Agenda 8Sep12

Enter the museum (opposite the cathedral) and ask at reception

Agenda for Board meeting on 8-9 September 2012, to be held in-person in Coventry

Meeting location: Herbert Art Gallery and Museum, Coventry, Training Room 1 Naturally-lit room with projector, flip charts etc.

The meeting will (hopefully) also incorporate the prize-giving for Wikipedia Takes Coventry.

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.

Friday 7 September

• Evening: gather for a meal or drinks

HJM will book a table at the Royal Bengal (Indian restaurant) in Earlsdon, unless there are any objections. It's a 15-20 minute walk, ~£5 taxi ride, or 5-10 minute drive from the Ibis hotel and a <10 minute walk from the station. How many people will be attending?

• Please post your expected time of arrival below.

• Jon: 7pm
• Richard: 7pm

Saturday 8 September

Logistics

• Catering:

Coffee, tea and water will be provided by the Herbert, and is included in the cost of the room booking. A table has been booked in the Herbert's cafe for lunch, and dinner arrangements are being made elsewhere.

• Venue:
• Does not open until 10:00; HJM will endeavour to be on-hand from 09:50
• WiFi will hopefully be available in the meeting room by the time of the board meeting; if not, a wired connection should be possible for at least one device
• Closes to the public at 16:00; we are paying for the room to be available until 18:00

We can't meet in a Pizza Express - sorry, it just won't work. When does the venue actually close? And where are people staying - is there any working space in the hotel we can use if need be?

Venue closes at 16:00; that's why we're being kicked out at 16:00. I haven't arbitrarily decided you only need until then. The length of time needed for the meeting was discussed at length at the last board meeting, where I was very clear on the opening times of the venue and that opening out of hours would cost extra. The instructions the board gave me were that it wanted the room 10:00-16:00 both days, and that they were happy with the cost associated with the venue opening two hours early for us on the Sunday morning. That's what I booked. I can't tell you how annoying it is that you've decided, with just three weeks to go, that that isn't long enough and I'm very tempted to say it's your own bloody fault. However, if you email me and tell me when exactly you would like the room, I will *ask* if we can modify the booking. Harry Mitchell | Penny for your thoughts? 21:31, 15 August 2012 (UTC)

IBIS hotel does not have a separate meeting space. The lounge area open to all guests can hold up to 12.

I gather that the Pizza Express will be fairly quiet at around 4pm, such that we could probably hold an effective discussion there. Equally, I understand that we could pay more to extend the time that we can meet at the Herbert if need be (the costs being due to the overtime for security staff). We did discuss the meeting time in the past, and generally agreed on the times then, but the situation has somewhat changed since then. Please, don't take it personally if our needs for the meeting change due to unforseen reasons - Rock drum and yourself have done a great job with organising this meeting, and we've very grateful for your work here, but it does really come down to how much time is going to be needed for the board to effectively discuss the issues that are presented to it. Thanks. Mike Peel (talk) 21:54, 17 August 2012 (UTC) P.S. personally, I really much prefer discussing this in public rather than by private email, since that naturally agrees with our transparency and openness principles...

The Herbert have agreed to make the room available to us until 18:00. Harry Mitchell | Penny for your thoughts? 14:17, 23 August 2012 (UTC)

Board Meeting

• Attendees:

• Board: Chris Keating [CK] (Chair), Doug Taylor [DT] (Vice chair), Mike Peel [MP/MWP] (Minutes - backup), John Byrne [JB], Roger Bamkin [RB], Ashley van Haeften [Fæ], Joscelyn Upendran [JU]
• Staff: Jon Davies [JD], Richard Symonds [RS] (Minutes - lead)
• Midas Training facilitator - Steven Gauge
• Also attending: Rock drum [RD], Harry Mitchell [HM/HJM], Martin Poulter [MLP]

• Arrivals

MP, circa 10am

• Agenda:

Starts c. 10:00

Discussing the 2013 Activity Plan (full day)

Lunch at the Herbert Cafe at 1pm

Wikipedia Takes Coventry prize-giving session before we leave. Winners will be there, it will be filmed.

• Evening: meal at Pizza Express?

