Wikipedia:Meetup/NYC/BoD-MtgNotes-2016-07July-18

WM NYC Board of Directors Meeting Notes: July 18, 2016
See also: Etherpad

Details

 * Type of meeting: Board Meeting
 * Date: Monday, July 18, 2016
 * Time: 7:00 pm – 8:30 pm EST
 * Location: Babycastles. 137 W 14th Street (between 6th and 7th Avenues), 2nd Floor, Manhattan, New York, NY 10011 40.73819°N, -73.99847°W
 * Nosherai: We will bring some small items to combat the heat
 * Video option: Google Hangouts (there may be technical difficulties - email board in that case)

WM NYC board members
alpha order
 * President: Pharos
 * Secretary: BrillLyle (Appointed; non-director officer)
 * Treasurer: Becksguy
 * Vice Presidents:
 * Aliceba
 * Kosboot
 * Lange.lea
 * Megs
 * Mozucat
 * Advisors:
 * Bluerasberry

Agenda

 *  Purpose: Board meeting & preparation for WMF Check-in


 * 1) Annual Plan: WM NYC 2016 Action Plan
 * 2) Timelines: WMF APG Check-in is tomorrow, July 19, 2016
 * 3) Key action items:
 * 7:00 pm – 7:30 pm: WMF Check-in
 * 7:30 pm – 7:35 pm: Election
 * 7:35 pm – 7:40 pm: Fiscal sponsorship of WikiConference USA in San Diego
 * 7:40 pm – 7:50 pm: Committee Updates - travel and others
 * 7:50 pm – 7:55 pm: OCLC partnership, ARL meeting, larger inter-library organizing
 * 7:55 pm – 8:00 pm: WM NYC 2016 Action Plan / WMF APG Midpoint report
 * 8:00 pm – 8:10 pm: Expense Accounting, Budget update
 * 8:10 pm – 8:20 pm: WM NYC 2016 Metrics & Reporting position
 * 8:20 pm – 8:30 pm: Misc (see below)
 * Fiscal Sponsorship of Wikimedia chapters in India, Bangladesh, and Iran
 * Travel grant - note lightbulb in orange header!

Important dates

 * WM NYC Board Meetings: Continue monthly at Babycastles on Co-Working Mondays; schedule TBD
 * WM NYC Year End: June 30, 2016 -- Pete does this require any action items? Do you need assistance with anything?
 * Finances: July 5 to July 10, 2016
 * Annual Meeting: September 2016 ?
 * WM NYC Election: September 2016
 * WikiCon North America: October 6-10, 2016 -- in San Diego; User:DrMel is local point of contact
 * WMF Grant Midpoint Report: October 15, 2016
 * WMF Grant Final Report: April 30, 2017

WMF Grant Midpoint Report

 * Ask Winifred for template
 * Conference calls to check in; possibly in June with preliminary draft?
 * In-Kind Donations: Need to track; AfroCROWD did not include in current grant, will do going forward
 * Time tracking: Explore options like Zipbooks
 * Financial reporting: Ongoing, monthly public links, not editable

Upcoming events

 * see Google calendars
 * WikimediaNYC: [mailto:nnvhsl9su019vngvb58qb68u6o@group.calendar.google.com Calendar ID] • ICS • HTML
 * WM NYC Planning: (WM NYC Board only) [mailto:ed471n0r5vkgg99dn3tau1i9vg@group.calendar.google.com Calendar ID] • ICS • HTML


 * Collaboration with Boston / New England Wikimedians
 * Recent Wiknic(s)
 * Hip hop dual-city editathon
 * Library mini-conference
 * AfroCROWD events?
 * 08 August WikiWednesday (August 17)
 * 08 August AfroCROWD @ MoCADA (August 27?)
 * 09 September Council on Foreign Relations dual-city editathon with DC (September 6, 2016)
 * 09 September WikiWednesday (September 14)
 * 09 September AfroCROWD @ BPL (September 18, 2016) TENTATIVE
 * 09 September Textiles Editathon @ FIT (September 22, 27, or 29?)
 * 10 October OHNY (Open House New York) Weekend Photo Competition photohunt and event (October 15-16) - mini-hackathons event with NYU ITP?
 * 10 October WikiArte @ MoMA (October 22, 2016) with nodes (Mexico Venezuela Spain)
 * 11 November Asian American Smithsonian (November 10, 2016 @ Guggenheim, probably other events as well) Chinese Art

Meeting notes
Paid out so far:
 * Prep for WMF Checkin:
 * Regular check ins are an important part of the Simple APG process, since they ensure that your chapter gets support during this critical time of growth. One thing that we do with each grantee, is review organizational priorities for the year alongside your program priorities. The application process focuses on your programs, but our check ins are a time when we can define and track progress against organizational goals.
 * At our check in, we can talk more about what we want to accomplish together this year and you can also give me a review of what's been happening over the past few months since your grant started. I am especially interested in an update about where you are in the hiring process for the new part-time person, and what policies you are putting in place for the management of that person and their role.
 * Pete would like to join Nonprofit Coordinating Committee of New York
 * Metrics & Reporting Committee
 * Hiring to occur during fall
 * One position, not two
 * Dispenser can do coding -- for Art+Feminism only?
 * Concern Podio is a closed system
 * Small amount of money towards coding
 * Coding focused on one project
 * WikiEdu dashboard - general version |Phabricator
 * Advertising date: mid-August date ~19 August 2016
 * Position listing: Metrics and reporting assistant 2016
 * Programming listing: Wikimedia NYC software developer consultant 2016
 * Election
 * Presidency -- a list of duties and activities
 * Administrative support
 * Pictures of Committee members -- see WM DC Committees
 * Regular Board Meetings
 * Regular Committee Reports every month -- if no business cancel
 * 6-8 weeks Board of Directors meeting Ad Hoc / prepare for WMF check-ins
 * $15,000-$20,000 WikiCon North America 2016 - fiscal sponsor
 * Grant should include $ amounts for in-kind donations -- Unanimous vote Yay
 * Transparent info on meetings and planning document
 * Conference
 * Travel grants?
 * Open travel grants very late
 * Rosie and Another Believer - grant committee 200-300 people
 * Wikimania Conference - Marc Andre, Florin + Quebec chapter
 * Pre-conference
 * WM NYC presentation at Wikimania?
 * OCLC committee
 * Bob spoke with Merrilee at ALA Conference
 * #1Lib1Ref + African Librarians - AfroCROWD editathon October New York Black Librarians Caucus -- pitch that into outreach for campaign in January
 * User:Phoebe - librarians
 * Budget
 * Babycastles $500 each month
 * AfroCROWD Manager
 * Bridge grant overage
 * Regular disbursements
 * Fiscal Sponsorship of Wikimedia chapters in India, Bangladesh, and Iran
 * $20,000/year for whole country
 * Concerns
 * Council on Foreign Relations dual event with DC during day
 * Department of Transportation editathon staff training -- Jen / Free Culture

Links

 * WM NYC 2016 Action Plan
 * WM NYC Metrics & Reporting position 2016 Job Description
 * Hiring a metrics processor for a Wikimedia outreach project
 * WMF APG: Wikimedia New York City (2016-2017)