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

Grant to Wikimedia Foundation

To be agreed. Likely to be in the region of £500,000

Budget responsibility: Board.

The Board will consider providing a grant to the Wikimedia Foundation towards those of their activities that are charitable under UK law. This will help support the cost of the servers which keep Wikipedia and the other Wikimedia Foundation projects running, as well as the other activities of the Wikimedia Foundation. Wikimedia is a global movement and Wikimedia UK also contributes, via the Foundation, towards the growth of the Wikimedia movement in the Global South.

The Board will consider the recommendation of the WMF's Funds Dissemination Committee when determining the size of the grant.

Toolserver

£10,000

See 2012 Activity Plan/Toolserver

Budget responsibility: Board.

We will supporting the Wikimedia Toolserver, run by Wikimedia Deutschland, which is widely used by the Wikimedia community to enable automated editing, statistics and other tools to keep Wikipedia running smoothly. Although this service may be taken over centrally by the Foundation, it has been shown that there will be a need for this valuable service for the next two years.

Europeana upload tool project

£80,000 estimate (€100,000)

Budget responsibility: Ashley Van Haeften Working in cooperation with other European chapters to conclude this project started in 2012.

Chapters Association

? £35,000 ?

We have signed-up to being members of the Chapters Association - a body to support and coordinate the work of the chapters. It will have staff and probably an office and we will be expected to make a contribution. This is very far from being calculated as there is currently no budget proposed but other chapters are anticipating a figure in line with their spending power ours might be in this area.

Staff

All recruitment is achieved through a process of open advertisement, standardised application forms (including declarations of interest and separate Equal Opportunity monitoring forms), and shortlisting and interviews conducted under strict equal opportunities guidelines under the supervision of the Chief Executive.

Budget responsibility: Board.

In 2013-14 the Chief Executive is suggesting a cost of living increase of a minimum of 2%. The following figures are gross, including Employer National Insurance and pension payments at 6% of base salary.

Chief Executive

Salary + payroll costs

£63,205

More details are at Chief Executive.

Office and development manager

Salary + payroll costs

£29,781

More details are at Office and Development Manager.

Events Organiser

Salary + payroll costs

£29,781

More details are at Events Organiser job description.

Communications

Salary + payroll costs

£33,447

More details are at Communications Organiser Job.

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.

Fundraiser

Salary + payroll costs

£31,614

Responsibility: Chief Executive

More details at Fundraiser job description

Volunteer support organiser

Salary + payroll costs

£30,000

A new post to work with the community to support volunteer activities. Exact role needs to be defined to fit in with existing staffing.

Education and training organiser

Salary + payroll costs

£30,000

A new post to support the growing education work and our Train the Trainers programme. Exact role needs to be defined to fit in with existing staffing.

General outreach

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.

Office rent

£25,920

Budget responsibility: Chief Executive.

With the recruitment of permanent staff we have established an office in Old Street, central London. These costs are based on room for up to eight staff/volunteers/visitors at any one time.

Office equipment, stationery etc.

£6,000

Budget responsibility: Chief Executive.

The costs of running the office and providing good quality equipment based on the needs of the staff. In addition providing equipment that volunteers and visitors can use when visiting the office or attending events.

Staff Travel

£6,000

Budget responsibility: Chief Executive. To reflect the increased number of staff and the increasing number of events.

Staff Training

£4,000

Not included in last year's budget.

Budget responsibility: Chief Executive.

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 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.