Meeting Minutes 6.6.13

Sophie facilitating
Meg, Josh, Sophie, Kayleigh, Emma, Zoe, Matt (for part), Ethan in attendance



AGENDA
-Roles
-Structured visitors (as opposed to personal visitors)
-Agenda/upcoming events



ROLES/UPDATES
So far we've been signing up for what people are excited about and leaving holes where no one is very excited

Blackfly Ball
Had a first meeting about it

Gabfestry
-Currently working on securing big auditorium for free, writing materials to get that
-Also working a press release to get home stays and community folks involved
-Emma is looking into kitchen situation - should check w/Rhiannin

250th Birthday + Margerreta Days
-Silouhettes are all up (Kyle + Kayleigh put up) except for silouhette w/ lamp, which is going up in front of police station so doesn't get smashed
-Ethan is working on some sign painting that will be happening next week

Art Walk
-Starting in June, Bu and Rhiannin are working on it
-First event is tomorrow?
-Grange needs to be cleaned in preparation - Meg and two other people at 10am - -Ethan and Emma

5 + Dime and Annex
-No progress yet
-Iggy is coming back on the 17th

Grange Coordinating
Gordo wanted someone to maybe pick that up b/c might be leaving in the Fall

Bad Little Fall Upgrades + Landscaping
No updates yet, later this summer

Future + Smaller Graphics Campaigns
-Meeting upcoming
-Meg has some things on her plate but hasn't talked to team yet
-Will possibly discuss during clean up at 11am studio cleanup tomorrow
-Initial conversation needs to sort out things that are for pay and things that are pro bono, how that division works

Educational Materials Development
-Emails have been sent to Bees that are away about that
-Kyle holds a lot of knowledge about that 
-Once Mandy and Tyler are in town they will be good resources

Narrative + Accompanying Materials Development
-Kayleigh sent email to everyone who has been working on that from away
-Definite correlation b/n this stuff and edu development

Printing + Pre-Press
Once Dylan leaves meeting will be scheduled to discuss how moving forward w/ print

Presentation + Storytelling DevelopmentNo updates

Kickstarter
-Going well
-Dylan leaving Saturday
-Meg would like to spend some time at house if someone else can go to 5 + 10
-After Dylan leaves will still be working on script + still stuff to do over the next month
-Also, it's been proposed that Dylan does design part of website for simultaneous Kickstarter/website launch, all of that is in the works

Website + Social Media
Website
-Meg, Ethan, Zoe met w/Lara over phone for website history
-Also met here to go through old and new wordpress site
-Couple of urgent tasks - get webstore back up, which Matt was able to do, and front page update for Mesoamerica Resiste test prints - Zoe emailed Brandon, Matt expects to be up w/in next 10 days
-Also met w/Dylan to discuss new site, what minimal info is needed immediately, we are going to try to integrate the work that has been done by Lara and others
-Plan is that new website will be easier for us to update
-Before we finalize that plan w/Dylan and propose to HiveBees waiting to hear from -Dylan's coder that he's on board and to see Dylan's mockup
-Content part has been carefully thought through and written, what's missing in visual presentation
-May need editing/writing help for essential blurbs that's going on the temporary site
-Sophie would like to sit in on future website meetings to be brought into loop about potential editing
Social Media
-Agent works on but also has full time job, will check in w/her on next conference call
-TK was interested in doing FB
-Might be helpful to make sure that all Bees are liking, sharing tweets, FB messages, etc. to amplify message - will be esp. helpful when Kickstarter launches
-Probs ok to leave w/Agent until TK comes back - first week in July

Windows for Grange
-Does anyone know about the correspondence TK has had about windows?
-TK needs to be called
-Gordo got some stuff to TK but found a bunch more after TK left and then Gordo left, and now that stuff is MIA

Distro + Display
-Making kits/signage, etc. for different events to make set-up easier
-Emma is jumping on board
-Sophie would be into providing hands
-No updates yet

Media + Promotion
-Sophie and Ethan have not checked in yet
-Will be meeting tomorrow afternoon around 1 if anyone else needs to check-in
-Easton would be super into helping w/ this from away

Custom Graphics
Will be discussed w/ future and smaller graphics campaigns…maybe?

