AHEC Meeting Minutes | December 3rd, 2015
AHEC Meeting Minutes
Thursday, December 3rd, 2015, 7:30pm @ Crafts lounge
Attendees: Lisa, Chris, Drew, Calvin, Orpheus, Deirdre, Cody
Presided by Lisa, Minutes by Orpheus
- Agenda
- [Vote] - Approval of Last Week's Minutes
- [Update] - Publicizing Ashdown Policies
- [Update] - Summer Budget Review
- [Discussion] - End of Fall Term Budget
- [Discussion] - Ideas for Bike Storage Upgrades
- [Update] - Status of Calendar and Volunteering System
- [Update] - GSC Meeting Debrief
- [Update] - Lobby Postering Policies
- Open Floor
- Approval of Last Week's Minutes
- Minutes are approved and are to be posted.
- Publicizing Ashdown Policies
- Letter addressed to the residents, has to be returned to the housemaster
- Minor changes made, will return with new draft
- Summer Budget Review
- Most of the budget done, apart from one hiccup we are about $100 over budget for this Summer
- Hiccup: Still need to get reimbursed for ~$3000 for orientation from the GSC orientation committee
- Overspent: Floor officers (by ~$600), Events (by ~$500), AHEC general
- Broke even: Inventory, Publicity, Tech, Communications
- Underspent: Arts, Outings, Brunch, Cherry Pie, Coffee Hour, Lecture Series
- $30 bad debt from Sandy Lugo
- We may want a tighter budget in spring
- End of Fall Term Budget
- Tuan LeMau (floor officer) wants extra budget for a cooking event in the Hulsizer
- Will get it through the Fun Fund
- Brian Seifried (floor officer) wants extra money to host a big event
- He was over budget last term, is under budget now, but wants to increase his budget
- Will ask for his budget breakdown, see if we can fund it through the Fun Fund
- Status of Calendar and Volunteering System
- Google calendar system has been set up, is rather cumbersome, sends out too many emails.
- We need to cut down on emails from Google, not have to reapprove things and fix the "direct from google" thing
- Also write wiki post
- We discovered an older volunteering system. We'll use that with some small changes
- Write wiki post about it
- Have it link to the ashdown-volunteering listserv
- Admin rights only for officers
- Ideas for Bike Storage Upgrades
- Talked to Denise
- Eventually going to put up more wall rack mounts
- We may want to talk to the new Dean of Student Life about it
- GSC Meeting Debrief
- New Presidential task force formed
- 2016 Grand Gala
- Lobby Postering Policies
- No posters on the front door or its sides
- Front desk worker has issues with posters; they obstruct his view of incoming visitors
- Thanksgiving Dinner Planning
- Heard from floor officers
- Everything went smoothly
- Floor officers specially commended
- One minor issue, resolved
- Need help signing people in from floor officers
- Community Gardening Initiative
- One of the residents submitted a Graduate Student Life Grant for a self-contained system that grows things inside
- Funding from GSC, but can they be stored in Ashdown?
- Where to put them?
- Floor kitchens?
- Crowded as is...
- Computer lounge?
- No one goes there, so no
- Lobby?
- Hallways?
- Bowtie lobbies?
- Lounges on floors
- Who takes care of them?
- Interested people
- Add new officer position? Should we designate someone?
- No, resident submitting grant should be responsible
- Do roll call out to dorm
- Create planters' list from existing garden list
- If there is interest, we say yes, else no
- Poll may take too long
- Send to Ashdown talk
- If they could put them somewhere, they are more likely to get the grant
- Small space and small amount of work (1 person)
- Status:
- 2 people already pushing for the plants
- Desire for total of 5
- Could this become AHEC's problem?
- What if people leave?
- We could give systems back to where we got them from.
- Implement process reviews
- Summary:
- AHEC is in favor, so long as it is not AHEC's problem
- AHEC reserves the right to discard them if they become AHEC's problem
- Location TBD
- Will talk to Denise
- Kitchens or Lounges
- Publicizing Ashdown Policies
- No flier yet
- Lisa will take over making flier
- Brunch Planning & Meeting Recap
- Went over main issues:
- Continue serving 200-300 people
- How reduce line
- Fruit table has moved to back
- Active instruction by Coffee Hour members
- People wanted food in the one line, so this didn't help
- Will implement active line monitoring and give time updates to those in line
- Possibly post a sign at about the 200 person mark?
- Takes about 40 min for line to disappear
- So ~30 min is 200-300 people
- Standing tables
- People come and sit for extended periods of time, which limits seating
- Standing tables increases capacity and encourages people to leave
- Is there a diagram of tables?
- Not at the moment, in the works
- Volunteers
- Want to recruit more volunteers
- Pancakes are hard for volunteers to make
- Makes learning curve steep
- Waffles are more friendly to volunteers
- Tried using waffle makers for volunteers
- Desired equipment
- 3 Waffle Makers
- 4 waffle makers for 200 people
- We would need 3 more
- Can be funded in next Will Fund (January)
- Portable oven
- When the flat top is in use, power to the oven decreases?
- Check on this with Thirsty Ear
- Make sure volunteers are logged
- Make brunch more fun
- Volunteers eat together?
- Improve culture?
- Reference SidPac's Brunch for examples
- Update on Recycling
- Getting rid of all the boxes in the library
- Housing bought a bunch of boxes of things that stop power from draining somewhere
- Will distribute the devices at coffee hour or such
- Send mass package notification
- Put information in Newsletter
- General reminder about environmental friendliness
- Plastic bags
- Bags should go in bins in lobby
- Put boxes in floor kitchens
- Take space
- House staff has to bring them down to lobby
- No objections
- Updating Computer/Quiet Study Room
- Humming is annoying
- Chairs are not the most comfortable
- Can we make the room warmer with better furniture?
- Bigger whiteboard on a wall
- No good wall to put it on?
- Couch along middle of room
- Nicer tables
- We could get someone with experience to do some designs
- Propose competition for Architecture Students with Will Fund money
- Talk with Dennis to get options
- Scope, what could be done etc...
- There are windows to the outside that could be used
- Paint walls something other than cream
- Music
- Miscellaneous Matters
- Renting out dancefloor to Mech Eng department
- PS4
- Should it be check-out able?
- Or live near PS2?
- Fines should be imposed on checkout
- Or set checkout window
- Will live near PS2
- Tech will clean room
- Summary:
- Make Wii and PS2 check-out-able
- Put new systems in the room
- Who cleans Hulsizer floors?
- Brunch is thinking of hiring someone to clean for an hour
- Ask Denise
- There used to be someone, but it became a problem (Person didn't show up and no one cleaned)