Reports 3Jan12

Below are the Board reports to the Board Meeting on 3 January 2011; see Agenda 3Jan12.

Templates for actions: {{done}} Done, {{cf}} Carried forward, {{canc}} Cancelled.

If something needs discussing, then please add it to the Matters Arising section on the agenda.

Board

All board

1. All board members to look at the Executive Committee proposed definition, and to ask members for input.

Roger Bamkin (Chair)

Actions

1. Action report on Derby Museums - video and contribution to Outreach Done
2. RB to ask Nick (ex-Derby museum) to assemble a best-practices guide to QR code deployment in a museum. Funding from the culture and heritage budget subject to agreement of Fæ as budget holder Done - not interested
3. MP and RB to identify a better way of doing exec calls in the future ((done}} skype for small meetings - conference genie for more
4. RB, AT, JD to decide on success points on a successful Wikimania bid ??
5. RB and JD to prepare a draft on Metrics by 3 jan
6. RB to invite WMDE/WMF/WMNL trustees/execs to give feedback on the WMUK board, and to assemble a summary paragraph for the annual report.

Other stuff

• Attended WMF and Indianapolis - visit report on Wiki
• Spoke on Spanish radio re: Wikimedia appeal
• Supported Monmouthpedia, coverage by BBC Wales , Radio 4 and media in 3 languages, Mike set up new domain name for John Cummings (and team), 18,000 hits on www.Monmouthpedia.org page - need to catch up - action self. This project has 12 new articles, a PhD student assigned, a steering committee, 10,000 images to load and text being released on local history. Monmouth County Council have issued press release acknowledging their support for this project. Funding started.
• Continuing to find location for AGM on May 12th
• added new board meeting (Monmouth) and circulated to team

Michael Peel (Secretary)

Split into roles:

Board

• Membership approvals - see in-camera report for list of names and locations. Batch 3Dec approved.
• Need to know attendance numbers, and number of votes, for Annual Conference 2011 AGM Minutes (AT recorded these)

Grants

• Microgrants/Microphone needed approved, but the funds have not yet been spent.
• Microgrants/World War I resources pending
• Microgrants/Core Contest (prizes) under discussion
• WikiSym Scholarships - in the process of closing this off
• WikiConference India Scholarships - now closing off
• Need to reformat Microgrants to incorporate standard grants.
• Need to set up a page for operating Microgrants/BL photocopies

Administrative

• Reports/2011/November, Reports/2011/December
• Need to improve Minutes 27Aug11, Minutes 19Nov11 and get Minutes 1Dec11 online
• Keeping track of budget expenditure at [1] (office only - can we open this up?)

Sysadmin

• Board and Office wikis upgraded to 1.18; WikiEditor extension installed.
• Auto-hiding fundraising banners after donating implemented.

Volunteer

• Pushing forward with Geocamp
• Closing off Britain Loves Wikipedia Doing... - two prizes now awarded, with the rest in progress

Actions

• MP to rework Minutes 27Aug11 for approval at the next meeting.
• JD, MP, SV and CK to assemble a first draft of the Annual Report by February for the Board to review it.
• MP and RB to identify a better way of doing exec calls in the future.

Andrew Turvey (Treasurer)

Actions

1. AT to investigate debit cards for bank account signatories.
2. AT - In camera minutes of 2 February 2011
3. AT - written legal advice onto wiki
4. AT to send invitations to current and past office admins to comment on the office manager job description during its development.
5. AT to rework the 2011 budget to accommodate the costs of sending follow-up postal letters to donors (£27,850)
6. AT to share advice from UHY on VAT implications of grant to the WMF. Done see http://office.wikimedia.org.uk/wiki/Professional_advice
7. AT to transfer the funds for the £10k grant to WMDE to support the Toolserver
8. AT to contact WMF board member Jan-Bart to discuss how to locate new trustees.
9. RB, AT, JD to decide on success points on a successful Wikimania bid
10. AT to change the Registered Address to point to the WMUK office
11. AT and JD to prepare a draft 2012-13 budget by 3 Jan
12. AT and JD to organise the pensions scheme

Chris Keating (incl Fundraiser)

Fundraiser Report

The fundraiser ended successfully at about 7pm on New Years' Eve. The total income from the Fundraiser is estimated as £1,014,176.02 - this includes projections of both recurring Direct Debit income during the coming year and Gift Aid claimable on gifts received.

