AHEC Meeting Minutes

Monday, June 19, 2017, 8:30pm @ Crafts Lounge

Attendees: Deirdre Logan, Katharine Roman, Xueying Zhao, Vishal Patil (Danhao Ma as proxy), Nicole Moody, Eric Alt, Meicen Sun (Skype)

Presided by Nicole Moody, Minutes by Abbas Ghandi

• Agenda
  • [Vote] - Approval of Meeting Minutes
  • [Update] - Operations Committee: Front Desk System, Officer Photographs 
  • [Discussion] - Sound System for 4th of July
  • [Discussion] - Ashdown Budget 
  • [Discussion] - Orientation Schedule
  • Open Floor
• Approval of Meeting Minutes
  • Approved.
• Operations Committee: Front Desk System, Officer Photographs 
  • Front Desk system has been fixed. There was a bug in the code. The bug has been fixed.
  • Officers photographer is still not confirmed.
• Discussion
  • Sound System for 4th of July: Tech team will test the sound system on this Sunday. The system will be set-up, tested and removed after the test until the 4th of July.
  • Brunch: GradRat has confirmed funding of $1850 from Sept to April brunch including the orientation brunch. Need to discuss further details about the budget. Next brunch will be on July 16.
  • Ashdown Budget:. Need to know if we can spend more money. Still waiting on German to send us last year’s expenditure. We know that German has a lot in his plate with orientation committee.
  • Orientation Schedule: Schedule of GSC orientation sent to all officers. Helpful guide to planning Ashdown events. Calendar is a PDF file not a Google Doc. This is only GCS events. Need to make sure that events committee get a hold on this calendar. It gives us more authority over the calendar. It looks like an exciting orientation. Bulk of orientation planning will happen starting the July 4th that is the official start of summer. They are little over the budget.
  • Emphasized on attendance of at least one events officer at the orientation on Monday the 26th.
  • The orientation planning team is in good shape at this point. But when it gets closer will reach out for additional help.
  • July 4th BBQ: For the July 4th, the events people made a decision to order cater BBQ. Order from Red Bones. They go to Costco for snacks, fruits and so on. They believe it is in the budget. How much role actual BBQ or grilling together has been considered as part of the event? Last year, very few people were grilling. Not a lot of involvement from participants. Could add some sort of activities like games. There is a question on how much extra the catering would cost? Is there any concern about the budget? The answer was that last year we were under budget and we bought more food than we needed. That was a lesson for events people. Adding more elements will be followed up with the events team.
• Open Floor
  • Community Committee updates. Two floor events. Cherry Pie meeting happened.
  • Someone wanted to borrow the grill. Nicole could address that.
  • Zipcar membership. List of the individuals with Zipcar access was reviewed and updated. It will be updated with Zipcar as soon as they send out the notice.
  • Leadership retreat organized for Sept 8-9.
  • There is still an issue with at least a few dryers since they are coins only. Do not know how much priority maintenance put on fixing the card machine readers.

Meeting adjourned.