AHEC Meeting Minutes | April 7, 2016
AHEC Meeting Minutes
Thursday, April 7th, 2016, 7:30pm @ Crafts lounge
Attendees: Drew, Calvin, Chris, Rio, Orpheus, Govind, Seamus, Adam, Lisa, Malvika, Katie, Cyril, JC, Cody
Presided by Lisa, Minutes by Cody
- Agenda
- [Vote] - Approval of Meeting Minutes
- [Upcoming] - Spring BBQ
- [Update] - Officer Leases
- [Upcoming] - Officer Transition
- [Upcoming] - Spring Alumni Concert
- [Discussion] - MIT Admit One Policy
- [Update] - Rebranding Ashdown
- [Update] - GSC Meeting Debrief
- Open Floor
- Approval of Meeting Minutes
- Spring BBQ
- Funding cleared through GSC
- Weather looks good, maybe a little cold
- Food will be obtained from Costco
- Need volunteers from AHEC, Floor Officers, Officer Corps and Ashdown in general
- 1pm start, finished by 2:30
- Grilling starts at 10am
- Tech will set up speakers and microphone
- Cup has been updated
- Wiki will be updated to include how to do this
- Events
- Tug of war
- Relay knapsack race
- Participation fraction of each floor
- Point system will apply to determine final placement
- Email reminders are being sent out
- Officer Leases
- Internship process has been worked out with specific officers
- Leases are going well
- Tell officers not to worry, do not terminate
- Officer Transition
- Dinner date has been selected
- Presentation needs to be worked out
- Extra training (like kitchen training) should be decided on
- Resources, financials, etc...
- Previous presentation is on the AHEC Google Drive
- Food is also being planned (Thai)
- New AHEC will meet this week to finalize details
- Spring Alumni Concert
- Email has been sent out
- Currently waiting on performers to respond
- Two artists, and 3 performers
- Need more people
- Should make it look like there are more spots than just two
- Classically themed for funding purposes
- Will do new advertising push
- MIT Admit One Policy
- Many people sign up for outings, but few attend
- Forces people to pay for events
- $50 per event, makes it infeasible
- How can we increase participation?
- If you sign up and don't show up, you can't come to next meeting
- Issues with tracking
- Needs to be addressed
- Financial incentive probably needs to be a part of it
- Could use combination Venmo/Envelope system
- To be discussed
- Rebranding Ashdown
- Two potential options
- Designs from Ashdown community
- Online solicitation for professional artists (pay $200)
- Designs will be vetted before sending out to survey
- Make sure to tell people they are submitting to public forum
- Should incentivize the Ashdown community
- Incentivize all submissions monetarily
- Could have Ashdown people submitting through the website
- GSC Meeting Debrief
- Minutes approved
- $19,000 extra money
- Saving for 2020 Ivy Plus (Ivy and MIT) Conference
- Elections
- Servathon on the 19th
- Open Floor
- Personal food computers (Cyril)
- Package optimized for the growth of plants
- Essentially an indoor community garden
- Place them in the kitchens
- Could have dinners focused around harvests
- Logistics are still in flux
- Could be handled by some combination of a club and Ashdown
- Ashdown could provide some money for recurring events
- $20-$40 per event for remaining budget cycle
- $35 every 2 weeks
- Possibly have some sort of launch event
- Beginning of summer, or beginning of next year
- New Computer Room
- Heard back
- HVAC repairs will be completed this spring
- Furniture will be discussed after the HVAC is done
- LED lights
- Waiting to hear back
- Many are being purchased
- Distributed the same way as task lights