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
  • Approved
• 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
  • Have been released
• Ashdown Zipcar Account
  • List is being refreshed
  • Can add people who are needed
  • Billing occurs on June 7th