Hello, 3D env' artist here !
I think we could name (elect or chosen by dictatorship) a "lead" for every section : concept/gamedesign, coders, sound, artists. Only the four leads and the project manager can access the mailbox.
Then we should ask people to fill a form to apply on specific position, something like this :
Subject : [art] animator application
So it will be easy for leads to identify who is applying to which position.
The same kind of organization could be applied to the forum :
Art Section (subforums : environment, character design, animation)
Code Section (subforums)
Sound Section (subforums)
With a main post updated daily/weekly by leads on what is needed, completed and who is working on stuff.
The FAQ is a good idea, however we could even create a Wiki updatable only by us