Reports 9Feb13/Minutes review

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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.

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
R1 Agenda 24Jan13 (Exec) Minutes 24Jan13 Board X mark.svgN Board; GLAM-WIKI 2013 Approve minutes. Keep in-camera minutes on the board wiki.
R2 Agenda 8Jan13 Minutes 8Jan13 Board X mark.svgN QRpedia Approve minutes. Keep in-camera minutes on the board wiki.
R3 Agenda 18Dec12 (Exec) Minutes 18Dec12 Office X mark.svgN Update on QRpedia progress; Wikimania update and potential legal structures Approve minutes. Keep in-camera minutes on the office wiki.
R4 Agenda 17Nov12 Minutes 17Nov12 Office
Board
X mark.svgN 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.
(Dialog ballons icon.svg Discuss Recusing from 'FDC draft recommendation' section - someone else to recommend on what to do with this)
Dialog ballons icon.svg 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]"
Dialog ballons icon.svg 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 X mark.svgN 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 X mark.svgN Report; Terms; Appointment of reviewer; Recommendation 6 Approve minutes.
Dialog ballons icon.svg Discuss Keep in-camera sections on the board wiki
R7 Agenda 25Sep12 Minutes 25Sep12 (empty page) Office X mark.svgN Conflicts of interest; Fundraiser Approve minutes.
Dialog ballons icon.svg Discuss Keep detailed minutes in-camera but release a summary of them publicly (see office talk page.
R8 Agenda 19Sep12 Minutes 19Sep12 N/A X mark.svgN Approve minutes
R9 Agenda 8Sep12 Minutes 8Sep12
Minutes 8Sep12/Strategy day
Office X mark.svgN Symbol wait.svg Doing... Symbol wait.svg Doing...
R10 Agenda 21Aug12 Minutes 21Aug12 Office X mark.svgN QRpedia Approve minutes.
Release in-camera minutes
R11 Agenda 26Jul12 Minutes 26Jul12 Office X mark.svgN Chair Symbol wait.svg Doing... Approve minutes
Release in-camera minutes.
R12 N/A Notes 14Jul12 None X mark.svgN N/A Approve minutes
R13 Agenda 30Jun12 Minutes 30Jun12 Office Yes check.svgY keep section "In-camera topics" on the office wiki, release sections "Other areas deferred" and "QRpedia"
R14 Agenda 12May12b Minutes 12May12b Yes check.svgY No change
R15 Agenda 12May12 Minutes 12May12 X mark.svgN Symbol wait.svg Doing... pending list of new members approved at the meeting
R16 Agenda 8May12 Minutes 8May12 Office Yes check.svgY 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
Yes check.svgY Correct agenda and minutes to indicate that Fæ was chairing rather than Roger (as highlighted by the governance review)
R18 Agenda 15Apr12 Minutes 15Apr12 Yes check.svgY No change
R19 Agenda 27Mar12 Minutes 27Mar12 Office Yes check.svgY New members; QRpedia; Chapter-selected board seats Keep New members; Chapter-selected board seats in-camera
Release QRpedia section
R20 Agenda 3Mar12 Minutes 3Mar12 Yes check.svgY No change
R21 Agenda 11Feb12 Minutes 11Feb12 Office
Board
Yes check.svgY Symbol wait.svg Doing...
R22a Agenda 26Jan12 Minutes 26Jan12 Office X mark.svgN Symbol wait.svg Doing...
R22b Agenda 24Jan12 Minutes 24Jan12 Yes check.svgY No change
R23 Agenda 3Jan12 Minutes 3Jan12 Office Yes check.svgY Symbol wait.svg Doing...
R24 Agenda 14Dec11 Minutes 14Dec11 Yes check.svgY Correct 'TD' to 'Terence Eden' (as highlighted by the governance review)
R25 Agenda 19Nov11 Minutes 19Nov11 Board Yes check.svgY Membership; Staff Move membership to office wiki, keep 'Staff' on board wiki
R26 Exec Exec Minutes 11Nov11 Yes check.svgY No change
R27 Agenda 1Nov11 (Exec) Minutes 1Nov11 Yes check.svgY No change
R28 Agenda 16Oct11 Minutes 16Oct11 Board Yes check.svgY Membership Move to office wiki
R29 Agenda 11Oct11 Minutes 11Oct11 Board Yes check.svgY In-camera reports Move to office wiki
R30 Agenda 18Sep11 (Exec) Minutes 18Sep11 Yes check.svgY No change
R31 Agenda 27Aug11 Minutes 27Aug11 Office
Board
Yes check.svgY 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: Symbol wait.svg Doing...
