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<p>John, Daniel, Your logic makes sense to me.</p>
<p>+1 from me to John's original motion of $150 tickets for workshop
presenters. Cameron<br>
</p>
<div class="moz-cite-prefix">On 3/09/2018 12:20 PM, Daniel Silk
wrote:<br>
</div>
<blockquote type="cite"
cite="mid:CAEJeMYxvJPST8OH3HvDq=7JPQrW6akqqC3e8uuFUbTYFyHDo4A@mail.gmail.com">
<meta http-equiv="content-type" content="text/html; charset=utf-8">
<div dir="ltr">I think offering the ticket for free further
complicates things since we have an existing community
contributor ticket at $150
<div>
<div>
<div><br>
</div>
<div>Like, does a workshop presenter spend significantly
more time preparing a workshop than a committee member
spends organising the conference? Or than someone who has
contributed to FOSS4G software or OpenStreetMap data? I
think if we were up front about it, it would be no
problem, but if we're changing it this late in the piece
then I think we should set it at $150.</div>
<div><br>
</div>
<div>We're also changing the value proposition for sponsors
which makes me a little uncomfortable, but given how
supportive everyone has been, I don't think we'll have any
trouble.<br>
</div>
<div><br>
</div>
<div>+1 for $150 for workshop presenters and $300 for
helpers.<br>
</div>
<div><br>
</div>
</div>
</div>
</div>
<br>
<div class="gmail_quote">
<div dir="ltr">On Mon, Sep 3, 2018 at 1:28 PM Cameron Shorter
<<a href="mailto:cameron.shorter@gmail.com"
moz-do-not-send="true">cameron.shorter@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 text="#000000" bgcolor="#FFFFFF">
<p>I'm in favour of supporting our workshop presenters, who
will need to put in a significant amount of effort to put
together their workshops - much greater than the value of
a registration fee.</p>
<p>If budget allows it, I'd be inclined to suggest workshop
presenters be offered either:</p>
<p>1. To be able to sign up to the conference for free.</p>
<p>2. Decide to dedicate their fee toward the good mojo
fund. (The slight rewording to potentially help presenters
sell the concept to their employer, and also to have the
presenter/employer recognised in conference credits). <br>
</p>
<p>I'll leave it up to John to decide whether he wants to
adjust the motion, or feels it should be left as is.</p>
<p>Cheers, Cameron<br>
</p>
<br>
<div class="m_-2455755430959992254moz-cite-prefix">On
3/09/2018 9:39 AM, John Bryant wrote:<br>
</div>
<blockquote type="cite">
<div dir="ltr">Thanks Trisha, I'm splitting this out into
a separate thread as a motion.
<div><br>
</div>
<div>Just having a look at the workshop presenters, I
think there are at most 6 people to whom this would
apply - others have already registered as sponsors,
committee members, or already qualify for the CC
discount. So, in theory, the actual maximum impact on
the budget is quite small, probably on the order of
$500-750.<br>
</div>
<div><br>
</div>
<div>We should also consider offering the $300 presenter
rate to some workshop helpers, within limits (max one
per workshop?). This might incur a few hundred extra
dollars in budget adjustment.</div>
<div><br>
</div>
<div>Some of the presenters may have their registration
paid for by their employer, and may not care about the
extra discount, especially if it means redoing
paperwork. <br>
</div>
<div><br>
</div>
<div>I'm pretty comfortable projecting that we'll
surpass our target of 90 workshop registrations, so
some of the projected budget surplus is directly
related to the success of the workshop program.
