AHEC Meeting Minutes

Monday, May 22, 2017, 8:30pm @ Crafts Lounge

Attendees: Nicole, Meicen, Eric, Vishal, Xueying, Katie, Deirdre

Presided by Vishal, Minutes by Hongru

• Agenda
  • [Vote] - Approval of Meeting Minutes
  • [Update] Communities Committee Update
  • [Update] Events Committee Update
  • [Update] Operations Committee Update
  • [Discussion] Sound system training
  • [Discussion] Front desk item notifications
  • Open Floor
• [Vote] - Approval of Meeting Minutes Approved.
• [Update] Communities Committee Update
  • Met with Haluk, who will substitute when Vishal is away in June.
  • Vishal has sent out doodle pool to meet with new officer.
  • Planning to form interet group, will send out pool in June. Also need to update the section on Ashdown website. Consider Sid-pac's interest group organization as references.
  • Katie: In the past, interest groups are not run by leader, so as not to create hierarchy or put too much pressure on one person. Some interest group is seasonal. Best practice require experimentation.
• [Update] Events Committee Update
  • The last event - BASH on Saturday is ready. Need to have sound system training later this week.
  • Need to circulate another call of volunteer, to carry food and two buckets of water.
  • With fair amount of food and outdoor setting, estimate approximately 150 people to show up. Catering ordered.
  • Vishan and Eric will be there to sell t-shirts
  • Still need to figure out what to do with the cash collected.
• [Update] Operations Committee Update
  • Talk with the previous communication officer who will be around in summer and take meeting minutes.
  • Current office Sophia is planning the first newsletter.
  • Xueying will be meeting with tech committee.Discuss current project on lobby screen, to refigure the currently five channels and redesign the disaplay spaces. Tech will also train publicity officer to put events. This project may take weeks. Probably should hire new Tech officers.
  • Talked to Zhandos. He started the project about streamlining the frontdesk issue.
  • Broken holes in the garden, need $15-30 to repair. Will use the sustainable fund allocated back in the fall, since GSC hasn't taken the money back.
• [Discussion] Sound system training
  • Since Tech people will not be there on the BASH, other staff has to be trained. Train took place 5:30 pm Monday.
  • Current problem is no microphone, need to have one in order to carry out song dedication. Solution: use the one in Hulsizer, make sure the one in Hulsizer is good to use.Yu wei order cable for microphone. Need Govind's help, and Xueying will follow up.
  • Loop the event committee people in the email communication when reach out to Govind.
  • Tech officer can reach out to other dorm officer about how to use the sound system. Also send out email to Ashdown talk to see if anyone has expertises.
  • Need to be get the train ASAP.
• [Discussion] Front desk item notifications
  • Previous Tech officer is working on that.
  • Issue with the mailing notification system? Or the front desk staff side? Have no idea so far, but probably on both end, tech and front desk.
  • Speak to Christin. Meicen sent out the reply to AHEC and ASHDOWN-HOH
  • Need to set up soft time framework for people on these issues.
• Open Floor
  • Budget needs to be submitted by Floor officer respectively or combined by Vishal? Situation varies. Get access to last year's budget for references. Last year Seamus did that.
  • Expenses for committee meetings? Paid out in advance and get reimbursed later.
  • Writing blurbs to attract people coming to AHEC meeting, itemized the topic.
  • Leadership retreat and pre-orientation events. Worth doing this year as it creates unified front into orientation.
• Meeting is adjured.