Reports 9Feb13

Below are the Board, Staff and Committee action statuses and reports to the Board Meeting on 9-10 February 2013; see Agenda 9Feb13.

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 trusteesto 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. (12 May) All board to read about Associates and Fellows.
2. (30 Jun) owners as above [see minutes] to develop contingency plans (corrective and preventative action) along with associated estimates of time and cost, to recommend to the Executive.
3. (8 Sep) All Board and staff to check this [trustee authorisation limits policy change].
4. (17 Nov) All Directors to check if their details are current on the Register of Directors.
5. (17 Nov) Board to clarify what reports are required for each meeting.
6. (17 Nov) All Trustees and JD: If there is substantial, or substantive correspondence where there is any significant impact for the chapter, the board should be notified.
7. (17 Nov) Board to review the COI policy in the light of the recommendations of the governance review, due February 2013.
8. (17 Nov) With SC leading, all to work on the general charter for committee with delegated powers from the Board of Trustees.
9. (8 Jan) All to look at unapproved board meeting minutes and make comments as necessary.

Chris Keating (Chair)

Report

1. (Add items here)

Outstanding actions

1. (19 Sep) Action on CK to prepare a public statement on Roger's resignation.
2. (19 Sep) CK to move forward with a call for a new trustee, to be appointed before the November board meeting.

Michael Peel (Secretary)

Report

1. Have dealt with far too many emails. My current backlog is <n> emails.
2. Microgrant updates: please see Reports/2012/November#Microgrants, Reports/2012/December#Microgrants and Reports/2013/January#Microgrants (to date)
3. Signed tax returns for 2011-12 financial year (see File:HMRC_Tax_Return,_2011-12.pdf). Confirmation that HMRC has received them is at File:374.pdf.
4. Letter to the co-op bank regarding the resignation dates of past trustees printed, signed and posted to the Office on 17 Jan.
5. Many thanks to the office for making invoices available on the office wiki. I'm glad to see that you are consuming so much coffee. However, I would recommend that you purchase a black and white laser printer so that you don't consume so much colour toner!

Outstanding actions

1. (30 Jun) Fæ/MP to add report deadlines to Board meetings.
2. (8 Sep) MP, DT, RB, SB to work through the outstanding issues with the Gibraltarpedia MoU.
3. (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 Reports 9Feb13/Minutes review

4. (17 Nov) MP to assemble a list of unapproved minutes to be approved at the next board meeting.

   Doing... see Reports 9Feb13/Minutes review

John Byrne (Treasurer)

Report

1. (Add items here)

Outstanding actions

1. (30 Jun) JB to make a recommendation to the Exec [about account signatories and access]
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.
3. (17 Nov) JB to check the Financial Report and circulate it to the Board for information.
4. (17 Nov) JB/RS to release the Management Accounts publicly.
5. (17 Nov) JB to recommend a change to the board regarding the 'office expenses' line in 4 of the finance policy
6. (17 Nov) JB to recommend a figure for payment limits to the board.
7. (17 Nov) JB to place the revised finance policy on the main wiki for comments prior to approval.
8. (17 Nov) JB to put forward a proposal on train the trainers potential income issue.

Fae

Report

1. (Add items here)

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. (Add items here)

Outstanding actions

1. (30 Jun) Fæ and Doug to lead the assembly of the GLAM and education sub-committees respectively.
2. (8 Sep) DT and JD to work on a revised version of the recruitment policy, for discussion at the next board meeting. Done
3. (8 Sep) MP, DT, RB, SB to work through the outstanding issues with the Gibraltarpedia MoU.
4. (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.
5. (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.
6. (8 Jan) SC and DT to continue discussions about QRpedia with RB

Saad Choudri

Report

1. (Add items here)

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.
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