R32 Agenda 9Aug11 Minutes 9Aug11 Board Yes check.svgY Copy of public minutes, with extra details Symbol wait.svg Doing... MP to tidy in-camera minutes
R33 Agenda 25Jul11 Minutes 25Jul11 Board Yes check.svgY Charity application Move in-camera minutes to office wiki
R34 Agenda 9Jul11 (Exec) Minutes 9Jul11 Yes check.svgY No change
R35 Agenda 11Jun11 Minutes 11Jun11 Board Yes check.svgY Charity status Move in-camera minutes to office wiki
R36 Agenda 20May11 (Exec) Minutes 20May11 Yes check.svgY No change
R37 Agenda 26Apr11 Minutes 26Apr11 Board Yes check.svgY Membership Approve minor changes as per [3]
Move in-camera minutes to office wiki
R38 Agenda 16Apr11b Minutes 16Apr11b Yes check.svgY No change
R39 Agenda 16Apr11a Minutes 16Apr11a Board Yes check.svgY Membership Move in-camera minutes to office wiki
R40 Agenda 8Apr11 Minutes 8Apr11 Yes check.svgY No change
R41 Agenda 1Mar11 Minutes 1Mar11 Board Yes check.svgY Membership Move in-camera minutes to office wiki
R42 Agenda 5Feb11 Minutes 5Feb11 Board Yes check.svgY New members; Foundation relations Approve changes to public minutes as per [4].
Dialog ballons icon.svg Discuss what to do with the in-camera minutes
R43 Agenda 4Jan11 Minutes 4Jan11 Yes check.svgY No change
R44 Agenda 7Dec10 Minutes 7Dec10 Yes check.svgY No change
R45 Agenda 2Nov10 Minutes 2Nov10 Yes check.svgY No change
R46 Agenda 22Oct10 Board Yes check.svgY Fundraiser Move in-camera minutes to office wiki
R47 Agenda 5Oct10 Minutes 5Oct10 Yes check.svgY No change
R48 Agenda 11Sep10 Minutes 11Sep10 Board Yes check.svgY Actions Move in-camera minutes to office wiki
R49 Agenda 10Aug10 Minutes 10Aug10 Board Yes check.svgY GLAM-WIKI Move in-camera minutes to office wiki
R50 Agenda 20Jul10 Minutes 20Jul10 Board Yes check.svgY GLAM-WIKI organizer hire; Fundraiser Move in-camera minutes to office wiki
R51 Agenda 29Jun10 Minutes 29Jun10 Yes check.svgY No change
R52 Agenda 8Jun10 Minutes 8Jun10 Yes check.svgY No change
R53 Meetings/2010-05-04/Agenda Meetings/2010-05-04 Yes check.svgY No change
R54 Meetings/2010-04-24a/Agenda Meetings/2010-04-24a Yes check.svgY No change
R55 Meetings/2010-04-24/Agenda Meetings/2010-04-24 X mark.svgN Symbol wait.svg Doing... Need to find if minutes exist for meeting.
R56 Meetings/2010-04-13/Agenda Meetings/2010-04-13 X mark.svgN Symbol wait.svg Doing... Need to find if minutes exist for meeting.
R57 Meetings/2010-03-30/Agenda Meetings/2010-03-30 X mark.svgN Symbol wait.svg Doing... Need to find if meeting records exist (missing Meetings/2010-03-30/IRC?)
R58 Meetings/2010-03-16/Agenda Meetings/2010-03-16 X mark.svgN Symbol wait.svg Doing... Need writing from Meetings/2010-03-16/IRC
R59 Meetings/2010-03-02/Agenda Meetings/2010-03-02 X mark.svgN Symbol wait.svg Doing... Minutes incomplete, need to find if records of remainder of meeting exist
R60 Meetings/2010-02-16/Agenda Meetings/2010-02-16 Yes check.svgY No change
R61 Meetings/2010-02-09/Agenda Meetings/2010-02-09 Yes check.svgY No change
R62 Meetings/2010-01-19/Agenda Meetings/2010-01-19 Yes check.svgY No change
R63 Meetings/2009-12-29/Agenda Meetings/2009-12-29 Board Yes check.svgY Membership Move in-camera minutes to office wiki
R64 Meetings/2009-12-15/Agenda Meetings/2009-12-15 Yes check.svgY No change
R65 Meetings/2009-12-01/Agenda Meetings/2009-12-01 Yes check.svgY No change
R66 Meetings/2009-11-17/Agenda Meetings/2009-11-17 Yes check.svgY No change
R67 Meetings/2009-11-03/Agenda Meetings/2009-11-03 X mark.svgN Symbol wait.svg Doing... Need to find if minutes exist for meeting.
R68 Meetings/2009-10-30/Agenda Meetings/2009-10-30 Office X mark.svgN Fundraising Agreement; Fundraising logistics Symbol wait.svg Doing... In-camera minutes need formatting, then approve and release.
