Pine, I think applying for the startup costs through Wikimedia DC is the best bet, and should be very simple. I submitted a grant request for $50 for a single Wiki Loves Pride edit-a-thon here in Portland, so requesting a reasonable amount for establishing a nonprofit to benefit the entire northwestern region of the country is a no brainer.
Once we are ready to start a grant request, perhaps we could use the WLP request as a template: http://wikimediadc.org/wiki/Grant:Wiki_Loves_Pride_2014 Here is a link to other approved grants by WMDC in case any of them would serve as better templates: http://wikimediadc.org/wiki/Category:Approved_grant_applications Jason On Sun, Sep 14, 2014 at 5:36 PM, Pine W <[email protected]> wrote: > Thanks Kirill. The plan was to look to WMDC and WMNY for model bylaws. > > I think the $150 will be adequate to start. Once we have the initial board > established I can see if there are any other pressing needs before we go to > GAC. > > Pine > > On Sun, Sep 14, 2014 at 5:33 PM, Kirill Lokshin <[email protected]> > wrote: > >> I don't see any reason why Wikimedia DC wouldn't be able to fund the >> startup costs you mention (or, indeed, any other startup costs within >> reason). I would suggest that you submit a single application for the >> entire bundle of things you want WMDC to cover once you've sorted out what >> those are. >> >> With regard to bylaws, the main show-stopper would be having a >> non-membership organization, or an organization where the members cannot >> exercise any effective control over the board. Beyond that, we're pretty >> flexible; I expect that we will be able to offer some specific feedback and >> suggestions once we see what you have in mind, but we don't really have a >> model set of bylaws that we expect everyone to use. Having said that, >> taking bylaws from another affiliate and adjusting them to fit your >> particular legal requirements and governance needs is probably easier than >> writing them from scratch. >> >> Cheers, >> Kirill >> >> On Sun, Sep 14, 2014 at 8:24 PM, Pine W <[email protected]> wrote: >> >>> Hi Kirill, >>> >>> Thanks. >>> >>> 1. I was thinking that we would go to AffCom for that first $50 filing >>> fee and then go to GAC/PEG when whe have a more detailed budget. If DC >>> would like to sponsor the $50 registration fee, that would be appreciated. >>> >>> 2. What are the elements of bylaws that AffCom does and doesn't want >>> affiliates to use? >>> >>> 3. OK. I was aware that funds were provided for WikiConference USA 2014 >>> through a scholarship program that was administered through the organizers, >>> and I am glad to hear that this is likely to continue. I believe that the >>> Wikimedia Affiliates Conference and Wikimania have very different >>> scholarship models. I also believe that Wikimedia UK has a dedicated >>> scholarship fund for Wikimania for its members. That said, this may be more >>> complicated than we want to concern ourselves with at the moment, and in >>> any case the reimbursement fund for bus fares and Seattle-Portland >>> transportation is the highest priority, followed by the WikiConference USA >>> 2015 scholarships. >>> >>> 4. If Wikimedia DC is additionally willing to fund the roughly $100 >>> annual registered agent commercial service fee for a year, we can go with >>> that. It would make things simpler on our end. >>> >>> Thanks, >>> >>> Pine >>> >>> On Sun, Sep 14, 2014 at 5:08 PM, Kirill Lokshin < >>> [email protected]> wrote: >>> >>>> Hi Pine, >>>> >>>> Overall, I think you're on the right track here. A few specific points >>>> that I want to address: >>>> >>>> 1. While AffCom can, in theory, provide startup funding, we do not >>>> typically get requests for it, and consequently do not really have an >>>> established process to disburse it. While we could potentially come up >>>> with something, it may be easier and faster for you to get funding >>>> elsewhere. I would suggest either the WMF PEG program [1] or the Wikimedia >>>> DC small grants program [2]; the former will allow you to get more funding, >>>> particularly if you plan to roll program expenses into your grant request, >>>> while the latter is faster and requires less paperwork if your short-term >>>> funding needs are more limited. >>>> >>>> 2. Assuming that you do proceed with incorporation, please make sure to >>>> submit your proposed bylaws to AffCom for review, since