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Meeting info

Date and location

Date: 10 August 2020
Time: 19:00 EDT
Location: Online

Participants

Lëa-Kim Châteauneuf (President)
Michael David Miller (Vice President)
Guillaume Lafrance (Treasurer)
Ha-Loan Phan
Stacy Allison-Cassin
Benoit Rochon

Absents

Jean-Michel Lapointe
Sarah Severson

Observer

Jean-Philippe Béland (consultant)

Minutes

Reports

President and Executive Committee Report

The minutes of the meeting of the Executive Committee of 8 June 2020 was presented to the Board.
The Executive Committe approved two expenses since the last Board meeting: the bill for March from Jean-Philippe Béland for a total of $5,510.88 and the bill for May from Jean-Philippe Béland for a total of $9,335.97.
The President and the Vice President participated at a meeting of WALRUS where they discussed the WikiConference North America which was moved to 2021.

Secretary Report on members

33 members as of today. Three new members since the last Board meeting. The link to become a member was not working for a while, but it has been fixed now.

Treasurer Report

Benoit Rochon reported the totals in the bank and PayPal accounts.

Programs Committee Report

The minutes of the meetings of the Programs Committee of 25 May 2020 and 29 June 2020 were presented to the Board. There was no meeting of the Programs Committee in July 2020.

Report on contractuals

Jean-Philippe Béland: The detailed bills from Jean-Philippe Béland were presented to the Board.
Pierre Choffet (ECCC Project): We need to organize a meeting in the coming weeks to establish the next steps for the ECCC Project.
Pierre Choffet (IT Support): Pierre Choffet made necessary updated to CiviCRM for a total of two hours of work in June. He didn't submit a bill for this work yet.

Expenditure Approvals

Nil.

Old Business

Review of the Communications Policy. Jean-Philippe Béland prepared a draft for a new Communications Policy. The Vice President is asking the Board members to make their comments no later than 29 August.
Contract with Atypic. A meeting with Atypic is planned in mid-September.
ECCC Project. We need to organize a meeting with Pierre Choffet in the coming weeks to define the next steps of the project.
Secretary position. The Secretary position remains vacant.
Situation in regards to COVID-19, priorities for the next months, and risk management. A call for participation was shared in the different communication channels of Wikimedia Canada, and we didn't receive any reply yet. The Wikimedia Foundation recently sent an email about starting to allow in-person activities again, but nothing is concrete yet. The Board is asking the Programs Committee to see how we can be more integrated with our partners to transition to online activities.
Welcome of new members and messages to donors. Jean-Philippe Béland prepared message templates. He is planning to send letters to all expired members.

New Business

Charity status approved. Wikimedia Canada was finally officially recognized as a charitable organization by the Government of Canada. As such, now we can give tax receipts for donations. Jean-Philippe Béland will do research to determine the best ways to receive donations and give receipts. Among other things, the PayPal page to receive donations will need to be updated, which he will coordinate with Pierre Choffet. No communications were made with the public yet to announce it since we prefer to wait that the new pages to receive donations are ready.
APG 2020 budget. It will be necessary to ask to change the budget of the APG 2020 to the Wikimedia Foundation. As of now, only 6% of the budget for the programs was spent, and there is no additional expenses planned except for the prizes for #WPWPCA. 82% of the budget for the contractuals is already spent.
APG 2021. The APG 2021 of Wikimedia Canada has been already approved by the Wikimedia Foundation for a total amount of 130,000 CAD, which is 30,000 CAD more than the APG 2020. It is still necessary to submit a request including the annual plan and the detailed budget on Meta before 1^st October 2020.
Tax declaration. The tax declaration to be submitted at the end of the year will be different because Wikimedia Canada is now a charitable organization. The Treasurer ask quotes to know the costs of firms to do those.
Resignation of Stacy Allison-Cassin. Stacy Allison-Cassin submitted a resignation letter to resign from her position on the Board of Directors as well as the Programs Committee as of 31 August 2020. The Board wishes to thank her for all her contributions and her devotion.

Roundtable

Nil.