13-01-12-Minutes

Latest revision as of 23:43, 30 January 2013

[edit] Minutes

[edit] Review and approval of agenda

• Approved.

[edit] Approval of previous meeting minutes (2012-11-17-Minutes)

• Approved.

[edit] State of Wikimedia ZA

Summary of where we are as an organization:

• Bank account setup and funding received from WMF (Wiki Loves Monuments 2012)
• WLM 2012 successfully run and completed
• Registered as a tax exempt organization in South Africa

Summary of state of Wikimedia South Africa to be drafted for release to Wikimedia global mailing lists:

• Dumisani will send out to WMZA board list for review

[edit] Organizational structure

• Membership list must be updated (David to action)
• Need to appoint two directors: call special general meeting. (David to action: draft request sent)

[edit] Accounts

• FNB account is still open
  • Contains ZAR 3-4k
  • We do not have control of that account.
  • Only Charlene and Mohau are signatories on that account.
  • We need a written change of directors for FNB to release the funds.
• ABSA Small business account currently in Lourie's name
  • Very high banking costs (+- R400 per month)
  • Funds should be transferred as soon as possible
• Need to get audited (2012) and submit whatever is required by SARS.
  • Lourie to confirm requirements and recommend auditor.

[edit] Funding

• Funds received for WLM cannot be used for other projects
• Request WMF that the balance of the money given to us to run WLM 2012 be carried over to pay for some basic running costs of the chapter.
• Need to apply to FDC for funding and set up a local fundraising program.
• Eligibility requirements for funding:
  • http://meta.wikimedia.org/wiki/FDC_portal/Eligibility_status/Current_round
  • http://meta.wikimedia.org/wiki/Funds_Dissemination_Committee/2012_Round_2_Eligibility_Checklist

Requirements for WMZA to become eligible for FDC funding:

• Annual activity report (2012)
• Annual financial report (2012)
• Grant report (WLM 2012)

[edit] Technical aspects

• Lourie will transfer the technical information about our servers and websites etc. to David.
• David will create email addresses for board positions (e.g. secretary@wikimedia.org.za).
• Account at host is moved into David's name (https://www.serv.co.za).
• Seems like everything is working without any issues.

[edit] Current projects

• Wikimania 2014 bid (Douglas).
• Language-related program: Small-language Wikipedias (Dumisani).

[edit] Review previous year

[edit] Legal matters

• Outstanding: David to draft official notification to Charlene that she has been removed from the board, to be sent by registered mail.
• Mohau still to remove directors that have left and add new directors. Dumisani to follow up with him.
• Public Benefit Organization registration at SARS (Douglas):
  • Need MOU (use Memorandum of association - review and sign off).
• Company registration documents required.

[edit] Decision on Wikimania 2014

[edit] Pros

• 20 years of SA democracy
• Cape Town Global Design Capital in 2014
• Wikimania hasn't been in Africa since 2007
• It would build capacity in WMZA
• It would raise our profile

[edit] Cons

• London has a powerful bid already
• We still have low capacity: although we can hire event organizers, we still need people to organize breakaway events etc.
• Need a well-connected team of at least 4 members who can dedicate serious time to the bid.
• London will be likely to support and help us after they've done Wikimania: we will be able to learn from them.
• CTICC is the most natural venue and is often booked far in advance, but a new convention center (BMW pavilion in Waterfront) will be done by then.
• 2015 will give us more time to develop outreach projects (e.g. GLAM events) to connect to bid.
• If we have a successful bid and an unsuccessful Wikimania, it will raise our profile for the wrong reasons.

[edit] Decision

Recommend to postpone bid proposal to 2015 Wikimania. Send out request now for team members who can commit to putting together a full and 100% awesome bid for 2015.

• Douglas will email the board list an email informing them that we will be 'postponing' our 2014 bid to 2015 for the above mentioned reasons.
• Outsourcing: is about building contacts and resources for 2015

[edit] Decision on WikiIndaba

[edit] Goals for Wikimedia ZA

• Demonstrate our organizational capabilities
• Share our experiences of setting up a chapter
• Build African capacity

[edit] Event Goals

• Give regional members a chance to share project experiences

[edit] Scope

• African countries only (keep it manageable)
• Invite WMF global development colleagues.
• Weekend (Friday evening until Sunday evening)

[edit] Venue

• Johannesburg (save on flights)
• Premier hotel (save on rental cars / transport)

[edit] Timing

• November seems logical - timeline works out; David to post timeline on Wiki.

[edit] Start planning for WLM 2013

• Work with NHC to secure funding (Dumisani).
• Get at least 5 provinces involved.
• Social development focus:
  • Nomination of monuments for consideration for national monuments list.
  • Solicit nominations as part of run-up to competition (July and August).
  • Photographs of nominated monuments during September.
• Create categories on Commons for pictures of nominated monuments.
• Work more closely with SAHRA to get good database in time.

[edit] Including report on WLM 2012

• In progress - required by end Jan. (Douglas; Maarten; Dumisani)
• Link: Wiki Loves Monuments 2012 Report.

[edit] Projects and Outreach for 2013

[edit] GLAM Activities

• Wiki Loves Monuments 2013 (See previous section)
• Train the Trainer (David to set up proposal)

[edit] JoburgpediA

• Get funding (possibly from City of Joburg or WMUK) for pilot project on 10 buildings in 2013, hopefully leading into a full project (Jo'burgpediA).

[edit] Wiki Loves Metro

• Follow-up from JoburgpediA.
• Run as schools project with prizes and hopefully creating articles in local languages.
• Get City of Joburg to buy into it before launch, as it will raise their profile as well.

[edit] Wikipedia Zero

• Emailed Praekelt Foundation and Wikimedia Zero to set up meeting. (David and Dumisani to follow up)

[edit] Discuss procedures for compensation of directors taking time off work for WMZA activities

• ZAR1000 per day put forward.
• Add to agenda of next General Meeting.
• Procedure for approval to be in line with current financial approval limits
• Approval will only be given in line with budgeted items on WMZA projects.
• Documentation must be given to prove that leave was taken on that day.

[edit] Approve new director (will solicit applications before meeting)

• Will be addressed at 9 February General Meeting.

[edit] Wikimedia Chapters Association representative nominations

• David nominated by Dumisani; seconded by Lourie and Douglas. Dumisani to post nomination to chapter mailing list.
• Dumisani moves that the General Secretary will be our chapter representative unless otherwise decided.

[edit] Delegates for Wikimedia Conference 2013

• Takes places in Milan, Italy.
• The conference will be 18 - 21 April.
• We will confirm our representatives at the next meeting.
• They have the full mandate to act on behalf of the chapter.

[edit] South African Wikipedias portal

• Decided to follow the recommendation of Hugo and Daniel, and asked Hugo to implement it.
• So far they did all of the work already and we would like to use this as an opportunity to get them more closely involved.

[edit] Next Meeting

• More information at 23-02-13-GeneralMeeting-Agenda

[edit] Attendees

• Dumisani (talk) 19:32, 10 November 2012 (SAST)
• Slashme (talk) 12:21, 12 November 2012 (SAST)
• LouriePieterse 10:01, 5 January 2013 (SAST)
• Discott (talk) 20:26, 12 January 2013 (SAST)

[edit] Apologies

• MADe (talk) 10:23, 23 December 2012 (SAST)
• Mohau Monaledi
• Isla Haddow-Flood