Meeting:Board 2024-10-21
See also the list of all meetings.
Wikimedia Australia Board Meeting
Introduction
- Date: Monday 21 October 2024
- Time / time zone: 4pm AWDT / 5:30 pm ACST / 6 pm AEST / 6.30pm ACDT / 7pm AEDT
- Meeting channel: Zoom = https://us06web.zoom.us/j/4127540823
Attendance
- Attendees: Elliott, Tom, Shravan, Bunty, Kassi, Peter and Belinda (ex officio)
- Apologies: Emily
- Absent:
Acknowledgement of Country
Previous minutes
Minutes of previous meeting:
- Monday 26 August 2024 Meeting:Committee_(2024-08-26)
- That the minutes of the Monday 26 August 2024 meeting be accepted.
Reports
Executive Officer report
Post AGM activities
Both Kassi and Shravan have received the new Board Handbook and assistance. Belinda and Elliott have been in a number of e-introduction meetings with key WMF staff, as well as reaching out to our various partners, potential partners and key organisations to advise them of the change of President. Elliott has been outlining that we are looking to develop our next 3 year Strategic Plan, but that he is also looking longer term and how this is a component in a 10 year plan.
Is everyone happy to keep Board meetings on the third Monday of each month? Belinda will send through Meeting invites for 2025. Also consider the 16 December Board meeting and whether that needs adjusting to earlier in December (although that’s very soon after WikiCon and Strategic Planning Day on 23–24 November)?
Editathons
We’ve been supporting and facilitating some in-person and online editathons:
- Artbank and Countess.Report editathon - Artbank, Sydney, in person on 3 September
- Lost women of Cybernetics - ANU School of Cybernetics, online on Ada Lovelace Day, 8 October. ANU blog post about the event.
Upcoming:
- Editathon for ABC-ANZORS conference - Swinburne, Melbourne on 1 December 2024
Australian Communities Foundation (ACF) grant
No update at this stage. Nicola from ASA on maternity leave, new President appointed, and their major annual conference underway, so waiting for them to be available in a month or so.
APNIC Foundation grant for the Ian Peter archive digitisation project
Two short term contacts (Website post and job specifications) have been advertised with a closing date of 1 November 2024. Please circulate widely through your networks, particularly within Brisbane/Meanjin.
Partner Projects 2024-2025
The Selection subcommittee recommended three organisations to partner with, from eight applications. Due to the timing of the Partner Project process and our AGM, the motion was proposed by email and passed during October. All documentation is here.
The community broadcaster 2 SER FM have signed their Funding Agreement, and are ready to commence. SLV and SA Museum are reviewing their Funding Agreements now. Communications to announce the successful partners is being developed, and all three organisations are being assisted in planning the initial stages of their projects.
WikiCon Australia 2024 - Adelaide
WikiCon Adelaide is approx 1 month away and the Program has been announced. So far approx 45 people will be attending. The Saturday morning will be a large joint session, then after lunch will be split into two streams to facilitate technical work in one room, and more presentations in the other. We are finalising details such as technical set-up, merchandise, accommodation and travel requirements.
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. Elliott and Belinda had meetings with Jacqueline Chen from WMF Regional Grants, and also Yael Weissburg from WMF, V-P of Community Growth, as an introduction, but also to discuss the next WMAU Strategic Plan.
Advise Belinda of your travel arrangements please, so that final bookings can be confirmed.
Community survey
Feedback from recent Community Meetings on Wednesday nights has indicated that people are interested in a possible change of day and time. We are undertaking a Community survey to find out what would work for the majority of our community. We are also including some questions around members email addresses, daytime learning events, and other community ideas and feedback. Community Survey available here. International conferences
RightsCon 2024
Belinda’s proposed lightning talk was accepted for RightsCon 2024 in Taiwan. It’s a 15 minute joint presentation with Professor Carlson and Lotus Rana on the First Nations Focus Group Report, and will be presented remotely.
AIATSIS Core Cultural Learning online foundation course
For continuing Board members - We are getting close to the end of the year and therefore completion of the Core training. 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.
For new Board members - if you are interested, or need to undertake the Core training offered by AIATSIS then please let Belinda know.
Communications Report
'Social media report'
August Statistics
Total followers as of 31 July, 2024
- Twitter: 3864 (up by 30)
- Facebook: 1951 (up by7)
- Instagram: 603 (up by 16)
- Linkedin: 334 (up by 11)
- Mastodon: 199 (up by 2)
- YouTube: 182 (up by10)
- Humanitix: 60 (9) switched from eventbrite to Humanitix
- Announce monthly newsletter: 488 (up by 0)
September Statistics
Total followers as of 31 July, 2024
- Twitter: 3934 (up by 70)
- Facebook: 1973 (up by 21)
- Instagram: 635 (up by 37)
- Linkedin: 334 (up by 16)
- Mastodon: 199 (up by 5)
- YouTube: 195 (up by 6)
- Humanitix: 65 (5) switched from eventbrite to Humanitix
- Announce monthly newsletter: 491 (up by 3)
On our WMAU website we published 9 news stories:
- The Lost Women of Cybernetics
- Using Wikimedia in Higher Education
- Statement from our incoming President
- Amanda Lawrence steps away from Wikimedia Australia Board
- General AGM Board Member Update 2024
- Craig Franklin Award 2024
- Artbank's editathon for gender equity in Australian visual arts
- Wikimedia Australia August 2024 Update
- Partner Projects 2024-2025
Red Bubble store update
Following up on the issues with setting up our RedBubble account and online shop - we have attempted on multiple occasions to communicate around the block and removal of our account, with no successful outcome. Hard to ascertain the exact reason/s but it is likely to be licensing of images (despite us only using Public Domain or CC openly licensed images). Ali will review other similar services to identify if there are any suitable alternatives, however we will preference Australian suppliers.