Re-investing some of this surplus back into the people
providing invaluable content seems positive to me.</div>
<div><br>
</div>
<div>It would take extra effort to communicate this with
the presenters and make sure they're clear on what's
on offer. Trisha, sounds like you're willing to take
this on?<br>
</div>
<div><br>
</div>
<div>So, to be clear, I'll phrase this as a motion:</div>
<div><br>
</div>
<div><b>Motion: to offer workshop presenters the option
of registering for the conference at the Community
Contributor rate ($150), and to offer workshop
helpers the option of registering at the current
Workshop Presenter rate ($300). The expected total
cost of this adjustment is estimated to be in the
range of $1000.</b></div>
<div><br>
</div>
<div>I'm comfortable supporting this proposal. +1 from
me.</div>
<div><br>
</div>
<div>John</div>
<div><br>
<br>
<div class="gmail_quote">
<div dir="ltr">---------- Forwarded message
---------<br>
From: <strong class="gmail_sendername" dir="auto">Trisha
Moriarty</strong> <span dir="ltr"><<a
href="mailto:moriar1y@gmail.com"
target="_blank" moz-do-not-send="true">moriar1y@gmail.com</a>></span><br>
Date: Sun, 2 Sep 2018 at 17:30<br>
Subject: Re: [FOSS4G-Oceania] * Important - budget
update *<br>
To: foss4g-oceania <<a
href="mailto:foss4g-oceania@lists.osgeo.org"
target="_blank" moz-do-not-send="true">foss4g-oceania@lists.osgeo.org</a>><br>
</div>
<br>
<br>
<div dir="ltr">
<div>Its good to see the budget summary info,
thanks John.</div>
<div><br>
</div>
<div>I agree with Cameron principles and the seed
fund is important, but I would like to see this
year's events benefit as much as possible as
well.</div>
<div><br>
</div>
<div>So as an idea, in light of the surplus,
could we increase the discount on the
conference ticket rate for presenters. Currently
the presenter ticket is $300. Could we lower
it to the community ticket rate $150. </div>
<div><br>
</div>
<div>A number of the presenters already have
access to sponsor or community ticket rates, so
the impact on budget would be for approx. 10
tickets $1500</div>
<div><br>
</div>
<div>Only 2 have actually purchased their
presenter rate tickets, so I was about to send
out reminders to the others to register.</div>
<div><br>
</div>
<div>I feel the presenters are making a very
valuable contribution to the conference, and
this could be one way to demonstrate the
community's appreciation.</div>
<div><br>
</div>
<div>But I realise this is going backwards on a
decision and it will be a bit messy offering
refunds for the presenters who have registered,
but I thought it still worthwhile putting the
question out there.</div>
<div><br>
</div>
<br>
<div class="gmail_quote">
<div dir="ltr">On Sun, Sep 2, 2018 at 8:04 AM
Cameron Shorter <<a
href="mailto:cameron.shorter@gmail.com"
target="_blank" moz-do-not-send="true">cameron.shorter@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 text="#000000" bgcolor="#FFFFFF">
<p>Thanks John for the summary. It will be
helpful for making decisions later.</p>
<p>Talking to the principles of how we
manage the surplus, I think:</p>
<p>* Honour our agreement with SSSI, and
ensure we continue to make our maximum
budgeted surplus and SSSI is paid the
agreed 50% of this for the risk they took
in backing us.</p>
<p>* The rest of the surplus should be put
toward community value, whatever we decide
that to be.</p>
<p>* We should invite SSSI to contribute to
the discussion about how the surplus is
spent, which might include reserving some
of the surplus for next year. <br>
</p>
<br>
<div
class="m_-2455755430959992254m_-1503211305611545411m_4911882411109166977m_-7741177400504240568m_6148693826246847832m_-4680145721043950168moz-cite-prefix">On
1/09/2018 12:44 PM, John Bryant wrote:<br>
</div>
<blockquote type="cite">
<div dir="ltr">
<div><b>TL;DR: based on conservative
assumptions, in a 200 attendee
projected budget, we are currently
looking at a $30k+ surplus.</b></div>
<div><br>
</div>
Hi team,
<div><br>
</div>
<div>As we push towards the event (80
days to go!), I want to provide an
update on our financial position, as I
think it will be important to have
this in the front of our minds. There
will be some financial decisions to
make in the upcoming weeks, and we
need to have this as context for this
decision making.</div>
<div><br>
</div>
<div>To date, we've operated with a
fairly lean approach, budgeting
conservatively, and making only modest
adjustments to our budget. In our
agreement with SSSI, we committed to
aim for a surplus of $3k-$10k, and in
fact have consistently guided our
budget to a surplus more in the
$15k-$20k range, to accommodate our
uncertainty.</div>
<div><br>
</div>
<div>Despite this constraint, we've done
a great job of planning an exciting
& interesting event, and our
success on this front can be measured
in part by our significant over
achievement in the sponsorship area,
and the high probability that we'll
significantly exceed our target of 150
attendees. So, good job, us!</div>
<div><br>
</div>
<div>But my point here, rather than to
congratulate, is to raise awareness
that <b>we are currently sitting on a
much larger than expected surplus</b>.
