February 3, 2025 - Agenda and meeting minutes

Date: February 3, 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

    • Grad Formal
    • Debrief: LinkedIn Headshot Event and Warm Up Wednesday
    • Sweaters

  • Vice president internal affairs

    • JOEY Program
    • Dean's Advisory Comittee on Health and Well-being

  • Vice president finance

    • Budget

  • Vice president events

    • February Events: Valentine's Day Movie Night, Cupid's Candy Bags, Flower Sale

  • Directors

    • Food for Connection
    • Deans Advisory Committee on EDI-AR
    • Services
    • Content Calendar

  • Representatives

    • Council and Faculty meetings

Meeting minutes

Location: BMH 1006

Chair: Viv Hoang

Attendance

The following members were present:

  • Viv Hoang
  • Vicky Liu
  • Geertika Jeyaganesha
  • Kylie Da Costa
  • Ekjot Sahota
  • Ramjot Mundh
  • Tabia Chowdhury
  • Connie Lin
  • Marco D’Angelo
  • Anusha Patel
  • Jenna Protacio
  • Isabel Yang
  • Angelica Marsili
  • Farhanna Khan
  • Afrah Shaik

Preliminaries

Call to order

Meeting called to order at 5:35 p.m. by chair, Viv Hoang.

Approval of agenda

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

Approval of meeting minutes

Motioned by Representative Shaik, seconded by Director Khan. Motion carried unanimously.

Reports of officers

President – Viv Hoang

  • President, Hoang reported housekeeping. Reminder that no garbage should be left in the AHSUM office or Fishbowl. Trash, especially behind the couch, must be cleaned up. Additionally, if execs are booking the fishbowl outside of hours, they must send a message to the exec team, however they are encouraged to keep usage hours limited to 5pm.

  • President, Hoang reminded execs to regularly check ‘Action Items’ in the AHSUM SharePoint for tasks assigned to individuals and/or the entire team. The progress tab within each task should be updated accordingly and execs should add comments if necessary.

  • President, Hoang reported Warm up Wednesdays. Supplies were accidentally delivered to BMH 1006 and promptly moved to the lounge. Reminder to execs that students only get stamps if they bring their own mug to the event. Execs involved in the event reported most students brought their own mug and consequently there were many leftover cups. Hot chocolate ran out while there was tea leftover, therefore more hot chocolate and less tea should be ordered for next Wednesday.

  • JOEY, Mundh reported on TR awareness event. The event will be opened to students from all faculties and will take place in the EXP foyer in the same area as the AHSUM flower sale. JOEY Mundh is responsible for creating an internal event form for AHSUM and inviting TR reps to next Monday's meeting. JOEY Mundh, Director Chowdhury, President Hoang, and TR representatives should discuss drink quantities increases, logistics regarding sales and location, during the next meeting. 

  • President, Hoang reported faculty of health sweaters. Pre-orders have begun, and communication is on-going with representatives from W-Store. Therapeutic Rec. has posted media on LEARN and the SPHS media team is yet to respond to communications.

  • President, Hoang reported on the LinkedIn Headshot Event. The event was successful and the photographer is currently editing the pictures. The photographer has not yet been paid for their services; VP Liu needs to follow up with Carl regarding EFT by February 4th.

Vice president, events – Tabia Chowdhury

  • VP, Chowdhury reported on the Valentines movie night. The four options for the movie will be released as a poll via Instagram on February 5. Director D’Angelo should be informed as soon as possible regarding the movie choices.
  • VP, Chowdhury reported on the Valentines flower event. Sobeys flowers were determined to have the best value, and details will be confirmed for Director D’Angelo as of February 5th. The flowers will be picked up on the Tuesday night before the event.
  • VP, Chowdhury reported on the Valentines goodie bag event. Goodie bags could have anatomy themed jokes written and prepped by ‘RehabSci’. The bags are being assembled by AHSUM next Monday and Rep. Yang should determine if RehabSci are able to have them ready by that morning. If they cannot meet the deadline, the collaboration will not happen and the goodie bags will continue as planned.
  • VP, Chowdhury reported on future events. Pearler beads will be switched out with a surprise lady glaze event on the 24th. 175 donuts will be bought, and media should only be posted on the morning of the 24th. WUSA Event form will be created by a member of the AHSUM events team.

Vice president, internal affairs – Hanna Kang

  • President, Hoang reported in the absence of VPIA. New JOEYS will be attending next week’s exec meeting. Service’s Joeys will be happening on Wednesday. Director, Akkerman is communicating via email with the candidates to decide timing. President, Hoang should be cc’ed on all communication, and previous messages should be forwarded.

Vice president, finance – Vicky Liu

  • VP, Liu reported on the budget. Flower sale expenses have been added to the budget. Pearler beads need to be switched out for the surprise Lady Glaze event.

Vice president, education – Angelica Marsili

  • VP, Marsili reported on SWEP. The tentative date is the 4th of March, and catering will be discussed. Candidates should be posted February 10th, and ‘swipe to meet panelists’ will be Tuesday following reading week. ‘SWEP Candidate closes’ deadline is moved to Feb 19th. VPEd Marsili should email successful candidates by Feb 22nd. VP Marsili, Director Khan, and Director D’Angelo should communicate to streamline the posting process.

Reports of directors

Communications and promotions 

  • Director, Khan reported on the Content Calendar. The switch should be made between candy bag posting date and Valentines roses post. Only roses will be sold, not chocolates. VP Chowdhury will confirm the colour of the flowers and share with the Media team.
  • President, Hoang advised the movie vote story post should be posted tomorrow, and the grid post should be posted on Wednesday. VP, Marsili’s grid post should be in the new square format like other execs rather than the older circle format.
  • President, Hoang reported multiple societies have emailed and direct messaged AHSUM asking for collaboration. Director D'Angelo should be communicating with those who have emailed the AHSUM email account.

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  • No report.

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  • Director, Akkerman reported on Services. Today's restock will be updated in the machine following the meeting. Photos of the restock will be sent tonight for Director D’Angelo to post tonight. Services JOEY interviews this conducted later this week.

Equity, diversity, and inclusion (EDI) 

  • Director, Patel reported on EDI. The Faculty of Health is running an initiative for Black History Month called Echoes of Identity. Students and staff can share something meaningful to them regarding Black History Month and that will be shared on the screens in the health building. AHSUM execs are encouraged to contribute to the event as well.

Reports of representatives

Health Sciences

  • No report.

Kinesiology

  • Rep, Yang reported on Kinesiology. Similar to other programs there are budget cuts and sessional instructors are not being renewed.

Public Health

  • No report.

Recreation and Leisure Studies

  • No report.

Other business

  • Menu will be shared for next Monday's exec team dinner. JOEY, Mundh should let President, Hoang know an estimate of how many TR reps are attending.
  • SRO, D’Souza should be contacted by President Hoang about office keys and VPED email access for VP, Marsili.

Decisions made

  • None.

New business

  • None.

Adjournment

Meeting adjourned by the Chair at 6:20 p.m.Â