Grants:PEG/UG US-CWUG/2015 Annual Plan
Goal edit
Mission statement
(adapted from the Wikimedia Foundation):
Cascadia Wikimedians User Group "is a nonprofit charitable organization dedicated to encouraging the growth, development and distribution of free, multilingual, educational content" in partnership with mission-aligned organizations in Oregon, Washington, and British Columbia.
Strategic goals
1. Increase the quality, quantity, and diversity of content related to Cascadia that is available on Wikimedia and other open source projects.
2. Foster participation in Wikimedia and other open source and open data communities by people, businesses, charities, educational institutions, and government agencies.
3. Promote the use of open source, open data, and open government resources.
4. Support civil liberties, privacy, information security, and well-informed civic engagement.
2015 goals
See the "Measures of success" section below
Plan edit
Activities edit
2015 Calendar
Taken from the "2015 Calendar of projects and events-v3", in this Google Sheets spreadsheet. Some formatting was lost in the conversion from Google Sheets to MediaWiki. Important note: as opportunities and circumstances change, the calendar may be adjusted. We need to be opportunistic and adaptable.
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January |
Initial board approvals of bylaws and Annual Plan (board 1st quarter meeting) |
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Submit grant request to WMF for Annual Plan funding |
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Establish trademark agreement with WMF |
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Establish website agreement with Top Level Design |
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Set up Google Voice |
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Board meetings: UW Seattle and Mercer Island Library |
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February |
Start Impact HUB presence: rent & mailbox |
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Note one day free trial offer: http://www.impacthubseattle.com/trial |
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Registred agent annual fee |
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Startup expenses: registration, licenses, bank account, etc |
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Start Xero subscription |
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"I love to you" critical feminist edit-a-thon at UW Seattle, preceeded by workshop |
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Independently organized. Financial support from WMDC |
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Art+Feminism editathon in Portland |
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Editathon in Vancouver BC |
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March |
IRS Employer Identification Number (EIN) and other registration |
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Cotract for logo design |
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Set up website |
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Set up social media presence (Twitter/Facebook) |
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Business cards |
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ArtAndFeminism event in Portland? (to complement Seattle feminism event in February) |
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Board deliberations about revised annual plan and budget |
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Submit revised annual plan and budget to GAC/PEG |
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General meetings: Bothell and Bellevue |
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April |
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Meetings: Privacy/security editathon with TA3M in Seattle at Montlake Library; labor/feminist ediathon at UW Seattle |
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Community Data Science Workshop (CDSW) co-social/networking |
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May |
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Ongoing work: editing workshops, edit-a-thons, GLAM/research/medicine/education partnership formation | |
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Start D&O insurance |
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Board to approve travel policy |
Program Committee to develop a scoring system for travel scholarships | |
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Board to finalize bylaws |
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Event signage and pamphlets |
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Board Program Committee 2nd quarter meeting: summer programs planning; |
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Scholarship applications open for Cascadians for WikiConference USA and Wikimania |
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Seattle Underground tour and photography event, hopefully with press-level access |
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Start 501(c) registration with IRS |
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501(c)(3) preparation expesnses (estimated) |
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Background checks for directors and officers |
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Meetings: (1) event in Seattle with childcare offered [1 of 4], (2) general meeting on the eastside |
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Community Data Science Workshop (CDSW)? |
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June |
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Ongoing work: editing workshops, edit-a-thons, GLAM/research/medicine/education partnership formation | |
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Wiki Loves Pride in Portland |
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Meetings: Seattle Ballard Locks tour and photography event, hopefully with press-level access |
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Scholarship selection announcements for Wikiconference USA and Wikimania |
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July |
Meetings: Wiknic in Seattle and Portland |
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Ongoing work: editing workshops, edit-a-thons, GLAM/research/medicine/education partnership formation | |
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Wikimania (scholarship expenditures) |
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"Summer of Monuments" photography competition and edit-a-thon event part 1 |
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Semi-annual Board Finance Committee review of expenses, bookkeeping, and budget forecast |
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August |
