Minutes 8Jun13b

These minutes are in draft. They have not yet been formally approved, and they may not accurately reflect the discussions and decisions from the meeting.

Minutes of the board meeting held from 17:42 to 19:07 on 8 June 2013 at Deans Sport and Leisure Centre at Lincoln College following the WMUK AGM 2103.

Attendees

Meeting started at 17:42

Trustees:

• Chris Keating [CK](Chair)
• Mike Peel [MP] (Secretary)
• Saad Choudri [SC]
• Greyham Dawes [GD]
• Michael Maggs [MM]
• Alastair McCapra [AM]
• Ashley Van Haeften [Fae]

Staff:

• Jonathan Cardy [JC] (minuting)
• Daria Cybulska [DC]
• Jon Davies [JD]

Other members:

• James Knight
• Doug Taylor

Apologies for absence

There were no apologies.

Approval of agenda

Proposed agenda agreed.

Noting the election

The election of the new board was noted.

Vote of thanks

There was a vote of thanks to retiring board, tellers, and AGM speakers.

Induction

There was a brief run-through of a reading list for new trustees:

• GD explained that the core reading list comprised of:
  • The constitution
  • The presented chapter on directors duties from the NCVO guidebook.

There was discussion of a Board orientation & teambuilding session - and an open invitation for a day in the office.

ACTION:The 13/14 July 2013 Board meeting is to include some orientation and team building.

AM identified movement history and structure as a priority for his induction.

Declarations of interest

CK asked whether anyone has any conflicts of interest about items on the agenda; there were none raised.

In-camera discussion

Confidential item started at 17:58 ended 18:15

Assignment of officials

DECISION: GD will continue as Treasurer.

CK announced that he would be standing down as chair by end of year, and MP announced he would be standing down as Secretary later in the year. There was then a discussion on Board roles. Fae suggested that the role of Vice Chair had value and should be retained. CK suggested that the obvious gaps included lack of women, Saad said he was aware of some possibilities. GD suggested that names be given to the Governance Committee. Fae opined that appointing people who had been clearly defeated at election would be inappropriate.

Fae proposed and Saad seconded reappointment of Secretary, Treasurer and Chair. Unanimously agreed.

DECISION: MP, GD and CK were reappointed as Secretary, Treasurer and Chair.

Governance Committee

ACTION: The Governance Committee is to consider appointment of a Vice Chair and co-options.

DECISION: CK, MP, and GD were reappointed to the Governance Committee. MM was also unanimously appointed to the Governance Committee.

ACTION: Board to review the Governance Committee in July.

Audit and Risk Committee

DECISION: GD and Fae were reappointed to the Audit and Risk Committee. AM to replace DT on the committee.

Education Committee

CK proposed that SC be board liaison for the education committee. SC seconded, and the decision was unanimous.

DECISION: SC to be board liaison for the education committee, replacing DT.

Tech Committee

DECISION: MP to continue in his current role on the Tech Committee.

At this point in the meeting, MP reminded all present of the Declarations of Interest policy and process.

Bank account signatories

DECISION: MM is to replace DT as a signatory on the Principality account.

Reallocation of budgetholders

DECISION: DT to remain as a budget holder for the moment.

ACTION: The Audit and Risk committee is to review budget holder responsibilities.

Items over £5,000

APPROVED It was agreed that the Board would authorise a payment of £8,273.99 to the Natural History Museum for the WiR.

Wikimania 2013

There was a discussion as to chapter representatives at Wikimania Hong Kong on 7/11 August 2013. These will be:

• KC, JD plus 7 volunteers
• CK, SC plus Alastair going as WMUK board members
• MP will also be in attendance, but as an FDC person, not a WMUK person.

Briefing from former trustees

ACTION: DT to conduct a briefing from former trustees offline

Wikimania 2014

Garfield and Ellie coming to UK 29th July and hopefully will book the Barbican for the WMF - £250,000 - City of London may contribute

Rest may be circa £150,000 - £200,000

GD queried budget

CK explained that WMF would treat Wikimania and WMUK annual bid as two separate things

James explained that WMF want to run major transactions through their accounts.

Donations might need to go through WMUK as a registered charity

Future meetings

CK planned for quarterly weekend meetings and interim telephone meetings.

MP advocated planning to be longer meetings

Non-London meetings need to be where there is good Public transport

Meeting closed at 19:07