Reports 13Jul13

Below are the Board, Staff and Committee action statuses and reports to the Board Meeting on 13 July 2013; see Agenda 13July13.

Reports placed on this page will be provided to the WMUK trustees in advance of the meeting both/either digitally (via links to this page) and/or by paper (when requested by a trustee). The opportunity for other trustees to ask questions about these reports will be provided during the meeting. Anything that needs to be discussed, or needs a decision or resolution, should be included in the main agenda rather than being included on this page.

Please do not alter the 'outstanding actions' section except to update the current status of those. If you add or record any actions upon yourself that have not been raised in past meetings, then please add them under 'other actions'.

Templates for actions: {{done}} Done, {{cf}} Carried forward, {{canc}} Cancelled.

Please ask questions on the talk page.

Staff

Reports from staff members

• CEO report
• Office Manager’s report
• Volunteer Support Organiser report

• Volunteering strategy

• Programs update
• Education Organiser report
• GLAM Organiser report

Other staff reports

• 2013-14 quarterly planning grid
• Strategic goals 2013-18

In-camera staff reports (not publicly available)

• Communications Organiser report
• Traffic light summary
• Risk report
• Q1 financial report
• Budget proposal
• Fundraising Managers report

Outstanding actions

1. (30 Jun) JD and staff to assemble a list of the key metrics for assessing the performance of the organisation.
2. (8 Sep) KB, KC to work on a joining pack for new members.
3. (17 Nov) KB to review whether vetting of members is needed, assess how other organisations do this, and provide a recommendation to the Board.
4. (17 Nov) RS to implement the system of having a wiki page saying how much money is left in each budget and what is going to be coming out according to current plans in terms of projects and corresponding amounts.
5. (9 Feb) JD & MP to work on the General Committee Charter (taking into account Draft report on sub-committees)
6. (26 Mar) JD to add the risk of sock members to the risk register and evaluate it accordingly. KB reported.
7. (11 May) MP and JD to propose a revision of the Activity Plan that separates out the budget from the details of the activities, which will be put forward for approval as an on-wiki decision.
8. (11 May) CK and JD to collaborate on a revised version of the five-year plan and review the schedule if necessary
9. (11 May) Staff reports to be approved by the Board need to be in pack and are not counted as part of 1 side of A4
10. (11 May) Office to put out a blog post congratulating the Wikimania bid team.
11. (11 May) GD and JD to produce a draft trustees report to be considered by audit and risk in time for the AGM.
12. (11 May) Policy to be reviewed December 2013. JD to propose to the Board, and JD re practicalities of system.
13. (11 May) Staff to present the Q1 financial report to next board meeting
14. (11 May) JD and GD to look into where to vire budget for the Living Paths project from and to provide a recommendation to the board.
15. (11 May) GD, SC and JD to plan for setting up a Welsh based joint liaison group to be set up and possibly incorporated. Aim is for this group to handle all of the funding, and for any key funder to have the right to pause the project. First preference is for all funding through WMUK, to ensure that all of the money is spent according to our already-established policies. Should that not be possible, then we would have a joint entity that would manage the funds and we would need to have strong governance input into that, including the right of a veto. Quarterly reporting will be expected to the Wikimedia UK Board.
16. (11 May) JD to write letter of intent with regards the Living Paths project
17. (11 May) SC, with JD and GD's support, to draft grant control agreement for the Living Paths project - drawing on appropriate models including GAC, Wikimedian in Residence, and others as necessary.
18. (11 May) JD and DT to define a process for an improved review with the aim of involving other volunteers (ideally a suitable volunteer to lead the process) including consultation with members, volunteers and staff and possibly involvement another chapter ie. Wikimedia Poland. As a guideline the report will aim to be around 6-8 pages.

Trustees

All trustees

1. (17 Nov) All Directors to check if their details are current on the Register of Directors.
2. (17 Nov) Board to clarify what reports are required for each meeting.

Chris Keating (Chair)

Outstanding actions

1. (26 Mar) CK to ensure that the Governance Review implementation document remains on the Agenda until such time as all the issues are resolved. Doing...
2. (11 May) CK to ensure that the July Board meeting will consider the level of detail needed for the 2014 Activity Plan.
3. (11 May) CK and JD to collaborate on a revised version of the five-year plan and review the schedule if necessary
4. (11 May) CK to reply to the WMF's letter about fundraising including an alternative proposal, to be sent around to the board before it is sent to the WMF.

