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Grants:PEG/WM PH/General operations 2013

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Funded
This submission to the Project and Event Grants Program was funded in the fiscal year 2012-13. This is a grant to an organization.

IMPORTANT: Please do not make changes to this page without the explicit approval of Project and Event Grants Program staff. They will be reverted.


This grantee has requested a change to the project start or completion date submitted here, and this change has been approved by WMF and is now reflected on this submission page. Please see the discussion page for details, including reporting requirements that may have changed as a result of this change.


Basic information

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Grant details

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Official project name
General Operations Budget 2013
Project start date (include month, day, and year)
1 January 2013 (retroactive)
Project completion date (include month, day, and year)
31 December 2013 28 February 2014
Please describe this project in 1 - 2 sentences
This grant serves as the operational administrative budget of Wikimedia Philippines chapter for FY 2013 and realigning excess funds from 3 other grants. WMPH will only pursue FDC funding probably beginning CY 2014.

Financial details

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Currency requested (you must specify a currency)
Philippine Pesos — PHP (₱)
Amount requested in currency requested
₱ 435,000
Equivalent amount in US$ on the date of this submission
US$ 10,875
List the exchange rate used to calculate the amount listed in USD
₱ 40 ≈ US$ 1 from the National Statistical Coordination Board (Philippines)
Project start date (include month, day, and year)
Retroactive to January 1, 2013

Grantee details

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See the eligibility requirements for more information.

Are you an organization, an individual, or an individual submitting on behalf of a group?
Organization
Are you a for-profit entity?
No
Are you able to provide local proof of nonprofit status within your country?
Yes
Does your organization currently employ any fulltime or part-time staff or contractors?
No
If you answered YES, please indicate how many. You may use fractions or percentages for part-time staff if appropriate.
N/A
If yes, please provide a list of their job functions, or a link to your organization's staff page, if it lists all employees and contractors employed or engaged by your organization.
N/A

Contact information

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Primary contact name
Eugene Villar
Primary contact username or email
eugene at wikimedia dot org dot ph
Primary contact title (position within the organization)
President

If this project will be executed by someone other than the primary contact for your organization, please list that person's details here:

Project lead name
Roel Balingit
Project lead username or email
roel dot balingit at wikimedia dot org dot ph
Project lead title (position), if any
Treasurer

Goals and measures of success

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Project goal

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This statement describes what will be accomplished if the project is successful.
The goal of this project is to provide an operational budget for Wikimedia Philippines for the year 2013 (retroactive to January 1). That will ensure continuity of the chapter to meet its regulatory obligations as a non-stock, non-profit corporation in the Philippines.

Measures of success

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Provide a list of measurable criteria will you use to determine if your project was successful. You will need to report on the success of your project according to these measures after your project is completed.
This project will be considered a success if the chapter attracts 30 additional members by the end of the year and will be able to conduct other projects that will help the chapter meet a regulatory requirement which caps the administrative expenses of non-profit organizations to 30% of its expenses for the year.


Project scope and activities

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This section describes what will happen if this project is funded.

List of activites
What will happen if this project is funded? Who will do what, and when?
As the grant is primarily for administrative operation of the chapter it will be focus on complying with certain regulatory requirements among others. All dates are in 2013, specified dates are deadlines, penalties are imposed when filed after it.

Budget breakdown

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Provide a detailed breakdown of project expenses according to the instructions here


Note that grantees are subject to line-item scrutiny of expenses. Changes to the approved budget beyond 10% in any category must be approved in advance.