Printing Liaison
Will be incorporated into print checkin that is coming up

Fundraising/Donor Relations
-Meg and Ethan are taking themselves off of this
-This is a hole right now…
-Need to follow up w/donors, check-in with donors, have packets of info ready to send them

General Correspondence
-Kayleigh, Sophie, Ethan met and set up new folders in Email to keep things more sorted
-Kayleigh is keeping an eye on volunteers
-Need to determine preset responses/protocols for certain types of requests
-Matt -  if for example someone wants to use graphics, we need to make sure the group is aligned w/Beehive (not a packaging company, more ok for nonprofit)
-Would maybe be nice if these types of requests were brought to whole group to start to develop consensus around what our preset responses are?
-Emma still wants to know more about how Beehive decision making works
-Matt - these types of decisions don't have to be whole group, can be just a few people who are trusted to make these responses
-Emma - for now bring things to group and then develop response system in future, this is beyond scope of meeting
-Ethan - could we have a meeting in next month or so about values and process?
-Sophie - should wait until Iggy gets back b/c very interested in this

Touring + Events
Archives + Documentation
-Ok as holes at the moment
-Emma - would enjoy doing events and touring, but not yet sure if that will work w/ what she's already signed up for

Grantwriting
Building + Grounds
No updates

Foodsystems
-Kyle holding at the moment but maybe doesn't want to hold for very long
-Meg + Emma keeping eye on $$$, Meg will fill Emma in on what was said on Monday



SCHEDULING VOLUNTEERS + VISITORS
-Kayleigh holding at the moment
-Meg, Sophie, Kehben - started discussion + want to bring to group
Proposals:
-Max number of volunteers at any given time
-Kehben suggested week at end of June and July that are sort-of like tiny work parties that we have specific big volunteer projects for folks to work on - ie the Five + Dime cleanup
-Also, all of the people who applied to live here were told that we would find other ways for them to come and help out, this tiny work party approach might be a good way for them to plug in 
-Josh - also when Kehben did initial tour of Five + Dime she mentioned might be groups of high school students who could come and help with that, maybe Josh + Matt can sit down and make sure that we aren't asking highly skilled volunteers (ie carpenters) to come and do super simple work like throwing garbage out window
-Ethan - might also be helpful to have a task jar for volunteers so there is always something to work on
In favor of week long work parties: Emma, Meg, Kayleigh
-Josh - wonders how we determine b/n people who show up w/ volunteering in mind and people who just show up to hang out. Should we also have a system for random volunteers in addition to week-long tiny work parties?
-Ethan - that's what the task jar would be for
-Matt - seems like most people who show up clean kitchen, cook dinner and hang out and that was amazing
-Kayleigh - And then there was Miles. Also, breezeway area where roller-skates are, Kyle mentioned we could clean out so travelers have a place to leave stuff, could also put white board up w/ list of potential tasks
-Matt - never turned anyone away
-Instead of turning people away we would request that people come during tiny work party times
-Kehben mentioned nice people will ask when they come and annoying people will just show up and we will be prepared to deal with them
-Ethan - want to make sure people have a good experience
-Sophie - couple things: how to be super up front about how much money (for food) they should donate/other ways to contribute food, so that they know beforehand what to expect
-Josh - right, if we don't turn everyone away how do we make sure we aren't being taken advantage of
-Emma - should we have volunteer liaisons to have initial conversations
-Josh would be down to help Kayleigh w/ that
-Sophie - other thing: is anyone feeling not good about having single weeks?
-Everyone  is in favor
-Then we need to have one/two people bottom-lining that - Sophie would be willing to do that, Kayleigh and Josh can be on that as well, esp. since Josh knows a lot about Five + Dime
-Josh - will we be having project-specific weeks or a bunch of projects for each week?
-Sophie - weeks will be very project focused
-Emma would also be down to help organize volunteer weeks
-Volunteer week proposal meeting w/ Sophie, Kayleigh, Josh and Emma will be Sunday night 8pm in sauna, Josh will prep sauna 



