User:Mike Peel/Workspace

This is a scratchpad that User:Mike Peel uses to keep track of what has been done recently, and needs to be done.

Secretary role

• Implementing the AGM resolutions
  • Change of name: RS dealing with this
  • Articles updated - updated versions need to be sent to Companies House and Charities Commission (and elsewhere?)
• Updating Trustee access - detailed progress is at Talk:Agenda 30Jun12
• Helped respond to meta:Funds Dissemination Committee/Chapter Finances Survey/UK
• Assembled first draft of Agenda 30Jun12 for Fæ to progress
  • Noting finalised email decisions on that page
  • Decision-in-progress about staff probation periods. Currently unclear as to whether this needs to be a full board decision, or whether it is a decision that can be delegated to the Exec.
• Need to expand Minutes 12May12b
• Welsh Wikipedia Aberystwyth library meeting on 15 June, 2.15pm. Potentially attending unless anyone else is able to. Roger is taking the lead with this.

Sysadmin role

• Tackling issue with the VPS being sluggish due to other users on the same server. (chasing webhost support)
• Need to work on Tender for Systems Administrator WMUK
• Joomla + CiviCRM need updating
• Wikis need updating to 1.19.

Miscellaneous

• Duplicate Viking Direct payment on 4 April, being looked into by the Co-Op and Richard.
• Reports - Reports/2012/May, Reports/2012/April, Reports/2012/March, Reports/2012/February, Reports/2012/January, Reports/2011/December, Reports/2011/November - transferring lead to office
• Need to figure out how to integrate Frequently Asked Questions into the wiki structure.
• Have been supporting the establishment of the Conferences Committee. Have set up the domain name of http://www.wikiconferences.org.uk/ and the mailing list at conference-committee-l, will also be supporting the setting up of volunteer email address at the wikiconferences.org.uk domain as needed. The role of this committee is to be discussed at the next board meeting.

Expense claims

• As one of the main signatories to the WMUK bank accounts, I have been authorising expense claims and invoice payments as need be via Unity Trust online banking. As the lead of the two trustees that have access to the co-operative account, I have been undertaking reimbursements from that account and transferring funds to the Unity Trust account as needed.
• The only outstanding reimbursements that have taken longer than 24 hours, aside from my own, that I am aware of are as follows:
  • National Archives, £4,995 from the digitization budget for the World War project. This is currently pending receipt of the digital images and confirmation of the copyright release at the WMUK office.
  • Roger Bamkin's expenses from 2011. There are currently a couple of outstanding queries on his latest expense claim (of £2,189.06) before these are reimbursed.
• I cannot currently request reimbursement of my expenses since expense claims currently rely on authorisation by of Jon and myself, and I cannot authorise my own expense claims.
• My current outspending expenses sum up to £1,694.14. The corresponding claims are as follows:
  • 27/09/11, Girl Geeks cake, £20.00
  • 21/11/11, SSL certificate, £11.99
  • 08/01/12, OTRS workshop, £796.60
  • 03/01/12, Skype call (3 Jan meeting), £15.20
  • 18/02/12, wikilovesmonuments domain names, £14.16
  • 05/04/12, Domain name credits, £204.00
  • 15/04/12, Board meeting + finance meeting, £148.02
  • 15/04/12, Driving to meet Roger + Andrew for treasurer handover, £66.75
  • 15/04/12, Exec meeting, WMUK office, £83.94
  • 20/03/12, John Rylands meeting, £28.95
  • 15/04/12, Extra costs at Exec meeting, WMUK office, £5.79
  • 22/04/12, Board meeting, Monmouth, £139.48
  • 08/05/12, Skype call (board meeting), £7.05
  • 08/05/12, Phone calls (March, April, May), £45.12
• I am willing to document and explain all of my expenses to any WMUK member that requests them. I am committed to minimising my trustee expenses as much as possible, whilst maintaining my effective involvement in WMUK activities.
• There is currently an outstanding action on the office to release information about expense and invoice reimbursements via the public wiki. These include:
  • Breakdowns of the funds expended from the various 2012 Activity Plan budgets, and projections for the future
  • The Office and Chief Exec's expenses should be made publicly available as per the Finance Policy.
  • Summaries of other expenses should be made publicly available, again as per the Finance Policy.
• I need to raise the issue of how per diem payments are rescaled for events such as WMUK board meetings where meals are covered by the event. In particular, per diem repayments for events where breakfast and lunch are directly covered by WMUK or partner organisations, and/or where evening meals are paid for centrally, need to be revised.
• There was a misunderstanding with Unity Trust about the definition of double authentication. Richard Symonds has access to the account to set up transactions but not authorise them, whilst Jon Davies and myself can authorise the transactions. Unity Trust was originally taking RS + JD as double authentication and hence undertaking transactions, whilst it should be RS setting up transactions with JD + MP authorising them. This has subsequently been resolved such that RS sets up transactions and both JD and MP need to authorise them. In the near future both Fæ and Johnbod will also be able to authorise expenses.