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Grants:PEG/UG US-CWUG/2015 Annual Plan

statusNot funded
UG US-CWUG/2015 Annual Plan
Annual plan grant request for 2015.
targetEnglish Wikipedia, Wikimedia Commons, and possibly others
strategic priorityIncrease participation
start dateMarch 15
start year2015
end dateDecember 31
end year2015
budget (local currency)$21,896.33 USD
budget (USD)$21,896.33 USD
grant typeOrganization
non-profit statusYes
creatorPine
contact(s)• User:Pine• User:Peaceray
organization• Cascadia Wikimedians User Group
created on01:14, 29 January 2015 (UTC)


GoalEdit

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

PlanEdit

ActivitiesEdit

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.

January

Initial board approvals of bylaws and Annual Plan (board 1st quarter meeting)

 

 

 

Submit grant request to WMF for Annual Plan funding

 

 

 

Establish trademark agreement with WMF

 

 

 

Establish website agreement with Top Level Design

 

 


Set up Google Voice

 

 


Board meetings: UW Seattle and Mercer Island Library

 

 

 

 

 

February

Start Impact HUB presence: rent & mailbox

 

Note one day free trial offer: http://www.impacthubseattle.com/trial

 

Registred agent annual fee

 

 


Startup expenses: registration, licenses, bank account, etc

 



Start Xero subscription

 


 

"I love to you" critical feminist edit-a-thon at UW Seattle, preceeded by workshop

 

Independently organized. Financial support from WMDC

 

Art+Feminism editathon in Portland

 

 

Editathon in Vancouver BC

 

 



 

March

IRS Employer Identification Number (EIN) and other registration

 

 

 

Cotract for logo design

 

 

 

Set up website

 

 

 

Set up social media presence (Twitter/Facebook)

 

 

 

Awards Policy to be drafted and approved by the Board

 

 

 

Business cards

 


ArtAndFeminism event in Portland? (to complement Seattle feminism event in February)

 


 

Board deliberations about revised annual plan and budget

 

 

 

Submit revised annual plan and budget to GAC/PEG

 

 

General meetings: Bothell and Bellevue

 

 

 

April

Earliest likely hire month for OrC & CuPA


 

Program Committee to develop a scoring system for Cascadia Awards, travel scholarships (perhaps use the same as Wikimania Scholarships?) and photography awards


 

Meetings: Privacy/security editathon with TA3M in Seattle at Montlake Library; labor/feminist ediathon at UW Seattle

 

 

 

Cameras for Commons Photographers: 1 of 3

 

 

Community Data Science Workshop (CDSW) co-social/networking

 

 

Startup labor surge, primarily President & Treasurer

 

 

Purchase of camera for the user group (weather resistant Pentax K-S2 or K-3 with lens, camera bag, memory card, and filters. Estimated price including shipping and tax.)

 

 

Purchase of annual insurance for the user group's camera

 

 

 

May

Editing workshops, edit-a-thons, GLAM/research/medicine/education partnerships, and contributor recruiting by OrC & CuPA

Ongoing work: editing workshops, edit-a-thons, GLAM/research/medicine/education partnership formation

 

Start D&O insurance

 

 

 

Board to approve travel policy

Program Committee to develop a scoring system for travel scholarships

 

Board to finalize bylaws

 


Event signage and pamphlets

 

 

 

Board Program Committee 2nd quarter meeting: summer programs planning;

 

 

Scholarship applications open for Cascadians for WikiConference USA and Wikimania

 

 

 

Seattle Underground tour and photography event, hopefully with press-level access

 

 

 

Institutional partnership outreach

 

 

 

Start 501(c) registration with IRS

 

 

 

501(c)(3) preparation expesnses (estimated)

 

 

 

Background checks for directors and officers

 

 

 

Meetings: (1) event in Seattle with childcare offered [1 of 4], (2) general meeting on the eastside

 


 

Community Data Science Workshop (CDSW)?

