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Grants:PEG/Cascadia Wikimedians User Group/4Q 2015 and CY2016 grant

statusFunded
Cascadia Wikimedians User Group/4Q 2015 and CY2016 grant
Funding for 4Q2015 items and some items that will extend through 4Q2016
targetEnglish Wikipedia, Wikimedia Commons, English Wikisource
strategic priorityImprove quality
start dateOctober 1
start year2015
end dateDecember 31
end year2016
budget (local currency)$6,765 USD
budget (USD)$6,765 USD
grant typeGroup
non-profit statusYes
creatorPine
contact(s)User:PineUser:Peaceray
organization• Cascadia Wikimedians User Group
created on01:34, 28 October 2015 (UTC)


GoalsEdit

  • GLAM and education outreach goals:
  • Develop relationships with the UW librarians, the Wing Luke Museum staff and volunteers, and other GLAM staff and volunteers particularly in the Seattle and Portland areas.
  • Increase the motivation and/or activity levels of existing Wikimedians, particularly in the Seattle and Portland areas.
  • Recruit and train new Wikimedia contributors at GLAMs and universities.
  • Camera goal:
  • The group's Sony a5000 camera will be used at least 4 times by members in 2016, and uploads will be tracked using a hidden category on Commons.
  • Fundraising goal
  • After 501c3 registration is complete, we will raise at least $10,000 in external funds and/or in-kind donations within 3 calendar years.
  • These funds may be used for supporting outreach and content creation activities, as well as for infrastructure and administration as needed. Expenditures from these funds may be budgeted when more specific income amounts and dates are known so that expenditures can be budgeted realistically.

PlanEdit

ActivitiesEdit

  • In 4Q2015 we are holding a 9-session series of editathons at the University of Washington
  • In 4Q2015 we will start our first formal membership registrations and we will hold board elections for next year
  • We are planning to shift at least some of our emphasis in 1Q2016 to local GLAMs that have established groups of volunteers, possibly using the GLAM Cafe model. We would like to grow the number of people who regularly participate in Wikimedia activities and further develop our human resource capacity; in the longer term we may have the capacity to sustain outreach efforts at both UW and Seattle-area GLAMs. We already held a GLAM event this quarter at the Wing Luke Museum of the Asian Pacific American Experience, which is a Smithsonian affiliate museum.
  • We will celebrate Wikipedia's birthday on January 15. Our current tentative plans are to hold a series of events in Portland on Saturday, Seattle on Sunday, and Vancouver B.C. on Monday.
  • In the longer term, we are considering outreach to Portland-area GLAMs and universities where previous Wikimedia events have occurred, and we are discussing possible outreach to the Gates Foundation in collaboration with the Wiki Project Med Foundation.
  • Legal and tax compliance matters, including registration as a Washington State charity and registration as a United States 501(c)(3) nonprofit.

ImpactEdit

Target readershipEdit

English Wikipedia, Wikimedia Commons, and possibly English Wikisource. We may expand to other languages depending on interest.

Fit with strategyEdit

What crucial thing will the project try to change or benefit in the Wikimedia movement? Please select the Wikimedia strategic priority(ies) that your project most directly aims to impact and explain how your project fits. Most projects fit all strategic priorites. However, we would like project managers to focus their efforts on impacting 1-2 strategic priorities. Examples of strategic priorities can be found at here.

  • Increasing quality through access to subject matter experts and materials at UW and GLAMs.

Measures of successEdit

Please provide a list of both quantitative and qualitative criteria that will be used determine how successful the project is. You will need to report on the success of the project according to these measures after the project is completed. See the PEG Program Resources for suggested measures of success. Note: In addition to your project-specific measures of success, you will also be asked to report on some Global Metrics at the end of your final report. Please keep this in mind as you plan, and we'll support you as you begin your project.

