September 23 Agenda and Meeting Minutes
Agenda:
Date: September 23rd 2024 Time: 5:30 pm
Location: BMH 1005
|
Open Session Preliminaries
Regular Agenda 5. Reports of Officers a. President i. Housekeeping ii. Review of Last Week's Action Items iii. Joey Program iv. New lounge Furniture v. Director of Events - Lady Glaze vi. VP Education - LinkedIn Headshots b. VP Internal Affairs i. Office Hours Reminder c. VP Finance i. Budget d. VP Education i. Academic Events c. Directors i. Comms & Media 1. Content Calendar 2. Promo Reminder ii. Services 1. Inventory and Square iii. Events 1. Paint and Sip f. Representatives i. Council and Faculty meetings Adjournment |
||
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
- Khan, Farhaana
- Akkerman, Avery
- Jeyaganesha, Geertika
- Paskaramoorthy, Karina
- Protacio, Jenna
- Munro, Alyssa
- Dong, Joanna
- Shaik, Afrah
- DeSouza, Rochelle
- Mohammed (WUSA)
Preliminaries
Call to Order
President, Hoang called the meeting to order at 05:35 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: VP, Liu and Seconded: Director, Khan
Motion carries unanimously
Approval of Meeting Minutes
Be it resolved that the executives approve the meeting minutes.
Motioned: Director, Paskaramoorthy and Seconded: Representative, Dong
Reports of Officers
President
President, Hoang introduced Mohammed from WUSA to AHSUM, who joined today’s meeting.
President, Hoang reported on the housekeeping items. President, Hoang thanked AHSUM for helping count sweaters and keeping them organized, as we have made a revenue of about $2k from sweater sales – much higher than expected. Sweaters that are left are mostly Kinesiology and Health Sciences in size S and will have to be donated if not sold. President, Hoang reminded executive members of the expectation to help out with events and asked executives to sign up for Lady Glaze and LinkedIn Headshots shifts if they have not already. President, Hoang went over how to use the WatCard Tapper for the upcoming Lady Glaze event. There was a reminder to fill out the Exec Information Sheet, which will be helpful when requesting access to various items. President, Hoang mentioned that executives should feel free to schedule a 1:1 and be active in the group chat to contribute ideas. For events that need WUSA support, please feel free to reach out to Mohammed as well.
President, Hoang reported on the JOEY Program. The open positions have been finalized, although the EDI JOEY may need support Events as well. Directors will be in the interview process very soon and should have been cc’ed on the interview invites. President, Hoang asked the Directors to send Teams invites to interviewees by tomorrow (Tuesday) noon. Interviews should be around 20 minutes each, and the goal is to get to know the candidate better before hiring them. Successful candidates will be emailed in 3 days but will not be onboarded until after the first two events.
SRO, DeSouza reported on the new lounge furniture. Although Director, Paskaramoorthy can no longer attend, VPs, Kang and Liu will be joining SRO, DeSouza and President, Hoang for the meeting on Thursday between 3:20 – 3:50 pm. Any big decisions made on furniture finishes will be shared during the next meeting.
Reports for events this week. Director, Chowdhury reported on the Lady Glaze event. We need more members to help to fill up spots, mostly at 1 pm and between 2 – 3 pm for table roles. A decision was made to close the office, so that members who have office hours during the event can come help. The Square machine will also need to be taken from the office. VP, Liu was asked to bring one of the event boxes with ~$20 float. Members who are helping out with the event should read the event form in advance. Tables from Room 1689 are now on the second floor and should be taken from there. Whether the table will be set up inside or outside closer to the food truck will have to be a last-minute decision due to the weather.
VP, Marsili reported on the LinkedIn Headshots event. Everything has been planned and booked now, with the deposit sent to the photographer. We need more people to sign up for this event as well. A drop-in section should be added to the bottom of the sign-up sheet (where names can be checked off as students arrive), where the following information can be filled out: name, student ID number, and email.
VP of Internal Affairs
President, Hoang reported on behalf of VP, Kang. President, Hoang reported on the office hours and reminded AHSUM to plug in the Square machine if on the closing shift. Additionally, ink will be purchased so that students can print for free.