Sunday 9 September

• Attendees:

• Board: Chris Keating [CK] (Chair), Doug Taylor [DT] (Vice chair), Mike Peel [MP/MWP] (Minutes - backup), John Byrne [JB], Roger Bamkin [RB], Ashley van Haeften [Fæ], Joscelyn Upendran [JU]
• Staff: Jon Davies [JD], Richard Symonds [RS] (Minutes - lead)
• Also attending: Rock drum [RD], Harry Mitchell [HM/HJM], Martin Poulter [MLP]

• Breakfast:

Breakfast should be provided at the hotel (if you're staying over). Food will not be provided at The Herbert although you can go and buy food from the Cafe if you so wish. Coffee, tea and water will be available all day.

• Dinner?
• When do people leave?

Board meeting

MORNING: 10.05am - 12.50pm (90 mins accounting for breaks)

• Discussions and decisions needed:
  • Fæ / JD - Staff recruitment, including discussion and adoption of new process (20 minutes)
  • MP - Donation and grant acceptance policy (10 mins)
  • MP - Representing Wikimedia UK policy (10 mins)
  • Fæ & JD - Key Performance Indicators (10 minutes)
    1. Performance against the service level agreement for chapter inquiries
    2. Performance against volunteer and membership plans

• Key Performance Indicators - what should we and can we measure - 40 mins (inc coffee break)

Confidentiality - when should things be kept private on the office wiki/list, or even just in the office (excluding trustees), and when should they be public (for info/discussion/criticism)? (MP kick-off, open discussion - at least an hour required)

I know that this is a big discussion, and I know that we're going to be pushed for time during this meeting, but this is something we need to talk about. Sorry. Mike Peel (talk) 18:27, 20 August 2012 (UTC)

• Lunch at 1pm at St Mary's Guildhall, then we can go and take some photographs of the building (it will be closed the day of Wikipedia Takes Coventry).

Booked on 14 August by Rock drum

• AFTERNOON: 2.00pm-4.30pm (135 mins accounting for breaks)
• MP - Review of past meetings and approval of Minutes (5 minutes)
  • Minutes 12May12
  • Annual Conference 2012 AGM Minutes
  • Minutes 30Jun12
• MP - Review of email and on-wiki decisions (5 minutes)
  • 30 July, Decision to support the Digital Past 2013 conference [Fæ, RB, MP, CK] Decision on office wiki
  • 1 August, Decision to approve new members [RB, JB, CK, DT, MP] (see in-camera minutes)
  • 1 August, Decision to appoint Martin Poulter as an Associate for the board Decision on office wiki
• RS/MP - Approval of new members (3 minutes)
• MP - Outstanding actions (15 minutes)

• JD / CK: Risk review (in particular, fundraiser readiness) (15 mins)
• Robin Owain - Proposals for Wales (15 minutes)

• All - Reports 8Sep12 (45 minutes) - includes reports from sub-committees
• MP - Declarations of Interest (5 minutes)

• JD/MP - Conflicts of interest policy/2012 redraft (5 minutes)
• JD Digital Past 2013 Conference, our level of support.

Logistics

• For directions, see [1]
• Accomodation: IBIS hotel organised by the Office (Daria). If you have confirmed your required dates it has been booked by the office and you should have received the confirmation email. (Breakfast is included, but internet isn't)

IBIS Hotel

Mile lane

CV1 2LN

COVENTRY

Tel.: 024 7625 0500

Can someone work out the arrangements for internet access in advance - can we book it in advance?

The wireless at the hotel is not managed by IBIS but provided as a hotspot through Orange, so you can only log on and start using it when you arrive. Wired internet is provided in the rooms @ £10/day.

• Car parking nearby:

• No car parking on-site, but public parking available within 5 minute walk. Parkopedia lists loads nearby. Alternatively, park and ride is available (from War Memorial Park, CV3 6PT, is best - free parking, short distance - walkable, but there's a good bus service - from venue).
• Is parking available at the hotel, or is it best to park at the park and ride for the whole weekend? Thanks. Mike Peel (talk) 17:53, 14 August 2012 (UTC)

Parking at the IBIS Hotel - £3/day if you are a guest, £4 if not. Daria Cybulska (WMUK) (talk)

I'd recommend the park and ride. I've never used it myself, but I think the bus fare is something like £1.70 and the car parking is free. The hotel, restaurants, and venue are all within easy walking distance of each other. Alternatively, there are relatively cheap car parks and some street parking in the city centre, but not quite as cheap or abundant as park and ride. Harry Mitchell | Penny for your thoughts? 21:58, 15 August 2012 (UTC)