Reports 8May12

Below are the Board and Staff reports to the Board Meeting on 8 May 2012; see Agenda 8May12.

Templates for actions: {{done}} Done, {{cf}} Carried forward, {{canc}} Cancelled.

If something needs discussing for longer than a minute, then please add it to the Matters Arising section on the agenda.

Board

All board

1. All budget owners are asked to complete the details of their items by the next board meeting.
2. All to publicise the AGM on May 12, putting particular emphasis on booking train tickets early.

Fae (and GLAM programme)

Actions, ordered by importance

1. (*) Fæ/Daria - As a countermeasure for these risks, I propose another GLAM networking event in May to encourage (new) leaders to step forward.
2. (Late) MP/Fæ Blogs or reports from the recent India scholarships to be received and published, may require re-prompting.
3. Fæ/JD/RS Strategy 2 day - to be scheduled for the new board as part of initial agenda.
4. Fæ to establish GLAM Task Force 2 (discussed and to review with Daria along with potential for GLAM social network event)
5. JD/Fæ Horniman Museum approach (JD passed to Stevie)
6. (Backburner) Fæ to compile a briefing for partners on issues and expectations surrounding in-residency projects.

Michael Peel (Secretary)

Split into roles:

Board

• Minutes (Minutes 15Apr12 needs work?)
• Membership approvals - in-camera report for list of names and locations. Last approved 13 April.
• Budgets that I am (nominally) responsible for:
  • 2012 Developer budget: To be expanded.
  • 2012 Travel Grants budget: Wikimania, Finance Meeting, Chapters Meeting sponsorships are in progress (see below).
  • 2012 Grants budget: In progress. Needs attention.
• Covering treasurer duties from AT, including making invoice payments and expense reimbursements as needed.
• Many, many emails worked through...
• RS and MP to organise circa £2.5k of funding to develop an open-source solution linking CiviCRM and UK Direct Debits.
• Outstanding policies: Trustee Code of Conduct, Participation policy

Grants

• Macrogrants currently require board approval - to investigate setting up a grants committee.
• Pending:
  • Microgrants/Wikinews reporter IDs - Pending preparation of a code of conduct.
  • Microgrants/BL photocopies - in principle approved, but needs a page setting up to implement it.
  • Microgrants/World War I resources - currently a draft microgrant, not yet submitted.
• Recently approved:
• In progress:
  • Wikimania scholarships
  • Microgrants/Core Contest (prizes)
  • Microgrants/RMS Titanic research in England and Microgrants/RMS Titanic research in Northern Ireland
  • Microgrants/Oxford Law Competition
  • Microgrants/Gibbons Stamp Monthly Digital Archive 1890 - 2009
  • Microgrants/Copyright law
  • Microgrants/Elections in Europe
  • Microgrants/In Defence of Naval Supremacy
  • Microgrants/Persian miniature painting book
  • Microgrants/Shore Establishments of the Royal Navy
• Closing off:
  • Finance meeting support
  • Chapters meeting support
  • Microgrants/London Wikipedia academy - only pending confirmation that the expenses were reimbursed.
  • Microgrants/Brighton Hackathon 2011 - one expense claim outstanding before this can be closed.
  • WikiConference India Scholarships - Still pending some expense claims. Report being written at WikiConference India 2011 Report
  • WikiSym Scholarships - Hotel bill from the WMF outstanding; needs to be paid before this can be closed off.
• Recently closed
  • Microgrants/University of Manchester Outreach

Administrative

• Backlogged. Reports/2011/November, Reports/2011/December, Reports/2012/January, Reports/2012/February, Reports/2012/March, Reports/2012/April. Task being transferred to office.

Sysadmin

• Normal maintenance (including general system upgrades) and backups carried out.
• Mailman now fixed and working again.

Volunteer

• Geocamp - on back burner at the moment, needs picking up in concert with Daria.
• Closing off Britain Loves Wikipedia Doing... - two prizes now awarded, with the rest in progress. Need to give Jon info about this.
• List admin. wikimediauk-l: trying to sort out issue with archives being semi-confidential, and keep moderator queue clear. chapters-l: ongoing maintenance, need to pass on.

Roger Bamkin

Actions

1. RB and JD to prepare a draft on Metrics by 3 jan] <- see CK offer Carried forward
2. RB to propose an outline to the next board for next year's board structure. ((cf}}
3. RB to go ahead with the ideas & plans he has come up with for the Wikimedia UK Awards. The prizes would be kept by the recipients rather than returned.
4. RB, JD, Fae, Terence Eden and RS to meet to take the transfer of ownership of of QRpedia forward. = Tuesday

Other stuff

Coming Up

"Grand Project" Hertfordshire Uni with MLP (QRmedia (sic))

• AGM on May 12 - talking or leading?
• "Communicating the Museum" - My abstract was accepted (on QRpedia). Lori had agreed to present but has now declined. Funding for Terence or I?
• Invite to present at Wikiconference in Estonia at end of May on WMUK/QRpedia
• May 19 -Monmouthpedia launch

Chris Keating (incl Fundraiser)

Reports

Actions

1. JD and CK to reconcile the data protection and donor privacy policies.
2. Fae and CK to merge Friendly space policy & Participation policy and submit the result to the board for approval by email.

