AHEC Meeting Minutes | August 13th, 2015
AHEC Meeting Minutes
Thursday, August 13th, 2015, 7:30pm @ Crafts lounge
Attendees: Lisa, Chris, Drew (via Skype), Calvin, Adam, Yuriy, Ina (via phone), JC (proxying for Orpheus)
Presided by Lisa, Minutes by JC
- Agenda
- [Vote] - Approval of Last Week's Minutes
- [Upcoming] - Ashdown Art Unveiling Event
- [Update] - Orientation Planning
- [Upcoming] - Ashdown Officer Event
- [Upcoming] - Ashdown Garden Service Event
- [Discussion] - Inventory Sharing with Sidney Pacific
- [Update] - Resident Door Tags
- [Update] - Ashdown Calendar
- [Discussion] - Wiki Content
- Open Floor
- Approval of Last Week's Minutes
- Minutes are approved and are to be posted.
- Ashdown Art Unveiling event
- Current tentative schedule:
- Start at 8pm
- Tours at 8.20pm
- Speech by artist at 9pm in Thirsty
- Art piece already at final place, not in foyer
- Attendance estimate: 50 people
- Budget to be determined ($350?), should it include alcohol, e. g. 1 free drink/person?
- Actions: reserve Thirsty, get quote, wait for budget proposal by Ina, ask Mike for suggestion on budget
- Orientation Planning
- Events finalized, sent to Orpheus to be put on brochure
- Floor events, art unveiling, open doors roommate night on first Sunday
- Finalized Ashdown only events (dates and assignees): speed friending, karaoke, plus scavenger hunt or potluck
- Inter-dorm events
- Dance party: need to take care of alcohol license
- Dessert night: no date yet, waiting for response from SidPac
- IKEA trip
- Wed, 09/02, 1pm-5pm, short time frame because of scheduling conflict, hence encourage to pre-shop/make list of desired purchases
- Dorms decide on modalities of ticket sales
- Left-over tickets to be posted on GSC website
- Ideas for organization: 1)Do check-in based on list, not on ticket, check-in people ahead of time with tokens, 2)Make signs for buses, 3)Buy markers to write names on boxes
- Discussed possibility to only invite new residents; what can be done is e-mail only those who are new to MIT
- Posters an issue, publicity doesn’t have time; ask non EC officers, maybe in Communities?
- Ashdown Officer event
- Officer social before orientation
- 08/19 tentative date, Hulsizer booked, sign-up sheet posted
- Snacks & games
- Wait for number of attendees before further planning
- $100-$120 for snacks (chips, ice cream), $50 for prizes, <$200 total budget, can use Drew’s car
- 1h before event (so 6.30pm) set up room, while Calvin goes to get the ice cream
- Group rock paper scissors to determine initial groups, then rotate people
- Only in Hulsizer, not outside because it’ll be dark
- Ashdown Garden Service Event
- Clean up overgrown plot, add additional fence to fend off rabbits
- Suggested to make event more interesting than just weeding to be more in line with the children’s project, need to get more information on that
- Inventory Sharing with Sidney Pacific
- Deferred to next week to give everyone a chance to go over the inventory list
- Resident Door Tags
- Chris presented the new door tag design, featuring portrait instead of landscape orientation
- To be printed on adhesives and put on the magnets that are already in place
- Malvika talked to Fedex about printing, but we should check with Ho-Jun to ask what was cheapest last year
- Distribution will be done by floor officers
- Ashdown Calendar
- Current situation: two calendars because Hulsizer management is separate
- Goal: centralize event information, have one calendar containing all relevant events instead of two
- Can keep separate calendar for Denise and copy/forward information to the other one
- Tech working on a Google calendar & input form, hopefully ready for orientation
- Have to decide if editing is restricted or not and if we need an input form
- Wiki Content
- Should password for Ashdown mailing list be put on the wiki?
- MIT certificates should secure it
- Should change password no matter what, probably every year
- Open Floor
- Adam sent out e-mail about Red Sox game
- Possible problem: front desk has no button to automatically open door
- Not very urgent, handicapped students that are non-residents should be escorted anyway
- Orientation dinners
- Dates are final
- AHEC representation
- In the past, everyone could come
- now, aim for 3-4 AHEC & past AHEC
- Small computers will be wired to all public displays in Ashdown, should inquire about Front Desk TV