AHEC Meeting Minutes | August 27th, 2015
AHEC Meeting Minutes
Thursday, August 27th, 2015, 7:30pm @ Crafts lounge
Attendees: Lisa, Malvika (proxying for Chris), Orpheus, Drew, Calvin, Adam
Presided by Lisa, Minutes by Orpheus
- Agenda
- [Vote] - Approval of Last Week's Minutes
- [Upcoming] - Fall Officer Recruitment
- [Upcoming] - Fall Budget Allocation
- [Upcoming] - Thirsty Ear BBQ
- [Update] - Orientation
- Newsletter
- Events Committee
- Communities Committee
- [Discussion] - Casino Night
- [Update] - Fall Collaboration with Sidney Pacific
- [Discussion] - System for Inventory & Will Fund Purchases
- Open Floor
- Approval of Last Week's Minutes
- Minutes are approved and are to be posted.
- Fall Officer Recruitment-Fall Budget Allocation
- According to Officer handbook, Fall Officer recruitment is from Sept. 7th to Sept. 14th.
- Perhaps it should close a bit earlier this year.
- Use existing schedule, because to extend might conflict with the fall budget allocation, but be prepared to be flexible.
- We need 4-7 people.
- Thirsty Ear BBQ
- TEEC want to borrow our speakers (4pm-8pm) on Aug. 30th.
- Approved
- Orientation Planning
- Newsletter
- Orientation issue ready. Will be 7 pages long
- Will print as many copies $500 can buy (full colour) and will put them in the front desk.
- Will email the issue through [Ashdown] e-mail list.
- Will keep electronic copies in our records for future use.
- Open doors night
- Art Unveiling
- Sept. 12th
- Alcohol through the Thirsty Ear, waiting for MIT police to clear the alcohol registration
- Karaoke & Games
- Speed friending
- Have materials
- Chris & Goving will run it
- Potluck
- Dance Party
- DJ & Decoration set up
- Purchased decorations
- Arrangements with police taken care of
- Alcohol license issued
- Snacks purchased
- Still working on volunteers, photobooth, publicity
- Dessert night
- Negotiations with SP going nicely
- Will work on flyers soon
- Need volunteers
- Sept. 7th
- IKEA trip
- Advertised to residents
- All seats filled up
- Need more volunteers
- Grad Olympics
- Outings officers to help out
- Door tags
- Floors 1-3 done, 4-5 in progress.
- Only 1 missing so far, will be printed.
- Casino Night
- Probably not during orientation
- Last week of September was proposed
- Probably in November
- Another possibility is during IAP
- Easy to set up
- Fall Collaboration with Sidney Pacific
- SidPac interested in continued collaboration
- Proposed joint events include:
- Stress relief sessions addressed to 1st years
- Open Mike night
- SidPac is also interested in expanding their interest groups; perhaps setting up inter-dorm interest groups
- Inventory sharing will go forward
- Will set up a list of contact people from each dorm, come up with & sign a liability agreement
- System for Inventory & Will Fund Purchases
- Create an online form on the webpage where people can suggest purchase ideas.
- People would include all pieces of information one would find in a Will Fund purchase (rationale, cost, proposed vendor etc.)
- Will be open throughout the year and we'll have renewed drives after Orientation, before IAP and at the beginning of the summer.
- Who will get the e-mail notifications from this list?
- Inventory committee?
- Perhaps the AHEC Vice-Chair?
- Will begin setting it up.
- Free events digest
- Idea to have the outings officers send out a bi-weekly digest containing free events happening in the area.
- Don't do it through [Ashdown], may be spam
- Set up a new list (sign up will be required), frequently remind people of its existence
- Miscellaneous matters
- Tour of Central Squarel; Drew will take the lead
- When summer term is done, will put budget on the webpage along with details on its execution
- Leanne going away party, Friday 8pm