Meeting: Committee (2015-04-06)

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ACTION: All to review and make updates/comments, to be ready to adopt at next comm meeting.
ACTION: All to review and make updates/comments, to be ready to adopt at next comm meeting.
Next meeting: Sunday 26 April at 4pm AEST/2pm AWST.
Next meeting: Sunday 26 April at 4pm AEST/2pm AWST.
[[Category:Meetings]]
[[Category:2014–2015 Committee]]

Revision as of 05:11, 1 June 2015

Meeting opened at

Introduction

Attendance

  • Present: Steve, Gideon, Andrew, Michael, Pru, Kerry, Craig
  • Apologies: Charles
  • Absent: none

Previous minutes

Minutes of the previous meeting Meeting:Committee (2015-03-22)/Minutes

Resolutions:

  • That the minutes of the 22 March meeting be accepted. :

Moved: Steve Seconded: Craig Carried without dissent.

Action items from previous meeting

Completed:

  • All to update Doodle with preferred time and date for next meeting; once complete Steve will announce date and time of next meeting - complete - meeting will be Monday April 6 at 8pm AEST
  • Steve to copy Etherpad notes to comm wiki - done
  • Pru and Steve to interview 3rd applicant asap, and report back to committee, Pru to send unsuccessful email to candidates 1 and 2 - done, awaiting response from Gillian as offer has been extended.
  • Kerry and Gideon to try to get baseline catering cost for estimated 100 participants for conference - completed in below sheet
  • Pru, Kerry & Gideon by the 29th March to create Google Sheet showing cost comparisons between the two venues, including per head estimates for catering, travel and accommodation and venue - completed

Outstanding:

  • Andrew to publish the passed Minutes of these two meetings to the Public wiki (with appropriate redactions) by next meeting - not done? - will be sorted as a task later this week.
  • Steve and Michael to open second account for debit card. Then add Andrew and Gideon to additional account - not done - difficulties with Westpac - discuss in meeting
  • Steve to start drafting PEG application with Kerry's input on program and venue - not done - discuss this meeting
  • Steve to commence a page on comm wiki with criteria and application form - not done - would like to discuss in this meeting and then proceed
  • Steve to review the last clause of the camera equipment program and bring to next meeting - done -

Reports

Finance Report

  • Full content with PDF's in agenda on-wiki.

Membership report

  • Membership drive and outreach - let's discuss strategy. (5 mins)
  • ACTION: Michael to fix new membership sign-up by creating a Google Form which we can subscribe to.

Incoming correspondence

  • Mail from PO box regarding enquiring about use of Wikipedia content - Steve to respond
  • Renewal notice for PO BOX - due 15 April.
  • ACTION: Michael to pay via PayPal as discussed.

Agenda

Decisions

  • Camera equipment program - amendment of large equipment support section

Resolution: The text of the "Large equipment support" section of the Camera equipment program is amended to the below: Wikimedia Australia will reimburse applicants $1000 for photography equipment for each contribution of at least 2000 of their own freely licensed photos to Wikimedia Commons. While the criteria for reimbursement is at the discretion of the committee, in general, the photos must be reasonably usable and suitably categorised - when applying, the committee will request a link to uploaded photos, in order to determine eligibility. Applicants can only receive this reimbursement once every financial year. Resolution: Move: Steve Second: Craig Carried without dissent

ACTION: Steve to amend the text of the program as documented above - done

Discussion

  • Admin assistance update - 5 mins

Contractor is free to undertake any activity in a voluntary capacity so long as this work does nothing to bring Wikimedia Australia into disrepute. (Redacted) ACTION: Committee to comment on the Admin assistance schedule in the Google doc by 12 April. Pru, Steve and Michael to continue negotiations on basis of final version.

Venue - Brisbane

The venue for the national conference in October 2015 (at this stage named WikiConference Australia) will be held at the State Library of Queensland, in Brisbane. Resolution passed 5 to 2 with 1 abstention at 20:04, 31 March 2015 (AEDT)

Support
Steve, Kerry, Craig, Michael, Pru
Oppose
Gideon, Andrew
Abstain
Charles

Gideon requested it be minuted that he believes the choice of the venue as Brisbane is not in the best interest of our members.

Venue - Perth

The venue for the national conference in October 2015 (at this stage named WikiConference Australia) will be held at the Curtin University, in Perth. Resolution unsuccessful 3 to 0 with 5 abstentions at 20:04, 31 March 2015 (AEDT)

Support
Gideon, Andrew, Charles
Oppose
Abstain
Craig, Steve, Michael, Kerry, Pru.
    • Program,

Confirmation of 2 day main event: Sat and Sunday with Monday as unconference/technical program ACTION: Kerry, Gideon and Steve to draft this by Thursday 9 April in preparation for Friday meeting with SLQ Potential presenters: Jimbo, Lila - paid by WMF? Philippe, Community Engagement ACTION: Steve to make initial approach to determine availability of WMF people and report initial response by next meeting ACTION: Committee members to contribute ideas for speakers, organisations, contact people and topics for programme Sponsorship: Creative Commons, OCLC, State Library contacts, Google Australia ACTION: Committee members to contribute ideas for organisations, contact people and value proposition for sponsorship Conference website Needs to be secure - look at example from GLAMwiki Accommodation ACTION: Kerry to investigate quotes from nearby hotel and put proposal for costs and reserving a block and timelines Registration payments Tiers: 1 professionals, 2 volunteers, 3 concessionals/members

   ? Presenters to attend at no cost

ACTION: Kerry, Steve and Gideon to propose costs for registration based on tiers. Proposals for payment: Eventbrite, Xero, Trybooking ACTION: Michael to report back on best option and what is required to organise this Eligibility for travel assistance and PEG grant discussion Principle: Travel assistance to work towards equality of costs such that out of pocket costs are equivalent regardless of geographic location Discussion of availability of a range of travel support options based on this principle. Illustrate costs for the purpose of the PEG grant based on a number of cities of origin See this USA PEG application for a similar event http://meta.m.wikimedia.org/wiki/Grants:PEG/WM_US-NYC/WikiConference_USA_2014 Wikimeda Australia commitment for purposes of PEG application is $20,000

  • Featured in Annual Plan with estimates.

ACTION: Kerry, Gideon and Steve to meet online during this week to draft PEG application

Amendment: Craig to add a statement about images in presentations that are likely to cause offence requiring committee Action: Craig to write amendment about potentially offensive images and circulate to committee

  • General business - 5-10 mins

Conference policy on comm wiki: http://comm.wikimedia.org.au/wiki/Conference_policy propose changing name to Conference attendance policy - needs review Annual Plan - is complete but not passed or published. Michael has noted a few amendments that need to be made, but there was agreement at the meeting that these were of a minor nature and the annual plan can be adopted pending these amendments.

   Resolution: That the 2015 Annual Plan is adopted, and will be published to the public wiki.
   Moved: Steve
   Second; Kerry
   Support: Michael, Pru, Andrew, Gideon, Craig

ACTION: Michael to make the minor amendments and then upload to the public wiki. Strategic Plan - Not yet ready. Needs some work. ACTION: All to review and make updates/comments, to be ready to adopt at next comm meeting. Next meeting: Sunday 26 April at 4pm AEST/2pm AWST.

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