2013 Budget/May 2013 Revision

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Comment This is a draft document. It corresponds to the board-approved budget as of 8 January 2013, with changes from 11 May 2013, and also proposed amendments. The changes from User:Mike Peel/2013 Budget are at [1].

Contents

This page sets out Wikimedia UK's budget and outline plan of activities for our financial period of 1 Feb 2013 to 31 Jan 2014. It outlines the budget lines and amounts that describe Wikimedia UK's activities through this financial year, who the responsible individuals for those budget lines are, and a description of what those budget lines cover.

The implementation details of our budget are at User:Mike Peel/2013 Budget implementation - that document is continually updated by our office.

Income[edit | edit source]

The total estimate of incoming funds is £744,000.

Local funding[edit | edit source]

Direct Debit Donations[edit source]

Amount: £270,000 Responsible: Fundraiser Details and implementation notes

Regular gifts from pre-existing direct debit mandates

Gift aid, membership fees, interest and one-off donations[edit source]

Amount: £30,000 Responsible: Chief Exec Details and implementation notes


Underspend from 2012-13 carried forward[edit source]

Amount: £111,000 Responsible: Chief Exec Details and implementation notes


Global funding[edit | edit source]

Wikimedia Foundation FDC grant[edit source]

Amount: £330,000 Responsible: Chief Exec Details and implementation notes


Expenditure[edit | edit source]

International Programmes[edit | edit source]

Toolserver[edit source]

Amount: £10,000 Budget holder: Mike Peel Details and implementation notes

This budget is to support the Wikimedia Toolserver, which is operated by Wikimedia Deutschland, throughout this financial year. This support will be provided via a grant of £10,000 to Wikimedia Deutschland.

Europeana Mass Upload Tool Project[edit source]

Amount: £65,000 Budget holder: Ashley van Haeften Details and implementation notes

This budget is to provide £60,000 as a series of grants to Europeana, to support the development of the GLAMwiki toolset project.

Outreach[edit | edit source]

Volunteer equipment[edit source]

Amount: £2,000 Budget holder: Chief Executive Details and implementation notes

This budget is to provide equipment for volunteers and visitors to use - for example, laptops, cameras, scanning equipment etc.

Train the Trainers Programme[edit source]

Amount: £19,420 Budget holder: Doug Taylor Details and implementation notes

This budget is to support costs of a programme of creating trainers to support our activities. This includes travel and subsistence costs for those who attend.

Virtual Learning Environment[edit source]

Amount: £2,000 Budget holder: Doug Taylor Details and implementation notes

This budget supports the development of the Virtual Learning Environment project, including costs for contractors, and travel/subsistence related to the project.

Merchandise & Publications[edit source]

Amount: £5,000 Budget holder: Daria Cybulska Details and implementation notes

This budget covers items such as booklets, mugs, t-shirt, pin badges and Wikipedia cakes.

Wicipedia Cymraeg[edit source]

Amount: £5,000 Budget holder: Chief Executive Details and implementation notes

This budget supports Welsh open knowledge projects, particularly those working in the Welsh Language, or on Wikimedia projects.

Extended Reach programme[edit source]

Amount: £10,000 Budget holder: Doug Taylor Details and implementation notes

To support outreach projects aimed at increasing participation in the Wikimedia movement, especially amongst those communities which are not well-represented on Wikimedia projects.

Cultural sector (GLAM)[edit | edit source]

GLAM Conference[edit source]

Amount: £15,000 Budget holder: Daria Cybulska Details and implementation notes

This budget supports a major international conference, 'GLAM-WIKI'. The conference will be aimed at encouraging GLAM professionals to work in cooperation with open-knowledge projects. 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.

GLAM Outreach and Events[edit source]

Amount: £5,000 Budget holder: Daria Cybulska Details and implementation notes

This budget is intended to support our work in the GLAM sector through more local and national events.

