Reports 11May13/Minutes review

Background

At the board meeting on 9 October 2012 I was given the action:

MP to assemble a list of public and in-camera minutes which are ready for approval or have previously been approved, and set up a voting page on the office wiki to approve them and decide whether they should be made public or not. New in-camera minutes will be posted to the board wiki for now, and moved onto the office or public wikis as the board decides. Office to assist MP wherever possible.

As such I started setting out a decision page on the office wiki at Decisions/In-camera_minutes. Following from this, at the board meeting on 17 November 2012 I was given the action:

MP to assemble a list of unapproved minutes to be approved at the next board meeting.

Additionally, the governance review that is currently taking place highlighted some inaccuracies in past board minutes, and when I was working through past board minutes I found some other inaccuracies that should be corrected. In order to jointly take into account the actions placed upon me, my duties as secretary, and to try to minimise the workload for other trustees, I have set out this set of public recommendations, which incorporates the two lists requested above.

This is an updated version of the review that takes into account the minutes noted/approved at the 9-10 Feb 2013 board meeting.

Please raise any queries or requests for modification of these recommendations on the talk page or if need be with myself by email, so that as complete a decision as possible can be made at this board meeting.

Recommendation

I recommend that the Board:

• Approves the minutes where indicated below in the 'Details' section.
• Decides on what to do with the minutes of the FDC-related discussion on 17 Nov 2012 without my involvement
• Approves the relocation of in-camera minutes to the office (remaining in-camera) or public (releasing publicly) wikis as indicated below in the 'Details' section.
• Caveats this approval to ensure that past boards are happy with the changes made to minutes recorded during their terms.
• Actions myself to relocate the in-camera minutes as appropriate (staging the minutes on the office wiki where they are being publicly released from the board wiki, so that the office can provide input on their release), to mark newly approved minutes accordingly, and to note that changes have been made to minutes previously approved.

Details

The meetings have been recorded in reverse chronological order below. They have been recorded as

