Reports 19Nov11

Draft Job Description for Events organiser

JOB DESCRIPTION

Job Title Events Manager Reporting to CEO Salary £25,000 - £29,000 Benefits 25 days annual leave, Stakeholder pension Location Central London

The objective is to support and promote the work of Wikimedia UK which includes Wikipedia and other open content.

To do this, the Events Manager will need to:

• Support the CEO by developing and delivering a range of large and small activities throughout the UK • Support and encourage the participation of volunteers in the activities of Wikimedia UK. • Be part of the office team delivering the Wikimedia UK plan • Build a relationship of trust with the board and the broader Wikimedia community • Be accountable for the budgeting and resources for the events

Key responsibilities

Management duties

• Work with the CEO to develop a range of activities appropriate to the needs of Wikimedia UK • Report to the CEO and administrator ensuring that expenditure is controlled in line with the events budgets • Prepare regular, publically available, reports to the CEO and board on the events programme of the charity, including assessments of success and ensure these are openly available • Be responsible for all aspects of the events working with volunteers to make them professionally run and productive. • Handle all documentation regarding the events and support the administrator in accounting for them financially. • Encourage and promote the involvement of volunteers and ensure that volunteers are provided with opportunities to support and participate in the organisation • Ensure that all events are managed safely with proper risk assessments undertaken • Liaise with The Foundation and other chapters to develop good practice and where appropriate share the planning and delivery of events.

Project Management

• Prepare, run and evaluate the events detailed in the Wikimedia UK plan • Work with volunteers to ensure the greatest possible involvement of the Wikimedia UK community in the events. • Monitor the delivery and financial security of Wikimedia UK’s events programme. • Ensure Health and Safety and Insurance matters are in order for all staff, volunteers and visitors at events • Support and propose the development of new projects

PERSON SPECIFICATION Experience

• Proven experience of project management involving the public and partner organisations. • Experience of organising a wide range of events • An understanding of delivering training at a variety of levels • An understanding of the charity and not-for-profit sector (desirable) • Experience of working effectively with a team of volunteers • Experience of working in a charitable or not-for-profit environment (desirable) • Track record in budgeting and of achieving financial balance.

Knowledge, Skills and Abilities

• Passionate about the aims and values of Wikimedia UK • The energy to support the CEO in growing an organisation from its earliest stages; vision, innovation, strategic thinking • Good people management skills, with the ability to involve and inspire volunteers working remotely over geographically dispersed locations • Excellent software skills, including word-processing, spreadsheets, internet procedures, and database applications. • Excellent project management abilities • Flexible approach, with the capability to be a team player in a high-growth start-up environment, and identify and manage opportunities and risk • Logical, clear thinking, diplomatic and patient approach • Understanding of working with and managing volunteers; the ability to learn quickly

    	and integrate within the Wikimedia community

• Ability to work flexible hours and locations as required • Undertake training as required. • An understanding of internet technologies, in particular wikis • An understanding of the culture and policies of Wikimedia communities • Knowledge of other languages (desirable)

Draft Job Description for Director of Communications

(Title slightly grand but impresses journalists and media.)

JOB DESCRIPTION

Job Title Director of Communications Reporting to CEO Salary £22,000 - £25,000 Benefits 25 days annual leave, Stakeholder pension Location Central London

The objective is to support and promote the work of Wikimedia UK which includes Wikipedia and other open content.

To do this, the Communications manager will need to:

• Be accountable for all aspects of internal and external communications for WMUK • Support the CEO in ensuring that the work and message of Wikimedia UK is clearly relayed to those within and without the WMUK community • Support and encourage the participation of volunteers in the activities of Wikimedia UK. • Be part of the office team delivering the Wikimedia UK plan • Build a relationship of trust with the board and the broader Wikimedia community

Key responsibilities

Management duties • Work with the CEO to deliver and develop a communications strategy for WMUK. • Report to the CEO and administrator on the financial management of the communications strategy ensuring it remains on budget. • Prepare regular, publicly available, reports to the CEO and board on the delivery of the communications strategy and how it can be developed. • Encourage and promote the involvement of volunteers and ensure that volunteers are provided with opportunities to support and participate in the organization • Maintain and develop the full range of Wiki pages within the WMUK community and develop any extra wikis as needed. • Maintain and create means of communicating with the members and community including web sites, blogging and social media. • Build up relationships with the media and develop media opportunities for WMUK • Working with the Board and CEO originate and disseminate press releases on behalf of WMUK. • Create publications for use by WMUK in its development, e,g, Annual Reports • To support other staff, trustees and volunteers in communications matters.

