AHEC Meeting Minutes | September 25, 2017
AHEC Meeting Minutes
Monday, September 25, 2017, 8:45pm @ Crafts Lounge
Attendees: Nicole, Xueying, Vishal, Eric, Sophie, Meicen, Deirdre, Abbas
**Presided by Nicole Moody, Minutes by Sophie Liao **
- Agenda
- [Vote] - Approval of Meeting Minutes
- [Update] - Operations Committee: Note taking volunteers, AV system
- [Discussion] - Fall Budget
- [Discussion] - Officer Evaluations and Feedback
- [Discussion] - Officer Recruitment
- [Discussion] - Welcome Pamphlet
- Open Floor
- [Vote] - Approval of Meeting Minutes
- [Update] - Operations Committee
- Note-taking volunteers
- Good opportunity for new residents to become familiar with AHEC and Ashdown's workings
- AV sound system
- Tech officer asked why Events Committee does not manage AV sound system
- Determined other groups also use the sound system, so responsibilities will remain with Operations Committee
- Note-taking volunteers to potentially be used for other events (Operations Committee, Events Committee)
- [Discussion] - Fall Budget
- Determination not to continue potluck event next year given logistical issues this year
- Reimbursements not processed yet, not enough food, low turnout
- Heads of house to be sent budget and to review this week
- Request for $200 for Operations Committee team-building event
- Funding for interest groups
- Dance group, tennis group: initial dance group event was well attended
- Potentially some other small groups will start up
- For now, budget will provide guidelines, and can be updated next semester based on attendance results this semester
- $150 Budget for Cable Ties and new shelf as well as other tech supplies
- Selling of t-shirts produced $60 profit
- Use of funds to be determined
- Excess t-shirts to be offered to volunteers in exchange for service to Ashdown as incentive
- Fall budget to be updated with budget request from Vishal
- [Discussion] - Officer Evaluations and Feedback
- Vishal to conduct his evaluations next week
- Events Committee
- Generally positive feedback on work distribution and events experience
- Feedback suggested a more holistic approach for bringing events that whole Ashdown community wants to see (even with positive feedback on events currently being put on)
- Plan to poll everyone in the community rather than just those who are attending events so that sample is not biased
- Google survey to Ashdown recommended as follow-up; potentially to be included in newsletter
- Form on website along with inventory suggestions
- Some borrowing requests from other dorms for Ashdown equipment. Question of who should be the first point of contact, either AHEC or inventory
- Determined that approach should be to email AHEC and inventory for e-mail approval (e.g. recent Sid-Pac request to borrow Ashdown dance floor)
- Losing two coffee hour officers
- Feedback that in some cases there are delays in reimbursement and whether it's possible to increase speed; no immediate follow-ups (likely one-off cases)
- [Discussion] - Welcome Pamphlet
- Include officers' photos in pamphlet
- Easier to send out digitally rather than print a copy for every resident
- Pamphlets should be made more generic so that they can be handed out to anyone who moves in during the year, rather than have it oriented towards beginning of the year only
- [Other]
- Meeting minutes to be sent out a day in advance to the whole dorm, and prior to that sent to heads of house for review / revision
- Discussion of whether to change time of meeting: send out meeting notice the day ahead - potentially moving up meeting time to 8:30
- Move of meeting time to be determined
- [Open Floor]
- AHEC members to invite former AHEC members to dinner hosted by heads of house
- Adam to host wine and beer tastings in November
- October 4th or October 11th: Adam to make an appearance on the Samantha Bee Show; potentially an event to be hosted for the showing
- Discussion of building-to-building room transfer for one student
Meetin adjourned.