Meeting:Board (2024-08-26)
See also the list of all meetings.
Introduction
- Date: Monday 26 August 2024
- Time / time zone: 5pm AWDT / 6.30pm ACST / 7pm AEST
Attendance
- Attendees: Tom, Elliott, Peter, Jeremy, Amanda, and Belinda
- Apologies: Kelly, Emily
- Absent:
Acknowledgement of Country
Previous minutes
Minutes of previous meeting:
- Monday 22 July 2024 Meeting:Committee_(2024-07-22)
2024-07-22-Wikimedia Australia Board meeting
Motion: That the minutes of the Monday 22 July 2024 meeting be accepted.
Reports
Executive Officer report [FOR NOTING]
Final Learning Report and Financial Reports submitted to WMF The completed Learning Report and Financial Report have now been submitted in Fluxx to WMF to finalise our Year 2 reporting. Many thanks to the Board members who reviewed and suggested improvements. Franklin Women editathons Very successful two days partnering with Franklin Women in Sydney and Canberra with 50 editors in attendance overall. The Dashboard is here, and already quite impressive. Other outcomes for WMAU are that 5-6 editors are still editing and some attended our “Article after-care” session to learn more.
Through connections made in-person we now have contacts and meetings to discuss potential collaborations or projects with:
- Australian Museum (Sydney)
- State Library of Victoria (SLV)
- Science in Australia Gender Equity (SAGE)
- Australian and New Zealand Society of Biomechanics (ANZSB)
Sincere thanks to the Franklin Women team who secured the funding, organised the participants and significant media coverage, and also worked closely with us and our volunteers to ensure productive but also fun events. Australian Communities Foundation (ACF) grant No update at this stage. APNIC Foundation grant for the Ian Peter archive The job specifications for subcontractors have been drafted and plans are in place for the project to commence. Partner Projects 2024-2025 The call for EOI’s for Partner Projects 2024-2025 has opened, with details on our website here. Also the call out is in our newsletters, social media and mailing lists. It’s not just for Residencies, so to encourage innovation it can be any Wiki-based project. Please circulate widely and encourage organisations and/or Wikimedians to apply. WikiCon Australia 2024 - Adelaide The WikiCon Subcommittee extended the deadline for submissions to 14 August, and is now reviewing and preparing the program. Alice and Gnangarra attended Wikimania so they have some ideas and feedback from their experiences in Poland.
Additionally, Sunday 24 November will be the Strategic Planning Day for the Board and staff. This Strategic Planning day will focus on the next 3 year Strategic Plan and long term outcomes. Amanda, Peter and Belinda had a meeting with Jacqueline Chen from WMF Regional Grants to begin planning and understand the requirements for the next 3 year funding cycle.
CSU student virtual placement Craig has now successfully completed his student placement with us. He delivered his classroom lessons on using Wikipedia to research biomes, as well as undertaking beta-testing of the Wiki Learn “Introduction to Wikipedia” training, and published his first Wikipedia article. Overall it was a very positive experience and WMAU staff agree it would be good to facilitate again in the future. International conferences Wikimania Poland 2024 A number of Australians attended Wikimania Poland. [Verbal update from Peter or Jeremy here?] AIATSIS Core Cultural Learning online foundation course Please continue to access the AIATSIS Learning Ground - Core training modules and if your time permits, join 30 minutes before each Board meeting to reflect on what you’ve learnt. Feel free to chat on the Slack channel. Let Belinda know if there are any issues. Communications Partnerships List of status of past, current and potential Partnerships is updated in Asana regularly. Linked through to this document: Partnership Spreadsheet 2024
- Social media report
July Statistics
Total followers as of 31 July, 2024 Twitter: 3796 (up by 38) Facebook: 1946 (up by 11) Instagram: 587 (up by 29) Linkedin: 301 (up by 26) Mastodon: 192 (up by 5) YouTube: 176 (up by 5) Humanitix: 51 (0) switched from eventbrite to Humanitix Announce monthly newsletter: 488 (up by 1)
On our WMAU website we published 4 news stories:
Wikimedia Australia July 2024 Update Empowering women in STEMM: Franklin Women editathons in Sydney and Canberra Statement from Wikimedia Australia regarding the ratification vote of the Wikimedia Movement Charter WikiCon Australia 2024 Update Red Bubble store update The Red Bubble store was set up with 6 designs of Wikimedia branding in mid-July (screenshot below), with designs, and resized to fit various merchandise including mugs, shirts, hats etc.). Unfortunately it then disappeared sometime in the next few days without notice, and the account was not able to be logged in to. Ali raised two help tickets with Red Bubble to find out what had occurred and to try to rectify the situation - including outlining the licensing of each image - but the only response received so far from Red Bubble has been a generic email. Ali will continue to monitor and submit a further report and proposal to the board before the next board meeting.
