Meeting:Committee (2017-06-05)

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Wikimedia Australia Meeting, Monday 28 August 2017 Meeting opened at 8.11pm Present: Pru, Robert, Tom Gideon          Apologies: Caddie           Minutes of previous meeting: 31 July 2017    https://etherpad.wikimedia.org/p/310717_1800  - Move: Gideon. Second: Robert    Passed

Matters arising

  • Robert's Berlin report  (Robert) - On going but almost done but progress has been slow due to uni - due 1 Sept in comm wiki
  • Tom's reports  (Tom) - 

  - strategy reports - due 4 Sept    - financial reconciliation - due 4 Sep    - Wikimania -  

  • Donation email responses  (Robert) - Ongoing, need to check if there is any other ways (that isn't PayPal) that donations can be made - procedures for Treasurer
  • GO through Committee wiki and check for handover instructions - ongoing - decide what category to use

    Tom to reproduce a list of approved categories on comm wiki      Tom to put CAV details on to comm wiki - ACTION: Tom to send to all committee, reminder about updates 30 days after AGM

  • WLE prizes (Pru) ACTION: GIdeon to send Pru the postal details and names for 10 winners. 

ACTION: Pru to send $100 per person debit card, and certificate

    

  • AGM notifications - spread sheet/calculator on comm.wiki that details the notifications requirements

   Date: Sunday 8 October     - Attendees provide Skype ID to Secretary    - Notice of meeting by 10 September - Tom sending on https://comm.wikimedia.org.au/wiki/AGM, email to: wikimedia-au-members@lists.wikimedia.org     -  Nominations open 22 September -     - Nominations close  27 September    - Elections open 29 September    - Election closes 6 October    - Membership register closes: 14 September 2017    -       ACTION: Tom will receive Skype handles and collate as people RSVP for AGM      ACTION: Gideon has sent Tom previous AGM and election emails      

  • Travel policy updates 

- Defer to next meeting. 

  • APG (Gideon)

Gideon forwarded emails regarding APG to the committee


Treasurer's Report

Bank:     Acc: $33,246.75     CC: $315.06

PayPal: $306.44


Balance Reimbursements:     * Wikimania 2 x AU$145 (appox. US$114) paid to Tom for the The Jane. There was an issue for the payment to be made via the WMAU CC which required signed permission from Michael at short notice. 

Moved: Robert Second: Pru Passed

Membership Report

No new membership applications 2 more renewals paid, 16 outstanding ACTION: Pru to send reminders once more

Secretary's Report

Catch up in September


Correspondence

  • RH to President referred to WM Legal and Police
  • Concern over publishing personal phone numbers - 

ACTION: Gideon will research generic WM-AU phone answering or forwarding service

  • Museum WA - invitation to President for event - Gideon to forward and respond about who is attending


General Business

  • Wikimania

MOTION: That WMAU thank Australians who presented at Wikimania - Liam Wyatt  'Fair use in Australia' https://wikimania2017.wikimedia.org/wiki/Submissions/Fair_Use_in_Australia_campaign - Kerry Raymond Moved: Tom Second: Pru Passed ACTION: 

    • Affiliate chairperson meeting 

Tom met with individuals about the strategy process Minutes from https://meta.wikimedia.org/wiki/Affiliate_Chairpersons_meeting_August_12_2017

    • Winifred Olliff meeting

Tom had conversations with Winifred as requested, and gave a verbal report about this.

Wikimedia 2018 - ACTION: Tom to advise dates in July 2018 in CapeTown

  • Wikimedia Asia Pacific Conference

Robert provided an update as WMAU contact person: ** Planned to be hosted in Indonesia (likely Java, less likely Bali) was February 2018 but looking at other dates later in 2018. Discussions still being made and planning meeting yet to be held. https://meta.m.wikimedia.org/wiki/ESEAP_Conference_2018

APG - ACTION: Tom to brief Gideon prior to responding to Delphine

==Activity Reports

  • WikiclubWest

Tom reported that SLWA space has now finished. 

  • University of Melbourne 

ACTION: Pru to add report to GLAM Newsletter


Meeting closed at: 9.39pm/7.39pm     NEXT MEETING: Monday 11 September 2017


WMAu comm meeting 310717

Meeting opened at 18:03 awst

Chair:Gideon:           Present: Gideon Pru Robert Tom     appologies : Caddie     absent               Minutes of previous meeting https://etherpad.wikimedia.org/p/170717_1800     propose to accept :Pru         second: Robert         Passed         

Matters arising

  • Robert's Berlin report - Ongoing, bogged down with Uni work and Mac issues (crashing), will be done ASAP!
  • Tom's reports - ongoing. Available after Wikimania
  • Donation email responces - Ongoing, per above.
  • GO through Committee wiki and check for handover instructions - ongoing - decide what category to use

