<div dir="ltr"><div class="gmail_default" style="font-family:tahoma,sans-serif">Steven:</div><div class="gmail_default" style="font-family:tahoma,sans-serif">Thanks for keeping this moving and the good questions, suggestions and observations.</div><div class="gmail_default" style="font-family:tahoma,sans-serif"><br></div><div class="gmail_default" style="font-family:tahoma,sans-serif">Board:</div><div class="gmail_default" style="font-family:tahoma,sans-serif">Thanks very much for taking this up on short notice. We really appreciate the attention.</div><div class="gmail_default" style="font-family:tahoma,sans-serif"><br></div><div class="gmail_default" style="font-family:tahoma,sans-serif">To Steven's questions/suggestions:</div><div class="gmail_default" style=""><ul style=""><li style=""><font face="tahoma, sans-serif">YES, we are comfortable changing the "additional guarantee" downward to match the Bonn "total value." Indeed, we were "connecting the dots" based on the Bonn template, and had not completed a full risk assessment. Steven makes a very good point that the "insurance policies" that we can pursue after we have an agreement will help better quantify "actual risk" and exposure. We are comfortable proceeding with what Steven proposes (i.e., $115k max), and if we feel an alteration is necessary/warranted we'll bring that back to conference dev at a later time. Indeed, our nearest term need is to formally enter into agreement so that we can secure our venue via our PCO. So, YES, $115k (i.e., $70k advance, $45k "additional guarantee") is good. Thank you.</font></li><li style=""><font face="tahoma, sans-serif">YES, we appreciate your understanding and open mindedness to the legal clauses (thank you Darrell for the +1 on that). Ultimately, these all protect <i>both</i> OSGeo and the LOC/PCO and/or show a preference for non-litigious dispute resolution. Over time, these might be considered as additions to the "template agreement". And, we welcome further review/input from people familiar with contracts/agreements.</font></li><li style=""><font face="tahoma, sans-serif">As Steven relays, our PCO reviewed and was comfortable with the agreement's existing language on guarantees. She only asked that the additional clauses be added. And, as per above, if we perform a more detailed risk assessment it sounds like there is an avenue to re-approach Conf Dev on increasing the guarantee.</font></li></ul><span style="font-family:tahoma,sans-serif">Indeed, OSGeo's very good 10 year record of having strong conferences should help moderate insurance costs. And the BLOC has every intention of extending that success with Boston.</span></div><div class="gmail_default" style=""><font face="tahoma, sans-serif"><br></font></div><div class="gmail_default" style=""><font face="tahoma, sans-serif">Sincerely and with thanks...</font></div><div class="gmail_default" style=""><font face="tahoma, sans-serif"><br></font></div><div class="gmail_default" style=""><font face="tahoma, sans-serif">MT & the BLOC</font></div><div class="gmail_default" style=""><font face="tahoma, sans-serif"><br></font><div><font face="tahoma, sans-serif"><br></font></div></div><div class="gmail_extra"><br><div class="gmail_quote">On Wed, Mar 9, 2016 at 7:24 AM, Steven Feldman <span dir="ltr"><<a href="mailto:shfeldman@gmail.com" target="_blank">shfeldman@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 style="word-wrap:break-word">Michael<div><br></div><div>The additional guarantee for Bonn was based upon a risk analysis at different points in the build up to the conference and an estimate of the maximum exposure if the event had to be cancelled or proceeded with a lower than viable attendance. It was not automatically equal to the seed funding.</div><div><br></div><div>I don’t want to just negotiate you down to a lower figure. Can you and your PCO consider the exposure at different points and come up with a revised additional guarantee that you need. If you will be offsetting any additional risk through an insurance policy it might be worth exploring the premium versus excess ratios to come up with the most efficient balance between an OSGeo additional guarantee and insurance.</div><div><br></div><div>In my motion to the CC I asked for approval for the seed funds but did not mention the ‘additional guarantee’. Given time pressures I am going to submit a proposal to the Board for consideration at tomorrow meeting for seed funds of $70k and an additional guarantee of up to $45k i.e. a total exposure of $115k which is the same level of guarantee offered to Bonn for this year. If you come up with a different level of additional guarantee or the CC objects I will have to go back to the board and ask them to adapt the motion subsequently.</div><div><br></div><div>Darrell has suggested, in a separate mail in this thread, that the additional ‘legal’ paras are standard clauses, unless someone else objects I am happy to forward the agreement (with additional guarantee amended) to the board for approval.</div><div><br></div><div>Darrell also raised the question of how OSGeo can limit it’s liability in the event that the PCO or the LOC undertakes irrevocable commitments in excess of the agreed sum. My understanding is that the agreement is primarily between OSGeo and the PCO with the LOC acting as our agent, the PCO by signing this agreement accepts that OSGeo liability is limited to $115k (or whatever sum we agree) and will take necessary steps (i.e. insurance to mitigate any risks). While we there is some uncertainty about the enforceability of this agreement or its outcome, it is a lot better than we had previously where nearly everything was done on the basis of a ‘gentleman’s agreement’ - that said, so far no global FOSS4G has had to call on OSGeo to bail them out.</div><div><br></div><div>I have copied the Board into this mail so that they are fully aware of the background and our discussions.</div><div><br></div><div>Cheers</div><div><br></div><div><br><div>
