Agenda 11Feb12

Agenda for Board meeting on 11-12th Feb at the WMUK office, Development House, London

Meeting theme: New Trustees and AGM

Supporting IRC irc://freenode/wikimedia-uk-board (useful if your voice connection fails)

Minutes being written at http://etherpad.wikimedia.org/WMUKMinutes, in-camera

Attendees

Expected:

• Trustees:
  • Roger Bamkin [RB] (Chair)
  • Fæ [Fæ]
  • Chris Keating [CK] (regret I will need to leave the Saturday afternoon session at 6pm prompt to attend another evening commitment)
  • Mike Peel [MP] (Minutes - support)
  • Martin Poulter [MLP]
  • Andrew Turvey [AT]
  • Steve Virgin [SV]
• Staff:
  • Jon Davies [JD]
  • Richard Symonds [RS] (Minutes - lead)
• Volunteers:
  • Thomas Dalton [TD] (invited)
  • Prospective trustees

Agenda

It is expected that there will be a coffee break half-way through the morning and afternoons; this doesn't need to be scheduled since drinks can be prepared on demand rather than having to be ordered in.

Saturday 11 Feb

Morning (10.00-13.00)

• A: Minutes and Reports
  • A1 RB - Apologies for absence
  • A2 MP - Review of meetings and approval of Minutes
    • A2.1 Board meeting - Minutes 9Aug11 - now posted on the public wiki.
    • A2.2 Board meeting - Minutes 27Aug11 - have been reformatted as requested, to be approved. Three documents are on the office wiki - OK to make these public?
    • A2.3 Exec meeting - Minutes 1Nov11
    • A2.4 Board meeting - Minutes 19Nov11
    • A2.5 Exec meeting - Exec Minutes 14Dec11
    • A2.6 Board meeting - Minutes 3Jan12
    • A2.7 Exec meeting - Minutes 24Jan12
  • A3 MP - Review email decisions
    1. 21 Jan - Approval of pending membership applications.
    2. 23 Jan - Decision to purchase two laptops (one 15", one chromebook) and a projector, budget of £1100 repurposed from the events organiser budget line.
    3. 26 Jan - Resolution on fundraising and funds dissemination principles
• B: Discussions and decisions needed
  • B1: Year end and preparations for WikiConference
    • B1a: Annual Report (RB) & Accounts (AT) - 15
    • B1b: AGM (including location, resolutions and speakers)
    • B1c: Conference (All/JD) (as above)
  • B2: Policies
    • B2a: Staff Policies (JD) - ?
    • B2b: Volunteer Policy (Thomas Dalton invited)
    • B2c: Friendly space policy (Fæ) / Participation policy (CK)
    • B2d: Responses to threats and harassment (Fæ)
    • B2e: Peer assessment of trainers (MLP)
  • B3: Wikimedia Foundation relations
    • B3a: Participation in the chapter process for nominating WMF board candidates [1] (AT?)
    • B3b: Fundraising and funds dissemination discussion (CK/MP)
    • B3c: Chapters meeting (RB/CK/JD)
    • B3d: WMF activity in the UK (RB)

Afternoon (14.00-18.00)

• C. Board Interest Event (circa 1.5 hours) (start time??)
  • C1: History of the chapter and its rapid development, to give insight into what to expect in the next year (TD)
  • C2: Activities this year (RB)
  • C3: Next year, including activities and culture shift (AT)
  • C4: Outreach (MLP)
  • C5: Trustee expectations (SV)
  • C6: Being in the public eye, and loss of anonymity (RB)
  • C7: Practicalities of the election (Andrew)

Sunday 12 Feb

Morning (10.00-13.00)

• A: Minutes and Reports
  • A4 Actions and reports (5 minutes each; items needing longer discussion to be raised under Matters Arising)
  • A5 Matters Arising
    • A5a: MonmouthpediA and larger projects (RB) - 15
    • A5b: Openess and Transparency: (RB - carried forward)) - 10
• B: Discussions and decisions needed
  • B4: WMUK trustees
    • B4a: Trustee Code of Conduct (RB/Fæ)
    • B4b: Trustee Induction (Fae)
  • B5: Financial discussion and decisions
    • B5a: Cash flow forecasts [AT/JD]
    • B5b: New deposit account (AT)
    • B5c: Second tranche of WMF grant (AT)
    • B5d: Payment of Toolserver grant (AT)
    • B5e: Amendments to the 2012 Activity Plan (AT/JD)
    • B5f: Decision on budget holders (as per the discussion at the exec meeting on 24 Jan) (AT, JD, RB or MP?)
  • B6: Approach to recruitment (including board involvement) [JD]
  • B7: Wikimania 2013 bids [??]
  • B8: PR companies / CIPR / PRCA [SV]
  • B9: Metrics [CK/MLP]
  • B10: Governance (PQASSO targets / alternative governance metrics) [Fæ]
  • B11: Annual leave in staff contracts [MLP] Decided on Saturday

Afternoon (14.00-18.00)

• D: AOB

Could join the London Meetup.

NB: MP needs to depart circa 4.30pm.