2013 Activity Plan

This plan is currently being drafted. Comments on this draft are most welcome, please post them on the discussion page. Proposals for new activities are welcome at the Ideas page.

This page sets out Wikimedia UK's 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 detailed description of what those budget lines incorporate; the responsible individuals, committees or staff/board delegations; and the the timetable for its implementation, any risks in achieving it and the anticipated costs. It will be updated throughout the year to reflect the current situation.

Income

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

1. Regular gifts from pre-existing direct debit mandates: £250,000
2. Global Wikimedia fundraising donations, including:
   1. One-off donations: £???
   2. New regular donations via direct debits: £???
   3. Total expected from both elements: £1,400,000 (see 2012 Fundraiser).
3. Gift aid: 25% of eligible donations, current estimate is that X% of donations will be eligible, so 25%*X%*£1,680,000
4. Donations in kind: to be calculated
5. Membership subscriptions: £2,500
6. Interest income: £3,000

The total estimate of incoming funds is £???

Expenditure

International Programmes

International Wikimedia movement grant

Amount: Circa £700,000

Budget responsibility: Board

The Board will provide grants that further the international Wikimedia movement's goals. This will principally comprise of a grant to the Wikimedia Foundation (WMF) towards the activities that the WMF is planning to undertake that are charitable under UK law. In particular, this will help support the cost of the servers and operational technical resources which keep Wikipedia and the other Wikimedia Foundation-operated projects running; the growth of the Wikimedia movement and community in countries that do not yet have Wikimedia chapters; and any other activities of the Wikimedia Foundation. The grant may also include providing funds to other Wikimedia organisations as appropriate.

The Board will take into account the recommendations of the Wikimedia Funds Dissemination Committee (FDC) when determining the size of this grant budget and the organisations that the funds will be granted to.

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

• 2012 Activity Plan/Grant to Wikimedia Foundation
• The letter of agreement between WMUK and WMF <WMUK or WMF office to insert link to the agreement here>

Toolserver

Amount: £10,000

Budget responsibility: Board

We will 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.

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

• 2012 Activity Plan/Toolserver.

Europeana mass upload tool project

Amount: £80,000 (estimate based on €100,000)

Budget responsibility: Board

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. Ashley Van Haeften 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.

Wikimedia Chapters Association

Amount: £35,000

Budget responsibility: Board

We will provide financial support to, and be a member of, the Wikimedia Chapters Association (WCA). This body exists to support and coordinate the collaborative work of the Wikimedia chapters, to encourage, support and quantify the professional development of the Wikimedia chapters; and to coordinate and disseminate the shared views of the Wikimedia chapters. This financial year will see the establishment of the organisation, which will include employing staff and establishing an office or registered address. We will provide a pro rata contribution to the organisation's budget that takes into account our financial situation within the Wikimedia movement.

We note that the required budget of the WCA has not yet been quantified. As such, the amount allocated here represents our best estimate of the funds that we will be expected to contribute; this amount may vary depending on the final expectations of the WCA once the organisation's budget has been established.

Staff

Amount: £287828

Budget responsibility: Board for CE; CE for other staff

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).

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!)

Chief Executive

Salary: £???

NI contributions: £???

Pension contributions: £???

Total: £63,205

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

Salary: £???

NI contributions: £???

Pension contributions: £???

Total: £29,781

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.

Events Organiser

Salary: £???

NI contributions: £???

Pension contributions: £???

Total: £29,781

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

For background information, please see:

• Events Organiser job description

Communications Organiser

Salary: £???

NI contributions: £???

Pension contributions: £???

Total: £33,447

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

Salary: £???

NI contributions: £???

Pension contributions: £???

Total: £31,614

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

For background information, please see:

Fundraiser job description

Volunteer support organiser

Salary: £???

NI contributions: £???

Pension contributions: £???

Total: £29,000–34,000

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 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.

Education organiser

Salary: £???

NI contributions: £???

Pension contributions: £???

Total: £30,000

This will be a new staff member, who will be responsible for organising our educational 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.

Developer

Salary + payroll costs

£35,891

Responsibility: Mike Peel with support of office

Development budget

£10,000

To support work on software development by the wider community.

Responsibility: Developer.

Office rent

Amount: £25,920

Budget responsibility: Board

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 desk in our office costs £270 per month, or £3240 per year. We are currently budgeting for 8 desks, which sums to £25,920.

Staff Travel

Amount: £6,000

Budget responsibility: Chief Executive

This budget comprises an average of £750 per staff member. This covers:

• Attendance for 2 staff members at Wikimania
• Attendance of the CE at the annual Chapters meeting
• Visits for (N?) staff members to the Wikimedia Foundation
• Visits for (N?) staff members to Wikimedia chapter offices
• Travel for staff members to attend Wikimedia board meetings
• Travel for staff members to attend WMUK-organised events

(MP - there's no way that this budget can cover our staff travel as it currently stands - it needs to be significantly increased!)

