Wikipedia:Meetup/NYC/BoD-MtgNotes-2016-01Jan-07

Details

 * Type of meeting: Conference call
 * Date: Thursday, January 7, 2016
 * Time: 8:00 pm – 9:00 pm EST

Attendees
alpha order
 * User:Becksguy
 * User:Bluerasberry
 * User:BrillLyle
 * User:Jeremyb
 * User:Jim.henderson
 * User:Lange.lea
 * User:Mitchazenia
 * User:Mozucat
 * User:Pharos
 * User:Wwwhatsup

Agenda

 * 1) Wikipedia Day: Planning plenary sessions for Wikipedia Day, traditionally we have done two panels around editathons and education, but we may want to vary/sharpen that.
 * 2) WikiCon 2016: Selecting two chapter delegates for the Wikimedia Conference 2016 in Berlin in April 2016.
 * 3) Grant update: The status of current/upcoming grant requests, and getting more input. Prep for call tomorrow night.

1. Wikipedia Day

 * Wikipedia Day is next week, Saturday, January 16, 2016, to be held at New York University/Tisch School of the Arts/ITP. So far we have 20 people signed up on Wikipedia, 51 registered through Google Forms, and 20 people on Meetup.com.

Contact people at NYU ITP

 * Isabel Paez
 * Edson Soarez de Sousa
 * George Agudow (office head)

Budget
TOTAL BUDGETED AMOUNT: $3,000
 * $400 for Staff (students)
 * $600 cleanup
 * $xyz Video costs THANK YOU!!!

Speaker suggestions

 * Programming. We have usually 2 plenary sessions or panels. In the past these have usually been discussion edit-a-thons or educational outreach projects, but other things can be discussed. We'll have lightning talks. We’ll link up with other cities:  London, San Francisco, and others. Could have a keynote speaker or other ideas.
 * Clay Shirky, Associate Professor, NYU/ITP. [mailto:clay.shirky@nyu.edu Email.] Links: Clay Shirky Weblog, Clay Shirky's Internet Writings, Twitter, Wikipedia
 * Ben Vershbow, Manager, NYPL Labs, New York Public Library. [mailto:benjaminvershbow@nypl.org Email.] Vershbow doc / overview
 * Charles Seife, Professor, NYU. Email: charles.seife@nyu.edu. Faculty profile
 * Hilary Mason, Former Chief Scientist at bitly. Email: h@bit.ly
 * Kara Van Malssen, Senior Consultant. [mailto:kara@avpreserve.com Email.] twitter: @kvanmalssen
 * Susan Hewitt.

Food

 * Food. We'll be estimating 100 people. It was decided to have lunch (probably sandwiches) obtained from Fairway, and pizza for dinner.  will handle the pizza.
 * Fairway sounds really good! I think Kips Bay is the closest? Here's linkage / info: https://www.fairwaymarket.com/catering/ Address: 550 2nd Avenue, New York, NY 10016, United States
 * Catering Consultant: Takisha Williams. To Place an Order call: (646) 720-9450; If you have any questions email kipsbaycatering@fairwaymarket.com. Menu
 * Note: specialty cake decorating fee $25 extra and up (designs, logos and pictures)

Live webcast

 * Will be a switched live webcast on ISOC Livestream as last year. Availability of Channel needs to be confirmed. Shouldn’t be a problem. Global Teleconference will run separately from a single laptop. ISOC-NY (Joly) will supply all gear. Some $$ for his hours welcome if budget permits. Need to get in at 8:30am.

2. Wikimedia Conference 2016

 * The Wikimedia Conference 2016, taking place in Berlin is an annual meeting of all Wikimedia organizations (Wikimedia chapters, thematic organizations, user groups, and the Wikimedia Foundation), as well as other committees to discuss the future of the Wikimedia movement in terms of collaboration, structures and organizational development. This conference is hosted and organized by Wikimedia Deutschland (WMDE) in cooperation with the Wikimedia Foundation (WMF).
 * April 20-21 (Wed-Thu): Pre-conference workshops
 * April 22–24 (Fri-Sun): Core conference days

2016 nominations

 * (tentative)

3. Grant update

 * The 2016 plan requests 4-5 grants. The message received from WMF indicates a preference for a phone call rather than wiki comments.  Phone call will take place Jan. 8, 2016 at 6 pm.  They will want to review all grants, particularly the grant for a part-time employee. (Brilllyle expressed interest in applying for that job.)
 * The Meetup grant, requesting about $20,000, will include a gift to Babycastles ($5,000 for the year) who doesn't charge us for the use of their space.
 * Will talk to the following WMF people:
 * User:KHarold (WMF) Kacie Harold 
 * User:FloNight Sydney Poore 
 * User:Kirill Lokshin Kirill Lokshin 
 * User:Kiril Simeonovski Kiril Simeonovski 
 * User:Wolliff (WMF) Winifred Olliff 

Questions
We want to better understand
 * Be prepared to answer questions from the WMF to Wikimedia NY:
 * 1) Your overall vision for WMUS-NYC's work this year.
 * 2) What other activities you are planning for this year, and how they relate to this grant.
 * 3) What other grants you plan to request from the WMF this year, and what you plan to raise from other sources.

