<div dir="ltr">Here are some examples from prior years to use for inspiration, they are hard to find since they are often sent to officers directly:<div><br></div><div>Venka sent me the following as incubation chair:</div><div><br></div><blockquote style="margin:0px 0px 0px 40px;border:none;padding:0px"><div><span style="font-size:12.800000190734863px"><i>Hi Jody,</i></span></div><div><i><br style="font-size:12.800000190734863px"></i></div><div><i><span style="font-size:12.800000190734863px">If there is any </span><span class="gmail-il" style="font-size:12.800000190734863px">budget</span><span style="font-size:12.800000190734863px"> requirement for Incubation Committee</span></i></div><div><span style="font-size:12.800000190734863px"><i>for 2017,please add item to the on the wikipage [1].</i></span></div><div><i><br style="font-size:12.800000190734863px"></i></div><div><i><span style="font-size:12.800000190734863px">[1] </span><a href="https://wiki.osgeo.org/wiki/OSGeo_Budget_2017" rel="noreferrer" target="_blank" style="font-size:12.800000190734863px">https://wiki.osgeo.org/wiki/OS<wbr>Geo_Budget_2017</a></i></div><div><i><br style="font-size:12.800000190734863px"></i></div><div><span style="font-size:12.800000190734863px"><i>Best</i></span></div><div><i><br style="font-size:12.800000190734863px"></i></div><div><span style="font-size:12.800000190734863px"><i>Venka</i></span></div></blockquote><div><br></div><div>And emails sent to individual lists:<br></div><div><br></div><div>* <a href="https://lists.osgeo.org/pipermail/marketing/2016-November/003190.html" style="font-family:-webkit-standard">[Marketing] marketing committee budget and request from the board </a></div><div><div>* <a href="https://lists.osgeo.org/pipermail/projects/2016-December/000064.html">[Projects] Budgeting project event support for 2017</a> - this one is awkward in that it uses ZOO-Project as an example, and ZOO-Project has not graduated yet.</div></div><div><br></div><div>And example requests sent to the board list:</div><div><br></div><div>* <a href="https://lists.osgeo.org/pipermail/board/2016-December/010002.html">[Board] Budget 2017 allocation request</a> </div><div>* <a href="https://lists.osgeo.org/pipermail/board/2016-December/009999.html">[Board] GeoForAll budget request</a></div><div>* <a href="https://lists.osgeo.org/pipermail/board/2016-December/009962.html">[Board] Open Geoscience Committee 2017 budget request</a></div></div><div class="gmail_extra"><br clear="all"><div><div class="gmail_signature" data-smartmail="gmail_signature"><div dir="ltr"><div><div dir="ltr"><div>--</div><div>Jody Garnett</div></div></div></div></div></div>
<br><div class="gmail_quote">On 7 November 2017 at 06:01, Jody Garnett <span dir="ltr"><<a href="mailto:jody.garnett@gmail.com" target="_blank">jody.garnett@gmail.com</a>></span> wrote:<br><blockquote class="gmail_quote" style="margin:0 0 0 .8ex;border-left:1px #ccc solid;padding-left:1ex">I did not start, we can use prior years as guide. <br><br>The other thing to set up is our list of who to contract, if we have contacted them, etc...<div class="HOEnZb"><div class="h5"><br><div class="gmail_quote"><div dir="ltr">On Tue, Nov 7, 2017 at 2:37 AM María Arias de Reyna <<a href="mailto:delawen@gmail.com" target="_blank">delawen@gmail.com</a>> wrote:<br></div><blockquote class="gmail_quote" style="margin:0 0 0 .8ex;border-left:1px #ccc solid;padding-left:1ex"><div dir="ltr">Hi,<div><br></div><div>Did you start with this? Do we have an email template? If not, I can start today.</div></div><div class="gmail_extra"><br><div class="gmail_quote">On Mon, Nov 6, 2017 at 7:05 AM, Jody Garnett <span dir="ltr"><<a href="mailto:jody.garnett@gmail.com" target="_blank">jody.garnett@gmail.com</a>></span> wrote:<br><blockquote class="gmail_quote" style="margin:0 0 0 .8ex;border-left:1px #ccc solid;padding-left:1ex"><div dir="ltr">María and Angelos:<div><br></div><div>Between us can we set up wiki pages tomorrow, and start drafting a sample email.</div><div><br></div><div>Prior budgets are here:</div><div>- <a href="https://wiki.osgeo.org/wiki/Finance_Committee#Documents" target="_blank">https://wiki.osgeo.org/wiki/<wbr>Finance_Committee#Documents</a></div><div><br></div><div>I assume we want budget requests sent as emails to the board list, even if they are figured out on the wiki before hand.</div><div><br></div><div><br></div></div><div class="gmail_extra"><br clear="all"><div><div class="m_6088214542769298439m_-7208694608708865145m_1615364986955076044gmail_signature" data-smartmail="gmail_signature"><div dir="ltr"><div><div dir="ltr"><div>--</div><div>Jody Garnett</div></div></div></div></div></div><div><div class="m_6088214542769298439m_-7208694608708865145h5">