VP of Education
VP, Marsili reported on other academic events. Since the Centre for Career Development would need a 4-week notice for a lunch event, instead of organizing the test prep workshop together, the decision has been made to support them and rather focus our efforts on SWEP. Dates will need to be pushed back for promo but will remain the same for the actual event (Oct. 24th). In terms of food, VP, Marsili will most likely contact Chef on Call but is open to suggestions. Promo for panelist sign-up will be posted on Monday the 30th, and we are looking for 2 panelists per department, who will each receive a $25 gift card. VP, Marsili will be reviewing applications for panelists, and Representatives will be involved in promo, especially to first-year students. SWEP has not been approved by WUSA, but VP, Marsili does not foresee any issues. For Bites and Insights, VP, Marsili will email professors based on the professor list and then contact Grad House.
VP of Finance
VP, Liu reported on the budget. Revenue from sweater sale was expected to be about $300 based on last fall’s but ended up being over $1k. The budget will need to be increased for ink, coffee machine, and new merch.
Directors
Director, Khan reported on the Content Calendar. Director, Khan asked for clarifications regarding SWEP promo and might because of reading week. VP, Marsili was asked to contact Directors, Khan and Paskaramoorthy to sort dates.
Director, Khan reported on last and this week’s posts, including Paint & Sip. Director, Khan also asked AHSUM for thoughts on the coffee maker, which had been conditionally approved from AHSEF. In terms of budget, it could break even or even make a slight revenue. We would be purchasing pods, creamer, and milk, and only be serving during our office hours. Although it adds more responsibility, it would be good initiative because the Faculty of Health does not have a C&D. The decision was to proceed with this project.
No reports from Director, Paskaramoorthy.
Director, Akkerman reported on the inventory and Square. Issue with the tax on the Square has been fixed from the website. If the same issue arises again, there is an option to switch off the HST, as Director, Jeyaganesha mentioned that another item had been taxed. Director, Akkerman asked AHSUM to update office logs with snacks and sweaters sold during the shift. Director, Akkerman thanked the members who helped count sweaters and reminded AHSUM to update the whiteboard for sweater sales. Regarding exam banks, some profs have been emailed. Students hwo ask for bio and chem midterms can be directed to SciSoc. Merch for the upcoming terms is a project the JOEYS can work on as a team once they are onboarded. Please send any merch ideas to Director, Akkerman.
Director, Chowdhury reported on Paint and Sip. The event has been approved and will be held in BMH 1016 next week, with a raffle for $25 gift cards. Cha time is our vendor, who has offered a discount of about 10 – 15%. Director, Chowdhury was initially considering a quantity of 60 with 3 flavours (20 per flavour), which would bring the total cost to ~$375. Director, Chowdhury asked for flavour recommendations. The suggestion from AHSUM was to have two fruit teas (mango, lychee, or passionfruit) instead of two milk teas. The event will be sign-up; attendance will be checked as students come in, and the raffle will be done at the end. AHSUM suggested 60 might be a lot; Director, Chowdhury will contact Cha Time tomorrow to see if we can push the decision to a later date. To have a better understanding of numbers for a pre-order, a possible option is to promo on Thursday and meet with Cha Time on Thursday or Friday. Regarding event cards, we will have them again next term.
Director, Jeyaganesha reported on the Dean's Advisory Committee on EDI-AR. Director, Jeyaganesha will provide updates next week after attending the meeting this week.
Representatives
Representative, Protacio reported on the UGEC meeting. The discussion mostly comprised of curriculum changes and making the Public Health program more appealing to prospective students.
Representative, Dong (Public Health) reported on the SPHS Council Meeting. The meeting was mostly professor logistics, but they are aware of Bites and Insights. Representative, Dong will continue to give them a heads up for future events.
Representative, Munro reported on Kinesiology. The Chair’s email mentioned that most professors do not have paper exams to donate anymore, although upper students could feel free to donate if they had any. Representative, Munro will attend the DC meeting on Wednesday (and remind them of VP, Marsili’s email) and the committee meeting on Friday.
Representative, Shaik reported on RLS. JOEY and Lady Glaze details were posted on LEARN, which led to a big increase in JOEY applications, as there are people who do not follow our Instagram.
SRO, DeSouza reported on the FUGS meeting. It was decided that Representative, Dong will be attending the Oct. 30th meeting.
Reports
Other Business
N/A
Decisions
Proceed with purchasing Coffee Machine.
New Business
Be it resolved that the Chair adjourns the meeting at 6:24 PM.
Motioned: Director, Paskaramoorthyand Seconded: VP, Marsili
Motion carries unanimously.