AHEC Meeting Minutes | October 1st, 2015
AHEC Meeting Minutes
Thursday, October 1st, 2015, 7:30pm @ Crafts lounge
Attendees: Lisa, Chris, Orpheus, Drew, Deidre, Cody Karcher (Comms officer)
Presided by Chris, Minutes by Orpheus
- Agenda
- [Vote] - Approval of Last Week's Minutes
- [Upcoming] - Fall Transition Dinner
- [Discussion] - Coffee Hour Shopper
- [Update] - Inventory Suggestions
- [Discussion] - Inventory Officer Access to Front Desk System
- [Discussion] - Common Room Reservation Policy
- [Update] - Program for Reducing Roommate Conflict
- [Upcoming] - AHEC Progress Review Meeting
- Open Floor (20 min)
- Approval of Last Week's Minutes
- Minutes are approved and are to be posted.
- Fall Transition Dinner
- Everything is under control
- Initial date proposed (19th October) changes to October 22nd
- Desire to leave the format more open to questions
- Will focus more on RFP's and new policies
- Icebreakers will be involved
- Drew to come up with quick game.
- Need to be done before 8
- Summary: Thursday October 22nd, 6:30-7:30
- Speakers: Drew, Calvin and possibly Katie
- Calvin needs to get new officers' contact info to add to the officer spreadsheet
- All officers will need to be informed of the event, and know that it is mandatory
- Send out email as soon as details are finalized
- Coffee Hour Shopper
- Current shopper has declared intention to resign ASAP
- CHS is a paid position
- Current person will stay on until a new CHS is found
- Tabled until future meeting
- Katie (Associate Housemaster; in charge of CHS) not here today
- Inventory Suggestions
- Document provided to attendees
- Inventory solicitation form has been open for a couple weeks
- Recieved 19 suggestions thus far
- Board Games
- 2-3 electronic purchases
- Sports/Recreation equipment
- Hex bolt
- Requested by Drew (spare part for fixing gym equipment)
- Gym equipment in question now gone (taken for repairs)
- In progress, will be handled by Denise
- Rejected
- One Night Ultimate Warewolf Expansion Pack
- Add on to existing game
- Approved
- Boxing Gloves
- May make noise
- Useful piece of equipment, completes set (already have punching bag)
- Approved
- Panini Grill
- May get used a lot
- Somewhat expensive
- Where do we put it?
- Communities Committee Cabinet
- What uses does it have?
- Floor events
- Desire for a good one that is not terribly large
- Drew will talk to Patton Doyle (floor officer who proposed it)
- Patton should find a good one and report back to AHEC
- Pending grill selection
- Mandoline Slicer
- Slices things quickly for Coffee hour etc.
- Lisa will discuss with Coffee Hour
- Pending discussion with Coffee Hour
- Settlers of Catan
- Our game was reported lost
- Will investigate what happened to previous game
- Pending
- Aluminum Serving Trays
- Should check with Brunch, Coffee Hour and Events Committee
- Discussion as to whether these should be assigned to individual events or part of kitchen stock
- No conclusion reached
- Could do one-off purchase
- Ultimately not an AHEC Issue
- Committees that want to use them could buy them themselves
- Rejected
- Good Vacuum Cleaners
- We used to have a vacuum club that only some people used if they paid deposit
- Doesnt exist any longer
- Vacuums break
- Talk to Garrett, who is fixing them
- Pending
- Refigerators
- ROCKET Sport Dryer
- Nintendo Wii U
- Approved
- Should be Will fund
- Wii U Controllers and Games
- Approved
- Chris Will pick
- Should be Will fund
- Floor Mop
- There is a mop behind front desk
- Tell people about existing mop
- Inventory will look into this
- Cricket equipment
- Approved, include in Will fund
- Roof Hot Tub
- Foosballs
- Approved for immediate purchase
- Get cheap ones
- Barbell
- Taken care of, see item 1
- Play Station 4
- Was a previous Will fund proposal that was accepted
- Stuck with Denise
- Never purchased
- Could bundle with Wii U and games
- Ask Denise
- Bicycle Tire Pump
- Would not stay in bike room
- Rejected
- Good Whiteboard Markers (Added during meeting)
- Approved, Orpheus will tell inventory to purchase
- Will purchase everything through a "Fun and Games" Will Fund Proposal
- Comments:
- Could possibly bundle items into Will Fund account
- Decided to make "Contact Info" mandatory on form
- Possibly modify google form to include some type of "add line" button for multiple items in single purchase
- Orpheus will look into it
- Who sends rejections?
- Could just reference purchased items and ignore the rest
- AHEC can order items with whatever frequency that they please
- Motion to approve only every month rather than every 2 weeks
- Consensus
- Review at beginning of month, notify at end of month
- Inventory Officer Access to Front Desk System
- Garrett (inventory officer) wants access to inventory list to know when each vacuum (and other inventory items) was checked out
- Makes sense and really easy
- Approved for all Inventory Committee Members
- Common Room Reservation Policy
- Revised current reservation policy to change limits for reservations.
- Changd:
- Number of reservations per week
- Number of total reservations
- Length of reservations (hours)
- Minimum number of hours in advance reservations can be made
- Maximum mumber of weeks in advance reservations can be made
- New limits will be:
- TV room: 3-4-4-3-2
- Fabyan room: 3-3-3-3-2
- Music room: 4-6-4-3-4
- Policy approved, will be posted online and take affect immediately
- Current reservations stand
- As soon as policy is implemented, will publicize online and will print posters detailing it.
- Program for Reducing Roommate Conflict
- Improve frequency of conversations about ground rules with their roommates, have them come up with ground rules
- Provide lottery offer (instead of guaranteed prize for every participant)
- Possibly at a restaurant (or some other activity that fosters roommate bonding)
- Two possibilities:
- Have an event and make the roommates show up for the event
- Possible special coffee hour proposed
- Just fill out form and return to house master
- Event favored
- Make a special coffee hour for filling out forms regarding common rules
- Should we require all the roommates to attend?
- No, at least 2 is ok (don't need all 3 in case of 3-bedroom rooms)
- AHEC Progress Review Meeting
- Will happen October 8th instead of regular AHEC Meeting
- Large list of things for review
- Possibly a couple times a year
- Miscellaneous issues
- ashdown@mit.edu
- Hard to get people off the list
- create ashdown-alum list
- ashdown becomes only for people currenlty invlolved with ashdown
- Will automatically unsubscribe people who leave ashdown
- ashdown-alum is an opt-in service
- Everything that goes to ashdown will forward to ashdown-alum
- Lotteries
- Happen about once a month
- Dictated by Housing
- Non-issue
- Heating/cooling
- Design issue with building
- Always happens in transition season
- Will get better in winter
- TV Meeting
- Officer 1-on-1 meetings