Internal:Grants policy

Status: Draft

ARTICLE I - PURPOSE AND SCOPE

1. Purpose. The purpose of this Grants Policy ("Policy") is to describe the processes and procedures used by Wikimedia District of Columbia ("Wikimedia DC") to award grants to Third Parties.

2. Scope. This Policy applies to payments made by Wikimedia DC to any Third Party where:

(a) The purpose of the payment is for the Third Party to carry out activities in furtherance of our Charitable Purpose;

(b) The payment is not for a service that provides a direct benefit to Wikimedia DC (i.e., a service contract); and

(c) Wikimedia DC does not substantially direct the activities being funded through the payment.

ARTICLE II - GENERAL PROVISIONS

1. Definitions. As used in this Policy, the following terms have the indicated meaning:

(a) "Third Party" shall refer to a person, group, or legal entity other than Wikimedia DC.

(b) "Prohibited Activity" shall refer to any activity not permitted to be carried on by a corporation exempt from federal income tax under Section 501(c)(3) of the Internal Revenue Code; or not permitted to be carried on by a corporation, contributions to which are deductible under Sections 170(c)(2), 2055(a)(2) and 2522(a)(2) of the Internal Revenue Code.

(c) "Lobbying Activity" shall refer to any political or legislative activity whose conduct by a corporation exempt from federal income tax Section 501(c)(3) of the Internal Revenue Code is prohibited or restricted.

(d) "Program Committees" shall refer to the advisory committees established by Article III of the Advisory Committee Policy.

(e) "Charitable Purpose" shall refer to the purpose and objects of Wikimedia DC, as defined in Article II of the Bylaws.

(f) "Grant Program" shall refer to a Wikimedia DC program that operates primarily by awarding grants.

2. Legal Requirements. No provision of this Policy shall be interpreted in a manner that conflicts with any applicable law or regulation. It is the policy of Wikimedia DC to comply with all applicable laws and regulations at all times.

ARTICLE III - ELIGIBILITY

1. Prohibited Purposes. No grant shall be authorized for any of the following purposes, and any applications for such grants shall be summarily rejected:

(a) Grants for the purpose of conducting any Prohibited Activity.

(b) Grants for the purpose of conducting any Lobbying Activity.

(c) Grants for the purpose of instituting or conducting a subsidiary or dependent grants program.

(d) Grants for the purpose of purchasing any capital assets with a fair market value of $1,000 or greater.

2. Permitted Applicants. The Program shall be authorized to issue grants to any Third Party, whether located in the United States or elsewhere, except as otherwise provided by this Policy.

3. Prohibited Applicants. The Program shall not be authorized to issue grants to any Third Party that meets any of the following criteria; and any applications for such grants shall be summarily rejected:

(a) Grants to any Third Party when the transfer of funds to such Third Party would constitute a Prohibited Activity.

(b) Grants to any Third Party whose name appears on the Special Designated Nationals List published by the United States Department of the Treasury.

(c) Grants to any corporation, partnership, or similar legal entity which is not a registered non-profit entity under the applicable laws.

(d) Grants to any Officer, Director, or employee of Wikimedia DC.

ARTICLE IV - APPLICATION PROCESS

1. Application for Grant Funding. All grants shall be issued in response to an application for grant funding, which is to be submitted by the Third Party requesting the grant.

2. Required Minimum Application. An application for grant funding shall contain, at minimum, the following information:

(a) The full legal name of the Third Party requesting grant funding;

(b) The amount of grant funding requested, listed as line items for each projected expenditure; and

(c) A description of the purpose of the grant, containing sufficient detail to establish whether said purpose is consistent with the Charitable Purpose.

3. Form of Application. In implementing a Grant Program, the President may impose application requirements beyond the minimum information required under this Policy. This may include a requirement to submit forms publicly through the Wikimedia DC website. For grants awarded outside of a Grant Program, or for Grant Programs that do not require more than the minimum information, a submitted expense claim containing the required minimum information shall serve as a sufficient application.

4. Authority. Any person or persons authorized to approve expenditures under the Fiscal Control Policy shall be authorized to award grants up to $2,500.00 for any activity consistent with this Policy and with the Charitable Purpose. Grant amounts greater than $2,500.00 shall require the approval of the Board of Directors. The person or persons awarding the grant is referred to in this Policy as the "Authorized Agent".

5. Review of Applications. Grant applications shall be reviewed by the Authorized Agent. Grant applications may also be reviewed by additional persons, including committees. These persons are collectively "Grant Reviewers."

