Reports 8Jan13/Minutes review

This is a draft report that has been left unchanged to preserve the state that it was shown at the 8 Jan 2013 board meeting. The latest version is now at Reports 9Feb13/Minutes review.

Background

At the board meeting on 9 October 2012 I was given the action:

MP to assemble a list of public and in-camera minutes which are ready for approval or have previously been approved, and set up a voting page on the office wiki to approve them and decide whether they should be made public or not. New in-camera minutes will be posted to the board wiki for now, and moved onto the office or public wikis as the board decides. Office to assist MP wherever possible.

As such I started setting out a decision page on the office wiki at Decisions/In-camera_minutes. Following from this, at the board meeting on 17 November 2012 I was given the action:

MP to assemble a list of unapproved minutes to be approved at the next board meeting.

Additionally, the governance review that is currently taking place highlighted some inaccuracies in past board minutes, and when I was working through past board minutes I found some other inaccuracies that should be corrected. In order to jointly take into account the actions placed upon me, my duties as secretary, and to try to minimise the workload for other trustees, I have set out this set of public recommendations, which incorporates the two lists requested above.

I request that my fellow trustees review these recommendations in advance of the 8 Jan board meeting, and raises any queries or requests for modification of the recommendations on the talk page or if need be with myself by email, so that as complete a decision as possible can be made at this board meeting.

Recommendation

I recommend that the Board:

• Approves the minutes where indicated below in the 'Details' section.
• Approves the relocation of in-camera minutes to the office (remaining in-camera) or public (releasing publicly) wikis as indicated below in the 'Details' section.
• Caveats this approval to ensure that past boards are happy with the changes made to minutes recorded during their terms.
• Actions myself to relocate the in-camera minutes as appropriate, to mark newly approved minutes accordingly, and to note that changes have been made to minutes previously approved.
• Identifies any exceptions that it wants to make to this recommendation as per the reference numbers below, and the reasons for those exceptions, to be reviewed at the February board meeting.

Details

The meetings have been recorded in reverse chronological order below.

