Minutes 2023-06-16
Wikimedia UK board meeting
16th June 2023, 10 am - 12.30 pm, online meeting
MEETING MINUTES
Chair’s Welcome
- Present, Apologies, and Introductions
Present: Monisha Shah, Vivan Wineman, Marnie Woodward, Sangeet Bhullar, Rod Ward, Adrian Beidas, Daria Cybulska, Jane Carlin, Lucy Crompton-Reid, Sharon Mitcheson, Mark Cruickshank, Kelly Foster and Chuks Ogbonna (minutes).
Apologies: Caroline Ball, Jane Carlin, Julian Manieson and Natasha Iles.
The Chair welcomed everyone to the meeting.
Declaration of interests
None.
Review and Approval of minutes of the previous meeting
Approved.
- Matters arising
None.
Executive Reports
CEO Report (LCR)
The report was taken by LCR, she expressed that there’s a lot going on in the organisation at the moment, MS was wondering if there are enough resources for everyone to carry on with the work that is ongoing at the moment, LCR said that some of them are transitory and that a few of them are exceptional, She is hoping that there won't be a mid-year progress report because we have multi-year funding. LCR concluded that there is an end in sight.
RW expressed thanks and appreciation to LCR on the online safety bill, LCR thanked him and it is necessary to bring the developments with it as a risk. About the AGM, LCR gave a rough update on what we have been doing on that front. VW echoed RWs praises to LCR on the online safety bill and mentioned that everyone he’s spoken to is in support of the changes that have been proposed.
Programmes Report (DC)
DC gave this report and mentioned that she was thinking about EDI and the Innovation fund and … projects are important to this, she also mentioned that we are currently recruiting for a replacement for Esma G. There is a prioritisation to funded projects.
DC highlighted things that she thought would benefit our profile, we are hosting a network that is beneficial to the Volunteer Coordinator role, she also mentioned the EDUWIki she attended recently and she thinks it resonated with projects related to Information Literacy and Democracy. She shared that the new structure of the programmes team has been good, the 2 new managers Richard N. and Sara T. have been up and doing quite well.
RW what we can do to engage appropriately with experts, and DC responded that it is a good idea to engage with those experts because they have limited time. LCR said hopefully the presence of Tatjana will help with this but it is quite a slow process.
MS says she can see that there is so much going on in the programme, and she finds it hard to see how the various projects we are doing feed into the overall objectives of WMUK, in terms of relevance, scale, etc. and asked trustees to tell us what they will find useful. AB agreed with MS and said that these projects are the core of what we do, he shared that one of the objectives of these projects is to create relationships.
MW pointed out that a lot of this information is already available on the Finance side, in addition, SM has also included GIfts in Kind in her reports and has also put in when projects are finishing/ending.
DC responded that the planning part is important and
DC ended by saying the results of the Innovation Fund research will be shared in a webinar by Lucy Moore and shared the link to the event.
Organisational Dashboard for Q1 (LCR)
LCR took this report and mentioned that we have exceeded our targets on a couple of things, and most things are on track to being achieved, especially those with specific deadlines.
Development and Communications Report (NI)
LCR took the report as NI was unwell, she shared the partnership with Revolut, and that this has increased our Fundraising, she also that the team is ahead of the curve in terms of fundraising. LCR thanked Sangeet for hosting the Democracy and …. Event this week.
MS praised the Revolut partnership and hoped that we will get into more partnerships with more organisations. MW asked how much of these will be enough to cover core costs and hoped that we might outperform last year when we got enough to cover core costs.
Finance and Operations Report (SM)
SM gave the report and mentioned that one of the things we have achieved is the new QFMR report which was helped by the movement to Xero from Sage 50, she said that it has also helped by setting up monthly meetings with a budget holder to stay on top of our budget and finances. She also mentioned the importance of the entire team understanding the basics of the financial aspect and that she has been working on this. With regards to financial reporting, she said that we have produced the annual reports and that this is in progress. The CRM is also something that is major and upcoming and everyone will be involved.
