Agenda 30Jun12

This is a draft agenda that is subject to review closer to the time of the meeting.

This is the agenda for the Board meeting that will be held on 30 June - 1 July at the WMUK Office at Old Street in London.

The majority of the meeting will be recorded and uploaded to Wikimedia Commons, and/or will be live-streamed (access details will be posted both here and via @WikimediaUK). Minutes will be openly written at etherpad:WMUKMinutes. Note that in-camera sessions will not be broadcast, recorded or publicly minuted.

Attendees

• Board: Roger Bamkin [RB], John Byrne [JB], Chris Keating [CK], Mike Peel (Minutes backup) [MP], Doug Taylor [DT], Joscelyn Upendran (JU), Ashley Van Haeften (Chair) [Fæ]
• Staff: Jon Davies (Chief Exec) [JD], Richard Symonds (Office Mgr, Minutes lead) [RS], Daria Cybulska (Sunday) [DC], Stevie Benton (Sunday) [SB]
• Everyone is welcome to attend this meeting! Please express your interest in attending on the talk page, or get in touch with a trustee or staff member.

Friday 29 June

• Evening: gathering for a meal or drinks somewhere?
• Please post your expected time of arrival below.

Saturday 30 June

Time	Leader	Activity
09.30	-	Arrival & Coffee
WMUK standard business
10.00	-	Start of meeting
10.00	Fæ	Agenda, streaming, apologies
10.05	MP	Transfer of responsibility to the new Board
10.10	MP	Review of past meetings and approval of Minutes Exec (in person) - Minutes 15Apr12 Board (in person) - Minutes 21Apr12 Board (call) - Minutes 8May12 Board (in person) Minutes 12May12 Board (in person) Minutes 12May12b
10.10	MP	Review email decisions 15 May, Approval of the PRCA press release (DW, JU, JB, MP) [1] 23 May, Decision to amend staff contracts (with the exception of the CE contract, and subject to staff agreeing to the amendment) to change the notice period given by either party to "four weeks until you have been continuously employed for 2 years and thereafter the notice to be given by you or the Employer increases by one week for each year of continuous employment up to a maximum of 12 weeks." [MP, RB, DT, JU, CK] [2] 5 June, Approval of extended funding of Daria's visa application [JU, DT, MP, JB] 15 June, decision to hire a full-time developer as per Developer job description. [MP, CK, DT, JU] [3] ??, support for WCA registration in the UK.
10.13	MP & RS	Approval of new members
WMUK trustee training
10.15	Peter Williams?	Induction for new board
13.00	-	Lunch
14.00	Peter Williams?	Continuation of induction
WMUK trustee briefing
16.00	Fæ	Future of PQASSO and WMUK professional development
16.15	JD/Fæ	Briefing of new board by CE and Exec
17.00	Fæ	Open discussion, focused on questions by new trustees
18.00	--	End of meeting
Evening	--	Evening party hosted by JD

Sunday 1 July

Time	Leader	Activity
10.00	-	Start of meeting
10.00	JD	5-year plan
10.45	SB	Upcoming milestones and media opportunities
11.00	-	Coffee break
11.15	DC	Upcoming events
11.30	MLP?	EduWiki Conference 2012
11.45	Fæ	GLAM-WIKI 2012 and delegation of budget to GLAM sub-committee (to include definition of who the GLAM sub-committee comprises)
12.00	MP	WikiConference UK 2013 planning (June outside of London), WikiConference UK / Wikimania Europe / Wikimania Global 2014 (July in London)
12.15	MP	Policies and guidelines. To include Donation and grant acceptance and Representing Wikimedia UK. Also discussion about additional policies/guidelines as required (including their roles within WMUK).
12.30	JB/MP	MoU's, agreements and invoices
13.00	-	Lunch
14.00	??	Draft best practice guidelines for PR
14.15	Fæ	WMUK risk discussion
14.30	JB/RS	Allocation of budget holders, and current status of finances (delegated non-trustee budget holders)
14.45	CK	2012-13 fundraiser and Funds Dissemination Committee
15.00	MP/JD	International Wikimedia politics
15.00	All	Trustee and Staff reports
16.00	-	Tea break
16.15	All	Continuation of Reports 30Jun12
17.15	Board (in camera)	Board discussion incorporating a review of staff reports, activities and processes
17.45	Fæ	Discussion about the schedule and composition of future board meetings
17.55	Fæ/MP	Date, location and logistics of the next telephone and in-person board meetings
18.00	-	End of meeting

• Please post your expected time of departure below.

Logistics

• For directions, see Office
• Accommodation: to be organised by the Office at Tavistock Hotel?
• Car parking: where is this available?
  • Parkopedia says there are car parks reasoanbly close, but parking on the outskirts and taking public transport in would probably be cheaper and easier.
  • For the last few London visits I've made, I've parked at Stanmore Station Car Park, Stanmore HA7 4PD, https://maps.google.com/maps?q=Stanmore+Tube+Station - just off junction 4 of the M1. It's a very large car park (450 spaces) and costs £1.50 for Saturday and £1 for Sunday, all day. Mon-Fri costs £4.50 for each day. It's at the north end of the Jubilee line http://www.tfl.gov.uk/assets/downloads/standard-tube-map.pdf and in zone 5. Tube travel for a day costs £8-50 for zones 1-6, and it usually takes (very roughly) an hour to travel from Stanmore to most destinations in central London. I'm not sure if this is the most cost-effective solution or even the most time-efficient, but it works and is predictable in cost and time. Obviously, folks driving in via different routes from the M1 will probably find a similar 'park & ride' solution for them. --RexxS (talk) 12:34, 7 June 2012 (UTC)