AHEC Meeting Minutes | June 18th, 2015
AHEC Meeting Minutes
Thursday, June 18th, 2015, 7:30pm @ Crafts lounge
Attendees: Lisa, Chris, Orpheus, Calvin, Adam
Presided by Lisa, Minutes by Orpheus
- Agenda
- [Vote] - Approval of Last Week's Minutes
- [Proposal] - Officer Social Event
- [Proposal] - AHEC Office Hours/Coffee Hour
- [Update] - Ashdown Email Lists
- [Update] - Leadership Training
- [Update] - Orientation Planning
- [Update] - Language Policy for Posters
- [Update] - Google Express Account
- Open Floor (30 min)
- Approval of Last Week's Minutes
- Minutes are approved and are to be posted.
- Officer Social Event
- For current Ashdown Officers.
- Should it be a sit-down dinner?
- People don't mix that way.
- Food to be offered.
- Location?
- Courtyard is one possibility
- Ask interested officers for ideas on location/food.
- AHEC Office Hours/Coffee Hour
- Past experience not very encouraging, might require some extra effort
- Perhaps AHEC members should wear nametags or quickly introduce themselves
- Walk around and try to engage people.
- Ashdown Email Lists
- A score of past officers are included in the officer email lists
- Should we leave them there?
- Some (extraneous) people are there for a reason
- E.g. Tech includes people who can help around the webpage
- Perhaps past officers in other committees can help around/offer advice if they are kept enrolled in officer email lists.
- What about them learning things that are not meant for them (e.g. what if there's a piece of information intended for current members only)?
- Should we be spamming people who are no longer officers?
- Will send out emails, have people respond if they wish to remain on the email lists.
- Leadership Training
- Possible dates include July 6th and July 20th
- Most committee chairs can do July 20th.
- Decide on July 20th.
- Orientation Planning
- Moving forward.
- Still waiting to hear for funding application.
- We are going to apply to GSC by June 20th for summer funding.
- Events to be held:
- Dance Party (Dorm-wide)
- IKEA trip (Dorm-wide)
- CSSA is interested in the IKEA trip
- Dessert Night (Dorm-wide)
- Ashdown events, including but not limited to Karaoke night and sporting events
- Language Policy for Posters
- Context: Follow up from last week.
- A number of CSSA posters with only Chinese text on them have been noticed in Ashdown
- Questions about accessibility of the advertised event to the residents who are not speakers of Chinese.
- CSSA policy is to include English if their events are being funded by the GSC or the ASA (a requirement for funding)
- Otherwise, if they have their own funding text is all in Chinese since they target only Chinese students.
- One option is to let them continue without change and allow their posters as they are.
- Possible issues with limiting free speech.
- Housemasters not OK with Chinese-only.
- Since Ashdown is private space, there is no freedom to poster here without permission.
- Adam (Housemaster) will follow up first with Denise Lafranchi (House Manager), then with Dean Henry Humphreys (Senior Associate Dean, Residential Life and Dining).
- Lisa (AHEC Chairwoman) will consult with the ASA, hear their opinion on the issue.
- Google express
- Some floor officers wanted to use Google Express while all Chris (AHEC Vice-Chairman) and Malvika (Communities Chair) were unavailable.
- Resorted to buying things without the use of Google express.
- Game of Thrones purchases proceeded smoothly.
- Current authorized users include Chris, Malvika, David (Brunch co-chair) and Yue (Events co-chair)
- There is wiki post on how to use Google express. Can be viewed by AHEC and authorized users.
- We should possibly include more people so that each committee has one member authorized to use it.
- How will we evaluate it?
- Get authorized users to give their thoughts after two months of use.
- Cabinet for communities committee
- New cabinet has arrived, has been installed in kitchen.
- Contacted former kitchen officer about moving the contents of cabinet L3 to the new one.
- Need to find the key and have it lock.
- Once we find it, we should copy the key and include copies in the front desk.
- Officer keys
- All keys have been collected, labeled and put behind the front desk.
- Individual keys have been kept as they are.
- Keys in key chains have been left in their key chains.
- Kitchen issues
- People have been leaving the ice scoop inside the ice machine, despite the very clear sign forbidding it.
- Perhaps use a string to tie the ice scoop?
- Brunch issues
- Brunch Committee can distribute their budget among their brunches as they see fit.
- Request for ODGE funding has been drafted and shared with SP.
- We are asking for a bit more than last year.
- Will be sent out to the ODGE after being finalized.
- Miscellaneous issues
- Inventory committee has been informed of the idea to introduce inventory sharing with SidPac.
- Have been presented with some initial thoughts, will give feedback within a week.
- Will also update inventory lists within a month, perhaps also tidy up AHEC closet.
- Chris organizing a Mafia night for residents.
- TV room has been tidied up by tech. It is been checked biweekly.
- Person is interested in giving financial talk.
- Could tie up with one of the Ashdown Lecture Series Coordinator talks.
- Gender inclusive housing.
- Will consult with Abigail Francis on the term to replace "co-ed" on our webpage.
- Ideas on brunch line management discussed.