AHEC Meeting Minutes

Tuesday, August 18th, 2016, 8:30pm @ Crafts Lounge Attendees: Deirdre, Govind, Seamus, German, Eric Presided by Seamus, Minutes by Govind

• Agenda
  • [Vote] - Approval of Meeting Minutes (5 min)
  • [Update] – Project Adventure (Seamus – 5 min)
  • [Update] – Posters + Brunch funding (Rio – 5 min)
  • [Update] – Communities Committee Update (Seamus – 5 min)
  • [Update] – Bike Cleaning, Website Updating, Newsletter + Brochure, Publicity (Govind – 10 min)
  • [Update] – GSC Sustainability Committee Meeting (Govind – 5 min)
  • [Update] – Govind’s travel schedule (Govind – 5 min)
  • [Update] – Summary of GSC-OC and HCA Meetings (German – 5 min)
  • [Update] –Summary of GSC-GC meeting (Seamus – 5 min)
  • [Update] – Items for funding task board (German – 10 min)
  • [Update] – Events Committee Update + AHEC open house (German – 10 min)
  • [Update] – Floor event funding (German/Seamus – 5 min)
  • [Discussion] – Orientation Movie Planning (All – 20 min)
  • Open Floor
• Approval of Meeting Minutes
  • Approved
• Project Adventure
  • Friday the 9th looks good, but many people cannot make it.
  • We'll substitute this with something in-house -- will be easier to schedule. Still good to do it soon-ish.
• Govind's Travel Schedule
  • Redacted
• Housemaster Poster
  • Approved
• Brunch Budget
  • GSC seems to be allocating less money - only funding events that have previously requested funding. Denied request for $600 for Orientation brunch.
  • Opening Thirsty for Brunch, so TEEC might be able to co-sponsor.
  • Out of $2000 needed, we have about $1000 from AHEC, about $800 from ODGE, possibly GradRat funding. Dance Party has excess funding, could send about $300 to brunch.
    • Things seem to be good.
• Bike Cleaning
  • Inventory seems to support the idea of getting rid of unusable bikes or somehow moving them away in a way that does not inconvenience residents.
    • Suggested recycling unusable bikes, as the labor cost of running an auction is rather wasteful for these bikes.
  • In general, AHEC was favorable towards the idea of getting rid of unusable bikes after sending out emails and creating a policy to prevent people from leaving their bikes in the bike room after extended trips away.
• Website
  • List of staff is being updated by Tech. We can follow up with Denise when she is less busy to get pictures.
• GSC Sustainability Meeting
  • Composting and recycling are changing in what's allowed. GSC Sustainability Committee is making new posters, will email them out to grad dorms so that we can put them on bins. Recycling rules have changed: can't recycle hot liquid containers,
  • Eric should email AHEC and Nicole to ask for funding for punch card prizes to encourage bringing your own utensils. Also, we are looking for more ideas to encouraging bringing utensils in light of new composting rules. Possibly make the paper plates smaller.
• HCA Meeting
  • Less funding than last year, so cannot maintain biweekly Costco shuttle trips. Talked about whether to request more funding, usage patterns for the shuttle.
  • How to get people to participate in GSC or HCA.
    • More focused roles on GSC, to get people interested.
  • GSC Orientation is happening soon, still needs some volunteers to lead events.
• GSC Meeting
  • Currently parental leave is not granted to employees, staff, or grad students.
  • Professional Developmental Fund - can apply for up to $200 to go to conferences.
• Funding Task Board
  • Too many details in applying for funding right now -- too much ambiguity in which funds to apply for, restrictions for giving funding.
    • Ex: A small event grant is up to $800, which can often fund many events in Ashdown. These thresholds should probably be re-examined.
  • Strange funding cycles. These might change.
• Events
  • Three large events, four small
    • Large: IKEA, Dance Party, Dessert Night. Dessert Night is pretty well planned at the moment.
    • IKEA will be on a Sunday, so high hopes for high attendance. Have rented buses.
    • Dance Party has initiated getting the license.
  • Small Events:
    • Potluck, speed friending, kayak trip have dates. Scavenger hunt is not a fixed date/time right now.
    • Kayak trip is tentatively scheduled for 27th. This has been given the okay by AHEC.
• Floor Event Funding
  • Should we fund floor events based on number of residents? Should ask Nicole -- 3rd floor is considerably larger than 1st floor, might free her up to get catering.
• Orientation Movie Planning
  • Meet this Sunday for lunch, work for a 2 hour block on the movie and to assess what to do going forward.
• Open Floor
  • Fall Officer recruitment. One tech, one floor officer to start immediately. Recruit for Events Officers for the spring. Recruit for coffee hour immediately.
  • Volunteers: Spreadsheet for the time being to keep track of volunteers.