Meeting:Committee (2022-11-28)

Committee meeting

28 November 2022

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).


Date: Monday 28 November 2022
Time / time zone: 4pm AWST / 6.30pm CST / 7pm AEDT
Meeting channel: Zoom


Attendees: Amanda Lawrence (President), Pru Mitchell (Treasurer), Alex Lum (Secretary), Kelly Tall, Jeremy Ludlow, Bunty Avieson (Vice-President), Tom Hogarth Belinda Spry (ex-officio)
Apologies: Peter Neish

Previous minutes

Minutes of previous meeting:

2022-10-17-Wikimedia Australia committee meeting

Decision: approved
Moved: Alex; seconded: Pru; outcome:

Matters for decision

Motion: that WMAU Office closes over Christmas/New Year break with 3 days additional leave provided as shut down

Decision: That WMAU Office closes over Christmas/New Year break with 3 days additional leave provided as shut down.
Moved: Pru; seconded: Tom; outcome: accepted

Matters for Discussion

WoW conference report - Bunty

The WoW conference was held at Sydney University

Blog post/news item posted on WMAU by James

ESEAP conference The ESEAP conference was successfully staged in Sydney last weekend at UTS Function centre with nearly 95 delegates attending from Australia (22) and across the ESEAP region including 15 WMF staff. Over two days the conference featured a range of presentations and workshops with sessions on Indonesia palm leaf preservation on Wikisource, language diversity, community engagement, leadership, ESEAP hubs, Wikidata and other tools.

It was a huge effort for WMAU as the host country including weekly meetings every Sunday and a lot of time during the week in organising accommodation, travel, program, venue and logistics.

We would like to acknowledge and thank those who helped to achieve it from WMAU committee, Alex Lum Pru Mitchell and Amanda Lawrence. Also thanks to Gideon Digby and other members of the Core Organising Team Butch Bustria, Venus Lui, Ghozi Septiandri, Benny, Rachmat, Hardiansyah Taher, Hilun.

Particular thanks to the WMAU staff - James Gaunt, Belinda Spry and Caddie Brain - who put in a heroic effort to help bring it all together. We are very grateful for all your hard work.

Thanks also to Bunty Avieson and Frances DiLauro for a fabulous Wow conference in the days preceding the ESEAP conference. See James article on WoW

ACTION: Write up news/blog post on ESEAP - James ACTION: Videos of select recorded sessions will be uploaded to Youtube by James.

Consider follow up with Indonesia re further partnership activities.

Grant Report

An evaluations survey was provided at the end of the conference and so far we have 33 responses. Reports are required from Affiliates and Scholarship recipients to be posted on Meta.

Scholarship committee to follow up with scholarship recipients.

The report is due 31 January (60 days post event). Given January most people will be on holiday we should aim for before Christmas - Thursday 22 December. A draft report is here:

ACTION: Send reminder emails re evaluation survey to all attendees - Belinda ACTION: Belinda to join FLUXX and take over grants from Caddie ACTION: Write up report - Belinda with help from Pru, Alex and Amanda (aiming for 22 Dec submission)

ESEAP Hubs Interim Steering Committee

A number of sessions at the ESEAP conference focussed on establishing an ESEAP Hub and it was decided that an ESEAP Hub steering committee be established with representatives from three key areas: East Asia, South East Asia and Oceania. Gideon Digby has volunteered to be the representative from Australia and Pasagorn (Isaac) Waeson Username:Azoma, from Thailand, who also lives in Melbourne, is a representative for SEA. WMAU will need to liaise with Gideon for updates and help with consultations with Pacific and New Zealand groups to keep them informed.

Communications on the committee will go out from WMF later this year. The aim is for this committee to establish some general guidelines for governance of the Steering Committee and community liaison and apply for funds to employ an Executive Officer for the region. This position will most likely need to be auspiced by an Affiliate.

ACMI Partnership 2023

Follow up meeting planned to discuss activities in 2023 around their major.

Events planning for 2023

Belinda and James to review calendar of events and commitments for 2023.

Try to work towards a calendar of events, workshops and training

Australian Digital Alliance Copyright Forum, 17 February 2023 Amanda might be able to attend with work and might be worthwhile for Belinda to attend.

