Butler Committee Meeting Minutes 1-5-2009

Submitted by Nancy Jones, Recording secretary

Committee Members present:David Jorgensen (Butler Chair), Dante Ricci (External Relations Rep), Anna Frost (dolly/Butler life coordinator), Nancy Jones, Tao Long (gardening co-coordinator), Bo Xu (Webmaster), Ed Matteo (Treasurer)

Community members present: Olivia Martel, Amarilis Matteo, Jeff Dwoskin

Meeting called to order at 9:02pm.

David started the meaning with reports from committee members.

Dante (external relations) inquired about funding for Chinese New Year activity. Asked about making a request for more funds. Dante asked about proposed budget of $400 for Chinese New Year. Last year's budget: $300. $700 with co-sponsor from events board. Also asked if the community room reservation has been verified. Olivia suggested that it shouldn't be a problem, go through Bronwyn Smith (comm. room coordinator). Approval for the activity is pending until it is approved by the dean. The actual date of the activity was discussed: 29th of January is first choice; back up date Feb 5th. Jeff suggested checking with other graduate groups, as not to conflict with their activities. Dante will confirm with Rachel for the 29th. Helpful hints for this year's activity offered by the group: portion control, smaller plates, etc.

There was mention of the new Shuttles up & running with positive reviews. Tao had a concern about the schedule times being inaccurate. Jeff says that it is being taken care of, and he will pass the information on. Olivia says there are still kinks to be worked out.

Ed (treasurer) distributed printed budget report and went over it for December 2008. We will post the budget to the website (without a specific list of expenses and people's names). Ed met with Patrick Ross, the former treasurer, to get acquainted with the accounts, and have them transferred to him.

Bo (webmaster) hasn't been able to get in touch with Andrew (the former website master) who is out of town to receive the passwords. So communications concerning the website still have to go to Andrew until then.

Tao (gardening co-coordinator) talked about a possible site for the Butler gardeners to use, specifically concerning plot reservation and renewal. Jeff suggested using a Google document. Tao- The new gardener sign up will be sent out Jan. 15th. The last day to sign up is midnight Feb. 15th. Tao was concerned that some residents may not feel they had enough opportunity to sign up. However Olivia along with others, assured her that one months is plenty of time. Jeff mentioned the handle on the new composter by the garden is broken. Who needs to fix it, Dwight? Or who? Tao will look into that. Suggestions were made to take Dwight with her to figure out how to repair it. Suggestions were made for purchasing plastic barrels to hold excess compost. Tao doesn't think that would be effective for good compost. She also mentioned that the other composter is empty... so problem solved. No need to get extra barrels.

Anna (Butler Life coordinator)- not a lot going on. She had previously talked with Andrew about advertising the dolly use on the website. Jeff suggested to Anna to prepare ahead of time for the upcoming move out in Spring. Also, an idea was suggested for collecting the furniture, etc that gets tossed during move-outs to hold a furniture drive. Anna asked about securing a storage area in Butler for that furniture, possibly in the empty units. Jeff didn't think that housing would go for that. Because they use those units during the move out times, whether for repairs or other necessary business.

Tao asked about a winter Bugle. Anna answered that we no longer have that, as to cut down on costs and paper. Reminder that it is posted on the website. Anna inquired what the official process of the move-out involves, to help inform residents as part of her responsibilities.

Jeff mentioned that anyone using a moving "Pod" needs to get permission from the parking office to store it in a parking space.

Olivia updates from issues discussed with Matt Ferry:

• the seating/picnic tables on concrete slabs-- not going to happen.
• Sand has been replaced in the volleyball court.
• The bench on Marshall street that was suggested to be moved to the bus-stop-- That's being looked into.
• Street signs issue still an issue.
• Pot holes were fixed.
• Window fans installed in laundry rooms.
• Blue light phone installation-- very expensive to install, etc. An inventory of other blue light phones on campus and there use, is going to be looked into.
• Moving the crosswalk on Sycamore Ave-- the street is owned by the town, not the University. Any concerned citizen can call the city to make a request.
• Also, there is confusion about the laundry sign that reads "30 lb limit". It was asked for the definition of "30 lbs" to be clarified. Does that weight mean the weight before or after the laundry is wet. They will have someone clarify and post it.

David (chair)- Raised the future issue of possibly changing the Butler committee to the Stanworth committee. In theory, most of the current committee members will be gone, so it would be more of liaison work to help them organize a new committee. Olivia suggested it be something as simple as paperwork passed on. The Butler committee will "dissolve" and the new Stanworth committee will adopt the current by laws. Discussion of who would be living there, how elections should run, etc. David talked about in the future possibly creating a sub-committee to help the transition, maybe even creating a new committee member position to take on the tasks. Ed asked why this is an issue for the "here and now" concerning Butler. Olivia & Jeff explained about the University's plans that are already in motion, and this will help the transition go smoothly for all Butler residents becoming Stanworth residents.

Olivia mentioned that volunteer sign up for Chinese New Year help will go around, via e-mail, among committee members.

Meeting adjourned at 10:09pm