Number Category Item description Unit Number of units Cost per unit Total cost Currency Notes
1 Rental Co-working/virtual office space 1 month 12 2,000 24,000 PHP The chapter has been renting the same co-working/virtual office since October 2010. It receives correspondence, relays phone messages to the officers of the chapter. This amount includes usage of their business address as the chapters registered business address, 3 hours of conference room/facilities usage every quarter of the year.
2 Rental Conference room/facilities rental - - - 25,000 10,000 PHP Item no. 1 provides only a limited number of hours of conference room/facilities usage, however it sometimes becomes necessary to extend beyond the limited number of allocated hours during meetings, which leads to additional rental charges from the lessee.
3 Rental Storage space 1 month 12 1,000 12,000 PHP The chapter maintains a steel cabinet where its documents, equipment, books and other materials it has purchased in the same co-working/virtual office at minimum cost.
4 Professional services External auditor 1 1 5,000 5,000 PHP The financial statements of the chapter has to be audited by a BIR and SEC certified auditor. It is a reportorial requirement of the chapter to submit its financial statements to these two agencies plus other necessary documents.
5 Professional services Bookkeeper 1 12 500 6,000 PHP The services of a bookkeeper would be availed to maintain the books of the chapter.
6 Professional services Secretarial/messengerial services - 12 2,500 1,250 30,000 15,000 PHP These services would be availed from the same co-working/virtual office company where the chapter rents space. It has become increasingly difficult to rely on the availability of the officers/members of the chapter to do admin work especially when there are government deadline that have to be met, as the amount of work has significantly increased since the chapter was formed in 2010.
7 Professional services Legal services/representation - - - 50,000 PHP This item was first introduced in Chapter startup 2 in 2011, but was not implemented and the budget used for other purpose. It is intended to obtain a legal opinion from recognized intellectual property law experts/firm about the country's Intellectual Property Laws vis-a-vis "Freedom of Panorama". The interpretation of Wikimedia Commons admins of Philippine IP Laws classification of Philippines IP Laws has caused the deletion of several images uploaded in Commons.
8 Courier Mail/Cargo services - - - 8,000 6,000 PHP In 2012, the chapter had spent ₱6,984 on mail and freight in order to send materials and documents to its members and officers whenever warranted. It is proven to be more economical and less time-consuming than personally meeting up to have materials delivered.
9 Development and training Local seminars and training - - - 10,000 PHP This would be used for attendance in compliance training and seminars especially for NGOs. This would also be used for other seminars and training that will enhance and develop the skills of chapter members involved in project implementation and execution.
10 Office supplies Steel storage cabinet 1 1 15,000 15,000 PHP The amount of equipment, which includes 12 easel stands, 2 collapsible backdrops, several roll-up aluminum banners cannot be contained anymore in the steel storage cabinet the chapter owns, hence another is necessary to store these materials.
11 Office supplies Office supplies - - - 18,000 PHP In 2012, the chapter spent ₱17,115 (not including storage cabinet separately allocated and binding of the Annual Report) on various office supplies, which includes printer toners, filing materials, standard office supplies (paper, folders, etc.).
12 Representation Meeting expenses - - - 20,000 PHP It would be difficult to determine the frequency of the meetings as they are held as often as necessary. This allocation includes food and beverages. In 2012, ₱15,821 was spent on meeting expenses.
13 Representation Transportation/Fuel - - - 20,000 PHP This is earmarked for transportation costs during meetings and whenever there is a need to process documents and other regulatory requirements. In 2012, ₱18,592 was spent on transportation/fuel expenses.
14 Taxes and licenses Annual business registration/permits - - - 10,000 PHP This is for the payment of the annual registration permits with the city hall (village clearance, community tax certificate, sanitary and fire permit, business permit) and BIR for the chapter to operate legally.
