AHEC Meeting Minutes | July 30th, 2015
AHEC Meeting Minutes
Thursday, July 30th, 2015, 7:30pm @ Crafts lounge
Attendees: Lisa, Chris, Orpheus, Jess (proxying for Drew), Adam
Presided by Lisa, Minutes by Orpheus
- Agenda
- [Vote] - Approval of Last Week's Minutes
- [Update] - Orientation Planning
- [Upcoming] - Beach Trip
- [Discussion] - Orientation Newsletter/Information Packet
- [Discussion] - Art Unveiling Event
- [Upcoming] - On-Campus Furniture Collection
- [Discussion] - Expiration of Google Express Trial
- [Discussion] - Brunch Updates
- [Update] - Ashdown TV Feed History/Status
- [Discussion] - Name of Athletics & Outings Officer Position
- [Discussion] - Revisiting AHEC Retreat Brainstorming
- Open Floor
- Approval of Last Week's Minutes
- Minutes are approved and are to be posted.
- Orientation Planning
- Events committee has come up with list of events.
- Major events have been registered with the GSC and put in the orientation calendar.
- Communities will have some events too.
- There will be a collaboration between athletics officers from different dorms.
- Still looking for ideas about an additional orientation event.
- Alcohol licenses for dance party have not yet been arranged.
- Beach Trip
- Latest information puts it on August 8th, morning.
- Ask EC for more info.
- Orientation Newsletter/Information Packet
- Moving forward.
- Addresses from AHEC, Housemasters, TEEC & House Manager as well as events listed to be sent to the communications officers by August 7th.
- Volunteering drive
- Very important, future officer pool.
- We need to do better at recruiting & retaining volunteers.
- Perhaps we need a volunteer coordinator.
- Get people in volunteering lists & treat them well (e.g. small gifts or free ice-cream).
- We want a unified system.
- Set up an inter-committee meeting between Brunch, Coffee Hour & Events under the Vice-Chairman to discuss this.
- Art Unveiling Event
- Will do guided tour, the artist will be a guide.
- There will be a short presentation at the start.
- Have got the permission of LIST & the artist.
- Possibly on September 12th, 8-10pm.
- One idea would be to have the Thirsty Ear open and have alcohol.
- Alcohol will make event more competitive.
- Or otherwise spend the budget on dessert.
- Housemaster will provide $500 to Arts Officer to use as she sees fit for the event.
- On-Campus Furniture Collection
- August 10th, House manager has been informed.
- Sustainability people OK with Ashdown residents scavenging old furniture from the drop-off point before event starts.
- Expiration of Google Express Trial
- Free trial expiring within 2 weeks.
- Didn't see much use during the summer.
- Although there were not many events held, not many opportunities to use it.
- Floor officers usually buy fruit, don't need Google express for this.
- May see much use during orientation & the fall though.
- Will buy the yearly subscription
- Vice-Chairman to deal with this.
- Brunch Updates
- Buy radios to play music for volunteers.
- We already have a stereo, apparently.
- More garbage disposal bins.
- Will bring it to the attention of the House Manager
- Use of cocktail tables & general revising of table layout may facilitate faster-moving queues.
- Ashdown TV Feed History/Status
- Have ~10 screens around Ashdown which we would like to have access to.
- Cannot do it through the existing system, since IS&T will not give us access.
- One idea is the use of Raspberry Pi (House Manager will pay for installation costs).
- Pros: Cheap
- Cons: Needs someone to program it, keep code, needs people to maintain/edit code if needed.
- We will first go through Housing (Dean Humphreys) and see if they can deal with the issue for us.
- We will have Raspberry Pi as plan B. Also have plans C and D.
- Name of Athletics & Outings Officer Position
- Athletics & Outing officers receiving emails for gym maintenance issues whereas Inventory officers are in charge of maintaining gym equipment.
- Theoretically, they could just forward these emails to inventory.
- How about returning this duty from Inventory to Athletics?
- No, messes up with the organizational scheme we have come up with.
- Rename the position to "Outings & Sports officers", with email "ashdown-outings@mit.edu"
- Have the old "ashdown-athletics@mit.edu" redirect to Inventory, have them forward emails that are actually meant for Outings & Sports to the appropriate officers.
- Change officer poster in Fall.
- Grills
- Have list of equipment & small grills, will come up with Will Fund proposal for this.
- How about grills affixed to the ground (possibly gas grills)?
- Very long term project, Housemaster will look into it.