October 28, 2024 - Agenda and meeting minutes

Date: October 28, 2024

Time: 5:40 p.m.

Location: B.C. Matthews Hall (BMH) 1005

Agenda

Preliminaries

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

Regular agenda

Reports of officers

  • President

    • By-election Update
    • New lounge furniture (Rochelle)
    • Debrief: SWEP
    • Events this week: Pumpkin Paint Night and Trick or Treat

  • Vice president internal affairs

    • Dean's Advisory Committee on Health and Well-being
    • Midterm check-in
    • Exec team hangout

  • Vice president education

    • Bites and Insights

  • Vice president finance

    • Budget

  • Directors

    • Comms and Media
      • Content Calendar
    • Services
      • New merch
    • Events
      • JOEY events: Gingerbread House Decorating Contest and General Members Meeting
      • EOT event: Music Bingo
    • EDI

  • Representatives

    • Council and Faculty meetings

Meeting minutes

Location: BMH 1005

Chair: Viv Hoang

Attendance

The following members were present:

  • Viv Hoang
  • Hanna Kang
  • Vicky Liu
  • Angelica Marsili
  • Tabia Chowdhury
  • Avery Akkerman
  • Geertika Jeyaganesha
  • Karina Paskaramoorthy
  • Farhaana Khan
  • Alyssa Munro
  • Jenna Protacio
  • Joanna Dong
  • Afrah Shaik
  • Alice Ma
  • Grace-Marie Salama
  • Connie Lin
  • Kylie Da Costa
  • Rochelle DeSouza
  • Ekjot Sahota
  • Ramjot Mundh
  • Janice and Jenn (Co-op Education Counci)

Preliminaries

CEE Introduction

Janice and Jenn, 5:40 PM

Call to order

Meeting called to order at 6:09 p.m. by chair, Viv Hoang.

Approval of agenda

Motioned by Director Khan, seconded by VP Liu. Motion carried unanimously.

Approval of meeting minutes

Motioned by Director Paskaramoorthy, seconded by VP Marsili. Motion carried unanimously.

Reports of officers

President – Viv Hoang

  • President, Hoang reported on the by-election. President, Hoang reported that an election has been requested from WUSA that will open Monday at midnight.

Vice president, education – Angelica Marsili

  • VP, Marsili reported on SWEP. It was overall successful, and gift cards will be given to panelists by Angelica. Notes for the next event could be asking the panelists to potentially split the questions individually or ask them all to answer to ensure the speakers have equal floor time. Additionally, ordering the food slightly earlier would be beneficial.

  • VP, Marsili reported on Bites and Insights. Calendar invites have been sent out and physical invites printed. For reps, by Wednesday the names of the profs should be written on the cards, and they should be delivered to profs. By Fridays reps should send emails to the profs to follow-up and remind them to RSVP, remind them to accept the calendar invite, let Angelica know if they email back to mark them down. Reps should send the emails as follow-ups after the cards go out not before. VP Angelica can send out a template for the reminder of a location, time, confirmation that they are attending. The profs will be checked in as well as the students upon arrival. The deans and department heads should be invited as well. A spreadsheet will be shared with the reps so that they can check off who has RSVPed and does not need a follow up email.

  • VP, Marsili reminded JOEYs of a Prof line-up post due on Nov. 6

Vice president, internal affairs – Hanna Kang

  • VP, Kang reported on the Dean’s Advisory Committee on Health and Well-being. President, Hoang confirmed that blue bowls can be used after Halloween or switched off for a blue bin as long as Halloween packs are not compromised. President, Hoang suggested there is an empty third bin that can be provided to snack pack.
  • VP, Kang reported on feedback from the midterm check-in exec survey highlighting the key points of accountability, such as taking initiative without reminders, and team building.
  • VP, Kang prompted a discussion of a possibly exec team hangout in mid-December. A poll will be sent out for ideas, location, and date with a potential location being President Hoang’s house. Invites will be sent out when details are confirmed.

Vice president, finance – Vicky Liu

  • VP, Liu reported the financial sheet has been updated for how AHSUM has spent. Details for student fees, snacks, and revenue from sweaters have been updated. Cash will be deposited and increase the revenues.
  • President, Hoang reminded execs to fill out the actual expense value, as it is linked to an Excel formula.

