September 13 Agenda and Meeting Minutes

Agenda:

Date: September 13th  2023 Time: 4 pm

Location: fishbowl

Minutes:

AHSUM Meeting Minutes

AHSUM Fishbowl

Speaker: Hoang, Viv Secretary: DeSouza, Rochelle

 

Attendance

The following members were present:

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

 

• Khan, Farhaana
• Hassan, Prio (left at 4:25pm)
• Munasinghe, Ashini
• Zohdy, Saleena
• Yang, Isabel
• Hang, Vivienne (SRO)

Regrets: Verma, Nishtha

Preliminaries

Call to Order

President, Hoang called the meeting to order at 04:01 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, Khan Seconded: Director, Hassan

Motion carries unanimously

Approval of Meeting Minutes

Be it resolved that there were no meeting minutes to approve

Motioned:  and Seconded: 

Motion carries unanimously

Reports of Officers

President

President, Hoang reported that executive members should continue to review transition documents. 

President, Hoang reported on the events and media calendar and how executive members can read and interpret the calendar. A post about event cards will be going up on Saturday (the proposed prize is Beats headphones). AHSUM aims to have graphics advertising an event up on social media a week before the event occurs. A post for bi-elections of vacant roles will be posted on social media some. There are some things in the calendar that are still tentative and subject to change.

President, Hoang reported that executive members will be sent details about the Joey and Councillor program. This term, AHSUM will have 3 Joeys for the Directors. The Joeys will not be assigned to any specific Director, but will work with all the Directors. The Councillor program will have 1 Councillor per academic unit (SPHS, RLS, KHS). Selections will happen internally by interviews, not through means of WUSA elections. Applications will tentatively open this Friday and selections will occur at the beginning of October. 

President, Hoang reported on expectations using the general AHSUM executive email and drive. All executive members have login access to the account. Naming conventions for documents should start with “Fall 23” and should be placed in the correct folder if applicable. 

President, Hoang reported that an office/lounge cleaning schedule will be built out this term by VP, DeSouza. President, Hoang reported expectations about office hours and use of the lounge space. AHSUM will be having an open door policy during office hours. The executive member who has the first shift of the day should open the main door of the lounge. When closing the office, the last executive member who has an office hour shift that day should close the main door of the lounge. If a non-Health/non-UWaterloo student is wanting to use the lounge, they should ideally be accompanied

President, Hoang reported about decorating the lounge space. Possible considerations include implementing a wall of polaroid pictures taken from past AHSUM events. Another idea includes putting up canvases that contain the signatures of event attendees (AHSUM would have a canvas for people to sign at each event we host this term so that we can put them up). AHSUM has previously decorated the lounge during different holidays, and it would be nice to have year-round decor as well.

VP of Internal Affairs

VP, DeSouza created an office hours log for executive members to keep track of interactions they have during their office hour shift. Director, Munasinge will be doing an inventory count of program sweaters and snacks when she opens the office tomorrow (first office shift of the term). If anyone has any conflicts with their office hours shift, reach out to President, Hoang as soon as possible.

VP of Education

VP, Mistry reported on upcoming events for the term. Jeopardy will be planned by VP, Mistry and another representative. 

VP, Mistry reported that Pops and Talks with profs will occur this term and is planned to be held at Grad House. AHSUM will be providing a non-alcoholic drink ticket to attendees.. Attendees can purchase alcohol if they wish. VP, Mistry will be reaching out to profs to get their availability by the end of next week and then a date will be set for the event (aiming for an evening time). SRO, Vivienne brought up that a name change should be considered since not just profs, but academic advisors and staff are also invited) are invited.

VP, Mistry reported another project in the works is creating hand-made cards for professors like what was done last fall. 

The photographer did LinkedIn Headshots for AHSUM in the past and has been in contact with AHSUM since then. AHSUM is hoping to do this event again  at some point early in the term. AHSUM can aim to have the event on September 28 and get promotions up on September 21. AHSUM is thinking about having the event in the Health building while considering different locations around campus, though the Health building would be a more accessible option to Health students. 

VP of Finance

No report. 

Directors

No report from Director, Hassan, 

No report from Director, Khan. Director, Khan will be creating polls about services and snacks that students want to see AHSUM offer.

Director, Munasinghe reported that she will be taking inventory of snacks and made a request for a post to go out about what snacks and services AHSUM offers. Previous program sweaters we have will be sold at the AHSUM Welcome Back Bonfire. Director, Munasingh requested updates about the proposed coffee maker for the lounge. President, Viv will be taking the lead on purchasing the coffee machine.

Director, George reported that the first event of the term will be a Welcome Back Bonfire. This will be held on September 21 from 7:00pm-9:00pm (pending WUSA approval) with set-up starting at 6:00pm. The event will happen on BMH Greens using the BBQs. We have marshmallows that Orientation donated to AHSUM. AHSUM is projecting an attendance of about 50 people. AHSUM will be looking into purchasing specialty marshmallows to accommodate dietary needs. AHSUM will be purchasing Celebration Cookies (each box has 18 cookies). AHSUM needs to purchase skewers to roast the marshmallows on. AHSUM can look into purchasing other things like Nestle chocolates to be more accommodating. The benches on BMH Green will need to be booked through Health Reception. AHSUM will need to get gloves for proper safe food handling. It might be good to have a megaphone to use for crowd control. AHSUM can possibly borrow some of the life-size games used during O-Week for the event. Director, George reported that other planned events for the term are a Therapy Dogs event in October (consider an evening timeslot), a Mystery Bus trip, a Breakfast Fundraiser, and an End of Term (EOT) Bash.

Representatives

No report from Representatives.

Reports

Other Business

Student Relations Office (SRO) Updates

SRO, Hang reported that she will need a list of executive names and emails to send to Julie Cassaubon (Dean’s Office) who keeps track of key permits so that all members can be assigned keys to the lounge/AHSUM office.

SRO, Hang reported about Grad Formal. The event is typically held in March and grad students. Grad Formal is a constituent of AHSUM. The Grad Formal budget falls under AHSUM budget. A Grad Formal committee will need to be set up (would be good to have representation from each academic unit) and will need to be coordinated by an assigned Chair (typically someone who is on AHSUM). This is a student-planned event for students. The SRO is around as a support to help get resources and book spaces while going through the process of planning the event. It is advisable to book venues and caterers sooner than later. It is best to have these things planned by the end of January so that there is time to sell tickets. If the Chair of the committee isn’t an AHSUM member, then an AHSUM rep will sit on the committee. SRO, Hang will provide more details at a later time to confirm what budget amount should be allocated to Grad Formal. If more funding is needed than what is already allocated, an AHSEF proposal should be made a term in advance of the event (Fall AHSEF proposal). At least half the committee must be made up of graduating students.

SRO, Hang reported that she has control of the infocasters (TV screens) located in the Health buildings. If AHSUM wants to promote things on the infocasters (16:9) executive members should send a graphic that is 16:9 dimensions to the SRO. 

SRO, Hang reported that the lounge code will be sent out to all undergraduate students tomorrow. 

SRO, Hang shared some other reminders. If AHSUM is inviting staff and faculty to events, AHSUM should send things out as a calendar invite. The AHSUM office is responsible for approving posters. AHSUM should having more signage around bulletin boards so that people are aware that posters have to be approved by AHSUM before they can be posted up. Posters shouldn’t be put up on painted surfaces. Posters should be taken down 48 hours after the event has occurred

New Business

 

Be it resolved that the Chair adjourns the meeting at 05:07 pm.

Motioned: VP, DeSouza and Seconded: Director, Munasinghe

Motion carries unanimously