2013 Activity Plan/Proposed revision

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Comment This is a proposed revision to the 2013 Activity Plan. Changes from current version

This page sets out Wikimedia UK's revised plan of activities for our financial period of 1 Feb 2013 to 31 Jan 2014. It outlines the budget lines that are designed to cover Wikimedia UK's activities through this financial year, as well as a more detailed description of what those budget lines incorporate; the responsible individuals, committees or staff/board delegations; the timetable for its implementation; and any risks in achieving it and the anticipated costs.

Changes to the budget allocations, and budget holders, are subject to board approval. Budget holders may change the plans within their allocated budgets to reflect changing circumstances, but the board must be given notice of any significant changes (exceeding £500). This page will be kept up to date so that everyone can be aware of what is happening.

The Chief Executive prepared this plan with a view to putting at the foreground activities that will develop our volunteer base through activities and workstreams that encourage participation and develop new generations of community activists willing and able to take on the development of the chapter.

For a matching spreadsheet which contains sub budgets for each section as appropriate visit Copy of 2013-14 budget post FDC grant.

Income

Wikimedia UK has a diverse range of incoming funding streams. These comprise:

  1. Regular gifts from pre-existing direct debit mandates: £270,000
  2. Wikimedia FDC grant: £330,000 (depending on Dollar/Sterling exchange rate).
  3. Gift aid, membership fees, interest and one-off donations £30,000
  4. Underspend from 2012-13 carried forward: £111,000

The total estimate of incoming funds is £743,000.

Expenditure

International Programmes

Toolserver

Amount: £10,000
Budget responsibility: Mike Peel
Primary contact: Mike Peel

We will continue to support the Wikimedia Toolserver, which is operated by Wikimedia Deutschland, throughout this financial period. The Toolserver is widely used by the Wikimedia community to enable automated editing, statistics and other tools to keep Wikipedia running smoothly. This support will be provided via a grant to Wikimedia Deutschland.

The Wikimedia Foundation is currently establishing the Wikimedia Labs (WL), which will incorporate the role of the current Toolserver. However, the WL currently do not have the technical capacity to host the projects that are currently operating on the Toolserver. As such, this grant helps ensure that the facilities provided by the Toolserver will continue throughout this WMUK financial year.

We will ensure that our two contract developers pay due attention to the work carried out by the Toolserver project.

For background information based on expenditure in previous years, please see:

Europeana mass upload tool project

Amount: £65,000
Budget responsibility: Chief Executive
Primary contact: Chief Executive

We are supporting the development of a Toolserver/MediaWiki extension that provides the facility to upload media files en mass to the Wikimedia projects - specifically content that is provided as a result of activities with partner organisations. The development of this extension is being led by Europeana, and is being financially supported by the budgets of Wikimedia France, Wikimedia Nederlands and Wikimedia Deutschland, and is also being supported by the Wikimedia Foundation to ensure that the resulting code is deployed on the Wikimedia projects.

This is a strategically important project on the basis that it aims to remove the bottleneck constraining the expansion of Wikimedia Commons that is due to the lack of an appropriate facility to upload and appropriately categorize significant quantities of media files (i.e. upload batches in excess of 100 files) to the project.

This project was started in 2012, and is expected to conclude in 2014 with the successful deployment of the extension to the Wikimedia projects. Fae is the Board's representative on the steering committee, and as such has responsibility for providing reports and financial recommendations to the WMUK board on this topic.

Our initial commitment was for €160,000, (approx £131,200) over two years. We estimate that we will have contributed £31,609 so far leaving a residue of £99,591. Given our reduced budget and the real possibility the project may be scaled down we are proposing a commitment of £60,000.

The risk to WMUK is that the project does not proceed if other chapters currently encountering financial uncertainty decide to withdraw. This could mean the project will not have made any progress and the funds to date wasted.

General outreach

Volunteer equipment

Amount: £2,000
Budget responsibility: Chief Executive
Primary contact: Chief Executive

This provides equipment for volunteers and visitors to loan. This might include spare laptops for training events, cameras, or a mobile wi-fi hub.

2013 Activity Plan/Volunteer equipment

Train the Trainers Programme

£19,420
Budget responsibility: Chief Executive
Primary contact: Daria Cybulska

A programme of creating quality trainers to support our activities.