<br><div class="gmail_quote">On 5 November 2017 at 21:19, Jody Garnett <span dir="ltr"><<a href="mailto:jody.garnett@gmail.com" target="_blank">jody.garnett@gmail.com</a>></span> wrote:<br><blockquote class="gmail_quote" style="margin:0 0 0 .8ex;border-left:1px #ccc solid;padding-left:1ex"><div dir="ltr">Going to assemble what we have to work with in an email thread and we can sort out how to approach this.<div><br></div><div>Our list of officers is here: <a href="http://www.osgeo.org/content/foundation/board_and_officers.html" target="_blank">http://www.osgeo.org/<wbr>content/foundation/board_and_<wbr>officers.html</a></div><div><br></div><div>The officers are our point of contact for committees (that includes both osgeo committees and project steering committees).</div><div><br></div><div>With that in mind here is a rough communication strategy:</div><div><br></div><div>1. Emailing the officers directly (as they are our point of contact). The idea being the officer can can take budget ideas to their respective email lists, or just forward our email to their list.</div><div><br></div><div>2. If we do not hear back by mid week we should reach out to any committee members we know (including board members) in order to send a budget reminder.</div><div><br></div><div>3. By the end of the week we can send a budget reminder on the discussion list. Perhaps listing committees that we have been unable to contact.</div><div><br></div><div>For this to work it will help to have a couple of wiki pages ready to go:</div><div><br></div><div>* A wiki page for the 2018 draft budget</div><div>* An example of a budget request </div><div><br></div><div>We should also be prepared for officer questions on how to spend money; we had some success with our 2017 budget reaching more teams; and that success will hopefully drum up interest.</div><div><br></div><div>The key point to communicate is that we trust our committees. Budget is available to help, but it will be up to them to do the work.</div><div><br></div><div>We have several quick examples to use.</div><div>- SAC has been able to set up short term contracts for maintenance.</div><div>- The Marketing committee took on a short term mandate to do the website, running a full expression of interest process to choose a vendor.</div><div>- One common request is for code-sprint budget, we have a <a href="https://wiki.osgeo.org/wiki/Code_Sprint_Guidelines" target="_blank">code-sprint-guidelines</a> for teams to consider</div><div>- GeoServer as a well documented sprint application, and fundraising campain, with </div><div><br></div><div>Tips:</div><div>- If the team as a fundraising campaign of any sort sponsors donations can count-towards a total used to list them on our sponsors page.</div><div>- A common theme is that OSGeo does not often outright pay for an activity, the team will need to some legwork and fundraising on their own and OSGeo is there to help out.</div><div>- The flip side is that for events OSGeo is often happy to take on any financial loss (because we do not want to break our volunteers with stress)<br></div><div>- There is a conflict policy, it pretty much amounts to not paying decision makers.</div><div>- We also want to take care of expenses (or offer to) of anyone representing OSGeo in an official capacity (such as with our partners)</div><div>- We have to manage expectations with respect to the website/reboot 55k budget (if it helps that amounts to 10k a year)<br></div><div>- Budget is just a budget; actually spending the money requires a team to get organized. OSGeo has a track record of approving $70k budgets and then having our volunteers only spending 35k.</div><div>- A budget is just a budget, it is a tool for planning and communication. If an emergency comes up the board is still able to help. Infrastructure and legal are good examples of emergencies.</div><div><br></div><div>But only break out the above examples if you have to, the key message is that we trust each committee and would like to help.</div><div><div><div><div class="m_6088214542769298439m_-7208694608708865145m_1615364986955076044m_-8189194268608906541gmail_signature"><div dir="ltr"><div><div dir="ltr"><div>--</div><div>Jody Garnett</div></div></div></div></div></div>
</div></div></div>
</blockquote></div><br></div></div></div>
</blockquote></div><br></div>
</blockquote></div></div></div><span class="HOEnZb"><font color="#888888"><div dir="ltr">-- <br></div><div class="m_6088214542769298439gmail_signature" data-smartmail="gmail_signature"><div dir="ltr">--<div>Jody Garnett</div></div></div></font></span></blockquote></div><br></div>