Icarus Collective-Coordinators Meeting 8/6/08

Present:  Nick, Will, Mimi, Michael, Neil, Molly  
Facilitator:  Nick
Scribe: Molly  

Personal Check Ins

Proposal to hire Neil as Campus/Edu/Outreach Consultant.
Neil wants to know what Michael has worked on so far?
Look at Community Trust Grant—focus on specifics/heart of grant
Consultant job is both to work on grant related campus stuff and hiring. 
Neil back in NY 8/16
Michael back in NY 8/23
*Michael will schedule meeting week of 8/23 w/ neil, brad, montana, annie, todd.  Discuss last term at NYU/ideas.
Use of student volunteers should be more broad and connected to campus Icarus overall.  
Campus Icarus and Ed/Outreach have huge overlap.  Needs to be integrated.  
Current grant tailored to NYU specifics.  Future grants should have broader scope and reach.
*Neil will look at grant, talk with campus folks and try to list needs to get done.  Send bullet points in summary.
NCT Grant is on open plans.  
Neil is still sorting schedule.  Can agree to work as month-to-month consultant contractor.  He will keep us updated on ongoing availability.  He’ll submit invoice for pay and work with Mimi on procedure to do so.  Everyone agreed to $500 per month to begin 8/11/08.  
*Molly will send Neil Wellness Policy and Internet Conflict Resolution Policy email to review before start.

(Neil leaves call)

Work Group Updates!

Edu/Outreach (Michael):

All set to go to NASCO/plans and arrangements taken care of.
Suggestion to take audio, (video), photos, blog post, journal about the experience, as able.  
*Michael will take materials he needs from FH office and leave note for Mimi.  *Will is going to send pdf of Navigating Crisis Hand-out to take along.  Molly wants copies of their materials.  
Missed the window of opportunity for PBS.  
FH/Icarus NYC Local Group all coming together.  
Collaborating on lit magazine and getting materials circulating around FH.  Clarity about NY group—Casey is main contact.  Currently meeting on Tuesdays for organizing and future planning for on going group.

Media (Will):

Rescheduling of media training until Sascha is available to join.
Jason sent media strategy template.  *Will can resend.
Suggestion to start working on other related media strategy things like talking points, etc until training happens.  
German translation of HRG in final stages proof reading/editing.  Without $ available there is need to partner with german agency or? to help print/distro there.  Suggested connection to clubhouses in germany.  
Final editorial process for Navigating Crisis handout Claire put together.  Since it is an official document, Will will send around for final proof/sign off from collective.
Momentum on web forums around a “newsletter” started by Steven.  Question about if this is same or different from marketing materials for funders and general community?  Idea to frame the “newsletter” as a zine and let the community organizing around it have autonomy.  Can use support from media team, but not necessarily an official “icarus publication”?  Frame other publication for marketing/funder purposes as a “year book” include what we did, blog posts, etc.  
Since coordinators shape and contribute to different working groups, should all coordinators get on all lists for working groups?  
Groups should develop projects/proposals and coordinators should report back to collective on progress/needs.  Group coordinators may send relevant work group correspondence to other coordinators where there is overlap or need for specific support or feedback.  
Media Publication team is all set up on Open Plans and with ListServ.
Beginnings of Icarus Editorial Policy are underway.  

Web (Nick):
New mod just joined (strangedolll).  Now there are 3, & more to ask.
Posted Log In Script/Site down aprox 1 hr on Sunday on forums.
Thoughts about restructuring web group.  
Proposal for 2 Coordinators.  One handles development the other content/moderators.  Sees it as 2 coordinators rather than job share.
Development stuff will eventually level out to just maintenance.  
May need to look at ways we utilize volunteers.  
Wondering if “web editor” doesn’t fold better into media team?  
No conclusion made on how to split web work.

Support Network (Molly):
Need to know who is volunteering for what teams.  Important not to over extend volunteers.  Think towards future and tracking # of volunteers and aprox hours (funders love it).
Lot of emotional intensity on web forums lately.  Need support supporting that part of our community.  
Boston, DC and Seattle are newest incubating/forming groups.  
Bigger city projects SF & PDX have been hardest to get clarity from and contact with.  Connecting with local groups is ongoing.  
Support Network working group is just forming with a handful of people stepping up.  Local ARMHC did mad pride event few weeks ago, major event at sept. festival, ‘hello cruel world’ alternatives to suicide group (targeting youth) starting in sept, regional icarus gathering also sept in Asheville.
RNC requesting seed grant for organizing support space and documenting process for future protests, festival environments.
Also, need clarity about funding Neil and Eddy for Oxford trip/sept.

Admin/Development:
Budget process ongoing.
Asks all to keep the faith in the process.
Need to set priorities before spending.  
Volunteer, Michael was sent info and will be meeting with Mimi.  
Oryx working on bank account/needs about a month to set up.
Need to order materials/4-6 wk turnaround.  
Talking with Nick about database how to set up/how elaborate queries can be.  Ongoing.
There was a recent 10k unsolicited donation made recently.  
Talk again about process for seed grants for things like Neil/Eddy Oxford, RNC, ?  
Need to set deadline for budget goals first. Need to check in Michael.  
Would it help to send all budget info?  
*Could each group estimate costs/expenses?  
 Need fundraising subgroup.
Mimi got FJC report info from Will.  
Report will be circulated to all for sign off before submitting.
Developing a calendar for Admin with FJC reporting/requesting policy.

Fundraising:
Need to diversify.  
Use what is there while developing new sources.
Database, storefront, donation button on forums discussed.
Still need bank account for paypal account.

We need to get better at time keeping and ending as scheduled.  
Declare time limitations at beginning during check in.  

Next meeting:  8/13/08 12pm (est) 9am (pacific)
Michael, Molly, Nick likely unavailable to attend next week.  

Proposal:  8/20/08 meeting bump to 3pm (est) and 12 (pacific) If it would accommodate Madigan in joining in on the call.

*Molly will make agenda and send reminder next week.