2013 Activity Plan

This page is kept as an archival reference.If you want to raise a point about it, please start a discussion thread on the community forum.

The budgets mentioned in this document refer to the agreed budgets by the board. These change throughout the year as circumstances change.

This page is for those wanting to know more about what we do and ways that they can get involved. If you find something interesting let us know and we can put you in touch with the people involved.

We prepared this draft, at the request of the board, after discussion with staff 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.

It is always a work in progress, espcially regarding risk factors and who is responsible for budget areas. The basic figures though are there to work on.

For a matching spreadsheet visit Copy of 2013-14 budget post FDC grant.

The spreadsheet now contains sub budgets for each section as appropriate.

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/Stirling 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: £5,000

Budget responsibility: c/o CEO

Primary contact: Katherine Bavage

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.

UPDATE - The Toolserver project is now closing and our £10,000 contribution was declined and we are now considering how it should be used.

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

• 2012 Activity Plan/Toolserver.

Europeana mass upload tool project

Amount: £65,000

Budget responsibility: Board

Primary contact: Jonathan Cardy

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 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 decided to withdraw. This could mean the project will not have made any progress and the funds to date wasted.

UPDATE = The project has run during the year but other chapters have not been able to continue their funding. WMUK has decided not to fund the project directly in the next financial year but to support a pan-chapter bid to the Wikimedia Foundation.

International Chapter Training

Amount: £5,000

Budget responsibility: Chief Executive

This budget was created in September 2013, to support a chapter's governance training session and other international chapter training needs.

General outreach

Volunteer equipment

Amount: £2,000

Budget responsibility: Chief Executive

Primary contact: Chief Executive

This provides equipment that volunteers and visitors can use when visiting the office or attending events. A good example would be spare laptops for training events, or a mobile wi-fi hub. For more information on 2013-14 plan, please see:

• 2013 Activity Plan/Volunteer equipment

UPDATE: The budget has been spent but it is possible we might supplement the equipment from other budgets that have underspent.

Train the Trainers Programme

£19,420

Budget responsibility: Katie Chan

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 Moodle Virtual Learning Environment consists of a separate £2K in the next section. The 2012-13 has trained 22 people. We are hoping to deliver another two TtT sessions in 2013-14 doubling this number and delivering the courses outside London to support our reach.

Risks - that we cannot find enough people of sufficient quality to train, that those who have trained do not volunteer as trainers at our events.

For more information on 2013-14 plan, please see:

• 2013_Activity_Plan/Train_the_Trainers

For Background information, please see:

• 2012 Activity Plan/Train the Trainers

UPDATE: Next session to be held in Cardiff in November.

Virtual Learning Environment

£2,000

Budget responsibility: 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.

This is a new project that has not existed in 2012-13.

For more information on 2013-14 plan, please see:

• 2013 Activity Plan/Virtual Learning Environment

UPDATE: Work now progressing on improving user interface.

Outreach merchandise & publications

£5,000

Budget responsibility: Richard Nevell

This covers everything from "Introduction to Wikipedia" booklets, mugs, and t-shirts to pin badges - any free materials to support outreach events, activities, and the Wikimedia UK volunteer community in general. 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.

For more information on 2013-14 plan, please see:

• 2013 Activity Plan/Outreach merchandise & publications

For background information, see:

• 2012 Activity Plan/Outreach merchandise & publications

Risks - that the merchandising is of poor quality or unpopular. That it is not used and sits in cupboards. That it is not distributed in an equitable way.

UPDATE: Replacement and new items available.

Wicipedia Cymraeg

£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, excluding the 'Living Paths' project. The developments in Wales in 2012 have been dramatic. MonmouthpediA helped galvanise the Welsh Wicipedians, especially those writing in the Welsh language. Important meetings have been held with representatives of the Welsh government and GLAM sector. We believe this funding is crucial to developing the work of the current volunteers and creating a new generation of Welsh based editors in English and Welsh. In addition, a wealth of material is likely to be released under open licence.