UPCOMING EVENTS
AMC, Grassroots Summer, Kaboom, Feral Futures
-Kayleigh - events this month that are on Google calendar, we need to decide if/who is going
-upcoming AMC in Detroit, Thurs. June 20 - Sun June 23 - Recent and Tyler will be there giving a workshop, it would be cool if folks who were doing education stuff to go to learn from these more experienced Bees
-Kayleigh - no bus, but maybe split gas?
-Meg - if we can get to Philly I can drive w/ my sweet ride that gets slammin gas mileage and has an EZ Pass, can fit five people, or maybe it would make more sense for me to drive people back up from Philly on the way back to Detroit 
-Sophie, Ethan, Meg, Josh, Emma (maybe just organizing trip) are interested in going to AMC in Detroit
-Kayleigh - not to expensive to go to conference, we have networks to find people places to stay 
-Earth Visit Roundriver first week in July - sounds like lots of folks are stoked and would want to go
-Kayleigh - also Grassroots Summer Summit and Stop the Kaboom AND Wild Roots Feral Futures events (see print out on bulletin board for more info)
-Kayleigh - Matt, hearing those do you know from past experience which of these events would be useful?
-Matt - event in Sandy River, Grassroots Summer Summit, might be a good one to go to, would be helpful if someone who knew how to give presentations went, Nicole and Kyle could give presentations, might be worth pitching a presentation to that event
-Grassroots Summer is same weekend at AMC, would need two cars to go to both events
-Group decided WILL be pitching presentation to Grassroots Summer to see if they bight
-If trying to plan event in two weeks probs makes sense to only do AMC and Grassroots Summer and to skip Feral Futures and Stop the Kaboom, esp. since Kaboom event is same weekend as the 250th in Machias
-Emma will be talking w/ Meg to hash-out rides and checking in w/Tyler and Recent
Earth First Rendezvous
-Earth First event: Kehben definitely going, Sophie, Kayleigh, Josh, Meg all interested in attending
-Matt - determining how Taurus is used: discussing how it is needed and deciding which events are most important
-Meg will be talking w/Kehben



HOUSEKEEPING
-Check your mail!
-Don't leave cast-iron unattended on turned-on stovetop
-Is internet going to happen at the other house? Request has been put in at Axiom, they will get to us when they have some time in b/n paying customers
-Emma would like to have a day off/week, Josh also wondering about weekends, it might be fun to us all have similar days off so that we can all do stuff together
-Sophie - Acadia trip Sunday 



UPCOMING CONVERSATIONS
-Group procedures
-Workspaces: internet situation at other house will influence decisions, desk available in Matt's office m0

Meeting Notes - Lara Website Check-In 6.3.13

Meg, Ethan and Zoe checked in with Lara over the phone to discuss what has been done on the website and what still needs to be done.

Lara - 

-Website same as about 2004

-Have been wanting to refresh for a while

-Couple years back Erin Wilson brought in a team of three tech people who started working on putting together a site on Wordpress b/c it is a more accessible format

-Team also put notes together around website pages, menu titles, concept of site wanted as a group 

-Niko started setting stuff up

-Need to start uploading content so that it's easier for Niko to start setting up pages. For example, on front page we could have a thumbnail of each of the posters so that you can click and look at each poster, but we need to get thumbnails together on our end for Niko to be able to put things in place

Ethan - 

So is there a plan for the website that just needs to be implemented?

Lara - 

-Not all of content it done

-Some design things aren't totally satisfying, like the structure of the menus, the functions for things like galleries

-Because the internet is always changing - like the way sites need to be viewed on mobile devices - new people getting involved means that people bring different expertise, and if new people have new ideas we should stay open to whatever makes sense

Meg - 

Is the webstore also built in Wordpress?

Lara - 

-Yes, Matt and Tyler uploaded all of the products onto the webstore - every patch has a post, image and price - within the Wordpress

-There are some functionality problems

Meg - 

Meg has a webstore on her site so she would be happy to look at that

Lara - 

-To finish the story of the site - Niko did a lot of setup with new site, but he started to get really busy, so Lara contacted a couple of people in Toronto, Brian has been slowly chipping away at things - only has half a day/week to put into the project

-We want the site to be as nice/nicer than what we have now, with some key things better, and to be able to interact with the site better 

-Tricky because we are in a rush to get it up asap, but we want to put a lot of work into, maybe there are different levels of improvements that we can tackle 

Meg - 

Would love to start by viewing the wordpress site

To share each of our web experience:

Meg - has worked on some websites on the design end, and has experience with Wordpress

