AHEC Meeting Minutes | July 16th, 2015
AHEC Meeting Minutes
Thursday, July 16th, 2015, 7:30pm @ Crafts lounge
Attendees: Lisa, Chris, Orpheus, Calvin, Drew, Adam
Presided by Lisa, Minutes by Orpheus
- Agenda
- [Vote] - Approval of Last Week's Minutes
- [Update] - Orientation Planning (Drew/EC)
- [Upcoming] - Leadership Training (Deirdre/Lisa)
- [Proposal] - Officer Calendar (Chris)
- [Discussion] - Revisiting AHEC Retreat Brainstorming (Lisa)
- Open Floor
- Approval of Last Week's Minutes
- Minutes are approved and are to be posted.
- Laundry room
- Lisa to deal with laundry room, will liaise with Denise (House Manager).
- Orientation Planning
- German (EC Co-chair) attended latest Orientation meeting.
- Ariel and Henry have been appointed orientation coordinators.
- EC will use Govind to deal with their own publicity.
- Orientation Events:
- Dessert Night, Dance Party have outside funding.
- IKEA Trip & Tang Olympics are happening in collaboration with other dorms.
- Ashdown events include Speed Friending, Karaoke & Scavenger hunt
- Housemaster dinners to take place on the 8th, 9th, 13th, 14th 15th and 16th of September
- On a related note: Colombian Independence day: July 26th in the Courtyard
- Leadership Training
- Drew & Deidre have car, Chris will get another car.
- Have medical forms ready by Sunday.
- Send out plan to committee chairs.
- Meet up at 7.30am
- Officer calendar
- Have all the officers report their absences (if any) using the officer calendar.
- Should there be a single calendar for the whole of Ashdown or should it be per committee.
- Let's have one calendar per committee, but all of them can be made visible to anybody. So if members of one committee want to know about absences in another, they can check but not edit.
- Will contact committee chairs and have them set up the calendars.
- Furniture exchange
- We are interested.
- Is happening on August 16th.
- Find a place to dump furniture for exchange/pickup.
- Ashdown Grills
- We have received a request to buy small grills
- We need to fix large grills. Wheels have been ripped off, a lock used in a chain tying the grills together (to prevent theft) has been broken.
- We also need:
- Better gill maintenance.
- To buy oven mitts, lighters, vacuum sealed goggles, paper towels & brush (in short one kit per grill).
- Will contact inventory and tell them to:
- Fix the large grills.
- Get a bolt cutter and deal with broken padlock and chains connected to it.
- Find out which of the above listed equipment is missing so that we buy it.
- Get in contact with Adam Berinsky, figure out small grill models, write up Will Fund purchase for the grills & grilling equipment we need.
- Ashdown Fun Fund
- Now open.
- Interested parties have to fill out a form to submit their request.
- We are using google sheets, AHEC will supervise.
- Guide for participants has been written.
- Will let it run and see how it goes.
- Pubilicty will be contacted to create a poster.
- Malvika (Communities Committee Chair) will decide on the application, AHEC will be cc'd so that they can supervise.
- Initially no decisions will be made without explicit AHEC approval.
- Event limit: 4 events per month.
- This limit will be removed.
- Limit of "10 people per event" is revised to "$150 per event or $15 per person (whichever is lower)".
- For sign up lists: First come-first serve.
- We will keep track of who is attending/signing up for events (especially for expensive ones) so that it's not always the same people, let all residents have a fair chance at attending.
- Even if a group of friends want to make use of this fund for their small scale event, this will be allowed, provided it's open to other residents too.
- The person organizing the event will have to:
- Request funding at least 1 week in advance (may be flexible there)
- Do the publicity/advertise for 3 days (no flexibility here)
- Coffee machine
- Get inventory to find out:
- How much the coffee machine is being used, how much money it makes/loses, how much work it is.
- Sai to investigate other brands we might possibly want to use, e.g. an espresso machine to which coffee beans will be fed + coffee bean vending machine.
- Does Ashdown House really need a coffee machine?
- Officer keys
- Key lists to be updated.
- Fridge/freezer keys for AHEC, Committee Chairs, Events Committee.
- Everything else for everyone apart from Crafts lounge keys (only AHEC).
- AV instructions
- Have Tech prepare and install a sign/poster with instructions on the inside panel of the AV closet