Govcom Agenda 16May14

In progress

Govcom meeting at WMUK offices on 16th June 2014 at 2pm.

14/14 Publication of expenses

Discuss how this works (and how it should work). Has been unclear for a long time.

Notes

From section 8 of the Finance Policy: It is a condition of receipt of expenses that all expenses are published on an appropriate wiki so that the highest standards of transparency are maintained

1. Individual expense claims are normally published on the office wiki (Administrator) with a summary of the claims posted on the public wiki.
2. Office expenses and the Chief Executive's expenses are published on the public wiki in summary form i.e. the claimant’s name, the total amount of the claim and the nature of the claim in broad terms. (Administrator)

15/14 Governance audit

Discuss timing and scope of final governance audit.

Notes

• Hudson recommendations all done.
• Chapman recommendations (see WMUK:Interim governance audit report recommendations, Oct 2013)

16/14 Relationship with volunteers

Discuss progress of volunteer working group.

17/14 Board committees

Discuss possible changes to charters. Drafts are available on the wiki:

• Audit and Risk Committee charter/Draft
  • diff
• Governance Committee Charter/Draft
  • diff

Notes

Approved at board meeting of Dec 2013: Review and re-define if necessary the remit of the board committees to enhance the charity's ability to make real progress between meetings, and to achieve our stated aim of reducing meeting length. Consider whether as part of their standing remit the committees should have any delegated powers.

18/14 Non-board committees

Discuss proposed new charter, currently on the public wiki for discussion at Volunteer committees. (All subject to community and board feedback)

19/14 Updating the Articles

Notes

Approved at board meeting of Dec 2013: In preparation for the next AGM, start work on a review of the charity’s articles to ensure that they are fully compliant with best charity practice and with recent changes in charity law. There are also some specific issues that have arisen on which we would like greater legal clarity, namely:

a) vires for the CE's delegated day-to-day management powers (including budget-management, making of procurement contracts and management of staff) under his existing Delegation Scheme or any future modifications of it;

b) vires for the July Board's decision to instruct the CE to handle membership applications;

c) vires for bank mandates; and

d) legal status of observers at board meetings and board committee meetings.

• What changes are needed?
• Legal advice
• community involvement
• AGM
• Consider Chapman recommendation C14: WMUK to consider setting a maximum term of office for their trustees in place of members’ right to continually elect the same trustees.
• Registration in Scotland - Members' resolution to confirm Art 30 following Charity Commission consent received since the 2012 AGM

20/14 WMUK honorary officer roles

Agree roles to put to board

21/14 Update Scheme of Delegation to the CE

Notes

(Chapman recommendation C4)

• Current Scheme of Delegation
• Background: ICSA paper on Matters Reserved for the Board
• CEO's Job Description - also see recruitment pack

22/14 Standardizing the format of staff reports to the board

Notes

(Chapman recommendation C13)

From Chapman, para 44:

We also recommend that WMUK uses a standard Board template for its reports. Typically a template might include:

• Date/Title/Author

• Decision route

• Recommendation

• Executive Summary (if a long report)

• Background/Issue

• Timing

• Risks

• Costs/Value For Money

• Links to Strategic Plan

• Detailed report

23/14 Preparations for elections 2014

Discuss progress.

• 2014 Annual General Meeting/planning

24/14 Transparency

A quarterly narrative is required for transparency compliance against the transparency KPI "Transparency compliance as determined by Govcom against published transparency commitments". This relates to Strategic goal G2b.2: "We have a high level of openness and transparency, and are recognised for such within the Wikimedia movement and the UK charity sector". See Strategy monitoring plan.

Notes

A request for community feedback has been made on the Engine Room: here.

25/14 Progress toward initial set of KPIs

Discuss data collection for KPIs.

Discuss procedure/timing for those KPI that require surveys. A call for volunteers has been made on the Engine Room.