Ethan - has no code experience, some experience with creating architecture for website, determining what a website needs and then filling with content, hoping to get login info for current website so we can update

Zoe - some experience designing websites and a bit of code experience 

Lara - 

-Old website is still hosted on David's server, David is an ex-Bee

-Website login info is: 

seahawks.dreamhost.com

login: beehivecollective

password: 101courtstreet

Note - need to login through ftp, not just by punching seahawks.dreamhost.com into nav bar

Ethan - 

Other piece of puzzle is that Dillon who is doing our Kickstarter video has offered to make us a really nice looking website for the launch of the Kickstarter video in two - four weeks

Lara - 

We could probably pull the website together by then

Meg - 

We aren't trying to have the full website done by two-four weeks, just to have a splash page that is linked to the Kickstarter 

Lara- 

-Thinks we also need a big push for the website, not trying to push it off on people who have other big projects

-The other person who has been really involved is Molly

-I think it would be good if we could come up with a list of immediate things that need to be done 

Meg - 

-I think immediate things might help us see the overarching plan

-Needs to see website in real time

-Would love to start pushing on larger website 

Lara - 

-I think the webstore having been down for a few weeks is a huge thing, if anyone has any insight as to what's wrong w/that now that you have the login that would be great 

Meg - 

Also need the Paypal info to set up new buttons 

Lara - 

-Matt would have info for PayPal

-Erin has chimed in, explained that the way she had set up the original webstore was using Paypal buttons 

-Another person who might come into the loop is Brandon - he's helpful for web stuff but hasn't been available, he was the one who we sent front-page website updates to, he maybe taught Agent to do that

Ethan - 

Would like to learn how to do that, may know how to do it once logins

Lara - 

-If there is something else you need to login to to change front page, Brandon would be the one to ask 

-We also need to form a  real problem-solving chart to determine who you ask when something goes wrong, part of the problem has been that we're in transition between who those people have been and who they are going to be 

Ethan - 

Who do we check in w/ about content in terms of writing if we wanted to start writing content for splash page of Kickstarter site

Lara - 

-If possible, with big front page posts, just send around to a Hive Bees-like list a few days before the post goes up

-As far as content for the larger website different pieces have been delegated to different people. For example, content concerning the Grange has gone to people in Machias

-As far as larger messages most people want to know and help but hard to get people to have time

-Would be helpful if we (in Machias) wrote a first draft that got a few edits

-Molly and Lara have been the people who had time and have been working on bigger picture messaging stuff

Meg - 

So far two tasks are: webstore, front page update

Lara - 

-I should make you logins for the Wordpress site so you can look at it and we can check in and plan around that 

-Can send list of pages so you can see 

-Can send list of out-standing things that I have - changes/functions wanted for site

Ethan - 

Sounds like plenty, we'll look at all that and then coordinate another time to check in, maybe in a week or so

Lara - 

-Evenings would be good for check-in

-Would like to check back about these immediate things in a day or two

-Can maybe check in by email? 

-Can talk again next Monday? Or maybe Sunday evenings? Tuesdays and Thursdays will be working until 8

-Can always call/text if need things - will not always check email 

celebrating the kickstarter

Hey all, I just wanted to throw this out there to celebrate the work being done on the kickstarter right now.  Here's a couple photos of the process that is happening at the 5&10 and the studio, but I'm just really excited about it. Every time I watch the animation role through as we have made it so far, a little squeal excitement bubbles out even if I try to stop it.  I'm pumped.  Holla!

Upcoming events

Check out the bee touring and events google calendar for events throughout the summer and fall. Plus add any that you know of. I have shared you all with the calendar.

These events below are coming up really soon. We need to decide if it makes sense to send people and who wants to go. 

Stop the Kaboom

What Festival to bring awareness and find solutions to the devastating effects of resource extraction.

When Thu, June 13 – Sun, June 16

Where Hedgesville, West Virginia

Wild Roots Feral Futures

What The Wild Roots Feral Futures (WRFF) eco-defense, direct action, and rewilding encampment will take place in the forests of Southwest Colorado this coming June, 2013. WRFF is an informal, completely free and non-commercial, entirely participant-driven, and loosely organized camp-out operating on (less than a) shoe-string budget, formed entirely off of donated, scavenged, or liberated supplies and sustained through 100% volunteer effort.

