Present: Steve, Steven, Rob, Randy, Radka, Kamila

Items

• Project prioritisation (bear in mind recommendations from AGM and look at Strategic Plan)
• Job descriptions/Coordinators of project
• ICC structure 15:15-16:15
• DG Environment Grant 16:15=17:00

Agenda

1. Project prioritisation
   * We need to organise our current projects before we start coming up with new projects. we decided to prioritise our current projects as ICC staff, similarly to how the AGM did the same.
   (1) World Carfree Day and the Visegrad Project each got 7 points; (2) The Conference and Websites each got 3 points; (3) Carbusters, Autoholics Anonymous and Media (which is not a project) each got 2 points; (4) the Biketour, the Resource Centre, the Mobility Justice Project, and other meetings besides the Conference each got 1 point.

Roeland and Steve will come up with a project outline for World Carfree Day.
From the WCD working group it was proposed to:
Steve and Roeland will work on it

• make the resources that we have immediately available on the website
• write press releases
• organise existing resources
• improve tone of page, add some excitement

patrick volunteered to rewrite text Timeline
* end of July: resources on-line
2. Visegrad Project

• one half-time person working full-time - Steven is coordinator

3. Conference

• 1/4 to 1/3 time - Randy is Coordinator

4. Websites

• Steve might need someone who can help put stuff on the web
• find some volunteers for web maintenance

5. Autoholics Anonymous

• Steve will stay as coordinator

6. Resource Centre

• Randy will coordinate the resource centre
• making sure there is stock
• have an Excel sheet tracking how many books, etc. have been sent out/sold (update inventory)
• once a month, you separate the ones that arrive by post and the Kagi one and you enter them in
• there should also be some way of tracking material going in and out of the office whether through free stuff or stuff sold

7. Magazine

• Rob is the interim coordinator of the magazine

8. Bulletin

• Steven will coordinate this project

9. Media/Mobility Justice

• do we want to allocate staff time to media?
• yes, we want it to be a priority, but we don't have the money or the person for it. so this is something to prioritise fundraising for.

1. Job descriptions/Coordinators of Project

• Randy: Member liasion; Conference coordinator; EC Grant Management; Organising AGM; Autoholics Anonymous; Magazine co-editor
• Vincent: Magazine (Rob); websites and World Carfree Day (Steve)
• Anna: Resource Centre; Visegrad Project (Steven); Magazine (Rob)
• Roeland: Fundraising (50% of the time); Biketour, and; World Carfree Day with one EVS working full time with him
• Arie (and subsequent fundraiser that replaces her): 2/3 time - General Fundraising Coordinator (Foundation grants, EC core grants, inquiry letters, Embassy and Minstry of Environment grants, appeals, searching for new grant opportunities, pass on fundraising opportunities to member organisations)
• Steven: Coordinator of Visegrad Project, Bulletin, info@carbusters.org
• Kamila: EVS Coordinator (30%); Accounting with Radka; Office Manager; Czech liason
• Steve: Webmaster; Autoholics Anonymous (co-coordinator); sending and responding to emails at info@worldcarfree.net; Carbusters co-editor; World Carfree Day coordinator

1. Coordinators' Responsibilities

• write grants, sign the grant contract/applications, work on the interim and final reports; deadlines; coordinate the volunteers; know the specifics of the grant

1. ICC Structure
   

Kamila thinks that (either now or definitely if we have more staff) it would be important to have someone in the office to have an overview of everything in the office and the network (including projects, financial state, etc.) and make sure everything's running smoothly and following decisions of AGM, but not be a director in terms of decision-making. Something like a coordinator's coordinator.

We decided to take people's thoughts on this idea.

• Steven: good idea.
• Randy: I should change my current title from co-director to network coordinator or membership and conference coordinator.
• Arie: Kamila will write up proposal for task division of this role or position.

1. DG Environment Grant
   

This is an administrative (core) grant for environmental organisations active on the European level, and they pay for 70% of our core budget, without a limit on our budget (unlike EC YOUTH's core grant). Applying for this grant takes Arie's time for two months and the deadline is late this year. And we have information that we might not get the grant the first year we apply.

Kamila feels it might not be a good idea to apply because we should be more settled and organised first. And also when we get a larger amount of money coming in, we have to find more and more matching funds.

Arie: The grant would require us to develop our existing projects somewhat more, and have a couple extra staff people, but basically it's the only grant in the universe to fund what we're already doing and allow us to be more financially secure.

We must be careful when putting the budget together, to ensure that we'll have matching funds if we get the grant, and for the same reason we should be careful not to ask for too much money.

We must change our statutes and name to World Carfree Network Europe and provide an explanation of why we were not previously registered as international. So we don't need to re-register our organisation completely.

Arie's doing a work plan and needs to know what two new positions we would prioritise having. We would say media/campaigns, and then Visegrad, World Carfree Day, and magazine/resource centre distribution and outreach.

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