View source for Govcom Agenda 16May14

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Govcom meeting at WMUK offices on 16th June 2014 at 2pm.

===14/14 Publication of expenses (cf Financial policy)===
Discuss how this works (and how it should work). Has been unclear for a long time.

===15/14 Governance audit ===
Discuss timing and scope of final governance audit.
====Notes====
* Hudson recommendations all done.
* Chapman recommendations (see [[WMUK:Interim governance audit report recommendations, Oct 2013]])

===16/14 Relationship with volunteers===
Discuss progress of volunteer working group.

===17/14 Board committees===
Discuss possible changes to charters.  Drafts are available on the wiki:
* [[Audit and Risk Committee charter/Draft]] 
** [https://wikimedia.org.uk/w/index.php?title=Audit_and_Risk_Committee_charter%2FDraft&diff=56403&oldid=56401 diff]
* [[Governance Committee Charter/Draft]] 
** [https://wikimedia.org.uk/w/index.php?title=Governance_Committee_Charter%2FDraft&diff=56402&oldid=56375 diff]
====Notes====
Approved at board meeting of Dec 2013:  ''Review and re-define if necessary the remit of the board committees to enhance the charity's ability to make real progress between meetings, and to achieve our stated aim of reducing meeting length. Consider whether as part of their standing remit the committees should have any delegated powers.''

===18/14  Non-board committees===
Discuss proposed general charter for off-board committees (subject to community and board feedback)

====Notes====
Approved at board meeting of Dec 2013:  ''Redefine the role and purpose of the non-board committees to give them greater prominence, and if need be re-constitute and re-vitalise them with greater volunteer input to drive forward programmes. At present, the roles and memberships of non-board committees are somewhat unclear, and that has led to atrophy and lack of focus. Board/committee communication needs to be improved, and better board support for the committees’ work is needed. We would hope and expect that this will result in considerably greater community involvement.''

* Structure
* Terms of reference
* Defining membership
* Reporting requirements

''Current Committees:''
*[[General Committee Charter|Current General Committee Charter (draft)]]
*[[Education Committee Charter|Current Education Committee Charter]]
*[[Technology Committee|Current Technology Committee page (no formal charter)]]
*[[GLAM/Task force/Charter|Current GLAM Committee Charter]]
*[[Grants Committee|Grants Committee (no Charter yet)]]


===19/14 Updating the Articles===

====Notes====
Approved at board meeting of Dec 2013:  ''In preparation for the next AGM, start work on a review of the charity’s articles to ensure that they are fully compliant with best charity practice and with recent changes in charity law. There are also some specific issues that have arisen on which we would like greater legal clarity, namely:

:''a)  vires for the CE's delegated day-to-day management powers (including budget-management, making of procurement contracts and management of staff) under his existing Delegation Scheme or any future modifications of it;''
:''b)  vires for the July Board's decision to instruct the CE to handle membership applications;''
:''c)  vires for bank mandates; and''
:''d)  legal status of observers at board meetings and board committee meetings.''

* What changes are needed?
* Legal advice
* community involvement
* AGM
* Consider Chapman recommendation C14: ''WMUK to consider setting a maximum term of office for their trustees in place of members’ right to continually elect the same trustees.''
* Registration in Scotland - Members' resolution to confirm Art 30 following Charity Commission consent received since the 2012 AGM


===20/14 WMUK honorary officer roles===
Agree roles to put to board


===21/14 Update Scheme of Delegation to the CE===
====Notes====
(Chapman recommendation C4)
:*[[Scheme of Delegation|Current Scheme of Delegation]]
:*Background: [http://www.google.co.uk/url?sa=t&rct=j&q=&esrc=s&source=web&cd=2&ved=0CDgQFjAB&url=http%3A%2F%2Fresource.ancreative.co.uk%2F32kx0ghj7uucow0kowows8skkgo88w4w%2F100-30743&ei=IxLIUtTvO4WUhQeT5IGICQ&usg=AFQjCNHXaM6VqDPbxwzeFVxQyuPZln_gVg&sig2=Y999fFwPOBYS8Wv_UUejHw ICSA paper on Matters Reserved for the Board]
:* [[:File:CEO_JD.pdf|CEO's Job Description]] - also see [[Recruitment procedures/CE|recruitment pack]]


===22/14 Standardizing the format of staff reports to the board===

====Notes====
(Chapman recommendation C13)
:'''''From Chapman, para 44:'''''
:''We also recommend that WMUK uses a standard Board template for its reports. Typically a template might include:''
:• ''Date/Title/Author''
:• ''Decision route''
:• ''Recommendation''
:• ''Executive Summary (if a long report)''
:• ''Background/Issue''
:• ''Timing''
:• ''Risks''
:• ''Costs/Value For Money''
:• ''Links to Strategic Plan''
:• ''Detailed report''


===23/14 Preparations for elections 2014===
Discuss progress.
* [[2014 Annual General Meeting/planning]]

===24/14 Transparency ===
A quarterly narrative is required for transparency compliance against the transparency KPI "''Transparency compliance as determined by Govcom against published transparency commitments''".  This relates to Strategic goal G2b.2: "''We have a high level of openness and transparency, and are recognised for such within the Wikimedia movement and the UK charity sector''". See [[Strategy monitoring plan]].
====Notes====
A request for community feedback has been made on the Engine Room: [https://wikimedia.org.uk/w/index.php?title=Engine_room&diff=56414&oldid=56373 here].

=== AOB===

=== Date of next meeting===

[[Category:Meeting agendas]]
[[Category:Governance Committee]]