Talk:Agenda 9Feb13
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Friday evening meal?
It would be good if we could gather for a meal on Friday evening (8th feb) before the meeting. Both me and Doug will be traveling down earlier on Friday. Thanks. Mike Peel (talk) 15:33, 20 January 2013 (UTC)
Items for the agenda
The deadline defined by the Secretary for changes to the agenda is today, so I am putting this in against that deadline though I note the significant absence of reports from other trustees, so I guess this has now fallen by the wayside and is no longer expected in line with the last meeting when the Chair decided that trustee reports will not have time granted in the meeting.
As I have had problems getting matters on the last board meeting agenda, I will instead leave these notes here for the skill and discretion of the Chair, with no expectation that these points below for the meeting will have a meeting item. I suggest that either I, or someone else, can raise them at any appropriate point during the meeting:
- Board agreement for staff pay rises and bonuses.
- The 2% was on all the suggested budgets we agreed on the run up to the FDC bid. This was discussed at the time and when asked by a trustee in one of the meetings I explained it was my guess based on what NCVO, ACEVO and pundits were saying. I still think it is about right and staff have agreed to it. If trustees think it is too low, CPI is at 2.7% and RPI at 3.1% then we have until the end of February to adjust this. 46.65.255.161 13:52, 31 January 2013 (UTC)
- Agreement of the top five KPIs for WMUK
- Quarterly numbers in membership over the last 12 months have been inconsistently reported, on at least one occasion incorrectly. I believe there has been a significant drop over the year when the target was to increase. This must be reported and tracked as a KPI for the CEO to support the 5 year strategy.
- Quarterly numbers of active volunteers over the last 12 months. I believe this has been far below required targets for the 5 year strategy, possibly static. This must be reported and tracked as a KPI for the CEO to support the 5 year strategy.
- As you may remember we have tried to discuss KPIs at two board meetings and at the last one had an open paper which had been circulated asking for thoughts on staff suggestions and trustee suggestions (and I had asked for input on-line as well). Sadly we did not get to them and instead, after discussion with Chris in view of the need to plan for this year, I integrated them into the draft planning document alongside the FDC targets. Please have a look. We can obviously take on board suggestions and amendments from the board. If they can be made in advance of the board that would be very helpful. 46.65.255.161 13:52, 31 January 2013 (UTC)
- Evidence required for addressing documented Risks and Actions before they are considered closed.
- Placing identified risks below the water margin if they have no mitigation plan or corrective action plan.
- We can discuss this as part of the paper on risk. If you have any good suggestions in advance that would be very helpful. 46.65.255.161 13:52, 31 January 2013 (UTC)
- Tracking against agreed KPIs and plans in staff reports. Current reports only report what happened, not what failed to happen as was planned in the last quarterly report. Per "providing progress against key objectives" for the trustees as a top level requirement.
- See above 46.65.255.161 13:52, 31 January 2013 (UTC)
- Deadlines for accepting amendments for draft board minutes, and deadlines for publishing board meeting minutes.
- Prompt open publication of audits and reviews on wiki for matters of public concern and agreement as to which require board of trustee acceptance before publication and which do not.
- Trustee and staff use of wikimedia.org.uk email addresses to be limited to making an official comment on behalf of the chapter in the role of trustee or within a defined staff role.
- Discussed in another place. 46.65.255.161 13:52, 31 January 2013 (UTC)
- Agreement on periodic Trustee DOI audit/review.
- Agreement of defined Board of Trustees vote procedures.
- Agreement for trustees to agree policies and policy changes, but not detailed work work instructions.
- Numbering and tracking actions against meetings in the minutes.
- GLAM Committee has not formed or met, I propose it is considered defunct as there are no other volunteers willing to lead it since I stepped back and became an observer.
- It met on October 17th, notes were circulate., I convened it and we agreed a plan to go forward on the Wiki in R's and some other things. We have a mailing list for GLAMWIKI 2013 which functions and I have a meagre but existing GLAM list to share information. Bigger picture is that with a glam person starting and lots of glam work going on we need this committee. This would seem a strange time to lose such an important committee. Let's find people to keep it going. I suspect that the GLAMWIKI is taking away some of the attention that will come back. By the way staff are working on a draft for how sub committees could work that I hope to be able to share soon.46.65.255.161 13:52, 31 January 2013 (UTC)
- Chapters Conference attendees from WMUK should be agreed to give time to plan travel.
- Staff reports remain pdf files rather than on-wiki documents, making them much harder to read or comment on. The default should be to maximize openness and transparency—open source, openly published and open to feedback.
- We publish on-wiki as much as possible. Some encouragement would be appreciated for how far we have come. For instance the weekly reports are no longer PDF's. It is horses for courses; documents with spreadsheets and grids do not lend themselves to the pages. The risk register, for instance reads much more easily as a gdoc despite Richard N spending over three hours trying to knock it into chape. Not I think a great use of his time.46.65.255.161 13:52, 31 January 2013 (UTC)
The following explanatory note should be entered into these meeting minutes with a reference against vote (number not given), if necessary I shall read them out to be minuted, as they were deleted from the currently draft minutes of board meeting no.9 and consigned to the discussion page.
- My nay was in the context of underpinning concerns of taking a heavily contractual and legal approach to future GLAM WIR projects. There is a definite need to protect trademarks, the Wikimedia "brand" and WMF word marks, however the majority of other potential issues of reputational risk are probably better addressed by policy and friendly comprehensive guidelines so that institutions and volunteers have no doubt how best practice for WIR projects, partnerships and joint funding may work, particularly when there are serious failures or exposures. At the end of the day, there is nobody here we would ever sue for damages, and we are free to withdraw funding at any point, or where there are no funds being used, take a project off our "official" register of approved projects, should that be the key issue. There is a danger that we are shifting to unnecessary bureaucracy that will drive great open knowledge projects away from the chapter and the support of the Wikimedia movement and volunteer network.
Thanks --Fæ (talk) 22:28, 30 January 2013 (UTC)
- Note that I haven't defined any deadline for changes to the agenda - the agenda is currently set by the chair, and I don't think there's a deadline for changes (although the deadline for reports as set by Chris was today). My understanding of our current approach to reports is that they contain 'for information' items, with items requiring discussion/decision belonging on the main agenda, which strikes me as a very sensible approach. There is an agenda item for questions about items in the reports, which hopefully everyone will have read in advance of the meeting.
- On your point about the Chapters Conference - that's already in the agenda under 'Representatives at Wikimedia Conference 2013'. Thanks. Mike Peel (talk) 22:59, 30 January 2013 (UTC)
- A Big debate as to who should go at the other end with the Conference being a bit controversial at the moment. Possibility of one member from each chapter plus a staff member and WMF reps.46.65.255.161 13:52, 31 January 2013 (UTC)