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2013 Budget

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Comment This is a draft document. It is intended to replace the document at 2013 Activity Plan.

Contents

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

This document is continually updated by our office.

Income

The total estimate of incoming funds is 00000.00.

Local funding

Direct Debit Donations

Amount: Rs 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

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


Underspend from 2012-13 carried forward

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


Global funding

Wikimedia Foundation FDC grant

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


Expenditure

International Programmes

Toolserver

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

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.

Europeana mass upload tool project

Amount: Rs 60,000 Budget holder: Details and implementation notes

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 via content partnerships from partner organisations. The development of this extension is being led by Europeana, and is being financially supported by the budgets of other Wikimedia chapters, 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.

General outreach

Volunteer equipment

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

This provides equipment that volunteers and visitors can use when visiting the office or attending events.

Train the Trainers Programme

Amount: Rs 19,420 Budget holder: Doug Taylor & Martin Poulter Details and implementation notes

A programme of creating quality trainers to support our activities.

Virtual Learning Environment

Amount: Rs 2,000 Budget holder: Doug Taylor & Martin Poulter Details and implementation notes

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.

Outreach merchandise & publications

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

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. Having this sourced locally means that we do not have to carry a large stock.

Wicipedia Cymraeg

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

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

Extended Reach programme

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

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

Cultural sector (GLAM)

Part time GLAM organiser

Amount: Rs 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.

Technical development to support cultural outreach (GLAM metrics)

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


GLAM Conference

Amount: Rs 20,000 Budget holder: John Byrne Details and implementation notes

Following on from the success of the previous GLAM Conference WMUK is keep to host another major international event 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. Our GLAM work has developed and matured considerably since the last conference and been picked up internationally. This conference will enable the sharing of good practice and the development of new ideas.

GLAM Outreach and Events

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

Extending the GLAM work through more local and national events. To include 2 local GLAMcamp-style events.

GLAM Wikipedians in Residence

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

We have begun to 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

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

We will fund a position to work with the Scottish Museums to work with them to develop links with the Wikipedian community and its projects.

Digitization

Amount: Rs 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

Amount: Rs 20,000 Budget holder: Chris Keating Details and implementation notes

There is strong interest from the Imperial War Museum in supporting a WiR specially to work on the WWI centenary events. Thus funding would be dedicated to this post.

Education

Part time education organiser

Amount: Rs 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.

University outreach events

Amount: Rs 8,000 Budget holder: Doug Taylor with Martin Poulter Details and implementation notes

Includes Freshers Fair stalls, Campus Ambassador training events, and other activity with staff & students, including associated volunteer expenses.

Schools conference

Amount: Rs 12,000 Budget holder: Doug Taylor with Martin Poulter Details and implementation notes

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

Grants programme

Project grants

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

We will further expand our existing Microgrants and Macrogrants programme and support 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. Microgrants are small grants for between £5 and £250, and have been used by volunteers in the past to purchase research books to use as references in Wikipedia articles, for travel to events such as the Titanic anniversary. Macrogrants are for grants over £250, typically up to £2,000, and have included activities such as Geovation (proposing to dramatically increase the coverage of Welsh coastal paths in many language Wikipedias).

Travel grants

Amount: Rs 20,000 Budget holder: Mike Peel Details and implementation notes
Detail and implementation subpage

We will continue to provide financial support for individuals, from the UK and the rest of the world, to participate in Wikimedia events like Wikimania, the Wikimedia Chapters meeting, Wikimedia Loves Monuments, Wikisym and GLAMcamp.
For more information, please see the Detail and implementation subpage

WikiConference UK

WikiConference UK 2013

Amount: Rs 5,200 Budget holder: Chief Executive Details and implementation notes
Detail and implementation subpage

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.
For more information, please see the Detail and implementation subpage

Wikimania

Wikimania 2014 support

Amount: Rs 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

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

Amount: Rs 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

Amount: Rs 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.

Events Organiser

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

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

Communications Organiser

Amount: Rs 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

Amount: Rs 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

Amount: Rs 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

Amount: Rs 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

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

Job Description

Office rent

Amount: Rs 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

Amount: Rs 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

Amount: Rs 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

Amount: Rs 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

Board costs

Amount: Rs 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

Legal fees

Amount: Rs 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

Amount: Rs 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

Amount: Rs 9,000 Budget holder: John Byrne 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

Amount: Rs 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

Amount: Rs 3,200 Budget holder: Secretary & 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

Amount: Rs 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

Amount: Rs 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

Contingency

Amount: Rs 15,000 Budget holder: Board & 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

Amount: Rs 187,000 Budget holder: Board & Chief Executive 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.