AHEC Meeting Minutes
Monday, July 25th, 2018, 8:30pm @ Crafts Lounge
Attendees:
Deirdre
Ricardo (Phone)
Aditya (Neha proxy)
Liam
Justin (Coffee Hour Committee Chair) and SylviaÕs proxy
Vishal (Haley proxy)
Henry and Peng (Brunch)
Carlos (Events)
Presided by Liam Comidy, Minutes by Abbas Ghandi
- [Vote] - Approval of Meeting Minutes
o Approved.
- [Discussion] - Committee Chairs Discussing Recent Budget Survey
o Right now, Ashdown budget for summer is $4000 in red. Bright side the spending
is generally lower than what the budget says. The trend since past two years, we
have been losing money steadily. Now, we are not able to pay RFPs. Where is
money coming from? $3700 external funding for brunch. Heads of House are
doing $3000 for coffee hour. Trying to work on transfer of chargers. Regular
coffee hours coming from Heads of House. $20,000 coming in over summer
term. House tax can fluctuate per summer and per term. Need total spending
from each committee and to understand where each committee is getting their
money from. Currently, we donÕt have any cushion. We either need to decide to
not pay our RFPs. The other option is to tap into a reserve that we have found
recently. In the short term we are using that money. We are waiting for Funds to
transfer 3K. In the long term it is not a sustainable solution. We need to try to
cut down spending. We donÕt know how in the red we can post still being
comfortable with some confidence. The overspending is coming from the main
account. House tax will increase to $6. Still it is worth to balance the budget.
Would you allocate certain amount of money to each committee? That might be
a solution for the next cycle. Need to tell officers if they should go ahead with
their current plans. Overspending is ok, but should tell officers to be aware. So
there is less flexibility in that. RFPs, we have not done them yet. Need to update
the wiki on the website. Really crucial for officers to name their RFPs with the
name of the committees. For coffee hour, the difference between regular and
special is big. This helps us to go back where we are spending the money.
Currently, RFPs are vaguely named. Will try to do wiki pages on budget and
external funding.
- [Discussion] - Fourth of July
o Everything seems under control. Need not to be worried about the budgeting
part. One option is to also use Costco in addition to catering. You need to place
your order early.
- Suggestion box
o Was empty tonight.
- Open floor
- Action Items
Meeting adjourned.