[Board] Board Digest, Vol 107, Issue 22

[Steven Feldman]

Hi

I have stripped out all of the repetitions of the preceding mail trail to shorten this mail. Responding to Jeff’s 2 mails and Maxi’s below. Copied Eli and Till in just in case they miss this

Jeff
Thanks for confirmation on funding, I am not clear whether Till needs seed money in addition to the €100k guarantee or whether that is included. I will check with him. Presumably we can also expect to receive back the seed money from 2015 which will boost OSGeo funds. We seem to be in a good financial position, well done Board and everyone who has got us there.
You suggested putting the agreement in the 2016 SVN, I had thought I would draft the agreement on the wiki, if there are any genuinely confidential elements they can reside within a schedule but openness ought to be our starting point. Do you agree

Maxi
There has been a lot of discussion on the Conference list about the need to start the selection process for FOSS4G earlier to give the organisers more time. Several have told us that this is essential to get a provisional booking on a conference venue. Consequently we have brought the 2017 process forward and are currently voting on LoIs to go forward to full proposals and we expect to announce the host city at the beginning of November see http://wiki.osgeo.org/wiki/FOSS4G_2017_Bid_Process <http://wiki.osgeo.org/wiki/FOSS4G_2017_Bid_Process>. Given the discussion that has been prompted by Till’s request for a guarantee, the general acceptance that this should be made available to FOSS4G LOCs (it is mentioned in the briefing to bidders) and the need to book venues earlier it is inevitable that we will be "exposed on two events at the same time”. 
Till has provided a very reasonable and detailed forecast of the costs of cancellation at various stages in the run up to the event. I have no hesitation in recommending to the board that we enter into an agreement with the LOC to guarantee the 2016 event up to €100k along the lines of http://wiki.osgeo.org/wiki/FOSS4G_Handbook#Guarantees <http://wiki.osgeo.org/wiki/FOSS4G_Handbook#Guarantees> 

Cheers
______
Steven


> On 25 Aug 2015, at 19:57, board-request at lists.osgeo.org wrote:
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> Today's Topics:
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>   1. Re: Board Digest, Vol 107, Issue 16 (Jeff McKenna)
>   2. Re: Board Digest, Vol 107, Issue 16 (Jeff McKenna)
>   3. Re: Board Digest, Vol 107, Issue 16 (Massimiliano Cannata)
> 
> From: Jeff McKenna <jmckenna at gatewaygeomatics.com>
> Subject: Re: [Board] Board Digest, Vol 107, Issue 16
> Date: 25 August 2015 18:45:56 BST
> To: board at lists.osgeo.org
> 
> 
> Hi Steven,
> 
> My email inbox gets mangled with cross-posting, so my response to your question to the Board will go to the Board list.
> 
> Things are looking good for Seoul.  I see 2015 as very similar to Sydney and Cape Town, and this was even confirmed by Cameron's recent mention of how the Sydney committee buckled down and were able to turn a profit; we're at around 360 registrants for Seoul now, and the break-even mark is 400.  Sanghee's team is working very very hard.
> 
> From what Sanghee last told me, the seed/advance money is still sitting in an account not even used yet by the local committee, so I don't think we need to allocate any more funds for 2015.
> 
> Regarding 2016, I think the Board can allocate/earmark 100k euros to help guarantee the success of FOSS4G Bonn (and this wouldn't include the seed/advance money required by the Bonn team).
> 
> Some rough numbers:
> 
>  Bank account: 393k
> 
>  Bonn allocation/guarantee: 100k
>  Bonn advance: 50k
>  OSGeo expenses 2015: 70k
>  OSGeo expenses 2016: 70k
>  2017 advance: 50k
> 
> So if something happens and we lose Bonn 2016, we can still afford the 100k and still operate the foundation.
> 
> Can we afford to guarantee Seoul, Bonn, plus 2017 at this very moment? Hard to say.
> 
> Regarding drafting a standard agreement to use with the LOC:  Most definitely this could/should be drafted by the OSGeo Conference Committee.   Note that of course each PCO will want us to sign their own contract, but yes we as OSGeo should also be requiring each FOSS4G local committee to sign an agreement with OSGeo regarding liability, funding, and profits (see the OSGeo-Seoul agreement in one of my previous messages for starters).
> 
> Thanks,
> 
> -jeff
> 
> 
> 
> 
> 
> 
> 
> 
> From: Jeff McKenna <jmckenna at gatewaygeomatics.com>
> Subject: Re: [Board] Board Digest, Vol 107, Issue 16
> Date: 25 August 2015 19:11:40 BST
> To: board at lists.osgeo.org
> 
> 
> Steven: you might store your document in Subversion in the 2016 folder, so we can find it for 2017: such as in https://svn.osgeo.org/osgeo/foss4g/2016/documents/
> 
> Then once the OSGeo Conference Committee is happy with that document draft, please bring that link to the OSGeo Board, and once it is approved I can then sign it with Till.
> 
> Thanks!
> 
> -jeff
> 
> 
> 
> 
> 
> From: Massimiliano Cannata <massimiliano.cannata at supsi.ch>
> Subject: Re: [Board] Board Digest, Vol 107, Issue 16
> Date: 25 August 2015 19:57:32 BST
> To: Jeff McKenna <jmckenna at gatewaygeomatics.com>
> Cc: OSGeo Board <board at lists.osgeo.org>
> 
> 
> Personally I have to say I'm not convinced of allocation/guarantee: 100k to Boon 2016 conference unless better insight is given.
> 
> Said that, I imagine the board shall vote on this amount of money allocation but no board meeting until Seoul has finished.
> So Soul is not a question and this topic will come later.
> I also don't see the need for OSGeo to be exposed on two events at the same time, any decision can be taken later on.
> 
> Maxi
> 

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