AHEC Meeting Minutes | March 24, 2016
AHEC Meeting Minutes
Thursday, March 24th, 2016, 7:30pm @ Crafts lounge
Attendees: Lisa, Chris, Calvin, Govind, Drew, Cody, Katie, Diedra, Orpheus, JC, German, 1 Guest
Presided by Lisa, Minutes by Cody
- Agenda
- [Vote] - Approval of Meeting Minutes
- [Update] - Officer Recruitment
- [Discussion] - In-House Lottery for New Officers
- [Upcoming] - Ashdown Garden Allocation
- [Upcoming] - Spring BBQ & Floor Cup
- [Upcoming] - Mind, Hand, Heart Innovation Fund
- [Proposal] - Bike Clean-Out
- [Update] - Collaboration with Sidney Pacific
- [Proposal] - Updating Ashdown's Logo
- [Discussion] - Ticketed Fun Fund Events
- [Discussion] - Documentation on the Wiki/Google Drive
- Open Floor
- Approval of Meeting Minutes
- Officer Recruitment
- Alan has been asked to be operations chair
- Waiting to hear back from GRT
- End of this week, possibly as late as Monday the 28th
- Actual deadline is April 1st
- Cody has agreed to be Operations Chair
- Need someone to fill in for summer (Garrett?)
- There is a flex officer that can fill Cody's current communications slot
- Should send out emails to those on the waiting lists
- Only a few candidates did not receive positions
- Being notified on a case by case basis
- German will send out a notification to a compiled list
- In-House Lottery for New Officers
- New officers must sign up for lottery
- Sign up for every room
- Lottery for Current Officers
- Should apply now if they want to move
- Stapled lotteries
- Email will be sent out to current officers
- Ashdown Garden Allocation
- Waiting due to snow
- Inventory will send out applications after the end of Spring Break
- Managed same way as last year
- Policy is on the website under Gardens
- Housemasters have their reserved spots already
- Does Coffee Hour want space
- Probably not, but checking
- Maximum of 32 residents
- Were less than 32 last year
- Policy in place in the event of increased demand
- Garden Kickoff?
- Something happened last year
- Inventory will not run any event
- Communities could run something
- Possibly mid to late April
- Could take orders for seeds from residents
- Possibly subsidize first few dollars of seeds
- Spring BBQ & Floor Cup
- Plan is still for 1pm
- Costco run for food
- GSC Funding could be used here
- Up to New AHEC
- Agreed
- Could be an issue with Malvika being the new rep
- AHEC will just use the money
- Floor cup also on schedule
- Posters are done
- Floor officers will be notified soon
- Plaques are still pending
- Mind, Hand, Heart Innovation Fund
- Bring professors in to talk about failures
- Applications due next Thursday
- Housemasters could pitch in from other funds
- Bike Clean-Out
- Making sure bikes outside also get taken care of
- Denise says AHEC has authority over bikes parked on Ashdown racks
- Best to hold off until June so Inventory doesn't have to do it twice
- Summers are bad if people are subletting
- Wait until September?
- Too long of a timeframe for summer riders
- Should send out multiple notifications to residents
- Should notify Warehouse and SP as well in the event their residents park on Ashdown racks
- Collaboration with Sidney Pacific
- Inventory sharing agreement
- SidPac has standardized a late fee schedule
- Makes it easy for other dorms to adopt the policy
- About 10% of the cost of the item per day
- Only Ashdown officers can get stuff from SidPac
- 10% sounds really high
- Could do graduated late fees
- Break-it-buy-it should have clause for standard wear and tear
- No wear and tear clause is in current agreement
- High fee protects SidPac
- Possibly propose a 5%?
- Graduated fees seems like a better plan
- $5 per day per $100 rounded up
- Essentially a 5% fee
- Language will be finalized during meeting with new SidPac leadership
- Should be notification process for relevant persons
- Inventory committee
- AHEC
- Possibly have pre-approved items
- Possibly do some type of Olympic event
- Updating Ashdown's Logo
- Seamus is taking lead
- Crowd-sourcing process
- Will report next week
- Only put up pre-approved designs
- Need to think about how to give out prizes
- Small prize for approved
- Large prize for winner
- Current logo should be included as well
- Could also include mascot
- Ticketed Fun Fund Events
- Possibly begin requiring people to give deposits for events that require pre-purchased tickets
- Agreed
- Cash, check etc... to organizer via mailbox
- Adds a lot of work
- Possibly implement for events where the Fun Fund does not cover the whole event price
- Could change policy for all individual reimbursements
- A lot of work for Treasurer
- Summary: if total cost is <$15, then no deposit necessary
- If >$15, then require deposit for the difference
- Policy on wiki should be updated
- Documentation on the Wiki/Google Drive
- Some people are good, some people need to step up
- AHEC will begin delegating and writing posts
- Open Floor
- Power Saving Boxes
- Are just sitting around in dorms
- Cutoff vampire drain of TVs and such
- Housing will take them back if no one uses them
- LED Bulbs
- Will be distributed to people in dorms
- For personal lamps only
- Put out survey, not have contractor come and appraise
- Plans for study room
- Still waiting on housing
- Working on noise problem
- List of suggested improvements
- Fix sound
- Put in couches
- Replace tables
- Change lighting
- Add whiteboards
- Will remain a study room
- Could put compressor outside building
- Room might be really cold a couple days a year
- Would be big improvement over current state
- Chris will follow up here
- Ribbon Cutting Ceremony
- Carts
- Put signs on handles of carts?
- Will Fund Purchases
- Total of ~$1300
- Chess table needs more time for consideration