Meeting:Committee (2010-05-26)

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Start: 26 May, 2010, 7.00pm Australian EST, #wmau-comm.

Agenda

Attendance, absence, apologies, previous minutes

Attendance: Steve (chair), Sarah (minutes), Liam, Brian, Andrew.

Apologies: none

Absence: none

Previous minutes

  • Resolution: That the minutes of the meeting 21 March, 2010 are accepted.
  • moved - Brian
  • seconded - Andrew
  • CWD
  • Resolution: That the minutes of the meeting 09 May, 2010 are accepted.
  • moved - Andrew
  • seconded - Brian
  • CWD

Reports

Secretary's report

Sarah reported that this month we have one new member and several new applications that are in "pending" status. The current membership is about 55 and the chapter's annual membership is increasing by an average of about 10 members each year. We experienced significant email problems during the last month which disrupted delivery of incoming emails, but these issues have now been resolved. Over 60 undelivered/lost emails to the contact address were retrieved by the LUV administrators and subsequently delivered. Sarah has now replied to all these emails and correspondence is up-to-date. Emails to the contact address have now returned to a rate of around 5-10 per day. Sarah also reported that there were no small grant applications in the last month.

Treasurer's report

Steve provided the committee with a treasurer's report.

Finance Report: as at 26 May, 2010

Item description Total
current Bendigo Bank balance 10,443.17
current Paypal balance 0.00
less cheque number 70 (stamps) 55.00
current actual available funds 10,388.17
less approved promotional merchandise (approx) 1000.00
less reimbursement Brianna 30.00
less reimbursement Andrew 52.00
less reimbursement Brian 328.82
less reimbursement Sarah 128.03
APPROXIMATE TOTAL GOING FORWARD $8,849.32

The committee requested Steve provide an update regarding how much of the chapter's balance is part of the WMF grants, allocated for the small grants program or otherwise restricted in some way. Steve indicated he did not have this information at hand but would provide a breakdown in due course.

Resolution: That the financial report as at 26th May, 2010 is accepted.

  • moved - Sarah
  • seconded - Andrew
  • CWD

Merchandise

Steve and Sarah also reported that they have made progress with the quotes for merchandise for the 2010-2011 membership packs. Sarah has also spoken to the foundation who have promised to provide some Wikipedia promotional items for our members.

Discussion items

Shifting of treasurer's role

The committee has been discussing the issue of the treasurer's position following Brianna's resignation and Steve's election to the seat of president. The committee asked Brian whether he would be prepared to accept the treasurer's seat until the next AGM. Brian was the treasurer in the 2008-2009 membership year and this year he has taken on responsibility for organising the fundraising permits for each state. Brian has agreed to resume the treasurer's seat, so the committee has elected Brian as treasurer. He he will take over the position on 3 June 2010 and hold the seat until the AGM.

  • Resolution: That following Steve's election as president, the committee elects Brian to the seat of treasurer until the Chapter's next Annual General Meeting.
  • moved - Sarah
  • seconded - Andrew
  • CWD

Resolution: Merchandise sub-committee

The committee has obtained quotes for merchandise to use for membership packs and also for promotional purposes. The committee has discussed this on the committee wiki and mailing list and passed a motion via the mailing list on 15 May 2010. The resolution was proposed for ratification during the committee meeting.

Resolution: The Committee approves the spending of up to $1,000 on merchandising and promotional items, by a sub-committee consisting of Steve and Sarah.

  • moved - Steve
  • seconded - Sarah
  • CWD

Resolution: Nomination of Michael Snow to Chapter-selection WMF board process

Following the committee's request for members to submit any suggestions for candidates for the chapter-selected seats on the WMF board of trustees, the committee has decided to offer to nominate Michael Snow, the current chair of the WMF board. The committee authorised Liam to contact Michael to discuss this with him. This motion was proposed on the committee's mailing list, approved unanimously by the committee and ratified during the committee meeting. Liam reported that he has implemented this resolution, that Michael accepted the nomination and the nomination has now been submitted and accepted by the moderators of the process.