GLAM Wikipedians in Residence[edit source]

Amount: £30,000 Budget holder: Chief Executive Details and implementation notes

This budget is intended to fund or part-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 WiR with varying length contracts. Some of these positions will be extensions of 2012-13 appointments, others new appointments.

GLAM Scotland[edit source]

Amount: £21,000 Budget holder: Chief Executive Details and implementation notes

This budget will fund work with the GLAM sector in Scotland, to enable them to develop links with the Wikimedia community and its projects. This may include Wikipedian in Residence positions, event costs, and other costs which support work with the GLAM sector in Scotland.

Digitization[edit source]

Amount: £8,000 Budget holder: Chief Executive Details and implementation notes

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. We will aim to have a significant number of culturally significant media files uploaded to Wikimedia Commons in 2013.

World Wars I and II project[edit source]

Amount: £20,000 Budget holder: Chief Executive Details and implementation notes

This budget is intended to support events and projects related to the World Wars, particularly the First World War. This budget would also support a Wikipedian in Residence at a related institution, ideally the Imperial War Museum.

Education[edit | edit source]

University Outreach[edit source]

Amount: £8,000 Budget holder: Daria Cybulska Details and implementation notes

This budget supports general educational outreach, primarily aimed towards the University sector. This could include Freshers Fair stalls, Campus Ambassador training events, and other activity with staff & students, including associated volunteer expenses.

Education Conference[edit source]

Amount: £12,000 Budget holder: Daria Cybulska Details and implementation notes

We will run a two-day EDU-WIKI conference raising awareness of the educational possibilities of Wikipedia and developing Wikimedia UK's academic engagement.

JISC post[edit source]

Amount: £15,000 Budget holder: Daria Cybulska Details and implementation notes

This post is to support a Wikimedian in Residence with JISC. JISC are funding the post for six months, and we are matching the funding to provide enough for another six months.

Grants programme[edit | edit source]

Project grants[edit source]

Amount: £20,000 Budget holder: Mike Peel Details and implementation notes

This budget is to fund our existing Microgrants and Macrogrants programme, and to support members of the community who have projects that aren't included in other budget lines.

Travel grants[edit source]

Amount: £20,000 Budget holder: Mike Peel Details and implementation notes

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

WikiConference UK[edit | edit source]

WikiConference UK 2013[edit source]

Amount: £5,200 Budget holder: Daria Cybulska Details and implementation notes

WikiConference UK 2013 will combine our Annual General Meeting with general conference consisting of a series of presentations about the Wikimedia projects and chapter activities, following up on the success of our 2012 conference. It will be held outside of London.

Wikimania[edit | edit source]

Wikimania 2014 support[edit source]

Amount: £2,000 Budget holder: Chief Executive Details and implementation notes

Initial financial support for a London bid. This may include any costs surrounding the setting up of a bank account, or legal advice. 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[edit | edit source]

WMUK has an established office a number of employees. These currently comprise of our Chief Executive; Office and Development Manager; Events Organiser; 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 (X% 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).

Chief Executive[edit source]

Amount: £63,205 Budget holder: Chris Keating Details and implementation notes

Our Chief Executive is the most senior staff member of Wikimedia UK, who is in charge of overseeing the operations of the Chapter and its staff. The Chief Executive reports to the Board of Trustees. He has responsibility for ensuring our strategic and professional development; day-to-day management and coordination of our activities and finances; and providing line-management for our staff.

Office and Development Manager[edit source]

Amount: £29,781 Budget holder: Chief Executive Details and implementation notes

Our Office and Development Manager has the responsibility for the operations of our Office, and our financial activities (including budget and expenditure). The job description is at Office and Development Manager.

Programme Manager[edit source]

Amount: £29,781 Budget holder: Chief Executive Details and implementation notes

Our Programme Manager has responsibility for ensuring the events that our volunteers organise take place in an effective manner. The job description is at Programme Manager job description.

Communications Organiser[edit source]

Amount: £33,447 Budget holder: Chief Executive Details and implementation notes

Our Communications Organiser has responsibility for our internal and external communications. This includes our communications with those that contact the Chapter from both external organisations and the Wikimedia community. The job description is at Communications Organiser Job.

