September 16 Agenda and Meeting Minutes
Agenda:
Date: September 16th 2024 Time: 5:30 pm
Location: BMH 1005
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Open Session Preliminaries
Regular Agenda 5. Reports of Officers a. President i. Weekly Check-in ii. Review of Last Week's Action Items iii. Joey Program 1. Dates, Posting Schedule, Interviews iv. New lounge Furniture b. VP Internal Affairs i. Office Hours Debrief c. VP Finance i. Budget i. Expense Tracker ii. Cheque Request Procedure d. VP Education i. LinkedIn Headshots i. Other Events c. Directors i. Comms & Media 1. Content Calendar & Upcoming Posts ii. Services 1. Snack Restock 2. New Merch 3. Exec Merch iii. Events 1. Welcome Back Lady Glaze Event f. Representatives i. Council and Faculty meetings agenda questions Adjournment |
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Minutes:
AHSUM Meeting Minutes
BMH 1005
Speaker: Hoang, Viv Secretary: Kang, Hanna
Attendance
The following members were present:
- Hoang, Viv
- Kang, Hanna
- Liu, Vicky
- Marsili, Angelica
- Chowdhury, Tabia
- Akkerman, Avery
- Jeyaganesha, Geertika
- Paskaramoorthy, Karina
- Munro, Alyssa
- Dong, Joanna
- Shaik, Afrah
- DeSouza, Rochelle
Regrets:
- Khan, Farhaana
- Protacio, Jenna
Preliminaries
Call to Order
President, Hoang called the meeting to order at 05:38 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 executives approve the agenda.
Motioned: Director, Paskaramoorthy and Seconded: VP, Liu
Motion carries unanimously
Approval of Meeting Minutes
Be it resolved that the executives approve the meeting minutes.
Motioned: Representative, Shaik and Seconded: Director, Akkerman
Reports of Officers
President
President, Hoang reported on the housekeeping items. President, Hoang will be having 1:1 meetings with executive members to discuss topics that could not be addressed during the executive meeting. AHSUM will also now have access to a shared mailbox on Outlook (ahsum@uwaterloo.ca), for which Director, Paskaramoorthy is mostly responsible for answering emails or forwarding to an appropriate executive member. President, Hoang reminded AHSUM to use this email when submitting event forms to WUSA and to sign off the emails with their own signature. However, VPs should prioritize using their individual email accounts before using the shared one. President, Hoang reminded executives to frequently check the due dates of action items and once again confirmed that we will continue to use Facebook Messenger as our messaging platform. By-elections will be needed for vacant positions next term, as only the following members will be staying on: President, Hoang; VP, Kang; VP, Liu; Director, Chowdhury; Director, Akkerman; Representative, Shaik.
President, Hoang reported on the Expense Tracker. It has been removed from SharePoint and now been added onto the Budget spreadsheet.
President, Hoang reported on the JOEY Program. VP, Marsili announced that the applications have been posted and will be open until the end of this week. After the interviews next week, the appointed JOEYs will be invited to exec meetings two weeks from now. Directors were advised to interview 4 candidates if selecting 2 and 2-3 candidates if selecting 1, individually for about 20 minutes per candidate. The directors’ availabilities for virtual interviews are as follows: Tuesday and Wednesday evenings for Director, Paskaramoorthy; Tuesday after 4 pm for Director, Chowdhury; Tuesday and Wednesday evenings for Director, Akkerman; and Wednesday evening for Director, Jeyaganesha. The wrong date in the post caption will be fixed. VP, Marsili will be creating and sending out a sign-up spreadsheet rather than coordinating over email. Directors should reach out if there should be any changes to the duties of JOEYS, who will be reporting directly to directors with the oversight of VPs.
Student Relations Officer
SRO, DeSouza reported on the new lounge furniture. SRO, DeSouza is currently following up with Marianne, a staff member from Plant Operations, for next steps and timeline and is planning to meet with them and another executive member. VP, Kang and Director, Paskaramoorthy will be sitting in on the meeting, but any other member who would like to be involved should contact SRO, DeSouza.
VP of Internal Affairs
VP, Kang reported on the office hours and the calendar invites that were sent for them. VP, Kang reminded executive members to turn off the lights and close the door when leaving and to send a message if running late or needing people to cover. There was a debrief of the first day: it was quiet, with very few people needing services. However, there were first-year students asking for BIOL 130 exam bank; we currently have one from 2006 with a different format. It is anticipated to be busier after the snack restock and sweater sale. President, Hoang added that there are new office supplies, and that the office hours schedule will change once JOEYs are onboarded.
VP of Education
VP, Marsili reported on LinkedIn Headshots, which will take place next Thursday from 10:30 am – 2:30 pm. A sign-up form will be created and posted on the 18th for promo to ensure it does not overlap with promo for JOEY. A confirmation from the photographer is still pending but will be resolved tonight. VP, Marsili will send out time slots for volunteers in the chat, with responsibilities for each slot (set up, event, and clean up).
