Board meetings/2012-13 List of actions

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List of actions from past board meetings

Completed actions are shown in blue and struck out on this list. Linked evidence, or reference to the subject and date of an appropriate email, should be against each closed action.

1 Minutes 12May12b

ACTION 1.1: All board to read about Associates and Fellows.
Done, based on discussions in later board meetings.
ACTION 1.2: RS to send links around to the Associates and Fellows proposal.
Done, email "[WMUK Board] Fellows & Associates" @25 June 2012 (6 weeks later).
ACTION 1.3: RS to include these [trustee DOIs] within the main register of interests.
Done, originally on :office wiki and later moved to public wiki, see [1].

2 Minutes 30Jun12

ACTION 2.1: Fæ/MP to add report deadlines to Board meetings.
ACTION 2.2: JB to make a recommendation to the Exec
ACTION 2.3: RS to make a schedule of signatories for all bank accounts, and send to JB
ACTION 2.4: RS to update declarations of interest page for board
ACTION 2.5: JD to ensure all trustees understand DOI policy, and that there is a statement of this on the UK wiki.
ACTION 2.6: Jon to direct Stevie to write a blog post and solicit feedback on the annual report.
ACTION 2.7: JD to draft and cost a contingency plan to hire contractors [development] if no-one suitable is found.
ACTION 2.8: owners as above to develop contingency plans (corrective and preventative action) along with associated estimates of time and cost, to recommend to the Executive.
ACTION 2.9: JD to create a Volunteer Engagement Strategy to present to the board and community.
ACTION 2.10: Fæ and Doug to lead the assembly of the GLAM and education sub-committees respectively.
ACTION 2.11: JD and staff to assemble a list of the key metrics for assessing the performance of the organisation.
Ongoing, refer to Agenda 17Nov12 and emails in thread "[Fae007][WMUK Office] Key Performance Indicators" @25 October 2012
ACTION 2.12: Fæ to update schedule of meetings to include telecons.
ACTION 2.13: RS to report on Per Diems in September, as to if there have been any over-claims or any abuse of the system.
ACTION 2.14: HJM to provide a list of members of the Conference Committee.
ACTION 2.15: JD legal related letter (in-camera [2])
Done, letter sent shortly afterwards (in-camera).
ACTION 2.16: JD reviewing a confidential matter with a volunteer (in-camera [3])
Done, resolved by phonecalls, with support from Fæ & MJP (in-camera).
ACTION 2.17: Fæ reviewing QRPedia related declaration of interest and gaining addition view by a second trustee (in-camera [4])
Done, [5], 2 July 2012.

3 Notes_14Jul12

None

4 Minutes 26Jul12

ACTION 4.1: RS to check that we have sent the Foundation everything they need for us to participate in the FDC.
ACTION 4.2: RS to circulate this statement [new Chair] on the blog, wiki (on the minutes), UK email list.
Unable to locate on blog --Fæ (talk) 00:41, 25 October 2012 (UTC)
ACTION 4.3: JD to write a brief hiring policy in the next two weeks that brings in both community involvement and board involvement.

5 Minutes 21Aug12

ACTION 5.1: CK & JD QRPedia (details in camera)

6 Minutes 8Sep12

ACTION 6.1: SB will set up a blank page so that the community can discuss what questions we should ask if we were to do a general volunteer survey.
ACTION 6.2: KB (& others?) to work on a joining pack for new members.
ACTION 6.3: RS and KB to write a membership report for future meetings.
ACTION 6.4: DT and JD to work on a revised version of the recruitment policy, for discussion at the next board meeting.
ACTION 6.5: JD to move this policy draft to the public wiki.
ACTION 6.6: JD to add section to the policy about volunteer liability insurance.
ACTION 6.7: RS to start page listing everyone on office for checking and transfer to WMUK.
ACTION 6.8: All Board and staff to check this. Trustee authorisation limits / MP explained his severe concern that financial decisions of the board are not being properly tracked, and that spending was not being kept within budget lines. As a result of his warnings, there were several decisions to amend our policy: * Funds are specifically delegated to the initiatives that are explicitly described in the respective activity plan. Should an initiative not be specifically included in the activity plan, then the Board needs to be notified about the change of purpose of the budget line should the amount affected be equal to or greater than £500. * The Board must be informed of any expenditure that exceeds £1,000, and the Board must be given a 24 hour period in order to raise objections to this expenditure. Should any trustee object to the expenditure, then a formal decision must be made about said expenditure. * The Board must formally approve of any expense that exceeds £5,000, excluding recurring expenses (such as salary, pensions and rent).
ACTION 6.9: RS to check Finance policy updated to reflect this [Trustee authorisation limits].
ACTION 6.10: MP, DT, RB, SB to work through the outstanding issues with the Gibraltarpedia MoU.
ACTION 6.11: RS list of chapter representatives (details in-camera)
ACTION 6.12: JD conflict of interest policy (details in-camera)

6a. Minutes 19Sep12

ACTION 6a.1: Action on Chris to prepare a public statement on Roger's resignation.
ACTION 6a.2: Move forward with a call for a new trustee, to be appointed before the November board meeting. Action on Chris.

6b. Minutes 25Sep12

None

7 Minutes 9Oct12

ACTION 7.1: MP to assemble a list of public and in-camera minutes which are ready for approval or have previously been approved, and set up a voting page on the office wiki to approve them and decide whether they should be made public or not. New in-camera minutes will be posted to the board wiki for now, and moved onto the office or public wikis as the board decides. Office to assist MP wherever possible.
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