Recommendation, Discuss, To come

Ref	Meeting	Public minutes	In-camera minutes	Approved?	Topics covered in-camera	Recommendation
R0	Agenda 9Feb13	Minutes 9Feb13	Office Board	N	TBC	Doing...
R1	Agenda 24Jan13 (Exec)	Minutes 24Jan13	Board	Y	Board; GLAM-WIKI 2013	No change
R2	Agenda 8Jan13	Minutes 8Jan13	Board	Y	QRpedia	No change
R3	Agenda 18Dec12 (Exec)	Minutes 18Dec12	Office	Y	Update on QRpedia progress; Wikimania update and potential legal structures	No change
R4	Agenda 17Nov12	Minutes 17Nov12	Office Board	N	Office: In-camera actions; Membership approvals; FDC draft recommendation. Board: Keep in-camera; Move to the public wiki	Clarify and approve minutes. Release board 'Move to the public wiki' points. Keep remainder in-camera. (ACTION: CK to deal with 'FDC draft recommendation' section) Discuss Clarify "CK proposed that the aforementioned documents - Garfield's Report and the reply to it - are released on Tuesday (20 November 2012). [not my recollection, JB]" Discuss Clarify "Action JB to put forward a proposal on train the trainers potential income issue. [??was I? JB]"
R5	Agenda 17Oct12 (Exec)	Minutes 17Oct2012 (holding page)	Office	N	Intro; QRpedia / Monmouthpedia; Finance; Budget responsibilities; Key performance indicators; Reports and report timetable; Gibraltar; Fundraising system / Technology; GLAM coordination; Stone King	Approve minutes. Release all excluding section 'Gibraltar'.
R6	Agenda 9Oct12	Minutes 9Oct12	Board	N	Report; Terms; Appointment of reviewer; Recommendation 6	Approve minutes. Discuss Keep in-camera sections on the board wiki
R7	Agenda 25Sep12	Minutes 25Sep12 (empty page)	Office	N	Conflicts of interest; Fundraiser	Approve minutes. Discuss Keep detailed minutes in-camera but release a summary of them publicly (see office talk page.
R8	Agenda 19Sep12	Minutes 19Sep12	N/A	N		Approve minutes
R9	Agenda 8Sep12	Minutes 8Sep12 Minutes 8Sep12/Strategy day	Office	N	Doing...	Doing...
R10	Agenda 21Aug12	Minutes 21Aug12	Office	N	QRpedia	Approve minutes. Release in-camera minutes
R11	Agenda 26Jul12	Minutes 26Jul12	Office	N	Chair	Doing... Approve minutes Release in-camera minutes.
R12	N/A	Notes 14Jul12	None	N	N/A	Approve minutes
R13	Agenda 30Jun12	Minutes 30Jun12	Office	Y		keep section "In-camera topics" on the office wiki, release sections "Other areas deferred" and "QRpedia"
R14	Agenda 12May12b	Minutes 12May12b		Y		No change
R15	Agenda 12May12	Minutes 12May12		N		Doing... pending list of new members approved at the meeting
R16	Agenda 8May12	Minutes 8May12	Office	Y	Membership Approvals; QRpedia	Keep Membership Approvals in-camera on the office wiki; release QRpedia. Approve minor corrections as per [1].
R17	Agenda 21Apr12	Minutes 21Apr12	Office Board	Y		Correct agenda and minutes to indicate that Fæ was chairing rather than Roger (as highlighted by the governance review)
R18	Agenda 15Apr12	Minutes 15Apr12		Y		No change
R19	Agenda 27Mar12	Minutes 27Mar12	Office	Y	New members; QRpedia; Chapter-selected board seats	Keep New members; Chapter-selected board seats in-camera Release QRpedia section
R20	Agenda 3Mar12	Minutes 3Mar12		Y		No change
R21	Agenda 11Feb12	Minutes 11Feb12	Office Board	Y		Doing...
R22a	Agenda 26Jan12	Minutes 26Jan12	Office	N		Doing...
R22b	Agenda 24Jan12	Minutes 24Jan12		Y		No change
R23	Agenda 3Jan12	Minutes 3Jan12	Office	Y		Doing...
R24	Agenda 14Dec11	Minutes 14Dec11		Y		Correct 'TD' to 'Terence Eden' (as highlighted by the governance review)
R25	Agenda 19Nov11	Minutes 19Nov11	Board	Y	Membership; Staff	Move membership to office wiki, keep 'Staff' on board wiki
R26	Exec	Exec Minutes 11Nov11		Y		No change
R27	Agenda 1Nov11 (Exec)	Minutes 1Nov11		Y		No change
R28	Agenda 16Oct11	Minutes 16Oct11	Board	Y	Membership	Move to office wiki
R29	Agenda 11Oct11	Minutes 11Oct11	Board	Y	In-camera reports	Move to office wiki
R30	Agenda 18Sep11 (Exec)	Minutes 18Sep11		Y		No change
