To:asa-exec
Subject:Minutes from JULY 20th
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present: Alvar, JenniferC, Brian, Riyaz, JenB, Anna, Van
CONSPICUOUSLY NOT PRESENT: Lex, Lex, Lex, Lex and Lex.

agenda:
early returns (Anna)
Midway (Alvar/Riyaz)
re-rooming 
bulletin boards
Freshman Packet Stuffing follow-up/Institutional Wisdom
summer job (JenB-) advisors for student groups
reaper?
scheduling- when are people going to be back? 
next meeting: August 10th, 7pm


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EARLY RETURNS- done, anna is dealing with any further complications

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MIDWAY- alvar presents problem with 2nd floor: no A/C.
extra space vs. no A/C
98 groups request electricity
where is the electricity? 
(along back, some in middle, beware of fuse overload)

heat may be a problem - we'd need to get fans from the CAC
noise concerns: have groups bring their own music equipment, batteries
[Dance Mix Coalition, WMBR...]
2nd floor should go to groups that want performance space
--> tell groups to self-organize around available performance space.

--> we need to make maps of sections for midway

DECISION: we will use one floor, the lower floor, of Johnson for the Midway.

--> send email confirming midway space requests

also admin-type programs were given space: Japan program (also
China India Germany catch-all international program)
Aramark
CPs
ROTCs
I/S [network connectivity provided for groups in exchange]

--->
to contact: MedLINKS/Med Center, Nightline, Songwriters Club, 50K

---> supplies
COSTS:
garbage bags
xeroxing maps for handout

AV stuff- very annoying. we should avoid it

also, keep track of people who are supposed to help setup and cleanup;
      *fine* groups that punt, money goes to housing :(

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RE-ROOMING: read the locker about the re-rooming.
plan very carefully about *when* it's going to happen.
tradition:
tell people to re-room in the fall, examine rooms over
IAP, and then move by July 1st. 

this needs to change. we'll have people move in the spring,
which means we need to be on top of this in the fall 

---> we need to schedule a GBM for the fall

where do we find extra space?
the open space on the first floor? MITSFS? 5th floor reading room?
what about Walker?
RECLAIM WALKER!
discussion of the ADA/code etc.
can't renovate Walker until we have much moola.
so, student groups cannot officially use Walker until re-rooming
also, student groups SHOULD NOT use Walker, even unofficially.


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BULLETIN BOARDS

Infinite: no more poster space.
in the building 6 corridor there is a large bulletin board space.
we cannot touch Institute Posters
also, by bldg. 4 coffeehouse.
spaces by the shakespeare ensemble display, by bldg 4.
switch general poster boards to have some as bulletin boards, office boards

basically, we'll get some space in 56 and 16.
specific boards to be announced- map


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HAVING AN ADVISOR:
we should have a space on a group's startup form for
advisors, we should encourage happy advising relationships

also, we're selling 75 student activities directories to go to new faculty


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REAPER:
read Brian's email
don't spam campus- read all of the code if something is undocumented.

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MISC
contacting our constituiency: a better way?
ASA webpage- we're working on it.
Jocelyn wrote a page.
Van is putting it up.
Hyperlink on the webpage- midway link

the emails are as short as they can be.

Welcome to ASA info sheet: or on webpage.
include the url for this on the "thank you for updating your info" email

put option of "request officer's mailing list"
at recognition.

send out a big happy "all about this mailing list" at the beginning
of the year.

also, "how to run a group" info packet.
(updating asa files)


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people gone:
anna july 29th- august 16th
jenB july 30th- august 19th
alvar augst 4-7

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next meeting