Reports 30Jun12

Below are the Board and Staff reports to the Board Meeting on 30 June 2012; see Agenda 30Jun12.

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.
   • What details, which items, and where are we to complete them? The Land (talk) 21:12, 3 June 2012 (UTC)
     • See the subpages of 2012 Activity Plan, e.g. 2012 Activity Plan/Travel grants. Mike Peel (talk) 20:02, 6 June 2012 (UTC)
2. All board to read about Associates and Fellows.

Fae (and GLAM programme)

Report

Actions

1. Fæ to establish GLAM Task Force 2 (discussed and to review with Daria along with potential for GLAM social network event)
2. JD/Fæ Horniman Museum approach (JD passed to Stevie)
3. (Backburner) Fæ to compile a briefing for partners on issues and expectations surrounding in-residency projects.
4. JD and Fae to organise reporting processes for Monmouth, and to figure out improvements the general process for project reporting.
5. Fæ to confirm with the National Archive that, in order to pay the invoice, we need to have a copy of the images and the agreement releasing the images under a free license, but that uploading them prior to paying the invoice is not necessary.

Michael Peel (Secretary)

For my work in progress, see the scratchpad at User:Mike Peel/Workspace.

Most of my secretary work has been noted in the main agenda, so I won't repeat that here.

Done

1. Have worked through far too many emails sent to private mailing lists. Please can we get better at making use of this wiki?
2. Britain Loves Wikipedia close-off has now been handed over to the Office. Two prizes had been awarded prior to the hand-over; the rest are currently outstanding.
3. The leadership of assembling the monthly Reports has now been handed over to Stevie. There is still a significant backlog of activities to be recorded, though. I'm adding content to the reports as I am able to, and expect other staff, trustees and volunteers to do the same. This is our principle report for recording our activities, so adding content to it is rather important!
4. As one of the main signatories to the WMUK bank accounts, I have been authorising expense claims and invoice payments as needed via Unity Trust online banking - in the last few weeks this role has been handed over to John Byrne as treasurer. As the lead of the two trustees that have access to the co-operative account, I have been undertaking reimbursements from that account, and have been transferring funds to the Unity Trust account as needed.
5. Helped respond to meta:Funds Dissemination Committee/Chapter Finances Survey/UK
6. Have been supporting the establishment of the Conferences Committee - to be discussed elsewhere in the agenda.
7. Attending Wikimania 2012, also visiting WMF offices at the end of July.
8. Have stood down from being a list admin of chapters-l. Yay, fewer emails.
9. Various sysadmin duties have been carried out, including:
   1. Tackled an issue with the VPS being sluggish due to other users on the same server.
   2. Wikis updated to the latest versions (1.19a)
   3. Various server maintenance, including work on greylisting.
   4. CiviCRM membership cron now running daily
   5. 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.

Status of budgets

1. 2012 Developer budget (on-wiki page outdated)
   1. Have been working on Developer job description with Jon, Doug and Chris. This will take up the lion's share of the budget, with the rest spent on hardware and contracting.
   2. There is the potential for a significant overspend on this budget via contractors, if we want to bring plans forward, or if extra capacity beyond the developer is needed.
2. 2012 Travel Grants budget
   1. Finance Meeting and Chapters Meeting sponsorship has now been closed off.
   2. Wikimania scholarships are currently in progress. Concerned that this item will overrun the cost estimate, though.
3. 2012 Grants budget
   1. Microgrants/Core Contest (prizes) completed, with prizes awarded. A re-run of the competition is planned for August.

Concerns for discussion

1. The formal record of the agreements that WMUK has entered into at Agreements is very incomplete. This incompleteness includes
   1. An MoU for the British Library Wikipedian in Residence
   2. There is no formal agreement in place with Roger and Terence for the QRpedia project.
   3. We have yet to approve a formal agreement for Monmouthpedia. The trademark agreement with WMF is also currently unavailable (I've sent a request for this document on 21 June)
2. There are issues surrounding the provision of a grant to the National Archives to digitize World War works that need to be resolved, although the invoice for this has now been paid.
3. Need to discuss Donation and grant acceptance and Representing Wikimedia UK
4. There are still backlogs in expense repayments - in particular mine and Jon's - that need clearing. My oldest outstanding claim dates back to September 2011.
5. Roger Bamkin's 2011 expenses, which have been paid, need to be have the receipts double-checked by the Office once they're returned from the auditors.