Fundraiser[edit source]

Amount: £31,614 Budget holder: Chief Executive Details and implementation notes

Our Fundraiser has responsibility for our fundraising activities, including donor and membership relationships. The job description is at Fundraiser job description.

Volunteer support organiser[edit source]

Amount: £27,500 Budget holder: Chief Executive Details and implementation notes

This will be a new staff member, who will be responsible for working with the community to support our volunteer activities. They will be appointed circa February 2013. The holder would build on our current activities to create a UK-wide network of wikimeets, editathons, training events and other wiki related activities. They would be a prime leader on budgets that support community activities and ensure that support and communications from the staff are carefully targeted. The exact role of this staff member will be defined in the future, and will take into account our existing staff resources and the abilities and experience of the individual but here is a draft Job Description.

Developer support[edit source]

Amount: £50,000 Budget holder: Mike Peel Details and implementation notes

Continue to have two developer consultants to support our IT needs with a view to employing full time developers in 2014-15.

Admin support officer[edit source]

Amount: £26,356 Budget holder: Mike Peel Details and implementation notes

Job Description

Part time GLAM organiser[edit source]

Amount: £13,125 Budget holder: Chief Executive Details and implementation notes

This will be a new part-time staff member, who will be responsible for supporting our GLAM programme. They will be appointed circa February 2013. The exact role of this staff member will be defined in the future, and will take into account our existing staff resources and the abilities and experience of the individual that will be appointed to this role but here is a draft job description. They will be expected to liaise and support our GLAM Committee, support the GLAMwiki conference, work with GLAM stakeholders and partners, help develop our GLAM outreach programmes.

Part time education organiser[edit source]

Amount: £13,125 Budget holder: Chief Executive Details and implementation notes

This will be a new part-time staff member, who will be responsible for organising our education programme. They will be appointed circa February 2013. The exact role of this staff member will be defined in the future, and will take into account our existing staff resources and the abilities and experience of the individual that will be appointed to this role but here is a draft job description. In particular they will be expected to liaise and support our Education Committee, support the Education Conference, work with educational stakeholders and partners, help develop our outreach education programme.

Office rent[edit source]

Amount: £34,560 Budget holder: Chief Executive Details and implementation notes

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[edit source]

Amount: £9,000 Budget holder: Chief Executive Details and implementation notes

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[edit source]

Amount: £3,000 Budget holder: Chief Executive Details and implementation notes

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[edit source]

Amount: £14,000 Budget holder: Chief Executive Details and implementation notes

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[edit | edit source]

Board costs[edit source]

Amount: £16,000 Budget holder: Mike Peel & Chief Executive Details and implementation notes

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.

Operations[edit | edit source]

Legal fees[edit source]

Amount: £5,000 Budget holder: Chief Executive Details and implementation notes

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

Project management[edit source]

Amount: £10,000 Budget holder: Chief Executive Details and implementation notes

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.

Accountancy fees[edit source]

Amount: £9,000 Budget holder: Chief Executive Details and implementation notes

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.

Annual Report[edit source]

Amount: £3,000 Budget holder: Stevie Benton Details and implementation notes

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[edit source]

Amount: £3,200 Budget holder: Chief Executive Details and implementation notes

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[edit source]

Amount: £2,000 Budget holder: Doug Taylor Details and implementation notes

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[edit source]

Amount: £28,405 Budget holder: Chief Executive Details and implementation notes

The costs of the fundraiser include many things. This does not include the cost of the Fundraising Organiser (see staff costs).

Financial planning[edit | edit source]

Contingency[edit source]

Amount: £15,000 Budget holder: Chief Executive Details and implementation notes

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[edit source]

Amount: £172,000 Budget holder: Board Details and implementation notes

This is equivalent to three months at full operating costs or considerably longer (estimate five or six months) as wind-down costs.