Wikimedia LGBT+/Proposals/Incorporation of Wikimedia LGBT+

Grant status: Draft

Objectives

We are seeking funding to help Wikimedia LGBT+ incorporate as an "association internationale sans but lucratif" (AISBL, an international non-profit structure with legal personality) in Brussels, Belgium. Funding will be used to prepare our organization for the incorporation process by establishing an elections process and Board of Trustees, project management as well as for incorporation-related expenses.

Aims

• Strengthen the capacities of the organization to continue its advocacy work
• Establish transparent and democratic governance and oversight
• Improve capacity for fundraising and receiving grants
• Provide support for existing operations
• Increase capacity to support and recognize the work of membership

Context

The Wikimedia LGBT+ User Group was established in 2012 and approved by the Affiliations Committee in September 2014. The User Group has well-documented programmatic and outreach results; see: Activities subpage.

Grants to Wikimedia LGBT+ currently tend to receive fiscal sponsorship by Wikimedia Austria. Our legal establishment will relieve Wikimedia Austria of administrative duties and the associated costs.

Timeline

Steps	Timing
Research procedures and best practices to prepare for the incorporation process	1 month
Gather core documents from organizers	1 month
Identify legal consultants and seek guidance to understand compliance for nonprofit incorporation in Brussels	1 month
Establish Board of Trustees elections	2 months
Draft notarial deed and prepare required statutes and bylaws	2 months
Establish a bank account and seat of the organization (PO box) in Belgium	1 week
Execution of notarial deed by the notary	After membership is confirmed at a satisfactory level
Apply for legal recognition at the Belgian Federal Justice Department	3 business days as of date of notarial deed
Royal Decree granting legal personality to the non-profit association	Expected within 3 months as of the date of application
Publish the establishment of the non-profit association	1 month as of the granting of the date of the Royal Decree
Project reporting	Observe grant reporting timelines

Budget

These range values are for discussion only - Wikimedia LGBT+ is unsure of actual costs

Operations	Low estimate	High estimate
Project Management	€5,000	€15,000
Administrative travel to Brussels	€3000	€9000
Banking fees	€200	€600
Belgian Federal Justice Department registration fees	€300	€300
Registered agent and mailing address	€500	€1500
Legal Consultant fees	€5,000	€15,000
Accountant fees	€2,000	€5,000
Translator fees	€1,000	€3,000
Staff and consultants	€ 2000	€ 6000
TOTAL	€19,000	€55,400

Additionally, Wikimedia LGBT+ should incorporate with a multi-year budget allocation to do annual reporting to comply with registration requirements.

Personnel

• Project Manager: The project manager will oversee the execution of tasks in a timely manager, facilitate the supervision of consultants, and engage in reporting.
• Legal consultant(s): Legal consultants will provide expert advise on the incorporation process.
• Accountant: The accountant will assist in the financial advising and accounting for the organization during the incorporation process.
• Translator: Translators will help prepare official documents in one of the official languages required by the Belgian Federal Registry (French, Dutch, German).

Evaluation

• The main milestone for this grant is the formal establishment of the non-profit organization.
• The Project Manager will be evaluated by an appointed Wikimedia LGBT+ organizing committee supervisor, based on the timely accomplishment of this process, as indicated by the timeline.
• The Legal Consultant(s), Accountant, and Translator will be supervised by the Project Manager