Staff Training

Amount: £4,000

Budget responsibility: Chief Executive

This budget line comprises of an average of £500 per staff member to train our staff to best fulfil their roles. This may include such activities as CiviCRM training; media relations training; etc.

(MP - this should probably be increased.)

Office supplies

Amount: £4,000

Budget responsibility: Chief Executive

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
• Shared IT resources (such as printers and scanners, including appropriate consumables)
• Stationary

General outreach

Volunteer equipment

(Split from 'office supplies'

Amount: £2,000

Budget responsibility: Chief Executive

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

Train the Trainers Programme

£30,000

See 2012 Activity Plan/Train the Trainers

Budget responsibility: by Doug Taylor with Martin Poulter

A programme of creating quality trainers to support our activities.

The CE is proposing a significant increase in this budget to enable capacity building.

Virtual Learning Environment

£10,000

a Virtual Learning Environment to support the learning and contractors able to deliver training packages to institutions.

Outreach merchandise & publications

£6,000

See 2012 Activity Plan/Outreach merchandise & publications

Budget responsibility: office.

Covers everything from "Introduction to Wikipedia" booklets to pin badges and Wikipedia cakes. This type of material is essential for a number of programmes. We have been able to source merchandise that is of sufficient quality that we can avoid importing material. Having this sourced locally means that we do not have to carry a large stock but we can re-order just in time. The office would like to know what you think would be useful.

Wicipedia Cymraeg

£10,000

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

Extended Reach programme

£20,000

See 2012_Activity_Plan/Extended_Reach_programme

Budget responsibility: Board and office.

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

Cultural sector (GLAM)

Technical development to support cultural outreach (GLAM metrics)

£20,000

Budget responsibility: the Board.

See International section above.

GLAM Conference

£25,000

See 2012_Activity_Plan/GLAM-Wiki Conference Autumn 2012

Budget responsibility: Fae.

GLAM outreach

GLAM Events

£10,000

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

See 2012_Activity_Plan/Outreach Events

Budget responsibility: Fae.

Wikipedians in Residence

£90,000

See 2012_Activity_Plan/Wikipedians_in_Residence

Budget responsibility: Fae.

We will part-fund Wikipedian in Residence positions. The number of positions will depend on negotiations with partner institutions about how a Wikipedian in Residence fits with their organisation and how much funding they will make available.

GLAM Scotland

£21,000

Strong hopes of continuing this work despite delays to implementation in 2012.

See 2012_Activity_Plan/GLAM Scotland

Budget responsibility: Fae.

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

£20,000

See 2012_Activity_Plan/Digitization

Budget responsibility: Fae.

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 4,000 culturally significant media files uploaded to Wikimedia Commons in 2012.

World Wars I and II project

£10,000

See 2012_Activity_Plan/World Wars I and II project

Budget responsibility: Chris Keating.

Building on the achievements of 2012.

Education

University outreach events

£20,000

See 2012_Activity_Plan/University outreach events

Budget responsibility: Martin Poulter.

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.

Schools conference

£12,000

See 2012_Activity_Plan/University conference 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

£25,000

See 2012 Activity Plan/Project grants

Budget responsibility: Mike Peel with office support.

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 costal paths in many language Wikipedias).

Travel grants

£30,000

See 2012_Activity_Plan/Travel grants and 2012 Travel Grants budget

Budget responsibility: Mike Peel with office support.

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 breakdown of this budget is at 2012 Travel Grants budget

WikiConference UK 2013

£5,000

See 2012 Activity Plan/WikiConference UK 2012

Budget responsibility: TBA

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.

Wikimania 2014 bid

£40,000

Financial support for a London bid. The intention would be to provide the funding for the equivalent of one full time post and associated costs.

Administrative Costs

Read 2012 Activity Plan/Admin Costs

Board costs

£20,000

Budget responsibility: Mike Peel and CE.

The WMUK board's increase activities have led to an increase in travel and facility costs. This increase reflects that reality.

Legal fees

£5,000

Budget responsibility: Chief Executive.

This budget allows for any legal risks.

Project management

£40,000

This will cover consultancy and establishing the system of project and program management. This will be started from 2012's activity plan.

Accountancy fees

£10,000

Budget responsibility: 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.

Annual Report

£3,000

Budget responsibility: Jon Davies with communications organiser.

This decreased budget reflects the real costs from last year.

Insurance

£1,400

Slight increase to reflect increase in size of organisation.

Budget responsibility: Chief Executive.

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

Fundraising costs

£50,000

Budget responsibility: Chris Keating.

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.

"Payment processing and fundraising costs (includes fundraiser post): (£82,000)"

Contingency

£15,000

Budget responsibility: Board with Chief Executive.

This general contingency is to allow for other miscellaneous costs such as Public Policy work we have to incur.

Reserves

Reserve Requirement - £250,000

This is a provisional amount which will depend on the final shape of the plan. The aim is to ensure continuity and that the Charity is protected should there be a financial catastrophe with the fundraiser.