Meeting:Committee (2012-03-18)

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Meeting:Committee (2012-03-18)/Minutes

The meeting commenced at 15:00 hours (AEDST) [Log: 15:00] on #wmau-comm (irc//freenode.net/wmau-comm)

Attendance

  • Attendance: John (Chair), Anne (Minutes), Charles, Craig, Graham, Laura
  • Absence: Nil

The meeting commenced at 15:11 hours with the item acceptance of the Minutes of the previous meeting.

Minutes

Subject to some clarification on the wording in the item Public Officer report regarding Charles role as the contact in Tasmania the Minutes were accepted.

Motion: That the Minutes of the committee meeting held on February 19 be accepted.

  • Moved: Laura
  • Seconded: John
  • Support: Graham, Craig, Anne, Charles [Log 15:26]

Carried without dissent

Reports

Membership Report

We have one new member since the last committee meeting.

Various maintenance items were carried out on the database to bring membership details up to date. The membership list for twelve months ending 30th June 2011 was prepared for the Auditor and has been confirmed in line with payment of fees.

Incoming Correspondence Report

No incoming correspondence for the month.

Finance Report

Craig advised that the expenses for the Tambo and Quilpie workshops are being processed and that they are well under budget.

Background on Wikimedia Australia training in the Australian outback: The workshops are being held in ...Central Western Queensland with representation from the State Library of Queensland delivering some Wikipedia training to the local librarian, and the history and tourism communities. This is part of a partnership between the library and Wikimedia Australia to bring Wikimedia to the bush - to help the outback communities share their stories with the world.

training in the australian outback-photo-essay

The expenses for the workshops held in Hobart and Kingston are in the vicinity of $1000 which includes the cost of flying in the workshop presenter and a Wikimedia Australia banner.

Background on Wikimedia Australia training in Tasmania: Two Wikimedia Australia training days were held in Hobart and Kingston for Vocational Education and Training (VET) practitioners.

Wikipedia_training_day,_Hobart_VET

Wikipedia_training_day,_Kingston_Tasmania


The Auditors are still working through the various documents required for the audit of our financial statements; Craig advising that he is working in tandum with the Auditors where reconciliation of items is part of the process. Next year we may need to enlist the services of an accountant to produce the statements in a different format to what we currently use; however the addition this year of the Xero software has been helpful in this regard. We need to address the more complex reporting requirements such as 'management reports' and 'grant documents'. Presently we don't create certain documents such as 'documentation for donations' beyond our paypal account statements and ledger entries. We also need to examine policies we should have in place such as a conflict of interest policy.

Technology Report

John advised the meeting that the test and comm wiki have been upgraded and several extensions have been added, and that the public wiki is yet to be upgraded by the system administrators.

John has been experiencing issues accessing CiviCRM, but other committee members confirmed it was operating as expected. John will need to investigate.

Emails are being sent to contact@wikimedia.org.au are being correctly routed to the Secretary, but are not being received by the Secretary. John brought up the possibility of using OTRS to ensure that we have a complete record of incoming email, and that these emails are retained on WMAU server.

Motion: That all incoming electronic correspondence will be recorded in a customer relationship management system and further that a data retention policy is to be tabled at the next committee meeting for consideration.

  • Moved: John
  • Seconded: Laura
  • Support: Graham, Charles, Craig, Anne

Carried without dissent [Log:16:05]

Melbourne Meetup 2012-02-26

The February Melbourne Meetup was well attended. There was a great deal of lively conversation that covered many topics and matters of interest. A handout was provided on WikiProjects - Australia, Victoria and Melbourne which was warmly received; some attendees not being aware of Australian content on Wikimedia Foundation wikis and that portals of this kind existed to help them. It is intended to develop the meetups towards a meaningful response, to the needs addressed by attendees, in the form of future workshops and events.

WMAU Program Activity

The WMAU Program Activity is before the committee as a new item to the agenda. Its purpose is to capture program related reports and updates on any and all ongoing programs. The intention is to overcome the lack of reporting that attended past program activities. The meeting discussed whether 'meetups' are to be counted as program work and decided not the meetup per se but noted in passing that meetups can be a catalyst for program work ideas.

The presenters of programs are to submit a report within twenty-eight days after the event. The inaugural program activity item is 'Wikipedia takes Perth Foreshore'.

