AHEC Meeting Minutes | July 23rd, 2015
AHEC Meeting Minutes
Thursday, July 23rd, 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
- [Discussion] - Orientation Newsletter/Information Packet
- [Upcoming] - Officer Networking Event
- [Upcoming] - On-Campus Furniture Collection
- [Update] - AHEC/Officer Transition
- [Update] - Ashdown Art Project
- [Discussion] - Revisiting AHEC Retreat Brainstorming
- Open Floor
- Approval of Last Week's Minutes
- Minutes are approved and are to be posted.
- Orientation Planning
- Dessert night might need more food than last year.
- SidPac is also doing a dessert night-we might want to collaborate and combine the two
- Will need to figure out theme & decorations for dance party
- IKEA trip
- Buses to be reserved by us.
- Stop at furniture exchange? No, can't fit furniture in bus.
- Grad Olympics: We will help with Volleyball, basketball.
- No changes to Ashdown internal events.
- Orientation Newsletter/brochure
- Combine August issue of Newsletter with orientation brochure.
- Have it be a special issue of a rebranded & renamed Newsletter.
- Will include addresses from AHEC, Housemasters, possibly TEEC & House Manager, orientation calendar, policies, annotated Ashdown map, useful info.
- Have it printed in color, put in each resident's mailbox.
- Cost to be covered by Comms, AHEC and/or Orientation budget items.
- Officer networking event
- The week of August 17th.
- A refreshing event to raise officer morale for the upcoming orientation weeks.
- Will feature games & prizes.
- Furniture exchange
- We are interested.
- Is happening on August 10th.
- If we want to also do an Ashdown-only exchange, do it very informally.
- Card readers on vendors
- Michael Myers from the administration has been contacted about the issue.
- Ashdown Art Project
- Artist will finish by August 18th.
- We want to have an open showcase & invite artist, possibly during or after orientation (end of August or first weeks of September).
- Classy event (e.g. appetizers & drinks, perhaps outside).
- The artist will also come and check out space prior to mounting art.
- If we put everything in one place, we will have a huge crowd.
- We could do it like an arts show, with guided tours showcasing art, with the artist explaining.
- Or a "corridor of art".
- It could very well be that the art will have already been placed in its final position.
- Ina (Arts officer) to organize event, will receive help from events committee.
- Tentative dates: September 5th or 6th, could change.
- Housemaster funds are going to cover event cost.
- Contact LIST & Artist & get their opinion.
- Brunch understaffed.
- Can AHEC help out this Sunday?
- Chris can. Rest probably cannot.
- 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).
- Events google calendar
- Ask publicity to grant permission to post to google calendar to all the officers.
- Ask tech to see if it is possible to embed a google calendar to the front page.
- Coffee machine
- Low usage
- Operates at a loss
- If we offer free cups we will increase usage, will also increase loss.
- Do we really need it?
- No complaints yet about loss of amenity.
- Adopt a wait-and-see stance.
- Punching bag base
- A punching bag base will be purchased.