When Sat, June 15 – Sun, June 23

Where Southwest Colorado

Allied Media Conference

What From the intersection of communications, art, technology, education and social justice, we share and develop models for transforming ourselves and our communities.  When Thu, June 20 – Sun, June 23 Where Detroit, MI *Tyler and Recent will be going and giving a workshop. Grassroots Summer Summit What Community and environmental advocates, shale field residents, organizers, and grassroots groups are invited to participate. This kicks off a series of summits we plan to hold in late spring and early fall of every year to: 1) rejuvenate our strength and spirits 2) learn and strategize. Currently taking proposals for other workshops, particularly in media, action, and healing arts. When Fri, June 21 – Sat, June 22 Where Sandy Lake, PA Earth First! Round river Rendezvous What The Round River Rendezvous is the annual gathering of the Earth First! Movement.  The gathering is coordinated by a volunteer committee and includes workshops, campaign discussions, campfire music and a rally with performers and speakers. Perhaps the most important part of the Round River Rendezvous is the informal networking that goes on.  These gatherings are particularly important for developing a cohesive activist network and planning actions on a local level. When Mon, July 1 – Mon, July 8 Where Central North Carolina

Request For Help From Machias High School For 250th Float

Mike Jaques (rhymes with 'snakes'), a teacher at Machias High School, rolled by the house while some of us were outside on the porch Sunday evening. He said his students are making a float for the 250th anniversary of Bad River Falls and while he can make the actual float he would love some more artistic help painting it (he said if he does it it will just be flat grey for the rocks and flat blue for the water). Any and all help would be appreciated. If any bees want to lend a hand call him at 207-907-9513. The 250th is on the 15th, so not much time!

Minutes 13.06.02 - Further Discussion on Tasks/Roles/Immediate Work

Hey guys- I got a little distracted/out of it towards the end of this meeting, so please fill in anything I missed, and of course any amendations corrections additions edits or responses are welcomed!

Meeting Minutes 06.02.13
This is a continued discussion about how to get started on larger roles/tasks and workplanning

Checkin:
-Matt is resetting and plugging back in after a stressful few weeks, slowly starting to sprout again
-Gordo is checking out, thinking about going on tour, unclear of what the future holds for him
-Kyle is a bridge, feelin' good, wants to listen to what other people are thinking, how their patience is wearing

additions to agenda for this meeting:
-plan for guests
- What's going on this week
- Chore chart
- Meal chart
- Room shuffle?

-Ethan is doin great, ready to get started on work, feels like hes got a lot to do, sent out requests for people to figure out how to start, waiting for responses
-Sophie has been working on short term tasks, feels abit like floating not grounded, wants to work on hellhouse, signed up mainly for future event stuff
-Meg has been on urgent right-now big project stuff the whole time, hasn't done a lot of small tasks, hasn't been able to time manage, needs some paid work
-Kaleigh is feeling healthy and happy, which took a while, feeling good about group, excited to start forming and norming, events are coming up real soon and has been working on a calendar, things need responses, has some loose threads wants to follow up with us on, is excited to start coordinating and learning about MR w/peeps who are at distance
-Zoe felt great working on illustration for kickstarter, otherwise feels lost, not sure being helpful, hasn't lived collectively, feels shy, not sure she fits in

Kaleigh: can we have time for talking about feelings? Make sure we create space for that
Kyle: We have the opportunity to create a conscious culture here, we have agency to figure out what that means
Gordo: It would be helpful to think about checking in constantly on things so we can always be fluid and changing
Matt: What about a buddy system? One person to be checkin in with a lot, constantly, so over time you feel super close to that person, makes it easier.

GUESTS:
- in the past the summer has seen the house packed with people, people show up no matter what we say
-if people are calling and asking about coming, do we want to try to pack them all into one clump of time? again, the people who didn't bother to call ahead of time will be the ones who will show up anyways
Kaleigh is happy to have people, esp. who have specific times they are here for and don't need constant feedback and help, as long as there is someone around to supervise
Gordo suggests its good to make space for people but actively manage their expectations, have a pool of to-do tasks, volunteer hours to be filled (is into people filling their hours with us)
Iggy is researching that
Meg is having trouble managing herself, can't concieve of managing others
Ethan would be into it if we had a to-do list for people to pitch in and contribute- we'd need to sort that out ASAP and put some work into it
Sophie asks does it make sense to have a maximum number of people here as guests roughly?
Kayleigh says we have a specific request for an intern, will suss out more info, are there concerns about that?
    -capacity
    -ethical considerations/wierdness around students being exploited as free labor while they
    pay some university, not us
- can we keep in mind also social anxieties around having lots of new people around all the time?

