Meeting:Committee (2013-12-15)

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MINUTES
Sunday 15 December 2013, 16:00 AEDST

Meeting opened at 16:02

Introduction

Attendance

  • Present: Steven Zhang (President), Gideon Digby (Vice President), Andrew Owens (Secretary), Michael Billington (Treasurer), Robert, Charles, Pru
  • Observers:
  • Apologies: Craig, Kerry (observers)
  • Absent: none

Minutes

Discussion of minutes from the previous meeting.

Motion
That the Minutes of the November committee meeting be accepted.
  • Moved: Steven
  • Seconded: Robert
  • Carried without dissent

Action items

  • Membership requests - Andrew has been following up the pending requests. Most have not responded, one has declined, one had actually paid and another is interested. Work is ongoing.
  • Andrew phoned CAV on Friday 13th - they hadn't yet registered receipt but said to try again on Monday, following which the letter can be attached. (Update: Andrew phoned on Tuesday 17th and confirmed; the letter was attached Friday 20th.)
  • Business cards - Robert still waiting on responses from printing companies.
  • COI register has been updated by committee members.
  • A list of web hosts has been made up, some discussion followed. Motion passed at this time can be found under technical issues further down.
  • The donation page has been worked on. We don't have a good group shot to use on the page.
  • Steven emailed Asaf, and also following a meeting with UQ and APC, received a lengthy email from UQ which was forwarded to members of the committee.
ACTION: all to read email and offer suggestions.
  • Annual plan. Discussion of possible metrics for performance

Reports

Finance report

  • Current position as of 30 November 2013 (in cash): $82,357
  • Mike has been appointed our new treasurer, and signatories have yet to be sorted out.
Motion
Michael Billington be added as a signatory to the WMAU bank accounts.
  • Moved: Steven
  • Seconded: Andrew
  • Abstain: Michael
  • Carried without dissent
Motion
Andrew Owens and Michael Billington, upon being added to the WMAU bank accounts, are issued chapter debit cards, with Andrew's use requiring a resolution authorising such use. Once Michael's debit card is active, the debit card held by Craig Franklin will be cancelled.
  • Moved: Steven
  • Seconded: Robert
  • Abstain: Andrew, Michael
  • Carried without dissent

Agenda

Technical matters

Following discussions:

Motion
That the committee, for purposes of moving to independent hosting of its sites and applications (excluding email), provisionally allocate $50/mth for hosting, and authorises Adam Jenkins as technical officer to organise this on behalf of the association.
  • Moved: Steven
  • Seconded: Gideon
  • Carried without dissent
Motion
That the committee provisionally allocates a maximum of $1000 USD/year (at $50 USD/user) for email hosting through Google Apps, and authorises Adam Jenkins as technical officer to organise this on behalf of the association.
  • Moved: Steven
  • Seconded: Andrew
  • Abstain: Gideon (due to meeting lag)
  • Carried without dissent

It was confirmed we are not eligible for the Google for non-profits initiative as we're not based in the US or the UK. A discussion about having email and server as part of one package followed, but it was agreed that keeping them separate was the best solution for Wikimedia Australia. It is also noted that the above estimates are maximums for budget allocation purposes and may not entirely be spent.

General business

  • Next public meeting will be on 12 January.
  • Robert shared the drafts of the business cards.
  • Some discussion of Wikipedia Day celebrations and how exactly to fund them - no decision was made, but the committee is open to considering small allocations on request.

Meeting closed at 18:12.