ACTION: Tom to reproduce a list of approved categories on comm wiki ACTION: Tom to put CAV details on to comm wiki

  • APG - see below meeting in Montreal

      

Treasurer Report

Balances; Bank account: $33,971.75 Credit card: $300.70 PayPal: $301.87

BAS done $395 due to be paid to us by the ATO.  WMF grant funds recieved $2,372.86, Westpac charged $12 Topup needed for the CC. Est. $600 will come out for Tom's accom when he arrives in NY and Montreal, ontop of $148.50 ($50 has already come out for Xero) in monthly expenses --- want to set that up now  --- Done $450  Ran reports and also ran GST Reconciliation report all the way back from 2011 until 2016/17

MOTION:      That Robert be congratulated and thanked for the number of long-term financial issues dealt with and resolved in the past two months.     PASSED WITH ACCLAIM

Membership report

No new applications 18 members 30 days overdue - to be closed off and credit notes raised after the AGM

Correspondence

  • Kerry Ipswich Library - Gideon responded with support
  • ACNC - FYI


General Business

  • Wikimania,
  • meeting representative

Pre-conference: Distance and isolation 5 minute talk Strategy: Nicole has asked for 150 word and photo re Australian strategy- planning to use Melbourne meetup photo  Adelaide meetup   - 4 Australian delegates attending + 2 sessions about Wikimedia activities in Australia

Tom requested a contingency pre-payment of AUD$400 - deposit at hotel x 2 - amount $ - airport transfers - US$50 x 2   - train to hotel in Montreal - 

Tom abstained from the discussion of the following motion

MOTION: That WMAU approve AUD$400 pre-payment of contingencies of airport transfers or train transfers to or from hotels if required, and to cover possible hotel deposits as needed. Any additional hotel expenses remain the responsibility of the traveller. Reconciliation should be completed by 31 August 2017 and receipts will be required for all claims. 

ACTION: Tom to check rates for above expenses. ACTION: Gideon to advise Tom of the motion and arrangements ACTION: Robert to transfer funds to Tom before his departure

AGENDA ITEM: Consider update to travel policy to consider inclusion of contingency pre-payment Consider update to scholarship procedures to clarify practice

  • Social media accounts and other logins - starting to update this page for handover

https://comm.wikimedia.org.au/wiki/Accounts

Meeting closed at 9.20pm / 7.20pm NEXT MEETING - Monday 21 August (Scheduled meeting 14 August CANCELLED for lack of quorum)



WMAu comm meeting 170717

Chair:Robert Robert      Opened: Present:Gideon, Tom, Pru, Caddie      Apology      Absent      

Minutes

accept the minutes of the previous meeting https://etherpad.wikimedia.org/p/WMAUComm-19-June-2017 Moved: Pru Seconded: Gideon Passed

matters arising

 Gideon walked committee through the draft APG budget calculations for 2018. Goal is to start the application by September 2017 to cover 2018 plan  Gideon will add Vic to WikiClub line Gideon clarified that APG funding means no further grant applications as a chapter that year ACTION: Gideon will contact Winifred WMF to show budget and seek advice on plan

  • Tom to visit Bendigo branch in Perth and determine what is required next. Then organise transfer to Westpac with Gideon and possibly require Graeme Pearce  - Done
  • Tom overdue reports  - strategy and wa branch issues  
  • Google Apps - held off during the Pash issue

 - Robert will action when appropriate


Treasurer Report

    • note payment of 78.85 expenses to Robert awaiting 2nd sig in Westpac

As at 4pm AEST 17 July 2017 PayPal: $301.87 Bank acc: $31,669.74 Credit card: $350.70

I had originally requested to the Committee to have Craig to get statments that would be for the period between Dec 2016 to March 2017, though after some thought I wasn't satisfiled with the responce from Steven regarding past statements (which were not kept) being $0 balance and my request would need to be extended to Oct 2015. Since this would require six statements, rather than the one or two that I had originally thought we may need to track back the amount of $97.44, the cost would be too much (6x5 = $30) therefore my request is rescinded. I have added this into Xero as an anon donation instead. I've manually added the ATO payments dating back to 2015, plus the $100 (likely donation), so for the first time Bendigo on Xero is now showing $0 (as all funds have been transferred to the Westpac account)!

Bank account details on the ATO have been fixed! All future BAS payments will be paid into the Westpac acc. 

I also audited the Xero amounts in some reports. Doing so found some amounts that required action, some have been delt with (eg cash in hand showed that we had $60, but didn't). Need to look at "Withholding Tax Withheld" in liabilities and "Accumulated Equity from Previous Financial Year" in Equity (as both of the amounts has been there since 2012) further. The "Accumulated Equity from Previous Financial Year" seems to be the amount that was raised from the fundrasing and states it is for the 2011/12 financial year, so it should no longer be showing on our Balance Sheet.

