Wikipedia:Meetup/NYC/BoD-MtgNotes-2016-01Jan-19

WM NYC Board of Directors Meeting Notes: January 19, 2016
''See also: WMF Grant call meeting notes

Details

 * Type of meeting: Google Hangout
 * Date: Tuesday, January 19, 2016
 * Time: 8:00 pm – 9:00 pm EST

WMUS-NYC board members
alpha order
 * Alice Backer, Vice President; AfroCROWD –
 * Erika Herzog, Secretary (appointed, non-voting) –
 * Lane Rasberry, Advisor –
 * Megan Wacha, Vice President –
 * Pete Hess, Treasurer –
 * Richard Knipel, President –

SimpleCom members

 * Sydney Poore – ([mailto:sydney.poore@gmail.com email])

WMF Staff

 * Winifred Olliff – ([mailto:wolliff@wikimedia.org email])

Agenda

 *  Purpose: Check in with WMUS-NYC / WMF / Grants committees


 * 1) Annual Plan: Update on the status of the annual plan.
 * 2) Options & Timelines: Updates, questions, answers, about funding options for 2016 (and timelines).
 * 3) Key action items TBD, on the call

1. Annual Plan

 * see WM NYC 2016 Annual Plan

Resources

 * Examples from Winifred


 * Simple annual plan grants in progress
 * Planning and prioritization

Challenges

 * SMART objectives: SMART documentation, definitions
 * Recommendations for planning
 * Designing SMART Proposals (PDF)
 * Designing SMART Proposals and Annual Plans (PDF)

Advice

 * Look closely at Wikimedia CZ -- similar budget range
 * Don’t spend a lot of time on formatting, as long as we have SMART objectives, can link off application. Want to reduce the amount of work to do this

Good examples

 * Wikimedia Czech Republic
 * Wikimedia Czech Republic Annual Grant Application 2016
 * Wikimedia Czech Republic Budget 2016
 * Need separate budget
 * Winifred can provide blank template for spreadsheet

2. Options & Timelines

 * Timelines are established by working backwards from
 * DATE 1: When do we need funding by
 * DATE 2: When absolutely need funding by
 * Takes some time to review annual grant plan
 * Not a lot of experience with rolling applications, new process
 * So possibly quicker turnaround time
 * At least 2 weeks to review proposal
 * WMF needs to have an idea of timeframe


 * Note: Eligibility request will be found on the Talk page of the Plan page


 * Funding options
 * Clarity to get ideas on what we would like to do in our next step
 * Which PEG or APG?
 * We need to do an annual plan either way
 * AfroCROWD will be part of the Annual Grant

MOST TIME CRITICAL

 * $750 funding for AfroCROWD Project Manager -- Winifred said this sounds reasonable
 * Would need a budget for interim budget to get this started
 * Alice will send to Winifred in prep for Feb 6 event at NYPL Schomburg

3. Key action items

 * TBD, on the call


 * For WMNYC folks, a lot of these links are on the Projects & Grants tab of the WM NYC Meetup namespace

Next steps

 * 1) Annual plan: Offer to collaborate with Sydney and Winifred
 * 2) Timeline: Once dates set, send to Winifred
 * 3) Interim funding: Alice will send interim funding for AfroCROWD

Miscellaneous notes
To be integrated above or left here as notes
 * Bob's notes: bit (dot) ly (slash) wmnyc19
 * Side projects - as well as large conference
 * Conference = not to include in annual plan, but should be noted ; conference can be as a separate PEG.
 * Telling the world what you’re doing, so people can understand your capacity; tell story of how your are supporting people
 * Framing a community support program - a way to communicate the work you do in this area
 * If the chapter offers support to WiR - it would be useful to collect metrics
 * SMART metrics - if chapter supports a WiR - WiR drafts report, and gives to chapter? Depends on level of detail you find useful.
 * Winifred: supporting groups to do “other things.” The number of people you support;  other questions: how much content generated, how many new contributors are there?  Dependent on getting more fine grained metrics.
 * If you can show the value with metrics, it makes a much stronger case.
 * Although SMART criteria is an entry on Wikipedia, Winifred says it's not as helpful as looking at examples
 * Time constraints?
 * Lane has form
 * Take what you have in a Google doc - (even with Sydney & Winifred) - to look at SMART objectives - flexible for your specific.
 * Time: when you need the funding - Winifred would communicate iwth Committe - they need time.
 * When you can have plan done
 * When you need the funding
 * Number objectives: 2-3 per program.  You want to focus on high level objectives.
 * Lane: how much of chapter’s work should be described in metrics?
 * “the more you can measure” the better mileage you’ll get
 * Think of umbrella categories: not subject edit-a-thons but “edit-a-thons” in general
 * Look at examples of annual plans to see how SMART objectives are put in place.
 * Objectives, targets, etc. - and within a time frame.
 * Possible to modify plan even after it is submitted.
 * Not everything has to be perfect; committee understand this could be a “first time” - harder.
 * Highlight those things that make your chapter unique. Multicultural activities.
 * Focus on diversifying the community - working with diff. cultural organizataions. Maybe there’s a story to tell there?  Yes.  definitely talk about other initialtives you’re supporting (even if not funded by grant).
 * Objectives, objectives, objectives - SMART objectives.
 * AfroCROWD part of general plan - will have separate budget.
 * Contingencies:
 * If something comes up during the year, can request more money
 * Timeline:
 * Good to have a sense of when plan will be finished - and when funding is needed.

Pete questions

 * Money that we’re requesting does not include WikiConference USA
 * Include general amount in budget, but not part of this grant
 * Everything that chapter does should be included