Living Paths/Llwybrau Byw

£5,000

Budget responsibility: Chief Executive

Primary contact: Robin Owain (Wales), Chief Executive (WMUK)

Living Paths is a project that aims to empower local communities with simple Wikipedia web-authoring skills in all coastal counties that border the Wales Coast Path. Wikipedia articles will be developed on the Wales Coast Path similar to Monmouth. There is a lack of information readily available on "The Greatest Region on Earth": the Wales Coast Path. Guidebooks and maps exist but are not available in a wide range of languages and are bulky and heavy. Visitors and local people would benefit not only from better information but also a simple way of finding it. So far, communities in Wales find it difficult to share information about their locality such as historic buildings, circular paths, geographical features and other points of interest. The information is published in local history pamphlets but these are expensive to distribute therefore difficult to source. Publishing online is possible but can be difficult due to the complexities of web-authoring for most people. The project addresses this problem by teaching simple skills – how to edit on Wikipedia. Local people know best about interesting places to visit, sights to see and facilities available such as picnic areas, parking and safety issues. They also have stories to tell that bring places and history to life.

Extended Reach programme

£10,000

Budget responsibility: CEO

Primary contact: Daria Cybulska

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. This has proved difficult to spend this year but as capacity has gradually increased the CE feels that this is a budget area that will be easily spent in 2013-14 hence keeping it at the same level. It is an important part of our aim to develop volunteer capacity.

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

For more information on 2013-14 plan, please see:

• 2013 Activity Plan/Extended Reach programme

For background information, see:

• 2012_Activity_Plan/Extended_Reach_programme

UPDATE: Not quite as 'easily spent' as had been hoped. Ideas please to Daria!

Cultural sector (GLAM)

GLAM organiser p/t

Total: £13,125 including 6% pension contribution from WMUK and Employer's National Insurance.

Budget responsibility: Chief Executive (as this is a staff post)

Primary contact: Daria Cybulska

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.

For background information, please see:

• GLAM Organiser job description

GLAM Conference

£20,000

Budget responsibility: John Byrne

Primary contact: Daria Cybulska

Following on from the success of the 2010 GLAM Conference run in the UK WMUK is keen to host another major international event, this time in cooperation with the British Library. This budget will allow for venue costs, 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.

The conference was originally scheduled for Autumn 2012 but capacity did not allow it to happen. It was instead replaced by a GLAMcamp in September 2012.

For additional information on the conference, please see:

• 2013 Activity Plan/GLAM Conference

For background information, see:

• 2012_Activity_Plan/GLAM-Wiki Conference Autumn 2012

GLAM Outreach and Events

£5,000

Budget responsibility: Daria Cybulska

Primary contact: Daria Cybulska

Extending the GLAM work through more local and national events. To include 2 local GLAMcamp-style events if possible.In 2012-13, apart from the events in Monmouth, this has been a budget that needed more activity. It is hoped with the extra capacity that this amount can easily be spent and encourage volunteer activity and growth.

Risk: That not enough volunteer come forward to organise and support these events.

For more information on 2013-14 plan, please see:

• 2013 Activity Plan/GLAM Outreach and Events

For background information, see:

• 2012_Activity_Plan/Outreach Events

UPDATE: Suggestions please to Jonathan Cardy.

GLAM Wikimedians in Residence

£30,000

Budget responsibility: Chief Executive

Primary contact: Daria Cybulska

We have begun to part-fund Wikimedian in Residence positions. The number of positions depends on negotiations with partner institutions about how a Wikimedian 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. This is the first year we are funding these projects in a formal way.

These posts build strong bridges with institutions and also act as a focus for community involvement and development.

Risks. There are many risks in such shared appointments, particularly of reputation and conflicts of interest. WMUK is putting in place contracts to protect both parties and the WiR themselves.

For more information on 2013-14 plan, please see:

• 2013 Activity Plan/GLAM Wikimedians in Residence

For background information, see:

• 2012_Activity_Plan/Wikipedians_in_Residence

GLAM Scotland

£21,000

Budget responsibility: Chief Executive

Primary contact: Daria Cybulska

We have strong hopes of continuing this work despite delays to implementation in 2012-13. There have been serious delays owing to re-organisations in the Scottish GLAM sector and people changing responsibilities - the planned year long Wikimedian in Residence has not been established. We will work on other options, funding a position to work with the Scottish cultural sector to develop links with the Wikipedian community in Scotland and its projects.

Risks - Continuing difficulties with the Scottish GLAM sector leas to more delays.

For more information on 2013-14 plan, please see:

• 2013 Activity Plan/GLAM Scotland

For background information, see:

• 2012_Activity_Plan/GLAM Scotland

UPDATE: Suggestions please to Jonathan Cardy.

Digitization

£8,000

Budget responsibility: Chief Executive

Primary contact: Richard Symonds?

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.

This has been a difficult budget to spend but increasing activity will lead to more opportunities.