- MS asked about the office move and SM responded that we have narrowed it down to 2 locations at the moment. LCR mentioned also that she would like to take authority from the board to go ahead and carry out the office move and get into a new lease as these will most likely be done before the next meeting.
- MW made a point that it will be good to have someone that knows a lot about leases, LCR responded that we have had this experience before and that we will likely engage legal expertise and MC said that he is happy to have a look at any legal documents to give his input.
- LCR reassured the board about the objectives of the move and that it is to be in line with how we’re currently working.
- MW reminded us that we have a £20k bank deposit on the lease we paid to Europoint.
- AB mentioned that if the British Library comes off, would we have any branding benefits and that it might be a very good idea. VW also praised the branding proposition and that it is a marvellous place with lots of useful things around the area. LCR mentioned that Canopy is a rival to this but there are other wider benefits of using the BL. SM mentioned that we are also considering a safe just in case we are asked to wait a bit before the move materialises.
Decision: Members delegated authority to LUCY and Sharon to do the office move
Decision: Delegate authority to rent a storage space pending when we can move into the new office
Business Items for Discussion
Annual Report and Accounts (LCR)
LCR gave the report and asked for questions and or comments on it. MW mentioned that in terms of the accounts, we have probably completed it. Members agreed to make comments on the annual report by Tuesday 20th of June 2023 and get back to management.
Honorary Members (LCR)
LCR gave the report and said that she hasn't had any suggestions yet, she mentioned that she doesn’t have any names at the moment.
Honorary Member Decision: Lorna
Office Move (LCR/SM)
Please see the Fiance and Operations Report for discussion.
Reports from Committees
ARC, 7th June (MW)
MW gave the report, she said we discussed the new investment platform and an approval request from Sharon.
Decision: The board approved increasing the limit of SM’s bank mandate to £20k
MW mentioned that SM has introduced a system to liaise with budget holders to follow up on the budget. She mentioned that fundraising is going well, and we have had a £5K legacy, the core staff budget has been.
MC asked if the money held is with one bank, MW responded that it is with 3 banks and that we’re considering the investments to further spread the risks.
SB asked if there is a threat to the funding from WMF, LCR responded that as long as that risk exists, we are thinking about that and that the affiliate strategy is being developed to give a cushion to this, we are keeping a weather eye to that situation. MS mentioned the work with the online safety bill also helps to put us in good stead.
On the Investment, SM mentioned that the 2 main platforms have been considered and that Insignus were very prepared and that their joining process was much easier to do than the other options, she also mentioned that the return was higher than other options.
MW mentioned that ARC had a sub-committee look at this and they suggested going with Insignus.
Decision: Member Approved going ahead with the Insiignus Investment.
ComDev, 8th June (KF)
KF gave the report, she mentioned that the key things are the community leader survey, the recruitment of the new Volunteer coordinator, and the
She stressed that we intend to be approachable and helpful community members.
Decision: The Board approved Kelly’s nomination as a member of ComDev.
Risk Register(LCR)
LCR has made a number of changes to the risk register following the session on the Board away day. She hoped it was now much clearer and more concise. Trustees agreed and noted that they were happy with the new format. They also agreed with the rating of the risk currently on the register.
Governance Committee, March (MS)
The Resolutions were brought to the board, and MS asked for questions on the GovCom minutes.
Decision: The Board approved the draft resolutions.
Additional Consent Items
Monisha Shah to be Co-opted for a further two-year term as Chair (SB)
Decision: members unanimously approved that MS be co-opted for a further two years.
Any Other Business
MS appreciated KF for all her work as a Trustee and all thanked her for her work while on the board.
Date of the next meeting: Friday 15th September, 10 am - 12.30 pm (online or in person tbc)
2023 meeting dates:
Saturday 1st July - AGM, online morning meeting
Wednesday 13th December - Q4 board meeting, in person, afternoon meeting