  • An average of at least 3 articles are created or improved per event held in fall quarter.
  • I believe that the actual average that we achieved is likely to be between 1 and 2 articles per event on average, including the event with the Wing Luke Museum which was especially successful.
  • At least 2 new, previously non-Wikipedian individuals become regular participants in Cascadia Wikimedians events in fall quarter.
  • I believe that we failed to achieve this.
  • Build relationships with the UW librarians in fall quarter.
  • I believe that we succeeded in doing this.
  • In winter quarter, have events (type and scale to be determined) to celebrate Wikipedia 15.
  • In winter quarter, qave at least 4 workshops or editathons with GLAM institutions, with a goal of training GLAM staff and volunteers using a "train-the-trainer" model.

Resources and risksEdit

ResourcesEdit

  • Human resources: board members and regular volunteers, several of whom have extensive nonprofit experience and/or experience with GLAM activities.
  • In-kind support from the University of Washington

RisksEdit

  • Insufficient support from volunteers and staff to execute plans
  • Suboptimal programs are planned for chosen metrics of success, such as editathons that fail to result in retention
  • Unexpected legal costs or delays in the 501(c)(3) registration process

BudgetEdit

Please provide a detailed breakdown of project expenses according to the instructions here. See Budget Guidelines. Grantees are subject to line-item scrutiny of expenses. Changes to the approved budget beyond 10% in any category must be approved in advance.

