Reports 27Mar12

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Below are the Board reports to the Board Meeting on 27 March 2012; see Agenda 27Mar12.

Templates for actions: {{done}} Yes check.svg Done, {{cf}} Go-next-red.svg Carried forward, {{canc}} X mark.svg Cancelled.

If something needs discussing for longer than a minute, then please add it to the Matters Arising section on the agenda.

Board

All board

  1. All budget owners are asked to complete the details of their items by the next board meeting.

Roger Bamkin (Chair)

Actions
  1. RB and JD to prepare a draft on Metrics by 3 jan] <- see CK offer Go-next-red.svg Carried forward
  2. RB to invite WMDE/WMF/WMNL trustees/execs to give feedback on the WMUK board, and to assemble a summary paragraph for the annual report. Sue/Jimmy/Ting tick
  3. Closing off the Wright Challenge - Yes check.svg Done
Other stuff
  • Attended fortnightly progress meetings for MonmouthpediA in Monmouth
  • Worked with Steve Virgin to create a Monmouth communications plan
  • Monmouth CC acknowledge the influence of Wikimedia UK in commissioning first twown wide Wifi in Wales.
  • Progressed delivery of 1,000 codes
  • Arranged speakers for AGM
  • Attended Coventry Wikimeet
  • Attended Hack on the records to support Domesday WikiProject
  • QRpedia outline IPR plan
  • Arranged for Alex Hinejo to represent QRpedia in Barcelona
  • QRpedia was joint 2nd in the SmartUK awards
  • Interview on Austrian Radio on Wikipedia in general
  • Weekly meetings with Chief Exec by phone (one missed)
  • Discussed "Grand Project" at Manchester University with MP
Coming Up

"Grand Project" at West Hertfordshire Uni with MP (QRmedia (sic))

  • April 21 - Monmouthpedia launch/ celebration
  • AGM on May 12
  • "Communicating the Museum" - My abstract was accepted (on QRpedia). Lori had agreed to present but has now declined. Funding for Terence or I?
  • Invite to present at Wikiconference in Estonia at end of May on WMUK/QRpedia

Michael Peel (Secretary)

Note that my report is outdated - I will provide a more complete one for the next board meeting (no time right now due to day job commitments).

Split into roles:

Board
  • Minutes 11Feb12 - needs work before being ready for approval.
  • Membership approvals - in-camera report for list of names and locations.
  • Need to know attendance numbers, and number of votes, for Annual Conference 2011 AGM Minutes. AT recorded these. Not essential, but nice to have.
  • Will be attending the Finance meeting 2012 on 18-19 Feb
  • Lots and lots of emails worked through...
  • Budgets that I am (nominally) responsible for:
    • 2012 Developer budget: To be expanded.
    • 2012 Travel Grants budget: Wikimania, Finance Meeting, Chapters Meeting sponsorships are in progress (see below).
    • 2012 Grants budget: Some microgrants already approved (see below); needs development.
    • 2012 Event Tech: This is not currently covered by a budget line. Should it be? The current draft covers some things that we have already purchased, but also a number of additional items. This may come under other budget lines somehow.
  • Action: JD, MP, SV and CK to assemble a first draft of the Annual Report by February for the Board to review it. Go-next-red.svg Carried forward not been a high enough priority yet.
Grants
Administrative
Sysadmin
  • Normal maintenance and backups carried out.
  • Wiki Loves Monuments domains purchased (from 2012 Developer budget)
Volunteer
  • Geocamp - on back burner at the moment, will pick up again once we have events organiser in place.
  • Closing off Britain Loves Wikipedia Symbol wait.svg Doing... - two prizes now awarded, with the rest in progress. Need to give Jon info about this.
  • Giving a Bright Club talk in Manchester on 1 March on Wikipedia and 'histories'.

Andrew Turvey (Treasurer)

Actions
  1. AT - In camera minutes of 2 February 2011
  2. AT to contact WMF board member Jan-Bart to discuss how to locate new trustees.
  3. AT and JD to organise the pensions scheme - Symbol wait.svg Doing...
  4. AT to send the list of 2012 authorising individuals around to the board for approval

Chris Keating (incl Fundraiser)

Reports
  1. Fundraiser. (Still haven't finished fundraiser wrapup report, it may never get more finished than it is)
    1. Future fundraising, chapter relationships - I reported verbally on the February Finance Meeting at the most recent Executive. It was a very positive meeting with a lot of useful conversation between Foundation and Chapter representatives, but few 'hard' outcomes. The main 'soft' outcome to date is the momentum behind the Chapters Council, which now has the support of 17 chapters. We expect the Foundation board to reach a conclusion on fundraising and funds dissemination by the end of March.
    2. Working on a proposal for future fundraising staffing assuming we get the right outcome from the Wikimedia Foundation. As I have previously indicated, it is not sustainable for us to continue to raise 7-figure sums of money reliant on the efforts of volunteers.
  2. WWI. Attending roundtable meeting with wide range of WWI-related institutions just before the Board call. A WWI editathon in June looks likely, more details nearer the time. Meeting another insitution on Weds to discuss a Wikipedian in Residence proposal that may well be WWI related.
  3. Wikimania 2013 At the last London Wikimeet there was a discussion about where, in the event of a successful Wikimania bid by London or Bristol, the boundaries would lie between the Foundation, the Chapter and the bid team. What commitments would Wikimedia UK need to take, what would be the risks to us, and what responsibilities would we have?
Actions