Reports of directors

Communications and promotions 

  • Director, Khan reported that the posts are listed on the meeting slideshow. Reminded to mention the location change for pumpkin painting. Content calendar should be uploaded by next week’s meeting. The calendar in the lounge should be updated after the calendar is created.

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  • Director, Chowdhury reported on Pumpkin Paint Night on Oct. 29. The location has been changed to BMH 1016. The RSVPs have been emailed. Stories should be reposted Oct. 28 or Oct. 29 in the morning with updated location.
  • Director, Chowdhury updated the Trick-or-treat event. The candy has been put in the AHSUM office. Reminder to ask about a peanut allergy because the black pouches have nuts whereas the orange and green pouches are nut free
  • JOEY of Events, Mundh, reported on the Gingerbread House Decorating Contest. A WUSA request has been put in for the event. They are currently looking for room in the expansion building. The event date was moved to the 20th of November. The event is sign-up's only and prize’s TBD, possibly gift cards. For snacks a small local business or Costco cookies will be arranged.
  • Director, Khan reported on EOT. The location is tentatively EXP 1686 but could be changed to Sunlife auditorium or a Foyer space. President, Hoang decided all November events need to be discussed in terms of dates and locations next meeting.

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  • Director, Akkerman reported on the new merch. The logos are being finalized and suggestions are still being considered. A suggestion was changing the bottom design right ‘health science’ font to match the ‘À¶Ý®ÊÓƵ’ font. The option of Free stickers was also discussed, with the potential of holding a design contest. A suggestion was to order fewer tourism hoodies and short lanyards for 5.
  • President, Hoang reminded Director, Akkerman to send out a poll for student feedback soon as the merch option needs to be finalized as soon as possible, and suggested an Instagram vote with the option to add more written feedback instead of google form answer. Suggestion to include mock-up of logos on the quarter-zips to post on Instagram with the poll. The approximate cost of the hoodies is $40.

Equity, diversity, and inclusion (EDI) 

  • Director, Jeyaganesha reminded of an email sent out by Elder Henry regarding the Columbia Lake Water event.

Reports of representatives

Health Sciences

  • No report.

Kinesiology

  • No report.

Public Health

  • No report.

Recreation and Leisure Studies

  • No report.

Other business

  • Janice and Jenn from the (Co-op Education Counci) reported on their organizations purpose and term updates. Janice emphasized Student leader led conversations (Clubs, faculty, etc.) and highlighted the CCE team's purpose, to connect the students with the team for breaking down barriers and addressing feedback. Current themes and actions include finding more jobs for students, improving UI/UX, and providing more support with the recruitment process. Jenn added that clusters have also been realigned to become more relevant to an individual's field of study. Jobs are being monitored and selected from what is amiss and are now easier to navigate through. Jenn asked for feedback from the exec team on their co-op experience. The team expressed how certain areas such as pharmacy are overrepresented for people who cannot apply to those, or those jobs are not relevant to especially Rec. and Leisure. Jenn explained that problems arise in the broadness of Rec. and Leisure majors because some jobs apply to certain majors but not at all to others. Some pharmacy jobs are available to and hiring undergrad students that are not exclusively in the school of pharmacy. Another question was if there a way to flag down jobs that are available to international students and not exclusively citizens or PR. Email and the question were noted down to be followed up with later Suggestions made by the team include LEARN notifications may be easier and more eye catching than À¶Ý®ÊÓƵWorks, and having a survey after each cycle. Jenn specifically asked how to incentive students to attend events such as Co-op 101. A suggestion was made to introduce a summary of what those upper year students have done it could catch more students attention Other concerns brought up by the team include how cover letters are a problem for health students, and that creating an induvial package (UI) for each company can add up over time. Also, uploading more than 1 document at a time for each job could make the process faster. Both concerns were noted by Jenn. Jenn reported on upcoming events including information for first years. An October 30th pop-up co-op event is being hosted by CCE. Connect with living learning community event will be held in winter term and earlier in the process than last year. Additionally, a session will be held in March for 1B co-op students to prepare them for what is coming. AHSUM will be informed about those sessions.

Decisions made

  • None.

New business

  • None.

Adjournment

Meeting adjourned by the Chair at 6:51 p.m.Â