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

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

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

Annual Plan: Update on the status of the annual plan.
Options & Timelines: Updates, questions, answers, about funding options for 2016 (and timelines).
Key action items TBD, on the call

1. Annual Plan

see WM NYC 2016 Annual Plan

Resources

Examples from Winifred

Challenges

SMART objectives: SMART documentation, definitions

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

Annual plan: Offer to collaborate with Sydney and Winifred In progress
Timeline: Once dates set, send to Winifred In progress
Interim funding: Alice will send interim funding for AfroCROWD In progress

Miscellaneous notes

To be integrated above or left here as notes