AHEC Meeting Minutes

Thursday, August 20th, 2015, 7:30pm @ Crafts lounge

Attendees: Lisa, Chris, Drew, Calvin, Deirdre, Ina, JC (proxying for Orpheus)
Presided by Lisa, Minutes by JC

• Agenda
  • [Vote] - Approval of Last Week's Minutes
  • [Discussion] - Inventory Sharing with Sidney Pacific
  • [Update] - New Resident Nametags
  • [Update] - Ashdown Volunteering System
  • [Update] - Orientation Planning
  • [Discussion] - Fall Event Collaboration with Sidney Pacific
  • [Discussion] - Art Unveiling Event
  • [Discussion] - Ashdown Inventory & Will Fund Purchases
  • Open Floor
• Approval of Last Week's Minutes
  • Minutes are approved and are to be posted.
• Inventory Sharing with Sidney Pacific
  • Discussed a few changes, restricting consumables and allowing everything else
• New Resident Nametags
  • Name tags and magnets have arrived
  • Doodle poll is online to determine when to put them up
• Ashdown Volunteering System
  • Meeting took place, unfortunately without a representative of the Brunch
  • Implementation could take some time because Tech is quite busy at the moment
  • Publicity notified, could just re-use last year’s setup
  • Want to link with the website, include a Google form to find best event to volunteer for
• Orientation Planning
  • TEEC BBQ
    • 5pm-8pm on 08/30 in the Ashdown courtyard
    • Food ordered
    • Publicity done, posters at front desk
    • Thirsty Ear will be open
    • Volunteering encouraged
  • Publicity committee way too slow, 3 weeks too long?
    • Put list of usual publicity locations on wiki
    • Respond to e-mails and give deadline, assign one of the officers to do that
    • 7 days – 10 days till the poster is finished
    • Added JC to ashdown-publicity mailing list
    • Change event posting on website to accept pngs?
  • Events committee
    • Third event will be potluck
    • Drew proposed a scavenger hunt around Central Square to get to know Cambridge
    • Chris suggested using the fun fund for that
    • Dance party
    • Date and location fixed
    • Process about the alcohol license started, hopefully done by next week
    • IKEA trip
    • Dorms should transfer money when ticket sales done
    • Buses reserved
    • Other events: meetings are taking place
    • Publicity tasks assigned
    • Oper door night
    • Need to decide on logistics, poster
    • Figure out how to reimburse residents
    • Website about treasurer needs to be updated
    • Trouble about file formats on Atlas
    • Reimbursement via receipts, need to be saved
    • Newsletter
    • Change color to red?
    • Add border to other pages?
    • Change title: Welcome to Ashdown
    • Pictures missing
    • Denise’s address
    • Send comments to JC to filter for Tram during the weekend
    • Finish up asap
• Fall Event Collaboration with Sidney Pacific
  • Still hard to coordinate with SidPac
• Art Unveiling Event
  • Quotes: $55 event fee, $40/hours for Thirsty, they’ll add additional hour, total $175
  • Free beverage tickets work as if putting it on a tab, max $3.5/drink, so 50 tickets would mean $175 max + tip $30-$40
  • Designate someone to hand out the tickets
  • Start event approval now because institute funds are being used for alcohol
  • “Paperless post”/“Evite” for invites
  • Publicity should make posters
  • Discussion about sources for dessert: Luna café, Mike’s pastry, Flour, ask for donations
  • Need to move frames in front of the Hulsizer, ask Denise about it; will take a day to put up art
  • Copies of sketches of different stages of the creation process
  • No sign-up sheet, advertise wine tickets
• Ashdown Inventory & Will Fund Purchases
  • Revamp inventory system behind front desk?
    • No usage statistics by check-out date
    • Increase visibility of front desk items?
    • Cleaning out front desk
    • Introduce location system similar to how they handle the mail?
  • Will Fund
    • Wii U to replace Wii?
    • Description for the artist