2012 Activity Plan/Admin Costs

From Wikimedia UK
Jump to: navigation, search

Administrative Costs

Board costs

Description

The WMUK board does most of its work by email and phone, however some face to face meetings are needed to ensure that the right strategic decisions are made and that the board works together well etc. The costs here comprise travel, meals, space for the meetings and accommodation. We are grateful for support in 2011 in the form of free or subsidised meeting locations at the British Library, Birmingham Business Park and Derby Museum, we hope to continue to receive similar support but to be prudent we are not budgeting for similar support in the future. Our current board live in a compact triangle with corners at Bristol, Manchester and London, but this may not be the case with the new board. If we do manage to get active membership in Scotland or Ireland then we may need to pay for flights for our face to face meetings.

We will also be paying for training and support as we work towards levels 1 and 2 of the PQASSO benchmarking system.

Amount

£10,000

Breakdown at 2012 Board costs budget

Budget responsibility

Mike Peel and CE.

Timetable

Throughout year.

Success Criteria

The board meetings are productive and quorate. The trustees develop skills and expertise in bard and charity management The community feels that the board is reflective of their interests and carrying out their wishes in a constructive and professional manner.

Risks

Overspend owing to increased activity.

The board fails to gel as an entity thereby being unable to offer clear and inspirational leadership to the community.

Legal Fees

Description

This budget allows for follow up work from the charity application, and other legal risks. Legal fees in 2011 have been very large due to the exceptional item of our Charity Commission application and the assistance we have had to purchase to liaise with our lawyers and the commission. The total is therefore less this year.

Amount

£5,000. £1,000 spent as of April 2012

Budget Responsibility

Chief Executive.

Timetable

Throughout year

Success Criteria

As little spent as possible

Risks

Overuse of legal advice owing to risk averse environment. Overspend.

Accountancy Costs

Description

Accountancy fees cover the costs of our annual accounts and audit, quarterly management accounts and additional consultancy work on financial systems and controls.

Amount

£10,000

Budget Responsibility

Chief Executive.

Timetable

Largely spend in first quarter. May be need for some advice later in year.

Success Criteria

Accounts properly filed and accepted.

Risks

Delays owing to handover from volunteer regime to office staff causing delays and extra costs.

The Annual Report

Description

This budget is to allow for the production, design, and distribution of an Annual Report aimed at donors, members and key stakeholders. This will also be available in an enhanced on-line version and in the legal SORP version for the Charity Commission and outside observers.

Amount

£5,000

Budget Responsibility

Jon Davies with communications organiser.

Timetable

In time for AGM May 12th 2012

Success Criteria

Produced on time to high quality and containing interestng and balnced information. Positive feedback from community, donors and stakeholders. Demand for copies.

Risks

Not appreciated or liked.

Office Rental

With the recruitment of permanent staff we have established an office in Old Street, central London. The original cost of £16,000 was based on room for up to four staff, volunteers and other visitors. In January the Board decided that we needed two more desks to cope with the demand. After negotiations with our landlords this became the current amount.

Amount

£21,907

Budget Responsibility

Chief Executive.

Timetable

Throughout year.

Success Criteria

Office is suitable for staff, volunteers and visitors.

All services provided meet our satisfaction.

The office becomes a focus for WMUK activity.

Risks

Apart from usual ones like building burning down...

Landlord goes bankrupt.

We expand too quickly and need to move.

Massive rent increase makes building costs unsustainable.

Office equipment, stationery etc

The costs of running the office and providing good quality equipment based on the needs of the staff. In addition providing equipment that volunteers and visitors can use when visiting the office or attending events

Amount

£4,000 - this budget will overspend owing to costs of setting up new staff (one extra now added for fundraising).

Budget responsibility

Chief Executive.

Timetable for Activities

Throughout year.

Success criteria

Staff, volunteers and visitors have access to the equipment and supplies they need to work as effectively as possible within our office environment or when working off-base.

Risks

Loss of equipment.

Choosing substandard equipment.

Staff Travel

We expect our staff to be out in the community attending events and working with volunteers. Even though the Chief Executive has a bike other means of transport will be needed. This budget covers staff travelling on their own behalf to training, Wikimeets, Wikimania etc., not board meetings or working to specific budgets.

Amount

£4,000 - likely to be overspent owing to induction needs of new staff and addition of fundraiser.

Budget Responsibility

Chief Executive.

Timetable

Throughout year but front loaded as staff arrive and need induction visits.

Success Criteria

Staff become quickly familiar with Wikimedia UK community.

Staff become quickly familiar with the international aspects of our work through visits to other chapters, Wikimania etc.

That travel costs are kept to a minimum and use sustainable forms of transport, in line with our policies, as far as possible.

Risks

Significant overspend if not controlled, but demand from community for visits quite strong.

Insurance

To ensure all our staff, trustees and volunteers are properly protected while undertaking work for Wikimedia UK.

Amount

£1,200

Budget Responsibility

Chief Executive.

Timetable

Throughout year.

Success Criteria

That WMUK is protected through adequate insurance policies in light of its duties and obligations.

That Staff, trustees and volunteers carrying out WMUK business are protected through adequate insurance policies.

Risks

Insurance company goes bankrupt.

Fundraising costs

The costs of the fundraiser include many things. We will be considering whether some of these can be brought in-house during the year. Added to this will be the cost of the fundraiser post that is being drawn from reserves.

Amount

£50,000

Budget Responsibility

Chris Keating.

Timetable

Throughout year for payment precessing with peak of expenditure during fundraiser in the autumn.

Success Criteria

Revenue levels are maintained and enhanced

Our donor base remains loyal and satisfied with the way their donations are used.

Risks

Too many to mention but include, double dip recessions, mass poverty, systems malfunctions with the fundraiser, loss of reputation etc.

Contingency

This general contingency is to allow for other miscellaneous costs we have to incur.

Amount

£11,500

Budget Responsibility

Board with Chief Executive.

Timetable

To be used as and when needed.

Success Criteria

Used sensibly.

Risks

Used up too quickly.

Spent several times.