Project Management

• Support the CEO and Board by developing an effective and evolving communications strategy. • Be the first point of call for media enquiries. • Develop media strategies to promote the work of WMUK in particular the annual fundraiser • Work with volunteers to discover media opportunities to promote their work • Support the development of new projects

PERSON SPECIFICATION Experience

• Proven experience of delivering a communications strategy at a national level • Understanding of the Wikimedia community and its communication tools • Experience of working effectively with a team of volunteers • Experience of working in a charitable or not-for-profit environment (desirable) • Track record in writing, web editing and social media

Knowledge, Skills and Abilities

• Passionate about the aims and values of Wikimedia UK • The energy to support the CEO in growing an organisation from its earliest stages; using vision, innovation and strategic thinking • Good people management skills, with the ability to involve and inspire volunteers working remotely over geographically dispersed locations • An understanding of internet technologies, in particular wikis • An understanding of Social Media. • Excellent software skills, including Desk Top Publishing, Web Content Management Systems, word-processing, spreadsheets, internet procedures, and database applications. • Excellent project management abilities. • Flexible approach, with the capability to be a team player in a high-growth start-up environment, and identify and manage opportunities and risk. • Logical, clear thinking, diplomatic and patient approach. • Understanding of working with and managing volunteers; the ability to learn quickly

    	and integrate within the Wikimedia community

• Ability to work flexible hours and locations as required • Undertake training as required.. • Knowledge of other languages (desirable)

188.223.85.48 14:14, 16 November 2011 (UTC)

Paper on Governance

Wikimedia UK and Governance Fae and I have been talking about the governance needs of WMUK especially now we are a Charity. We felt it might be useful to offer some thoughts to inform our discussion about where we are headed, where do we want to go, and what do we want to achieve. I look forward to your thoughts.

Primary aim

As a new charity we need to prove from the start that we will have the best governance possible.

All Create an ethos of mutual support where the Board, Volunteers and staff value each other’s contribution and remember to encourage their work. The board • A board that offers vision, imagination and inspiration to the staff, volunteers and Wikimedia community. • A board that is accountable to the Wikimedian community. • A board that understands the big picture and thinks strategically. • A board that is reflective and honest about its performance. • A board that develops its abilities through experience and training • A board that learns to delegate the operational aspects of the charity. • A board that ensures delivery on its plans and objectives. • A board that ensures quality of services and products.

Staff • There is clear leadership and management for the staff • Staff that understand their roles and work as a team to develop the Charity and deliver the Charity’s programme. • Staff who value the role of volunteers and work closely with them without creating a ‘them and us’ mentality. • Staff who evaluate and reflect on their strengths and areas for development through training • Staff who are valued by trustees and volunteers and whose work is respected • Staff who deliver high quality services/products

Volunteers • Volunteers who feel valued and consulted and whose work is integral to the success of the charity • Volunteers who feel that the staff and trustees understand them and support their work • That the WMUK programme supports the work of volunteers • That communications within the community are developed to create regularly shared information • New generations of volunteers

Systems • Within 2012 to have achieved level one in the PQASSO framework • Within 2013 to have achieved level 2 • Transparent and rigorous financial protocols • Value for money for every pound spent • That clear targets and assessment are introduced to measure the effectiveness of our activities • That staff and other resources are used to their best effect • Clear and best practice HR procedures

Policies • Annual and longer term plans for delivering the development of WMUK • Clear and consensual polices in areas such as external relations, public advocacy, volunteer development, and fundraising, • Locally sensitive policies offering a UK take on the Foundation’s goals. • A public relations strategy and procedures that maximise promotion of our work

Profile • More understanding within the UK Public of the work of the volunteers that make Wikimedia UK. • Better understanding amongst UK policy makers of the importance of our work • Better media appreciation of what we achieve with concomitant coverage • An increasing profile in the Wikimedia movement for Wikimedia UK with clearer definition between it and the Foundation • We will build good relationships with sympathetic organisations to promote our aims

Delivery • A programme of activities that builds on the success of the first ten years by developing a new generation of volunteers • A programme that builds links with sympathetic institutions • A growing acknowledgment of the value of our work • Increasing international cooperation and project-sharing • Creating a physical base where staff, trustees and volunteers can work together

Timeline

In three months A core staff group is developing the plans for 2012 in association with identified trustees and volunteers. Our systems and procedures are in place and operating successfully. Notably, Finance, HR, Comms and our reporting and decision cycle. Trustees are working to develop their performance and roles. There is an annual cycle of Board decision-making established.

In six months The programme for 2012 has been finalised and is beginning to be delivered Our staff team is completed. Volunteer involvement is growing with more Wikimeets, editors and special events aimed at developing their enthusiasm That the diversity of volunteers has begun to grow. We see a growth in the number of women editors and more applications for support and grant aid for non-English Wikis. Trustees have developed their understanding of best charity practice

In twelve months We have achieved level one of PQASSO We have delivered our programme against budget We have evaluated our first year’s programme and learnt from this We have proven our systems robust and transparent and modified them as necessary The diversity of our volunteers is becoming evident Trustees have developed a governance plan for the next year We are generating a substantial amount of our core budget from direct debt payments We have planned and are delivering an ever more sophisticated fundraising operation

Roger Bamkin (Chair)

• Attended Europeanna conference in Vienna. Report here. Video here
• Released video on Wright Challenge. 1,500 plays of Digg - thanks to Steve/Claire
• Supported Wiki Loves Monuments photo exhib in St Petersburg with QRpedia
• Supported Miro exhibition in Barcelona with QRpedia
• Spoke at Norwegian National Museums conference in Lillehammer
• On panel at Special Libraries Conference
• Organised (badly) extra room at EGM
• Liaised bith Barry re fundraiser and budget

Michael Peel (Secretary)

Split into roles:

Board

• Membership approvals - see in-camera report for list of names and locations. Members are being approved on a 3-weekly basis, unless there is a high number of applications. Richard is now dealing with applications and renewals on a routine basis.
• Need to know attendance numbers, and number of votes, for Annual Conference 2011 AGM Minutes (AT recorded these)
• commons:Commons:IUCN_red_list has become active again. Am in the loop on the discussions; this is being led by Gonçalo Themudo.

