Meetings/2009-06-23

From Wikimedia UK
⧼vector-jumptonavigation⧽ ⧼vector-jumptosearch⧽
These minutes were approved at the Board meeting on 7 July 2009.

Wikimedia UK Board meeting Tuesday 23rd June 2009, 8:30pm BST at #wikimedia-uk-board

Present: Michael Peel (MP) (Chair); Andrew Turvey (AT) (minutes); Joseph Seddon (JS); Paul Williams (PW); Tom Holden (TH)

Apologies: Steve Virgin (SV); Zeyi He (ZH)

Comment Note: Please mark your actions with one of the following:

* {{done}} if you have completed what was agreed

* {{doing}} if you have started doing what was agreed but haven't finished

* {{cf}} if you have not yet done what was agreed but will do in the future

* {{not done}} if you have not done what was agreed and will not now do it

In addition please mark {{discuss}} if the board needs to discuss the action and add it to the agenda of the next meeting.

Minutes of the previous meetings[edit | edit source]

The minutes of the meetings dated 9 June were approved.

The following actions have been carried forward:

1. JS to send the tokens of our appreciation to the retiring Directors, tellers and external speakers.

ACTION: JS Go-next-red.svg Carried forward

2. TH to contact the bank to notify them of the new directors, to change the signatories to any two of MP, AT and TH and to set up AT and MP on the online banking. ZH, SV and JS to return to TH the forms they have received.

ACTION: ZH, SV, JS, TH Yes check.svg Done

3. MP to organise transfer of wikimedia.org.uk to WMUK.

ACTION: MP Yes check.svg Done

4. AT will send the opt out email re Phorm once wikimedia.org.uk has been transferred.

ACTION: AT Yes check.svg Done

5. PW will arrange the production of business cards for Wikimedia UK officials.

ACTION: PW Symbol wait.svg Doing...

6. SV, MP, JS to collate press response template list

ACTION: SV, MP + JS Yes check.svg Done Dialog ballons icon.svg Discuss

7. TD agreed to contact the gazette on behalf of WMUK to solicit a pro-bono lawyer

ACTION: TD Go-next-red.svg Carried forward

8. MP agreed to contact pro bono lawyer groups by email

ACTION: MP X mark.svg Not done Dialog ballons icon.svg Discuss

9. JS to copy the standard templates from OTRS for use in the press response template

ACTION: JS Yes check.svg Done [1]

10. JS to clarify if the offer of help from WJBScribe means formal written advice that can be relied upon or informal word of mouth assistance.

ACTION: JS Yes check.svg Done

11. The cost to attend the Online Information 2009 (1-3 Dec, London) conference is £400/day/person (£400 for the 3 days for registered charities). JS will confirm whether speakers have to pay this fee.

ACTION: JS Symbol wait.svg Doing...

12. In the event that speakers do have to pay the fee, SV will look into getting a slot in a fringe event instead.

ACTION: SV Symbol wait.svg Doing...

13. Once this is established, JS, MP, AT will work on a submission

ACTION: JS Yes check.svg Done Dialog ballons icon.svg Discuss here

14. AT to thank the pro-bono lawyer for his offer of help, explain the Board has decided to respond to HMRC ASAP; if this is not successful we may then seek legal advice so would be grateful for assistance then if it's still available and would they be prepared to advise us on the chapters agreement.

ACTION: AT Go-next-red.svg Carried forward

15. AT to submit expenses AGM claim .

ACTION: AT Go-next-red.svg Carried forward

16. MP to investigate what other domains names are available so that the Board can decide whether to request ownership ourselves or enable the WMF to own them.

ACTION: MP Yes check.svg Done Dialog ballons icon.svg Discuss

Matters arising[edit | edit source]

Business cards[edit | edit source]

It was agreed that all people who act on behalf of the chapter - including non-board members - will be able to have personalised or general business cards so long as they pay for the cost, including postage, themselves.

The chapter agreed to pay up to £5 per person to fund board members' business cards.

It was decided to use the WMF standard design set out Business cards/generic design, tweaked as necessary.

PW agreed to finalise the design, contact interested members to see what cards they want and organise the printing.

ACTION: PW Symbol wait.svg Doing...

Reports[edit | edit source]

Secretary's Report[edit | edit source]

The report here was noted.

The response to HMRC was sent earlier today. We had not heard back from the Foundation so it was decided not to delay it any longer. AT agreed to upload the letter to the wiki.

ACTION: AT Yes check.svg Done (here)

Treasurer's Report[edit | edit source]

The report here was noted.

A member asked what the status was with direct debits - TH said we have to have had the account opened for a year so this will be reconsidered in January 2010.

Chair's Report[edit | edit source]

The report here was noted.

Conferences Report[edit | edit source]

The report here was noted.

Corporate relations Report[edit | edit source]

The report here was noted.

Membership recruitment[edit | edit source]

PW led a discussion on membership recruitment asking how can we reach out to people to join and how can we engage existing members to renew.

AT reported that the WMF are happy in principle with members merchandising - they would like to formalise the agreement with an exchange of emails, from us setting out what we intend to do and from them agreeing to it. PW agreed to draft an email to the WMF.

ACTION: PW Go-next-red.svg Carried forward

PW agreed to look into where we could produce merchandise.

ACTION: PW Go-next-red.svg Carried forward

We discussed raising awareness of our activities by sending messages to the most active UK based wikimedians (perhaps using User:Cfp/Sandbox1)

It was agreed that having participatory intiatives was key, and we would consider this when looking at future initiatives. We could also arrange members-only events, as done by Wikimedia Australia with their cultural institution contacts.

Members may also consider that "having their say" through votes at the AGM and for chapter-selected seats on the WMF is a key reason to join.

We should also look to improve our standard advertising templates like Template:Welcome

Newsletter[edit | edit source]

Final changes were discussed to the June newsletter

PW agreed to finalise on Tuesday evening and distribute with MP.

ACTION: PW, MP Yes check.svg Done

Initiatives[edit | edit source]

The initiatives timeline was agreed with changes.

Fundraising[edit | edit source]

It was suggested we fundraise specifically for particular inititatives and try to recruit enough members so that subscriptions cover general admin expenses. When we do events we should see that as an opportunity to fundraise - even if it's just standing there with a bucket for coins. Fundraising may be easier once we have charitable status.

At the moment it was decided not to establish a fundraising committee or to set up a CiviCRM account, but to reconsider both prior to the annual WMF fundraiser.

Next meeting[edit | edit source]

It was agreed the next meeting would be on Tuesday 7th July, 8:30 pm (BST) in #wikimedia-uk-board.

In the meantime, there would be a discussion on initiatives on Tuesday 30th June, 8:30pm in #wikimedia-uk.