Wiki Loves Monuments/Memorandum of Understanding between Wikimedia Österreich and the WLM-i Organizing Team 2024
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Memorandum of Understanding between Wikimedia Österreich and the organizing team of Wiki Loves Monuments International
[edit]This document serves as an agreement between the organizing team of Wiki Loves Monuments International (WLM-i) and Wikimedia Österreich (WMAT) to manifest the conditions under which the funds for conducting the annual WLM-i campaign will be managed, once the grant will be merged with WMAT’s annual plan grant of the Wikimedia Foundation (WMF). The aim is for the organizing team to retain the control and agency regarding the use of the funds in the hands of the responsible volunteers, while making sure that WMAT can meet the various requirements as an audited non-profit organization.
WMAT Roles and Responsibilities
[edit]- The organizing team retains full autonomy regarding the budget (defining the annual amount and how it will be spent). WMAT will only intervene in case these decisions are in conflict with their legal and procedural requirements (see below).
- WMAT cannot cut the budget unless the decisions of the movement's grant-awarding bodies require such a cut.
- WMAT will keep up to date records of the spendings for the organizing team to keep track of the budget and provide the two responsible volunteers access to any documentation and records they need in a timely fashion.
- WMAT will notify the organizing team regarding major changes that might influence their cooperation (bylaw modifications, new grant agreements etc).
A possible termination of the cooperation will be communicated by WMAT well in advance, ideally before finishing the current calendar year and leaving the organizing team enough time to find suitable alternatives. In case of termination of the cooperation, WMAT will hand over all relevant documentation of the financial transactions as well the remaining funds as soon as possible (notice period 8 weeks, see below).
WLM-i Roles and Responsibilities
[edit]- WMAT can only distribute the amount granted to WLM-i by the WMF and/or other grantmakers. If this amount is lower than planned for whatever reason, WMAT will not cover the financial gap. Fees and other procedural costs of financial transactions will be covered by the WLM-i grants.
- All spending by WLM-i needs to be in line with the WMAT bylaws, the good governance codex, the Austrian accounting requirements that are relevant for WMAT, as well as the European GDPR regulations.
- All spending by WLM-i needs to be in line with the requirements laid out within the Wikimedia Foundation (WMF) grant agreements (or those of potential other future funders) and related agreements (i.e. the Universal Code of Conduct).
- The WLM-i team names at least two trusted people for each calendar year, who are responsible for the funds on the side of the organizing team and who can make decisions and serve as a primary point of contact to WMAT representatives. These two liaisons will have access to sensitive data and are hence required to sign non disclosure agreements with WMAT.
- The planning of the budget for WLM-i needs to be in line with the grant cycles of the WMF and WMAT: currently budgets for the next year need to be planned in late summer/early autumn and submitted in September. The organizing team will submit budget sheets, metrics and other required documents in a timely fashion.
- The WLM-i team will provide input on required reports (metrics, narratives) in a timely fashion in line with the deadlines set by the WMF and/or other funders. WMAT has the right to notify the grantmaker in case the international team fails to provide the necessary input despite repeated requests.
- All spendings require a receipt (paper trail or electronic receipt) in accordance with the Austrian accounting requirements
- If a receipt or invoice is not provided or unavailable, expense claims will only be distributed to individuals (i.e. redistribution) with the agreement and with written consent of the WLM-i organizing team.
The termination of the cooperation on the side of the organizing team is ideally planned well in advance for the next grant cycle / calendar year. Under exceptional circumstances, the cooperation can be ended on short notice, which would require at least 8 weeks notice. The remaining funds dedicated to WLM-i would then be handed to (the new fiscal sponsor of) the WLM-i team in coordination with the Wikimedia Foundation.
For the WLM-i organizing team | For Wikimedia Österreich | |
Ciell (talk) 07:40, 1 October 2024 (UTC) |
Claudia Garad |