• The fundraising banners performed better this year, with £795,000 attributable to this source as against £564,000 last year, a 41% increase in donations (also note that the banners were up for a shorter period this year)
• Donors signed up for monthly or quarterly Direct Debits worth a total of £312,000 a year. Our current best estimate is that some 20% of these Direct Debits will be cancelled within the course of the first year, so in terms of 2012 income, these are treated at 0.9 of their annual value. However, many of these Direct Debits will continue to be paid essentially indefinitely, giving us a recurring source of income.
• For this first time, sources other than the banners on Wikipedia provided a significant source of donations. We received about 8% of income in response to the two emails we sent to previous donors, at the beginning and end of the fundraiser. 5% of donations were received offline, of which most came from one individual gift of £35,000 and one of £5,000. We received £3,000 from SMS donations, which were set up in early December.
• I estimate Gift Aid reclaimable on these donations at about £88,000 based on the numbers of Gift Aid declarations received at various stages in the fundraiser. Towards the beginning we were receiving GA declarations on 40% of Paypal, and 20% of Direct Debit, donations. Later in the fundraiser, with modified forms, we were getting GA declarations for 60% of gifts.

Full figures are available here.

There is still a fair bit of work to do on the Fundraiser. We need to document the most recent test results, perform further analysis, and hold a wrapup meeting to decide learning points for subsequent Fundraisers.

WWI

• Meeting at JISC next week.

Actions

1. Sort out print items to support outreach
2. CK to lead the effort to organise a press release for the fundraiser. May include contracting, to come from the Fundraiser or Comms budget lines
3. CK to provide a short description of the costs etc of the various fundraising methods on the fundraising wiki page.
4. JD, MP, SV and CK to assemble a first draft of the Annual Report by February for the Board to review it.

Fae (and GLAM programme)

Actions

1. (TBA, getting urgent) The Strategy Workshop results should be incorporated into the WM-UK wiki, this may be useful to time with further announcements about an EGM if needed to support transition to charity status.
2. Fæ to lead the assembly of a briefing for partners on issues and expectations surrounding in-residency projects.

Martin Poulter (incl Education budget)

• Met with representatives of British Psychological Society/ History of Psychology Archive/ Wellcome Library, including two university lecturers (six people total). Discussed a range of events and activities for Spring 2012 onwards. Now following up.
• Spoke at social media lunch for scholarly societies in London. A lot of interest in training events. Now following up.
• Followed up on meeting with People's Voice Media: have passed on to Fae for follow-up.
• Invited to host a WMUK stall at the Association of Humanist Students conference in March
• Setting up a WIG (Wikipedia Interest Group) mailing list for UK Higher Education

Forthcoming

• Campus Ambassador meeting, Imperial College, London
• Delivering training at Bristol Girl Geeks Wikipedia event
• Training session for Oxford graduate students as part of a Wikipedia Educational Project

Actions

1. Strategy, publicity & event preparation for Wikimedia Universities Programme: aiming for a conference in the Easter holiday. A host institution has been identified: now waiting agreement from the institution on finances.
2. Follow up on scholarly society contacts, including Food Standards Agency (FSA will get back to us after they have recruited new staff): ongoing
3. MLP to put together a full proposal on a Wikipedia trainers course, assessment and accreditation program, in coordination with Fæ and Jon. - in progress
4. MLP to assemble a showcase of our work with scholarly bodies Done but improvements ongoing
5. MLP to talk to Candy regarding training the trainers
6. MLP to finish off spreadsheet of education contacts and share with Jon in case MLP goes under a bus

Steve Virgin (incl Wikimania Bid Committee)

Actions

1. Seeking sign off for a Case Study for ARKIVE - thinking approach Andy Mabbett to write it if we get ARKIVE agreement Carried forward
2. Set up small scale Back Stage Pass Events based around Science Museum archive at Wroughton near swindon - purpose to find volunteers from the University of Bristol Societies that can work with this (open to all W'pedians of course as well) - attempting to use link up to consolidate the relationship with the Univ of Bristol and begin one with Science Museum (this end of M4) Carried forward
3. SV to request a document from Stone King on the documentation we need to receive from the WMF in return from the grant, and whether the lawyers are happy that an unrestricted grant to the WMF is charitable under UK charity law (via the charity commission's guidance). Done
4. JD and SV to redraft job description for Comms staff Done
5. JD, MP, SV and CK to assemble a first draft of the Annual Report by February for the Board to review it.

Volunteers

Andy Mabbett

1. AM to provide JD with an estimate for the costs of a web-streaming system.

Staff

Jon Davies (CEO)

Actions

1. RB, AT, JD to decide on success points on a successful Wikimania bid
2. JD/Office to look into a software solution to track actions and plans.
3. JD and SV to redraft job description for Comms staff
4. AT and JD to prepare a draft 2012-13 budget by 3 Jan
5. RB and JD to prepare a draft on Metrics by 3 jan
6. JD, MP, SV and CK to assemble a first draft of the Annual Report by February for the Board to review it.
7. JD to set up the process of a trustee induction for new trustees by February
8. AT and JD to organise the pensions scheme

Richard Symonds (Office Manager)

Actions

1. RS to assist with chasing and clearing the backlog of outstanding submission of expense claims. Carried forward
2. RS to include disputed transactions in the weekly backlog reports.