Agenda 13Jul13

Agenda for Board meeting on 13-14 July 2013 9.30am to 6pm.

Attendees:

• Board:
  • Saad Choudri (SC)
  • Greyham Dawes (GD; Treasurer)
  • Ashley van Haeften (Fæ)
  • Chris Keating (CK; Chair)
  • Michael Maggs (MM)
  • Alastair McCapra (AM)
  • Mike Peel (MP; Secretary, backup minutes)
• Staff:
  • Jon Davies (JD; Chief Exec)
  • (others?)
• Guests and observers
  • Jan-Bart de Vreede (JV; WMF)
  • (others?)

Saturday

In Camera session

9.30am. There will be a brief session in camera at the beginning of the day which we will aim to conclude by 10.30am.

Board Orientation & Teambuilding

1. 10.45am. Coffee and Icebreaking
2. 11.00am Wikimedia Foundation, Chapters and Chapters Association: Jan-Bart de Vreede, Wikimedia Foundation Board member
3. 11.30am Wikimedia UK's history, culture and values (MP)
4. 11.50am Wikimedia UK Governance Review - brief summary (CK)
5. 12.00pm Fundraising, Funds Dissemination - in brief (CK/JD)
6. 12.15pm WMUK's Constitution, with a focus on the Finance Policy and Conflict of Interest policy
7. 12.30pm Lunch
8. 13.00pm Working effectively as a Board: CK (channelling Dorothy Dalton)

14.00 Strategic planning

Update on strategic planning process, and planning workshop.

16.00 Board meeting

1. Treasurer's Report
2. 2012-13 Report and Accounts
3. Q1 Financial Report
4. Audit and Risk Committee Report

Sunday

Aiming for an early afternoon finish.

10.00 Board meeting

1. Apologies for absence (initially, Greyham).
2. Approval of agenda
3. Declarations of Interest Relevant to Matters on the Agenda
4. Noting WikiConference UK 2013/AGM Minutes (the board needs to be happy with these minutes, which are to be approved at the next AGM.) [MP]
5. Noting Martin Poulter standing down as Associate
6. Reports
   1. Chief Executive
      1. CE report
      2. Traffic light report against plan
      3. Risk report
      4. Pathways project (current situation with regards the 11 May 2013 board decisions and actions) (JD). Decision on virement.

11.15 Matters arising

1. QRpedia (SC)
2. Wikimania 2014 (JD)
3. Matters arising from staff reports;
   1. ODP Macrogrant and revised Macrogrant process (KC report)
   2. Membership Approvals issue (KB report)
   3. Revised expenditure proposals for outreach (DC report)
   4. Volunteer paper

12.15 Governance

1. Review of Governance Review recommendations & implementation
   1. "Officer" posts and job descriptions
   2. Co-opted seats: Approach to take, skills gaps remaining identified by Governance Committee
   3. Consideration of the proposal to have Vice-Chairs for all Committees
   4. Committee memberships & confirmation of;
      1. Audit and Risk Committee charter
      2. Governance Committee Charter
      3. Trustee responsible for staff annual reviews

1. Advisory Board vs Board/Fellows and Associates (MP)

1. Date and agenda of next meeting
2. Any Other Business
   1. In-camera board discussion