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 talk to Cadw about a collaboration.

Coming Up

• May 19 -Monmouthpedia launch - lots of problems which are in hand. Contentious issue is a food leaflet which carries the Wikipedia logo. Lots of disparate views. Leaflet created negative reaction
• May 25 - attended Olympic torch celebration at Shire Hall with Steve Virgin and Sam. John Cummings took video. Lots of VIP interest.
• May 29 - Meet Welsh ministry civil servants re collaboration with cy and en wikimedia. Robin Owain and John Cummings present.

Chris Keating (incl Fundraiser)

Reports - Fundraiser

• Took part in recruitment of fundraiser
• Currently working on handing over from 2011 fundraiser to the post-holder
• Have had some input into our discussions about the fundraising agreement and FDC, and Jon & I met Stu West for lunch

Reports - World War I

• World War I editathon proceeding according to plan, should have happened by the board meeting

Actions

1. Fae and CK to merge Friendly space policy & Participation policy and submit the result to the board for approval by email.

Joscelyn Upendran

Reports

Actions

Doug Taylor

Reports

Actions

Volunteers

Martin Poulter

I'd like to continue to regularly report to the Board, although this entire weekend is taken up with a conference so I'm not available either in person or electronically.

Report

• Education strategy is at what I regard as "version 1.0": it sets down what I think, and especially what I learned from attending the Wikipedia in HE Summit in Boston last year, but I'm seeking more input both from the education sector (using the strategy as a publicity tool) and the community. Please read. Sorry it's taken so long.
• Wikimedia for schools workshop: a write-up of some ideas that came to me during the Training the Trainers workshop. I'm not qualified to polish it up and deliver it: that would have to be teachers themselves. Some variations of these ideas could be run at the EduWiki Conference.
• Draft flyer for the EduWiki conference This is a "universities" version: there could also be a "schools" version. Seeking feedback from partners before it's ready to print.
• Contacting people in connection with EduWiki conference: we will have speakers associated with the Foundation, WMDE, JISC, UK academia & the Mozilla Foundation. Thanks to the Staff and Board for help with this so far: still seeking speakers for some slots and more people to fill out discussion panels.
• Gave a Research on Learning Innovation seminar at the University of Leicester, to the BDRA team (very influential in research on innovative ways of teaching). I didn't convince every single person in the room, but on the whole they were very enthusiastic, and receptive to the idea of improving Wikipedia as part of a new course they are launching. Storify of reactions
• Trying to record video "trailers" for the conference, but it's hard.
• Met with someone from JISC Digital Media to discuss the Digipedia project and what lessons can be learned from Wikipedia about encouraging community contributions.
• Wrote a long essay on the approach we need to take to training.
• Attended the TfT workshop and had long follow-up phone conversation with Candy: will feed back on this in a private channel as it needs to be discussed in-camera.
• Cancer Research UK and Parkinson's UK both want training workshops. I have passed these on to Daria. Currently ball is in their court to find a day, location and attendees. Society of Biology and Physiological Society have also been in touch about training events: Daria is handling.
• Volunteered to help with Andrew Gray's training workshop in Birmingham, if I'm free on the day.
• Overloaded self: apologies to those I've been out of touch with. The VLE project has brought up lots of email traffic that I haven't yet had time to address (sorry Charles). I need help with things that aren't directly related to EduWiki.

Request

• I'd like the Board to grant me some sort of nominal post that explicitly connects me to the work I'm doing, such as "Higher Education lead". This would be purely nominal, involving no privileges above any other ordinary volunteer. It would help me approach people in Higher Education (especially senior management). I would add it to my email signature and wiki profiles, and introduce myself as the Higher Education X when talking to partner organisations. It would last until the next AGM, when I would have to apply to the new Board, but the title could be revoked at any time if the Board or Chief Exec decided I was bringing the charity into disrepute or undermining its objectives. Please consider whether this would be a good idea.