15 Taxes and licenses Provision for taxes/penalties - - - 7,000 PHP This allocation includes documentary stamp taxes that have to be paid on certain documents, contracts and penalties that may be incurred (but would be avoided as much as possible), whenever a government regulation has not been complied with.
16 Taxes and licenses NGO Certification - - - 15,000 PHP As much as the Wikimedia Philippines is a registered non-stock, non-profit corporation in the Philippines, donations to it are not yet tax deductible unless it has been certified by the Philippine Council for NGO Certification (PCNC). The chapter has worked for more than a year to meet such requirements, provided under the Internal Revenue Code of the Philippines, which includes capping administrative expenses to 30% of the entire annual expenditures, revising its by-laws to contain explicit provisions, formulating a 3-5 year strategic and financial plan among others. Compliance to this is very taxing, but is on track. This item was first introduced in Chapter startup 2 in 2011, but was not implemented and the budget used for other purpose.
17 Publication Annual Report 1 copy 100 200 20,000 PHP Since 2010, the chapter has been printing its Annual Report, copies of it have been sent to other chapter and WMF.
18 Publication Annual Report 1 copy 60 250 15,000 PHP The chapter intends to print its 5 Year Strategic Plan which is waiting to be finalized and submitted to the membership for approval. The publication of it, is a requirement of the Philippine Council for NGO Certification which would allow donations to the chapter to be tax deductible. Please note that the lesser the number of copies to be printed the costlier it is per copy.
19 Utilities Domain registration/webhosting 1 month 12 1,000 12,000 PHP Maintaining our own website (www.wikimedia.org.ph) allows our own MediaWiki developers the opportunity to maintain and administer it completely.
20 Miscellaneous Bank check books/certifications 1 - - 1,000 PHP Certification are for documents that had to be notarized.
21 Miscellaneous Contingency - - - 15,000 PHP This amount is a general fund and would be used to supplement all items enumerated above whenever necessary, subject to conditions of obtaining approval whenever it is beyond 10% of the allocation.
22 Participation Visa and travel insurance - - - 30,000 20,000 PHP This amount is reserved to cover visa application fees and travel insurance for members of the chapter participating in international Wikimedia meets/conferences. In the Philippines, travel insurance is required most of the time if not always in order to secure a visa. Insurance would only be provided if it is a requirement to secure a visa.
23 Taxes and licenses 20 Booklets of Official Receipts 1 booklet (50 receipts) 20 150 3,000 PHP The chapter has to comply with a regulation issued by the BIR last October 2012. Revenue Regulation 18-2012 requires all unused receipts (some 16 booklets of 50 sets each) by June 30, 2013 to be surrendered to the revenue agency. This is to comply with a new format receipt/invoice format they have issued. This regulation affects all corporations/businesses in the country, including non-profits, as long as they issue receipts, invoices.
24 Development and training Strategic Planning - - - 80,000 70,000 PHP The overnight strategic planning the Board has held last August 2012 has been very productive as it helped the Chapter address pressing concerns and issues that are on a backlogged or are largely unresolved. This fund is intended to provide more members the chance of participating in a 3-day, 2-night strategic planning as well as leadership training. The price is as quoted by the professional trainers of Benchmark Consulting which provides team effectiveness training programs, leadership and coaching programs and other organizational development interventions. This company also happens to be the Chapter's lessor of its office.
25 Equipment Sony HDR-PJ230/B Camcorder + Tripod 1 set 1 25,000 25,000 PHP Documentation of meetings and project events has been a recurring problem of the Chapter. The lack of comprehensive documentation is a major stumbling block in fulfilling the requirements to apply for a "Certified NGO" status, as it requires meetings and projects to be well documented. The Chapter realizes that such a problem would be greatly minimized if it would have the tool to record its activity.
26 Office supplies Letterhead 1 ream 4 2,500 10,000 PHP Official letterhead, envelopes to be used by the Chapter.
27 Office supplies Envelope 1 box 2 4,000 8,000 PHP
28 Office supplies Catalog envelopes 100's 3 6,000 18,000 PHP


