Reports 11May13

Below are the Board, Staff and Committee action statuses and reports to the Board Meeting on 11 May 2013; see Agenda 11May13. (It is to be confirmed whether reports are requested for this board meeting or a later one. This report page does not yet include actions placed at the 9-10 Feb board meeting.)

Reports placed on this page will be provided to the WMUK trustees in advance of the meeting both/either digitally (via links to this page) and/or by paper (when requested by a trustee). The opportunity for other trustees to ask questions about these reports will be provided during the meeting. Anything that needs to be discussed, or needs a decision or resolution, should be included in the main agenda rather than being included on this page.

Please do not alter the 'outstanding actions' section except to update the current status of those. If you add or record any actions upon yourself that have not been raised in past meetings, then please add them under 'other actions'.

Please also see the in-camera reports and actions.

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

Please ask questions on the talk page.

Trustees

All trustees

1. (17 Nov) All Directors to check if their details are current on the Register of Directors.
2. (17 Nov) Board to clarify what reports are required for each meeting. Done

   Please can the location of this clarification be provided. Mike Peel (talk) 21:43, 10 February 2013 (UTC)

3. (17 Nov) Board to review the COI policy in the light of the recommendations of the governance review, due February 2013. Tentative Done; the Governance Review did not recommend any further policy changes.
4. (17 Nov) With SC leading, all to work on the general charter for committee with delegated powers from the Board of Trustees. Cancelled - superseded by the Governance Committee and Audit Committee charters.
5. (8 Jan) All to look at unapproved board meeting minutes and make comments as necessary.

   See /Minutes review

6. (26 Mar) All trustees to look at the Resolutions page for the 2013 AGM and consider if any more need adding. It was agreed that we would not seek to change the Auditors at the present time.

Chris Keating (Chair)

Report

My main work since the February Board meeting has been pushing forward the process of improving Wikimedia UK's governance. I'm pleased to say that most of the structural changes recommended by the Governance Review have been adopted - and those that were put to the EGM were adopted with significantly in excess of a 3/4 majority. Looking at Governance_review/Implementation, the areas where we now need to focus are on the structure of meetings and on enabling the Board to complete taking a step back from day-to-day matters, supported by an increasingly detailed and quantitative flow of information from staff to both the Board and the wider community.

I also presented the Governance Review's recommendations at the Wikimedia Conference in Milan recently, and was pleased to see that other chapters found Compass's review framework interesting and useful, as well as greatly appreciating that we were able to share what we'd learned from our own difficulties.

Outstanding actions

1. (9 Feb) CK to sort out the FDC-related minutes of the board meeting of 17 November 2012, and post them on the appropriate wiki. Done - I have moved the minutes of the discussion to the Office wiki.
2. (9 Feb) CK to follow up with Greyham Dawes about his appointment, and to assemble an announcement for the blog. Done
3. (9 Feb) CK to prepare board report - Don't know what this means, sorry.
4. (26 Mar) CK to ensure that the Governance Review implementation document remains on the Agenda until such time as all the issues are resolved. Doing...

Michael Peel (Secretary)

Outstanding actions

1. (9 Oct) MP to assemble a list of public and in-camera minutes which are ready for approval or have previously been approved, and set up a voting page on the office wiki to approve them and decide whether they should be made public or not. New in-camera minutes will be posted to the board wiki for now, and moved onto the office or public wikis as the board decides. Office to assist MP wherever possible.

   Doing... see /Minutes review. Office support would be appreciated in preparing these... Mike Peel (talk) 21:20, 3 May 2013 (UTC)

2. (17 Nov) MP to assemble a list of unapproved minutes to be approved at the next board meeting.

   Doing... see /Minutes review. Office support would be appreciated in preparing these... Mike Peel (talk) 21:20, 3 May 2013 (UTC)

3. (9 Feb) JD & MP to work on the General Committee Charter (taking into account Draft report on sub-committees) Carried forward

   Still needs work before it's ready to approve. Mike Peel (talk) 21:20, 3 May 2013 (UTC)

4. (9 Feb) JD and RS to draft a resolution to change the voting system at an EGM, working with MP (secretary) Done

   This was mostly done by CK. Mike Peel (talk) 21:20, 3 May 2013 (UTC)

Fae

Report

My report has no time on the agenda, so I am keeping it short enough to fit the time given. I am happy to answer questions during the meeting, should anyone have any.

Actions previously had unique numbers based on meeting and sequential number. I am not going to scan through minutes by date to get the context, and try to work out the cross references for actions that have no unique reference. When we have an agreed system, I will happily review actions. As mentioned in the last report, I have switched off my bot from refreshing Board meetings/2012-13 List of actions by bot.

Outstanding actions

1. (30 Jun) Fæ/MP to add report deadlines to Board meetings.
2. (30 Jun) Fæ and Doug to lead the assembly of the GLAM and education sub-committees respectively.
3. (30 Jun) Fæ to update schedule of meetings to include telecons.
4. (17 Nov) Fae to put forward supplementary rules for voting by the board of trustees and for committees to supplement the basics set out in the Articles of Association. (Post-meeting note: draft started at User:Fæ/Draft supplementary rules for voting.)