ACTION: Belinda to follow up with ADA on a membership sharing ACTION: Review key conferences and networking events.

Strategic plan implementation

3.1 Capacity Building Wikimedia Australia Strategic Plan Year 1


Executive Officer report [FOR NOTING]


Received email from Marti Johnson (Lead Program Officer, WMF) advising change in process for multi-year General Support Funding. Previously, both the Annual Plan (with metrics and budget) and Yearly Report would need to be approved by Regional Program Officer before the next disbursement could be paid. The Yearly Report is no longer required to be submitted or approved prior to disbursement of funding. Once the updated Annual Plan is reviewed and approved the Grants Administration team will begin the disbursement process. The Yearly Report will be handled independently as a form of communication and support, but not as a condition for disbursement of funds.

Social media report

Total followers as of Nov 1: Twitter: 2437 Facebook: 1828 Instagram: 148 Linkedin: 148

Twitter followers grew by 50. We made 85 tweets and were mentioned in 151. Facebook followers changed by -3 and Instagram grew by 17 followers, and Linkedin by 9.

During WOW 2022 we started a new Twitter account just for the conference: it gained 43 followers, made 103 tweets, had 2,068 profile visits, and was mentioned 43 times. A photo of Rosie and Annie was seen 844 times. This account will be left unused until the next WOW conference.

President's report

Secretary's report


Treasurer's report

Profit & Loss Statement since last meeting

Profit and Loss Statement November Balance sheet November Reimbursement approvals required related to ESEAP Conference expenses Belinda $636.94 James $227.09 Pru - cash refunds for visa, travel and insurance $6,2500 Amanda $406.00

ESEAP Conference

Summary to date Budget $226,905.05 + $22,620 contingency TOTAL received: $249,525.05 Total cost $245,632.62 (based on expenses to date)

Money to be reimbursed Wikimania CoT $8,800 Wikimedia Australia staff time spent on the conference TBC

Westpac banking - further action required

Belinda currently has some low level banking access, but is unable to complete the full range of banking actions required as Executive Officer.

Pru, Alex and Belinda attended the Westpac bank on Wednesday 16 October 2022, meeting with Lambert Sun in the Haymarket branch (Sydney) to undertake two key actions.

Firstly, they were able to complete the application for a corporate credit card for Belinda.

However the second action was unresolved. Due to a discrepancy in the Committee Minutes Lambert was unable to add Belinda to the Wikimedia bank accounts as a signatory with authority to operate and sign in person.

Hence the following information is reported for Committee approval:

Notice of Amendment

Change of Bank Signatories on Wikimedia Australia Inc. Bank Account - Wikimedia Australia Inc, BSB: 033-341 with Account Numbers: 594901 and 620321 - There is to be at least three signatories listed on the account President, Secretary & Treasurer, in addition to Wikimedia Executive Officer and Accountant - There must be two signatories to sign off on any transaction. - New signatories: Belinda Spry (Executive Officer) - Signatories to have online banking access are: Treasurer Secretary President Belinda Spry (Executive Officer) (this is set-up and confirmed to be working)

  • Membership report

No membership applications. 3 members non-renewed.

Decision: That the Treasurer’s Report be accepted.
Moved: Pru; seconded: Alex; outcome: accepted


Global activities

Wikimania dates announced: 16 - 20 August 2023 in Singapore.

ESEAP meeting proposed for 15 August 2023.

Wikidata conference to be in Taiwan in October 2023.

National activities

  • Everything Open conference by Linux Australia in Melbourne, March 2023

  • Australian Digital Alliance - 17 February 2023 in Canberra
  • Australian Media Literacy Summit in Sydney, Friday, 24 March, 2023

Program to be confirmed in January 2023 Bursary of $500 (participants located outside Sydney)

Events / Local activities

  • Melbourne EoY meet up - Friday 16 December
  • WikiClubWest December meeting, probable?

Meeting close: 8:35 pm

  • Next Community meeting: Wed 14 December 2022
  • Next Committee meeting: Monday 19 December 2022 - Focus on ESEAP report completion
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