6. Review Criteria. Grant Reviewers shall consider the following factors as they relate to the purposes described in the application:

(a) Fit with the mission and strategic priorities of Wikimedia DC.

(b) Potential for impact in the projects that the grant aims to support.

(c) Availability and readiness of volunteers and other non-financial resources required to implement the grant.

(d) Past track record of the recipient in managing grants.

(e) Efficiency of proposed use of funds.

(f) Sustainability of impact beyond the duration of the grant.

7. Additional Information. Grant Reviewers may, at their discretion, request additional information regarding any aspect of the application for grant funding which is unclear or unsatisfactory.

8. Feasibility Analysis. The Treasurer shall review the grant application for financial feasibility, consistent with the due diligence review required by the Fiscal Control Policy, and report on the feasibility of the requested grant.

9. Decision. No later than fifteen (15) days after the submission of a complete application for grant funding, or fifteen (15) days after the application deadline of a Grant Program, whichever comes later, the Authorized Agent shall determine whether the requested grant funding should be issued. The Authorized Agent's decision shall be communicated to the Treasurer, the Grant Reviewers, and the Third Party requesting the grant.

ARTICLE V - DISBURSEMENT

1. Authorization of Expense. Upon the approval of an application for grant funding, the Authorized Agent shall approve the grant amount as an expense in accordance with the Fiscal Control Policy.

2. Means of Disbursement. The funds shall be made available to the Third Party requesting the grant in one of two ways:

(a) Through the expense reimbursement process established by the Fiscal Control Policy. This is the preferred method.

(b) Entirely, or partially, through an advance payment authorized by the President, consistent with the Fiscal Control Policy. Those who receive advance payments shall be responsible for submitting documentation of each expense to the President even if reimbursement is not otherwise requested. Such documentation may take the form of receipts, invoices, or other proofs of payments made, and shall be included in the grant report described in Article VI of this Policy.

3. Return of Unused Funds. Any Third Party receiving grant funding from the Program shall be required to return any portion of said funding not used for the purposes specified in the application for grant funding to Wikimedia DC.

4. Unapproved Expenditures. Wikimedia DC shall not responsible for reimbursing any costs incurred by the applicant in the course of carrying out any activity described in the application until and unless said application is approved by the President. Such costs will not be reimbursed in the event that the application is not approved.

ARTICLE VI - REPORTING

1. Report. Any Third Party receiving grant funding from the Program shall be required to submit a report regarding their use of said funding no later than thirty (30) days following the completion of such use.

2. Form of Report. All reports regarding the use of grant funding shall be submitted in writing to the President.

3. Content of Report. A report regarding the use of grant funding shall contain, at minimum, the following information:

(a) The amount of grant funding spent, listed as line items for each actual expenditure; and

(b) A description of the specific activities conducted using the grant funding, containing sufficient detail to establish whether said activities were consistent with the Charitable Purpose.

4. Additional Information. The President may, at his or her discretion, request additional information regarding any aspect of a report regarding the use of grant funding which is unclear or unsatisfactory.

5. Use of Report. Any Third Party submitting a report regarding the use of grant funding shall agree that Wikimedia DC shall have full rights to use their name and the information contained in said report in printed and electronic materials prepared by Wikimedia DC, including, but not limited to, materials intended to solicit funds on behalf of Wikimedia DC.

6. Transparency in Reporting. All submitted reports regarding the use of grant funding shall be incorporated into or summarized in the periodic activity and financial reports published by Wikimedia DC.

7. Failure to Report. Any Third Party which receives grant funding from the Program but fails to submit a timely report regarding the use of said grant funding shall not be eligible to receive future grant funding from the Program, and may be required to return any received funds.

ARTICLE VII – SMALL GRANTS PROGRAM

1. Scope. The Small Grants Program shall be a Grant Program of Wikimedia DC authorized to award grants of up to $2,500.

2. Online Applications. Applications to the Small Grants Program shall be submitted through the Wikimedia DC website.

3. Authorized Agent. For the purposes of the Small Grants Program, the President shall be the sole Authorized Agent.

4. Grant Reviewers. The President and the members of the Program Committees shall review applications to the Small Grants Programs. The members of the Program Committees may, but are not required, to provide individual feedback regarding the application to the President and/or to the Third Party submitting it. In making his or her decision, the President shall consider, but shall not be bound by, the recommendations of the Program Committees.