Doug Taylor

Report

1. The Education Committee met on 16 April 2013 by teleconference. (Minutes)
2. Audit & Risk Committee (ARC) held its inaugural meeting on 29 April 2013 in person at the Office. (Minutes)

Outstanding actions

1. (30 Jun) Fæ and Doug to lead the assembly of the GLAM and education sub-committees respectively. Done
2. (8 Sep) MP, DT, RB, SB to work through the outstanding issues with the Gibraltarpedia MoU. Cancelled
3. (17 Nov) The working party of JB, DT and SC to provide recommendations to the Board as to how to proceed with Wikimedians in Residence.
4. (8 Jan) DT to find an independent volunteer to perform a short review of the TtT issues in time for Midas to be contracted for the event. Done
5. (8 Jan) SC and DT to continue discussions about QRpedia with RB Done

Saad Choudri

Outstanding actions

1. (17 Nov) SC to include his declarations in the Declarations of Interest before the next meeting.
2. (17 Nov) The working party of JB, DT and SC to provide recommendations to the Board as to how to proceed with Wikimedians in Residence. Done - the recommendation of the 4 institutions to take forward in the first tranche (the aim of this working party) has been produced in November 2012.
3. (17 Nov) SC to take a look at the Trustee DOI Review and soften it where needed.
4. (8 Jan) SC and DT to continue discussions about QRpedia with RB
5. (9 Feb) SC to review WMUK/Bid Team MoU over the next few weeks.

Greyham Dawes

Outstanding actions

1. (9 Feb) Treasurer & RS & JD to prepare Financial Report
2. (26 Mar) GD to respond to all of Fae's comments (about the Scheme of Delegation) by the next board meeting.

Staff

The Chief Exec is responsible for the reports under this section.

Reports

Staff reports

1. Chief Executive report PDF file
2. Communications update PDF file
3. Office Manager's report PDF file
4. Fundraising manager update PDF file
5. Programs update PDF file
6. GLAM update PDF file
7. Education update PDF file
8. Volunteering update PDF file

Other reports

1. Living Paths report PDF file
2. Volunteer policies review - May 2013 on-wiki page

   Review of volunteer policies PDF file

In-camera reports (not available to members)

1. GLAM-WIKI budget to date on office wiki
2. Risk report PDF on office wiki
3. Management accounts PDF on office wiki and attached cashflow sheet
4. 2013 Working Budget on office wiki
5. Cashflow on office wiki
6. Traffic light summary PDF on office wiki

Outstanding actions

1. (30 Jun) JD to ensure all trustees understand DOI policy, and that there is a statement of this on the UK wiki. As far as possible. Issue for new board. Done
2. (30 Jun) JD and staff to assemble a list of the key metrics for assessing the performance of the organisation. On quarterly report. Done

   Where is this? Mike Peel (talk) 21:43, 10 February 2013 (UTC)

   On the quarterly reporting document. Jon Davies WMUK (talk) 08:20, 2 May 2013 (UTC)

   What quarterly report? There's no such document linked to in #Reports above. Please could you provide a link here? Thanks. Mike Peel (talk) 21:13, 3 May 2013 (UTC)

3. (30 Jun) RS to report on Per Diems in September, as to if there have been any over-claims or any abuse of the system. Done

   Where is this report? Mike Peel (talk) 21:43, 10 February 2013 (UTC)

4. (8 Sep) KB, KC to work on a joining pack for new members. Being done Jon Davies WMUK (talk) 08:26, 2 May 2013 (UTC)
5. (8 Sep) JD to add section to the Representing Wikimedia UK policy about volunteer liability insurance. Done
6. (17 Nov) KB to review whether vetting of members is needed, assess how other organisations do this, and provide a recommendation to the Board.
7. (17 Nov) RS to implement the system of having a wiki page saying how much money is left in each budget and what is going to be coming out according to current plans in terms of projects and corresponding amounts.
8. (9 Feb) JD to ask trustees to opine on which parts of the Risk Register are sensitive, and to report back to the board on which parts should be released. The Register should be released by the 18th February. Done
9. (9 Feb) JD & MP to work on the General Committee Charter (taking into account Draft report on sub-committees) Done
10. (9 Feb) JD and RS to draft a resolution to change the voting system at an EGM, working with MP (secretary) Done
11. (9 Feb) RS to send out a call for tellers Done
12. (9 Feb) Treasurer & RS & JD to prepare Financial Report Done
13. (26 Mar) JD to add the risk of sock members to the risk register and evaluate it accordingly. KB reported.
14. (26 Mar) JD to update the Governance Review implementation on an ongoing basis. Done

    should be Doing...? Mike Peel (talk) 21:13, 3 May 2013 (UTC)

Ex-treasurer actions

1. (24 Jan) JB to talk to RS about the technical setup required for Sage. Information to be communicated to the WMUK tech list. RS is handling/has handled I think.
2. (24 Jan) JB to report about changes implemented based on the last management letter and Garfield's letter at the next board meeting (in the treasurer's report).

Committees

Audit and Risk

1. (26 Mar) Fae's suggestion of a Procurement Review be looked at by the Audit & Risk Committee.
   • This action will be superseded by an action in the A&R meeting in April. There are 12 actions at minutes that will be made public shortly.

Conference

1. (30 Jun) HJM to provide a list of members of the Conference Committee. Done See Conference Committee.

Education

1. Education Committee meeting 16 April 2013 for the Board's information. No items require Board decision.

GLAM

The GLAM Committee has been inactive since the end of 2012 with the last set of published minutes in June 2012. The basics of the draft charter have yet to be met. Fæ (talk)

1. Women's Library @ LSE decided to defer their Wikimedian in Residence to 2014, when the institution has consolidated the Women's Library into the institution.