 

 

 

 

June

Editing workshops, edit-a-thons, GLAM/research/medicine/education partnerships, and contributor recruiting by OrC & CuPA

Ongoing work: editing workshops, edit-a-thons, GLAM/research/medicine/education partnership formation

 

Wiki Loves Pride in Portland

 

 

 

Cameras for Commons Photographers: 2 of 3

 

 

Meetings: Seattle Ballard Locks tour and photography event, hopefully with press-level access

 

 

 

Scholarship selection announcements for Wikiconference USA and Wikimania

 

 

 

 

 

July

Meetings: Wiknic in Seattle and Portland

 

 

 

Editing workshops, edit-a-thons, GLAM/research/medicine/education partnerships, and contributor recruiting by OrC & CuPA

Ongoing work: editing workshops, edit-a-thons, GLAM/research/medicine/education partnership formation

 

Wikimania (scholarship expenditures)

 

 

 

Announce Cascadia Awards availability & request applications

 

 

 

"Summer of Monuments" photography competition and edit-a-thon event part 1

 

 

 

Semi-annual Board Finance Committee review of expenses, bookkeeping, and budget forecast

 

 

 

 

 

August

Editing workshops, edit-a-thons, GLAM/research/medicine/education partnerships, and contributor recruiting by OrC & CuPA

Ongoing work: editing workshops, edit-a-thons, GLAM/research/medicine/education partnership formation

 

WikiConference USA (scholarship expenditures)

 

 

 

Members' "Annual Meeting"; full Board 3rd quarter meeting: awards selection, pre-Annual Plan meeting, Board elections; childcare offered [2 of 4]

 

"Summer of Monuments" photography competition and edit-a-thon event part 2

 

 

One editing-focussed event in Seattle or eastside



 

September

Editing workshops, edit-a-thons, GLAM/research/medicine/education partnerships, and contributor recruiting by OrC & CuPA

Ongoing work: editing workshops, edit-a-thons, GLAM/research/medicine/education partnership formation


"Summer of Monuments" photography competition and edit-a-thon event part 3



Cameras for Commons Photographers: 3 of 3



Cascadia Awards announcements



Surveys of scholarship applicants and Cascadia Awards applicants


 

Board meeting: Start work on the Annual Plan for 2016, including discussion of making a bid to host Wikiconference USA

 

 

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

 

 

 

 

October

Editing workshops, edit-a-thons, GLAM/research/medicine/education partnerships, and contributor recruiting by OrC & CuPA

Ongoing work: editing workshops, edit-a-thons, GLAM/research/medicine/education partnership formation

 

Last likely end month for OrC & CuPA unless contracts extended

 

 

Program Committee selects winners of Summer of Monuments prizes

 

 

 

Start work on the Annual Plan for 2016, including discussion of making a bid to host Wikiconference USA

 

 

 

Board elections for next year

 

 

 

Community Data Science Workshop (CDSW)

 

sponsorship

 

One general meeting or editing-focused meeting on the eastside; childcare offered [3 of 4]

 

 

 

 

 

November

Full Board 4th Quarter meeting in Seattle or eastside: finalize annual plan; certify board elections; officer elections for next year

 

 

Finish the Annual Plan for 2016 and submit it to WMF for grant approval

 

 

 

Discussions with Grants Advisory Committee about proposal for 2016



 

Ongoing work: editing workshops, edit-a-thons, GLAM/research/medicine/education partnership formation

 

 

 

 

December

Annual holiday event in Seattle with TA3M, with childcare offered [4 of 4]

 

 

 

President and Treasurer start to create the annual report for 2015

 

 

 

President and Treasurer start to plan for WikiConference USA 2016 in Seattle

 

 

 

 

 

 

 

 

January 2016

President and Treasurer finish annual report; internal Board review followed by publication

 

 

 

Semi-annual Board Finance Committee review of expenses, bookkeeping, and budget forecast

 

 

 

Prior year tax filings

 

 

 

Editing workshops, edit-a-thons, GLAM/research/medicine/education partnerships, and contributor recruiting by OrC & CuPA

Ongoing work: editing workshops, edit-a-thons, GLAM/research/medicine/education partnership formation





ImpactEdit

Target readershipEdit

English Wikipedia and Wikimedia Commons, and we may consider work on other Wikimedia projects like Wikivoyage.

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.

  • Increase participation
  • Increase diversity

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.

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 risksEdit

ResourcesEdit

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 positions Struck from later versions of the plan
  • Financial resources

RisksEdit

  • 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 positions Struck from later versions of the plan
  • Lack of financial resources

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

Budget
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 projectEdit

  • $33,274.97
  • $21,896.33 under version 3 of the plan

Total amount requestedEdit

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 revenueEdit

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 requirementsEdit

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.

DiscussionEdit

Community notificationEdit

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?

EndorsementsEdit

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)