[Board] Travel Expenses

nicolas bozon nicolas.bozon at gmail.com
Wed Aug 29 05:15:53 PDT 2012

Hi Jeff, Board, All

I fully agree with Jeff that such an Ambassador role should come along with
detailed guidelines on how an OSGeo Ambassador would cover his expenses
when travelling to represent the Foundation. That makes sense, for every
Ambassador and for every OSGeo related event i think.

On the orther hand, looking at the number of Ambassadors, and the number of
geo-confs where OSGeo could/should be represented, may be such guidelines
would spend all the money in only half a year. Before spending what the
Foundation has on travelling and food, i'd suggest to find new potential
incomes, such as sponsors, projects donations, foundations and all that.

Still i think it is a very important topic that Jeff pointed out.



2012/8/29 Jeff McKenna <jmckenna at gatewaygeomatics.com>

> Hello mpg, Frank, Cameron,
> Actually the purpose of my email was to hopefully come up with
> 'guidelines' for using an OSGeo ambassador (such as Cameron stated,
> "expect to cover travel, accommodation and a daily rate of XXX"). It
> would be great if we (the Board) can agree on this standard rate and
> draft the guidelines together on the wiki.
> So in fact I was not asking for any money from OSGeo.
> But I am open to hearing other options of course.
> -jeff
> On 12-08-28 7:52 PM, Frank Warmerdam wrote:
> > On Tue, Aug 28, 2012 at 2:02 PM, Jeff McKenna
> > <jmckenna at gatewaygeomatics.com> wrote:
> >> Hello Board,
> >>
> >> I am in contact with several local committees to do some talks/keynotes
> >> as an OSGeo ambassador at their events.  I have done enough travel for
> >> OSGeo now to know that there are many more expenses during these events
> >> other than "flight & hotel".
> >
> > Jeff,
> >
> > This also suggest we ought to revisit how Ambassador funding is
> > allocated.  I see we have about $8K left in our budget for it this year.
> > I believe previously the procedure was that if Arnulf *and* Daniel
> > agreed about a proposed activity that was sufficient (within the
> > budgetary limits).  The effort earlier this year to add more structure
> > to the program morphed into the OSGeo Advocate effort which while
> > laudable doesn't give us any more guideance on how to approve
> > funded ambassador activities when they are judged to be strategic.
> >
> >> I would like to see us (the OSGeo Board) agree on standard rates for
> >> travel expenses for OSGeo representatives (i.e. a per diem that covers
> >> food and misc expenses during OSGeo travel).  I don't mind starting that
> >> wiki page draft, if the Board feels this is a good idea.
> >
> > While I *prefer* us to be only reimbursing expenses for which there
> > are actual receipts I can understand that this isn't always practical.
> > I am open to a proposal but I want to stress that I would want it to
> > err on the side of frugal.
> >
> >> I hope I am not off-base in bringing this issue up publicly to the
> Board.
> >
> > I can't see how it would be off base and with such financial matters
> > it is particularly important that we be as open as possible.
> >
> > Best regards,
> >
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