Ref	Meeting	Public minutes	In-camera minutes	Approved?	Topics covered in-camera	Recommendation
R1	Agenda 18Dec12 (Exec)	Minutes 18Dec12	Office	N	QRpedia and Wikimania	Approve, keep in-camera minutes on the office wiki.
R2	Agenda 17Nov12	Minutes 17Nov12	Office Board	N	In-camera actions, membership approvals, FDC recommendation	Doing.... Approve minutes. Release in-camera actions. FDC discussion, Board items TBD. Keep membership in-camera.
R3	Agenda 17Oct12 (Exec)	Minutes 17Oct2012 (holding page)	Office	N		Doing... Approve minutes, and release them
R4	Agenda 9Oct12	Minutes 9Oct12	Board	N		Doing...
R5	Agenda 25Sep12	Minutes 25Sep12 (empty page)	Office	N		Some sections could be released, TBC.
R6	Agenda 19Sep12	Minutes 19Sep12		N
R7	Agenda 8Sep12	Minutes 8Sep12	Office	N
R8	Agenda 21Aug12	Minutes 21Aug12	Office	N
R9	Agenda 26Jul12	Minutes 26Jul12	Office	N
R10		Notes 14Jul12		N
R11	Agenda 30Jun12	Minutes 30Jun12	Office	Y		keep section "In-camera topics" on the office wiki, release sections "Other areas deferred" and "QRpedia"
R12	Agenda 12May12b	Minutes 12May12b		Y
R13	Agenda 12May12	Minutes 12May12		N
R14	Agenda 8May12	Minutes 8May12	Office	Y
R15	Agenda 21Apr12	Minutes 21Apr12	Office Board	Y		Correct agenda and minutes to indicate that Fæ was chairing rather than Roger (as highlighted by the governance review)
R16	Agenda 15Apr12	Minutes 15Apr12		Y
R17	Agenda 27Mar12	Minutes 27Mar12	Office	Y
R18	Agenda 3Mar12	Minutes 3Mar12		Y
R19	Agenda 11Feb12	Minutes 11Feb12	Office Board	Y
R20	Agenda 24Jan12	Minutes 24Jan12		Y
R21	Agenda 3Jan12	Minutes 3Jan12	Office	Y
R22	Agenda 14Dec11	Minutes 14Dec11		Y
R23	Agenda 19Nov11	Minutes 19Nov11	Board	Y
	Exec	Exec Minutes 11Nov11		Y		Correct 'TD' to 'Terence Eden' (as highlighted by the governance review)
R24	Agenda 1Nov11 (Exec)	Minutes 1Nov11		Y
R25	Agenda 16Oct11	Minutes 16Oct11	Board	Y
R26	Agenda 11Oct11	Minutes 11Oct11	Board	Y
R27	Agenda 18Sep11 (Exec)	Minutes 18Sep11		Y
R28	Agenda 27Aug11	Minutes 27Aug11	Office Board	Y
R29	Agenda 9Aug11	Minutes 9Aug11	Board	Y
R30	Agenda 25Jul11	Minutes 25Jul11	Board	Y
R31	Agenda 9Jul11 (Exec)	Minutes 9Jul11		Y
R32	Agenda 11Jun11	Minutes 11Jun11	Board	Y
R33	Agenda 20May11 (Exec)	Minutes 20May11		Y
R34	Agenda 26Apr11	Minutes 26Apr11	Board	Y
R35	Agenda 16Apr11b	Minutes 16Apr11b		Y
R36	Agenda 16Apr11a	Minutes 16Apr11a	Board	Y
R37	Agenda 8Apr11	Minutes 8Apr11		Y
R38	Agenda 1Mar11	Minutes 1Mar11	Board	Y
R39	Agenda 5Feb11	Minutes 5Feb11	Board	Y		In-camera minutes not approved
R40	Agenda 4Jan11	Minutes 4Jan11		Y
R41	Agenda 7Dec10	Minutes 7Dec10		Y
R42	Agenda 2Nov10	Minutes 2Nov10		Y
R43	Agenda 22Oct10		Board	Y
R44	Agenda 5Oct10	Minutes 5Oct10		Y
R45	Agenda 11Sep10	Minutes 11Sep10	Board	Y
R46	Agenda 10Aug10	Minutes 10Aug10	Board	Y
R47	Agenda 20Jul10	Minutes 20Jul10	Board	Y
R48	Agenda 29Jun10	Minutes 29Jun10	Board	Y
R49	Agenda 8Jun10	Minutes 8Jun10		Y
R50	Meetings/2010-05-04/Agenda	Meetings/2010-05-04		Y
R51	Meetings/2010-04-24a/Agenda	Meetings/2010-04-24a		Y
R52	Meetings/2010-04-24/Agenda	Meetings/2010-04-24		N
R53	Meetings/2010-04-13/Agenda	Meetings/2010-04-13		N
R54	Meetings/2010-03-30/Agenda	Meetings/2010-03-30		N		Missing Meetings/2010-03-30/IRC?
R55	Meetings/2010-03-16/Agenda	Meetings/2010-03-16		N
R56	Meetings/2010-03-02/Agenda	Meetings/2010-03-02		N
R57	Meetings/2010-02-16/Agenda	Meetings/2010-02-16		Y
R58	Meetings/2010-02-09/Agenda	Meetings/2010-02-09		Y
R59	Meetings/2010-01-19/Agenda	Meetings/2010-01-19		Y
R60	Meetings/2009-12-29/Agenda	Meetings/2009-12-29	Board	Y
R61	Meetings/2009-12-15/Agenda	Meetings/2009-12-15		Y
R62	Meetings/2009-12-01/Agenda	Meetings/2009-12-01		Y
R63	Meetings/2009-11-17/Agenda	Meetings/2009-11-17		Y
R64	Meetings/2009-11-03/Agenda	Meetings/2009-11-03		N
R65	Meetings/2009-10-30/Agenda	Meetings/2009-10-30		N
R66	Meetings/2009-10-20/Agenda	Meetings/2009-10-20		Y
R67	Meetings/2009-10-11/Agenda	Meetings/2009-10-11		Y
R68	Meetings/2009-09-29/Agenda	Meetings/2009-09-29	Board (logs)	Y
