Reports 30Jun12

Below are the Board and Staff reports to the Board Meeting on 30 June 2012; see Agenda 30Jun12.

Templates for actions: {{done}} Done, {{cf}} Carried forward, {{canc}} 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.
   • What details, which items, and where are we to complete them? The Land (talk) 21:12, 3 June 2012 (UTC)
     • See the subpages of 2012 Activity Plan, e.g. 2012 Activity Plan/Travel grants. Mike Peel (talk) 20:02, 6 June 2012 (UTC)
2. All board to read about Associates and Fellows.

Fae (and GLAM programme)

Report

Actions

1. Fæ to establish GLAM Task Force 2 (discussed and to review with Daria along with potential for GLAM social network event)
2. JD/Fæ Horniman Museum approach (JD passed to Stevie)
3. (Backburner) Fæ to compile a briefing for partners on issues and expectations surrounding in-residency projects.

Michael Peel (Secretary)

Split into roles:

Roger Bamkin

Actions

1. RB and JD to prepare a draft on Metrics by 3 jan] <- see CK offer Carried forward
2. RB to propose an outline to the next board for next year's board structure. ((cf}}

Coming Up

• May 19 -Monmouthpedia launch - lots of problems which are in hand. Contentious issue is a food leaflet which carries the Wikipedia logo. Lots of disparate views. Leaflet created negative reaction
• May 25 - attended Olympic torch celebration at Shire Hall with Steve Virgin and Sam. John Cummings took video. Lots of VIP interest.
• May 29 - Meet Welsh ministry civil servants re collaboration with cy and en wikimedia. Robin Owain and John Cummings present.

Chris Keating (incl Fundraiser)

Reports - Fundraiser

• Took part in recruitment of fundraiser
• Currently working on handing over from 2011 fundraiser to the post-holder
• Have had some input into our discussions about the fundraising agreement and FDC, and Jon & I met Stu West for lunch

Reports - World War I

• World War I editathon proceeding according to plan, should have happened by the board meeting

Actions

1. Fae and CK to merge Friendly space policy & Participation policy and submit the result to the board for approval by email.

Joscelyn Upendran

Reports

Actions

Doug Taylor

Reports

Actions

Staff

Jon Davies (CEO)

Actions

1. Data protection insurance. Will add to fundraiser risk assessment and send to WMF.
2. JD/Office to look into a software solution to track actions and plans. Doing... Looking at which actions most meaningful to track track. Have asked for people's preferences and am receiving suggestions. First suggestions = payment of expenses, payment of invoices. thanks emails to donors, replies to emails and phone messages. Need much more input.
3. RB and JD to prepare a draft on Metrics by 3 Jan. Doing... See 2 – should all integrate. Will fit in to five year plan targets. See above.
4. JD to set up the process of a trustee induction for new trustees. Discussed at meeting with Peter Williams an being set up for June 16th Voard.
5. AT and JD to organise the pensions scheme Doing... Has become MORE complicated.
6. JD to push forward the QRPedia transfer of ownership. Has become embroiled in broader issues around Monmouth. Now with Fae.
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. Awaiting feedback from stakeholders Doing...
8. JD to draft a harassment prevention process, including the steps leading to referring a situation to the police. Doing... Need Fae input.
9. JD to turn the draft sysadmin requirements into a proposal to send out the the industry. Doing... Need Mike input.
10. RB, JD, Fae, Terence Eden and RS to meet to take the transfer of ownership of of QRpedia forward. With Fae.
11. Train the Trainers - Went to tender and panel have reported back. Link here
12. Financial - Unity Trust bank operating - some small teething problems but much more secure banking.
13. Annual Audit - will not be in time for AGM but on course for conclusion well within Charity Commission timetable.
14. Fundraising post - out for recruitment. Need Community volunteer for panel.

Richard Symonds (Office Manager)

Actions

1. RS to send links around to the Associates and Fellows proposal.