October 7, 2024 - Agenda and meeting minutes

Date: October 7, 2024

Time: 5:30 p.m.

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

Agenda

Preliminaries

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

Regular agenda

Reports of officers

  • President

    • Housekeeping
    • JOEY Welcome
    • New lounge furniture
    • Debrief of Paint and Sip

  • Vice president internal affairs

    • Office hours reminder
    • Dean's Advisory Committee on Health and Well-being

  • Vice president education

    • SWEP
    • Bites and Insights

  • Vice president finance

    • Budget

  • Directors

    • Comms and Media
      • Promo updates
    • Services
      • New merch
    • Events
      • Pumpkin Painting
    • EDI
      • EDI-AR workshop

  • 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
  • Ramjot Mundh
  • Alice Ma
  • Grace-Marie Salama
  • Ekjot Sahota
  • Connie Lin
  • Kylie Da Costa

Preliminaries

Call to order

Meeting called to order at 5:36 p.m. by chair, Viv Hoang.

Approval of agenda

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

Approval of meeting minutes

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

Reports of officers

President – Viv Hoang

  • President, Hoang introduced the new JOEYs to AHSUM. Welcome to the team!

  • President, Hoang reported on the housekeeping items. By-elections will be held for vacant positions next term: VPED, DC, PH Rep, and Kin Rep. JOEYs who are in their 2A term can apply to be a full exec for winter term and will need 5 nominations. President, Hoang asked for promos to be ready for November 1st, with the dates of 11th – 16th for nominations, 17th – 19th for campaigning, and 20th – 21st for voting.

  • President, Hoang reported on behalf of SRO, DeSouza on the new lounge furniture. SRO, DeSouza’s updates included meeting tables and coffee tables being covered by AHSEF and chairs and storage cabinets being covered by AHSUM, based on how the work requests worked out. Due to issues with UW Finance setting up account numbers, we may have to make a purchase and go through the reimbursement process instead of a work request. SRO, DeSouza will loop in VP, Liu for a meeting this week.

Vice president, education – Angelica Marsili

  • VP, Marsili reported on the LinkedIn Event. Codes have been emailed to the photographer, and we are now waiting for him to send back edited photos.
  • VP, Marsili reported on SWEP. The panelist form has been extended until the 9th midnight. We currently have enough coverage, except for Kin. The suggestion was to message the Kinesiology department’s Instagram or for Representative, Munro to reach out. The Co-op Education Council recommended VP, Marsili to invite Co-op advisors to the event. We will have a reminder post for the panelist applications go up today, the event post for participants tomorrow, and the panelist line-up post on October 21st. VP, Marsili will contact Chef on Call and will wait to select applicants (2 per department in previous terms).
  • VP, Marsili reported on Bites and Insights. The response from Grad House included pricing and booking a bigger room than last time (the same max number of people allowed but will allow more room), which will be more expensive. VP, Liu will send over the receipt from last year. VP, Marsili added that we will need more food and a better coordination. Before confirming with Grad House, VP, Marsili, asked for opinions on avoiding having the event on Remembrance Day: no objections from AHSUM. VP, Marsili will proceed with setting up a meeting with them.

Vice president, internal affairs – Hanna Kang

  • VP, Kang reported on the office hours. Outlook Calendar updates have been sent, with the same schedule until the end of term. VP, Kang reminded executives that students can only book the fishbowl for 2 hours max. President, Hoang added that there will be a no-foods policy once the new furniture arrives. VP, Kang and Director, Khan are currently working on the poster that will be posted in the fishbowl and also be shared on our social media.

  • VP, Kang reported on the Dean’s Advisory Committee on Health and Well-being.

  • VP, Kang asked for promos for the two events.

Vice president, finance – Vicky Liu

  • VP, Liu reported on the budget. The budget has been updated with recent events and has seen an increase in actual revenue due to hoodie sales. AHSUM agreed to have candy in the office for Halloween, which we will allocate $150 to. Reminder to contact VP, Liu if AHSUM will be making any purchases for events/services.
  • Action item: Director, Akkerman and JOEY, Salama to send estimate for new merch budget to VP, Liu.

Reports of directors

Communications and promotions 

  • Director, Khan reported on promo updates. Director, Khan mentioned the Paint and Sip promos last week and SWEP promos that will go up this week.

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  • Director, Chowdhury debriefed on Paint and Sip. It was very successful, with 80 people attending and feedback from people that it was very organized. Shout-out to Director, Chowdhury for successfully expanding to three locations, delegating tasks accordingly, and documenting for the future executive teams to replicate! Director, Chowdhury added that the raffle winners have been contacted.
  • Director, Chowdhury reported on the Pumpkin Painting event. While the biggest challenge will be carrying heavy pumpkins, Director, Chowdhury mentioned that they are available on Instacart. The event will be held on the 29th (new date) in the lounge, again with the sign-up format and light snacks and juices. The post will go up on the 11th before reading week. Instead of the Halloween movie, we will have candy in the lounge.
  • Director, Chowdhury will connect with JOEYs for the EOT bingo. There was a suggestion to have a holiday-themed movie instead

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  • Director, Akkerman reported on the inventory check. Director, Akkerman reminded executive members to update office hour logs and to log in the Square even for cash payments, with the correct item (e.g., Alani energy drink vs protein shake). Everyone must pay for snacks; it could look like a misuse of funds if WUSA were to file an investigation. The final snack restock list will be sent to President, Hoang and VP, Liu tonight. AHSUM discussed raising prices on energy drinks and protein shakes or enforcing a limit of two per person per day. Director, Akkerman will give an update on the new merch next meeting. We hope to accelerate the process, as we are almost half-way into the semester already. Having a contest was mentioned: it would need planning for the prize but is doable.

Equity, diversity, and inclusion (EDI) 

  • Director, Jeyaganesha reported on EDI. Director, Jeyaganesha will reach out to reshare the EDI-AR seed fund applications.

Reports of representatives

Health Sciences

  • No report.

Kinesiology

  • No report.

Public Health

  • Representative, Dong reported on Public Health. Representative, Dong will send out the SWEP email and attend UGEC this Thursday.

Recreation and Leisure Studies

  • No report.

Other business

  • None.

Decisions made

  • Allocating $150 to Halloween candy
  • Proceeding with Bites and Insights on Nov 11th
  • Enforcing limit on Alani energy drink/protein shake purchases
  • Pushing Pumpkin Painting to Oct 29th

New business

  • None.

Adjournment

Meeting adjourned by the Chair at 6:28 p.m.Â