President’s report
Budget and funding application 2025-2028 Met with Jacqueline Chen from WMF re applying for funding following the end of our current grant in June 2025. Key points The WMF will again be accepting applications for up to 3 years of funding. Deadline around March 2025. Guidelines include the recommendation to apply for a consistent budget over 3 years and be precise on what we are asking for. This will require budgeting with a carry forward to cover increases in salaries and costs. Jacqueline recommended developing a 3 month operating reserve or 10% of annual budget. There is no upper limit on the application but WMF will need to prioritise depending on the amount asked by others. Recommendation that the next application have more focus on capacity building and organisation culture including board and staff development and board diversity.
Board composition Most Boards consider a range of criteria for members using a matrix. To this end, I have adapted a Board matrix for WMAU which might be useful for planning board over the next few years.
AGM and Board nominations Secretary and President roles open at next AGM and looking for new board members.
Secretary's report
Membership report
New members. 4 new members: 1 from NSW, 3 from Vic.
Annual members renewals Tidied up overdue memberships with a small number choosing not to renew. Membership currently sits at 71 people.
Meetings Calendar invites have been sent through for the upcoming AGM on Sunday 15 September, and the Strategic Planning Day on Sunday 24 November.
Treasurer's report
End of Year 2 Reporting
- Profit & Loss Statement for July 2024
Profit and Loss Statement July 2024 Balance sheet July 2024
Motion: That the Treasurer’s Report be accepted
Annual reporting of financial statements: As part of our reporting requirements, we are required to present the financial statements to the committee for 2023-24.
Profit and Loss Statement EOFY2023-24 Balance Sheet EOFY 2023-24
Motion: That the 2023-24 financial statements give an accurate view of the association’s financial affairs.
Matters for Decision
Staffing - EO contract The Executive Officer’s two year employment contract will expire on 9 October 2024. Due to the AGM in September and timing of the October Board meeting (21 October) this is raised for discussion and decision now. Belinda advises the Board that she wishes to renew her contract for a further term. Recommendation to make this a 3 year contract given we will be applying for a 3 year grant. Note: Alice and Ali are on contracts through until Aug-Sept 2025, which are administered by the EO, so are not part of this discussion.
Motion: That Belinda Spry’s contract as EO be renewed and extended to 3 years - October 2024 - October 2027
ACTION: Amanda to send letter of offer.
Proposals passed by email and documented below
Editathon events funding during August & September 2024 - motions passed by email
Link to the original Email proposal here, with key information reproduced below:
Purpose: Two organisations have approached us inquiring about facilitators and assistance with hosting Editathon events: Australian Music Centre in Melbourne, we’ve partnered with previously and held a number of successful in-person and online editathons through The Record project. This Editathon will focus on the Art Music Awards and update Australian musicians' articles. Venue, WiFi, AV facilities, tea/coffee & snacks provided by AMC, at no cost to WMAU. Proposal is for 1 WMAU staff member (Belinda Spry) to travel to Melbourne on Tuesday 13 August to facilitate the editathon. Also attend a Melbourne Meetup that evening, and conduct a meeting on Wed 14 August with the State Library of Victoria. Belinda will require flights and 1 night’s accommodation. [Note: Alice is attending Wikimania Poland, so Belinda to facilitate]
Artbank Sydney - A new potential partner, Artbank is a Federal Government organisation with a collection of over 10,000 artworks, an in-house library, and a volunteer group. They are keen to run an editathon to inform and upskill staff and volunteers, with a focus on the Countess Report (aligns with Art + Feminism campaign), very similar to NGA - Know My Name. Artbank will provide venue, AV facilities, catering and WiFi all free of charge for WMAU. Proposal is for 2 WMAU staff (Alice and Ali or Belinda) to travel to Sydney for an editathon on Tuesday 3 September, 2pm - 4.30pm. Venue will be Artbank Sydney, 222 Young St, Waterloo. Requires two staff as this is a new event for Artbank. Artbank has potential to become a long term partner, as they are a Government GLAM organisation.
