AHEC Meeting Minutes | May 14th, 2015
AHEC Meeting Minutes
Thursday, May 14th, 2015, 7:30pm @ Crafts lounge
Attendees: Lisa, Chris, Drew, Orpheus, Sai, Adam, Katie
Presided by Lisa, Minutes by Orpheus
- Agenda
- [Vote] - Approval of Last Week's Minutes (Orpheus - 2 min)
- [Upcoming] - Summer Budget Proposals (Lisa/Drew - 5 min)
- [Upcoming] - Floor Cup First Floor Ice Cream Party (Chris - 5 min)
- [Update] - Ashdown Policy Info Sheets (Sai/Orpheus/Lisa - 10 min)
- [Discussion] - Residential Scholar Coordinator (Lisa/Katie - 15 min)
- [Proposal] - Relocating Cardio Machines During Reflooring (Lisa - 10 min)
- [Discussion] - Ashdown Wiki Permissions (Lisa - 10 min)
- [Update] - Google Express Account (Drew - 5 min)
- Open Floor (28 min)
- Approval of Last Week's Minutes
- Minutes are approved and are to be posted.
- Summer Budget Proposals
- Sunday 24th, 7pm, Fabyan room
- Floor Cup First Floor Ice Cream Party
- Happening Sat. 16th, 8pm
- Ice Cream from Toscanini's; to be picked up from there.
- Ashdown Policy Info Sheets
- Mostly ok, Publicity might need to tidy them up.
- Deadline: 26th May
- Residential Scholar Coordinator
- Follow-up from last meeting.
- Most previous AHEC members not interested in the job.
- Alin Tomescu Nicolescu interested. However he is a current Ashdown officer (Tech).
- Reasons for not moving him: Is an invaluable and irreplaceable tech officer. When he signed up, he committed to the position.
- Reasons for moving him: Has shown interest in the position, might like it more than Tech.
- Does his current preference take precedence over our need for a strong Tech committee?
- Vote on the matter inconclusive (due to one absence & one abstention), issue to be resolved later.
- The Residential Scholar Coordinator also gets a large efficiency, currently under housemaster control.
- Perhaps the list of eligible people should be expanded to include not just past AHEC, but past officers too.
- Relocating Cardio Machines During Reflooring
- Cardio room to be refloored.
- The whole process to take 2-3 weeks, perhaps longer.
- Cardio room will be unavailable for the duration of the reflooring.
- Temporarily move equipment to the quet study room? (Yes 3:1 No)
- As much as possible. The rest to be stored in an offsite location.
- Ashdown Wiki Permissions
- Only admins (i.e. AHEC) can currently add in
- Committees to be granted access to specific pages; should be able to upload their budgets.
- Google Express Account
- Treasurer (Drew) & Vice-Chairman (Chris) to test the service later today, ordering food/drinks for a future event.
- Credit card required.
- What if someone leaves their credit card stored and someone else uses it?
- Then the person who left their credit card would be responsible submitting the RFP.
- Put "Please deliver in the Lobby" in the special instructions.
- Issues to be addressed:
- Protocol for the usage of this service.
- Educate committees in its use.
- Phone number for notifications.
- Possibility of setting up a corporate account.
- Impossible at the moment.
- Tax exemption.
- Make sure people don't purchase non-food items.
- No reimbursement of tax for such items.
- Peapod a possible alternative.
- $75 minimum order; $10 per delivery
- Not as economical.
- Garden Issues
- Garden shed
- No restrictions, can buy anything
- Possibility: 4 ft.x 2.5 ft. x 6 ft. shed, at ~300 (with shipping: ~$380)
- Concerns about size (is it big enough?)
- We will purchase it through Denise (House Manager).
- Garden fence
- Drew (Treasurer) to buy some wood and bolt it to the side of the fence to bunny-proof the fence.
- Door should remain closed.
- Perhaps a sign is needed.
- Educational Movie Screenings
- A resident (Jordan Romvary) is interested in showing classical movies to the dorm for educational purposes; to be followed/preceded by educational lectures.
- Suggest he procures his movies from MIT Libraries.
- $200 budget for the first 4 events.
- TV Room Issues
- People unplug wires to connect their own equipment, leave a tangled mess.
- Solution: Have Tech plug the correct wires, make sure such things don't happen again (i.e. by labeling wires, locking wires etc.)
- Equipment doesn't appear to be easy-to-use to the average resident, even though instructions exist
- Solution: Tidy up room, possible rewrite of instructions.
- Laundry Room
- Denise (House Manager) is looking into laundry view issues.
- Cleaning schedule
- Sweep every morning
- Clean machines twice a year
- We could inform people not to do things that damage the machines.
- Keys for committees
- Meeting will be arranged to discuss which committees should have which keys.
- Resident Nametags
- Replacement/additional name tags purchased. To be put up in the near future.