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Ongoing work: editing workshops, edit-a-thons, GLAM/research/medicine/education partnership formation | |
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WikiConference USA (scholarship expenditures) |
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Members' "Annual Meeting"; full Board 3rd quarter meeting: awards selection, pre-Annual Plan meeting, Board elections; childcare offered [2 of 4] | ||
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"Summer of Monuments" photography competition and edit-a-thon event part 2 |
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One editing-focussed event in Seattle or eastside |
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September |
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Ongoing work: editing workshops, edit-a-thons, GLAM/research/medicine/education partnership formation | |
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"Summer of Monuments" photography competition and edit-a-thon event part 3 |
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Surveys of scholarship applicants and Cascadia Awards applicants |
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Board meeting: Start work on the Annual Plan for 2016, including discussion of making a bid to host Wikiconference USA |
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and discussion of expanded programming in Portland, Seattle and/or Vancouver BC areas next year; consider registration in Vancouver BC if that wasn't done this year |
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October |
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Ongoing work: editing workshops, edit-a-thons, GLAM/research/medicine/education partnership formation | |
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Program Committee selects winners of Summer of Monuments prizes |
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Start work on the Annual Plan for 2016, including discussion of making a bid to host Wikiconference USA |
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Board elections for next year |
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Community Data Science Workshop (CDSW) |
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sponsorship |
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One general meeting or editing-focused meeting on the eastside; childcare offered [3 of 4] |
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November |
Full Board 4th Quarter meeting in Seattle or eastside: finalize annual plan; certify board elections; officer elections for next year |
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Finish the Annual Plan for 2016 and submit it to WMF for grant approval |
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Discussions with Grants Advisory Committee about proposal for 2016 |
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Ongoing work: editing workshops, edit-a-thons, GLAM/research/medicine/education partnership formation |
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December |
Annual holiday event in Seattle with TA3M, with childcare offered [4 of 4] |
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President and Treasurer start to create the annual report for 2015 |
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President and Treasurer start to plan for WikiConference USA 2016 in Seattle |
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January 2016 |
President and Treasurer finish annual report; internal Board review followed by publication |
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Semi-annual Board Finance Committee review of expenses, bookkeeping, and budget forecast |
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Prior year tax filings |
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Ongoing work: editing workshops, edit-a-thons, GLAM/research/medicine/education partnership formation | |
Impact edit
Target readership edit
English Wikipedia and Wikimedia Commons, and we may consider work on other Wikimedia projects like Wikivoyage.
Fit with strategy edit
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.
- Increase participation
- Increase diversity
Measures of success edit
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.
2015 Goals taken from the Google sheet (goals version 3):
- Communications
- Establish a functional website
- Establish a Twitter account
- Establish a Facebook account
- GLAM, education, and research partnerships
- Contact potential GLAM, education, or research partners in Oregon and Washington States
- Establishing at least 2 GLAM, education, or research partnerships in Oregon and Washington States (likely candidates: UW Research Commons; Portland Art Museum / Crumpacker Family Library
- FOSS partnerships
- Monetary and/or in-kind support for at least 2 FOSS programs in Cascadia
- TA3M
- Community Data Science Workshops
- Edit-a-thons and editing workshops, including themed events
- At least 100 users participate during the year who have 0 to 10 edits previously on Wikimedia projects (Related global metrics: Number of newly registered users; Number of individuals involved)
- At least 5 staff members of GLAM, education, and/or research institutions receive training and make use of that information more than 3 months later (Global metrics: Number of newly registered users; Number of individuals involved; Learning question: "Did your work increase the motivation of contributors, and how do you know?")
- At least 20 new articles or their equivalents are created on any Wikimedia project during the course of the year (Global metric: articles created or improved)
- At least 5,000 bytes are added or removed from Wikimedia projects (Global metric: Number of bytes added and removed from Wikimedia projects)
- Wikimetrics is used to track more than 75% of new accounts from editing workshops and edit-a-thons
- Possible subjects: http://cascadia.wiki/List_of_Cascadia_topics
- Photo events
- At least 200 photos are uploaded to Wikimedia Commons for Summer of Monuments by people who are associated with Cascadia Wikimedians User Group: (Global metric: images or media used in Wikimedia projects)
- Travel
- Wikimania and Wikiconference USA scholarships
- At least 5 people apply for scholarships
- Scholarship announcements are made in a timely manner so that recipients can make travel plans for conferences with adequate schedule margin
- Travel and accommodations arrangements are made in a timely manner so that recipients can make travel plans for conferences with adequate schedule margin
- Feedback about the scholarship process is generally favorable (measured by a survey of applicants and/or an open survey)
- Membership
- The number of Cascadians who participate in a Cascadia-affiliated activity (including online participation) is 20 or more during the second half of 2015.
