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

Attendees

WMUS-NYC board members

alpha order

• Alice Backer, Vice President; AfroCROWD – Aliceba (talk)
• Erika Herzog, Secretary (appointed, non-voting) – BrillLyle (talk)
• Lane Rasberry, Advisor – Bluerasberry (talk)
• Megan Wacha, Vice President – Megs (talk)
• Pete Hess, Treasurer – Becksguy (talk)
• Richard Knipel, President – Pharos (talk)

SimpleCom members

• Sydney Poore – FloNight (talk) (email)

WMF Staff

• Winifred Olliff – Wolliff (WMF) (talk) (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

Notes

• Richard - proposals for what is covered in an APG versus PEG
• Regular meetings
• Metrics reporting
• AfroCROWD
• SMART is not a form, it’s a criteria you can use to form your objectives. Not everything will be captured, but good to capture as much as you can. Also, think through how programs are structured.
• Discussion around how to capture support for other initiatives.
• For regional events (e.g., WikiCon USA), you can make a separate PEG, but probably good to include a general amount in the budget.
• With reporting and metrics support, we can do this more efficiently. We’ve been doing an awful lot of programs and activities that don’t seem to be recognized because they weren’t reported in a particular format. We now need to bring that information together.

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  In progress
2. Timeline: Once dates set, send to Winifred  In progress
3. Interim funding: Alice will send interim funding for AfroCROWD  In progress

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