AHEC Meeting Minutes | August 2, 2016
AHEC Meeting Minutes
Tuesday, August 2nd, 2016, 8:30pm @ Crafts Lounge
Attendees: Yury, Govind, Malvika, Rio, Seamus, Ricardo
Presided by Malvika, Minutes by Govind
- Agenda
- [Vote] - Approval of Meeting Minutes (5 min)
- [Update] – AHEC Poster (Rio – 5 min)
- [Update] – Communities Committee Update (Seamus – 5 min)
- [Update] – Ashdown Logo (Seamus – 5 min)
- [Update] – Events Committee Update (German – 5 min)
- [Discussion] – Officer Evaluations (Rio – 10 min)
- [Discussion] – August Meetings/HCA (Malvika – 5 min)
- [Discussion] – Brochure/Newsletter (Govind – 5 min)
- [Discussion] – Orientation Movie Planning (Malvika – 20 min)
- Open Floor
- Approval of Meeting Minutes
- AHEC Poster
- Some flaws in the Officer poster. AHEC Poster currently says summer 2016.
- Assign Tech officers to update personnel (AHEC + staff) on website ASAP. Definitely by the end of the month.
- Ask Tech if they have a script for updating staff, then ask Denise for an updated list of staff. Same with AHEC.
- Gameplan: Get another draft for Heads of House poster. Wait for okays from Heads of House (1 per family). Then print. This should happen ASAP
- Other poster will get fixed after Orientation.
- Communities Committee Update
- Got in all floor events for July (yay!).
- Flute/piano duo wants to give a concert during Orientation. They should coordinate with Meicen to avoid conflicts with yet-to-be-scheduled events.
- Fun Fund: Cooking Class last week went well. Can we diversify non-officers to use the Fun Fund more than we are currently doing?
- Six Flags Trip on August 6th.
- Ashdown Logo
- Seamus will submit a couple proposals to us to choose from.
- Events Committee Update
- Olympics events happening this week, coming together well.
- People organizing Dance Party are abroad now -- need to submit request for alcohol soon. Takes up to a month to process this.
- Events for the Summer (pre-Orientation) are wrapping up with the Olympics.
- Results for appeals for funding came back, which we should check before proceeding with Orientation Events.
- Got $250 for Orientation Coffee Hour, $2000 for Dance Party. Brunch still in the air.
- Thirsty Ear is interested in opening up for Orientation Brunch, to help out. Rio should put Eric and Nicole in contact.
- Officer Evaluations
- We need to be better about fixing absolute deadlines for transferring the role of Treasurer, so that nothing gets lost in between the cracks.
- This is a post-Orientation discussion.
- We should write to previous AHEC to make sure Officer Evaluations were appropriately recorded from last semester. Malvika will email.
- We can do evaluations at the end of September / beginning of October.
- August Meetings / HCA
- Malvika will be gone the next two weeks. Rio gone last two weeks of October, Seamus gone the 16th, Govind gone til 10th.
- Still need to meet. We have a lot to discuss.
- Brochure / Newsletter
- Newsletter starting to come together. AHEC should give Govind thoughts by Fri 8/5 to provide feedback to Hongru.
- Orientation Movie Planning
- Footage of Heads of House has been received.
- Record self speaking over video. Add subtitles. Do introductions for AHEC. Airlines theme?...
- "Thank you for flying Ashdown Airlines" -- if we can say it with a straight face.
- Govind will do a food slideshow at some point. ~30 seconds.
- Open Floor
- Talk about Fall Officer recruitment next meeting. First floor officer, Tech officers, Events, Coffee Hour
- Scheduling Ropes Course type outing for AHEC + chairs for bonding?
- Naomi Carton considering Clover Food truck event at dorms during August on some evening. Which evening would work?
- Q: Is this subsidized? Can we put the food truck in the adjacent parking lot?
- Thursday or Friday before Orientation starts?