Topup is required for the credit card, as the accom (already booked) for Tom's Wikimaina trip will come out during his trip and not prior. Also needing Tom's expenses ASAP, since I need to reconcile Xero for BAS which is due on the 28 July.

Secretary Report

Cav issue has been resolved and no overdue fee involved at this stage  The outgoing Secretary is responsible for reporting to CAV within the required timeframe Minutes on etherpad will be moved into com  - Tom to Action

Strategy Report

Meta report of Australian involvement in cycle 2  accepted  and included in report to movement in general  ACTION: Tom to post link to this report in Minutes Stage 3 noted but not fully involved with each component 

Membership Report

1 new member: Steve Bennett - paid for 5 years

Bill Browne - Joined Dec Peter Farrell - Joined Sept Norman Aitken - Joined Sept Troy Holbrook - Joined Sept Clare Spring - Joined Sept Sebastian Reategui -  Joined in Mar 17

Correspondence

  • Chris Pash -  Response to Gideon's email

"Good to hear from you. Can you point a the exact bit in the article which is incorrect, please? And this bit is new – are you saying you had no involvement in the fair use campaign on Wikipedia?  If this is the case, who exactly is responsible? If it was the “volunteer editing community” … didn’t you have a say?" Article now states "The local Australian organisation is Wikimedia Australia, a registered charity run by volunteers. (EDS: Business Insider previously reported that Wikimedia Australia runs Wikipedia locally. Wikimedi Australia, which previously declined to comment, now says it does not.)"  Pash campaign has now decentralised to writers groups in each state and is utilising pashes article as an 'update'  No further action required


Donations

Patrick Lyons - Changed credit cards but doesn't want to use PayPal Grant Walls - Question about donations Ian Forbes - Question how to make a donation ACTION: Robert will respond to each of these

General Business

  • AGM date - Sunday 8th October 2017  1300 wst 1600 est 1430 cst
  •   wikimania - 4 known attendees from Australia at this stage - 1 full funded (Tom), 1 half funded,(Kerry)

1 WMF employee (Sam), and one self funded (Graham87) and his mother  Discussion about Wikimedia l

  • WikiclubWest - SLWA.  See meta for the details  content over weekend re NAIDOC week languages issue

Suggestion  that wikiclubs are adequately linked and documented on com for the very varying format and style  full report on the library involvement will be made after Montreal    https://meta.wikimedia.org/wiki/WikiClubWest ACTION: Tom or Sam to connect Wikimedia.org.au and WikiClub pages Maintenance issue re social media  - to share passwords and details in event of changes

Melbourne - Pru reported on-  - Uni Melbourne Researchers edit-a-thon planned for Friday 25 August ResearcHERs @ UoM Wikipedia edit-a-thon - SLV, WikiClub conversations - Wikiversity portal for Teacher education global evidence-based practice

  • Noongarpedia  - Gideon to Albany.     Wikibomb 6 August  7 August 
  • WLE results - Gideon contacted - to be done by 31st
  • WLM -  

Meeting closed: 9:50 PM     next meeting:31 July 2017      AGENDA ITEMS: GO through Committee wiki and check for handover instructions


WMAU committee meeting 19 June 2017

Meeting opened:          Present: Gideon, Pru, Robert, Tom, Caddie                ==Minutes of previous meeting==  https://etherpad.wikimedia.org/p/WMAUComm-22-May-2017  Moved: GIdeon; Second: Pru  Passed:   https://etherpad.wikimedia.org/p/WMAUComm-05_Jun_2017  Moved: Robert: Second: Gideon  Passed                  Business arising          * Pru to announce scholarship winners - still tonight           * 

Reports=

Treasurer's report Bank: $29,516.67 CC: $498.98 PayPal: $108.61

Free Google Apps: On going

Xero fixes: On going - Tom and Craig Franklin actioned the move from Bendigo Bank while Tom was  in Brisbane ACTION: Tom to visit Bendigo branch in Perth and determine what is required next. Then organise transfer to Westpac with Gideon and possibly require Graeme Pearce    Wiki Strategy Tour expenses - not done and on going but total paid out was $1000 but need expenses emailed by the end of the month (EOFY) ACTION: Robert and Tom will finalise reimbursements including with WMF Grants Move: Gideon  Second: Caddie Passed

Membership report Currently there are 48 members on WMAU membership list Of these 17 have not renewed as yet Clean up of 11 x 2015 members who did not renew for 2016  (2 x WA, 3 x QLD, 1 x TAS, 2 x WA, 2 x VIC, 1 x NSW) - and those who never paid their subscription


Secretary report

Correspondence: 

   Policy seeks assistance- advisory guidance - lead to water -   Accepted - no responsibility - but train/show  

