2013 Activity Plan

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: £10,000

Budget responsibility: Mike Peel

Primary contact: Mike Peel

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

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

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

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

• 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.

Wikimedia Chapters Association

Amount: £0

Budget responsibility: Board

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 are unable at the moment to anticipate whether any spending will need to come directly from chapters.

The risk to WMUK is therefore only one of association should its mission fail.

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.

Train the Trainers Programme

£19,420

Budget responsibility: Doug Taylor & Martin Poulter

Primary contact: Daria Cybulska

A programme of creating quality trainers to support our activities.

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

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 Background information, please see:

• 2012 Activity Plan/Train the Trainers

Virtual Learning Environment

£2,000

Budget responsibility: Doug Taylor & Martin Poulter

Primary contact: Doug Taylor and 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.

Outreach merchandise & publications

£5,000

Budget responsibility: Daria Cybulska

Primary contact: Daria Cybulska

This covers everything from "Introduction to Wikipedia" booklets, mugs, and t-shirts to pin badges and Wikipedia cakes. This type of material is essential for our programmes, and a general supply is held in the office. The aim should be to source merchandise that is of good quality, so that we can avoid importing material. Having this sourced locally means that we do not have to carry a large stock.

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.

Wicipedia Cymraeg

£10,000

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. 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 governement and GLAM sector. We belive this funding is crucial to developing the work of the current volunteers and creating a new generation of Welsh based editors on both Wikimedia.en and Wicipedia Cymraeg. In addition a wealth of material is likely to be released under open licence.

Risks: That the small community become overwhelmed.

Extended Reach programme

£10,000

Budget responsibility: Doug Taylor

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 background information, see:

• 2012_Activity_Plan/Extended_Reach_programme

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.

GLAM Conference

£20,000

Budget responsibility: John Byrne

Primary contact: Daria Cybulska

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 devlopment 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.

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. 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 background information, see:

• 2012_Activity_Plan/Outreach Events

GLAM Wikipedians in Residence

£30,000

Budget responsibility: Chief Executive

Primary contact: Daria Cybulska

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.

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 . Risks particularly of reputation and conflicts of interest. WMUK is putting in place contracts to protect both parties and the WiR themselves.

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. There have been serious delays owing to re-organisations in the Scottish GLAM sector and people changing responsibilities.

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.

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

For background information, see:

• 2012_Activity_Plan/GLAM Scotland

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

World Wars I and II project

£20,000

Budget responsibility: Chris Keating

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 background information, see:

• 2012_Activity_Plan/World Wars I and II project

Education

Education 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)

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

£8,000

Budget responsibility: Doug Taylor with Martin Poulter

Primary contact: Doug Taylor with 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. 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

Schools conference

£12,000

Budget responsibility: Doug Taylor with Martin Poulter

Primary contact: Daria Cybulska

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. Last year was a great success and we feel that the spin=offs have demonstrated the importance of such high-profile events. This will build on the work we have been doing around Digital Disruption.

Risk - not enough delegates to justify expense. Organisational burden can be quite heavy on office and volunteers.

For background information, see:

• 2012_Activity_Plan/University conference

Grants programme

Project grants

£20,000

Budget responsibility: Jon Davies

Primary contact: Grants Committee

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).

This has serveley underspnt 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.

Travel grants

£20,000

Budget responsibility: Jon Davies

Primary contact: Grants Committee

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

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 draft budget plan for 2013, see:

• 2013 Activity Plan/WikiConference UK 2013

Wikimania 2014 support

£2,000

Budget responsibility: Chief Executive

Primary contact: Chief Executive

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

Office

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

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

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

The cost of these employees as described below includes the salary, employer National Insurance (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

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. They will be appointed circa February 2013.

There has been a great deal of support for this post. Ths 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.

Developer support

£50,000

Budget responsibility: Mike Peel

Primary contact: Tech Committee

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

Salary + payroll costs

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

Line manager

Richard Symonds

In line with 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.

Office equipment and supplies

£14,000

Budget responsibility: Chief Executive

Primary contact: Office & Development Manager

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

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

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

Governance

Board costs

£16,000

Budget responsibility: Mike Peel & Chief Executive

Primary contact: Chief Executive

This budget covers:

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

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

Operations

Legal fees

£5,000

Budget responsibility: Chief Executive

Primary contact: Chief Executive

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

Project management

£10,000

Budget responsibility: Chief Executive

Primary contact: Chief Executive

This will cover costs towards establishing a proper system of project and program management. It will also cover consultancy costs, governance support and HR support.

Accountancy fees

£9,000

Budget responsibility: John Byrne

Primary contact: Chief Executive

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

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.

Insurance

£3,200

Budget responsibility: Secretary for Trustee Indemnity. Chief Executive for all others.

Primary contact: Chief Executive

This is to cover three items:

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

Server

£2,000

Budget responsibility: Doug Taylor

Primary contact: Doug Taylor or Katherine Bavage

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

Fundraising costs

£28,405

Budget responsibility: Chief Executive

Primary contact: Katherine Bavage

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

Financial planning

Contingency

£15,000

Budget responsibility: Board & Chief Executive

Primary contact: Chief Executive

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

Reserves

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

We plan to hold £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.