February 24, 2025 - Agenda and meeting minutes

Date: February 24, 2025

Time: 5:30 p.m.

Location: B.C. Matthews Hall (BMH) 1006

Agenda

Preliminaries

  • Call to order
  • Approval of agenda
  • Approval of meeting minutes

Regular agenda

Reports of officers

  • President

    • Housekeeping
    • Grad Formal
    • Warm Up Wednesday
    • Sweaters

  • Vice president internal affairs

    • No items submitted.

  • Vice president education

    • SWEP
    • Bites and Insights

  • Vice president finance

    • Budget

  • Vice president events

    • Debrief: Valentine's Day Events, Surprise Lady Glaze
    • Paint and Sip

  • Directors

    • EDI
    • Services
    • Content Calendar
    • Exec Takeover

  • Representatives

    • Council and Faculty meeting

Meeting minutes

Location: BMH 1006

Chair: Viv Hoang

Attendance

The following members were present:

  • Viv Hoang
  • Vicky Liu
  • Geertika Jeyaganesha
  • Ekjot Sahota
  • Ramjot Mundh
  • Tabia Chowdhury
  • Marco D’Angelo
  • Anusha Patel
  • Jenna Protacio
  • Isabel Yang
  • Angelica Marsili
  • Afrah Shaik
  • Hanna Kang
  • Rochelle DeSouza
  • Ziyad Khan
  • Cesar Ocampo
  • Tanisha Chowdhury
  • Farhanna Khan

Preliminaries

Call to order

Meeting called to order at 5:34 p.m. by chair, Viv Hoang.

Approval of agenda

Motioned by Representative Yang, seconded by Representative Protacio. Motion carried unanimously.

Approval of meeting minutes

Motioned by VP Liu, seconded by VP Marsili. Motion carried unanimously.

Reports of officers

President – Viv Hoang

  • President, Hoang reported on By-Elections. Vacant positions need to be assessed and an election will be requested. Event promotion dates have been added to the content calendar, for March 3rd – 14th. President, Hoang proceeded to report on the general election, which will take place right after between March 17th – 28th. First year JOEYs are eligible to run in the general election. General members meeting will be held in-between those elections to promote voting.

  • President, Hoang reported on Housekeeping items. Transition document templates have been sent to execs. Reminder to make them as detailed as possible to ensure a smooth transition First drafts are due on March 3. Rochelle, Hanna and Viv will be reviewing and leaving feedback each week rather than only assessing the finished document at the end of the term.

  • President, Hoang reported on the AHSUM exec team photo. A discussion will be held online to decide the photo theme. The photo will be taken before a meeting but the exact date is yet to be determined.

  • President, Hoang reported on Warm up Wednesdays. Drink quantities will be changed and be maximized based on the budget for the upcoming event. Hot chocolate quantity will be increased and tea will be decreased. The event will be held in EXP instead of the AHSUM lounge this Wednesday. Director D’Angelo should update the location on all promos for the event.

Vice president, events – Tabia Chowdhury

  • VP, Chowdhury reported on Paint and Sip. The event will take place on March 13 and be held in rooms BMH 1005 and BMH 1016. The organization will be similar to the previous Paint and Sip in prior terms. The event will be RSVP with limited walk-ins. Details are provided in the event form.

Vice president, education – Angelica Marsili

  • VP, Marsili reported on SWEP. Event room is booked and catering is ordered. Event form for volunteers is in SharePoint and need to be filled out by execs. Candidates will be emailed after the meeting. Post panel and sign-up form together. A folder will be shared in the event file with all the participating professors photos for promotions.
  • VP, Marsili reported on Bites and Insights. The event will be held from 1-4 at the Grad House, which has been booked. Menu needs to be confirmed with catering. Internal event form will be sent when details are confirmed. First official invite to candidates will be emailed on February 27. Instagram event announcement should be scheduled for early March. JOEYs will create posts for promotions and will be contacted by Angelica for further instruction.

Vice president, internal affairs – Hanna Kang

  • No reports from VP, Kang.

Vice president, finance – Vicky Liu

  • VP, Liu reported on the budget. The flower sales revenue has been updated. Canceled movie night revenue has been returned to the budget. Some events must be updated based on estimated costs and juice box prices should be added to snacks. The exams giveaway, AHSUM sweater and exec sweaters should be removed from the budget.

Reports of directors

Communications and promotions 

  • Director, D’Angelo reported on the Content Calendar. The live stream for the Surprise Lady Glaze was quite successful, with more than 30 viewers for just the first live stream, and could also be done for future events to promote engagement. SWEP content posting has been rearranged. Director, Khan will delegate posting responsibilities on SharePoint.
  • Director, D’Angelo reported on JOEY posts. Posts will be on the AHSUM Instagram page in a carousel format with one post for each team that contains multiple slides. Director, D’Angelo will send communications and share the folder with the team.

·¡±¹±ð²Ô³Ù²õÌý

  • No report.

³§±ð°ù±¹¾±³¦±ð²õÌý

  • President, Hoang reported on Services in the absence of Director, Akkerman. Snack restock will be done this week. Exec sweaters have been canceled and the project will not be moving forward this term. Concerns that students did not want to buy from WStore and would prefer to buy it from the AHSUM office were discussed. Suggestions were provided to connect with students and see what kind of logo they would prefer. Putting up a poster board in EXP and letting students draw the design they want to see was a suggestion. Another was to do poling and get feedback on Google forms / Microsoft rather than Instagram to better sort information. Director, Akkerman could mention those suggestions in the loose ends section of the transition document.

Equity, diversity, and inclusion (EDI) 

  • No report.

Reports of representatives

Health Sciences

  • No report.

Kinesiology

  • Rep, Yang reported on Kinesiology. A nutrition pilot course at 300 level was announced at the undergrad committee meeting. DC meeting is upcoming.

Public Health

  • No report.

Recreation and Leisure Studies

  • No report.

Other business

  • None.

Decisions made

  • None.

New business

  • None.

Adjournment

Meeting adjourned by the Chair at 6:02 p.m.Â