AHEC Meeting Minutes | May 26, 2016
AHEC Meeting Minutes
Thursday, May 26th, 2016, 7:30pm @ Crafts Lounge
Presided by Malvika
- Approval of meeting minutes
- Kitchen Training [Update]
- Comm, Brunch, and CH committee chairs have been trained
- Deadline for all members to be trained is June 15
- Rebranding Ashdown [Update]
- Cannot use Will Fund or Avery Ashdown House Fund
- Can use DesignCrowd
- Internally compensating Ashdown artists: have to draft a contract with housing
- Cannot use MIT’s logo without Housing
- Housing wants to rebrand the Thirsty Ear
- Incentive: $200 + logo appearing on Ashdown gear.
- Structure: We vet logos, provide vetted options to people to vote from a scale of 1-5.
- [Update] – Costco Card and Shoppers (Malvika/Katie – 5 min)
- For interested international students: make sure you can be paid for the position of coffee hour shopper if you are interested!
- Incentive: Get to go to Costco, use Costco card.
- Coffee hour expenses go through AHEC - we can check their costs for Star market against Costco to see if Costco is cheaper.
- [Update] – MindHandHeart (Malvika – 5 min)
- We’ll start in the fall. We are only accountable for our event in Ashdown.
- Need to take photos, make post-event report.
- Need to publicize this event to entire graduate and undergraduate communities -- publicity needs to be well in advance.
- [Update] – GSC Funding Opportunities (German – 5 min)
- The Summer-Fall cycle (July, August, September) has a deadline of June 15th to apply for funding. We are thinking of applying for the Olympics and Euro Cup events.
- GSC Orientation: Not decided when budget is due, but probably 2-3 weeks.
- Brunch also needs to apply for funding -- Rio is on it. Timeline is before June.
- [Update] – Inventory Cleaning (Govind – 5 min)
- Will do preliminary survey with Kristen behind front desk to see what we can get rid of potentially (fish tank, but what else?)
- Organize some days throughout June and July for Inventory committee members and AHEC to clean closet after surveying with Kristen.
- [Update] – Summer Budget (German – 5 min)
- Remind your people to submit summer budget.
- Need to check with Drew to verify guidelines on limits for committees. Can look at previous years to benchmark.
- [Discussion] – Prepare for Orientation (German – 5 min)
- We need to decide what we want to do with the Orientation newsletter. Previously: AHEC writes something, Denise writes something.
- See if old communications officers have access to previous newsletters (especially orientation newsletters) to see if they have access to previous newsletters that we can see.
- We have an inflatable screen to watch movies! Check for it in the AHEC closet.
- [Discussion] – Fire Alarm Sign (Malvika – 5 min)
- Options: A badge with "days since previous fire alarm" on the website, and/or on the TV.
- Problems: Seems like it might be on the edge of discouraging people from actually pulling the fire alarm when necessary.
- "If it’s not broke, don’t fix it." Maybe Tech can get the feature ready in case we need it, but we don’t need to rush this immediately.
- Govind will check with Tech to see how much work this would be.
- [Discussion] – Orientation Movie Planning (Malvika– 15 min)
- 1-2 minutes movie.
- Notify people that student government exists in Ashdown, exists to better life in Ashdown.
- Notify people about fire alarm situation.
- Check to see if we have a video camera for use for this -- maybe rent a video camera for this purpose.
- Still up in the air -- need a script. Ideas: Tell them about inventory, show pictures of events / coffee hour / brunch, Fourth of July barbecue, notify about fire alarms, encourage to volunteer + run for officers, interviews with front desk people, pictures of floor events. Theme: There’s lots of free food at Ashdown?
- Make a Google doc for just this brainstorming.
- Open Floor
- Rabbit holes in the garden -- how do we manage this in the future? Maybe scout for rabbit holes before beginning planting and relocate rabbits.
- Volunteer coordinator can look into the volunteers@ashdown list to clean it up.