Chore Situation:
- chore wheel?
- what about a chart, Kaleigh has made a list, Sophie will add dates, at the beginning of the week each week we can initial what we are doing for that week
- meal chart is on board
-let's fill both out every monday evening at dinner

Room Shuffle-
- move dehumidifier and shop-vac to Shrapnel House
- deepcleaning the stove there
-TK isn't pumped about his room, we need to clean garbage room
-Kyle happy to move there or other space
-There is a room in the attic opening up

Calendar
-Lots of stuff coming up, Kaleigh and Sophie will make sure people are able to view it, please add to it
-we go to places, that is who we are

ROLES
- 250th is coming right up, two weeks from yesterday, some small tasks for that:
    - silhouette and banners in the grange are going up, Kyle will be doing that one a day, may     need an extra pair of hands for that
    - there are 3 busted silhouettes that could be redrawn on wood and cut out again, any one or     all three of them, if someone is into that
    -Grange needs someone to pay attention to it, specifically needs to make sure it is cleaned     before each of the next two upcoming Friday evenings (Ethan will make sure that gets added     to collective calendars)
    -We are selling letterpress posters to businesses, Soph (and Zoe?) will check back in on     where we are at with that and distribute more if we need to, also be on top of selling those     day-of

-Meg is feeling overwhelmed, is stepping off of Grange and Correspondence stuff
-Kaleigh is taking herself off of Gabfestry stuff

-Website team needs to meet ASAP
-Emma and Josh are coming back Tuesday, we need to check in with them about where they are at with stuff


Kickstarter writing projects: need to check in with Kehben about writing script, writing the page, and figuring out the rewards
also launching a temporary or splash webpage concurrent with kickstarter, we need to figure out what stuff goes where and tighten up our online presence for that launch

Bee work in Murmuration Festival - $50

See email below. We'd need to get back to him asap. Also if individuals have relevant work that could fly too and land you $50:

Subject:	Re: Drone Fiction Festival
From:	"Adam Rothstein" <adam.rothstein@gmail.com

My name is Adam Rothstein. I am a blogger at The State, a Dubai-based publishing practice and I am writing you on behalf of myself and my State co-blogger Olivia Rosane. This June we are launching Murmuration: An Online Festival of Drone Culture, and we wanted to invite you to create a piece to the festival.

We live in the age of the drone. From their military and geo-political uses to commercial and hobbyist proliferation, from their appearance in popular art and music to their growing Twitter presence, drones are becoming an important part of our cultural and physical landscape. To understand and explore their arrival, we will make June 2013 the month of drone culture. We are soliciting fiction, art, video, and music inspired by the idea of the drone to be posted on our Tumblr for the month of June. At the end of the month, we will collect all reprintable materials into both a digital archive document and, hopefully, a printed catalogue.

During the festival, we aim to post 40 original pieces inspired by the idea of the drone. We open for submissions May 1, but, in order to assure the quality of the festival, we are commissioning some pieces slightly ahead of time.

We know that spring is a busy time, and we understand if you are not able to participate. But we believe the moment is right for further advancing the exploration of drones through creative means, and we believe your voice would be an important addition to this endeavor.

We are currently in the process of raising funds, but we have committed ourselves to paying each contributor at least $50. If we raise more, we will find a way to divide the extra among contributors.

We would greatly appreciate it if you would reply to this email within the week and let us know whether or not you are able to participate. The tentative deadline is June 1, but since we will be posting submissions on a rolling basis throughout the month, we can negotiate a later deadline if that is preferable. In addition, if you have any colleagues or collaborators who you think might be interested in participating, please don’t hesitate to send them our way.

For more information, you can visit our Tumblr (http://murmurationfestival.tumblr.com), follow us on Twitter @DroneMurmur, or email us at murmuration.festival@gmail.com

Thank you for the inspiration of your past work, and for considering creating more for our festival.