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.
4. JD and Fae to organise reporting processes for Monmouth, and to figure out improvements the general process for project reporting.
5. Fæ to confirm with the National Archive that, in order to pay the invoice, we need to have a copy of the images and the agreement releasing the images under a free license, but that uploading them prior to paying the invoice is not necessary.

Michael Peel (Secretary)

For my work in progress, see the scratchpad at User:Mike Peel/Workspace.

Done

1. Have worked through far too many emails sent to private mailing lists. Please can we get better at making use of this wiki?
2. The leadership of assembling the monthly Reports has now been handed over to Stevie. There is still a significant backlog of activities to be recorded, though. I'm adding content to the reports as I am able to, and expect other staff, trustees and volunteers to do the same. This is our principle report for recording our activities, so adding content to it is rather important!
3. As one of the main signatories to the WMUK bank accounts, I have been authorising expense claims and invoice payments as needed via Unity Trust online banking - in the last few weeks this role has been handed over to John Byrne as treasurer. As the lead of the two trustees that have access to the co-operative account, I have been undertaking reimbursements from that account, and have been transferring funds to the Unity Trust account as needed.
4. Various sysadmin duties have been carried out, including:
   1. Tackled an issue with the VPS being sluggish due to other users on the same server.
   2. Wikis updated to the latest versions (1.19a)
   3. Various server maintenance, including work on greylisting.
   4. CiviCRM membership cron now running daily

Concerns for discussion

1. The formal record of the agreements that WMUK has entered into at Agreements is very incomplete. This incompleteness includes
   1. An MoU for the British Library Wikipedian in Residence
   2. There is no formal agreement in place with Roger and Terence for the QRpedia project.
   3. We have yet to approve a formal agreement for Monmouthpedia. The trademark agreement with WMF is also currently unavailable (I've sent a request for this document on 21 June)
2. There are issues surrounding the provision of a grant to the National Archives to digitize World War works that need to be resolved, although the invoice for this has now been paid.
3. Need to discuss Donation and grant acceptance and Representing Wikimedia UK

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}}
3. RB to talk to Cadw about a collaboration.

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)

Reports

File:5YearplanforBoardJuly1st(1).pdf

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.
15. JD to co-ordinate the creation of a position paper on conflicts of interest and get trustee comments on it. ETA is around June 2012.
16. JD and Fae to organise reporting processes for Monmouth, and to figure out improvements the general process for project reporting.
17. JD (with assistance from MP) to take the counterproposal 5 year plan and distill it into a strategic plan on a wiki that the community can take ownership, and will lead to a document that the charity can use.
18. JD to explain the 5-year strategy process at the AGM
19. JD to start an on-wiki discussion about possible risks to the charity, using the 6 points he has identified as the starting point.
20. JD to send around a summary of the PQASSO process, and to provide extra information on specific areas on request.
21. RS and JD to ensure that the transfer of financial control from the current Board to the new one happens smoothly after the AGM, and that the change of signatures forms are completed at the board meeting immediately after the AGM.

Richard Symonds (Office Manager)

Actions

1. RS to send links around to the Associates and Fellows proposal.
2. RS to assist with chasing and clearing the backlog of outstanding submission of expense claims. Doing... - Nearly done, only one or two pre-2012 payments to make
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. Carried forward, ongoing task. 'Red flagging' is done in the email of membership applications sent to the board.
4. RS and MP to organise circa £2.5k of funding to develop an open-source solution linking CiviCRM and UK Direct Debits. Doing... - in discussion with CiviCRM.
5. RB, JD, Fae, Terence Eden and RS to meet to take the transfer of ownership of of QRpedia forward. Carried forward - waiting on others to organise meeting
6. RS to make an Office Calendar which is more publicly accessible. Doing... - looking at system at http://calendar.wikimedia.org.uk/month.php, but this occasionally throws up errors.
7. RS and JD to ensure that the transfer of financial control from the current Board to the new one happens smoothly after the AGM, and that the change of signatures forms are completed at the board meeting immediately after the AGM.

Stevie Benton (Comms)

Reports

Quarterly report

File:Commsreportto30Juneboardmeeting(1).pdf

Proposed Comms strategy

File:WMUK comms strategy v1.2.pdf

Actions

1. Comms person to look into organising a media training day for staff, trustees and volunteers. Carried forward
2. Create content for Monmouthpedia launch event on 19 May Doing... - waiting on approvals from RB, SV, Monmouth, John Cummings
3. Work with Steve Virgin to develop relationship between WMUK and the PR industry Doing...
4. Develop group of volunteers to support the media objectives of the Monmouth launch Doing... - group of four agencies confirmed, more to come from CIPR and PRCA. Communication ready to go out to group tomorrow and then set up appropriate conference call and delegate actions
5. Evaluate WMUK activity against the comms and promotion element Doing... / Done - Level one is complete. Level two is pending.
6. Undertake thorough review of WMUK communications activity with a view to writing the new comms strategy Doing... - first draft is created for discussion at 2012 Communications Review
7. To discuss Horniman Museum relationship with Fae Carried forward

Daria Cybulska (Events)

Report

File:21612BoardReport-DC.pdf

Actions

1. Daria to draft forms for project leaders to report back to the office and board etc. Doing... (google docs) created and is with Jon for comments and further development

• Wikimania 2012 scholarships

• Working on agreeing on their flight details and booking the tickets. 2 out of 7 have flight details agreed so far Doing...
• Working on sorting out accommodation for the scholarship recipients Doing...
• Estimate costs for scholarship delegates (7 people) £5300
• Also looking after the remaining chapter delegates (staff, trustees) and their flights / accommodation Doing...

• Merchandise of sufficient quality has been sourced. Some pictures of the merchandise already available can be found on Commons.