[Board] Board task: finalize liability agreement with FOSS4G 2016 committee

Venkatesh Raghavan raghavan at media.osaka-cu.ac.jp
Thu Oct 8 05:59:44 PDT 2015

Hi Jeff,

As you have guessed, joining today's meeting at the
time below is not doable for me.

I agree to Maxi about framing of some rules for
advancing the money. Budget matters are a responsibility
of the board and Conference Committee need to be
involved nor should have any say regarding advancing
money to LoC. Also, sorry, I do not recall if there was
any reason assigned in increasing the amount from
50,000USD (as in case of FOSS4G-Seoul) to 100,000Euro
in case of FOSS4G-2016.

Also, since the OSGeo Foundation operates from USA, all
figures could be in USD. There is sizable difference between
100,000Euro and 100,000USD.



On 2015/10/08 21:26, Jeff McKenna wrote:
> I will delay the start of the vote, until today's possible meeting 
> timeslot.  So please, speak up if you have any questions regarding the 
> 2016 agreement; otherwise we will start the vote later today.
> Thanks!
> -jeff
> On 2015-10-08 9:20 AM, Jeff McKenna wrote:
>> Hi Board,
>> Here we are at Thursday now, and as suggested earlier, the plan is to
>> start the vote today regarding financially supporting the FOSS4G 2016
>> Bonn event, specifically to approve the signing the proposed agreement
>> with the Bonn local committee[1].  As I mentioned, since we are already
>> meeting as a Board next Thursday, today I am willing to meet with anyone
>> who has concerns with the agreement.  Please note that this vote is
>> about the 2016 agreement only, and that any further details of the Board
>> developing "rules" is not affecting or delaying this vote today.
>> If you do have questions of the proposed 2016 agreement, please send
>> them here to the Board or you can also meet today at the suggested
>> timeslot[2].  We can meet in IRC, and if someone wants to talk we can
>> then move to a hangout.
>> Thanks everyone,
>> [1]
>> https://svn.osgeo.org/osgeo/foss4g/2016/financial_stuff/agreement_with_osgeo/Agreement-between-OSGeo-and-FOSSGISeV-2016.pdf 
>> [2]
>> http://www.timeanddate.com/worldclock/fixedtime.html?year=2015&month=10&day=8&hour=18&min=0&sec=0%2015.00UTC 
>> -jeff
>> On 2015-10-05 2:24 PM, Jeff McKenna wrote:
>>> Hello Board members,
>>> This will be the first public task of the new Board, and may be the 
>>> most
>>> important one we deal with all year.  And yes, it is extremely time
>>> sensitive.
>>> Some background (instead of pointing to 5 different threads spanning as
>>> many different mailing lists):
>>> The FOSS4G Bonn local committee needs OSGeo to financially guarantee 
>>> the
>>> event.  The OSGeo Conference Committee worked very hard on producing an
>>> agreement, that passed many keen experienced eyes, both on the OSGeo
>>> side as well as on the Bonn committee side. This agreement was approved
>>> by the entire OSGeo Conference Committee and the Bonn local committee,
>>> and 8 of the 9 OSGeo Board members.  One OSGeo Board member voted -1.
>>> The original agreement exists at:
>>> https://svn.osgeo.org/osgeo/foss4g/2016/financial_stuff/agreement_with_osgeo/Agreement-between-OSGeo-and-FOSSGISeV-2016.pdf 
>>> As for past FOSS4G agreements, Seoul was the first time that the OSGeo
>>> Board had a direct signed agreement with the local committee, between
>>> Sanghee and myself, agreeing on such details as profit sharing; for all
>>> of the other FOSS4G events, those details were handled in the agreement
>>> between the professional conference organizing company (PCO). Steven
>>> Feldman compiled some details from some of the recent FOSS4G events, in
>>> a Google spreadsheet (I just sent each board member an invite to that
>>> document).
>>> At the time that this 2016 agreement was being initially proposed, it
>>> was before FOSS4G Seoul, and it was honestly a little tricky to be
>>> signing such a commitment before we knew the outcome of the FOSS4G 
>>> Seoul
>>> event (like any event, we could have lost money).  But now, I feel
>>> everything is more clear for the Board: FOSS4G Seoul was successful, 
>>> the
>>> break-even point was 400 attendees, and we went over that to roughly 
>>> 560
>>> attendees.  So OSGeo doesn't have to worry about that, and now we can
>>> financially guarantee the 2016 Bonn event, for 100,000 euros, as was
>>> originally proposed.
>>> I want to make sure that each Board member supports this, and I will
>>> personally do my best to meet privately with whoever has questions.
>>> Maxi, now that we are through FOSS4G Seoul, do you yourself have any
>>> concerns not handled now?  If you do (or any Board member) I suggest
>>> that we meet through Google Hangout on this Thursday. Possible time:
>>> http://www.timeanddate.com/worldclock/fixedtime.html?year=2015&month=10&day=8&hour=18&min=0&sec=0%2015.00UTC 
>>>   (sorry Venka/Sanghee that time is not do-able for you, but you can
>>> voice your opinions here or to me privately, sorry about this one
>>> meeting time)
>>> I'm getting many direct emails on how this is important for the 2016
>>> committee.  We OSGeo must get this agreement passed.  It is on next
>>> week's Board agenda, but I hope we can solve this this week. It will be
>>> a team effort.
>>> Thanks all,
>>> -jeff
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