Minutes 2010-10-05
Wikimedia UK Board Meeting Minutes Tuesday 5 October 2010, 7.30-10.30pm BST Via Skype
Present: Andrew Turvey (AT) Mike Peel (MP) Steve Virgin (SV) Joseph Seddon (JS; via phone) Charles Matthews (CM)
Apologies for absence
Thomas Dalton (TD) sent his apologies.
Approval of Minutes 10Aug10
The minutes at http://uk.wikimedia.org/wiki/Minutes_11Sep10 were approved (AT, MP, SV) subject to changes by email and on wiki. MP apologised for how 'note-y' they are.
Review email decisions
The following decisions were made by email:
- Appoint Charles Matthews as Office Manager
- Appoint payroll managers (Virtual Business Source)
- Send letter of advice re 2009 Fundraising Agreement to WMF
Actions and reports
=== Chair (Andrew Turvey) (including Office Manager) Andrew's report at http://uk.wikimedia.org/wiki/Agenda_5Oct10/Chair%27s_Report was noted.
The employment contract for CM as sent around by email was approved by MP, SV and JS, and AT was given the go-ahead to sign it on behalf of WMUK.
Newsletter decisions:
- Scribus rather than Pagemaker
- ACTION: CM to email wikimediauk-l mailing list asking for suggestions for the name of the new newsletter
- Multi-format: PDF, plain-text email, wiki, talk pages
- Ask for feedback in the first issue
- Link in with the blog and uk.wikimedia.org front page. Would also be sent around to the announcement mailing list
- AT to talk to Charles about mocking up the first issue, to be approved by the board.
Solicitors:
- Might be better to write the initial draft of documents like the response to the charities commission ourselves, which would then be refined by the lawyers before being sent.
- AT will talk to the lawyers on Monday regarding the best approach.
AT will be passing some of his outstanding actions (annual report and chapters grant) to Charles.
Secretary (Mike Peel)
Mike's report at http://uk.wikimedia.org/wiki/Agenda_5Oct10/Secretary%27s_Report was noted.
- MP to ask Liam to send us an invoice for the first part of his contract.
- MP to ask Liam regarding publicising the event - Culture24, MLA, etc.
Treasurer (Thomas Dalton)
Tom's report at http://uk.wikimedia.org/wiki/Agenda_5Oct10/Treasurer%27s_Report was noted.
AT to contact TD regarding BACS - getting a quote from our payroll company about whether they can do this.
AT to include a discussion in the next meeting on spending regarding the 2010 Budget, and to ask TD to construct the table of current spending on the budget items for the next meeting.
AT to delegate processing the membership renewals to CM. AT to talk to TD about giving CM access to view the paypal account.
Steve
Steve's report at http://uk.wikimedia.org/wiki/Agenda_5Oct10/Steve%27s_Report was noted.
Have rooms at the Watershed reserved; these need to be confirmed.
Decision that Watershed W1 and W2 should be booked for the quoted price of £300+VAT, as well as three sets of tea and coffee for 30 people (to be increased if necessary).
JS to contact Jimmy Wales (JW) to ask whether he would like to come to the AGM and also for a potential speaking opportunity with Festival Ideas in Bristol. JS to also ask the Foundation about whether anyone else can come along.
JW has confirmed that he won't be available to come to Bristol during the 10th anniversary.
Seddon
Seddon's report at http://uk.wikimedia.org/wiki/Agenda_5Oct10/Seddon%27s_Report was noted.
MP to write the first draft of the request to the WMF for sponsorship of GLAM-WIKI.
Decisions needed
Fundraiser update
Direct debits
Not going to hear a final decision from the bank for 6 weeks following from the application, so the website will not initially include these but this could be added in later on.
Website
Tom has plans, which will take approx a weekend for him to carry out. Reducing the number of clicks that people go through to donate, and reducing extra links on the page; making the paypal link look better.
Agreement
Consensus to ask for Tier 1 participation in the fundraiser.
AT to follow up with TD regarding feeding back the suggested modifications to the 2010 fundraising agreement.
MP to follow up with TD about the website and the timeline for making the modifications.
AOB
ACTION: AT to talk to TD about putting together the initial 2011 budget in time for the next board meeting.
Press releases - on launch, milestones (inc. JW letter?) and completion. MP, SV, CM to draft.
Newspaper advert, possibly sponsored or discounted? Leave making a concerted effort to getting adverts for this year. SV will look into this within the Bristol area, and will find out prices.
Quotes from celebreties asking for endorsement?
Letter to FTSE 100 asking for donations? SV will work on this; AT to ask CM to draft first version of this letter.
MP/TD - Microgrants update
AOB
MP to explore tools/bots, or write a tool/bots, to distribute newsletters on wikimedia user pages.
ACTION: JS to contact Jimmy Wales to clarify what the role of the UK chapter would be in the organisation of the 10th anniversary celebration events in London. Presumably this would include logistics with the community and venue.