R69 Meetings/2009-10-20/Agenda Meetings/2009-10-20 Yes check.svgY No change
R70 Meetings/2009-10-11/Agenda Meetings/2009-10-11 Yes check.svgY No change
R71 Meetings/2009-09-29/Agenda Meetings/2009-09-29 Board (logs) Yes check.svgY Fundraiser Move in-camera minutes to office wiki
R72 Meetings/2009-09-15/Agenda Meetings/2009-09-15 Yes check.svgY No change
R73 Meetings/2009-09-01/Agenda Meetings/2009-09-01 Board (logs) Yes check.svgY Membership Move in-camera minutes to office wiki
R74 Meetings/2009-08-18/Agenda Meetings/2009-08-18 Board (logs) Yes check.svgY Membership Move in-camera minutes to office wiki
R75 Meetings/2009-08-05/Agenda Meetings/2009-08-05 Yes check.svgY No change
R76 Meetings/2009-07-28/Agenda Meetings/2009-07-28 Yes check.svgY No change
R77 Meetings/2009-07-21/Agenda Meetings/2009-07-21 Yes check.svgY No change
R78 Meetings/2009-07-07/Agenda Meetings/2009-07-07 Yes check.svgY No change
R79 Meetings/2009-06-23/Agenda Meetings/2009-06-23 Yes check.svgY No change
R80 Meetings/2009-06-09/Agenda Meetings/2009-06-09 Yes check.svgY No change
R81 Meetings/2009-06-02/Agenda Meetings/2009-06-02 Yes check.svgY No change
R82 Meetings/2009-05-26/Agenda Meetings/2009-05-26 Yes check.svgY No change
R83 Meetings/2009-05-19/Agenda Meetings/2009-05-19 Yes check.svgY No change
R84 Meetings/2009-05-12/Agenda Meetings/2009-05-12 Board (Minutes) Board (logs) Yes check.svgY Chapters agreement Move in-camera minutes to office wiki
R85 Meetings/2009-05-05/Agenda Meetings/2009-05-05 Board (logs) Yes check.svgY Chapters agreement Move in-camera minutes to office wiki
R86 Meetings/2009-04-26/Agenda Meetings/2009-04-26 Yes check.svgY No change
R87 Meetings/2009-04-26a/Agenda Meetings/2009-04-26a Yes check.svgY No change
R88 Meetings/2009-04-20/Agenda Meetings/2009-04-20 Board (logs) Yes check.svgY 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) Yes check.svgY Membership approval; GLAM Move in-camera minutes to office wiki
R90 Meetings/2009-04-14/Agenda Meetings/2009-04-14 Board (logs) Yes check.svgY chapters-l subscriptions Move in-camera minutes to office wiki
R91 Meetings/2009-04-07/Agenda Meetings/2009-04-07 Board (logs) X mark.svgN Membership approval; Phorm; chapter agreement; WMF board nominations Dialog ballons icon.svg 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 X mark.svgN Symbol wait.svg 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) Yes check.svgY WMF board nominations Keep discussions on the Board wiki.
R94 Meetings/2009-03-16/Agenda Meetings/2009-03-16 Board (logs) Yes check.svgY 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) Yes check.svgY 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 Yes check.svgY No change
R97 Meetings/2009-02-17/Agenda Meetings/2009-02-17 Board (logs) Yes check.svgY Membership Move in-camera minutes to office wiki
R98 Meetings/2009-02-10/Agenda Meetings/2009-02-10 Yes check.svgY 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) Yes check.svgY AGM tellers Move in-camera minutes to office wiki
R100 Meetings/2009-01-19/Agenda Meetings/2009-01-19 Yes check.svgY No change
R101 Meetings/2009-01-13/Agenda Meetings/2009-01-13 Yes check.svgY No change
R102 Meetings/2008-12-30/Agenda Meetings/2008-12-30 Yes check.svgY No change
R103 Meetings/2008-12-16/Agenda Meetings/2008-12-16 Yes check.svgY No change
R104 Meetings/2008-12-08/Agenda Meetings/2008-12-08 Yes check.svgY No change
R105 Meetings/2008-12-01/Agenda Meetings/2008-12-01 Board (logs) Yes check.svgY Membership Move in-camera minutes to office wiki
R106 Meetings/2008-11-25/Agenda Meetings/2008-11-25 Board (logs) Yes check.svgY Wikimania bid Move in-camera minutes to office wiki
R107 Meetings/2008-11-18/Agenda Meetings/2008-11-18 Yes check.svgY No change
R108 Meetings/2008-11-10/Agenda Meetings/2008-11-10 Yes check.svgY No change
R109 Meetings/2008-11-04/Agenda Meetings/2008-11-04 Yes check.svgY No change
R110 Meetings/2008-10-27/Agenda Meetings/2008-10-27 Yes check.svgY No change
R111 Meetings/2008-10-21/Agenda Meetings/2008-10-21 Yes check.svgY No change
R112 Meetings/2008-10-13/Agenda Meetings/2008-10-13 Yes check.svgY 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 Yes check.svgY No change
R114 Meetings/2008-10-02/Agenda Meetings/2008-10-02 Yes check.svgY No change