The CE is proposing a continuation in this budget to enable continued capacity building. The likely split of this amount would be training sessions 75%, support materials etc 25%. The Moodle Virtual Learning Environment consists of a separate £2K in the next section. The 2012-13 programme trained 22 people. We would hope for at least another two TtT sessions in 2013-14 doubling this number and delivering the courses outside London to support our reach.

2013 Activity Plan/Train the Trainers

Virtual Learning Environment

£2,000
Budget responsibility: Stevie Benton
Primary contact: Stevie Benton

A Virtual Learning Environment to support the learning and contractors able to deliver training packages to institutions was set up in 2012-13, This amount would maintain and develop it.

2013 Activity Plan/Virtual Learning Environment

Outreach merchandise & publications

£5,000
Budget responsibility: Daria Cybulska
Primary contact: Daria Cybulska

This covers everything from "Introduction to Wikipedia" booklets, mugs, and t-shirts to pin badges and Wikipedia cakes. This type of material is essential for our programmes, and a general supply is held in the office. The aim should be to source merchandise that is of good quality, so that we can avoid importing material.

For background information, see:

Living Paths

£24,000
Budget responsibility: Chief Executive
Primary contact: Robin Owain (Wales), Chief Executive (WMUK)

This is a specific budget to support the funding of the Living Paths project.

Welsh Outreach

£5,000
Budget responsibility: Chief Executive
Primary contact: Robin Owain (Wales), Chief Executive (WMUK)

A specific budget to support the work of Welsh Wicipedians, especially those working in the Welsh Language.

Extended Reach programme

£10,000
Budget responsibility: Daria Cybulska
Primary contact: Daria Cybulska

To support outreach projects aimed at increasing participation in the Wikimedia movement especially amongst women, or involving any minority community in the UK, which might not otherwise be funded.

We will participate in Wiki Loves Monuments with a target of uploading 5,000 images and creating 200 new volunteers especially in targeted categories.

Risks - that there continues to be insufficient take-up. That our capacity increases to a level where this amount is too small.

For background information, see:

Cultural sector (GLAM)

GLAM Conference

£16,500
Budget responsibility: Daria Cybulska
Primary contact: Daria Cybulska

WMUK is to host a major international GLAM Conference in cooperation with the British Library. This budget will allow for supporting the travel of speakers, the attendance of delegates from the international volunteer community and extra staffing to arrange and organise the event.

For background information, see:

General Outreach

£5,000
Budget responsibility: Daria Cybulska
Primary contact: Daria Cybulska

Extending our outreach events, including in the GLAM sector, through more local and national events. This is the primary budget for volunteer-led events at local institutions.

For background information, see:

GLAM Wikipedians in Residence

£30,000
Budget responsibility: Chief Executive
Primary contact: Daria Cybulska

This budget is to fund Wikipedian in Residence positions. The number of positions depends on negotiations with partner institutions about how a Wikipedian in Residence fits with their organisation and how much funding they will make available. This budget can therefore stretch to cover different numbers of WiRs with varying length contracts. Some of these positions will be extensions of 2012-13 appointments, others new appointments.

For background information, see:

GLAM Scotland

£10,500
Budget responsibility: Daria Cybulska
Primary contact: Daria Cybulska

This budget is primarily to fund a position in the Scottish cultural sector, to develop links with the Wikipedian community and its projects. It can also be used to cover some events in Scotland.

For background information, see:

Digitization

£8,000
Budget responsibility: Daria Cybulska
Primary contact: Daria Cybulska

We will support the digitization and release under an open license of cultural content, particularly where this content will be used in Wikipedia and on Wikimedia Commons. Priority will be given to works of significant cultural or historical value.

For background information, see:

World Wars

£16,500
Budget responsibility: Daria Cybulska
Primary contact: Daria Cybulska

This funding is to support work and events around the run-up to the 2014 WWI Centenary. The majority of the funding will be for a WiR at the Imperial War Museum.

