Reports 27Aug11

Below are the Board reports to the Board Meeting on 27 August 2011; see Agenda 27Aug11.

Templates for actions: {{done}} Done, {{cf}} Carried forward, {{canc}} Cancelled.

Template to mark something as needing discussion: {{discuss}} Discuss

Roger Bamkin (Chair)

Done recently

• Attended Wikimania and gave talk on "GLAM in a small museum"
• Arranged travel assistance offer to Wikimania delegates
• Arranged board meeting
• Installed extra 100 or so QRpedia codes in Derby to make it a multi-lingual "Wiki museum"
• Wright of Derby Award ceremony (live on web next Saturday at 10)
• Discussions with Sue, Barry, Board and ppt drafted with AT regarding WMF Fundraiser decision
• Chief Exec applicant triage with MP, AT
• Recruitment of office administrator with CK

Actions

• RB to talk to Terence about how the ownership of QRPedia can be transferred to WMUK by the end of the year.{{done}}

Upcoming

• Wright of Derby Award ceremony with Mayor
• Chief Exec interviews with AT, MC
• Bristol talk with SV
• Specialist Library talk
• GLAM presentation at Euopeanna

Mike Peel (Secretary)

Done recently

• Reports/2011/July - next up Reports/2011/August.
• Reported abuse to the Guardian regarding someone using 'wikipedia' as a username to comment on their articles [1]
• Microgrants/2011 process revision assembled; put forward for board decision on 6 August
• Assisting with chief executive recruitment (and occasionally also the office admin recruitment)
• Pushing forward with Geocamp
• Helping Martin with the Physics World article on "Physics on Wikipedia"
• Gauging interest in having a UK OTRS workshop

Membership approvals

Tasks to do

• Closing off Britain Loves Wikipedia (in progress; two prizes now awarded, with the rest in progress)
• Sort through / close off old email addresses (low priority)
• Update blog to use Vector skin [2]; specify license (the standard CC-BY-SA?) Carried forward (ideally needs tech person; currently low priority)
• Need to know attendance numbers, and number of votes, for Annual Conference 2011 AGM Minutes

Actions

• MP to offer OTRS access to specific known and trusted volunteers Done
• MP to come back to the board with a revised microgrants process. Done
• MP to add text of vision and mission to the Minutes 11Jun11 Done
• MP to upload the 11Jun11 in-camera minutes and circulate them to the board for approval. Done

Andrew Turvey (Treasurer)

Activities to report

Discussion / review items

Actions

1. AT to arrange internet banking for MP, RB and AT Doing...
2. AT to send a memento of our gratitude to the teller, outgoing board members, and speakers (excluding new board members), from WikiConference UK 2011 Doing...
3. AT to email around details of the interested candidate to be an office manager, and to also draft a blog post to advertise the position Carried forward
4. AT to add RB as signatory and remove TD Carried forward
5. AT to investigate how we can move to multiple signatories for large transactions. Doing...
6. AT to investigate debit cards for bank account signatories. Doing...
7. TD to give AT the password for the main paypal account. AT to give all board members read-only access to the paypal account. Carried forward
8. AT to investigate term deposits and return to the board with options. Carried forward
9. AT - In camera minutes of 2 February 2011 Carried forward
10. AT - written legal advice onto wiki Carried forward
11. AT to circulate results from WikiConference survey once complete
12. AT to prepare a new budget reflecting the costs of the new profile of staff recruitment
13. AT to discuss financial regulations with the co-op bank, particularly with regards the transfer of signatories after the AGM.
14. AT to investigate alternative banks, with a recommendation to be made at the in-person board meeting
15. AT to request a quote for insurance for board members against the risk of personal liability and negligence.
16. AT to follow up outstanding payment of previous office manager with payroll.
17. AT to take text from the strategy document, polish it, and circulate it to the board prior to it being sent around to chief exec applicants.

Chris Keating (Director)

Report

Fundraiser

Review of upcoming fundraising-related deadlines

Worked with Foundation staff to conduct a second fundraising test, documented here. Testing was then suspended pending clarification of the situation.

Set up arrangement with SmartDebit for them to process direct debits for us on a Facilities Managed basis.

Recruitment of office administrator - Richard Symonds has been appointed starting on September 1st.

Decision needed re my proposal previously circulated by email for offline fundraising.

Drafting a 2012 offline fundraising proposal as an input for the 2012 budget.

Internal Comms

have applied gentle pokes re Blog but more poking is required.

intending members' email re 2012 budget and activity plan. Awaiting outline proposal from AT before producing/circulating for comment.

Outreach

National Maritime Museum project up and running. Ideally I would find a volunteer to help take over the implementation of this.

I have registered us as a partner at the World War I Centenary project coordinated by the IWM and am exploring ways forward with them.

Engaged with the en.wikipedia Military History Wikiproject about their future outreach activities

Actions

Sort out print items to support outreach (carried over)

- not done, still vaguely on the to-do list.

Martin Poulter (Director)

Recent activity

Coming soon

Actions

• Next steps for Wikimedia Universities Programme (next few weeks):
  • Pages on WMUK site explaining opportunities and calling for action: include public record of actions taken & in progress
  • Three-tier information structure: 1) a small team co-ordinating activity across the sector; 2) an advisory board of people not involved day-to-day but kept in the loop; 3) a wider mailing list of interested educators, students and support staff, sent occasional announcements or personal contact.
  • Invitations to educators: build mailing list and roster
  • Launch event(s) in a suitable institution and related publicity
• Follow up on business cards
• Look into a team for a training event for Food Standards Agency in Autumn (arranged by SV)
• Log into OTRS
• MLP to contact Vineesh to talk about the freshers fair at Imperial, to provide two-way input.

Fæ (Director)

Report

• The last BL editathon has resulted in a New Yorker article, making us all famous. Discussions with the BL continue there is a proposal under-way for AHRC funding (possibly joint funding) and Roger & Fae will be presenting as planned to all BL staff in September.
• Progress slow as expected through August due to holidays, illness and WikiMania, however there have been discussions about future events with the National Archives, Wellcome Trust and the British Museum. The BM has booked internal training events which Johnbod is leading. The National Archives have outlined a number of projects covering QR codes, digitization (proposal for funding planned) and edit-a-thon events; Leutha is leading. We will know more about the Wellcome programme and funding available after their significant internal meetings at the beginning of September.
• New contact from the Society of Biologists provides a way of engaging with their 70 member institutions. First meeting deferred to 30/8.
• Panyd has raised the prospect of a new WIR at Manchester U. Library, this will be self funded but the GLAM network will help with engagement.
• Dominic (NARA) has summarised his problems with Commons culture and this may be a future area for better GLAM communications and engagement at an inter-chapter level.

Actions

• (TBA, getting urgent) The Strategy Workshop results should be incorporated into the WM-UK wiki, this may be useful to time with further announcements about an EGM if needed to support transition to charity status.
• Fae - Add general simple guidelines to the WM-UK wiki defining what travel expenses WM-UK are prepared to cover for volunteers supporting events.
• (Note) All - Better solution needed to how we regularly pick up emails to OTRS. We recently missed a request for interview with the BBC WRT NOTW situation. (Changing to a note as the solution may be to opt in for email alerts in OTRS; please do so.)

Steve Virgin (Director)

Report

Actions

• Priority - managing the ARKIVE/University of Bristol processes In progress - need to coordinate with martin