Alignment with WMAU Strategic priorities:
Both events
1.1.1 Develop and promote inclusive and targeted workshops, events and social media aimed at recruiting new editors
2.1.7 Hold regular mentoring, networking and editing sessions for members/existing contributors
Additional for AMC event:
2.1.7 Hold regular mentoring, networking and editing sessions for members/existing contributors
3.1.3 Hold regular community meetings, meetups and outreach for members and contributors
Costs: Australian Music Centre Adl - Mel return flights: $200 +accom $140 for 1 night. = TOTAL $340 + per diem + transport Artbank Sydney Ballina - Syd return flights $150 +accom $160 (Alice may stay with her parents reducing accom cost) = $310 + per diem +transport Adl - Syd return flights $270 (no accom required) + per diem + transport TOTAL $600 + per diem + transport
MOTION 1 (AMC): That WMAU Board approves the funding of one staff member for travel, accommodation and incidentals to Melbourne to facilitate the Australian Music Centre editathon and attend a Melbourne Wiki Meetup on 13 August, and attend in-person meetings on 14 August 2024.
ACTION: Belinda to book flights, accommodation and liaise with Australian Music Centre to facilitate the editathon event.
MOTION 2 (Artbank):
That WMAU Board approves the funding of two staff members for travel, accommodation and incidentals to Sydney to facilitate the Artbank editathon on 3 September 2024. Will look to arrange other meetings and a meetup where possible and time permitting.
ACTION: Belinda and WMAU staff to book flights, accommodation and liaise with Artbank to facilitate the editathon event.
Matters for Discussion
Strategic planning day - Sunday 24 November 2024, Adelaide The annual Strategic Planning Day for the Board and staff will be held in Adelaide following the Wiki Conference. Time: 9am - 2.00 pm As this is the final year of our current strategic plan this meeting will focus on developing our next Strategic Plan 2025-2028. Issues to consider include whether to get a facilitator for this session. Draft agenda needs to be planned out 2024 Nov WMAU Strategic Planning Day Agenda
Actions:
Timeline and plan for AGM Sun 15 September 2024, 7pm (AEST) Documenting the AGM process and timeline here so the Board is informed and can endorse the process and procedures. All documentation for the AGM in the Shared drive AGM 2024 folder here. Roles, reports and nomination process in the AGM Planning Document here, but partly reproduced below:
Timeline: 25/08/2024 Secretary to send AGM notice to all currently financial members Saturday 31/08/2024 Nominations open for Board. Only Secretary and President positions are automatically open. All other positions are 2 years. Nominations of members, by members to open positions made to agm@wikimedia.org.au (delivered to Secretary, President & EO). Nomination must be seconded by another member, and accepted by the nominee (as email to the agm@wikimedia.org.au). Secretary loads nomination details to WMAU 2024 AGM web page Saturday 07/09/2024 Nominations close.
If an election is required, the secretary may organise opportunity for nominees to present to the membership via email or online: Sunday 08/09/2024 Election opens. Managed by neutral party with EO Friday 13/09/2024 Election closes
Saturday 14 September 2024 AGM Proxy forms to be submitted to the Secretary contact@wikimedia.org.au 5pm AEST Sunday 15 September 2024 AGM held via Zoom video conference
Note: If there are not enough nominations people can nominate at the AGM meeting.
ACTION: Secretary, President, and EO to undertake the process and procedures as documented above. Online form for nominations New WMAU Board online nomination form in progress. This also allows us to collect the info required by ACNC such as address and DoB and a statement on why they want to be a board member which we can use on the website. Negatives - it does require signatures on a pdf which is a drag vs sending an email.
ACTION: Amanda to update in time for board nominations this year.
Changes to the 2012 Model Rules (Nov 2023) The Association Incorporation Reform Regulations 2023 came into effect on 18 November 2023 and will affect a number of Victorian incorporated associations.This includes 2 key areas: new reporting thresholds based on income which was reported earlier and changes to the Model Rules. The Regulations have introduced some changes to the model rules. The key changes are to: support associations to use modern communication technology, including at meetings (rules 9, 18, 35, 62) introduce new processes for disciplinary appeals. If a member appeals against a decision to discipline them, that appeal will no longer be decided by the general members of the association at a general meeting. The appeal must now be considered by an ‘appeals subcommittee’ of unbiased people appointed by the committee (rules 23-24) clarify the rules for appointing and paying a mediator to resolve an internal grievance (rules 27-28) require the committee to maintain a conflict of interest register (rule 65), and improve grammar and interpretation in a variety of clauses. You can read the new model rules here. Current WMAU Rules https://wikimedia.org.au/wiki/Rules A list of changes is provided here Option 1. Adopt the rules in full including with our previous addition of 2 year terms and with or without a change to the Term of Office wording (6) Option 2. Just make changes as per those indicated in the document. (May not be all the changes) Timing Organise a special meeting OR Wait until next year to make changes.
