45pm

Motioned: VP, Mistry and Seconded: Director, Munasinghe

Motion carries unanimously