Grants

• Microgrants/Elections in Europe approved; funds spent; work in progress.
• Microgrants/Microphone needed approved, but the funds have not yet been spent.

Administrative

• Reports/2011/October
• Minutes 11Oct11
• WikiSym Scholarships - in the process of closing this off
• WikiConference India Scholarships - 4 scholarships offered (one partial). Ongoing (conference is this weekend).
• Need to reformat Microgrants to incorporate standard grants. Carried forward

Sysadmin

• Providing general tech support (webmail, fundraising, etc.)
• (With Chris) brainstormed the sysadmin and developer tasks needed for WMUK operations, and partially our mission. Discussing with JD.
• Action: Update blog to use Vector skin [1]; specify license (the standard CC-BY-SA?) Carried forward (ideally needs tech person; currently low priority)

Volunteer

• Pushing forward with Geocamp
• Closing off Britain Loves Wikipedia Doing... - two prizes now awarded, with the rest in progress

Andrew Turvey (Treasurer)

For latest bank transactions please see Bank Statements and Latest Transactions Report

The following areas require discussion:

• Proposal to reallocate and delegate some of the 2011 Budget
• International Payments mandates
• First donation to the Wikimedia Foundation
• Staff pensions
• Debit cards

Chris Keating (incl Fundraiser)

My time commitment is unusually limited at the moment because of starting a new job (Nov 14th) and a set of professional exams (Dec 5th-7th). So I am trying to be very focused on fundraising.

Fundraiser

• 5 more fundraising tests since the last meeting, all of which are documented here. The focus has been on;
  • Finding the right balance between Direct Debit and cash/paypal donations. So far the key learning point is that using a landing page which asks explicitly for Direct Debit donations gets them, without noticeably reducing the total income. Putting text in the banner ads about direct debits means a higher proportion of DDs but reduces the total income.
  • Re-testing some of the development the Foundation have done of new banners and appeals. Susan and Brandon are joining Jimmy in our starting lineup, but not everyone who seems to work in the USA is working here.
• Fundraiser went live fully on 14th Nov. Provisional figures have been circulated. Updated income figures will be available though there will not be time to prepare very detailed reports before the meeting.
• A launch email was sent which performed very well
• Set up a Gift Aid form & GA recording system - this, like the DD recording system, is fit for purpose but no more than that. Better systems are being build for CiviCRM and we should review our database needs promptly after the end of the fundraiser, with an open mind to either investing in CiviCRM development or using an alternative product.
• Commissioned a contractor to build improved DD forms using SmartDebit API (delivery date tbc)
• Direct Mail item is in process and elements will be going to print the week subsequent to the meeting.

WWI

Discussions with Alun Edwards (Oxford University Computer Service) and Pierre Purseigle (Birmingham Uni.) about supporting their JISC funding bid, resulting us supporting the bid.

Fae (incl GLAM Taskforce)

(drafting... consider this speculation and falsehoods until finished)

• NA announcement...
• British Museum Ice Age Art event 12 people programme, including 1 internal volunteer and 2 workshops for BM volunteers and staff workshops. 2012 programme under review.
• British Library new exhibition Royal manuscripts, British Library, tour and curator led session being arranged. Stonyhurst Gospel much revised in preparation for March campaign for BL procurement launch (£9 million).
• New partnership with John Rylands University Library, we are part of their strategic plan and events will ramping up to the summer 2012.
• GLAMcamp Amsterdam, the UK is sending 11 people on our GLAM UK network and helped WM-NL to host the event with a contribution of £3,000 to support travel where other chapters have been unable to fund representatives.
• Manchester University Lounge, 12 attendees for around an hour mix of students and staff. Further lounges and days for staff and curators planned. Re-fresher's fair planned for outreach event.
• Herbert museum planning a brown bag in January.
• First Wales partnerships including external funding under discussion at Monmouth with John Cummings, our Welsh GLAM ambassador.
• Governance, supporting discussions with Jon on forming a plan and how to help the trustees adapt to charity governance needs, including the board workshop on governance and options for PQASSO.
• Supporting recruitment and final interviews for Office Manager.
• Initial discussions for a Scotwiki photography week in 2012, part funded from Germany. COM:Scotwiki.
• Taking part in the Parliamentary ICT Forum to discuss proposed UK copyright law changes.
• Handling enquiry to support the Joint Committee on Privacy and Injunctions, Fae and John working together on responses.