For background information, see:

Education

= Education Outreach

£8,000
Budget responsibility: Daria Cybulska
Primary contacts: Daria Cybulska/Toni Sant

To include, but not be limited to, Freshers Fair stalls, Campus Ambassador training events, and other activity with staff & students in the education sector. This includes associated volunteer expenses.

For background information, see:

Education Conference

£12,000
Budget responsibility: Daria Cybulska
Primary contacts: Daria Cybulska/Toni Sant

This budget supports a two-day education conference raising awareness of the educational possibilities of Wikipedia and developing Wikimedia UK's academic engagement.

For background information, see:

JISC

£15,000
Budget responsibility: Daria Cybulska
Primary contacts: Daria Cybulska/Toni Sant

This budget funds a Wikipedian in Residence with the Joint Information Systems Committee (JISC). JISC are funding the post for six months, and this budget is to fund another six months.

Grants programme

Project grants

£20,000
Budget responsibility: Chief Executive

This budget funds the Microgrants and Macrogrants programme, and in addition, supports members of the community to propose initiatives they want to take forward. These programs will offer a range of grants for innovative new projects that aren't included in other budget lines.

Travel grants

£20,000
Budget responsibility: Mike Peel

This budget provides financial support for individuals to participate in Wikimedia events such as Wikimania, the Wikimedia Chapters meeting, Wikimedia Loves Monuments, Wikisym and GLAMcamp.

For background information, see:

WikiConference UK 2013

£5,200
Budget responsibility: Chief Executive
Primary contact: Daria Cybulska

This budget funds our Annual General Meeting, combined with a series of presentations about the Wikimedia projects and chapter activities.

For draft budget plan for 2013, see:

Wikimania 2014 support

£2,000
Budget responsibility: Chief Executive
Primary contact: Chief Executive

Initial financial support for a London bid. This may include any costs surrounding the setting up of a bank account, or legal advice or preliminary fund raising. It may also include travel or hotel costs where necessary, but is not intended to act as a 'salary' or 'fee' to the bid team. In the event of the bid not being successful, we expect that an event of some size will still be held - this will then be used to support set-up costs for that event.

Office

Budget responsibility: Chief Executive for staff, or Chair for Chief Executive
Primary contact: Chief Executive for staff, or Chair for Chief Executive

WMUK has an established office a number of employees. These currently comprise of our Chief Executive; Office and Development Manager; Programme Manager; Communications Organiser; and Fundraiser. We anticipate our office to grow to include a number of additional staff members over this financial year.

The cost of these employees as described below includes the salary, employer National Insurance (13.8% of base salary) and employer pension payments (6% of base salary). We have increased the salaries of our existing staff this year to incorporate both the increased costs of living due to inflation (currently estimated as 2%) and to take into account the increased experience that they have of the Wikimedia movement and their responsibilities within WMUK's office (to be decided the Board for our CE, and by our CE for all other staff members).

Staff

Chief Executive
Total: £63,205 including 6% pension contribution from WMUK and Employer's National Insurance.
Other staff
Total: £207,010 including 6% pension contribution from WMUK and Employer's National Insurance.

Individual staff salaries are confidential, and not listed here. All staff are paid at least the London Living Wage. Job descriptions are available at Staff.

Developer support

£50,000
Budget responsibility: Chief Executive

This budget covers the cost of IT development work, including labour costs for contracted developers and any costs for managing their workload.

Office rent

Amount: £34,560
Budget responsibility: Chief Executive
Primary contact: Office & Development Manager

We have an established office that is located in Development House, Old Street, London. This is a building that hosts a large number of other charitable organisations, and provides a very friendly and supportive environment for our staff members. It is also located in a very tech-friendly area of London, which also hosts such organisations as Google UK and Mozilla UK.

We provide desks for each of our full-time staff members, as well as visiting volunteers and representatives of other Wikimedia organisations and partner organisations.

Each serviced desk in our office costs £320 per month, or £3840 per year. We are currently budgeting for 9 desks, which sums to £34560.00

Staff Travel

Amount: £9,000
Budget responsibility: Chief Executive
Primary contact: Chief Executive

This budget comprises an average of £750 per staff member. This is intended to cover:

  • Attendance for three staff members at Wikimania
  • Attendance of the Chief Executive at the annual Chapters meeting
  • Visits for (2) staff members to the Wikimedia Foundation
  • Visits for (2) staff members to Wikimedia chapter offices

The aim is for this to cover staff travel to events which do not fall under other budgets. For example, staff travel to required attendance at a GLAM event, or a board meeting, would come under those budgets, rather than this one.

