AHEC Meeting Minutes | September 6th, 2016
AHEC Meeting Minutes
Tuesday, September 6th, 2016, 8:30pm @ Crafts Lounge
Attendees: Deidre, Katie, Cody (Proxy for Govind), Malvika, Rio, Seamus, German, Kim, Donovan (Guest), Dusty
Presided by Malvika, Minutes by Cody
- Agenda
- [Vote] Approval of Meeting Minutes
- [Update] Communities Committee Update
- [Update] Bike Cleaning, Website Updating, Newsletter + Brochure, Publicity
- [Update] Events Committee Update
- [Update] AHEC Open House
- [Discussion] Inventory Solicitations
- [Discussion] Team building
- [Discussion] Volunteer recruitment
- [Discussion] Officer recruitment
- [Discussion] Budget meeting
- [Discussion] Meeting Suzy Nelson and Naomi
- [Discussion] Orientation Movie Planning
- Open Floor
- 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
- Approval of Meeting Minutes
- Minutes Approved (but not seen by AHEC yet)
- Communities Committee Update
- Seamus just met with head of Fun-Fund
- Talked about communities
- Sent out Fun-Fund notice
- Fun-Fund is limited to 4 events per month
- Name tags for doors have been sent to floor officers
- Just need to be put on doors
- IM sign-ups by Sunday
- Through outings committee
- Open Doors Night
- Need a new arts officer
- Specifics to be determined at a later date
- Will be adjusting floor officer budgets based on size during fall budget scheduling
- Mental health training workshop could be investigated
- Floor officers are not responsible for mental health of residents
- Given for the purpose of material availability
- Bike Cleaning, Website Updating, Newsletter + Brochure, Publicity
- Bike cleaning postponed until after orientation
- Website was updated 3 weeks ago
- Newsletter and brochure typos fixed in digital copies
- Paper copies fixed by hand with correct Coffee Hour date
- All publicity for orientation is up
- Newsletter will be addressed next week
- Events Committee Update
- Ikea trip was last night, went well
- Dance Party
- Liquor license came came through today
- DJ and Photo Booth
- Scavenger hunt was supposed to happen today
- Potluck happening soon
- AHEC Open House
- Movie to be shown on Thursday during Coffee Hour
- Vogon poetry reading
- Inventory Solicitations
- Nothing on the list this month
- Team building
- Company used by Endicott house
- Lots of options
- Should identify key group and select program
- Malvika will send out a Doodle Poll
- Volunteer recruitment
- Sign ups at brunch
- Issue is trying to keep people
- Should update the page for Ashdown Volunteering
- Will work with website people
- Officer recruitment
- Looking to hire one Tech Officer for Spring
- Events needs three officers for Spring
- Brunch needs two officers for Spring
- Operations needs officers for Spring
- Need one Floor Officer for Fall
- Need one Arts Officer for Fall
- Planning to do only one round of interviews for both time frames
- Form will be sent out by Thursday
- Start October 1st or February 1st
- Budget meeting
- German sent heads up to chairs
- Meeting Suzy Nelson and Naomi
- Suzy is the new VP of Student Life
- Head of Student Life, Housing, OGE etc...
- Meeting on September 30th at 10:30 for AHEC
- List of topics to be prepared before meeting
- Naomi and Michael
- Discuss Thirsty Ear food options
- Should find out who owns equipment in the Thirsty
- Possibly have a TEQ representative at the meeting
- Orientation Movie Planning
- Open Floor
- Dusty Miller
- New community police officer
- Married with 5 kids
- Has been a parent of 4 college students
- Office is next door to Crafts Lounge
- Homeless shelter may be of concern to some students
- Statistics show that this is not a problem
- Encourage students to be aware of their surroundings
- Hours: M-F 3-11
- Anything can happen anywhere, anytime, anyplace
- Police station logs are available online if desired by residents
- Albany St is technically under Cambridge PD, so look there
- Spikes in crime or major threats are sent as notifications to MIT community
- Housemasters get report every night
- Late night rides
- For legitimate safety concerns, Saferide and police are available
- Do not use for convenience
- But Uber and Lyft are probably the best option
- Stay in groups
- MIT Police will attend a Coffee Hour to answer any questions
- Leave "Find My Device" on on all devices
- People organizing Board Game Night
- Setup sub-community lists within Ashdown came up again
- Could try a few lists at first
- Best option is probably to allow for self-managed lists
- Primary concern becomes usage of space
- Red Sox Tickets
- 10-20 tickets left
- Need creative ways to distribute
- Email Ashdown Chairs and SPEC