issues with bylaws >>>> are a major cause of rejected affiliate applications, and could potentially >>>> impact the renewal of your recognition next year. >>>> >>>> 3. Travel to the Wikimedia (Affiliates) Conference is traditionally >>>> fully funded for all invited representatives. Assuming the current system >>>> remains in place next year, you will be eligible to send at least one >>>> representative, and possibly two, with the costs paid for by the hosting >>>> chapter, so I would say that this conference probably doesn't need to be a >>>> priority as far as scholarships are concerned. >>>> >>>> 4. With regard to registered agents, there is often a requirement that >>>> they be available at the listed address during business hours; I haven't >>>> checked whether this is the case in Washington, but you should probably do >>>> so if you're looking to have a volunteer serve in this position. My >>>> recommendation, incidentally, would be to use a commercial registered agent >>>> service; it's not expensive, and will ensure that you don't miss anything >>>> critical. >>>> >>>> Cheers, >>>> Kirill >>>> >>>> [1] https://meta.wikimedia.org/wiki/Grants:PEG >>>> [2] http://wikimediadc.org/wiki/Grants >>>> >>>> On Sun, Sep 14, 2014 at 7:45 PM, Pine W <[email protected]> wrote: >>>> >>>>> Hi Cascadians, >>>>> >>>>> As you saw, we have approval from AffCom. We now need to get a few >>>>> things in order for the legal structure. I apologize for the length of >>>>> this >>>>> email. Those who have legal backgrounds will be familiar with much of what >>>>> I am describing here, and any lawyers on the list with Washington >>>>> nonprofit >>>>> expertise can correct me if I make any errors. >>>>> >>>>> 1. We need two people to sign the WMF affiliation agreement. One of >>>>> the WMF attorneys, Stephen, is coordinating this process on their end. I >>>>> have reached out to him and asked for his preferences for who will sign >>>>> the >>>>> agreement. >>>>> >>>>> 2. Incorporation as a nonprofit in Washington State is fairly >>>>> straightforward, but the situation gets more complicated if we want to >>>>> raise funds, especially out of state, or if we want 501(c)(3) status. I >>>>> suggest that we take one step at a time. We will need to do a few things >>>>> to >>>>> incorporate, detailed below. >>>>> >>>>> 3. We will need someone to serve as our registered agent which would >>>>> include providing their legal name and address; one of our members might >>>>> be >>>>> willing an able to do this for us, or we can hire a service to do this for >>>>> us for about $100 per year. I would prefer that if one of us is willing to >>>>> serve as the registered agent that they also be willing to serve as >>>>> secretary for the organization, so that this person can easily handle >>>>> correspondence between us and the Secretary of State's office. The job is >>>>> likely to be low volume, but it's important that documentation matters are >>>>> handled in a timely and accurate manner. Are there any volunteers for the >>>>> secretary / registered agent role? Feel free to contact me off list. >>>>> >>>>> 4. In addition to the registered agent, we will need board members. >>>>> These individuals are legally responsible for the organization, similar to >>>>> the WMF Board of Directors on a small scale. Their legal names (but not >>>>> necessarily their Wikimedia usernames) are public, and I believe that for >>>>> their physical addresses they can list the address of the registered agent >>>>> (I can check that with the Secretary of State). The board members will be >>>>> involved in the joyful tasks of writing bylaws, approving budgets, setting >>>>> priorities, etc. I am hopeful that we will have 5 to 9 volunteers, and a >>>>> number of people have indicated their interest. I want to be very clear >>>>> that people who volunteer will have their legal names made public and >>>>> possibly their addresses. I would like to ask those who are still >>>>> interested to email me off-list and/or contact me in person, and I will >>>>> also bring up this subject with people when I see them in the next month >>>>> or >>>>> two. The members of the board also have a lot of discretion in how >>>>> officers >>>>> of the organization are appointed; for example, the Board will need to >>>>> approve people for the secretary / registered agent role. I believe that >>>>> Washington law requires