Meeting: Committee (2021-10-18)

{{meeting |date=2021-10-18 |type=committee }}
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| rowspan=3 | [[File:Wikimedia_australia_logo.svg|100px]]
| rowspan=3 width=50 | &nbsp;
! Wikimedia Australia Inc.
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! MINUTES
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== Introduction ==
:Date: Monday 18 October 2021
:Time / time zone: 4pm AWST / 5.30pm CST / 7pm AEDT
:Meeting channel: Zoom

===Attendance===
:Attendees: Alex, Amanda, Bunty, Pru, Tom (and Caddie) 
:Apologies: Sam, Michael
:Leave of absence: 
:Absent: Paige

===Previous minutes===  
Minutes of previous meeting: 
* Monday 20 September 2021 [[Meeting:Committee_(2021-09-20)]]
* That the minutes of the 20 September 2021 meeting be accepted.
:Moved: Alex
:Seconded: Bunty
Accepted

==Matters for decision==
;;Actions - dealt with under appropriate reports below
===  Strategic planning process ===

Quote and plan for development of a three year strategic plan with Strategic Australia Communications at a cost of $6,600 inc GST payable upon completion:

Key dates:
Monday 1 November 7pm AEDT
Monday 29 November 7pm AEDT
Wednesday 8 December 7pm AEDT, Open community meeting. Feedback on draft plan.
Monday 31 January 2022

{{decision
 | decision = That WMAU approve the expenditure and timeline for strategic planning 
 | moved    = Pru
 | seconded = Alex 
 | outcome  = Approved
}}
{{action | Caddie to accept quote and set up all meeting sessions, and clarify responsibilities and deliverables from Patrick who will revise the plan, and that 50% payment in two installments. Caddie and Alex to discuss survey with Patrick| Caddiebrain }}
Possibility to Include grants person in Community meeting - to be discussed following initial meetings. Consider issues around growth vs  maintenance models. Would be good to have questions to consider re these issues..
Given the Foundation discussions it will be good to keep any survey short. 

=== City of Sydney partnership agreement ===
City of Sydney have sent through a draft partnership agreement for three sessions in 2021-22 (two training and an edit-a-thon).  Get the agreement updated with Alex’s details (not Caddie), otherwise recommend approval for signing.
{{decision | decision = That WMAU approve the signing of the City of Sydney agreement
 | moved    = Pru | seconded = Amanda | outcome  = Approved }}

Action
| Caddie to get Alex changed as the signatory for the City of Sydney agreement and Alex to sign and return || Caddie and Alex ||
 
=== Financial Approvals - Pru ===
{{decision | moved= Pru | seconded = Alex | decision = Approved
* Executive Officer monthly invoice: $3350
}}

== Key Matters for Discussion ==
=== Australian Music Project ===
James and Caddie have been in touch with the Australia Council and they have agreed to $10K for an Australian Music Month pilot project.
Caddie to clarify required reporting, contract and financial flow. WMAU will then need to provide a services agreement with James. 
{{action | Caddie to finalise proposal with Australia council and bring back the committee for approval | caddiebrain}}

=== Newsletter review ===
Producing the current PDF monthly is very time consuming. Suggestion that we could move to an html based email sent to the current mailing list. Also need to review the subscribe page on the website to consolidate the email subscriptions. Communication with members and with external audiences is a priority. Twitter does well but Facebook doesn’t get much traction. But we can’t only focus on Twitter to reach all of our potential audience. 

Proposal:
That we no longer produce a fully formatted PDF newsletter (to save money and time)
That we send text (roughly) fortnightly emails to our member lists (as per the last fortnight) with upcoming events and updates.
Review the subscription lists on to make it clearer what to subscribe to - see https://wikimedia.org.au/wiki/Mailing_lists
Pru mentioned this may affect WMF reporting. Could there be a template for this depending on what the requirements are for WMF. 
Would also be good to focus on Diff blog as a key venue for promoting activities and news.
{{action | Alex and Caddie to discuss comms issues and work out a proposed way forward | caddiebrain}}
Reminder to consult the 2020 Communications Plan - possibly need to review priorities

=== Committee 2021-22 Annual plan implementation===
Based upon our Simple APG funding application, we need a plan for the remainder of 2021-22 and allocation of responsibility against committee members.
Community support
Mini grants including Wikidata [Caddie + Alex + Bunty]
Census tool  [Alex + Sam] 
ACTION: Alex and Sam to coordinate development of a brief for a Census Tool (2 - 4 weeks work) - even a slide pack mocking up what we think it might look like. - Pending, based on discussion at October community meeting 
Community meetings [
Outreach
First Nations [Caddie + Bunty]
Caddie has emailed AIATSIS and Jumbanna Institute.
{{action | Meeting with Jumbanna Institute early November | caddiebrain }}

GLAM & Education [Amanda + Paige]
Campaigns [Pru + Michael]
Sydney Uni students have a social club ‘Tech for Social Good’. 
{{action | Bunty Will contact to suggest wikidata workshop with prizes | Bunty }}
{{action | Amanda to suggest Wikdata Census tool for consideration by HASS RDC project plan currently in development. | Amanda 

Tech for Social Good very interested and aiming to do something next year.
Caddie has followed up with AITSIS
Amanda and Paige hosting an edit-a-thon on 27 October. 
WA has some outreach programs planned.