Michael Peel (Secretary)

Report

1. (6 June) Was on the interview panel for the National Library of Scotland Wikimedian in Residence position, along with two NLS staff members. There were many very high quality applicants for this position, which was fantastic to see, and the decision came down to two amazing candidates. I'm not sure whether the appointment has been announced yet, though.
2. (19 June) Attended Wici Cymru meeting. A report was sent by email to the board on the 20th June. The key points were that Wici Cymru is currently an informal entity that is now applying to become a Charitable Incorporated Organisation due to the Living Paths project (funded by Geovation and the Welsh Government); they are reviewing the draft agreements with WMUK; and they've adopted copies of our Conflict of Interest and Child Protection policies. I've encouraged them to get in touch with the WMF's Affiliation Committee, and to also adopt a derivative of our financial policy.
3. (26 June) Was on the interview panel for the Living Paths manager position, along with Jon Davies and Martin Evans-Jones. Only one person applied for the position, but the panel agreed at the shortlisting stage that it wasn't necessary to re-advertise as it was a specialised position. The interview took place in Wrexham, and it was unanimously agreed to appoint the applicant. The appointment of Robin Owain was announced on 2 July.

Outstanding actions

1. (9 Oct) 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.
2. (17 Nov) MP to assemble a list of unapproved minutes to be approved at the next board meeting.
3. (11 May) MP to liaise with Richard Nevell to prepare past board meeting minutes and to propose their approval via an on-wiki decision.

   Doing... see Decisions/Approval of past minutes. Now with office support (thanks Richard Nevell!).

4. (9 Feb) JD & MP to work on the General Committee Charter (taking into account Draft report on sub-committees) Carried forward

   Still needs work before it's ready to approve. Mike Peel (talk) 21:20, 3 May 2013 (UTC)

5. (11 May) MP and JD to propose a revision of the Activity Plan that separates out the budget from the details of the activities, which will be put forward for approval as an on-wiki decision.
6. (11 May) GD and MP to draft updates to articles to be proposed at AGM, amend artices to reflect 2012 name change, and five original subscribers need to be reinserted to Articles

Greyham Dawes (Treasurer)

Outstanding actions

1. (11 May) GD to discuss membership vetting with Kat Bavage, and return a recommendation to the board.
2. (11 May) GD to collaborate with JD and Richard Symonds to link the report to the Budget
3. (11 May) GD and JD to produce a draft trustees report to be considered by audit and risk in time for the AGM.
4. (11 May) Recommendation to be put forward for how budget holders should be accountable to the board. GD to liaise with Richard Symonds
5. (11 May) GD and MP to draft updates to articles to be proposed at AGM, amend artices to reflect 2012 name change, and five original subscribers need to be reinserted to Articles
6. (11 May) JD and GD to look into where to vire budget for the Living Paths project from and to provide a recommendation to the board.
7. (11 May) GD, SC and JD to plan for setting up a Welsh based joint liaison group to be set up and possibly incorporated. Aim is for this group to handle all of the funding, and for any key funder to have the right to pause the project. First preference is for all funding through WMUK, to ensure that all of the money is spent according to our already-established policies. Should that not be possible, then we would have a joint entity that would manage the funds and we would need to have strong governance input into that, including the right of a veto. Quarterly reporting will be expected to the Wikimedia UK Board.
8. (11 May) SC, with JD and GD's support, to draft grant control agreement for the Living Paths project - drawing on appropriate models including GAC, Wikimedian in Residence, and others as necessary.

Saad Choudri

Outstanding actions

1. (17 Nov) SC to take a look at the Trustee DOI Review and soften it where needed.
2. (8 Jan) SC and DT to continue discussions about QRpedia with RB Done
3. (9 Feb) SC to review WMUK/Bid Team MoU over the next few weeks. Done
4. (11 May) GD, SC and JD to plan for setting up a Welsh based joint liaison group to be set up and possibly incorporated. Aim is for this group to handle all of the funding, and for any key funder to have the right to pause the project. First preference is for all funding through WMUK, to ensure that all of the money is spent according to our already-established policies. Should that not be possible, then we would have a joint entity that would manage the funds and we would need to have strong governance input into that, including the right of a veto. Quarterly reporting will be expected to the Wikimedia UK Board.
5. (11 May) SC, with JD and GD's support, to draft grant control agreement for the Living Paths project - drawing on appropriate models including GAC, Wikimedian in Residence, and others as necessary.

Committees

Audit and Risk

Outstanding actions

1. (11 May) Audit and Risk committee to identify non-activity-plan issues that should be included in the traffic light system
2. (11 May) DT to publish the actions from the 29 April 2013 Audit and Risk Committee meeting.