AHEC Meeting Minutes | June 25th, 2015
AHEC Meeting Minutes
Thursday, June 25th, 2015, 7:30pm @ Crafts lounge
Attendees: Lisa, Chris, Orpheus, Calvin, Drew, Adam
Presided by Lisa, Minutes by Orpheus
- Agenda
- [Vote] - Approval of Last Week's Minutes
- [Upcoming] - Fourth of July BBQ
- [Update] - Orientation Planning
- [Discussion] - Officer Social Event
- [Discussion] - AHEC Office Hours
- [Discussion] - Costco Google Express Purchasing
- [Proposal] - Remove Chalk from Weight Room
- [Discussion] - Scoop left in Ice Machine
- [Discussion] - Exterior Door Alarms
- [Update] - Communities Cabinet ready
- [Discussion] - Safety Cabinet Keys
- Open Floor
- Approval of Last Week's Minutes
- Minutes are approved (with edits) and are to be posted.
- Fourth of July BBQ
- Wiki with instructions not being closely followed.
- May be staffing issues (only 4 EC members will be present).
- Emails have not been sent to volunteers yet; will be sent out soon.
- Should show appreciation to volunteers, e.g. via ice-cream.
- Status of event not fully clarified; may have to summon one of the organizers at the next AHEC meeting to account for their progress.
- AHEC Coffee Hour
- A number of current AHEC members will attend coffee hour.
- Members to attend coffee hour could possibly cycle.
- Costco Google Express Purchasing
- Will look into integrating our existing Costco membership with the google express account.
- Remove Chalk from Weight Room
- Response to resident complaints. Suggests banning the use of powder chalk in the weight room.
- Denise Lafranchi (House Manager) supports this course of action.
- Effective immediately powder chalk is banned from the weight room.
- Sign to be put up informing residents of this fact.
- Scoop left in Ice Machine
- Someone has been leaving the scoop in the ice machine, against policy.
- Ice scoop was tied by a string
- String broke.
- Scoop will be tied using better/thicker string (or twine).
- Large sign to be put on lid.
- Exterior Door Alarms
- Doors near the Thirsty Ear beep loudly when opened.
- Very annoying to residents living above doors, as well as patrons of the Thirsty Ear and people using the Hulsizer room.
- Denise Lafranchi (House Manager) working with facilities to address the issue.
- Orientation events list
- A list of orientation events to be sent to Adam (Housemaster) by the Events Committee.
- Housemaster events to be planned so that they do not conflict with major orientation events.
- Communities Cabinet ready & Safety Cabinet Keys
- New cabinet has arrived, has been installed in kitchen.
- Emergency kit has been put above the safety cabinet.
- Coffee hour shopper to be informed on updated storage locations in kitchen & pantry.
- We have the key and have put it behind the front desk.
- Bike room issues
- Lots of unlocked bikes have been observed as of late.
- Denise Lafranchi (House Manager) to be consulted on issue.
- One possibility is the addition of more bike racks to increase capacity.
- Officer rating policy
- Need written policy on awarding seniority points.
- Will make the task of recommending officers for continuing status to the housemaster much easier.
- Detailed, written policy to be drawn up (Secretary & Officer Coordinator to collaborate).
- May include possibility of in-person performance reviews at the end of each term.
- AHEC-old mailing list
- We have all the past AHEC members from 2012-2015 in said list.
- Will not be forwarded ahec@mit.edu emails.
- Recruitment drive for Ashdown Advisory Committee to begin.
- Members of this committee will be forwarded ahec@mit.edu emails.
- AHEC-advisory will be replaced with Ashdown-Advisory in the ahec@mit.edu mailing list.
- Officer keys
- Should keys be labeled?
- Possible security risk if they are lost and then found by someone else. This someone else knows where the keys work.
- Perhaps send out codes to officers?
- Perhaps print out table of key codes doors they open?
- Given that in general, if keys are lost it is common practice to change locks, no special measures with regard to key labels are needed.
- Ashdown Email Lists
- Past officers have been sent emails; only two people have responded that they wish to remain on the email lists (other than tech).
- Educational Movie Screenings
- The resident who had wanted to do this event (Jordan Romvary) cannot do it any more.
- Events Committee had been interested in taking over.
- Talk to the EC about this possibility.
- $200 had been budgeted.
- Where does the money go?
- We will advertise availability of extra money for resident events, see what happens.
- Gender-inclusive housing
- Gender-inclusive language to be included in website & lottery emails.
- Floor events
- Have taken the form of biweekly coffee hours.
- AHEC members may want to start attending said events.
- Language Policy for Posters
- Context: Follow up from last week.
- Lisa (AHEC Chairwoman) will consult with the ASA, hear their opinion on the issue.
- We can set any policy on postering we want.
- One possibility is to have Ashdown follow ASA policy on postering (infinite corridor).