FccV Core Team Summer Alignment Meeting Agenda
Date: Second Week of July 2026
Location: Zoom (Invite to be sent by Bayley Hedglin)
Primary Objective: Transition from project staging to operational execution of the July San Francisco pilot and synchronize fundraising momentum.
I. Opening: Pilot Status & Student Selection (Jami Bayles & Anthony Lott)
- Student Roster Update: Finalize status of the three confirmed participants and updates on the two active leads (one from D.C. trip and one from Monument Valley).
- Chaperone Readiness: Confirm logistics for the chaperone team, including Marc and Patty Solomon as assistants to Jami and Anthony.
- Compliance: Collection status of the USU media release forms required for all participants.
II. Operational Logistics & Filming Clearances (Anthony Lott & Jami Bayles)
- Venue Verification: Final report on museum and gallery filming restrictions (e.g., de Young Museum) to ensure Gate 7 documentation remains compliant.
- Itinerary & Budget: Final review of the San Francisco itinerary and confirming costs remain within the ~$2,000 per student estimate.
III. Media Documentation & Content Production (Eric Solomon & Marc Solomon)
- Videography Acquisition: Marc to report on rates and availability of three vetted local videographers for the pilot trip.
- Production Pipeline: Eric’s timeline for producing edited pilot footage for the October 1st launch party on campus.
- Asset Diversification: Status of 9×16 vertical reels for Instagram and square versions for LinkedIn.
IV. Fundraising & Web Staging (Jonathan Young & Bayley Hedglin)
- Aggie Funded Launch: Status of the “Total Bar” visibility and real-time donor tracking.
- Social Coordination: Alignment with Sydney’s master marketing plan across Instagram, Facebook, and LinkedIn.
- Benevity Integration: Update on corporate matching instructions and the USU EIN-level giving process.
V. Institutional Alignment & TRIO Grant Integration (Jami Bayles)
- Grant Submission Status: Progress toward the August 31st deadline for the new five-year TRIO grant.
- Narrative Compliance: Finalizing the “permissible service” blurb to satisfy federal career and college exposure requirements.
Project Gates & Operational Roadmap
| Gate | Task | Owner | Duration | Dependencies |
|---|---|---|---|---|
| Gate 5 (Web) | Aggie Funded Live Tracking | Jonathan | Ongoing | Final approval of two-button flow |
| Gate 3 (Social) | Coordinated Social Campaign | Bayley | Ongoing | Receipt of Sydney’s master marketing plan |
| Gate 9 (Pilot) | San Francisco Execution | Anthony | July | Confirmation of all student travel packets |
| Gate 7 (Media) | Pilot Production/Editing | Eric | 8 Weeks | Capture of authentic B-roll and trip footage |
| Gate 8 (Gov) | Expendable Fund Signature | Marc | 1 Week | University creation of autonomous index number Funding and naming of Expendable Fund |
| Inst. Align. | TRIO Grant Submission | Jami | Due Aug 31 | Final generic program blurb from Anthony |
Ongoing Operational Supports
- Student Mentorship & Risk Management: Jami Bayles provides continuous supervision under the TRIO risk management framework, ensuring all travel meets federal and university safety standards.
- Budgetary Oversight: Anthony Lott manages ongoing vendor quotes for lodging and transportation to ensure costs trend below the original $3,500 target.
- Expendable Fund: Marc and Patty provide seed donation to finance promotional video showcasing program pilot.
- Donor Relationship Management: Colleen Hobson (Advancement Office) monitors donor routing via the Benevity designation system to ensure funds are correctly allocated to the FCCV autonomous index.
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