=== Draft of Wikimedia Australia Facilitators Policy ===
A Draft document has been prepared aimed at streamlining the process for responding to requests for facilitation of training, edit-a-thons, events, partnerships etc. 
Aim is to create a list of qualified facilitators. Need committee feedback

{{action | Committee members to review the Facilitators Policy and comment on the document for discussion at the next meeting | All committee}}

== Reports ==
=== Executive Officer report [FOR NOTING] ===
;Communications:
Published stories from James Gaunt:
* https://wikimedia.org.au/wiki/What_I_learnt_interning_with_Wikimedia_Australia
* https://wikimedia.org.au/wiki/Writing_for_the_Digital_World_-_how_Australian_tertiary_students_are_writing_Wikipedia<br>
* https://wikimedia.org.au/wiki/Wikiclub_NT<br>

;Social media report:

Twitter:
September - 35 tweets / 2967 profile visits / 21.7K impressions / 88 mentions / 40 new followers
August -  41 tweets / 4205 profile visits / 46K impressions / 67 mentions / 27 new followers
July - 46 tweets / 5077 profile visits / 61.7K impressions / 60 mentions / 34 new followers
Facebook:
September - 7 posts / 919 reach / 55 engagements / 27 post clicks / 5 new followers
August  - 6 posts / 817 reach / 41 engagements / 26 post clicks  / 1 new followers
July  - 8 posts / 1004 reach / 32 engagements / 47 post clicks  / -5 new followers

;Meetings summary
October Community Meeting
Women in Red planning meetings x 4
Mike Dickison - 1 x GLAM Modules 
Weekly meetings x 2 - James Gaunt
Exec meetings x 2
Tim, State Library Victoria
ADM+S edit-a-thon planning meetings x 2
ESEAP
===President's report=== Alex
;Movement Charter Drafting Committee
https://meta.wikimedia.org/wiki/Movement_Charter/Drafting_Committee/Candidates
*79 candidates to fill approximately 15 positions. Candidates will be appointed by an election and a selection process.
*Michael Tse from the Hong Kong User Group has been appointed as the selector for the ESEAP region
;ESEAP
*Meeting, Sat 9 October 2021 (Meta link)  (Etherpad notes)
*New WMF CEO Maryana Iskander attended as part of her “listening tour”
*Next meeting: 13 November 2021 (TBC)
;Wikimedia Enterprise
*Liam Wyatt has posted an update on the Wikimedia Enterprise API (formerly Okapi) project: https://meta.wikimedia.org/wiki/Talk:Wikimedia_Enterprise#Update

===Secretary's report=== 
;Reports from funded projects - none

===Correspondence=== 
* Australian Media Literacy Alliance (https://medialiteracy.org.au/) National Consultation Workshops draft report received for comment by Friday . Final report will be launched next week during Media Literacy Week - 24 - 31 October. 
* RMIT Student news invitation to present on edit-a-thon
* Updates from OAA
===Treasurer's report===
;Profit & Loss Statement since last meeting:  
Profit & Loss Statement 19 Sep - 17 Oct 2021
* Current Account balances as of 17 Oct 2021 
    **Westpac: $ 128,891.84
    **CC:   $ 3,662.08
    ** PayPal: $ 1,638.53
* Income:; $1,020.00‬ in donations, $0 memberships
*Expenses Total: $2,617.87 - $2,515 EO $28.64 website hosting, $49.09‬ Xero, $25.14 Paypal fees 
*2021-22 Budget
* Membership report
{{decision | moved=Amanda | seconded=Tom | decision = That the Treasurer’s report be accepted. }}
=== Technical report ===
Current technical tasks (feel free to leave any comments on these on Phabricator):
* [[phab:T210363]] Remove spam from noongarwp wiki — Does anyone care about this? Do we want to keep these two wikis? Doesn’t impact the rest of the [[meta:Noongarpedia]] project wikis.
* [[phab:T291364]] Move WMAU website to the Australian data centre — will not be much difference but may be a bit quicker.
* [[phab:T291368]] Restore categories to page footers (for logged in users only).
* [[phab:T293433]] Improve timezone display for events 
==Activities==