R31	Agenda 27Aug11	Minutes 27Aug11	Office Board	Y	Office: Johnbod presentation on the charity application; Fæ spreadsheet on GLAM draft budget Board: TBC	Public minutes: approve minor changes as per [2] Office minutes: Keep on office wiki Board minutes: Doing...
R32	Agenda 9Aug11	Minutes 9Aug11	Board	Y	Copy of public minutes, with extra details	Doing... MP to tidy in-camera minutes
R33	Agenda 25Jul11	Minutes 25Jul11	Board	Y	Charity application	Move in-camera minutes to office wiki
R34	Agenda 9Jul11 (Exec)	Minutes 9Jul11		Y		No change
R35	Agenda 11Jun11	Minutes 11Jun11	Board	Y	Charity status	Move in-camera minutes to office wiki
R36	Agenda 20May11 (Exec)	Minutes 20May11		Y		No change
R37	Agenda 26Apr11	Minutes 26Apr11	Board	Y	Membership	Approve minor changes as per [3] Move in-camera minutes to office wiki
R38	Agenda 16Apr11b	Minutes 16Apr11b		Y		No change
R39	Agenda 16Apr11a	Minutes 16Apr11a	Board	Y	Membership	Move in-camera minutes to office wiki
R40	Agenda 8Apr11	Minutes 8Apr11		Y		No change
R41	Agenda 1Mar11	Minutes 1Mar11	Board	Y	Membership	Move in-camera minutes to office wiki
R42	Agenda 5Feb11	Minutes 5Feb11	Board	Y	New members; Foundation relations	Approve changes to public minutes as per [4]. Discuss what to do with the in-camera minutes
R43	Agenda 4Jan11	Minutes 4Jan11		Y		No change
R44	Agenda 7Dec10	Minutes 7Dec10		Y		No change
R45	Agenda 2Nov10	Minutes 2Nov10		Y		No change
R46	Agenda 22Oct10		Board	Y	Fundraiser	Move in-camera minutes to office wiki
R47	Agenda 5Oct10	Minutes 5Oct10		Y		No change
R48	Agenda 11Sep10	Minutes 11Sep10	Board	Y	Actions	Move in-camera minutes to office wiki
R49	Agenda 10Aug10	Minutes 10Aug10	Board	Y	GLAM-WIKI	Move in-camera minutes to office wiki
R50	Agenda 20Jul10	Minutes 20Jul10	Board	Y	GLAM-WIKI organizer hire; Fundraiser	Move in-camera minutes to office wiki
R51	Agenda 29Jun10	Minutes 29Jun10		Y		No change
R52	Agenda 8Jun10	Minutes 8Jun10		Y		No change
R53	Meetings/2010-05-04/Agenda	Meetings/2010-05-04		Y		No change
R54	Meetings/2010-04-24a/Agenda	Meetings/2010-04-24a		Y		No change
R55	Meetings/2010-04-24/Agenda	Meetings/2010-04-24		N		Doing... Need to find if minutes exist for meeting.
R56	Meetings/2010-04-13/Agenda	Meetings/2010-04-13		N		Doing... Need to find if minutes exist for meeting.
R57	Meetings/2010-03-30/Agenda	Meetings/2010-03-30		N		Doing... Need to find if meeting records exist (missing Meetings/2010-03-30/IRC?)
R58	Meetings/2010-03-16/Agenda	Meetings/2010-03-16		N		Doing... Need writing from Meetings/2010-03-16/IRC
R59	Meetings/2010-03-02/Agenda	Meetings/2010-03-02		N		Doing... Minutes incomplete, need to find if records of remainder of meeting exist
R60	Meetings/2010-02-16/Agenda	Meetings/2010-02-16		Y		No change
R61	Meetings/2010-02-09/Agenda	Meetings/2010-02-09		Y		No change
R62	Meetings/2010-01-19/Agenda	Meetings/2010-01-19		Y		No change
R63	Meetings/2009-12-29/Agenda	Meetings/2009-12-29	Board	Y	Membership	Move in-camera minutes to office wiki
R64	Meetings/2009-12-15/Agenda	Meetings/2009-12-15		Y		No change
R65	Meetings/2009-12-01/Agenda	Meetings/2009-12-01		Y		No change
R66	Meetings/2009-11-17/Agenda	Meetings/2009-11-17		Y		No change
R67	Meetings/2009-11-03/Agenda	Meetings/2009-11-03		N		Doing... Need to find if minutes exist for meeting.
R68	Meetings/2009-10-30/Agenda	Meetings/2009-10-30	Office	N	Fundraising Agreement; Fundraising logistics	Doing... In-camera minutes need formatting, then approve and release.
R69	Meetings/2009-10-20/Agenda	Meetings/2009-10-20		Y		No change
R70	Meetings/2009-10-11/Agenda	Meetings/2009-10-11		Y		No change
R71	Meetings/2009-09-29/Agenda	Meetings/2009-09-29	Board (logs)	Y	Fundraiser	Move in-camera minutes to office wiki
R72	Meetings/2009-09-15/Agenda	Meetings/2009-09-15		Y		No change
R73	Meetings/2009-09-01/Agenda	Meetings/2009-09-01	Board (logs)	Y	Membership	Move in-camera minutes to office wiki
R74	Meetings/2009-08-18/Agenda	Meetings/2009-08-18	Board (logs)	Y	Membership	Move in-camera minutes to office wiki
R75	Meetings/2009-08-05/Agenda	Meetings/2009-08-05		Y		No change
R76	Meetings/2009-07-28/Agenda	Meetings/2009-07-28		Y		No change