- 20% or more of these participants are women
- Financial and legal
- Successful incorporation and charity registration in Washington
- Successful charity registration in Oregon
- Obtain general liability and D&O insurance
- All funds are accounted for at the end of 2015.
- The Wikimedia Foundation finds no unresolved legal or financial compliance shortcomings that are unresolved by the end of 2015
- No overdraft or late fees are incurred in 2015
- The annual plan for 2016 is approved by Cascadia's Board and the Wikimedia Foundation by the end of the first week of December 2015
- Volunteerism
- 200 tracked volunteer hours by Cascadians, donated to the user group or aligned with our strategic goals
- Governance
- Election results for next year's board are ratified by the end of November 2015
- Officers are elected for next year by the end of November 2015
- The full board meets at least twice in 2015
- Diversity
- At least 6 diversity-themed events or projects
- Identify content gaps with respect to diversity in Cascadia
Resources and risks edit
Resources edit
Major resource requirements:
- Continued active and thoughtful participation from Board members and volunteers
- Cooperation from local institutional partners
Sourcing and onboarding two skilled people for temporary part-time outreach positionsStruck from later versions of the plan- Financial resources
Risks edit
- Decrease in Board member, volunteer, or staff activity
- Internal conflict
Inability to source and onboard two people who are appropriate for the temporary part-time outreach positionsStruck from later versions of the plan- Lack of financial resources
Budget edit
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 table edit
| Table which is not wiki-fied |
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Please see the "2015 expenditures-v3" tab in this Google Sheet. The information below is only a summary. The information on Google Docs shows the budget in detail, including comparisons to other versions of the budget and providing some explanations of line items.
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| category | description | cost | notes |
| startup | High-security checkbook | 35 | from bank |
| startup | city of Seattle license | 110 | from state government, price for income < 20,000 |
| startup | city of Kirkland registration | 50 | due to events at Kirkland library |
| startup | Bellevue | 86 | It is likely that we will make use of Bellevue Impact HUB |
| startup | State of Washington business license | 19 | Department of Revenue: http://bls.dor.wa.gov/taxregistration.aspx |
| startup | State of Washington nonprofit corporation registration | 30 | Secretary of State: http://www.sos.wa.gov/corps/NonprofitCorporationsONLINEandpaperregistration.aspx |
| startup | State of Washington charity license | 60 | $60 registration, $40 renewal |
| startup | State of Washington charity license | 60 | $60 registration, $40 renewal |
| startup | Preparation services for 501c3 registration | 800 | mid-range estimate based on information from 2 websites |
| startup | IRS 501c3 registration | 850 | Based on projected revnue of >$10k over next 4 years |
| total | total for startup | 2045 | |
| annual | Accounting software (online): Xero | 360 | |
| annual | paper advertisements | 300 | Event signage, business cards for board/officers, office supplies, and printing costs |
| annual | insurance | 1500 | General Liability and Officers & Directors Liability insurance applicable to US |
| annual | office space for one year | 420 | $35/month*12 months, Bellevue / Seattle Impact HUB |
| annual | mailbox | 300 | monthly mailbox fee |
| annual | mailbox | 300 | monthly mailbox fee |
| annual | Background checks | 481 | for board members and staff: http://www.hirerightexpress.com/express/Background-Check-Services/default.aspx |
| annual | annual meeting | 200 | venue and snacks budget; excludes any travel expenses |
| total | total for annual expenses | 3561 | |
| special programs | December holiday event with TA3M | 200 | they paid 100% of the cost in 2014 |
| special programs | Wiknic | 240 | $8 per person * 20 people in Seattle; $8 per person * 10 people in Portland |
| special programs | Regular meetups | 275 | (editing or general/social/organizing): $2.50 per person * 10 people per event * 11 events |
| special programs | Seattle Underground Tour | 144 | $18 per adult ticket * 8 participants |
| special programs | Edit-a-thons and photography events | 360 | possibly themed, such as gendergap-themed per WMSE's blog post |