For background information, see:

• 2012_Activity_Plan/Digitization

UPDATE: WMUK has decided that digitisation is often costly and should only be used in circumstances where the benefit is proven. UK institutions now have access to a central fund for digitisation. WMUK will not have special funding for this in next year's budget but will consider special circumstances.

World Wars I and II project

£20,000

Budget responsibility: CEO

Primary contact: Richard Symonds

Building on the achievements of 2012. 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. It will be expected that the fundholder will be the centre of initiatives to involve the community and develop participation.

Risks: That the institutional work overwhelms the work targeted at our mission.

For more information on 2013-14 plan, please see:

• 2013 Activity Plan/World Wars I and II project

For background information, see:

• 2012_Activity_Plan/World Wars I and II project

UPDATE: Our partner institution has been unable to commit to this project this year owing to being too stretched. We hope that this can happen next year but would still like to hold some related events. Suggestions please to Jonathan Cardy.

Education

Education organiser p/t

Total: £13,125 including 6% pension contribution from WMUK and Employer's National Insurance.

Budget responsibility: Chief Executive

Primary contact: Daria Cybulska

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. 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.

For background information, please see:

• Education Organiser job description and here

University outreach events

£8,000

Budget responsibility: CEO

Primary contact: Toni Sant with Education Committee.

Includes Freshers Fair stalls, Campus Ambassador training events, and other activity with staff & students, including associated volunteer expenses. 2012's programme was slow to take off but this remains a key area for the recruitment of editors and volunteers. Building on the work at Imperial college and Cambridge we hope to grow this activity next year.

Risk: not enough continuity between university year groups to keep the groups going.

For background information, see:

• 2012_Activity_Plan/University outreach events

UPDATE: All Universities contacted and database set up. Likelihood of around four societies being supported.

Schools conference

£12,000

Budget responsibility: Daria Cybulska

Primary contact: Toni Sant with Daria Cybulska

We will run a two-day EduWiki Conference 2013 raising awareness of the educational possibilities of Wikipedia and sister projects, and developing Wikimedia UK's academic engagement.

EduWiki Conference 2012 was a great success and we feel that the spin-offs have demonstrated the importance of such high-profile events.

Risks include low attendance, lack of stimulating content, lack of focus.

For more information on 2013-14 plan, please see:

• 2013 Activity Plan/Schools conference

For background information, see:

• 2012 Activity Plan/University conference

Jisc Wikimedia Ambassador

£15,000

Budget responsibility: Chief Executive

Primary contact: Daria Cybulska

We have placed what is in effect a Wikimedian in Residence with Jisc, called Jisc Wikimedia Ambassador, with the aim to to encourage a range of audiences (librarians, teachers, researchers and students) within learning and research to engage with Wikimedia UK and Wikimedia projects. The outputs of the project will be events, case studies and other documentation. It's a part funded post lasting approximately 9 months.

For more information on 2013-14 plan, please see:

• 2013 Activity Plan/Jisc Wikimedia Ambassador

Grants programme

Project grants

£20,000

Budget responsibility: Jon Davies

Primary contact: Grants Committee and Katie Chan.

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).

This has severely underspent this year but with our increasing outreach capacity this should be a problem solved in 2013-14. There is a big opportunity to expand the remit of the grants.

Risk: Unacceptable conflicts of interest. Funding either over or underestimates demand.

UPDATE: Suggestions please to Katie Chan as we are underspending on this budget and it offer good opportunities to improve content.

Travel grants

£20,000

Budget responsibility: Jon Davies

Primary contact: Grants Committee and Katie Chan

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. The choice of Hong Kong for Wikimania 2013 will put a strain on this budget. This budget was easily spent in 2012-13.

A preliminary breakdown might be:

Event	Month	Location	# of people	Amount/person	Amount	Notes
Chapters Conference	April	Milan	4	£500	£2000	For other chapter delegates
International Hackathon	May	Amsterdam	4	£500	£2000	For UK delegates
Wikisym + Wikimania	August	Hong Kong	2	£2000	£4000	Right before Wikimania
Wikimania	August	Hong Kong	5	£1500	£7500
Total					£15,500	£4,500 remaining for other events

UPDATE: There are still some resources in this budget.

WikiConference UK 2013

£5,200

Budget responsibility: Chief Executive

Primary contact: Daria Cybulska

Combining our Annual General Meeting with a series of presentations about the Wikimedia projects and chapter activities, following up on the success of our 2012 conference. Scheduled for Lincoln and hoping to extend over two days.