Staff Training

£3,000
Budget responsibility: Chief Executive
Primary contact: Chief Executive

This budget line comprises of an average of £500 per staff member to train our staff to best fulfil their roles and support their professional development. This may include (but is not limited to) such activities as CiviCRM training; media relations training; etc.

Office equipment and supplies

£14,000
Budget responsibility: Chief Executive
Primary contact: Office & Development Manager

This budget line comprises the supplies required for our office. It includes:

  • Computers for staff
  • Office phone lines and call costs
  • Mobile phones for staff
  • IT resources (such as software, printers and scanners, including appropriate consumables)
  • Stationery and subsistence costs (tea, coffee, fruit)

It does not cover equipment for volunteers unless there the budget holder expects there to be a surplus.

Governance

Board costs

£16,000
Budget responsibility: Secretary & Chief Executive
Primary contact: Chief Executive

This budget covers:

  • The cost of board meetings
  • The cost of the teleconferencing system (as it is used primarily for board meetings)
  • Costs related to individual trustee training

It does not cover 'governance costs', such as board training days or governance advice.

The breakdown is at 2013 Activity Plan/Board costs.

Operations

Legal fees

£5,000
Budget responsibility: Chief Executive
Primary contact: Chief Executive

This budget allows for any legal costs that may arise, including the setting up of a pro-bono legal team.

Project management

£10,000
Budget responsibility: Chief Executive
Primary contact: Chief Executive

This will cover costs towards establishing a proper system of project and program management. It will also cover consultancy costs, governance support and HR support. This has included support for the process of gathering evidence for our five year plan.

Accountancy fees

£9,000
Budget responsibility: Chief Executive
Primary contact: Chief Executive

Accountancy fees cover the costs of our annual accounts and audit, quarterly management accounts and additional consultancy work on financial systems and controls. It does not cover fees for legal advice, rather, it covers accountancy and audit fees only. It may also be used to pay our annual taxes, and any bank fees (such as card replacement fees).

Annual Report

£3,000
Budget responsibility: Stevie Benton
Primary contact: Stevie Benton

This budget is to cover design and printing costs, as well as mailing costs (if required) for the Annual Report. Any underspend can be used for other membership and donor engagement materials.

Insurance

£3,200
Budget responsibility: Secretary for Trustee Indemnity. Chief Executive for all others.
Primary contact: Chief Executive

This is to cover three items:

  • specialist data insurance as requested by the Wikimedia Foundation as condition of fundraising agreement
  • general insurance to ensure that all our staff, trustees and volunteers are properly protected while undertaking work for Wikimedia UK
  • any other insurance needs that may appear during the year

Server

£2,000
Budget responsibility: Doug Taylor
Primary contact: Doug Taylor or Katherine Bavage

This is to cover all of the costs of moving to our own secure server, managed by the office. The main item in this budget is expected to be the server itself - developer costs will come from a different budget. This will ensure that we have full data security in time for next year's fundraiser.

Fundraising costs

£28,405
Budget responsibility: Chief Executive
Primary contact: Katherine Bavage

The costs of the fundraiser include many things. This does not include the cost of the Fundraising Organiser (see staff costs). This year we will also be paying £2,000 data protection insurance at the insistence of the Foundation.

Financial planning

Contingency

£15,000
Budget responsibility: Board & Chief Executive
Primary contact: Chief Executive

This general contingency is to allow for other miscellaneous costs, and can be used to 'top up' individual budgets so that even if an individual project goes over, we do not slip into our reserves.

Reserves

At the end of 2012/13, we expect to have approximately £100k as 'reserves' - £85k in one account, and £15k in another. We will increase this considerably to match the risk we undertake.

We plan to hold £161k in reserves this year, most of which will come from our underspend in 2012/13. This is equivalent to two and a half months at full operating costs or considerably longer (estimate five or six months) as wind-down costs.

The aim is to ensure continuity and that the Charity is protected should there be a financial catastrophe.