AHEC Meeting Minutes | May 19, 2016
AHEC Meeting Minutes
Thursday, May 19th, 2016, 7:30pm @ Crafts Lounge
Attendees: Deidre, Katie, Cody (Proxy for Govind), Malvika, Rio, Seamus, German, Guest-Eric
Presided by Malvika, Minutes by Cody
- Agenda
- [Vote] - Approval of Meeting Minutes
- [Update] – Kitchen Training for New Officers
- [Update] - Rebranding Ashdown
- [Update] – Floor Cup Prize
- [Update] – Costco Card
- [Update] – Gifts for Officers
- [Update] – GSC Orientation Meeting Summary
- [Discussion] – Prepare for Orientation
- [Discussion] – Summer Budget
- [Discussion] – Collaborations with Other Dorms
- [Discussion] – Floor Events for Summer
- Open Floor
- Approval of Meeting Minutes
- Kitchen Training for New Officers
- Kicking off kitchen training for Coffee Hour Committee
- Chairs will be trained by Seamus
- Chairs will train remaining officers
- Training will be conducted from the Wiki
- Deadline: Coffee Hour, Brunch and Events should all be trained before June 15th
- Communities and Operations are lower priority
- Volunteers are trained as needed, do not need to be included
- Rebranding Ashdown
- Email is being sent to housing, via Adam
- Naomi will serve as point of contact with the Branding Office at MIT
- Procedures need to be followed, but changing the logo should not be a problem
- Will follow up with Adam
- Floor Cup Prize
- Will be getting ice cream for the 3rd Floor
- Trophy will be present at the event
- Costco Card and Coffee Hour Shopper
- Transportation has been arranged
- Zipcar membership will be updated with new names
- Some ambiguity as to who needs to come to use the card
- Second card-holder must also go shopping
- Gifts for Officers
- Water bottles can fit in mailboxes
- Mugs might also fit
- Could be distributed as packages
- GSC Orientation Meeting Summary
- New chairs have been elected
- Budgets will be done sometime in the next couple weeks
- Ashdown representative should be selected (German, Mason)
- One of the two will attend meetings
- Prepare for Orientation
- Roles of the different committees
- Are there any tasks that need to be started now
- Budgeting for the orientation cycle
- Committee chairs should be briefed as orientation spools up
- Transition into summer should be handled carefully
- Summer Budget
- Referencing previous budgets
- Applying for funding
- Collaborations with Other Dorms
- Notes available from Sid-Pac meeting
- Still going through transition
- Planning is still happening
- Activities
- Beach outings
- Dessert Nights
- Cooking Night
- Can apply for GSC funding with other dorms
- Should reconvene before due date for GSC funding (mid-June)
- Collaboration happens with volunteers and funding, not planning
- Inventory sharing
- Kickoff by July 1st
- Sid-Pac is working on their list of sharable items
- Fines for overdue items still need to be discussed
- Inventory/Operations will take the lead on this as information becomes available
- Floor Events for Summer
- One of the incoming floor officers decided to stay in the Warehouse
- Need to fill the post by Orientation
- AHEC can fill the position at any time
- Must be continuing resident, since housing incentive is not available
- Could move someone from another committee
- Advertisement could include option to only do the Summer Term
- Desire is to get candidate for a full year
- Fewer floor events, but critical for Orientation
- Communities chair could cover floor for summer
- Would look for new officer in Fall
- Will try to hire, but if not there is a plan in place
- Open Floor
- Lottery Results
- Ashdown Zipcar Account
- List is being refreshed
- Can add people who are needed
- Billing occurs on June 7th