Fae (and GLAM programme)

Actions
  1. Fæ to compile a briefing for partners on issues and expectations surrounding in-residency projects.
  2. MP/Fæ Blogs or reports from the recent India scholarships to be received and published, may require re-prompting.
  3. Fæ/JD/PW Trustee training recommendation
  4. Fæ/JD/RS Strategy 2 day
  5. JD/Fæ Horniman Museum approach
  6. Fæ with GTF 1 to establish GLAM Task Force 2 (it's time)
  7. Fæ and RB to ensure that strategy is on the agenda for future meetings.

Martin Poulter (incl Education budget)

Recent
Actions
  1. Strategy, publicity & event preparation for Wikimedia Universities Programme: aiming for a conference in September. A host institution has been identified: now waiting agreement from the institution on finances.Symbol wait.svg Doing... Will present on strategy during the weekend.
  2. MLP to talk to Candy regarding launch events for training the trainers Go-next-red.svg Carried forward
Upcoming

Steve Virgin (incl Wikimania Bid)

Actions
  1. Seeking sign off for a Case Study for ARKIVE - thinking approach Andy Mabbett to write it if we get ARKIVE agreement Go-next-red.svg Carried forward (Have asked - and am waiting response from Ellie)
  2. Set up small scale Back Stage Pass Events based around Science Museum archive at Wroughton near swindon - purpose to find volunteers from the University of Bristol Societies that can work with this (open to all W'pedians of course as well) - attempting to use link up to consolidate the relationship with the Univ of Bristol and begin one with Science Museum (this end of M4)Go-next-red.svg Carried forward - moved this onwards by seeking to get the AGM at the Science Museum - aim is to get an Official Project/Official Person responsible at the Science Museum end with whom we can work
  3. JD, MP, SV and CK to assemble a first draft of the Annual Report by February for the Board to review it. (waiting to be contacted to get involved)

Volunteers

Andy Mabbett

  1. AM to provide JD with an estimate for the costs of a web-streaming system.

Staff

Six Month Review - October 2011-March 2012

As requested a review of the first six months of WMUK since my appointment File:6 month review for Board.pdf

Jon Davies (CEO)

  1. JD/Office to look into a software solution to track actions and plans. Go-next-red.svg Carried forward On back burner – we need some actions to track first and some staff to be tracked.
  2. RB and JD to prepare a draft on Metrics by 3 Jan. Go-next-red.svg Carried forward See 2 – should all integrate. Will fit in to five year plan targets.
  3. JD, MP, SV and CK to assemble a first draft of the Annual Report by February for the Board to review it. Several contributions received by March 1st. Stevie Benton now in post and has posted a pdf draft of the Annual Report for comment. Emailed round on 22nd March. Deadline for finished copy March 31st.
  4. JD to set up the process of a trustee induction for new trustees. Fae has participated in one day course. Will be able to offer similar to all trustees at local venue through regional voluntary sector organisations. Then move on to the whole board training Fae has arranged with Peter Williams.
  5. AT and JD to organise the pensions scheme Symbol wait.svg Doing... Working on this.Narrowing down to four options. Need to gather more data and present to staff and trustees.
  6. JD to push forward the QRPedia transfer of ownership. Has become embroiled in broader issues around Monmouth.
  7. JD to integrate the text from the google document into 2012 Activity Plan, and to use that as the main point for developing the plans for our activities this year.Symbol wait.svg Doing...
  8. Draft five year plan template now available for comment to take to community for filling out and agreeing.
  9. Paper on 2012 AGM with questions to be answered published to gdocs for discussion.

Matters for discussion:

  1. Wikimania - ensuring equity of approach between Bristol and London bids.

Richard Symonds (Office Manager)

Actions
  1. RS to assist with chasing and clearing the backlog of outstanding submission of expense claims.Symbol wait.svg Doing...
  2. RS to include disputed transactions in the weekly backlog reports. (???? Victuallers 17:10, 3 January 2012 (UTC)Go-next-red.svg Carried forward
    Refers to paypal donations that have been disputed on paypal for some reason by the donor - e.g. if they accidentally donated twice. Mike Peel 18:50, 3 January 2012 (UTC))
  3. RS to set up weekly email of pending members to the board for approval. Also to look into 'red flagging' systems to identify any problematic membership applications that might be received. Go-next-red.svg Carried forward
    Currently fortnightly. Richard Symonds (WMUK) 10:29, 12 February 2012 (UTC)

Comms

  1. Comms person to look into organising a media training day for staff, trustees and volunteers.
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