Agenda 1Mar11/Chair's Report
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Activities to report
- Accounts
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- Communicated changes to 2010 accounts to UHY; they have made the changes and are sending me paper and electronic copies for Mike and I to sign and for us to publish on our wiki. They have also sent us a corporation tax return to sign and return.
- Went through the records with TD after the last board meeting; bought a new accounting package (Sage Instant Accounts 2011 - cheaper to buy two of the single-user version rather than one multi-user version); posted various transactions and tidied up outstanding cheques and invoices; met with UHY this morning and they are starting the audit and accounts preparation from source records on Thursday. Some information outstanding, e.g. final bank statement, SV expenses for WP10.
- Accountants will give us a quote for their bookkeeping service
- Uploaded various invoices, bank statements and expense claims to the office wiki
- Paid Companies House fine - will claim back through expenses
- Payroll for February has been run
- Coordinated submission of Fundraising report to the WMF
- Lawyers
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- Started to look at response
- AGM
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- Sent out request for tellers and motions; JF has volunteered to tell again. Could anyone suggest a second?
Discuss Seddon may put in a motion on expense transparency. - Working with CM to clean up list of members prior to AGM - see http://office.wikimedia.org.uk/wiki/Register_of_Members
- Sent out request for tellers and motions; JF has volunteered to tell again. Could anyone suggest a second?
- JS
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- Notified Companies House, Charity Commission of his resignation and updated Register of Directors
- OpenGenAlliance
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- Contacted the Open Genealogical Alliance, a new joint project of OKFN, ORG and FreeBSD asking if we can get involved.
- Strategy
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- Sent email to Seb as discussed.
- Spoke to Barry Newstead on this and other matters
- Internal Comms
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- Spoke to Chris Keating about plans for internal communications
Office manager
My actions
Outstanding actions
- AT to go forward with Wikipics/usability (see 2010 Budget)
Carried forward - AT to contact WMDE about how we spend the toolserver-allocated money Carried forward (spoke to SM but no progress)
- AT to obtain a quote from our payroll company now appointed for BACS bureau/direct debit Carried forward
- outstanding expenses: CM interview; CIPR;
- AT to investigate phone conferencing facilities as substitute for Skype conferencing.
Done - AT to append a banner to the bottom of the donor privacy policy page linking to the marked up version showing the changes from the Foundation's version. Carried forward
- AT to work with SV on sending out AGM notices.
Doing... - AT and MP to formally sign the accounts. Doing...
- TD and AT to implement the changes to the accounting processes Doing...
- AT to talk to solictors regarding our charity application again, and find out how much the extra costs would be. Carried forward
- AT to [give Charles / speak to charles about] the task of updating the membership register as a priority. Done
- AT to ask our accountants for input on 2011 Budget/Controls Carried forward
- AT to report back to WMKY on their proposal Carried forward
Office Manager:
- AT and TD to revisit the annual report, updating actions and setting things going to produce this.
Cancelled - done by MP - CM to send the "congratulations" mails out for newly approved members, after weeding out a small number of duplications from the past. Done
Head of PR:
- GG to post details of the press plan to the office wiki. Discuss