Staff

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

Reports

1. CE report?

• HR support
• Volunteer COI
• Recruitment procedures
• Risk register

1. Admin report?
2. Comms report?
3. Events report?
4. Fundraising report?

Outstanding actions

1. (12 May) RS to send links around to the Associates and Fellows proposal. ( Done as per Reports 30Jun12)
2. (12 May) RS to include these [COI declarations] within the main register of interests.
3. (30 Jun) RS to make a schedule of signatories for all bank accounts, and send to JB
4. (30 Jun) RS to update declarations of interest page for board
5. (30 Jun) JD to ensure all trustees understand DOI policy, and that there is a statement of this on the UK wiki.
6. (30 Jun) Jon to direct Stevie to write a blog post and solicit feedback on the annual report. Done
7. (30 Jun) JD to draft and cost a contingency plan to hire contractors if no-one suitable is found [for the developer role].
8. (30 Jun) owners as above [see minutes] to develop contingency plans (corrective and preventative action) along with associated estimates of time and cost, to recommend to the Executive.
9. (30 Jun) JD to create a Volunteer Engagement Strategy to present to the board and community. Not done
10. (30 Jun) JD and staff to assemble a list of the key metrics for assessing the performance of the organisation. Done
11. (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.
12. (26 Jul) RS to check that we have sent the Foundation everything they need for us to participate in the FDC.
13. (26 Jul) RS to circulate this statement [new Chair] on the blog, wiki (on the minutes), UK email list.
14. (26 Jul) JD to write a brief hiring policy in the next two weeks that brings in both community involvement and board involvement.
15. (8 Sep) SB will set up a blank page so that the community can discuss what questions we should ask if we were to do a general volunteer survey. Done
16. (8 Sep) KB (& others?) to work on a joining pack for new members.
17. (8 Sep) RS and KB to write a membership report for future meetings.
18. (8 Sep) DT and JD to work on a revised version of the recruitment policy, for discussion at the next board meeting. Done
19. (8 Sep) JD to move the revised recruitment policy draft to the public wiki. Done
20. (8 Sep) JD to add section to the Representing Wikimedia UK policy about volunteer liability insurance.
21. (8 Sep) RS to start page listing everyone on office for checking and transfer to WMUK.
22. (8 Sep) All Board and staff to check this [trustee authorisation limits policy change].
23. (8 Sep) RS to check Finance policy updated to reflect this [trustee authorisation limits].
24. (8 Sep) MP, DT, RB, SB to work through the outstanding issues with the Gibraltarpedia MoU.
25. (17 Nov) RS to confirm the status of payment of JB's membership dues, and to update his membership record as appropriate.
26. (17 Nov) KB to review whether vetting of members is needed, assess how other organisations do this, and provide a recommendation to the Board.
27. (17 Nov) JD to send the draft MGS agreement, and any similar agreements, to the Executive working group.
28. (17 Nov) DC to put together a recommendation of the top four WiR positions from her perspective. Done - after the Board meeting where a WiR working group was chosen, these were emailed out for the group's consideration on 28/11/2012
29. (17 Nov) JD to bring a proposal for alterations to the budget allocations to the board. Done
30. (17 Nov) RS to explain why there was a large spend on Office Stationery in August 2012.
31. (17 Nov) JB/RS to release the Management Accounts publicly.
32. (17 Nov) JD to report back in three weeks with a revised 2013 plan with as much detail as he thinks is necessary, which the board will then add to. JD/RS should include breakdowns of the biggest budgets (e.g. how much does a board meeting cost) Done
33. (17 Nov) JD to develop clear guidance and processes about what these proposals [Volunteer DOI] mean in practice, broadly in line with 1 and 1.1, so that volunteers know what to expect and feel supported in dealing with this kind of situation. The board accepted that this may take some time, but that it is necessary. JD to further develop the proposals [Volunteer DOI] into policy and practice with community input. Done Awaiting board agreement.
34. (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.

Committees

Conference

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

Education

1. ...

GLAM

1. ...

Technology

1. See IT Development and subpages.

Grants

1. ...