Reports

Internal and published  - for chapter and wmf Keep this up to date https://docs.google.com/spreadsheets/d/1Yc7i6-8KXRux9F3P9pg3rtHICOTA5Q30cLsv4MsXaOA/edit#gid=805595411

Strategy

Stage 1 cycle

stage 2 cycle 

Stage 3 cycle -  Tour

Meta report 

Australian Chapter info

Further strategy issues 

ACTION: Tom to compile reports and include summary in these minutes

General Business

Chris Pash - Business insider, reporter Email to press@wikimedia.org.au requesting information on Google donations to WM Second email asking for 'story' about background to the Fair Use campaign. ACTION: GIdeon will respond via email,

Process when an email received to press@wikimedia.org.au  - at least two members, preferably including the president should make decision on the appropriate response. Consult with committee by email. - Consider reputation/risk profile, and ask for WMF advice if possible

ACTION: Find out what other organisations do about legal advice if required

WLE

WLM

General Business

Discussion

Strategies for meetups - targeted topics  - market the small grants for local meetups - 

Chapter activity - strategic planning: previous plans - https://wikimedia.org.au/wiki/Strategic_Plan - Annual Plan 2015 https://wikimedia.org.au/wiki/2015_Annual_Plan

Standing agenda item for remainder of this committee's term Increased participation - how to build capacity - membership, and committee members

Followup with partners to keep processes running after projects started

ACTION: APG draft - Gideon to circulate AGENDA ITEM:  Discuss


Meeting closed: 9.25pm/7.25pm Next meeting: Monday 3 July 8pm/7.30pm/6.00pm




Wikimedia Australia meeting Monday 5 June

Full meeting opened: 7.53pm EST Chair: Gideon Present: Robert, Caddie, Pru Apologies: Tom (on WMF strategy business interstate)

minutes

Treasurer's report - Robert advised suspended online banking access for Andrew & Steven (previous account bearers)

Bank: $30,016.67 Card: $498.98 PayPal: $104.04

Gideon and Pru don't have Admin access - Michael, Robert, Tom have Admin access.



General Business

Motion: on going Expense for Tom strategy trip for an additonal $750 with $500 to be advanced now , $250 if required in line with WMAU Travel policy ( https://comm.wikimedia.org.au/wiki/Travel_policy) proposed:Gideon 2nd Robert Support: Pru, Caddie

Announcement of Wikimania Scholarships - Pru to publish results on members' list  - Registration cost is AUD$327


motion:to advance Tom $500 on 1st June 2017 to cover expenses on the strategy trip inline with the WMAU travel policy (https://comm.wikimedia.org.au/wiki/Travel_policy) proposed:Gideon second:Caddie support:Robert, Pru

Closed: 6:39 AWST/8:39 AEST Next meeting: 7:00 AWST 19 June



Wikimedia Australia meeting 22 May 2017

Meeting opened at  17:36 AWST  22 May 2017

Chair: Gideon present: Gideon, Tom, Robert, Caddie apologies: Pru


minutes

minutes from previous meeting at https://comm.wikimedia.org.au/wiki/Meeting:Committee_(2017-05-08) Moved: Robert Second:Gideon

Note: Etherpad ad has been scraped - ALL minutes on comm.wiki 11 May 2017

annon etherpad url for future minutes notes

wikimedia.org.au 


Finance

Bank $36,250.32 CC $130.95 PP $212.76

ATO stuff somewhat sorted, BAS is done, but concerning that no BAS was done by the prev Treas.additonal personal details for ATO required of office bearers free google to be checked Details not yet with Robert


General Business

Members entry at Meta - 

Strategy programme

  • 3 stakeholder groups spoken to during Katherins visit in Melbourne. 
  • Tom has to report back by 12 June on stage 2, Montreal is stage 3
  • one day stake holder talks in each state to get the conservation going.

Motion: Fund a strategy session hosted by Tom in Darwin, Brisbane, Sydney, Adelaide between 5 - 10 June should a rapid grant application not be available -- tentative $3000 budget should it be needed, travel, accom, coffee and donughts at talks proposed by : Gideon,  Second:Caddie passed

Wikimania- Montreal  - partial to Kerry value $2000, full to Tom travel, Accomdation, Insurance, Registration

SLWA - Bibliotech  Motion: Fund chair to finance various costs of stationary and materials for display and catering $ 1500 Moved:Tom Second: Robert passed

Fair  Use campaign https://www.faircopyright.org.au/ https://meta.wikimedia.org/wiki/Fair_Use_in_Australia Introduced at Melbourne meet up 33 via WFA Media 22nd May Members of Australian editing community alerted Co-ordinatored via WMF foundation legal checked Copyright council known opposition and in hand with Fox / Murdoch media

Potential on wiki opposition from editors has been responded to by Liam Wyatt former committee member now WMF employee based in Italy


Next meeting:  5th June 2017

closed 19:00 AWST 21:00 AEST

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