To: asa-exec@MIT.EDU Subject: **MINUTES from meeting, Jan 13th** Date: Tue, 18 Jan 2000 00:47:07 -0500 From: "ms. benefiel" agenda: SMAC- progress report, timeline Anna Rerooming- rules, potential problems, MEETING JenChung Security- 4th floor locks & break-ins, office hours everyone [Bulletin Boards- Alvar got new ones!] I-Campus proposal- ASA support Remember, TWO GBMs in the spring! SMAC Stuff ordered recently- miscommunication :( problems between Anna and Nate. Classic "I thought _you_ called Office Depot" confusion. sigh. Items 1,2,3,(cabinets) and 5 (backless shelving) will arrive Jan. 25th Items 4,6 still need to be confirmed - 4 will come in soon from warehouse, 6 needs to be, special ordered, shouldn't be a problem but may be late. Shelves require *ASSEMBLY* but OffDep has assured Anna this isn't a problem & they will help with it. Cheaper than we thought- good deal. Need to put hasps (locks) onto new cabinets- time TBA. Timeline --------- Jan 17th-18th Cleaning up (see below) Jan 20th all throw-away stuff goes out (workers will chop up the couch) *usable furniture is MOVED TO WALKER ROOM. Jan 21st-24th Room will be waxed and cleaned Jan 25th New stuff arrives, moved in Jan 26th Movers will move things that need to be moved back in, correct any problems Lock dates unconfirmed as this time (unsure about number of locks) Stuff moved out will be moved into the hallways with the doors facing the walls (for security) Groups that need furniture are in Walker, thus extra furniture goes to Walker. To consider: New ceiling tiles for SMAC office? New curtains for 4th floor? 17th Jan Anna + the ASA preliminary clean-up day (Monday) 18th Jan Final clean-up/throw-stuff-out day *10am* 19th Jan WEDS: any extra stuff still leftover, dealt w/ by Anna We should inform SMAC people that this is clean-out day, and last chance to help retrieve stuff in the office, so those unsure if they have stuff should come and help. Get large garbage bags for clean-out day. coordinate w/ CAC. Rerooming ---------- Initial allocations - little paper + tape, put it into categories on a wall or whiteboard We need to figure basic criteria for deciding who keeps/loses their office We deal with groups who already have offices first Tuesday 18th is 'ASA Day'...clean out day and rerooming decision day Should talk to KAT and AEPhi and IFC regarding the IFC space Shakespeare Ensemble - since they share with Dramashop, their moveability is in question Debate office - shared with some other sort of debate space, now basically empty, so maybe a marching band/concert band room? *Jen C.* will email us the rest of the issues Security --------- APO came by office hours, things have been disappearing around the 4th floor student center. Rekeying, security procedures, new locks (esp. for SMAC) LSC - moving the press to another room to clear out more space, possibly for MITSFS ATS - lock fixed yet? Security: Re-keying Lex talked to Ted, waiting for Ted's response. Lex's idea: Default number of keys (10-20) PER GROUP (not per room) To increase, they have to ask ASA for more keys. It's up to the officers to decide if non-MIT people should get keys. Maybe card office can be less anal in giving out gold cards. We should schedule lock replacements for groups staying in their rooms BEFORE summer. SMAC office athena-like electronic lock- estimated cost $1000, Lex will sort it out with Ted. We need *numbers* about this- *Lex* will get them. I-Campus proposal- ASA support: Activities guide? ---> Prefrosh information system - CD-ROM to minimize mailings Project currently run by UA, DormCon, IFC officers, do we want to get involved? We should try to get SAD on it. ASA will get involved. NEXT MEETING: TUESDAY 10am, 10pm. ----- GBMs 1st GBM Mar 9th - Rerooming announcements 2nd GBM Apr 11th - Elections