Project budget tableEdit

Please see this Google spreadsheet for additional details

Item description - - - - - - Total cost Notes
Startup expenses
IRS 501c3 registration $850.00 See http://www.irs.gov/Charities-&-Non-Profits/Form-1023:-Amount-of-User-Fee. Note that $850 fee is required for orgs that have "annual gross receipts have exceeded or will exceed $10,000 annually over a four-year period". We might be eligible for Form 1023EZ; the filing fee would still be $850
Attorney fees for reviewing bylaws $0.00 Not budgeted
Attorney or CPA preparation services for 501c3 registration $2,000.00 This is a maximum amount, per Garfield
Attorney/accountant fees for British Columbia registration $0.00 Not budgeted; may be pursued in 1st half of 2016
Camera: Sony A5000 $142.34 Already purchased. Includes lens. Price includes tax. For the sake of comparison, the lowest ebay price on 11/7/2015 is $203.81+tax=$223.17
Canon 32GB VIXIA HF R52 camcorder (Videos from events are frequent requests. This camcorder allows live streaming via wifi.) $492.70 Examples of likely uses: realtime video meetup via Google Hangouts on Wikipedia's 15th anniversary weekend with WMNYC; recording video for Pine's IEG video project (if that project is funded). Current price on B&HPhotoVideo.com
Memory card for camera and video recorder (Transcend 128 GB High Speed 10 UHS-3 Flash Memory Card) $65.65 Current price on Amazon, including tax. For use in camcorder and/or stills camera
Startup expenses subtotal: $3,550.68
Recurring general & administrative expenses. Note that some costs listed as registration costs above will not recurr, but in future years there will be annual costs for licenses and registrations
Business licenses and registrations
Seattle license (revenue <$20k) $55.00 For annual income <$20k.
Seattle B&O (revenue <$100k) $0.00 Requires annual filing
City of Portland & Multonmah County registration $0.00 Registration must be done but there is no fee
City of Portland & Multonmah County annual license $0.00 Annual exemption request required. Amt shown is for organizations with revenue <$50k
State of Washington nonprofit corporation renewal $10.00 Secretary of State: http://www.sos.wa.gov/corps/NonprofitCorporationsONLINEandpaperregistration.aspx
State of Washington charity license ($60 registration, $40 renewal) $60.00 This will allow us to solicit funds in Washington State.
State of Oregon charity registration $0.00 I thought I found a place where Oregon said $50 but I can't find it again, instead I see info about no registration fees but annual fees being due
State of Oregon annual fee (revenue >=$25k and <$50k: $25 annually after startup year) $0.00 $25 annually after first year if revenue is above $25k and below $50k
British Columbia license and registration costs $0 Not budgeted; may be pursued in 2nd half of 2015. Phone number to call to ask if registration is necessary: 1-866-705-1785
Website registration and hosting $0.00 Assumes continued services from our existing provider
Website design $0.00 Not budgeted; may ask for volunteers to do this or may incorporate into other budgeted hours
Accounting software (online): Xero (15 months, October 2015-December 2016) $147.83 $9 (plus tax) per month, for accounting for up to 5 bills and 20 transactions per month
Reimbursing Pine for Xero costs not covered by WMDC grant (through September 2015) $67.15
Sales tax on Xero costs through September 2015 not covered by WMDC grant (payment due in early 2016) $20.52
Phone service: Google Voice $0.00
Registered agent $0.00 Services donated by Patty Henry; estimated cost for paid service $150 per 12 months
Event signage, business cards for board/officers/volunteers, office supplies, and printing costs $50.00
General Liability insurance applicable to US; 2-year costs included here due to starting insurance in October and cycling ever 12 months $500.00 In the State of Washington, general liability insurance above certain thresholds also provides some protection to volunteers in their individual capacities
Officers & Directors Liability insurance applicable to US; 15-month estimate $0.00 Currently not budgeted. We will likely need this once we have any paid employees, including temp employees and interns.
General Liability insurance applicable to Canada $0.00 Covered by General Liability policy purchased above
Officers & Directors Liability insurance applicable to Canada; 15-month estimate $0.00 Currently not budgeted. We will likely need this once we have any paid employees, including temp employees and interns.
Commercial automobile insurance $0.00 Paid individuals must not drive on the clock; volunteers must not drive
on behalf of CWUG on a regular basis. The use of public
transportation is ok. Volunteers should see their personal auto policies for information about their coverage
Office space and post office box
Bellevue / Seattle Impact HUB
Monthly fee ($25 per month starting November 2015; 14-month expense shown here which inludes a single $21 expenditure in October 2015) $371.00 Gets us a legal registered business address, access to meeting space, and access to gigabit internet that we can use for live video meetings and/or large file transfers.
Monthly mailbox fee: $25 - 40% discount = $15; can be canceled or changed $15.00 Single expense shown here for October 2015; starting in November this service is donated by Patty Henry who is letting us have our mail delivered to her business P.O. box
Retro payments to Pine for months not funded by WMDC, through Sept (WMDC paid Feb and March) $216.00
Annual tax preparation services $0.00 Straightforward 990-N IRS form with revenue under $50k,
local forms also straightforward.
