AHEC Meeting Minutes | August 20th, 2015
AHEC Meeting Minutes
Thursday, August 20th, 2015, 7:30pm @ Crafts lounge
Attendees: Lisa, Chris, Drew, Calvin, Deirdre, Ina, JC (proxying for Orpheus)
Presided by Lisa, Minutes by JC
- Agenda
- [Vote] - Approval of Last Week's Minutes
- [Discussion] - Inventory Sharing with Sidney Pacific
- [Update] - New Resident Nametags
- [Update] - Ashdown Volunteering System
- [Update] - Orientation Planning
- [Discussion] - Fall Event Collaboration with Sidney Pacific
- [Discussion] - Art Unveiling Event
- [Discussion] - Ashdown Inventory & Will Fund Purchases
- Open Floor
- Approval of Last Week's Minutes
- Minutes are approved and are to be posted.
- Inventory Sharing with Sidney Pacific
- Discussed a few changes, restricting consumables and allowing everything else
- New Resident Nametags
- Name tags and magnets have arrived
- Doodle poll is online to determine when to put them up
- Ashdown Volunteering System
- Meeting took place, unfortunately without a representative of the Brunch
- Implementation could take some time because Tech is quite busy at the moment
- Publicity notified, could just re-use last year’s setup
- Want to link with the website, include a Google form to find best event to volunteer for
- Orientation Planning
- TEEC BBQ
- 5pm-8pm on 08/30 in the Ashdown courtyard
- Food ordered
- Publicity done, posters at front desk
- Thirsty Ear will be open
- Volunteering encouraged
- Publicity committee way too slow, 3 weeks too long?
- Put list of usual publicity locations on wiki
- Respond to e-mails and give deadline, assign one of the officers to do that
- 7 days – 10 days till the poster is finished
- Added JC to ashdown-publicity mailing list
- Change event posting on website to accept pngs?
- Events committee
- Third event will be potluck
- Drew proposed a scavenger hunt around Central Square to get to know Cambridge
- Chris suggested using the fun fund for that
- Dance party
- Date and location fixed
- Process about the alcohol license started, hopefully done by next week
- IKEA trip
- Dorms should transfer money when ticket sales done
- Buses reserved
- Other events: meetings are taking place
- Publicity tasks assigned
- Oper door night
- Need to decide on logistics, poster
- Figure out how to reimburse residents
- Website about treasurer needs to be updated
- Trouble about file formats on Atlas
- Reimbursement via receipts, need to be saved
- Newsletter
- Change color to red?
- Add border to other pages?
- Change title: Welcome to Ashdown
- Pictures missing
- Denise’s address
- Send comments to JC to filter for Tram during the weekend
- Finish up asap
- Fall Event Collaboration with Sidney Pacific
- Still hard to coordinate with SidPac
- Art Unveiling Event
- Quotes: $55 event fee, $40/hours for Thirsty, they’ll add additional hour, total $175
- Free beverage tickets work as if putting it on a tab, max $3.5/drink, so 50 tickets would mean $175 max + tip $30-$40
- Designate someone to hand out the tickets
- Start event approval now because institute funds are being used for alcohol
- “Paperless post”/“Evite” for invites
- Publicity should make posters
- Discussion about sources for dessert: Luna café, Mike’s pastry, Flour, ask for donations
- Need to move frames in front of the Hulsizer, ask Denise about it; will take a day to put up art
- Copies of sketches of different stages of the creation process
- No sign-up sheet, advertise wine tickets
- Ashdown Inventory & Will Fund Purchases
- Revamp inventory system behind front desk?
- No usage statistics by check-out date
- Increase visibility of front desk items?
- Cleaning out front desk
- Introduce location system similar to how they handle the mail?
- Will Fund
- Wii U to replace Wii?
- Description for the artist