Wikimedia South Africa/Board Meeting 11 July 2023

WMZA Operational Meeting 11 July 2023 Previous Minutes:

Attendees

• Bobby
• Coenraad
• Deon
• Ingrid
• Jan-Hendrik
• Michael
• Khethiwe
• Shupai - attended briefly via WhatsApp on Douglas's phone
• Douglas

Agenda

Chapter's finances

Financial Year - July to June Financial report to be done by Copia at the end of July, to be presented at next financial meeting on 21 July 2023.

2022-23 Underspend of R423,595.16; Bobby notes that not expenses for 2022/23 has been expended yet such as payments WMZA for financial management fee for WikiIndaba, to Bobby, and a few other expenses

• in past 3 months WMZA has received

• 2024 grant, WikiIndaba, Wiki Botswana, WMF Event (fiscial host)

• 28 April 2023 for WikiIndaba Morocco 2023, paid 2,676,844 ZAR includes 239,004 ZAR management fee (WISCOM = Wikiindaba steering committee) 10% to WMZA
• 16 June 2023 for General Support 2023/24, paid 1,923,798 ZAR
• 16 June 2023 for Activating Botswana 23/24, WikiConnect: Building Bridges and Fostering Free Accessible Knowledge For All, paid 760,862 ZAR includes 69,169.27 ZAR management fee
• 14 July 2023 for General Support 2023/24 grant increase, paid 492,342 ZAR

Wikindaba 2022 surplus to be transferred to chapter account Deon: We are not a fiscal sponsor but a facilitator. Michael: Fiscal host Khetiwe asks about suspense account. Douglas: We have separate account for WMF grant payments. So we have a foundation account and a chapter account. Khetiwe asks about access to bank account statements. Password is account number in Key Organizational Details document. https://docs.google.com/spreadsheets/d/15CZGSqZpRuwL8ym1Yvk90wdKxGCAiTBZx1IRZvaZDGg/edit#gid=0

PBO Status

Coenraad aske about PBO Status. Was approved. Awaiting PBO Number. Douglas to resend update email cc coenraad@wikimedia.org.za

Tax refund

SARS mistakenly deducted R90k from our bank account. Accountants are attempting to get a refund.

Procedures around fiscal hosting payments

We need to review the procedures for Fiscal Hosting payments. Finance committee meets monthly.

AI Summarization tool for meetings

Douglas suggests we start using AI system to record minutes. Deon against (concerned about purpose of chapter administrator for this), Coenraad open to idea; Khethiwe, Michael, Bobby and Ingrid support. Coenraad: its an operational decision, but I support especially if we can get ALL meetings that board members conduct minute, and indexed and searchable by board, to improve our accountability.

Afrikaans high school writing competition

We need prizes and suggestions. Akademie, Pretoria FM (donating a trophy), WAT and a school committee. Group is still finalizing milestones, which will be shared with the board. Budget is R56 520:

SADILAR

https://www.sadilar.org/index.php/en/ Proposal on how the training will be conducted: https://meta.wikimedia.org/wiki/WM_ZA/SADiLaR_2023 Training proposal, after Feb Sadilar conference ~R100k from Foundation + ~R200k from SADILAR Bobby to forward mail trail to board@wikimedia.org.za

Wikimania Nairobi 2025

Nairobi User Group want us to endorse and support them hosting Wikimania in 2024 Bobby: Maybe we should ask which countries are bidding and which one we would like to support. Choice between New York, Paris and Nairobi. https://wikimania.wikimedia.org/wiki/Wikimania:Expressions_of_Interest All in favor. We wil set up a meeting to share our endorsement and share

Wikimania Scholarships

Will be shared 15th of July 2023

AGM retreat

R178k Budget. 15 scholarships. 25 people. No venue has been selected yet. 15 - 18 Local chapter retreat 16th November - Afrikaans Wikipedia Birthday (Winning School will be announced at our Birthday too), this event will be integrated into the WMZA retreat program so they do not clash. AGM November 18. 2023 5 Year strategy, WMF supporting Objective is to be able to apply for 3 year grants, fully profesionalise the chapter, and grow the chapter and better fulfill the chapter open knowledge mission. Douglas might not be able to attend in person depending on scholarship availability to fly from London UK. Will discuss how to overcome this at a future ops meeting.

WikiIndaba update

Morocco - Nov 2-5 Scholarships being finalized Program under development Moroccan team needs to finalize with hotel: contract, bank letter Big budget items: flights, bank letter, ground travel translation of Arabic documents to English

2024 Wikindaba will be in Gauteng

Next board meeting on Website September 5