Example Metrics: WM NYC Event Graph
(As of December 2015)

Subproposals
This proposal is a listing of subproposals, each of which could be considered separately
 * 2016 Art+Feminism Editathon - Renewal funded November 2015 for $62,510. Thanks WMF!
 * AfroCROWD grant - coming soon!
 * Successor to 2015 AfroCROWD Empowering Afrodescendant Women in Wikipedia for $6,280
 * WM NYC 2016 WikiConference USA Scholarship Program for $40,000
 * See related Cascadia WikiConference USA 2016 Grant, to complete funding for this conference with an additional request for USD $70,000


 * WM NYC 2016 Meetups for $23,000
 * WM NYC 2016 Metrics & Reporting Staff for $32,400
 * m:Grants:PEG/Wikimedia New York City/Development of a model release process for photos and video for $7,500.

To Do list
To-do list of additional research needed for estimating cost of grant:
 * Need to research insurance costs
 * Referral is on Grant Page
 * Documentation on what it’s like to buy nonprofit insurance in NYC

Bluerasberry's comments

 * 1)  "Your overall vision for WMUS-NYC's work this year"  In 2016 Wikimedia New York City would like to do the same sorts of activities as in 2015 and with the same frequency, but with more safety and consistency. The basics that we want to promise are a dependable venue, more accessibility, and comfort for people who attend. A secondary goal is more detailed tracking of event outcomes and development of individual volunteer norms to report their own outcomes.
 * 2)  "What other activities you are planning for this year, and how they relate to this grant"  See the other upcoming grants to the WMF below. The "2016 meetup" grant is a stable base for other projects. Having a predictable safe space to meet enables anyone else to do reporting and get support for any other projects, so in that sense, anything else happening with the WM NYC community has a relationship to this grant.
 * 3)  "What other grants you plan to request from the WMF this year, and what you plan to raise from other sources"  There are some other grants drafted at WM NYC 2016 PEG Plan WM NYC has no plans to engage in fundraising or seek grants otherwise. Instead of money, WM NYC seeks volunteer labor donations and in-kind donations of event hosting, media files, and institutional support for community members.

BrillLyle's comments

 * 1)  "Your overall vision for WMUS-NYC's work this year"  In 2016, WM NYC's activities expanded threefold, adding great stress to the existing volunteers, reducing the ability for outreach to engender retention and engagement, and making it necessary to actually turn down education and outreach opportunities because of the intensity and volume of these WM NYC events. With the support of the grants, the vision is that WM NYC would help the local chapter to better execute and enable the volunteer work involved in servicing the same number of events -- as well as hopefully increasing the ability to cultivate and respond to other innovative institutional partnerships.
 * 2)  "What other activities you are planning for this year, and how they relate to this grant"  – Automating event execution, even if it's building blank template pages and continuing to organize the Meetup space to be a great rich resource for events and other outreach work done by WM NYC – Capturing metrics and creating a reportage structure that could be used as a model for other local chapters – More representation in partnerships in other Wikimedia Foundation partnership events and projects: — Wikidata — WikiCons — Wikimania — WikiEdu. WM NYC has supported quite a few WikiEdu courses but has had flat growth; grant funding would enable planning and infrastructure building to provide growth and engagement in supporting WikiEdu courses — Wikipedia Editing for Intermediate to Advanced Users, who are not being reached, and who would be able to better utilize many of the GLAM resources & holdings of event partners
 * 3)  "What other grants you plan to request from the WMF this year, and what you plan to raise from other sources"  – Hosting: Regular hosting as in kind sponsorship (site location donation) by Babycastles, MoMA, Guggenheim – Tech Partnerships: BetaNYC, Free Culture Alliance, Open Data, NYC Tech Meetup, etc. activities in New York City that are currently siloed or not integrated within current event efforts — Video & webcasting - Internet Society NY Chapter (ISOC-NY) — Many tech companies based in NYC (i.e., Google, Microsoft, etc.) as well as media companies (PBS, ABC, CBS, NBC, CNN, HBO, AMC Networks, etc.) would be possible sponsors – Library Schools: Three library schools and active local and national library chapters in New York City full of a key audience are being under-utilized / under-served. Entities like OCLC and IMLA are possible sources of grant funding – Wikipedian in Residences / GLAM & WikiProject initiatives
 * WM NYC would also like to incorporate a committee that would do grant funding / grant writing as part of its activities, but without metrics and support (i.e., the current situation) this is not possible. The grant infrastructure would make this possible.