===Global activities===
*SWAN (Strategic Wikimedia Affiliates Network)
https://meta.wikimedia.org/wiki/Strategic_Wikimedia_Affiliates_Network
* Notes from Sep meeting:
https://etherpad.wikimedia.org/p/SWAN_2021_09_meeting_1 <br>

Next meeting: 31 October 2021

===National activities===
;Wikidata and GLAMs outreach
Draft Matrix, Candidate Collection Preparation Checklists and Wikidata value proposition documents published as Wikidata: Engagement with Australian GLAMs
ACTION: | Ask Rebecca to present on Wikidata and GLAMs outreach at a Community meeting || Pru || To do |-

;History of Paralympics Project: 
ACTION
Try again for Tony to present and/or produce a media release on impact of project / stats for 2020 Tokyo Paralympics


=== GLAM Modules ===
In May, NZ’s former Wikipedian in Residence Mike Dickison was contracted by Wikimedia Australia to develop three training modules for GLAM sector organisations. He has completed the first introductory session here for our review and discussion:
*ACTION | Follow up with Mike re modules || Caddie || In progress

===Events / Local activities===
== Meeting close: 8:55pm AEDT ==
*Next Community meeting: Wed 10 November 2021, 7pm (AEDT) 
*Next Committee meeting:  Mon 15 November 2021, 7pm (AEDT)

<br>

===FUTURE AGENDA ITEMS===

===Wiki Science Campaign===
https://www.wikisciencecompetition.org

=== Communications Plan Amendments - Caddie ===
Last committee meeting Tom requested the development of a Crisis Communications Plan. It has now been drafted as an appendix of the current communications plan. Kerry Raymond has also recommended two changes to our communications strategy drafted here (see comments):
The inclusion of business cards for committee and/or facilitator upon request
Profiles of facilitators on the WMAU website.

Suggestion that WMAU adopt the Crisis Communications Plan drafted as Appendix 3 of the Communications Strategy and the above amendments suggested by Kerry.

;Outreach to Public Relations Institute of Australia - raised at Community meeting
To increase understanding in the sector about Wikipedia’s policies 
Summarise COI rules and user name policy - ‘handy hints to preserve your reputation’
Is this a top 3 problem for us in Australian content? What positive message/advice can we give?
ACTION: Steve will look at drafting this and Caddie will review - not urgent

;Safe Spaces Policy Review 
UCoC policy has been approved by the WMF Board of Trustees, currently in Phase 2 -  community conversations and approval.https://meta.wikimedia.org/wiki/Universal_Code_of_Conduct 
ACTION: Watching brief to review this when the WMF Global Code of Conduct is determined.

{| class="wikitable sortable"
|+ Actions list
|-
! Action !! Responsble !! Status
|-
| Strategic planning: accept quote and set up all meeting sessions, and clarify responsibilities and deliverables from Patrick || Caddie || In progress
|-
| Alex changed as the signatory for the City of Sydney agreement and Alex to sign and return || Caddie and Alex ||
|-
| James Music project: finalise proposal with Australia council and bring back the committee for approval || Caddie || In progress 
|-
| Newsletter production review: Alex and Caddie to discuss communication and newsletter production issues and report back to committee for discussion || Caddie and Alex || 
|-
| Newsletter production - explore alternative methods for html formats using website and mailing list || Caddie and Sam || 
|-
| APG: Alex and Sam to coordinate development of a brief for a Census Tool (2 - 4 weeks work) - even a slide pack mocking up what we think it might look like. || Alex and Sam || Pending, based on discussion at October community meeting
|-
| Meeting with Jumbanna Institute early November || Caddie || 
|-
| Contact Tech for social good to suggest wikidata workshop with prizes || Bunty || In progress 
|-
 | Amanda to suggest Wikdata Census tool for consideration by HASS RDC project plan currently in development. || Amanda || Done
|-
| Invite a Trove rep to speak at a Community meeting about Trove API, Australian Library Gateway and/or Partner IDs Wikidata project|| Pru || On hold
|-
| Watching brief to review WMF Global Code of Conduct when it is determined|| Committee || On hold
|-
| Outreach to Public Relations Institute of Australia - raised at Community meeting|| Steve and Caddie || On hold
|-
| Follow up re GLAM modules being developed by Mike || Caddie || In progress
|-
| Outreach: Contact some possible organisations about our capabilities relative to similar projects as Wiki Scholar and other relevant topics/issues || Amanda || TBC
|-
| History of Paralympics Project: Try again for Tony to present and/or produce a media release on impact of project / stats for 2020 Tokyo Paralympics || ?? || On hold
|- 
| Ask Rebecca to present on Wikidata and GLAMs outreach at a Community meeting || Pru || To do 
|-
| WMAU Facilitators policy - Committee members to review the Facilitators Policy and comment on the document for discussion at the next meeting || All committee || In progress
|}