Action: next Board needs to decide what action to take on adopting the new rules and the Terms. Partner Sub-committee members With the EOI for Partner Projects now open, and other projects in planning or underway we are looking for Board members for various subcommittees. Required are: Partner Projects selection subcommittee - 2 Board members, EO and 1 Community member. Timeframe: 20 September - Closing date for applications 23 - 26 September - Select a shortlist of candidates 26 Sept - 3 October - Interviews if required. Sub Committee to select candidates WikiCon subcommittee - 1 Board member to attend fortnightly meetings Thursday lunchtime 30-60 mins.
ACTION: Tom and Elliott and Belinda to be on the Project partners subcommittee. Belinda to call for community members. Safe Space Policy annual review The Safe Space Policy is due for review by October 2024. No issues have been reported and no concerns raised during the past 10 months, and it aligns with the WMF Universal Code of Conduct (UCOC), however it is best practice to review and update the policy. Belinda has read and reviewed the document and recommends that it is still fit for purpose and doesn’t need any changes, however Board members are encouraged to review and provide suggestions. It should be reviewed and any changes included, so it can be in place before WikiCon Adelaide on 23 November.
Note: UCOC training was intended to be released in early 2024, however it is still in draft. When complete it will be available on Wiki.Learn.
ACTION: Board to review by October Board meeting. Allocation of brand domain email addresses As raised at the previous Board meeting, Elliott and Belinda have drafted a document outlining the situation, potential solutions and recommendation for next steps for the Wikimedia Australia branded email domain. Recommendations for next steps include: Before a decision is made, WMAU could canvas users currently allocated a branded domain email address to determine their interest in retaining a branded domain email address and how receptive they are to transitioning to a branded subdomain email address. WMAU could also canvas interest from other members who do not currently have a branded domain email address in having an email address using a branded subdomain.
ACTION: Belinda and Elliott to establish who has an existing email account, and who would be interested in a specific email address as a member benefit. Think through process for Board members email and the process for allocation and revoking accounts after Board tenure.
Matters for Noting
Subcommittees
Subcommittees requiring Board members:
Standing Grants subcommittee - Elliott and Amanda (TBC?) WikiCon Aus - requires 1 Board member
Subcommittee reports (as required) Membership subcommittee Grants (Volunteer Support grant, and/or Standing Grants) Finance committee
Activities
WMAU and other local events 2024
Know My Name: Wikipedia Edit-A-Thon at Tweed Regional Gallery — Sat 17 August WikiCon Australia 2024 - Adelaide — Saturday 23 November 2024 Artbank editathon - 3 September, Sydney Introducing Wikipedia: A free online workshop — Wednesday 4 September 2024 Drop in and Wiki - September 2024 — Wednesday 4 September 2024 Wikipedia vs Generative AI: Workshop for academics designing active learning exercises — Wednesday 11 September 2024 Online Community Meeting — Wednesday 11 September 2024 2024 AGM — Sunday 15 September 2024 See all events on our website.
Events document that everyone can add to: Events and Conferences List
National activities
IFLA Information Futures Summit, 30 Sept - 3 Oct (Brisbane) https://2024.ifla.org/ ALACC (Australian Libraries and Archives Copyright Coalition) and CC Australia are holding a side event on Open Access on 3 October, which we will be invited to.
Australian Internet Governance Forum, 28-29 October, Melbourne https://auigf.au/ Would be good to present something here - its free
Global activities
Wikimania 2024, Katowice, Poland, August 2024 Digital Rights Asia Pacific (DRAPAC) 2024, August Taiwan Asia Pacific Regional Internet Governance Forum (APrIGF) 2024, August Taiwan RightsCon - February 2025, Taiwan ESEAP Summit, possibly late May 2025, Manilla Philippines
Meeting close: 8:36 pm
- Next Community meeting: Wednesday 11 September 2024
- Next Board meeting: AGM Sunday 15 September, followed by Monday 21 October 2024