VP, Marsili reported on other academic events for the term. For the test prep workshop with Centre for Career Development, VP, Marsili will be asking for the event to take place during the second week of October when we are less busy with other events. Food is still pending, but Chef on Call was recommended, as they only require one week’s notice. VP, Marsili will decide whether the event should be a sign-up or drop-in format. Regarding SWEP, we could gear target more upper-year students since Co-op Education is hosting a similar event exclusively for those in 2A. VP, Marsili has created a promotional timeline for promos and requested it to be added to the calendar. Please inform VP, Marsili of any food recommendations. For Bites and Insights, VP, Marsili will send out an email by Friday the 20th to check professor availability, which will allow her to contact Grad Housing for a quote for the week of November 11th – 14th. It was noted that no events will take place during Reading Week.
VP of Finance
VP, Liu reported on the Expense Tracker. VP, Liu reminded executive members to make sure all receipts are itemized for full reimbursement when purchasing on behalf of AHSUM. A blank template of cheque request form is available on SharePoint. There was a reminder to avoid e-transfers if possible and rather have WUSA pay the vendor (with an invoice from them) instead of e-transfers or cash payments from executive members, as it complicates the reimbursement process. For LinkedIn Headshots, VP, Liu will follow up with the photographer regarding payment.
VP, Liu reported on the budget for the term. The Budget spreadsheet has columns for estimated cost and actual cost for each of the services and events. The “Purchased by” and “Reimbursement Status” columns will be deleted, as the Expense Tracker is now on the next tab. We are currently at an account balance of $24 637.17 and anticipate about $9170 from society fees and a spending of about $18 385. If there are other events or services to be added to the budget, please inform VP, Liu. It was also mentioned that the revenue from sweaters will count towards this term but were an expense from a previous term.
Directors
President, Hoang reported on behalf of Director, Khan (absent). President, Hoang reported on the Content Calendar. Please add events into the calendar with details in the Description and inform Director, Paskaramoorthy or Director, Khan, ideally 1-2 weeks before the event. They would like details for the Lady Glaze event for the post going up on Thursday. For LinkedIn Headshots, it was agreed that we would be accepting drop-ins.
Director, Paskaramoorthy reported on previous and upcoming posts. Exec introductions and office hours were posted last week. As for the survey stories, responses included events (with free food), few responses for services (mostly access to exam banks), snacks (preference for protein drinks), and merch (tote bags, water bottles, and varsity jackets).
Director, Akkerman reported on the services updates. An inventory of snacks and sweaters will be updated on Square after the meeting. Director, Akkerman reminded executives to put transactions, including cash payments, on the Square for tracking purposes – please message Director, Akkerman for any questions about cash payment. As for the sweater sale, each bin will be labelled by program, and the price will be kept at $15 to avoid upsetting students who pay a higher price. Regarding exam banks, please feel free to share past exams with the professor’s permission (in person), which is faster to obtain than over email. Director, Akkerman will send an email based on the professor list, asking for exams or resources that AHSUM can share with students as part of our services.
Director, Chowdhury reported on Lady Glaze and other events. Lady Glaze will start at noon and run till 4 pm, taking set up and clean up into account. AHSUM should sign up to volunteer on the event form, which has 30-minute slots and can be accessed from SharePoint. The meeting next week will have more details on Lady Glaze. Paint and Sip will be held two weeks before Reading Week and will include a giveaway for gift cards. Participants will need to sign up, as bubble tea is expected to attract more attendees. We will distribute them 15 minutes into the event to discourage people from leaving immediately. Director, Chowdhury will reach out to the President or Director of Events from spring term (which held Boba Bonfire), but please contact her with any information on how to arrange it. Sweet Dreams, a small business, was recommended instead of Cha Time; VP, Marsili will try to find their contact information. The EOT Music Bingo Night will take place the second last week of classes in the evening, with food and gift basket prizes.
Director, Jeyaganesha reported on EDI initiatives. Director, Jeyaganesha has shared the document for JOEY interview questions and will be attending the Dean's Advisory Committee on EDI-R on the 26th.
Representatives
No report from Representative, Protacio (absent).
Representative, Dong reported on SPHS. The professor list from academic advisors has been sent to President, Hoang and VP, Marsili. President, Hoang advised Representative, Dong on what to cover during council meetings and in the agenda (a general, not detailed, list of events and services) and will send over a template for LEARN announcements.
Representative, Munro reported on the Kinesiology Department. The academic advisors have not responded yet regarding the professor list, but Representative, Munro will be attending the council meeting next Wednesday and will send out an email for the JOEY program to be posted on the LEARN page before applications are due.
Representative, Shaik reported on RLS. Representative, Shaik has sent over the professor list, has informed the department of AHSUM events, and will be attending the meeting on Friday.
SRO, DeSouza reported on the Faculty Undergraduate Studies Committee. With the first meeting on October 30th, it is similar to department meetings but is for all faculties. Representatives will be speaking on behalf of AHSUM and provide feedback on decision but do not need to speak too much on the committee (only one needs to speak). SRO, DeSouza will reach out to academic unit representatives and speak to SPHS representatives to make a decision on who will be on the committee.
Reports
Other Business
There will be a snack restock and sweater sale after the meeting.
Decisions
Sweaters to stay on sale for $15.
New Business
Be it resolved that the Chair adjourns the meeting at 6:31 PM.
Motioned: VP, Liu and Seconded: Director, Paskaramoorthy
Motion carries unanimously.