  • Resolution: That the committee authorise Liam Wyatt to approach Michael Snow, current member of the WMF board, to seek Michael's approval to be nominated to retain his position through the 2010 Chapter board election process. If permission is received, that Liam submit the nomination on behalf of Wikimedia Australia.
  • moved - Brian
  • seconded - Sarah
  • CWD

Motions: Thank you letters

The committee discussed the assistance the French and German chapters provided Andrew and Sarah which allowed them to attend the WMF meeting in Berlin in April. This assistance totaled thousands of dollars in airfares, food and drink, and other expenses. It was unanimously agreed that the president should send official thank you letters to both chapters on behalf of Wikimedia Australia.

  • Resolution: That official thank you letters signed by the President on behalf of Wikimedia Australia be sent to the Wikimedia DE and Wikimedia France chapters in relation to their kindness in supporting the attendance of Sarah and Andrew at the April 2010 Chapters meeting.
  • moved - Brian
  • seconded - Liam
  • CWD

Motions: Reimbursements

The committee discussed and processed the following reimbursements.

Domain renewal charges incurred by Angela

Angela Bessley has paid and submitted receipts for the chapter's domain renewal charges of $37.95. Angela indicated she would prefer to have this amount credited to her membership, rather than receiving a reimbursement cheque. So the committee has waived Angela's membership fees for the 2010-2011 membership year. The committee also discussed the issue of updating the domain registrant details and recognises this needs to be resolved as a priority item.

  • Resolution: That Angela Beesley be reimbursed $37.95 already paid for domain renewal - with reimbursement to come in the form of membership extension for another year.
  • moved - Andrew
  • seconded - Brian
  • CWD

A Small Orange expenses incurred by Brianna

Brianna has submitted receipts for the chapter's regular web hosting charges incurred with A Small Orange.

  • Resolution: That Brianna Laugher be reimbursed $30.00 for her payment of two web-hosting accounts from A Small Orange.
  • moved - Sarah
  • seconded - Liam
  • CWD

Brian Salter-Duke's expenses

Brian has submitted accommodation expenses for the nights of the fundraising meeting he attended in the UK on behalf of the chapter. Brian's receipts have not yet been submitted but the committee agreed to reimbursement pending submission of receipts.

  • Resolution: That Brian Salter-Duke be reimbursed £188 (GBP - pounds) for train travel (48 pounds) and 2 nights hotel accommodation (£140) incurred in relation to his attendance at the Wikimedia Foundation's fund-raising conference, undertaken on behalf of Wikimedia Australia. Payment to be finalised upon presentation of receipts.
  • moved - Sarah
  • seconded - Steve
  • Abstain - Brian
  • CWD

Andrew Owens's expenses

Andrew has submitted receipts for expenses incurred during the trip to Berlin for the WMF meeting in April.

  • Resolution: That Andrew Owens be reimbursed $52.00 for travel expenses incurred in relation to attendance at the Berlin conference undertaken on behalf of Wikimedia Australia.
  • moved - Brian
  • seconded - Liam
  • Abstain - Andrew
  • CWD

Sarah Ewart's expenses

Sarah has submitted accommodation receipts for the three nights of the WMF meeting in Berlin and has requested reimbursement for half (50%) of the expenses.

  • Motion: That Sarah Ewart be reimbursed $128.03 for accommodation expenses incurred in relation to attendance at the Berlin conference undertaken on behalf of Wikimedia Australia.
  • moved - Steve
  • seconded - Brian
  • Abstain - Sarah
  • CWD

Items deferred

The committee deferred further discussion regarding the following items:

  • technical issues and web hosting.
  • the donation from Mosman council.
  • an update from Andrew as the project manager regarding the status of the information kit discussed during the January retreat.


Meeting closed 20:30pm.