that the secretary and the president be different >>>>> individuals, so the Board will also need to decide on a president, and >>>>> possibly other officer roles if the Board wants to establish them >>>>> separately. >>>>> >>>>> 4. Funding: initial funding needs, fortunately, are small since we >>>>> have no staff. I estimated earlier that a total first year of operation >>>>> cost would be about $1000, which I hope we can get from Affcom or GAC. The >>>>> startup costs simply to register as a nonprofit in Washington is $50 >>>>> including the "expedited" filing fee (I could call the Secretary of State >>>>> to find out what the non-expedited turnaround time is). I am hopeful that >>>>> Affcom would be willing to provide the $50 to us, and later we could write >>>>> a more detailed budget for Affcom or GAC for the remaining funding. This >>>>> includes funds for online bookkeeping software so that all directors can >>>>> view the organization's accounts. >>>>> >>>>> 5. Programmatic work: initial priorities that I have heard include >>>>> >>>>> *Getting press-level access for members to Seattle public works >>>>> projects >>>>> >>>>> *Continuing support of edit-a-thons and related content creation events >>>>> >>>>> *Establishing more systematic relationships with education, GLAM, and >>>>> research institutions in our area; I personally am particularly interested >>>>> in relationships with the Gates Foundation and the University of >>>>> Washington >>>>> regarding matters of public health and education, including the >>>>> possibility >>>>> of establishing a Wikimedian in Residence position at one or both >>>>> organizations. We also have some excellent GLAM institutions and we could >>>>> explore having edit-a-thons or WiR positions at those organizations. >>>>> >>>>> *Creating a travel cost reimbursement fund, e.g. to reimburse members >>>>> for gas for trips between Seattle and Portland for those attending >>>>> edit-a-thons in the other city, to reimburse bus fares for those who >>>>> attend >>>>> our events, etc. We might also try to arrange scholarships for Wikimania >>>>> 2015, WikiConference USA 2015, and Wikimedia Affiliates Conference 2015 >>>>> (name and program still under discussion) through this fund. I feel that >>>>> WikiConference USA is particularly relevant to our work and I hope that a >>>>> few of us will attend in 2015. >>>>> >>>>> *Exploration of the possibility of hosting WikiConference USA in 2016 >>>>> at the UW >>>>> >>>>> The Board will be responsible for setting these priorities. >>>>> >>>>> 6. Membership: in addition to Board members, we may have many other >>>>> members of the organization who participate in our events and inform the >>>>> Board of their wishes for support. Typically, the regular members elect >>>>> Board members from among themselves, and membership is construed broadly, >>>>> sometimes with a nominal fee. Wikimedia UK charges 5 GBP per year for >>>>> individual membership, which is roughly $8 USD. The Board sets any fees >>>>> and >>>>> may establish scholarship programs fee waivers. >>>>> >>>>> I hope that in roughly the next month we will have decided on founding >>>>> Board membership, the Registered Agent role, and the signatories for the >>>>> WMF affiliation agreement. >>>>> >>>>> Please feel free to contact me here or off-list with any questions. I >>>>> will be at the TA3M meeting tomorrow and you can contact me personally >>>>> there; depending on traffic I also hope to arrive early at the Least >>>>> Squares social tonight. I'm happy to set up Google video or IRC >>>>> conversations with people who are willing to volunteer for Board roles. My >>>>> hope is that we will get a number of active and involved Board members so >>>>> that the workload of getting established is relatively light on each >>>>> individual person. >>>>> >>>>> I'm cc'ing this email to Kirill and Tanvir to ask if they have any >>>>> advice or points that they would like to add in their roles as our AffCom >>>>> liaisons. I would also appreciate information from them about how we go >>>>> about requesting startup funds from AffCom. >>>>> >>>>> Regards, >>>>> >>>>> Pine >>>>> >>>> >>>> >>> >> > > _______________________________________________ > Wikimedia-Cascadia mailing list > [email protected] > https://lists.wikimedia.org/mailman/listinfo/wikimedia-cascadia > >
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