Agenda 19Nov11

Agenda for Board meeting on 19-20 November 2011, to be held in person in London

Meeting location: British Library, Meeting room is in the main building. Very good sized room with built in projector and PC. Working lunches are being arranged for Saturday and Sunday

The major talks will be web streamed (in plan). Details will appear here.

A poll to help confirm arrangements for Friday and Sunday is at [1]

Meeting theme: Membership

Fri 18 November, Eve

Attendees:

• Roger Bamkin [RB]
• Mike Peel [MWP]
• Martin Poulter [MLP]
• Fæ [Fæ]
• Jon Davies (Staff) [JD]
• Sue Gardner [SG]
• James Owen [JO]
• ...

Evening: meal with SG at 7.30pm; informal discussion.

Sat 19 November

Attendees:

• Roger Bamkin (Chair) [RB]
• Mike Peel (Minutes) [MWP]
• Andrew Turvey [AT]
• Martin Poulter [MLP]
• Fæ [Fæ]
• Steve Virgin [SV]
• Chris Keating [CK]
• Jon Davies (Staff) [JD]
• Richard Symonds (Minutes; Staff) [RS]
• Sue Gardner (Guest, WMF) [SG]
• James Owen (Guest, WMF) [JO]
• Terence Eden (Guest, Wikimedia volunteer) [TE]
• Andy Mabbutt (Guest, Wikimedia volunteer) [AM]
• John Byrne (Guest; Wikimedia volunteer & charity application lead) [JB]

Timings:

• Coffee: 10:00
• Morning session: 10:30-13:00
• Lunch: 13:00-13:30
• Afternoon session: 13:30-17:30

Agenda:

• A: Minutes and Reports

1. RB - Agenda
2. RB - Apologies for absence (Jimmy Wales)
3. MP - Review of meetings and approval of Minutes
   1. Board meeting - Minutes 27Aug11 (approval after improvements requested at the last board meeting)
   2. Board meeting - Minutes 11Oct11 and in-camera minutes
   3. Board meeting and EGM - Minutes 16Oct11 and in-camera minutes (EGM minutes to be approved at the AGM, but should be reviewed by the Board now)
   4. Fundraising meeting - 31 Oct, on office wiki (doesn't need formal approval; mentioning for completeness and info)
   5. Exec meeting - Minutes 1Nov11 (no in-camera minutes)

• B: Discussions and decisions needed

1. RB - Balancing UK and WMF strategy
2. SG - Membership and Editor retention
3. JD/MWP - Moving QRpedia into WMUK ownership
4. SG - Handling the Media
5. SV/JB - Update on charity application
6. MWP - Approval of the Expense policy
7. JD - Other policies that we need to implement
8. CK - Participation in the international Grants:Participation Grants programme
9. +...

Evening: meal at ???, and informal discussion.

Sun 20 November, AM

Attendees:

• Roger Bamkin (Chair) [RB]
• Mike Peel (Minutes) [MWP]
• Andrew Turvey [AT]
• Martin Poulter [MLP]
• Fæ [Fæ]
• Steve Virgin [SV]
• Chris Keating [CK]
• Jon Davies (Staff) [JD]
• Richard Symonds (Minutes; Staff) [RS]

Timings:

• 10:00-12:30

Agenda:

• C: Continuation of minutes and reports

1. MP - Review email decisions
2. Actions and reports (5 minutes each; items needing longer discussion to be raised under Matters Arising)
3. Matters Arising
4. JD - Update on recruitment

• D: Discussion

1. RB - should we introduce 'deputies' for the named positions (particularly a Vice-Chair?)
2. Review action lines from previous day
3. MWP - Demonstration of the procedure for filing expense claims

• E: AOB

Sun 20 November, PM, Breakout sessions

Attendees:

• Mike Peel [MWP]
• Fæ [Fæ]
• Andrew Turvey [AT]
• Martin Poulter [MLP]
• Others TBC

Timings:

• 13:00-15:00

For those that are able to stay on Friday afternoon. Could include:

• CK - Fundraising - current status, discussion about improvements that can be made
• Fæ - GLAM activities - current plans, next partnerships
• ?? - Membership incentives and roles
• AT/MWP - improving the expenses process
• ...