Have you thought of using wunderkit?
it's a very simple way to collaborate in projects like this,
you can talk, set tasks for specific peoople with deadlines and
add notes with any information needed.
www.wunderkit.com

Or stixy, to work on like a whiteboard.
http://www.stixy.com

There are many collaboration systems created for projects such
as this, i'm surprised that you're using a mailinglist with wiki whiteboards
when the internet has way better tools for organizing collaborative
workflows.

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