AHEC Meeting Minutes | October 29th, 2015
AHEC Meeting Minutes
Thursday, October 29th, 2015, 7:30pm @ Crafts lounge
Attendees: Lisa, Chris, Orpheus, Drew, Calvin, Adam, Katie, Cody
Presided by Lisa, Minutes by Orpheus
- Agenda
- [Vote] - Approval of Last Week's Minutes
- [Review] - Officer Transition Information
- [Upcoming] - Thanksgiving Dinner
- [Upcoming] - Halloween
- [Update] - Coffee Hour Shopper
- [Update] - Fall Term Transition
- [Update] - Officer Evaluation Alignment
- [Update] - Garden Clean-up
- [Update] - Room Reservations
- [Discussion] - Non-Front Desk Borrowing Policy
- Open Floor
- Approval of Last Week's Minutes
- Minutes are approved and are to be posted.
- Halloween
- There were some issues with funding, but have since been resolved
- More strict requirements for funding, required line-item breakdown, don't fund alcohol this year.
- In our case, alcohol would be provided by SidPac
- SidPac has reallocated budget to compensate; Ashdown does not need to provide any money.
- What's happening on October 31st:
- Edgerton doing appetizers--6 PM
- Dinner at Ashdown and SidPac--7:30 PM
- First half volunteers are set
- Second half volunteers still needed
- Indoor dance party until 1 AM
- Furthermore, on Sunday 1st Nov. there is an Open Doors Night
- 8-10 PM
- People give out candy
- $15 limit
- Budget to come out of the Operation Committee (probably Fun Fund)
- Also, Brunch on Sunday 1st & Apple Dessert Night in collaboration with SidPac.
- All is ready, including volunteers, it's probably going to be smaller than last year.
- Thanksgiving Dinner
- Tuesday before Thanksgiving, time TBD
- Caterer and alcohol set
- People buy tickets and give cash to floor officers
- When people sign up, make sure to collect money via the floor officers
- Guest Policy:
- Current policy is for no guests (Ashdown only), since event is expensive
- Open for guests at a non subsidized cost? (65$ vs $5 for Ashdown residents)?
- Generally positive response to idea
- Publicity will make posters and distribute
- Money goes under floor officer's door or to front desk
- Front desk will put money in officer's mailbox
- Coffee Hour Shopper
- Things are ok now
- One shopper will be a volunteer
- Outings & Athletics officers
- The Summer Season was redefined as ending in September 30th and the Fall one as beginning on October 1st.
- The Outings & Athletics officers held two events in September and would like them to count towards their Fall quota.
- Events should be spread out.
- We'll count one, they still have to do 3 more, one should be in January.
- Fall Term Transition
- Transition going well
- Listservs updated with new officers
- Poster is coming
- Seniority points updated
- Kitchen training for new officers on a committee basis
- Will be doing one big training session for people without training
- Officer Evaluation Alignment
- Garden Clean-up
- Informing gardeners this weekend
- Will be November 14th (Saturday)
- Room Reservations
- Issues are fixed for the moment
- Policies are posted online
- Posters with policies will be put on the doors
- Improve testing procedures
- Double check to make sure admin rights are not impacting tests
- Will also post policies on Floor Kitchens, Floor Lounges, Crafts Lounge & Computer Room.
- Non-Front Desk Borrowing Policy
- To enable residents to borrow things from AHEC Closet
- Huge adminstrative burden for Inventory, also will interfere with Ashdown-SidPac inventory sharing.
- Possible Compromise:
- Chris will be point of contact for borrowing items
- Generally not accepted
- Viewed as bad policy
- Items are expensive and can be broken
- Some things that can't be lent out
- Much heated discussion.
- No changes to current policy
- All requests Case by case basis
- Whoever borrows is financially responsible for the items borrowed
- Miscellaneous issues
- Free Laundry until November 1st
- Vacuums
- The current ones break too easily
- Considering purchasing 2-3 more via will fund and get rid of broken ones
- Desire to purchase hardy vacuums under warranty
- Inventory Room Organization
- Can we throw stuff out?
- Chris will go through list first and bring as item to a subsequent AHEC meeting
- Search for new VP for Student Life
- AHEC may want to provide input.
- Will establish a list of people who are not officers but are still interested in helping out around Ashdown.