AHEC Meeting Minutes | July 2nd, 2015
AHEC Meeting Minutes
Thursday, July 2nd, 2015, 7:30pm @ Crafts lounge
Attendees: Lisa, Chris, Calvin, Drew, Adam (remotely), Heng, Yamini (proxy for Orpheus)
Presided by Lisa, Minutes by Calvin and Lisa
- Agenda
- [Vote] - Approval of Last Week's Minutes (5 min)
- [Upcoming] - Fourth of July BBQ (Drew/EC - 15 min)
- [Update] - Orientation Planning (Drew/EC - 5 min)
- [Discussion] - AHEC Office Hours (Lisa/Chris - 5 min)
- [Update] - Ashdown Advisory Committee (Lisa - 5 min)
- [Update] - GSC Meeting Debrief (Lisa - 5 min)
- [Proposal] - Card Reader for Vending Machines (Chris - 5 min)
- [Discussion] - Fixing Courtyard Lighting (Chris - 5 min)
- [Discussion] - Laundry Room Cleaning Schedule (Chris - 5 min)
- Open Floor (35 min)
- Approval of Last Week's Minutes
- Minutes are approved (with edits) and are to be posted.
- Fourth of July BBQ
- All food purchased
- Publicity – posters put up and emails sent out
- More emails will be sent to main ashdown list and ashdown-talk, ask for volunteers in same email as event announcement
- Trash will be moved to trash room after event
- Watermelon, tomatoes, and lettuce to be cut
- 4 EC officers set to meet at 10AM;
- Around 10 officers & volunteers available at the moment;
- Have water by the grill for hydration;
- Goggles/face-masks for grilling;
- May not be worth having a rain day (31% chance from 3-5 PM);
- Found speakers for music - call Ashdown Tech to help set-up/continue playing Music for the 3 hours of event;
- LEF funding came through (though technically they didn't vote on it yet?);
- A post-event summary would be required;
- Ice-cream for volunteers (email them in the morning as well);
- EC officer will make sure those grilling will be 100% comfortable and get water for them;
- Signs for bathroom near Thirsty Ear will be made;
- Make sure those at the front desk know why there are many people around and get them burgers;
- For the volunteer sign-up link, having just time slots (rather than specific tasks);
- Coffee-hour Cabinet
- Coffee-hour used to have 2 cabinets until now (one of these, used perhaps once every 3-4 months, was moved out from the pantry and is now a common-use cabinet);
- In short: moved blenders/cleaning supplies/first-aid kits out of the pantry into this common cabinet & Communities gets the new, empty cabinet (recently moved into the pantry)
- Be more aware of letting all officers know of changes that affect everyone and particularly of making sure your officers are made aware of changes that affect them specifically
- Policy to lock new cabinet, first aid kit on top of cabinet to be accessible at all times
- Coffee Hour Shopper
- Is the coffee-hour shopper a part of the coffee-hour email list?
- Orientation
- The dates for Orientation are mostly set
- After 4th of July, the officers for each orientation event will come to AHEC meeting
- Funding came through from GSC
- Coffee-hour AHEC meets
- It is really hard to talk
- may be more productive to put up a suggestion box
- or we can put a suggestion box on the website (or a physical box)
- Ashdown Advisory Committee Membership
Certain people signed up (they replied from the ahec-old email list)
- Evelina Polyzoeva
- Ho-Jun Suk
- Alin Tomescu
- Jess Hebert
- Jordan Romvary
- Matt Haberland
- Shabnam Ardakani
- Andrea Dubin
- Card reader for vending machines
- We want debit/credit readers, not Tech Cash
- Chris will follow up with contact Denise found for us
- Regular clean-up of laundry
- Floor is cleaned once a week, but the machines are cleaned annually;
- This was discussed by MIT facilities (there are strict guidelines) - would it be worth finding out what they actually do to clean?
- If it's simple then we could do it ourselves;
- A concerned resident's email to Lisa: there is not a good way to keep on track of which machines are not working (the board is not a good feedback), and a more efficient system to communicate broken machines (but it is by the companies that actually fix)
- Lisa will talk to Denise;
- Courtyard Lights
- They don't turn on
- Denise knows and has submitted work order
- Educational Movie Screenings
- The resident who had wanted to do this event (Jordan Romvary) cannot do it any more.
- Drew to discuss movie night event with EC.
- Talk to the EC about this possibility.