AHEC Meeting Minutes

Monday, July 3, 2017, 8:30pm @ Crafts Lounge

Attendees: Adam Berinsky, Xueying Zhao, Vishal Patil, Nicole Moody, Eric Alt, Donovan Guttieres

**Presided by Nicole Moody, Minutes by Suzana Fong **

• Agenda
  • [Vote] - Approval of Meeting Minutes
  • [Update] – Operations Committee: New vacuum, grill cleaning, Costco cashback 
  • [Update] - Events Committee Update
  • [Discussion] – GSC Funding Board Allocations
  • [Discussion] - Fall Leadership Retreat
  • [Discussion] - Officer Transition Dinner
  • Open Floor
• Approval of Meeting Minutes
  • Approved.
• Communities Committee Update
  • New vacuum: There is a new vacuum (purchase went over budget), but an old one is broken (price: around $300). A new vacuum does not fit the budget established, but it may be a good idea to buy a new one anyway. An idea would be to purchase a less expensive vacuum to deal with the budget issue. It should be taken into consideration how long a vacuum lasts [Albert: the last time a vacuum was purchased was two years ago] before a new one is purchased and a decision is made about how much to spend. [Albert: It should also be taken into consideration the fact that we currently have parts to fix the vacuums that we have. If vacuums of a different brand are purchased, these pieces will be wasted.] Takeaway: $300 seems reasonable, considering that they are used for a reasonable amount of time and a reasonable amount of people. There is an endowment (Avery Ashdown funding) and the purchase of an extra vacuum can be made using this money. It might be worth to ask SidPac if they have vacuum-related issues and, if so, what they do about this (do they regularly buy new ones, or fix them, etc).
  • Grill Cleaning: Cleaning must be done, but this can be done tomorrow (July 4th). Cleaning brushes are included in the grilling kits at the front-desk. Shared responsibility among the inventory officers (too much work for one single officer)
  • Shopping card + Coffee Hour shopping: Whom it should be handed to (Brunch? Coffee hour? Events?). A better option may be the brunch committee. Coffee Hour: there should be a Coffee Hour officer who is able to drive a car in order to save money that would be otherwise spend on expensive delivery.
  • TV Room: TV room equipment (connections) is seriously damaged. Before an announcement is sent for residents to take better care of the TV room, it is better to check what caused the damage.
• Events Committee Update
  • 4th of July barbecue: everything seems to be all set (posters, music, catered food, etc). Source of funding to be more specifically confirmed. Help requested to ask for volunteers. An e-mail to ashdown@mit.edu must be sent. Prepping time: at around 10am (event at 1pm). Grilling set to start at 11am.
• GSC Funding Board Allocations
  • It seems that less money than requested was allocated.
  • It is possible to request a change; deadline to correct budget request: July 15
• Fall Leadership Retreat
  • Some people have not signed up yet; a reminder must be sent regarding this.
• Open Floor
  • No updates. Meeting adjourned.