I wanted to understand this surplus
better, so I set up a new 200 attendee
scenario in our <a
href="https://docs.google.com/spreadsheets/d/14yHWdvEPxshBSBgxjc4vWgJlg0Svk8Qg0G-D3kF-siM/edit#gid=1274394515"
target="_blank"
moz-do-not-send="true">budget
worksheet</a>. If there are any
doubts whether we can reach 200, keep
in mind we're already over 125 regos
sold or committed, 11 weeks out,
without even announcing a program or
going into a heavy promotion phase.</div>
<div><br>
</div>
<div>This scenario is based on what I
consider to be realistic &
conservative assumptions (<i>listed in
the worksheet, I'll repeat them here</i>).
I don't want to prejudice our future
discussions by including specifics
like TGP & videorecording in these
assumptions, we need to discuss these
in a separate thread, but I include
them as examples of significant
expenditures we could add to our
budget, and still have a large
surplus.</div>
<div><br>
</div>
<div>
<div><b>Assumptions for 200 scenario:</b><span style="white-space:pre-wrap"> </span></div>
<div>200 conf regos<span style="white-space:pre-wrap"> </span></div>
<div>150 half day workshop regos<span style="white-space:pre-wrap"> </span></div>
<div>120 dinner tickets<span style="white-space:pre-wrap"> </span></div>
<div>CC tickets won't be taken up as
much as expected</div>
<div>increase student regos<span style="white-space:pre-wrap"> </span></div>
<div>no additional sponsorship<span style="white-space:pre-wrap"> </span></div>
<div>increase to TGP expense<span style="white-space:pre-wrap"> </span></div>
<div>increase to keynote travel
expense<span style="white-space:pre-wrap"> </span></div>
<div>increase to paid staff expense<span style="white-space:pre-wrap"> </span></div>
<div>include $5000 for swag</div>
<div>include $4000 for video recording</div>
</div>
<div><br>
</div>
<div>Even with all of these assumptions,
which I consider to be generally
erring on the side of caution, <b>we
are looking at a $30k+ surplus</b>,
which is large. See the <a
href="https://docs.google.com/spreadsheets/d/14yHWdvEPxshBSBgxjc4vWgJlg0Svk8Qg0G-D3kF-siM/edit#gid=1274394515"
target="_blank"
moz-do-not-send="true">budget
worksheet</a> for the detailed
scenario (<i>extra scrutiny would be
very welcome</i>).</div>
<div><br>
</div>
<div>Recall that part of our partnership
agreement with SSSI is that we share
50% of the surplus with them, so at
present we don't have the option of
simply retaining the full surplus for
future years. However, I hope we can
open a discussion with SSSI and see if
there is appetite for investing part
of any unexpected windfall into future
events. But clearly, we need to honour
the agreement we have in place, and
respect our partner's wishes on how
they wish to proceed on this front.</div>
<div><br>
</div>
<div>So, as we go forward over the next
11 weeks and careen to the finish
line, I suggest we need to keep this
budget surplus in mind. We've had many
discussions where we've opted out of
doing things because we haven't felt
like we could justify the cost, but I
argue at this point that we need to
adjust our thinking a bit on this
front. The money is coming from the
community (sponsors and attendees),
and I feel we owe it to the community
to make wise decisions on how we spend
this money, while ensuring the best
event possible. This doesn't mean we
start spending like sailors, of course
(no offense to sailors!), but I
suggest we have latitude to spend some
money on things that will benefit the
community and the event.</div>
<div><br>
</div>
<div>I suggest we don't raise specific
motions on expenditure in this thread,
rather if there are specific motions
arising, they should be raised in
separate threads.</div>
<div><br>
</div>
<div>Thoughts?</div>
<div><br>
</div>
<div>jb</div>
<div><br>
</div>
</div>
<br>
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Open Technologies and Geospatial Consultant
M +61 (0) 419 142 254</pre>
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<pre class="m_-2455755430959992254moz-signature" cols="72">--
Cameron Shorter
Technology Demystifier
Open Technologies and Geospatial Consultant
M +61 (0) 419 142 254</pre>
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<pre class="moz-signature" cols="72">--
Cameron Shorter
Technology Demystifier
Open Technologies and Geospatial Consultant
M +61 (0) 419 142 254</pre>
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