AHEC Meeting Minutes | October 15th, 2015
AHEC Meeting Minutes
Thursday, October 15th, 2015, 7:30pm @ Crafts lounge
Attendees: Lisa, Chris, Orpheus, Drew, Deidre, Cody
Presided by Lisa, Minutes by Orpheus
- Agenda
- [Vote] - Approval of Last Week's Minutes
- [Upcoming] - Fall Transition Dinner
- [Upcoming] - Housemaster Dinners
- [Update] - Summer Term Evaluations
- [Update] - Sidney Pacific/Ashdown Inventory Sharing
- [Update] - Events Collaboration with Sidney Pacific
- [Update/Discussion] - HCA Meeting Debrief
- [Upcoming] - Garden Clean-up
- [Discussion] - Bike Clean-out
- [Discussion] - Front Desk Borrowing Policy
- [Proposal] - Hubway near Ashdown
- Open Floor
- Approval of Last Week's Minutes
- Minutes are approved and are to be posted.
- Fall Transition Dinner
- Planning is going well
- Food will be ordered after this Saturday
- Talks will be about what was covered in the Spring transition dinner, but there will also be talk about the things that AHEC has done since then, including:
- New Officer Structure
- Cooperation with SidPac (Events, Inventory)
- Wiki Pages
- There will be Q&A as well as feedback from the officers on many issues, especially RFPs.
- Will happen Thursday 22nd October, 18:30-19:30
- Note: No AHEC meeting
- Drew will prepare 10-15 minute ice-breaker
- Setup at 18.00
- Slides
- Chris, Drew
- Pretty much the same RFP slides, embellished to include more specialized topics and focusing on bugs.
- Will be followed by a special Coffee Hour for the Residential Scholar Program
- Housemaster Dinners
- November 3,4,8
- Appetizer, Dessert and Drinks
- Publicity will be asked to put up posters
- Post on Facebook page too
- AHEC and Former AHEC will coordinate which dinners they will attend
- Food Plans
- Dumplings, WholeFoods and Dave's Italian
- Thanksgiving dinner plans
- Tuesday before Thanksgiving
- Housemaster still in talk with caterers
- Summer Term Evaluations
- Most of the interviews with officers are done
- In the process of uploading ratings online
- Will inform officers after all ratings have been uploaded
- Think about standardizing for next time around
- Possibly having a list of questions that all the officers will be asked, in addition to position-specific questions.
- Standardization will be discussed.
- Standardized questions may need to be put on the Wiki.
- Sidney Pacific/Ashdown Inventory Sharing
- Have already decided which items from the AHEC closet to make open to sharing, will decide what to share with SidPac from the front desk & the gardening equipment in 2 weeks
- Inventory cataloging system is in place, as is a rudimentary sharing log.
- SidPac wants to implement first and then will sign sharing/liability agreement
- Events Collaboration with Sidney Pacific
- Supposed to have done joint Apple picking that didn't end up happening
We didn't do it because German burned out.
- We should definitely follow up with SidPac
- Goal to do one in next week or two
- Would also be open to other suggestions for joint events
- Talk with Outings and see if they want to organize (or participate in organization) of a joint event.
- Casino Night
- Will contact SPEC to probe their interest in collaboration
- Ask if they are interested in:
- Reciprocal Events
- Join Event
- HCA Meeting Debrief
- Things to do for Mental Health
- MIT Connect Program
- Pair up residents and they do things together
- Free food (lowest common denominator)
- Fancy?
- Dorm Leadership Meeting Organized by HCA
- May open up to all dorm leadership, not just the GSC representatives
- Inventory subcommittee issues
- Garden Clean-up
- Should occur first or second weekend in November
- Inventory should issue deadline for completion
- Bike Clean-out
- On schedule, posters already being designed, will be up by Sunday
- Wristbands will be put on bikes and must be removed
- Will end on November 20th
- Hubway near Ashdown
- Bike renting service
- Stations can be found in front of Stata and Student center
- None around Ashdown
- We would like stand to be installed near building
- Ultimately a Housing Issue
- Talk to Denise (House Manager)
- Has probably been attempted by previous AHECs
- Front Desk Borrowing Policy
- Can people take items they have checked out outside Ashdown?
- Yes
- Even if we had a policy to the contrary, we couldn't enforce it.
- Current policy:
- Time limits, enforced by fines
- Wiki
- Current system is good, if a bit unpolished.
- Discussed communications officers organizing the wiki
- What do we want flow to be on main page
- Useful links
- Dorm Officer links
- However, Comms officers do not have the expertise to enforce appearance/organization standards on individual committee pages.
- This should be left to the committee officers (and supervised by the committee chairs), who know what to put in.
- Comms officers could possibly standardize the look of the front page and some other major pages (such as the committee's intro pages).
- We want to put more things on the wiki.
- Look into possibly mirroring minutes on Wiki, making them searchable
- Miscellaneous issues
- Can publicity send vector file to coffee hour in addition to pdf
- Not all coffee hour officers have access to kitchen?
- Every officer should have access to keys
- Freezer key only accessible by chairs
- Boxes in Lobby
- As of late, there are lots of boxes in the lobby, some have been there for months.
- A question for Denise
- Hulsizer Servery
- We have seen people renting the Hulsizer and leaving a mess afterward.
- People need to clean up their stuff, need to follow up with them.
- Super fast mini fun fund
- With one hour's notice, and you send a blurb to the building, people can get reimbursed up to $20
- SidPac does this (since this summer)
- Could be abused
- May discuss more.
- Follow up with SPEC, see what their experience is.