Wikimedia South Africa/Operational Meeting 27 June 2024

WMZA Operational Meeting 27 June 2024

Attendees

Douglas Ian Scott (DIS) Deon Steyn (DS) Nobantu Modise (NM) Michael Graaf (MG)

Action Item - HJ to finalise Accomodation for (MG) for SWiP Bloemfontein

Action Item - (HJ) to test mailing list.

Action Item - application for full access to canva (Free for NGO's)

(HJ) advises that request for NGO access is cmpleted. He further advises that access allows for 50 invites to be sent out to members. He Requests clarity on wikimedia accounts for access or personal accounts.
(BS) confirms that invites should be sent to organization accounts unless personal is requested by board members.
(KM) request access be assigned to her personal account.
(JP) advises that he still does not have access to his organization account.
(HJ) verifies that he now has administrator access and that he will reset (JP)'s account and engage with him to access.

Action Item - Procure X2 Banners and Merchandise Pens/Flyers

Costing approved in previous Ops meeting on 28th May 2024. To be presented in next financial meeting and procured for upcoming events.

(BS) requests confirmation on T-Shirt order.
(HJ) advised that order was approved in April however issue with Bank Confirmation prevented payment (Issue was supplied confirmation was not a confirmation letter.
(BS) request confirmation on pricing.
(HJ) advises that costing on quote from April was pricing compared to t-shirt quote provided by another supplier.
(CL) joins call and requests confirmation on Quality. He mentions that historically he has received good quality t-shirts and poor quality and the good quality he can still use , whereas the poor quality has been discarded a while back. He further makes the comment that the quality we get must be exceptional.
(IT) Echoes (CL)'s statement around quality.
(KM) questions if the T-shirts are only in English or if the other South African languages are catered for.
(HJ) confirms that order from April was only for english languages.
(BS) comments on the reasoning for this being that the board was engaged around the distribution of languages but no response was received.
(CL) mentions that this is because there is no Language champions for the other languages.
(CL) confirms we should have 2 quotes from 2 different suppliers for all items.
(BS) requests confirmation with Accountants if the other Supplier Phonycs was previously used for the wikiIndaba as the quality was good before paying initial supplier.

Designated voter for the Movement Charter (DIS)/(BS)

(HJ) advises on action point, mentions that nomination by (DIS) is for (BS) to be the designated voter.
(CL) We need to schedule time to familiarize ourselves with the current version, and be in complete alignment before we vote.
(KM) request clarification on the agenda item.
(DIS) joins call and advises on history around the agenda item.
(BS) explains the history and the subject matter and shares link in meeting chat for the the Movement charter. He explains that in 2014 Wikimedia Foundation invited volunteers to contribute to the charter
(CL) questions what the main items in the charter are?
(BS confirms that the main items are the Friendly space policy, issue of AI in policy
(HJ) proposes that the chapter maintain (BS) as the voter to enable the chapter to have a voice in the Charter. He further suggests that the board review the charter and then decide on the voting direction (agree/Disagree)
(CL) request confirmation on when the vote is due.
(HJ) confirms the deadline is the 9th July 2024.
(HJ) Suggests a poll on the Board What's app group after taking the time to review before 5th July 2024. with and Action item for HJ to remind the board on the 3rd July 2024

Action Item - HJ to remind the board regarding review of the Movement charter 3rd July 2024 and send out poll on the 5th July 2024

(IT) and (CL) second the proposal by (HJ)
(DIS) requests for fast tracking to Agenda Item around Videographer.
(HJ) confirms a number of items before are purely information with no timeline. Agenda Shifts to Videographer discussion.

Videographer hiring and advocacy to the agenda. (DIS)

(DIS) advises around the history of the request. He mentions that our advocacy partners historically had funding from the Wikimedia Foundation however this has ended. There was also an expectation that they would be able to get funding from our chapter. He further mentions this is not the case.
(DIS) explains that the partners have made a proposal to supply us with production of three to four videos for the chapter in return for remuneration which would enable them to stay in business.
(DIS) suggests two videos related to Impact of the Chapter

and two videos related to outreach.

(DIS) further mentions that this request was received a few days ago and that he only received the quote on the 27th June 2024.
(DIS) to share with the board and is requesting that we consider and potentially utilize in the current years budget.
(BS) requests confirmation on who the partners are.
(DIS) confirms the videographers are Black Stripe who created the partner - Recreate. He further confirms the requested cost is R60 000.
(DIS) mentions that the chapter has wanted to do some videos for a while and what has catalyzed this is the impact on the partner due to funding.
(CL) advises that a comparative quote will be required to ensure this does not create issues down the line.
(DIS) Agrees with (CL)'s comments
(CL) states that we cannot move forward until we have a comparative quote for videography.
(KM) mentions if we do videos the must be multi-Lingual.
(BS) advises on requirement for videos historically , details that the Communications team was meant to provide videos but this never materialized.
(BS) also advises that we are 3 days away from our new financial year and that this item will need to be finalized in the next meeting.
(HJ) advises that time is over and we are in the Next meeting = Special Board Meeting time slot, He suggests a 5 minute break and then all board members to rejoin the Special Board Meeting.

Agenda Items not discussed (To Be Presented in next Ops Meeting:

July 09 2024 7:00 pm