Wikipedia:Meetup/NYC/BoD-MtgNotes-2016-02Feb-09

WM NYC Board of Directors Meeting Notes: February 9, 2016

See also: WMF Grant call meeting notes

Details

• Type of meeting: Conference Call
• Date: Tuesday, February 9, 2016
• Time: 8:00 pm – 9:00 pm EST

Attendees

WMUS-NYC board members

alpha order

• Alice Backer, Vice President; AfroCROWD – Aliceba (talk)
• Bob Kosovsky, Vice President – Kosboot (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

• Checkin

• Feedback
• Looks good, very detailed
• Still working on SMART goals so didn’t look at these in depth; understand it’s still in progress
• Improve organization of goal
• Details of metrics piece helpful
• Focus on program work and then address any details on operational tasks as a supplementary document (that is - metrics tracking is not a goal, so emphasize the goals not the attempt to achieve the goal) [i.e. metrics are a way to show progress in goals - consider it “operational support”]
• Focus on operational vs. programming
• APG at Wikimedia look at things differently
• Many different cost models
• Care about the
• Technical side, no extra work, pull info into supplemental page and then don’t need to do further work
• Don’t need to start with objectives for this area
• Can either build into each program
• Can build metrics into an operational support
• In the proposal plan
• 2 programs: AfroCROWD and Meetups -- on main APG page
• Metrics as subpage that is linked -- Make another page for it
• Does lend itself to have explanation re: Metrics -- more of a support to the programming we are doing
• Include AfroCROWD in annual budget -- does not need to be separate budget
• Everything but WikiCon would be part of the annual program grant
• We can include an estimate for WikiCon as part of annual budget. It won’t be part of amount. WMF not evaluating event as part of funding grant. Amount comes from PEG (I think)
• Don’t go into detail about WikiCon -- need to mention because then WMF will understand we will be involved and efforts will be focused on that
• SMART Goals discussion
• Define clear outcomes for Meetup
• AfroCROWD looks good
• Meetups
• Provide outcomes that will be understandable to WMF
• Focus on themes, defining objectives
• 1. Is content being produced?
• 2. Recruiting new editors
• 3. Focus on engaging existing editors
• Find a way to track and measure over time
• Run a short survey at each meetup
• Track attitudinal shifts to engage and measure new and experienced editors
• Track content
• Track user names, cohorts, over time
• Track retention
• Make a strong case to WMF for what the outcomes are
• Video idea is interesting but maybe scale back because it’s the beginning of that. Then measure the results and then consider expanding projects
• Might take down the budget of the project since reducing scope of the videos
• Editathons
• Might have 10 AfroCROWD, Gender Gap, other representative groups
• Frame in terms of participation vs. content and bytes
• Not wedded to Wikimetrics
• Need to submit the global metrics for each program
• Discussion over usefulness
• This is being tracked as part of APG
• Okay to not measure bytes
• The clickable form - high level form
• And then can add own metrics
• It gives WMF a benchmark that is sort of standard - all programs provide global metrics
• Focus at this point:
• Define SMART objectives
• Pull things together -- don’t add more details, go in the opposite; figure out what would be best to present to the committee
• AfroCROWD feedback
• Winifred will look at the Staffing listing
• Alice - did you receive the bridge funding? Richard said yes. $2,600 into bank account
• Thematic focuses
• Gender gap
• etc.
• Not necessary everything is perfect, we can still work on reworking while submitting
• Look for other existing projects
• Building similar toolkits to collaborate
• Alice shares slides -- Official AfroCROWD slides
• Video similar to what A+F did -- targeted toolkit
• Add technology support remotely
• Important to show what we are doing and planning to do
• Much of this work is integrated with our programming work
• Supporting others in running similar programs
• Integrate that into the programs that are already set up
• Add goals specific to that
• Specific goals around documentation
• Needs assessment, see what barriers are, try to map that out -- maybe partner with educational partners to do research around outreach
• Organizational resources -- need to think about the finite resources; need to balance that with what we are able to provide.
• Reporting manager -- part of the infrastructure to do the other things.
• BUDGET discussion
• Map budget to what is in the proposal
• 2 segments: Programming, Operational
• Budget as program expenses, AfroCROWD as program expenses
• Metric expenses will be operational
• Insurance would be included in operational
• Babycastles would be operational
• Winifred said that she can work on it any time with Pete

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

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