AHEC Meeting Minutes

Thursday, August 13th, 2015, 7:30pm @ Crafts lounge

Attendees: Lisa, Chris, Drew (via Skype), Calvin, Adam, Yuriy, Ina (via phone), JC (proxying for Orpheus)
Presided by Lisa, Minutes by JC

• Agenda
  • [Vote] - Approval of Last Week's Minutes
  • [Upcoming] - Ashdown Art Unveiling Event
  • [Update] - Orientation Planning
  • [Upcoming] - Ashdown Officer Event
  • [Upcoming] - Ashdown Garden Service Event
  • [Discussion] - Inventory Sharing with Sidney Pacific
  • [Update] - Resident Door Tags
  • [Update] - Ashdown Calendar
  • [Discussion] - Wiki Content
  • Open Floor
• Approval of Last Week's Minutes
  • Minutes are approved and are to be posted.
• Ashdown Art Unveiling event
  • Current tentative schedule:
    • Start at 8pm
    • Tours at 8.20pm
    • Speech by artist at 9pm in Thirsty
    • Art piece already at final place, not in foyer
  • Attendance estimate: 50 people
  • Budget to be determined ($350?), should it include alcohol, e. g. 1 free drink/person?
  • Actions: reserve Thirsty, get quote, wait for budget proposal by Ina, ask Mike for suggestion on budget
• Orientation Planning
  • Events finalized, sent to Orpheus to be put on brochure
  • Floor events, art unveiling, open doors roommate night on first Sunday
  • Finalized Ashdown only events (dates and assignees): speed friending, karaoke, plus scavenger hunt or potluck
  • Inter-dorm events
    • Dance party: need to take care of alcohol license
    • Dessert night: no date yet, waiting for response from SidPac
    • IKEA trip
    • Wed, 09/02, 1pm-5pm, short time frame because of scheduling conflict, hence encourage to pre-shop/make list of desired purchases
    • Dorms decide on modalities of ticket sales
    • Left-over tickets to be posted on GSC website
    • Ideas for organization: 1)Do check-in based on list, not on ticket, check-in people ahead of time with tokens, 2)Make signs for buses, 3)Buy markers to write names on boxes
    • Discussed possibility to only invite new residents; what can be done is e-mail only those who are new to MIT
  • Posters an issue, publicity doesn’t have time; ask non EC officers, maybe in Communities?
• Ashdown Officer event
  • Officer social before orientation
  • 08/19 tentative date, Hulsizer booked, sign-up sheet posted
  • Snacks & games
  • Wait for number of attendees before further planning
  • $100-$120 for snacks (chips, ice cream), $50 for prizes, <$200 total budget, can use Drew’s car
  • 1h before event (so 6.30pm) set up room, while Calvin goes to get the ice cream
  • Group rock paper scissors to determine initial groups, then rotate people
  • Only in Hulsizer, not outside because it’ll be dark
• Ashdown Garden Service Event
  • Clean up overgrown plot, add additional fence to fend off rabbits
  • Suggested to make event more interesting than just weeding to be more in line with the children’s project, need to get more information on that
• Inventory Sharing with Sidney Pacific
  • Deferred to next week to give everyone a chance to go over the inventory list
• Resident Door Tags
  • Chris presented the new door tag design, featuring portrait instead of landscape orientation
  • To be printed on adhesives and put on the magnets that are already in place
  • Malvika talked to Fedex about printing, but we should check with Ho-Jun to ask what was cheapest last year
  • Distribution will be done by floor officers
• Ashdown Calendar
  • Current situation: two calendars because Hulsizer management is separate
  • Goal: centralize event information, have one calendar containing all relevant events instead of two
  • Can keep separate calendar for Denise and copy/forward information to the other one
  • Tech working on a Google calendar & input form, hopefully ready for orientation
  • Have to decide if editing is restricted or not and if we need an input form
• Wiki Content
  • Should password for Ashdown mailing list be put on the wiki?
  • MIT certificates should secure it
  • Should change password no matter what, probably every year
• Open Floor
  • Adam sent out e-mail about Red Sox game
  • Possible problem: front desk has no button to automatically open door
    • Not very urgent, handicapped students that are non-residents should be escorted anyway
  • Orientation dinners
    • Dates are final
    • AHEC representation
    • In the past, everyone could come
    • now, aim for 3-4 AHEC & past AHEC
  • Small computers will be wired to all public displays in Ashdown, should inquire about Front Desk TV