Risk: Overspending is a principal risk.

For background information, see:

• 2012 Activity Plan/WikiConference UK 2012

For budget estimate and plan for 2013, see:

• 2013 Activity Plan/WikiConference UK 2013

Wikimania 14 support from 2013/14 budget

£5,500

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. 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.

UPDATE: An extra £3,500 was added to this budget to offer administrative support to the Wikimania delivery team.

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 (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).

We recruit new staff members via a process of open advertisement, standardized application forms (which include declarations of interest and separate Equal Opportunity monitoring forms), and shortlisting and interviews, which are coordinated by our Chief Executive and are supervised by our Trustees.

(NB: the roles described here require substantial improvement to reflect what our staff are actually doing!)

For background information, see:

• 2012 Activity Plan/Admin Costs

UPDATE: The office space is changing in October to accommodate more desks which will allow more volunteer and visitor space.

Chief Executive

Total: £63,205 including 6% pension contribution from WMUK and Employer's National Insurance.

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.

For background information, please see:

• Chief Executive
• File:Chief Executive Advert.pdf
• File:Chief Executive Application Pack.pdf
• File:Chief Executive Chairs Letter.pdf

Office and Development Manager

Total: £29,781 including 6% pension contribution from WMUK and Employer's National Insurance.

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

For background information, please see:

• The job description at Office and Development Manager.

Programme Manager

Total: £29,781 including 6% pension contribution from WMUK and Employer's National Insurance.

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

For background information, please see:

• Programme Manager job description

Communications Organiser

Total: £33,447 including 6% pension contribution from WMUK and Employer's National Insurance.

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.

For background information, please see:

• Communications Organiser Job.

Fundraiser

Total: £31,614 including 6% pension contribution from WMUK and Employer's National Insurance.

Our Fundraiser has responsibility for our fundraising activities, including donor and membership relationships.

For background information, please see:

Fundraiser job description

Volunteer support organiser

Total: £25,000–29,000 including 6% pension contribution from WMUK and Employer's National Insurance. For budget purposes estimated at gross £27,500

This will be a new staff member, who will be responsible for working with the community to support our volunteer activities. (Katie Chan was appointed in March.)

There has been a great deal of support for this post. This holder would build on our current activities to create a UKwide 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.

Risk: That the postholder becomes swallowed by the enormity of the task. That the postholder does not gain support of the community.

For background information, please see:

• Volunteer Support Organiser job description

UPDATE: Since appointment Katie has completed a [of our Volunteer Strategy] and we plan to undertake a review of relationships with volunteers when we have a trustee whose lead issue this is.

Developer support

£50,000

Budget responsibility: c/o CEO

Primary contact: Tech Committee with support of Katherine Bavage

In the current financial climate continue to have two developer consultants to support our IT needs with a view to employing full time developers in 2014-15.

Risk - we cannot meet capacity for the tasks needing to be undertaken. Two contractors may not be able to cooperate. They leave at short notice to pursue more lucrative contracts.

• 2013_Activity_Plan/Developer_Support

Admin support officer

Total: £26,356 including 6% pension contribution from WMUK and Employer's National Insurance.

Primary contact: Richard Symonds

For background information, please see:

• Admin Support Officer job description

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.

UPDATE; This budget is likely to overspend this year but reflects the number of new staff with special needs.

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.

UPDATE; This budget will overspend owing to our decision to move from a monthly desk rental agreement to a more permanent space in which we will own our own furniture.

Governance

Board costs

£16,000

Budget responsibility: 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.

For background information, see:

• 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.

UPDATE" This budget will overspend owing to extra legal issues around some innovations e.g. partnership working arrangements with the Welsh Government and QRpedia.

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.

UPDATE; The review of progress on the Hudson Report is now underway from this budget.

Accountancy fees

£14,000

Budget responsibility: c/o CEO

Primary contact: CEO

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.

Risk: Low risk - trusted and internationally known accountants.

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.

UPDATE: A special print run was added for delegates to WIkimania Hong Kong

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: c/o CEO

Primary contact: Katherine Bavage with Tech Committee.

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.

UPDATE: This is on hold as not yet in a position for a complete migration. Being discussed by Tech Committee

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 £187k in reserves this year, most of which will come from our underspend in 2012/13. This is equivalent to three 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.

UPDATE: We anticipate underspend this year and so some of the money taken from reserves can be returned at year end.