<span style="border-collapse:separate;color:rgb(0,0,0);font-family:Helvetica;font-style:normal;font-variant:normal;font-weight:normal;letter-spacing:normal;line-height:normal;text-align:-webkit-auto;text-indent:0px;text-transform:none;white-space:normal;word-spacing:0px">______<span class="HOEnZb"><font color="#888888"><br>Steven<br><br></font></span></span>
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<br><div><blockquote type="cite"><div>On 8 Mar 2016, at 20:42, Michael Terner <<a href="mailto:mgt@appgeo.com" target="_blank">mgt@appgeo.com</a>> wrote:</div><br><div><div dir="ltr"><div style="font-family:tahoma,sans-serif">Totally fair questions. Here's where these things came from:</div><div><ul><li><font face="tahoma, sans-serif"><b>Regarding the "advance" and the guarantee:</b> We followed the form of how Bonn was setup. In the Bonn template "schedule" that was shared with us there was $57,500 for the "advance" and $57,500 for the "additional guarantee". Then the schedule identified $115,000 for the "Maximum total OSGeo financial exposure.". The previous threads had identified our total "maximum advance" as $70,000 (that we would seek in two installments). Since the "additional guarantee" had not been discussed explicitly I followed the "Bonn model" and had the additional guarantee match the advance payment, i.e., the $70,000; for a total exposure of $140,000. If that's not appropriate, or the "additional guarantee"; or "total exposure" needs to back down we will figure it out with your guidance.</font></li><li><font face="tahoma, sans-serif"><b>Regarding the "legal" language:</b> In reviewing the Bonn agreement we were both pleased and a little surprised that there weren't more "terms and conditions". We're all for simplicity and clarity. That said, our PCO, Delaney Meeting & Event Management (DMEM) made these suggestions as they will be a signatory to the agreement. In short, these are common sense protections that are routine in almost all contracts. We certainly understand and respect your potential need to have additional review, and we certainly reviewed the language but did not feel that engaging legal counsel was necessary due to the fact that these clauses are so commonplace (i.e., I have seen this language many times before) and because they protect both parties to the agreement. Here's my layman's summary of what they mean and why they are important (and this is in <i>no way</i> is designed to dissuade you from getting the reviews OSGeo thinks are necessary):<br></font></li><ol><li><b style="font-family:tahoma,sans-serif">Mitigation Clause/Force Majeure:</b><span style="font-family:tahoma,sans-serif"> If something terrible and beyond the control of either of us happens (e.g., crazy weather; terrorism that locks down travel; etc.) that causes the event to be cancelled late in the game, there is a means to do that. As per later in the document, we will have "cancellation insurance" so that if this happens neither party loses already spent $'s.</span><br></li><li><b style="font-family:tahoma,sans-serif">Indemnification</b><span style="font-family:tahoma,sans-serif">: Is a mutual protection that if </span><i style="font-family:tahoma,sans-serif">either party</i><span style="font-family:tahoma,sans-serif"> is acting in bad faith or shows negligence or blatant incompetence, that causes damage and as a result the other party (i.e., the one that did not cause the problem) is sued, the party at fault is responsible for those damages and must </span><i style="font-family:tahoma,sans-serif">indemnify</i><span style="font-family:tahoma,sans-serif"> the non-responsible party.</span><br></li><li><b style="font-family:tahoma,sans-serif">Arbitration:</b><span style="font-family:tahoma,sans-serif"> If there is a dispute, this clause indicates that it will be resolved through arbitration, as opposed to a lawsuit. Arbitration is generally a quicker and less costly process (at least in the USA).</span><br></li><li><b style="font-family:tahoma,sans-serif">Event insurance</b><span style="font-family:tahoma,sans-serif">: We will obtain insurance to cover both cancellation exposure and liability that may result from this event. This is commonplace and our PCO is familiar with these types of policies and affordable means of obtaining them. These costs are included in our budget.</span></li></ol></ul><div><font face="tahoma, sans-serif">Even with these additions, this agreement remains very lean. Obviously, we do not want to add unnecessary complexity or slow things down. Rather, our intent is to have a solid agreement that protects both parties and helps to cement a productive and collaborative partnership.</font></div><div><font face="tahoma, sans-serif"><br></font></div><div><font face="tahoma, sans-serif">Please let us know if there's any other information you require; or anything else we can do to clarify things. If this needs more thorough and time consuming review we regret that, but also accept it.