Icarus Coordinators Collective Meeting 9/3/08

Present:  Neil, Molly, Michael, Mimi, Nick
Will (absent, surprise guest appearance)

Facilitator:  Neil
Scribe: Molly  

Personal Check Ins

Working Group Check Ins

Web Team:
Focusing energy on database
Questions to proceed:  Are we handling orders?  How is distro/bank account related?
What is most immediate need?  Should we be taking orders/transactions on web or outsource?  Doesn’t have to be either/or.   

Proposal:  Get together for in person meeting with Mimi, Jonah, Nick, others.  Come up with proposed outline for database.

Question about dramatic increase in registered robot users on site.  Has to do with how the forums were merged.  Nick will set up change with Drupal, delegate deletion to web volunteer.  

All coordinators have admin status on site.  Some mods also have admin status.  Nick will look into why some mods do not appear as mods or admin.  

Media Team:  (in brief)
Research into alternative to AK for distro.  
Summer blog post up in the next few days.  Deadline is now.  Need Photos.
Live Through This blog post for front page.

Support Team:
Working on making contact with local groups.  New groups more accessible than old.  
Will begin planning local group assembly after more connections are made.  
In person meet up this past week with Jackrabbit, Richmond, VA organizer.  
New/emerging groups want printed info sent.  Looking into what should be included.  Packets will include basics like postcards and past group organizing materials.  Will ask for input from new local groups in updating materials and helping figure out what folks want and need from Icarus.  
Seven has been very supportive, helping answer questions about Portland.
Local group ARMHC rockin’ out (book group, event, etc).   
Mimi will send more postcards to Molly to send to local groups.  

Edu/Outreach/Campus:
Meeting with Mad Pride class 9/4.  Sascha doing intro to campus TIP, Neil, Annie, Montana, Michael share experiences.  
Starting to get emails from interested student volunteers.
Sent posting to NYU listserv.
Neil will schedule meeting with new student volunteers after return 9/12.
Michael and Neil have been meeting, communicating and collaborating.
Working on job posting, specifically qualifications.  Close to completion.
Ready to post job opening, target date 9/15/08
Fountain House relations moving along.  
Budget for Ed/Outreach will be emailed today.  Has higher budget because of 2 coordinators.  
Neil heading to Oxford conference 9/5-9/12 and will coordinate with Mimi on getting materials.  Molly will email London thread link to Neil.  

Admin:
All working group budgets in.  Working on plugging into new system of tracking expenses.  
Creating calendar for FJC reports.  Forms changing may cause delay in checks going out (specifically to Neil, Eddy, RNC organizers).
Trying to nail down what is FJC process?
Creating Admin handbook/manual
Ledger made with volunteer Michael.  Working with Jessie and FJC to make bookkeeping consistent.  Getting closer to putting process in place.  
Potential new distro/looking at best options.  
New distro order (check pending).  Projected to have new materials by Oct.

Retreat Planning:
Schedule call to discuss with whoever can make it.  Set call date as target to receive feedback and brainstorm via email from all.  Schedule for prior to next collective meeting. Mimi can book NJ retreat site tentatively if Nov works for folks.  Concerns about enough out time to book a place.  Need to decide in advance what our purpose is.  
 
Retreat Planning Meeting Scheduled for Tuesday 9/9 at 9pm (est).  Those who can’t attend please send input via email and we will discuss at 9/10 collective call as well.

Fundraising:  
Seems to need its own planning meeting.  
Madigan and Sascha met and email was sent with ideas.  
Molly will bump up that email and try to connect with Sascha and Madigan about the possibility of scheduling a meeting specific to fundraising.

REMINDER!
Scribes please remember to post notes on open plans as well as circulate.  Working groups also start to think open plans, open plans, open plans.

Retreat Planning Meeting Tuesday 9/9 9pm (est)

Great Meeting!  One solid hour, woohoo!  

Next Collective Meeting 9/10/08 12noon (est)
Neil absent/in Oxford.
Molly will send agenda and reminder.  
Molly tentatively able to facilitate.
Need meeting scribe.