R77	Meetings/2009-07-21/Agenda	Meetings/2009-07-21		Y		No change
R78	Meetings/2009-07-07/Agenda	Meetings/2009-07-07		Y		No change
R79	Meetings/2009-06-23/Agenda	Meetings/2009-06-23		Y		No change
R80	Meetings/2009-06-09/Agenda	Meetings/2009-06-09		Y		No change
R81	Meetings/2009-06-02/Agenda	Meetings/2009-06-02		Y		No change
R82	Meetings/2009-05-26/Agenda	Meetings/2009-05-26		Y		No change
R83	Meetings/2009-05-19/Agenda	Meetings/2009-05-19		Y		No change
R84	Meetings/2009-05-12/Agenda	Meetings/2009-05-12	Board (Minutes) Board (logs)	Y	Chapters agreement	Move in-camera minutes to office wiki
R85	Meetings/2009-05-05/Agenda	Meetings/2009-05-05	Board (logs)	Y	Chapters agreement	Move in-camera minutes to office wiki
R86	Meetings/2009-04-26/Agenda	Meetings/2009-04-26		Y		No change
R87	Meetings/2009-04-26a/Agenda	Meetings/2009-04-26a		Y		No change
R88	Meetings/2009-04-20/Agenda	Meetings/2009-04-20	Board (logs)	Y	WMF partnership; WMF board nominations	Move WMF partnership to office wiki; keep WMF board nominations on board wiki.
R89	Meetings/2009-04-18/Agenda	Meetings/2009-04-18	Board (logs)	Y	Membership approval; GLAM	Move in-camera minutes to office wiki
R90	Meetings/2009-04-14/Agenda	Meetings/2009-04-14	Board (logs)	Y	chapters-l subscriptions	Move in-camera minutes to office wiki
R91	Meetings/2009-04-07/Agenda	Meetings/2009-04-07	Board (logs)	N	Membership approval; Phorm; chapter agreement; WMF board nominations	Discuss Retroactively approve, or mark as unapproved? Move all but WMF board nominations to the office wiki; keep WMF board nominations on board wiki.
R92	Meetings/2009-03-31/Agenda	Meetings/2009-03-31		N		Doing... Place an action on RS+MP to write minutes according to the record at Meetings/2009-03-31/IRC.
R93	Meetings/2009-03-30/Agenda	Meetings/2009-03-30	Board (logs)	Y	WMF board nominations	Keep discussions on the Board wiki.
R94	Meetings/2009-03-16/Agenda	Meetings/2009-03-16	Board (logs)	Y	Membership	Approve correction to indicate that the minutes approved were those from the 10th Mar 2009 rather than the 2nd Mar 2009 [5]. Move in-camera minutes to office wiki.
R95	Meetings/2009-03-10/Agenda	Meetings/2009-03-10	Board (logs)	Y	WMF board nominations, Membership	Keep WMF board discussions on the Board wiki. Move membership discussions to the office wiki.
R96	Meetings/2009-03-02/Agenda	Meetings/2009-03-02		Y		No change
R97	Meetings/2009-02-17/Agenda	Meetings/2009-02-17	Board (logs)	Y	Membership	Move in-camera minutes to office wiki
R98	Meetings/2009-02-10/Agenda	Meetings/2009-02-10		Y		Approve correction to indicate that the minutes approved were those from the 2nd Feb 2009 rather than the 19th Jan 2009 [6]
R99	Meetings/2009-02-02/Agenda	Meetings/2009-02-02	Board (logs)	Y	AGM tellers	Move in-camera minutes to office wiki
R100	Meetings/2009-01-19/Agenda	Meetings/2009-01-19		Y		No change
R101	Meetings/2009-01-13/Agenda	Meetings/2009-01-13		Y		No change
R102	Meetings/2008-12-30/Agenda	Meetings/2008-12-30		Y		No change
R103	Meetings/2008-12-16/Agenda	Meetings/2008-12-16		Y		No change
R104	Meetings/2008-12-08/Agenda	Meetings/2008-12-08		Y		No change
R105	Meetings/2008-12-01/Agenda	Meetings/2008-12-01	Board (logs)	Y	Membership	Move in-camera minutes to office wiki
R106	Meetings/2008-11-25/Agenda	Meetings/2008-11-25	Board (logs)	Y	Wikimania bid	Move in-camera minutes to office wiki
R107	Meetings/2008-11-18/Agenda	Meetings/2008-11-18		Y		No change
R108	Meetings/2008-11-10/Agenda	Meetings/2008-11-10		Y		No change
R109	Meetings/2008-11-04/Agenda	Meetings/2008-11-04		Y		No change
R110	Meetings/2008-10-27/Agenda	Meetings/2008-10-27		Y		No change
R111	Meetings/2008-10-21/Agenda	Meetings/2008-10-21		Y		No change
R112	Meetings/2008-10-13/Agenda	Meetings/2008-10-13		Y		Approve correction to indicate that the minutes approved were those from the 7th Oct 2008 rather than the 2nd Oct 2008 [7]
R113	Meetings/2008-10-07/Agenda	Meetings/2008-10-07		Y		No change
R114	Meetings/2008-10-02/Agenda	Meetings/2008-10-02		Y		No change