R69	Meetings/2009-09-15/Agenda	Meetings/2009-09-15		Y
R70	Meetings/2009-09-01/Agenda	Meetings/2009-09-01	Board (logs)	Y
R71	Meetings/2009-08-18/Agenda	Meetings/2009-08-18	Board (logs)	Y
R72	Meetings/2009-08-05/Agenda	Meetings/2009-08-05		Y
R73	Meetings/2009-07-28/Agenda	Meetings/2009-07-28		Y
R74	Meetings/2009-07-21/Agenda	Meetings/2009-07-21		Y
R75	Meetings/2009-07-07/Agenda	Meetings/2009-07-07		Y
R76	Meetings/2009-06-23/Agenda	Meetings/2009-06-23		Y
R77	Meetings/2009-06-09/Agenda	Meetings/2009-06-09		Y
R78	Meetings/2009-06-02/Agenda	Meetings/2009-06-02		Y
R79	Meetings/2009-05-26/Agenda	Meetings/2009-05-26		Y
R80	Meetings/2009-05-19/Agenda	Meetings/2009-05-19		Y
R81	Meetings/2009-05-12/Agenda	Meetings/2009-05-12	Board (Minutes) Board (logs)	Y
R82	Meetings/2009-05-05/Agenda	Meetings/2009-05-05	Board (logs)	Y
R83	Meetings/2009-04-26/Agenda	Meetings/2009-04-26		Y
R84	Meetings/2009-04-26a/Agenda	Meetings/2009-04-26a		Y
R85	Meetings/2009-04-20/Agenda	Meetings/2009-04-20	Board (logs)	Y
R86	Meetings/2009-04-18/Agenda	Meetings/2009-04-18	Board (logs)	Y
R87	Meetings/2009-04-14/Agenda	Meetings/2009-04-14	Board (logs)	Y
R88	Meetings/2009-04-07/Agenda	Meetings/2009-04-07	Board (logs)	N	Membership approval; Phorm; chapter agreement	It is unclear whether the public minutes were approved - should they be retroactively approved?
R89	Meetings/2009-03-31/Agenda	Meetings/2009-03-31		N		Place an action on RS+MP to write minutes according to the record at Meetings/2009-03-31/IRC.
R90	Meetings/2009-03-30/Agenda	Meetings/2009-03-30	Board (logs)	Y	WMF board nominations, Phorm opt-out	Keep WMF board-related discussions on the Board wiki. Move Phorm discussions to the public wiki.
R91	Meetings/2009-03-16/Agenda	Meetings/2009-03-16	Board (logs)	Y	Membership	Approve correction to indicate that the minutes approved were those from the 10th Mar 2009 rather than the 2nd Mar 2009 [1]. Move in-camera discussion to office wiki.
R92	Meetings/2009-03-10/Agenda	Meetings/2009-03-10	Board (logs)	Y	WMF board-related nominations, Membership	Keep WMF board discussions on the Board wiki. Move membership discussions to the office wiki.
R93	Meetings/2009-03-02/Agenda	Meetings/2009-03-02		Y		No changes needed
R94	Meetings/2009-02-17/Agenda	Meetings/2009-02-17	Board (logs)	Y	Membership	Move in-camera discussion to office wiki
R95	Meetings/2009-02-10/Agenda	Meetings/2009-02-10		Y		Approve correction to indicate that the minutes approved were those from the 2nd Feb 2009 rather than the 19th Jan 2009 [2]
R96	Meetings/2009-02-02/Agenda	Meetings/2009-02-02	Board (logs)	Y	AGM tellers	Move in-camera discussion to office wiki
R97	Meetings/2009-01-19/Agenda	Meetings/2009-01-19		Y		No changes needed
R98	Meetings/2009-01-13/Agenda	Meetings/2009-01-13		Y		No changes needed
R99	Meetings/2008-12-30/Agenda	Meetings/2008-12-30		Y		No changes needed
R100	Meetings/2008-12-16/Agenda	Meetings/2008-12-16		Y		No changes needed
R101	Meetings/2008-12-08/Agenda	Meetings/2008-12-08		Y		No changes needed
R102	Meetings/2008-12-01/Agenda	Meetings/2008-12-01	Board (logs)	Y	Membership	Move in-camera discussion to office wiki
R103	Meetings/2008-11-25/Agenda	Meetings/2008-11-25	Board (logs)	Y	Wikimania bid	Move in-camera discussion to office wiki
R104	Meetings/2008-11-18/Agenda	Meetings/2008-11-18		Y		No changes needed
R105	Meetings/2008-11-10/Agenda	Meetings/2008-11-10		Y		No changes needed
R106	Meetings/2008-11-04/Agenda	Meetings/2008-11-04		Y		No changes needed
R107	Meetings/2008-10-27/Agenda	Meetings/2008-10-27		Y		No changes needed
R108	Meetings/2008-10-21/Agenda	Meetings/2008-10-21		Y		No changes needed
R109	Meetings/2008-10-13/Agenda	Meetings/2008-10-13		Y		Approve correction to indicate that the minutes approved were those from the 7th Oct 2008 rather than the 2nd Oct 2008 [3]
R110	Meetings/2008-10-07/Agenda	Meetings/2008-10-07		Y		No changes needed
R111	Meetings/2008-10-02/Agenda	Meetings/2008-10-02		Y		No changes needed