</font></div><div><font face="tahoma, sans-serif"><br></font></div><div><font face="tahoma, sans-serif">Please let us know what comes next, and in particular whether we should revise our request for the size of the "additional guarantee".</font></div><div><font face="tahoma, sans-serif"><br></font></div><div><font face="tahoma, sans-serif">Thanks to all for the work you're putting into this...</font></div><div><font face="tahoma, sans-serif"><br></font></div><div><font face="tahoma, sans-serif">MT</font></div><div><font face="tahoma, sans-serif"><br></font></div><div><font face="tahoma, sans-serif"><br></font></div></div><div class="gmail_extra"><br><div class="gmail_quote">On Tue, Mar 8, 2016 at 3:04 PM, Steven Feldman <span dir="ltr"><<a href="mailto:shfeldman@gmail.com" target="_blank">shfeldman@gmail.com</a>></span> wrote:<br><blockquote class="gmail_quote" style="margin:0px 0px 0px 0.8ex;border-left-width:1px;border-left-color:rgb(204,204,204);border-left-style:solid;padding-left:1ex"><div style="word-wrap:break-word"><span>Michael<div><br></div><div>The overall guarantee including seed funding is $140k - I do not recall this high a number being advised previously. Could you clarify.</div><div><br></div></span><div><span>While I do not have any fundamental disagreement with the clauses that you have added at the end, they will need to be reviewed by someone more legally qualified than me which may incur both costs and delay. <br><div>
<span style="border-collapse:separate;font-family:Helvetica;font-style:normal;font-variant:normal;font-weight:normal;letter-spacing:normal;line-height:normal;text-align:-webkit-auto;text-indent:0px;text-transform:none;white-space:normal;word-spacing:0px">______<br>Steven<br><br></span>
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<br></span><div><blockquote type="cite"><span><div>On 8 Mar 2016, at 16:43, Michael Terner <<a href="mailto:mgt@appgeo.com" target="_blank">mgt@appgeo.com</a>> wrote:</div><br></span><div><div><div><div dir="ltr"><div style="font-family:tahoma,sans-serif">Conference Dev Committee:</div><div style="font-family:tahoma,sans-serif">Thank you very much for your support of the motion to provide our team seed funding.</div><div style="font-family:tahoma,sans-serif"><br></div><div style="font-family:tahoma,sans-serif">As promised earlier in the thread, attached is a "draft agreement" between OSGeo and the Boston Location Organizing Committee (BLOC), as well as with our PCO, Delaney Meeting & Event Management (DMEM). We are hopeful that this is on target and can be passed on to the Board in time for their meeting on Thursday. We are assuming that Conference Dev will bring this to the Board's attention.</div><div style="font-family:tahoma,sans-serif"><br></div><div style="font-family:tahoma,sans-serif">Here's what you will find in the attached document (attached as .DOC, .ODT and .PDF):</div><div><ol><li><font face="tahoma, sans-serif">Our re-work of the Bonn Template Agreement to include our specific requests for advance and guarantees; as well as our "percentage of profits returned to OSGeo" language that was also contained in our proposal (and is slightly different than 90%).</font></li><li><font face="tahoma, sans-serif">Some common-sense legal terms that were suggested by DMEM for things like Force Majeur, mutual indemnification and arbitration of disputes. We also affirm our commitment to purchase our own cancellation and liability insurance.</font></li><li><font face="tahoma, sans-serif">Attachment 1 which is structured as a PCO contract between OSGeo and DMEM on behalf of the BLOC, allowing DMEM to serve as our financial agent and as the entity that would sign the commitment with our venue (this was distributed earlier).</font></li></ol><div><font face="tahoma, sans-serif">Given the nature of this arrangement we have three signature lines for OSGeo, the BLOC, and also DMEM, on behalf of the BLOC.</font></div><div><font face="tahoma, sans-serif"><br></font></div><div><font face="tahoma, sans-serif">Please let us know if you have any question, or need anything further. And again, thanks in advance for carrying this forward to the Board.</font></div><div><font face="tahoma, sans-serif"><br></font></div><div><font face="tahoma, sans-serif">Sincerely,</font></div><div><font face="tahoma, sans-serif"><br></font></div><div><font face="tahoma, sans-serif">MT & the BLOC</font></div><div><font face="tahoma, sans-serif"><br></font></div><div><font face="tahoma, sans-serif"><br></font></div></div></div>
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<em style="font-family:arial,helvetica,sans-serif"><span style="font-size:10px">Executive Vice President</span></em><br>
<span style="font-size:9px">617-447-2468 Direct | 617-447-2400 Main</span><br>
<span style="font-size:9px"><span style="font-family:arial,helvetica,sans-serif">Applied Geographics, Inc.</span><br>
<span style="font-family:arial,helvetica,sans-serif">24 School Street, Suite 500<br>Boston, MA 02108</span><br>
<span style="color:#009933"><a href="http://www.AppGeo.com" target="_blank">www.AppGeo.com</a></span><br></span></div><div><span style="font-size:9px"><strong><font color="#cc0000">Please come to Boston for Global FOSS4G 2017:</font> </strong></span><font size="1"><b><a href="http://2017.foss4g.org/" style="color:rgb(17,85,204)" target="_blank">http://2017.foss4g.org/</a></b></font><strong style="font-size:9px"> </strong><span style="font-size:9px"><br></span></div><div><strong style="font-size:9px"><br></strong></div></div></div>
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