Meeting:Committee (2018-06-11)
This meeting has two pages: one restricted-access page (only for members of the current Board) and one public-access page (which may have sensitive information redacted).
Wikimedia Australia Inc. | ||
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MINUTES |
Open
*Wikimedia Australia committee meeting, 11 June
- Attendees Pru, Gideon,Tom, Sam, Robert,
- Apologies: Caddie (going to be late), Steve
Previous meeting
Minutes of Previous meeting, Monday Monday 28 May 2018 Meeting:Committee_(2018-05-28).
- Moved:Gideon; Seconded:Robert; Passed without dissent.
Business arising and actions
- APG application
- final budget (link redacted)
: Start a page on comm that records issues and questions related to budget and APG - for possible work with Asaf at f2f: https://comm.wikimedia.org.au/wiki/Grant_reports
: new tracking categories required in Xero to enable accurate reporting -- Xero limits tracking categories to two active only (currently have State and Cost Centre), list makes it more diffecult to have a budget in Xero. Have setup APG in the Chart of Accounts.
- Robert - Tracking categories — 2 types — local and overseas — system allows only 2
- Cost Centre - governance (APG) - need easy access to enter
- Move states - if not - difficulty - Active categories
: Clarify requirements from Morgan and report back to committee (Pru)
: Pru to send modified budget to Delphine - DONE
: Grant Report format and pages in CommWiki - Tom and Sam
- wmau:Upcoming events -- https://wikimedia.org.au/wiki/Upcoming_events & https://wikimedia.org.au/wiki/Past_events https://wikimedia.org.au/wiki/Activity_reports
- resposible person for event needs to have a report form created before the event - and the report is required to include metrics and evaluable items
- Something like this https://comm.wikimedia.org.au/wiki/User:Robert/event ?
- More discussion to be had via email.
- Wikimania 2017 report ACTION: Tom - added to com as a draft - public version due before end of month - linked wth ESEAP report
- Wikimedia conference 2018 reports: Pru https://wikimedia.org.au/wiki/Wikimedia_Conference_2018
- ESEAP conference 2018 reports: Robert M & Tom - to be done this week - linked with Montreal wikimania report
- Website hosting for public and private wiki
- ACTION: Robert to contact User:Reedy to get a firm proposal and answer questions - ongoing
- ACTION: ongoing proposal to the members list and a final vote - newsletter
- Email from Commission for Children and Young People Victoria regarding Reportable Conduct Scheme
: Pru to update WMAU Safe Spaces Policy to reference local documents https://comm.wikimedia.org.au/wiki/Safe_Space_Policy#Related_documents
- other chapters etc.: https://meta.wikimedia.org/wiki/Friendly_space_policies
- https://www.mediawiki.org/wiki/Code_of_Conduct
- update policy - to be ratified before going up -
REPORTS
President's report (Pru)
- Planning 1 Jul - AGM - next agenda
https://wikimedia.org.au/wiki/2018_Annual_Plan
- Annual Plan - details of responsibilities relative to reporting requirements internal documentand calendar
- Committee calendar: (link redacted)
Secretary's report (Tom)
- Explanation of email motions to comm wiki (Tom) -
- Do we need some way to ensure proposals are seen by all committee members (technical solution)?
- Records management processes and backups - (Tom, Sam, Pru) - needs more work before end of fy. Will happen more after the move of the wikis to WMF servers.
- Leave of absence - missing meetings - processes - require policy and process re announced absence
- Position and policy/process for communicating major events and notices to membership and community
- inward correspondence and documentation of outcomes https://comm.wikimedia.org.au/wiki/Incoming_mail
- affcom issues - related organisations to be included reciprocal membership issue
- Recovering parts of rules and regs from some years ago —https://wikimedia.org.au/w/index.php?title=Rules&action=history
Correspondence
- 21/5/2018 Letter from Andrew Leigh, MP Shadow Assistant Treasurer re changed to AEC reporting requirements for charities from 1 March 2018 -https://drive.google.com/file/d/1tgvg3WcuwAZoF_k0Vt4B4CmEVGBp4MYU/view?usp=sharing
- 31/5 WMF Grant agreement - (link redacted)
- 5/6/18 Paul Donoughue -- ABC requested to talk to editors who update articles about recent deaths -- referred to Tom & User:Longhair (no further action)
- 5/6/2018 Email from Melody from WMF digital media team - Gideon replied
Caddie to forward relevent items.
- 6/6/2018 Email from Murray regarding Mobile Phone Wiki - Sam replied. No further action required.
- 7/6/2018 CAV New streamlined CAV/ACNC reporting from 1 July 2018 - (link redacted) http://www.acnc.gov.au/ACNC/FTS/FS_VIC_Reg.aspx
- No longer need to do two reports.
Tom to update procedures re changing of committee members.
- 8/6/2018 ASA Conference invoice - (link redacted)
- Motion: that we will fund silver sponsorship of the ASA Conference 2018 to the value of $2,500 for the WMAU booth at the conference; keynote speaker slot; two workshops; one other speaker slot and 2 registrations (in addition to keynote) also 2 seats at the preconf dinner . Moved by Pru, seconded Gideon; passed without dissent.