President’s report
Setting the agenda for our work together
Welcome to our new and continuing Board members. And welcome to the first meeting of this current term of the Board. If you have read my statement after being appointed President you will already know I have ambitious aspirations for the organisation and the Board going forward. (If you haven't read it yet I ask you to please do so you help get us all on the same page.)
I am hoping we can work together and with our staff, members and community to:
- grow free knowledge
- strive for knowledge equity
- get better at governance, and
- celebrate our community.
Of course, these goals are not set in stone, and I look forward to discussing them and other ideas with you and our other stakeholders. Indeed, that is one of the things I want to see come out of WikiCon this year and our face-to-face meeting the following day.
Meetings with key contacts in Melbourne and Adelaide
Belinda and I took a number of meetings in Melbourne on Wed 16 Oct with key contacts at State Library Victoria and Museums Victoria. We are also arranging meetings around WikiCon with State Library South Australia, SA Museum, UniSA and others. The purpose of these meetings is to form relationships with possible partner organisations and to extend our contacts in these organisations to make our institutional relationships more resilient.
Board housekeeping
As we have new Board members we need to update our WMAU Board Matrix 2023-25 to reflect them. We will also need to update our WMAU Register of interests as well. It is a good moment for all of us to review and update both of these documents.
ACTION All Board members to review their details on the Board matrix and the Register of interests and update them if required by 16 Dec 2024 (our next Board meeting).
Governance
As mentioned, good governance is an area that is important and that I want to work with you all to pursue. There are a number of areas where I want to flag recommendations to review our processes in the interests of improving our governance. Other Board members will likely also have ideas of where we can improve.
The first area I would like us to consider is financial delegation. Currently almost all financial spend is sent to the Board for approval. This is not an effective use of the Board’s time, is not a common or appropriate way of managing an organisation’s financial affairs and could more effectively be managed by introducing a financial delegations policy that outlining who has the authority to approve expenditure and up to what amounts, as well as situations where escalation of decision-making may be required.
Longer-term I would like use to also look at our governance in relation to:
- Managing the formation, delegation of responsibilities and dissolution of Subcommittees, including how recommendations by Subcommittee are to be made to the Board and how motions in relation to such recommendations should be managed.
- Reviewing how we administer funding for Partner programs and other opportunities, including standardising eligibility, communications and decision-making processes.
- The management of brand domain email addresses (this process has already started).
Secretary's report
Membership report
New members Two new members (South Australia & Victoria). Membership currently at 76.
Motion: That Kevin Rennie and Ginny Barbour be accepted as members. Seek further information from Bruce White.
Treasurer's report
Profit & Loss Statements
Due to the AGM in August, there are two months of financial reports provided:
Profit and Loss Statement August 2024 Balance sheet August 2024
Profit and Loss Statement September 2024 Balance sheet September 2024
The finance sub-committee has been working on planning expenditure for the coming quarter (eg. partner projects and Wikicon) and the day-to-day expenses to keep us running (payroll, superannuation, tax and other bills). We have also been managing our term deposit, which we currently roll over every three months. Our interest to date for the 24-25 financial year is $4710. We also need to set up the accounts for the new board members (see resolution below). Note that account signatories and electronic bank access requires a Westpac ID - if you don’t already have this then you can get it in person at a westpac branch with relevant identification.
Matters for Decision
Update to banking details
The following signatories are confirmed and will have online administrator banking access: PETER NEISH (Treasurer), SHRAVAN RAO (Secretary), ELLIOTT BLEDSOE (President), BELINDA SPRY (Executive Officer), CAROLE-ANNE BROOK (Accountant, KeyAdmin). There are to be at least three signatories listed on the account: President, Secretary & Treasurer, in addition to Wikimedia Executive Officer and Accountant.
The following signatories apply for Wikimedia Australia Incorporated bank accounts: BSB 033-341 Account number: 594901 (Operating Account) to keep operating rule 2 to sign for transactions BSB 033-009 Account number: 817894 (Cash Reserve) to keep operating rule 2 to sign for transactions BSB 033-009 Account number: 817907 (Term Deposit) to keep operating rule 2 to sign for transactions BSB 033-341 Account number: 620321 (Debit Card) to keep account operating rule as any 1 to sign and keep card facility
New signatories/administrators: Shravan Rao (Secretary) and Elliott Bledsoe (President) All other signatories/administrators other than those listed above to be removed; namely: Amanda Lawrence (previous President), Kelly Tall (previous Secretary).
