6/11/08 Icarus Council Meeting

Present:  Michael, Mimi, Nick, Molly
Will stopped by to say “Hi”.  He’ll be available for regular calls again next week.

Facilitation:  Michael
Notes:  Molly

Check Ins.

Agenda:
Work Group Updates
Job Description—Education/Outreach
Budget Check In—Funding Availability for Ken/Film, Neil & Eddy/Oxford
Team Priorities
Language—Descriptive Organizing Terms

Work Group Updates:

Support Network:
Connecting volunteers with group coordinators/air traffic control
Paying attention to web forums/acting as liaison
Re-engaging with Women from Encuentro to determine next steps
Promoting Community Conference Call Sun 6/15/08
***Coordinators invited to participate and/or communicate happenings within work groups and volunteer needs to be expressed to community. 

Web Team:
Correspondence with Chris re: sharing valuable skills in volunteer capacity
Figuring out database needs/possibilities
Meeting 6/11 with NYC team and Charlie, Democracy in Action for demo.
Trying to figure out what to focus on.
Thinking about organic group thing.

Immediate focus should be on database.

Admin/Development:
Learning tech concepts to marry to the needs of the organization.
Thinking about Budget.  Connected with volunteer, Michael.  Trying to contact Jessie for info.  *Need to schedule budget meeting. 
Gathering payroll info.
Keeping up on distro mailings.
Talking to Oryx from Freedom Center about possibility of setting up Icarus bank account/access to debt card, through MA nonprofit Collective Initiatives (Oryx not able to explore and reconnect for another week). 

Education/Outreach Job Description:
Michael sent rough draft via email.
Needs to talk to Sascha.
Projected to come together upon return to NY.
Molly spoke with Sascha prior to this meeting and offered to convey his thoughts—
Sascha wants to learn from past mistakes and not hire someone to do too many things.  Wants person working to be focused on fulfilling Campus Icarus Community Trust Grant
Look at grant and determine what has/has not happened, what needs to change or be added and complete grant report.  Expand beyond NYU and integrate anti-oppression analysis and cultural competency component.

How do we proceed with finding co-coordinator for edu/outreach?
There are mixed feelings about campus icarus being it’s own separate work group. 
Should both co-coordinators share responsibilities for coordinating all edu/outreach activities including campus icarus? 
*Proposal to table this discussion for now—All agree, but we need to proceed w/process. 
*Michael will send email about his thoughts on this. 

Budget Check In:
Process continues and will take time.
Do we have funding available for Ken/Film, Neil and Eddy/Oxford?
Still not known until budget is decided.
*Mimi will communicate with Madigan and Will who have been in touch with Neil, Eddy, Ken.  Offer all clarity about where we are in process.

Communication:
Database meeting w/Charles for demo; explore with community what is possible.
Immediate needs for database are tracking contacts/volunteers/funders/email lists
Ideal includes tracking publications, booksellers/consignments, event attendance, etc.
Other Communication needs:
Whose job is it to maintain open plans, post and such?
Naming files/email subject lines
Communication is an ongoing conversation. 
Remain, as grassroots as possible, not centralize info, access for a number of stakeholders.
Connect people to info and opportunities
Identify overlap between teams and collaborate to communicate needs.
***Date and descriptive name for all files.  Add note in email subject heading if response or feedback is needed. 

Team Priorities:
Each coordinator creates job description and/or work plan.
Start to brainstorm expenses/income (rough # of $$ needs)
Revisit Natural Evolution document for starting point.
Co-coordinators/job shares (edu/outreach & web team) need to identify how role will be shared.  Who is responsible for what?  What parts can be delegated to volunteers?
Leaders need to delegate/ask for help—overlap with Support team to identify volunteers.
***Coordinators create draft/circulate via email prior to next week meeting.
***Goal for final work plan/job description 7/1.

Language:
What words should we use as descriptive organizing terms? 
The word “Collective” is preferred over “Council”.
Other terms such as team/hub/work group, coordinator, volunteer, constituates/members/community/stakeholders etc.  ???
Get away from traditional nonprofit/corporate language.
*Molly will circulate language brainstorm via email/everyone will offer feedback/ideas.

Check Outs!!!
*Mimi week off 6/23—limited availability.    

Next Meeting 6/18/08 12noon (EST) 9am (Pacific)
We need a facilitator and scribe for notes.
Molly will send reminder and agenda.