AHEC Meeting Minutes | June 4th, 2015
AHEC Meeting Minutes
Thursday, June 4th, 2015, 7:30pm @ Crafts lounge
*Attendees: Lisa, Chris, Drew, Orpheus, Sai, Adam, German
Presided by Lisa, Minutes by Orpheus
- Agenda
- [Vote] - Approval of Last Week's Minutes
- [Discussion] - Orientation Event Dates
- [Discussion] - Collaboration with Sidney Pacific
- [Update] - Residential Scholar Coordinator
- [Discussion] - Updating AHEC Advisory Council Constitution
- [Update] - GSC Meeting Debrief
- [Update] - Officer Structure Documentation
- [Update] - Officer Key Collection
- [Update] - Google Express Account
- Open Floor
- Approval of Last Week's Minutes
- Minutes are approved and are to be posted.
- Orientation Event Dates
- Tentative Schedule for orientation has been posted by the GSC OC.
- In collaboration with GSC OC & SidPac we have agreed where major Ashdown events will fit in the schedule.
- Dance Party: Sept. 4th
- Dessert Night: Sept. 7th
- Brunch: Sept. 13th
- The Ashdown House Events Committee will decide on the dates for the other events, possibly in collaboration with other dorms.
- Collaboration with Sidney Pacific
- Lisa (AHEC Chair) and Orpheus (AHEC Secretary) had a discussion with Sydney Sroka (SPEC VP of Res. Life) to discuss joint Ashdown-SidPac events during the summer.
- Very receptive to the idea. Two possible events currently in planning:
- June 20th: Colombian independence day
- June 15th: Cooking class (expansion of a SidPac event into a joint event).
- Other possible shared event ideas:
- August 8th: Beach Outing (expansion of Ashdown event into a joint event).
- Inventory sharing was also discussed
- We are interested in establishing simple procedures (at the level of inventory officers) through which officers from one dorm can borrow equipment from the other.
- Detailed inventories will need to be compiled.
- Detailed policy to be drafted in consultation with inventory officers.
- Possibility of sharing front desk inventories. Will need to consult with House Manager.
- SidPac is interested in shared documentation for events, event organization guides, details about food quantity etc.
- Ashdown is happy to share information.
- Where will we store it?
- One possibility is that we could store some of it on our wiki and have it mirrored to theirs and we could mirror information from their wiki.
- SidPac also interested in furthering sustainability.
- We will keep in contact with them on the matter and share experiences.
- Updating AHEC Advisory Coouncil Constitution
- AHEC Advisory Council is disbanded and its constitution abolished.
- The Housemaster agrees with this course of action and gives his permission.
- Ashdown Advisory Committee formed, to be governed by a set of guidelines.
- Membership drive to begin. Guidelines to be made known to interested applicants.
- GSC Meeting Debrief
- GSC Budget for 2015-2016 voted on.
- Summer funding cycle: June 20th.
- Officer Structure Documentation
- Mostly finished. Minor updates required.
- Officer Key Collection
- Collection completed.
- Some keys may be obsolete.
- Will make new key rings.
- Google Express Account
- Ordered last week (Stop & Shop).
- Everything went without a hitch, taxed were deducted.
- We have synced up with front desk so that people who purchase through Google Express are notified
- Created virtual resident Avery Ashdown, when packages arrive for said resident, people who use Google Express are sent notification.
- Yue (Events Committee) has used it so far. Authorize Malvika (Communities Committee) & David (Brunch Committee) to start using.
- Will do a trial purchase from CostCo, see if everything works out all-right.
- Garden Shed
- Will be delivered to Ashdown soon.
- Will need to come up with plan to assemble (2 people may be required).
- AHEC Member Temporary Absence
- Chris Foy (Vice-Chairman) to be absent June 6th-June 13th.
- Residential Scholar Coordinator
- Ioan Alin Tomescu Nicolescu will become the new Residential Scholar Coordinator while remaining a member of the Tech Subcommittee.
- He will be expected to fulfill both duties.
- There might be a need for coordination between the Associate Housemaster and the Secretary to ensure a balance between the two positions.
- AHEC Leadership Retreat
- Either July 8th or July 6th.
- Costs to be fully covered by Housemaster.
- Ashdown Officer networking
- Some Ashdown officers are interested in inter-committee networking opportunities.
- May organize series of events.
- Housemaster willing to cover cost of said events.