PS now that I've read about Associates, this is a role I'd like if you choose to go with it. I'm not clear on the distinction between Fellows & Associates, but presume that the latter is what I could be considered for.

Staff

Jon Davies (CEO)

Reports

File:5YearplanforBoardJuly1st(1).pdf

Actions

1. 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. Need much more input.
2. 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.
3. JD to push forward the QRPedia transfer of ownership. Has become embroiled in broader issues around Monmouth. Now with Fae.RB, JD, Fae, Terence Eden and RS to meet to take the transfer of ownership of of QRpedia forward. With Fae.
4. JD to draft a harassment prevention process, including the steps leading to referring a situation to the police. Doing... Need Fae input.
5. JD to co-ordinate the creation of a position paper on conflicts of interest and get trustee comments on it. ETA is around June 2012.
6. RS and JD to ensure that the transfer of financial control from the current Board to the new one happens smoothly after the AGM, and that the change of signatures forms are completed at the board meeting immediately after the AGM. Doing...

Richard Symonds (Office Manager)

Actions

1. RS to send links around to the Associates and Fellows proposal.
2. RS to assist with chasing and clearing the backlog of outstanding submission of expense claims. Doing... - Nearly done, only one or two pre-2012 payments to make
3. 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, ongoing task. 'Red flagging' is done in the email of membership applications sent to the board.
4. RS and MP to organise circa £2.5k of funding to develop an open-source solution linking CiviCRM and UK Direct Debits. Doing... - in discussion with CiviCRM.
5. RB, JD, Fae, Terence Eden and RS to meet to take the transfer of ownership of of QRpedia forward. Carried forward - waiting on others to organise meeting
6. RS to make an Office Calendar which is more publicly accessible. Doing... - looking at system at http://calendar.wikimedia.org.uk/month.php, but this occasionally throws up errors.
7. RS and JD to ensure that the transfer of financial control from the current Board to the new one happens smoothly after the AGM, and that the change of signatures forms are completed at the board meeting immediately after the AGM.

Stevie Benton (Comms)

Reports

Quarterly report

File:Commsreportto30Juneboardmeeting(1).pdf

Proposed Comms strategy

File:WMUK comms strategy v1.2.pdf

Actions

1. Comms person to look into organising a media training day for staff, trustees and volunteers. Carried forward
2. Create content for Monmouthpedia launch event on 19 May Doing... - waiting on approvals from RB, SV, Monmouth, John Cummings
3. Work with Steve Virgin to develop relationship between WMUK and the PR industry Doing...
4. Develop group of volunteers to support the media objectives of the Monmouth launch Doing... - group of four agencies confirmed, more to come from CIPR and PRCA. Communication ready to go out to group tomorrow and then set up appropriate conference call and delegate actions
5. Evaluate WMUK activity against the comms and promotion element Doing... / Done - Level one is complete. Level two is pending.
6. Undertake thorough review of WMUK communications activity with a view to writing the new comms strategy Doing... - first draft is created for discussion at 2012 Communications Review
7. To discuss Horniman Museum relationship with Fae Carried forward

Daria Cybulska (Events)

Report

File:21612BoardReport-DC.pdf

Actions

1. Daria to draft forms for project leaders to report back to the office and board etc. Doing... (google docs) created and is with Jon for comments and further development

• Wikimania 2012 scholarships

• Working on agreeing on their flight details and booking the tickets. 2 out of 7 have flight details agreed so far Doing...
• Working on sorting out accommodation for the scholarship recipients Doing...
• Estimate costs for scholarship delegates (7 people) £5300
• Also looking after the remaining chapter delegates (staff, trustees) and their flights / accommodation Doing...

• Merchandise of sufficient quality has been sourced. Some pictures of the merchandise already available can be found on Commons.