Martin Poulter (incl Education budget)

Recent

Actions

1. Strategy, publicity & event preparation for Wikimedia Universities Programme Doing...
2. MLP to devise an interactive starter session for the AGM.

Upcoming

• Delivering training workshop for British Psychological Society
• Visit to University of Leicester with Daria about conference logistics
• Visit to University of Hertfordshire with Roger about various aspects of university engagement

Steve Virgin (incl Wikimania Bid)

Actions

• SV to discuss whether the Science Museum's definition of 'AV equipment' includes webcasting, and how much that would cost. - *Understand this to now be with Daris (SV)

Staff

Jon Davies (CEO)

1. 2012 programme report for April board at https://docs.google.com/document/d/1Rg7-iKkwXtUIYzkOsG0dvS9ZzYtFLop8hLT-A6LydMs/edit
2. Data protection insurance. Quote for £2000+ to protect our data - seems absurdly expensive. Have questioned insurance company.
3. JD/Office to look into a software solution to track actions and plans. Doing... Looking at which actions most meaningful to track track. Have asked for people's preferences and am receiving suggestions. First suggestions = payment of expenses, payment of invoices. thanks emails to donors, replies to emails and phone messages.
4. RB and JD to prepare a draft on Metrics by 3 Jan. Doing... See 2 – should all integrate. Will fit in to five year plan targets. See above.
5. JD, MP, SV and CK to assemble a first draft of the Annual Report by February for the Board to review it. Several contributions received by March 1st. Stevie Benton now in post and has posted a pdf draft of the Annual Report for comment. Emailed round on 22nd March. Deadline for finished copy March 31st. Done
6. JD to set up the process of a trustee induction for new trustees. Fae has participated in one day course. Will be able to offer similar to all trustees at local venue through regional voluntary sector organisations. Then move on to the whole board training Fae has arranged with Peter Williams. Doing...
7. AT and JD to organise the pensions scheme Doing... Has become MORE complicated.
8. JD to push forward the QRPedia transfer of ownership. Has become embroiled in broader issues around Monmouth. Now with Fae.
9. JD to integrate the text from the Google document into 2012 Activity Plan, and to use that as the main point for developing the plans for our activities this year. Awaiting feedback from stakeholders Doing...
10. JD to communicate the increase in the number of days of staff holiday with other staff and modify their contracts as needed.
11. JD and CK to reconcile the data protection and donor privacy policies.
12. JD to take a standard Non-Disclosure Agreement and redraft it into something suitable for WMUK.
13. JD to draft a harassment prevention process, including the steps leading to referring a situation to the police.
14. JD to draft an expansion of the whistleblowing policy set out in the staff policies, to allow non-staff members to whistleblow.
15. RB and JD to raise the issue of improving communication and cooperation with their counterparts at the WMF (Ting Chen and Sue Gardner respectively)
16. JD to turn the draft sysadmin requirements into a proposal to send out the the industry.
17. CK and JD to set out a job description for support for WMUK fundraising
18. RB, MP, AT, JD to organise an exec meeting asap to discuss banking arrangements. RB to talk to AT regarding payment delays.
19. RB, JD, Fae, Terence Eden and RS to meet to take the transfer of ownership of of QRpedia forward.
20. RB, JD and MP to discuss possible AGM speakers and arrange who will be speaking and how to split the time.
21. RS and JD to come up with a list of those people attending the Monmouth meeting for the purposes of planning meals, hotel rooms, etc.
22. JD to raise any outstanding financial issues in a simple ledger/report to the board at Monmouth
23. Requested action/question from MP: could the equal opportunities statistics for staff hires (both past and future) be publicly released? Discuss
24. Requested action/question from MP: I understand that there is a shared calendar that sets out WMUK staff activities and holidays. Please could this be made publicly available? Discuss

Richard Symonds (Office Manager)

Actions

1. RS to assist with chasing and clearing the backlog of outstanding submission of expense claims. Doing...
2. RS to set up weekly email of pending members to the board for approval. Also to look into 'red flagging' systems to identify any problematic membership applications that might be received. Carried forward

   Currently fortnightly. Richard Symonds (WMUK) 10:29, 12 February 2012 (UTC)

3. RS and MP to organise circa £2.5k of funding to develop an open-source solution linking CiviCRM and UK Direct Debits. Doing...
4. RS to email a list of 'interesting donors' to RB, who will ask them if they would like to speak at our AGM. Carried forward
5. RB, JD, Fae, Terence Eden and RS to meet to take the transfer of ownership of of QRpedia forward.
6. RS to make an Office Calendar which is more publicly accessible.

Stevie Benton (Comms)

1. Comms person to look into organising a media training day for staff, trustees and volunteers.