September 20 Agenda and Meeting Minutes

Agenda:

Date: September 20th  2023 Time: 4pm

Location: fishbowl

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
• Munasinghe, Ashini

 

• Khan, Farhaana
• Zohdy, Saleena
• Verma, Nishtha (left early)
• Hang, Vivienne (SRO)

Regrets: George, Celeena, Yang, Isabel, Hassan Prio

Preliminaries

Call to Order

President, Hoang called the meeting to order at 5:05 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: VP, Mistry

Motion carries unanimously

Approval of Meeting Minutes

Be it resolved that the Executive approve of the Meeting Minutes

Motioned: Director, Munasinghe and Seconded: VP, DeSouza

Motion carries unanimously

Reports of Officers

President

President, Hoang reported about the MathSoc Terry Fox Run on September 25. This event is something that AHSUM will be promoting for MathSoc as it is an inter-faculty event. President, Hoang will be sending over a document later today with event details. VP, DeSouza will be following up with Health Reception (Dean’s Office) about booking tables and water pumps for the event. 

President, Hoang reported on the Dean’s Lunch which is a tradition that occurs every term. The event involves the AHSUM executives meeting with the Dean for lunch. The lunch is typically hosted at the University Club. The lunch is tentatively scheduled to take place on December 6 from 11:00 a.m. - 1:00 p.m. (pre-exam study day) pending a reservation can be made for that day.

President, Hoang reported about key permits for AHSUM executive members. All members should have key permits now and should be able to pick up their keys from Key Control (Plant Ops).

President, Hoang reported on the Grad Formal Committee and their needs for a Chair/Co-chairs and other committee members. AHSUM will be making a promo/graphic advertising the positions. Grad Formal-related questions that AHSUM gets can be funneled to SRO, Hang.

President, Hoang reported on the special by-elections for EDI Director and Recreation and Leisure Studies Representative. Promo for the by-election will go out tomorrow. 

President, Hoang reported on the Dean’s Office being interested in collaborating on events and media related content with AHSUM. 

VP of Internal Affairs

VP, DeSouza reported that executive members should continue utilizing Office Hours Logs. VP, DeSouza is in the process of making a cleaning schedule. The cleaning is meant to prioritize the fridge and microwave. A sign can be stuck on the fridge requesting that students clear their items from it so that the fridge before the executive member scheduled can clean it. AHSUM will  need to purchase more Lysol wipes. 

VP of Education

 

VP,  Mistry reported that the Pops and Talks with Profs event that AHSUM has previously held is being renamed to Bites and Insights: A Faculty Brunch. An email to faculty and staff will be sent tomorrow morning to gather availability in order to find the best date and time to host the event. 

VP,  Mistry had no new updates to provide for the Trivia Night event. 

VP, Mistry reported on club promotions and collaborations. Something that SciSoc does is put aside a certain amount of money and help fund some clubs. SciSoc puts together a presentation of what they would allocate funding towards and if it serves a majority of the faculty population, it gets approved. This is something that AHSUM can look into replicating depending on the AHSUM budget. AHSUM has done a lot of collaborations in the past with the Pre-Med Club, and AHSUM should also expand their collaborations with other clubs since not all our students are interested in going into medicine. AHSUM can collaborate by helping promote some WUSA clubs this term. 

VP, Mistry reported LinkedIn Headshots was an event that was popular in Winter term. AHSUM connected with a photographer. AHSUM will have sign-ups for half hour slots for the first hours of the events and drop-ins for the last hour. This event will happen on October 4 from 1:30 - 5:30pm. AHSUM needs to send a $100 deposit to confirm the booking. The venue has been booked through Health Reception. 

VP of Finance

No report from VP, Sekhon.

Directors

No report from Director, Hussan 

Director, Khan reported on timelines for event promotions to be poster. Executive members should give notice of at least a week when they would like something posted. WUSA needs to approve the event before we put out promotions. 

Director, Munasinghe reported that she is planning to do a snack restock some time this week. Director, Munasinghe will also be counting the inventory once a week (likely every Thursday). The current sweater count should be up to date. AHSUM will be selling program sweaters at the Welcome Back Bonfire tomorrow. Sweaters will be sold for $20.00. Director Munasinghe discussed snack ideas to include in the restock.  

No report from Director, George. AHSUM will be hosting the Welcome Back Bonfire tomorrow from 7:00 - 9:00pm. Program representatives should share promo with each academic unit. The bus company AHSUM has previously used Mystery Buses quoted AHSUM $900. AHSUM would ideally have 2 buses for the Mystery Bus event. Director, George is looking at pricing options for the tickets.

Representatives

No reports from Representatives.

Reports

Other Business

SRO, Hang will be putting up information about the process of getting posters approved around bulletin boards. The Dean's Office would prefer if AHSUM stamps the front of posters. When approving posters, AHSUM members should date posters with the date that posters should be taken down. Posters can only be posted on the bulletin board.

New Business

 

Be it resolved that the Chair adjourns the meeting at 5:52 p.m. 

Motioned: VP, Sekhon and Seconded: Representative, Zohdy

Motion carries unanimously