Minutes 2010-10-05

Wikimedia UK Board Meeting Minutes Tuesday 5 October 2010

Took place 7.30-10.30pm BST. Meeting via Skype got under way around 7.50. Attending were Board trustees Andrew Turvey (AT), Mike Peel (MP), Steve Virgin (SV), and Joseph Seddon (JS; via phone), with Charles Matthews (CM) taking notes.

A1: Apologies for absence

Thomas Dalton (TD) sent his apologies, absent without a Internet connection at home.

A2: Approval of Minutes 10Aug10

MP apologised for how 'note-y' they are. The minutes at http://uk.wikimedia.org/wiki/Minutes_11Sep10 had been amended in line with email from SV, and were changed in real time in line with comments from TD and SV. The minutes approved (AT, MP, SV) as changed. AT had sent to the WMUK email list (Book Sprint action, matter arising).

A3: Review email decisions

The following decisions made by email were confirmed:

• Appoint Charles Matthews as Office Manager
• Appoint payroll managers (Virtual Business Source)
• Send letter of advice re 2009 Fundraising Agreement to WMF

A4: Actions and reports

===A41: Chair (Andrew Turvey) (including Office Manager) Andrew's report at http://uk.wikimedia.org/wiki/Agenda_5Oct10/Chair%27s_Report was noted. The letter to the accountants had produced advice that no tax issues were expected to arise.

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 open-source desktop publisher was to be used, rather than Pagemaker.
• ACTION: CM to email wikimediauk-l mailing list asking for suggestions for the name of the new newsletter, since so far there is only a working title.
• Editor to ask for feedback in the first issue
• AT to talk to Charles about mocking up the first issue, to be approved by the board.
• Multi-format: PDF, plain-text email, wiki form will be required. The Wikipedia Signpost is a model for the MediaWiki version (JS).No HTML version wanted.
• Distribution via multiple channels: Would printed copies go to GLAM-WIKI (unresolved)? Printable version will be required in any case. Linkage from UK wiki (now or later), talk page delivery via bot postings were discussed. It was decided here must be coordination with the WMUK blog and uk.wikimedia.org front page. On the Twitter and Facebook fronts, a Twitter feed presents technical issues (MP). The newsletter ould also be sent around via the announcement mailing list announce-l. JS reported a view that such circulation is counted towards the requirement for chapter reports; and will consult on how other chapters use that list for reporting.

Solicitors:

• AT will talk to a partner at the lawyers on Monday following, regarding the best approach to the charities commission letter, which has not yet reached a final state.
• The feeling of the meeting was that it might be better to write initial drafts of such documents in-house, to catch the complexities of the chapter’s position in definite language. Drafts would then be refined by the lawyers.

Delegation: AT will be passing some of his outstanding actions (annual report and chapters grant) to Charles. MP will talk to AT about passing on the ORG action.

Actions: CM (to mail WMUK list about newsletter title; matters consequent on delegation from AT); JS (clarify role of announce-l for chapters); AT (meet solicitors), plus actions from report to carry forward.

A42: Secretary (Mike Peel)

Mike's report at http://uk.wikimedia.org/wiki/Agenda_5Oct10/Secretary%27s_Report was noted.

• MP to ask Liam Wyatt to send WMUK an invoice for the first part of his contract. AT commented on the need for an audit trail.
• MP to ask Liam regarding publicising the event - Culture24, MLA, etc. AT wishes the plan to be clarified, and asked about WMUK’s part in publicity.

MP has to deal with irrelevant phone calls, as AT does with letters. Actions: MP (communication with LW), plus actions from report not dealt with.

A43: Treasurer (Thomas Dalton)

TD's report at http://uk.wikimedia.org/wiki/Agenda_5Oct10/Treasurer%27s_Report was noted. AT reported on a phone conversation immediately preceding the meeting with TD. On direct debits, the bank’s rules don’t entitle WMUK, so the decision is discretionary for them. The process of application is expected to take six weeks and the outcome is unclear

On the query about a BACS bureau: it was confirmed that the accountants could act. AT was actioned to contact TD regarding getting an alternate quote from our payroll company now appointed, for acting in this matter.

AT to include a discussion in the next meeting on spending regarding the 2010 Budget, and to ask TD to construct a detailed table of current spending on the budget items (request of MP) for the next meeting.

AT to delegate processing the membership renewals to CM, taking into account the direct debit position. AT to talk to TD about giving CM access to view the paypal account. Actions: AT (delegation and access re CM); TD (carried forward and budget detail)

Steve Virgin

Steve's report at http://uk.wikimedia.org/wiki/Agenda_5Oct10/Steve%27s_Report was noted.

We have rooms at the Watershed Media Centre, Bristol reserved for the AGM in April; these arrangements need to be confirmed. The meeting decided 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). SV will seek sponsorship.

Jimmy Wales (JW) is in London in January, and his schedule was discussed. JW has confirmed that he won't be available to come to Bristol during the 10th anniversary.

JS to contact JW to ask whether he would like to come to the AGM and also for a potential speaking opportunity with Festival of Ideas in Bristol. JS to also ask the Foundation about whether anyone else can come along.

SV reported on: contact from the BBC. Also an approach from “Bristol and the Word 2012”. The suggestion of Bristol companies arranging for writing on Wikipedia about themselves has pitfalls obvious to us, and editing training and/or a resident Wikipedian is indicated. SV should pass on. SV also reported on CIPR (AT will attend), the Ignite franchised forum, and the Electoral Reform Society and linked groups with an interest in an edit party (SV has an introduction to them0.

Actions: SV (confirm AGM booking details, seek sponsorshop; Somali groups carried forwarf); JS (contact with JW and WMF)

A45 Joseph Seddon

Seddon's report at http://uk.wikimedia.org/wiki/Agenda_5Oct10/Seddon%27s_Report was noted. Details of WMF sponsorship handling for GLAM-WIKI and Liam Wyattwere under discussion, and JS was actioned to pursue this matter with them.

MP to write the first draft of the request to the WMF for sponsorship of GLAM-WIKI.

MP requested a copy of the Bundesarchiv agreement.

Actions: JS (WMF discussion, Bundesarchiv); MP (drafting)

A break of ten minutes was then taken.

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.

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.