AHEC Meeting Minutes | April 30th, 2015
AHEC Meeting Minutes
Thursday, April 30th, 2015, 7:30pm @ Crafts lounge
Attendees: Lisa, Chris, Drew, Orpheus, Calvin, Adam, Katie, Jordan, Jess
Presided by Lisa, Minutes by Orpheus
- Results of Residential Life Coordinator survey.
- Among issues brought up were:
- Trash & Cleanliness issues.
- Noise complaints.
- Suggestions for implementing floor lounge reservation.
- Sample size small, results may not be representative.
- Results to be given detailed consideration in the future.
- Budget transparency.
- Carrying out and expanding on past AHEC policy.
- [Decision, Unanimous]: The following items are to be made public to the residents:
- Main account balance.
- Budget for the current term.
- Details on the execution of the budget.
- Said details to be based on requests for payment (RFPs) for Ashdown officers & miscellaneous expenditures.
- Details about external funding to be included.
- The Treasurer is responsible for updating the above.
- Cabinets for the Fabyan room.
- [Context]: To replace/supplement the existing bookcases, better protection for the books.
- Denise (House Manager) has no objections.
- Initial costing at ~$300 each, for a total of ~1,500.
- Adam (Housemaster) suggested that we might want to look into nicer options, go for a Will Fund purchase.
- Bicycle storage shed.
- [Context]: To have a secure, climate proof area for bikes near the back of the building, migrate some bikes from the bike room, use the space generated for storage.
- Denise (House Manager) is very keen on the idea.
- Has contacted Housing about it.
- It is going to take more than 1 year to finish.
- Approx. cost at ~$200,000. We'll try to have Housing pay for it.
- Katie (Ass. Housemaster) suggested taking pictures of damaged bikes parked outdside Ashdown to generate support for the idea.
- Approved in principle. To keep pushing for it.
- AHEC leadership training
- [Context]: 1 day retreat for AHEC & committee chairs.
- To be paid for through Housemaster funds.
- 3 options discussed.
- On a Mon/Wed/Fri.
- To be revisited once we have more details.
- Search for future AHEC candidates
- [Context]: To encourage people to stand for AHEC elections.
- AHEC advisory committee to be unofficially directed to search for people with leadership potential and encourage them to run in AHEC elections.
- The above will not constitute an endorsement, official or otherwise.
- This will in no way supplant open nominations of residents.
- Google express
- [Context]: To be used to purchase food for coffee hour/brunch, other consumables.
- Treasurer has established a gmail account to be used for that purpose. Password: REDACTED.
- To be considered as an option for committee members.
- Cost ~$95/yr.
- Issues: Possibly unable to be used for perishables.
- Treasurer to do an item survey and ascertain cost/benefit ratio. If it works out, payment system is in place.
- Gym repairs
- Concerns have been voiced by few people about the quality/workmanship of the repairs.
- Will not take action for now; wait and see if repairs hold up.
- Gym (weight room) relocation
- [Context]: Swap the locations of the gym (weight room) and the Athena cluster (quiet study room).
- Irregularity of weight room, noise concerns, low usage levels for the Athena cluster.
- Was brought up in the past, a preliminary survey was held, results inconclusive.
- New, more comprehensive survey to be carried out. Possibility of a town hall instead.
- End-of year dinner for committees
- Will look into budget for officer appreciation events.
- AHEC transition
- Effective immediately, the following people constitute the elected members of the Ashdown House Executive Committee:
- Chairwoman (ahec-chair): Lisa Guay
- Vice-Chairman (ahec-vice): Chris Foy
- Treasurer (ahec-treasurer): Drew Rzeznik
- Secretary (ahec-secretary): Orpheus Chatzivasileiou
- Officer Coordinator (ahec-offcoord): Won Kyu Calvin Sun
- GSC representative now Lisa Guay.
- ASA database to be updated.
- New AHEC, officer email structure to be gradually implemented.
- ahec-ops to be temporarily retained as a placeholder.