Wikipedia:Wikipedia takes Perth Foreshore

Background: April 2012 will see the commencement of significant redevelopment of the Perth Foreshore including the loss of the Esplanade and major changes to the Barrack Street Jetties - controversial changes to the Perth shoreline.

The WMAU committee approved a Wiki takes Perth Foreshore event resolution for expenses incurred in this event. The event will encompass planning via a Perth Meetup followed by a mini conference on the 18 March in the State Library of Western Australia. The focus of the event will be to photographically capture the foreshore area in its present state and therefore before redevelopment begins.

The Wikipedia takes Perth Foreshore event is also a NEXT project which had its debut at the RecentChangesCamp held in Canberra in January this year.

The presenters are to submit a report within twenty-eight days after the event.

The following two resolutions were carried on 13 March, a week prior to this committee meeting:

That Wikipedia Australia approves $100 for business cards and handouts for w:Wikipedia:Wikipedia Takes Perth Foreshore.

  • Support: John (moved), Graham (seconded), Charles, LauraHale, Anne, Craig
  • Oppose:
  • Abstain:

That Wikipedia Australia approves $400 for transport related expenses for w:Wikipedia:Wikipedia Takes Perth Foreshore.

  • Support: John (moved), Graham (seconded), Charles, LauraHale, Anne, Craig
  • Oppose:
  • Abstain:

Camera equipment program

An application for a kickstart grant under the Camera Equipment Program has been received from User:russavia. 1000 images have been uploaded to Wikimedia Commons and the grant criteria have been satisfactorily met. John is to provide the statistics on the images to the committee who will subsequently raise a resolution for voting on the application.

grant Camera equipment program Kickstart grant.

Bidgee's Small Grant Report

Bidgee provided a report on his August 2010 trip to Canberra which netted seventy-two photographs. The stated goal being to obtain photographs of locations for Wikimedia Commons where none were previously available.

Small_grant_report

APC program

The Australian Paralympics Committee donated images which have been uploaded to WikiCommons and there is already a great deal of interest being shown from Australia, Canada, Indonesia and Spain.

http://lists.wikimedia.org/pipermail/wikimediaau-l/2012-March/003256.html

Training in the Australian Outback

Wikimedia Australia training in the Australian outback: The workshops are being held in Tambo and Quilpie, '...Central Western Queensland with representation from the State Library of Queensland delivering Wikipedia training to the local librarian, history and tourism communities. This is part of a partnership between the library and Wikimedia Australia to bring Wikimedia to the bush - to help the outback communities share their stories with the world.'

training in the australian outback photo essay

Payments

To be paid

Craig reported there was nothing major outstanding.

Proposals

Regional WikiAcademy program

The committee discussed the Regional WikiAcademy Program proposal and indicated the programs will be announced publicly at the end of the second quarter. Expressions of interest have been received by Committee from the State Library Queensland.

Proposal:Regional_WikiAcademy_program


It is anticipated the funding will be used for transport, accommodation, and catering costs.

Motion: That WMAU approves the seven applications for the Regional WikiAcademy program as recommended by the State Library of Queensland and in addition approves an eighth application at a location to be advised and in doing so allocates $3,000 for each to be managed under the Regional WikiAcademy program.

  • Moved: John
  • Seconded: Graham
  • Support: Charles, Laura, Craig, Anne

Carried without dissent [Log : 16:51]

General Discussion

Chapters Council

To commence discussion on the upcoming ‘Chapters Council’ item for discussion at Wikimedia Conference 2012 the committee reviewed the following links:

Chapter_Council, and the long list of chapters already supporting the establishment of the Council.

Link to the draft Charter:

Draft_charter_of_the_Wikimedia_Chapters_Association]

The committee canvassed several issues arising including WMAU’s commitment to the new structure and the provision of and type of funding, recognising direct time benefits for WMAU from such an entity, including the benefit of having a unified chapter voice. The committee affirmed in principle the establishment of a Chapters’ Council and agreed to develop a general statement outlining our position. The committee recognised the need for interim funding for the establishment of a Chapters’ Council for among other things, travel, research, and legal council.

Craig is to draft a resolution for consideration by the committee before our delegates attend the Wikimedia Conference 2012.

Budget and Grants

Craig to canvass WMAU budgets and fundraising, and the provision of an annual plan, with WMF personnel at the Wikimedia Chapters meeting in Berlin.

Meeting closed at 17:35 hours