11-29-08
will ashley sascha sarah
weekly staff meet
***** AGENDA******
personal check ins
financial stress issue
fundraising
ittleson report
budgets
website check
info account
sara work plan todo list / contract on openplans
scheduling next week
scheduling in general / holidays/mo conf cal
****** CHECK INS ********
ash -- good, healthy way to do fudnraise thing not overcommit, handle stress well, not take on too much respon. ryan leaving for seattle 2 wks
sascha - trying to avoid burn/crash. at fh. good meet with brad lewis, not take on too much
will -- great thanksgiving, in portland all jan west coast maybe longer
sarah - back from MI ann arbor, family,
********* FUNDRAISING ***********
meeting with ken dudek, head of fh board of dir. friday at ll, about everything incl $
good to not be in the sudden wrenchign money up and down, big musunderstand about $, important for wellness policy
sash - we have our own funders, sash will write personal notes to them. call jef arons, let him know we have this letter fundraising. get letter out on fri.
ash - last year letter. fund packet with clippings
will - gave feedback to letter to staff list
ash - two letters? one to peopel who know who we are and other to people who don't know who we are / haven't given us $.
ash talked with anita, keep her in loop
WILL- will collect feedback and get new draft done by friday.
TWO LETTERS - people who've donated to us letter with packet out this week; second next week for peopel who dont' know us
Van Ameringen Fndtn - deadline dec 1st. tony woods said to send let of inquiry dn he'll write to them and ask to read our letter.
LET OF INQUIRY by dec 1st.
not good to apply for op budget but we can frame work we're already doing - fund popular education materials/training workshops. they fund media and ed
WILL AND ASH work on together. ASH draft let of inquiry, send to will, then work on it together.
sarah - i can help with this but i'm not up to speed yet.
ash - good to give us feedback, do physical mailing at this point.
will - sarah can you give feedback on fundraise letter
********* ITTLESON REPORT ***********
sasch will look at will's comments of ash and create report draft for ittleson
ittelson report not due end of year -> not as much priority
********** BUDGETS ********
ash sent budgets to staff list; also on open plans
EVERYONE - look thru and give ash feedback, study what we spent in 2006 -- around $50K
should we go with the 100k budget ? fndtns often ok with what you shoot for even if you dont' get it.
webhosting up to $60 a yr - nonnegotiable - but we also have biodiesel bus on the line item.
******WEBSITE**********
going well! congrats to all
spam- phpb doesn't have good spam options but spam gets by. Akismet service -- spam monitor service, independent people, sign up, monitory bulletin board, look into it, free up to a point then they ask you for $5/mo, give nonprofit discounts. mayeb write to them for us for free?
ash- will implement captcha module on drupal site and also will look into akismet
do open plans tutorial etc in nyc
madigan back next week. do web / computer tech help and trainings.
******** INFO ACCOUNT *******
need to have someone bottomline em accts
orders acct: change forwards to sarah, ashley will do this
sarah can check info acct.
we need to develop a basic protocol on answering, set of protocols for responding to info requests
ash- talk about this next week as a whole organizing proj
SARA - look at info acct, get familiar with it what kinds of things people are writing about
****** SARAH work plans *********
in office weds 1-5, thurs 12-6 next week
ashley: putting sara work plan todo list / contract on openplans
help sarah set up emails.
sarah - going well, one day with ash one with sash, distro protocol down. feels surefooted with distro. feels good abotu accessing info on open plans, interested in FH, horticulture dept cool
list of things sarah is doing:
office - computer working, fax mach working with phone, getting plants, getting lamps, lookin gon craigs and freecycle, disco-ball, lock portal to next room, register all office supplies.
email: checking orders@, info@
distro
volunteers
Tasks for Office Coordinator
Setting Up the Office
get the printer working – get USB cable from tech downstairs
send back the mac mini, keyboard, and mouse. exchange for a used mac laptop.
set up extension cords, power strips, etc.
organize office supplies
figure out how to get the fax machine to work with the phone (which is an extension)
follow up with horticulture about getting houseplants
lighting – obtain good lamps
craigslist/freecycle: little mini-fridge, halogen lamps, couch or armchairs, rug, discoball
get maintenance to actually install a lock on the weird porthole into the other room
register all the new computer products with the manufacturers for warranties etc.
Distro
respond to existing orders emails
pack and ship orders
enter recent handwritten orders into distro database on computer
make specs page for inventory
contact current distributors and ask if they need more merchandise
order more books
research and order better shipping materials (padded envelopes, boxes)
Volunteers
lead volunteers in finishing painting the office
reruit interns – specifically web admin
********* scheduling next week / in general / holidays/mo conf cal ***********
sarah 1-5 weds 12-6 thurs
MADIGAN OPen House holiday party; performance tues night dec 5th at 7pm
TUES: Will come into city on tues nite
no nite activity weds nite
WEDS will do tech train at FH 1-5 with sarah, mads(?), anyone else nyc - sascha outreach to training us so we can train others.
THURSDAY - ashley around thurs 10am FH will sara ash, sasch maybe mads, sasch come in thurs booked
Sascha leave at 330; will leave at 4.
****** MISCELLANEOUS *******
will set up other computer MS Word, check out neooffice database not same in OpenOffice. talk w sarah nxt week about this.