| special programs | Event expenses for caretaking of dependents | 600 | 4 events at 4 hours each; $150 per event for licensed and insured dependent care |
| special programs | Wiki Loves Pride events in Portland | 50 | |
| special programs | ArtAndFeminism events in Portland | 50 | |
| special programs | Museum passes, such as for the Museum of Flight and Seattle Asian Art Museum | 200 | |
| special programs | Community Data Science Workshops co-sponsorship | 150 | 2 annual events, $75 each |
| special programs | Bus fares | 180 | 3/fare * 2 ways * 30 trips |
| special programs | Toll and parking fee reimbursements | 180 | maximum combined reimbursement of $15 per event per car |
| special programs | Long-distance trips | 250 | primarily between Seattle, Portland, Pullman, and Vancouver BC, For train, BoltBus, or similar fare and/or mileage reimbursement |
| special programs | Member scholarships for overnight accommodations at distant events | 5800 | Money may be divided between WikiConference USA and Wikimania |
| special programs | summer of monuments | 500 | participation prizes |
| total | total for special programs | 9179 | |
| administration | part time staff person pay | 4500 | 25/hour, 180 hours till end of 2015 |
| administration | part time staff person taxes | 574 | Social Security, Medicare, unemployment, L&I |
| administration | Google Apps subscription | 45 | 5/month, 9 months |
| administration | reserve | 1990 | 10% of combined subtotals |
| total | total for administration | 7110 | |
| total | total for everything | 21896 | |
Total cost of project edit
$33,274.97- $21,896.33 under version 3 of the plan
Total amount requested edit
Total amount requested from the Project and Event Grants Program.
$33,244.97, although this may decrease by an amount up to $443 if we receive other funding in the near future. We have requested startup funds from Wikimedia DC, and one person has expressed interest in donating a small amount of funds to us in their personal capacity.
- $21,323.33 under version 3 of the plan
Additional sources of revenue edit
Additional sources of revenue, other than the Project and Event Grants Program, that may fund part of this project, and amounts funded.
- $443 from Wikimedia DC
- $100 private donation
- $30 membership dues
Non-financial requirements edit
See a description of non financial assistance available. Please inform the Wikimedia Foundation (WMF) of any requirements for non-financial assistance now.
Advice about sourcing people to fill two temporary part-time outreach positions would be appreciated.
- We have already signed a trademark agreement with WMF Legal.
- Cooperation in planning next year's WikiConference USA will be appreciated when we start to do that in the autumn.
Discussion edit
Community notification edit
You are responsible for notifying relevant communities of your proposal, so that they can help you! Depending on your project, notification may be most appropriate on a village pump, talkpage, mailing list. Please paste a link below to where the relevant communities have been notified of this proposal, and to any other relevant community discussions. Need notification tips?
- Repeated discussion on the CWUG mailing list and mentioned in meeting agenda items on en:Wikipedia:Meetup/Seattle. --Pine✉ 01:15, 29 January 2015 (UTC)
Endorsements edit
Do you think this project should be selected for a Project and Event Grant? Please add your name and rationale for endorsing this project in the list below. Other feedback, questions or concerns from community members are also highly valued, but please post them on the talk page of this proposal.
- I have been supporting the development of this application for years, perhaps since 2012, and am pleased with the proposals developed by those who would manage this grant. In my opinion the proposal is modest, emphasizes recognizing and promoting existing community engagement, and is likely to remove a lot of the unnecessary stress and tension which has historically been associated with leaving odd time commitments and burdens on volunteers for lack of funding. I follow the work of various Wikimedia community groups, including what happens in New York where I currently live, and in my opinion this grant is on par with what a Wikimedia community group like this has historically been able to manage. Based on hours of discussion to which dozens of people contributed, it is my opinion that this proposal is worth funding based on the likely impact and its relative value in comparison to other proposals which are granted. Blue Rasberry (talk) 00:13, 30 January 2015 (UTC)