Motion: That the changes to the banking signatories and financial roles are accepted and approved.
ACTION: Treasurer to contact bank and organise meeting. Any listed signatories to forward Westpac IDs to Treasurer (and obtain if necessary).
Proposals passed by email and documented below
Partner Projects 2024-2025
Overview
Please read the attached Partner Projects document for full details. For the past two years WMAU has provided an opportunity for organisations to apply for small grants to facilitate innovative Wiki projects or host a Wikimedian in Residence. Previous years recipients are listed here for 2023, and also here 2023-2024.
This year's WMAU Partner Project selection sub committee has reviewed the eight applications for grant funding in 2024-2025, and after careful assessment we recommend three projects. In order of selection the project recommendations are:
- State Library of Victoria – Radical Acts: Including Australian feminist activism in the historical record
- South Australian Museum – Development of a Wikipedia strategy and Wikimedian in Residence
- 2SER FM community radio station (hosted at UTS) – Women in Australian Journalism and Public Commentary
Motion to support and fund
This is a Motion to approve all three projects:
Editathon for ABC-ANZORS conference Melbourne
Seeking approval for Wikimedia Australia to support an edit-a-thon at the Combined Scientific Meetings of the Australian and New Zealand Society of Biomechanics (ANZSB) & the Australian and New Zealand Orthopaedic Research Society (ANZORS). Otherwise referred to as the ABC-ANZORS 14 conference 2024, to be held in Melbourne on 1 December 2024. The edit-a-thon will focus on improving Wikipedia coverage of women in biomechanics, orthopaedics, musculoskeletal research, and expanding related articles on research, awards and technologies.
Matters for Discussion
Strategic planning day - Sunday 24 November 2024, Adelaide
Draft agenda needs to be planned out. Amanda provided the following before leaving the President position: 2024 Nov WMAU Strategic Planning Day Agenda
Actions: Elliott and Belinda to prepare a draft agenda and circulate to Board for comments.
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 (2025) to make changes.
Action: Board to decide what action to take on adopting the new rules and the Terms.
Safe Space Policy annual review
The Safe Space Policy is due for review in 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 - to be moved to December 2024 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 will 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 will 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. This is currently being undertaken through the Community Survey which closes in 2-3 weeks.
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 the process for Board members email and the process for allocation and revoking accounts after Board tenure.
Towards a Recommendation on Open Cultural Heritage (TAROCH)
Creative Commons (CC) has been working with the international community in developing an initiative for UNESCO Member States to adopt a Recommendation on Open Cultural Heritage. The legal, standard setting instrument would proactively promote and encourage open solutions in removing barriers to accessing cultural heritage in the public domain, being mindful of various governance frameworks that determine the ways in which cultural heritage is shared and used. A session on TAROCH for Wikimedians was presented at Wikimania Poland 2024.
Creative Commons Australia has been invited to join the Towards a Recommendation on Open Cultural Heritage (TAROCH) Coalition. Formally that sees Coalition members sign on to a Statement of Commitment which you can view here: TAROCH Coalition - Statement of Commitment. The Australian CC Chapter members will review at their next Chapter meeting on Wednesday 13 November 2024.
Elliott Bledsoe has agreed to join the Advocacy Workspace supporting TAROCH.
In addition, Wikimedia Australia has been invited to join the Towards a Recommendation on Open Cultural Heritage (TAROCH) Coalition.
Action: WMAU Board to consider and discuss the TAROCH Statement of Commitment with a view to adding formal support as signatories, and possible roles. Can decide by email proposal if time limits discussion tonight.
CC Australia and WMAU
Elliott, as co-lead of CC Australia, advises that in a future WMAU Board agenda there will be opportunity to discuss a possible auspicing model that would see Creative Commons Australia be an independent project sitting under WMAU. Elliott and Robin (co-Leads of CC Australia) are working on a proposal. No action required from WMAU Board at this time, but Elliott is open to discussions and ideas if Board members want to know more or have questions.
Action: None required at this time.
Activities
WMAU and other local events 2024
- Perth Meetup 84 — Sat 2 November
- Introducing Wikipedia: A free online workshop - November 2024 — Wed 6 November
- Drop in and Wiki - November 2024 — Wed 6 November
- The joys and challenges of Wikipedia for Mongolia — Sat 9 November
- Online Community Meeting - November 2024 — Wed 13 November
- WikiCon Australia 2024 - Adelaide — Sat 23 November
- Using Wikiversity and WikiLearn for teaching and learning — Thurs 28 November
- Introducing Wikipedia: A free online workshop - December 2024 — Wed 4 December
- Drop in and Wiki - End of Year Catch Up 2024! — Wed 4 December 2024
National activities
Australian Internet Governance Forum, 28-29 October, Melbourne https://auigf.au/ Would be good to present something here - its free
Global activities
RightsCon - February 2025, Taiwan ESEAP Summit, possibly late May 2025, Manilla Philippines
Meeting close: 8:50 pm (AEDT)
- Next Community meeting: Wednesday 13 November 2024
- Next Board meeting: 16 December 2025 (can everyone make this date?), followed by - dates to be set for 2025.