Total project budget (all requested from WMF)
₱ 435,000
Amount requested in addition to WMF funds left over from previous grants
₱ 306,235
Are there additional sources of revenue that will fund any part of this project? List them here.
Remaining funds from other grants:
Grant Allotment
in ₱		 Expense
in ₱		 Under (Over)
Spent in ₱
Software Freedom Day Philippines 2011 31,500.00 28,114.50 3,385.50
Chapter Start up 2 335,000.00 386,035.38 (51,035.38)
Philippine WikiConference 2012 373,500.00 197,084.49 176,415.51
Total
 740,000.00 611,234.37 128,765.63

Non-financial requirements

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See a description of nonfinancial assistance available. You should inform Wikimedia Foundation (WMF) of any such requirements now.

none

Resources

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This section is optional. It may be used to highlight the grantee's potential for successfully executing this project.

Consider including the following information:

Impact

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This section will describe how the proposed project is related to the Wikimedia mission and Wikimedia's strategic priorities. It will also provide information about other benefits to Wikimedia communities.

Fit to strategy

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How will this project support the key organizational objectives of,
This statement should address at least one of the strategic priorities listed here specifically. See WMF Grants Program criteria for decisionmaking.
  • Participation: From the time the Chapter was founded in 2010, its membership has grown dramatically. From its nine founding members in April 2010, it has grown to 20 by the end of that year, 48 the year after and 85 by the end of 2012. For 2013, the chapter is targeting (by forecast) to bring in 30-35 new members. This target is on track as of April 13, with 17 new membership applications approved by the Board and a dozen more applications that need vetting for their membership to progress.
Year Ending Total Members
2010 20
2011 48
2012 85
  • Credibility: The growth in membership is evidence of the Chapter's credibility. As individuals would not likely intend to be part of an organization is mired in controversy. Though there would always be members who will not be appeased, the Chapter has provided ways to reach out to them and redress their grievances by involving them in certain processes in order for them to understand how the governing body operates and addresses issues, most especially regulatory requirements. Funding the grant would also help the Chapter achieve its long-planned and delayed goal of being a "Certified NGO", which will make all donations to it tax deductible.
 
Graphical presentation of WMPH Expenses based on audited financial statements 2010–2012
  • Organizational maturity and effectiveness: As stated above, it is the goal of the Chapter to earn a "Certified NGO" status. This is an attestation to the Chapter's effective management and orderliness of its financial administration, attune to established standards. For three years, the Chapter has continuously implemented projects, which by Philippine law it should commit to, otherwise it would not even qualify to obtain a "Certified NGO" status. In this aspect, the Chapter has consistently met the 30% ceiling on administrative expenses, a financial requirement for non-profits in the Philippines in order qualify for certification. The grant presented would force the Chapter to create and implement projects that would significantly be bigger than the previous year's projects which amounted to ₱701,381.
Fiscal Year Admin Expenses Total Expenses % of Admin Expenses
2010 ₱ 46,823 ₱ 201,957 23.2
2011 ₱ 97,289 ₱ 389,007 25.0
2012 ₱ 140,636 ₱ 859,876 16.4

Benefits

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If your project will benefit a specific online community, please list that here. For example, English Wiktionary.
N/A


Provide a brief statement (about 1 paragraph) about how your project is related to other work in the Wikimedia movement. Does your project fit into a work area such as GLAM, Education, Organization Development, Editor Retention, or Outreach?
This project is designed for the organizational development of the Chapter and enable it to transition to obtain funds from the Funds Dissemination Committee which it was unprepared to do when the funding scheme was cascaded. The growth of the Chapter can be seen from the types and diversity of the projects it has implemented from 2010 to 2012. Together with it, is the growth of its administrative functions that needs to be funded to sustain this growth.


If successful, does your project have the potential to be replicated successfully by other individuals, groups, or organizations? Please explain how in 1 - 2 sentences.
The Chapter has been steadily growing from 2010 when it was officially registered in the Philippines and given recognition by the Wikimedia Foundation. The steady growth is desired, rather than come up with grand projects which may not be sustainable a year or two after.
Please list any other benefits that this project will produce.
It will provide impetus to transition from GAC to FDC.
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