Background checks for board members and staff: http://www.hirerightexpress.com/express/Background-Check-Services/default.aspx $382.98 $153.20 Per our bylaws, these will be done once every three years per person. If there is turnover in officers at the end of 2016 (for the start of the 2017 term) then the new people will need background checks; we're not budgeting for any new checks at this time but they might be needed. Addendum: per Siko, WMF will fund checks only for the 2 individuals who have access to the bank account
President, vice president, secretary, treasurer, and executive director: $69.95+tax each
Costs for shipping camera and camcorder between Seattle and Portland, including shipping insurance $50.00 For use in Portland-area events in case no one from Seattle travels to a Portland event, but the camera or camcorder would be useful in Portland
Camera insurance $0.00 Not budgeted; see email sent to the Treasuers list with general outline of premiums and deductables
Annual Meeting: venue and snacks budget; excludes any travel expenses $0.00 not budgeted
Recurring general & administrative expesnses subtotal: $1,945.47 $1715.69
Programmatic and travel costs
Food, snacks, beverages, and event expenses budget (excluding travel) $50 To be allocated between British Columbia, Washington State and Oregon for Wikipedia 15 birthday cake, party supplies, etc. We can request supplemental budgets if we get larger events and/or want to have more events
December holiday event with TA3M (they paid 100% of the cost in 2014. However, the TA3M mailing list seems to have gone offline in the past month, so if they won't join us then we may downscale the end-of-year event to a Wikipedia event with lightning talks, and adjust the budget downward accordingly.) $200.00 The costs listed here exclude reimbursable travel costs that are budgeted elsewhere
Wiknic ($8 per person * 20 people in Seattle; $8 per person * 10 people in Portland) $0 Not funded in fall quarter 2015; may fund in a future quarter
UW events snacks: estimate $1.50 per person * 8 people per event (cancelled funding for this due to the delays in the budget process) $0.00
Seattle Undergound Tour: $18 per adult ticket * 8 participants $0 Not funded in fall quarter 2015; may fund in a future quarter
Edit-a-thons and photography events (possibly themed, such as gendergap-themed per WMSE's blog post):
6 events * 10 people per event * $6 per person") $0 Not funded in fall quarter 2015; may fund in a future quarter
Event expenses for caretaking of dependents $0 Not funded in fall quarter 2015; may fund in a future quarter
Certificates & certificate printing for UW event participants $30.00
"Barnstar" paper punch for certificates (reimbursing Pine, who got a good deal on an elaborate one at a thrift store) $4.37 Includes tax
Wiki Loves Pride events in Portland $0.00 Not funded in fall quarter 2015; may fund in a future quarter
ArtAndFeminism events in Portland $0.00 Not funded in fall quarter 2015; may fund in a future quarter
Feminism+Wikipedia edit-a-thon at UW in Seattle $0.00 Not funded in fall quarter 2015; may fund in a future quarter
Press passes for Ballard Locks tour $0.00 Not funded in fall quarter 2015; may fund in a future quarter
GLAM events
Museum passes, such as for the Museum of Flight and Seattle Asian Art Museum $0.00 Not funded in fall quarter 2015; may fund in a future quarter
Transportation and travel
Bus fares, tolls and parking fees $300.00 See bylaws for reimbursement and expense policies.
Long-distance trips (primarily between Seattle, Portland, Pullman, and Vancouver BC) $300.00 For train, BoltBus, or similar fare and/or milage reimbursement; includes lodging reimbursement if needed
Member scholarships for overnight accomodations at distant events $0.00 Money may be divided between WikiConference USA and Wikimania events, and may be 100% or 50% sponsorships, at the discretion of the Board or the Board Program Committee.
Wikimania: estimate $1500 all-expenses cost (flight, hotel, per diem) per person
WikiConference USA: estimate $1400 all-expenses cost (flight, hotel, per diem) per person
Wikimedia Conference: paid by WMDE/WMF $0.00
Programmatic and travel expenses subtotal $884.37
Administration, management and support expenses
Google Apps subscription $0 Not budgeted. Google Apps will become free for us once we successfully are set up with Google for Nonprofits, which requires a successful 501(c)(3) registration
Administration, management and support expenses subtotal $0.00
Reserve (10% of combined subtotals) and actual reserve received $638.05 $615.07 requested, $614.26 received The amount actually disbursed to us was $6765.00. We are adjusting the reserve amount so that the line items add up to the amount actually disbursed. This change was approved by User:KHarold (WMF)
Total budget request $7018.58 $6765.81
Amount received $6765.00

Total cost of projectEdit

  • $6765.81 USD

Total amount requestedEdit

Total amount requested from the Project and Event Grants Program.

  • $6765.81 USD

Additional sources of revenueEdit

Additional sources of revenue, other than the Project and Event Grants Program, that may fund part of this project, and amounts funded.

  • None; part of this grant includes reimbursing Pine for costs expended to date this year that have not been reimbursed through any grants program

Non-financial requirementsEdit

See a description of non financial assistance available. Please inform the Wikimedia Foundation (WMF) of any requirements for non-financial assistance now.

  • Assistance with locating a qualified attorney to handle our 501(c)(3) application at no more than the cost that is funded in this budget
  • Assistance with identifying opportunities that offer the best return on investment for our time and capacity

DiscussionEdit

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