Reports 25Jul11

Below are the Board reports to the Board Meeting on 25 July 2011; see Agenda 25Jul11.

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

Template to mark something as needing discussion: {{discuss}} Discuss

Shared actions

• All to log into OTRS and look at the WMUK queue.
• Executive to meet in person to resolve the issue of outstanding invoices and expense claims
• Action on all to keep GG informed of activities, and involved in them from the start.

Roger Bamkin (Chair)

Done recently

• Attended meeting with Technology Strategy Board with Steve Virgin and Terence Eden
• Attended and spoke at GLAMCamp
• Fundraising meeting in Austria - as reported at Exec
• Phone meetings with Gemma G - Note resignation and thanks to her
• Funding for Wikimania - Funding offers made = £???? Funding commitments are ?????

Delegates are 2 off in UK 1 off Hungary 1 off Kenya. (Isaac Kosgei) Speakers are receiving full costs and those who are not are given £400 to keep alignmeny with WMF foundation funding.

Actions

• Close out GLAMDerby - done. - publicise Wright Challenge - Still running to Sept 3rd.
• RB to talk to CK about the resource requirement for the fundraising. - Done in progress
• RB to talk to those attending Wikimania 2011 to find out how their attendance links in with WMUK. Also to email to the members/community offering support for attendance (with request for rationale). Done in progress
• RB to discuss expectations concerning communications

Upcoming

• Speaking at Wikimania - networking for WMUK - any messages you want me to carry? to whom?
• Speaking at closing Europeanna conference in October

Mike Peel (Secretary)

Done recently

• Reports/2011/May and Reports/2011/June sent out - currently working on Reports/2011/July.
• Supporting recruitment of Chief Exec; also providing input to charity application when useful
• Assisting in catching up with paying expenses and invoices (inc. helping in-person at the recent exec meeting)
• Signed fundraising agreement with WMF on behalf of WMUK
• Working on updating membership records in civicrm

Tasks to do

• Closing off Britain Loves Wikipedia Carried forward
• Sort through / close off old email addresses
• Update blog to use Vector skin [1]; specify license (the standard CC-BY-SA?) Carried forward (ideally needs tech person)

Things to keep track of

• Possibility of a Wiki session at Science Online London 2011 - suggested by CRUK (selected for the programme; work in progress)

Actions

• MP to offer OTRS access to specific known and trusted volunteers Carried forward
• MP to come back to the board with a revised microgrants process. Doing... (discuss in AOB)

Andrew Turvey (Treasurer)

Activities to report

Discussion / review items

Actions

1. AT to contact Charity Commission requesting a meeting (top priority)
2. AT to arrange internet banking for MP, RB and AT Doing...
3. All to produce a short profile for the website and to put together a summary of what they 'bring to the party'. Carried forward
4. AT to complete and send charity reply to lawyers Carried forward
5. AT to send a memento of our gratitude to the teller, outgoing board members, and speakers (excluding new board members), from WikiConference UK 2011 Doing...
6. AT to email around details of the interested candidate to be an office manager, and to also draft a blog post to advertise the position Carried forward
7. AT to add RB as signatory and remove TD Carried forward
8. AT - Staff roadshow Carried forward
9. AT to investigate how we can move to multiple signatories for large transactions. Doing...
10. AT to investigate debit cards for bank account signatories. Doing...
11. TD to give AT the password for the main paypal account. AT to give all board members read-only access to the paypal account. Carried forward
12. AT to investigate term deposits and return to the board with options. Carried forward
13. AT - Sign NMM MoU (Monday) N --> transferred to MP & CK
14. AT - In camera minutes of 2 February 2011 Carried forward
15. AT - written legal advice onto wiki Carried forward
16. AT to circulate results from WikiConference survey once complete
17. AT to work on the overdue fundraising reports
18. AT to contact lawyers regarding how a cap on growth in the fundraising agreement with the WMF affects our independence.
19. AT to prepare a new budget reflecting the costs of the new profile of staff recruitment
20. AT to phone the co-op regarding the bank transfer of the WMF grant
21. AT to discuss financial regulations with the co-op bank, particularly with regards the transfer of signatories after the AGM.
22. AT to investigate alternative banks, with a recommendation to be made at the in-person board meeting
23. AT to talk to Chris Keating with regards advertising the availability of sponsorship for Wikimedia
24. AT (or CK) to contact the WMF to see whether they have any recommendations for international Wikimedians to sponsor
25. AT to request a quote for insurance for board members against the risk of personal liability and negligence.
26. AT to follow up outstanding payment of previous office manager with payroll.

Chris Keating (Director)

Report

Fundraising Summit Report

Actions

Martin Poulter (Director)

Recent activity

Coming soon

• Campus Ambassador training event in London
• Talk to Bristol University subject librarians
• Being interviewed by a local free magazine
• Run the MRC workshop
• Recruiting and inducting UoB and ARKive Ambassadors
• Attending Wikimedia in Higher Education summit
• Presenting with Steve to BBC media librarians (date TBC)

Actions

• Investigate whether we could arrange a "pro-forma" adult education course for September on "Making your Wikipedia page" and how we might publicise - not done beyond exploratory emails: have raised the issue of our engagement with education sectors on the membership list.
• MLP to talk to Alex about what's been achieved so far, what can be achieved before he leaves, his involvement afterwards and how WM-UK might help further; and will report back to the board on this.
• Follow up Institute of Physics contacts re: article and educational projects
• Follow up on research council contacts
• Follow up on business cards

Fæ (Director)

Report

Actions

• AT to send around detailed information about the facilitation for the strategy discussion; decision to be made by email. Fæ to look into background, and to pin down specific outcomes (with SV). CK has contacts in this sector; will ask for a competitive quote. Fæ to take the lead with this topic.
• All to produce a short profile for the website. Also to put together a summary of what they 'bring to the party'.
• Fæ to send consent to act to AT.

Steve Virgin (Director)

Report

Talks

• 21 July & 26 July - Business West 'What is your Wikipedia Business Strategy' - at Cheltenham Racecourse & Gloucestershire Cricket Club
• 8 Sept TEDX Bristol Talk - with Roger Banmkin (more details need to be understood but speaking slot agreed)

Actions

• Priority - managing the ARKIVE/University of Bristol processes
• Coordinating the meeting with RB (technology strategy board)
• Setting up meeting Food Standards Agency
• SV to coordinate activities related to the Olympics