Treasurer's report (Robert M)
- Acc: $36,188.66 CC: $69.70 PayPal: $183.74
- Income; $3.32 (acc interest), $0.01 (cc interest), $10.00 (donation), $10.00 (membership)
- Future income: $33,750.00 (APG)
- Expenses: $531.36 (Pru reimbursment for RM Wikimania related domestic travel), $2,352 (Helloworld Wagga, Wikimania international travel), $22.35 (Google, for first part of May, $27.40 (Linode)
- Future expenses: $379.02 (Wikimania reg reimbursment), $2,500 (ASA conference sponsorship)
- Financial information to WMF re APG - done
- ACTION: Remove the names of previous account holders, Andrew Owens and Steven Crossin from the Wikimedia Australia, Inc Westpac account - ongoing to done this week (public holiday in NSW)
- ACTION: Treasurer to organise additional card with Westpac - ongoing to done this week (public holiday in NSW)
- Hotel bookings still need to be done and insurance - not added to future expenses, final costings could change
- Estimated costings.
- Cape Town accom: $652 AUD
- Sydney accom: $109
- Insurance: $70-$115
Membership (Pru)
- 1 new member
- 22 outstanding
- Membership recruitment strategies
- Membership form draft
- ACTION: Pru to start email conversation
Communications report (Caddie & Robert W)
- Detail of plan and timetable (link redacted)
- Draft newsletter May/June 2018: (link redacted)
ACTIONS
- ESEAP (Tom, Robert & Jeremy possibly Chris)
- Berlin report (Pru & Robert)
- Membership renewal reminder (Pru)
- Shifting hosting to WMF servers SLWA workshops (Robert) - N/A for this newsletter
- Retire Wordpress blog https://phabricator.wikimedia.org/T185880
- Photos
- This month in GLAM https://outreach.wikimedia.org/wiki/GLAM/Newsletter/Newsroom due 8 July
- Publications page: templates, links to presentations etc: https://wikimedia.org.au/wiki/Publications
Technical report (Sam)
- Phabricator board https://phabricator.wikimedia.org/tag/wikimedia_australia/
- Web/mediawiki hosting post 1 July 2018 - move to WMF servers. Robert to talk to Reedy (Sam to pass on contact details).
AGENDA
Local activities
Metrics for events, dashboard for editing http://tools.wmflabs.org/grantmetrics Suggestions - every event reporting needs to be documented Number of attendees: new / existing; What happened at the event - Categories: Is this an Outreach or Community support event? Diversity issues : It assists our funding partner if we can report this data. Do you identify as any one of these diverse backgrounds? Optional question - Just a Yes/No response Identify possible partnerships for 2018-19 - AGENDA - identify what we can do to support Reporting 6 monthly - metrics - all activities - partnership issues -
- WikiClub NT (Caddie)
-possible mid-June in Darwin
WikiClubWest
- Museum of Perth, Wikipedian-in-Residence post ACTION: Tom write up for next AGENDA
- June Maritime Museum - meetup
- York meeting, 12 June Gideon
- MOTION: WMAU will pay $100 towards the cost of transport. Moved: Tom; seconded Pru; passed without dissent. (APG programme: Outreach).
- Jul-Sept SLWA - ongoing. 3 workshops on Sat/Sun. (APG programme: Community Support).
- Toodyaypedia - issues with wp editors negative impact - result Gn trip Toodyay 1/6
Melbourne (Pru)
- Public History panel, 12 June
- Meetup, Sun 8 July Fed Square
Sydney
- Meetup 26 May 2018 https://en.wikipedia.org/wiki/Wikipedia:Meetup/Sydney/May_2018
ACTION: Tom get a report from Jeremy Mid-August possible Sydney Meetup
Global activities
ESEAP 2019 (Gideon)
- Venue - on going
- Feedback collected from Indonesia - ongoing
Wiki Loves Earth (May) (Gideon)
- Judging
- Communications
Wikimania 2018 (Robert)
- President's meeting
- Coolest projects
(link redacted)
National activities
Digitising Kit (WA) https://comm.wikimedia.org.au/wiki/Proposal:Digitizing_Kit
2018 WikiTour Spreadsheet (link redacted) ACTION: Quotes for flights
- Fixed dates
- 17-20 Sep ARMs conference Hobart
- 24 - 28 Sep ASA conference Perth
- 1 October ALIA event Perth
- Dates flexible / unconfirmed - to confirm asap
- SLQ Hackathon, 7-9 Sep
NZ- Adelaide / Alice Springs
- Melbourne Uni Melb & Meet up
Wikimedia Taiwan
GLAM Peak 2018
ACTION: Reports outstanding https://wikimedia.org.au/wiki/Activity_reports
- Toowoomba Jacinta
- Newcastle: Gillian
- Cairns: Kerry
- Nuriootpa: Pru
- Alice Springs: 20-21 June 2018 - Caddie
ACTION: Pru to send details to Caddie - DONE
- Broome: 26-27 June 2018 - TBC
- GLAM Peak follow up activities
- ACTION: Record prospects and activities on comm
- * Geelong Heritage Association, - Pru
TROVE Consultative Group (Pru) - Report on meeting Monday 4 June at National Library ACTION: Pru to raise issue of feeding in to Trove from Australian topics on en.wikipedia, nys,wikipedia and commons
OTHER BUSINESS
- Community Capacity Map https://meta.wikimedia.org/wiki/Community_Capacity_Map
ACTION: Steve set up Google form for next meeting
- Documentation https://comm.wikimedia.org.au/wiki/Committee_members_handbook
- Goodies Should we have stickers, pens (cheap), USB sticks (cheap) made to give away?
Meeting closed
Next meeting: Monday 25 June 4.00/5.30/6PM Meeting:Committee (2018-06-25)