Grants talk:PEG/WM PH/Philippine WikiCon 2012/Report

Report accepted and a few questions

Thank you for this report. The report is accepted, but we have a few questions that we would like you to address here on this discussion page:

1. This report lists that you had 50 to 60 participants, while 29 of them were considered "editors". Would you please clarify who the other participants were?
   "Editors" here are Wikipedia editors who have editing history in Wikipedia. Other participants were contributors in other Wikimedia projects, chapter members who are more into participating and providing support/assistance to chapter-related projects and others invited organizations and individuals who could potentially partner or work with the chapter in promoting Wikipedia or become contributors themselves. -- Namayan (talk) 09:39, 9 December 2012 (UTC)
2. Is the feedback you received about WMPH's activities documented anywhere? If so, please link to it. If not, please briefly summarize it here.
   Based on some feedback received, the conference was generally organized, though one mentioned his confusion on the schedule and would have wanted it to be provided much earlier. This was acknowledged by the organizers, as they have limited time to work on the project, as the legality of moving the annual meeting to a different date asides from what is stipulated in the bylaws hounded the Board for practically a month.
   On the other hand there was a feedback that didn't favor simultaneous sessions/discussions taking place. We had to make them understand that conferences are really held in such a manner to allow participants to choose and attend discussions that are more appealing to them, however regardless of the explanation, they don't find the purpose of it as valid.
   Ushers were appreciated as they provide the organizers, participants and venue coordinator a systematic and seamless flow of the program from one discussion/activity to another to ensure there would be no hitches. The ushers also served as entertainers and provided some performances during breaks.-- Namayan (talk) 09:39, 9 December 2012 (UTC)
3. Please explain why you overspent so significantly on CDs.
   The section is actually labeled "Offline Wikipedia CDs/Promotional materials". Offline Wikipedia CDs was immediately identified as a promotional material to be given to participants. However, after much consideration and in our efforts to hold a professionally organized conference we decided to provide more materials that could be of use for the participants during and after the conference. Locally, freebies are always much sought after and are almost certainly expected in conferences. Sometimes participants would even ask if they could take additional freebies so they can pass it on to their friends and colleagues too. As organizers, we find that this would be an opportunity to find alternative means of promoting Wikipedia. This is the reason that's why we decided to distribute and provide our participants with Wikipedia labeled merchandise: ID laces (used for name tags), notebooks, ballpens, eco-friendly bags and some shirts for the volunteers. We also had to source the printing/production of our 2011 Annual Report on the said fund as it's also considerably a promotional material. Copies of the Annual Report were also distributed at the conference.-- Namayan (talk)

Thank you! Wolliff (talk) 01:40, 8 December 2012 (UTC)

Request for reallocation of funds

Please submit a new grant now request according to the instructions for submitting new grant proposals outlined on the Grants:Index explaining how you would like to use the remaining funds. This request will need to be reviewed by WMF and the GAC. If you would not like to submit a formal request, you may return the unused funds to WMF instead.

Thank you! Wolliff (talk) 01:40, 8 December 2012 (UTC)

Hi Wolliff,

We have finally formally requested reallocation of the remaining funds, please see our submitted grant proposal Grants:WM_PH/Admin_operation_2013#Budget_breakdown. -- Roel Balingit (talk) 08:01, 6 May 2013 (UTC)

One more thing

Other than the late report, did you comply with the requirements specified by WMF in the grant agreement? Thanks! Wolliff (talk) 01:42, 8 December 2012 (UTC) Thank you for your submission to the Wikimedia Grants Program on 25 April 2012:

1. Use the funds provided in the manner specified in the grant request submitted by you — Allocations were not strictly observed as certain items were under budgeted. Plus expenses which were not anticipated at the time the grant was submitted had to be made, as a matter of regulatory compliance.
2. Compose and publicly post a complete report on MetaWiki no later than 3 months after the projected completion date of your project as stated in your grant — Grant report was submitted after the deadline, instead of submitting on September 15, 2012, report was submitted only on November 24, 2012.
3. Submit complete receipts to Wikimedia Foundation at or before the time your report is due. — Documentation was submitted just as the same time the report was submitted on November 24, 2012.
4. Project leads will be required to keep original copies of all documentation or receipts on file, and these documents may be requested by Wikimedia Foundation at any time. — All receipts are preserved and deposited with the Treasurer of the Chapter at the Chapter office.
5. Projects with a completion date more than 1 year after the start date require progress reports each six months after the projected start date of the project until its completion, in addition to the final report due 3 months after the project's completion. — NA
6. Funds not used must be returned to Wikimedia Foundation at the time your report is submitted, unless a formal extension is granted. — Request made to reallocate remaining fund for Grants:WM_PH/Admin_operation_2013#Budget_breakdown
7. Not to use the funds or any portion of the funds granted, or any income therefrom: (i) To make any substantial attempt to influence legislation or carry on any voter registration drive in any nation or other political unit within the meaning of Section 501(c)(3) of the Internal Revenue Code; (ii) To influence in any nation or other political unit the outcome of any election for or against any candidate for public office within the meaning of Sections 501(c)(3) and 4955(d) of the Internal Revenue Code; or, (iii) To violate any U.S. or local law, including but not limited to laws prohibiting the support of terrorism, including United States Executive Order 13224 of 23 September 2001 Blocking Property and Prohibiting Transactions with Persons Who Commit, Threaten to Commit, or Support Terrorism. — Fully complied

-- Roel Balingit (talk) 08:40, 6 May 2013 (UTC)