AHEC Meeting Minutes

Monday, July 18th, 2018, 8:30pm @ Crafts Lounge

Attendees: Deirdre Sylvia Ricardo (Phone) Aditya Liam Haley (Phone)

Presided by Sylvia Dai, Minutes by Abbas Ghandi

• [Vote]ÊÐÊApproval ofÊMeetingÊMinutes o Approved
• [Update] Ð Ashdown Vacuum (ShopVac)Ê o There is a ShopVac that was in use until last November. Since then no one has checked it out. The actual status is unknown. The new vacuum has arrived as well. That is a regular vacuum. ShopVac is for larger items.
• [Update] Ð Laundry Machines Status o An action item from last meeting. People were saying that we are running low on out of order magnets. We have two magnets. We need a few more magnets. As of Thursday most machines were fixed. But during the weekend, we had new issues.
• [Update] Ð Outdoor Activity Survey o Next newsletter could include a suggestion box. We could send a separate email just about this. Regular inventory versus outdoor inventory. The idea is to generally mention the outdoor stuff and the survey. Do we want to publicize this as Fun Fund? The idea is more relevant to inventory since it is outdoor. This is a good candidate for newsletter. Communication team has asked for more information.
• [Update] Ð Music Room Sign o The sign says Tuesdays for AHEC meeting inside the music room. Will be followed up. It is just inside the room. We can do a temporary fix for now and will make a new sign for the new academic year.
• [Discussion] Ð Budget Approval o Budget currently approx. 4k in the red o Need to include numbers for officer socials for committees o Take another look on proposed numbers for events and how external funding lines up o Potential solutions
• More external funding
• Less spending o RFPs are not getting paid right now o Short term solution needed for paying our officers o Bright side, historically spending is less than budgeting o An email was sent last week.
  o Any officers social thing? We would like to have an officer social early July. Should we budget for that? No punch cards or nothing have been ordered. Any estimate on the cost the order and the official social? Those could be done cheaply at $150 each. So will put down $300. We donÕt have officers punch cards. But we do have gifts. We could use Fall budget for that. So we could hold off on that. That is taking care of AHEC budget. o Revenue: $10,000 house tax the same as last year for the months of June, July and August. o Budgeting:
• Coffee Hour: Specials 4 occasions. Coffee Hour social tomorrow night. o Most committees did not include social events for their committees. That would be another $500-750 total. o AHEC projected budget is low, but we donÕt have much events scheduled for this summer.
  o We all have the budget form. Budget sheet will be sent to all AHECs and need to meet with committee chairs. We can send the note soon to see everyoneÕs availability. o The trend is similar to the path that got us into a bad situation for short period of times. o AHEC current balance is $280. o Many RFPs have not been paid. o Next Monday will be meeting with the committee chairs.
• Suggestion box o Not receiving any suggestions recently.
• Open floor o
• Action Items:

Meeting adjourned.