[Board] Travel expenses for FOSS4G Seoul

Mon Oct 19 06:10:50 PDT 2015

Hello,

>From a non board member point of view,  I fully agree with Helena.

Y.
On Monday, October 19, 2015 9:06:32 Helena Mitasova wrote:
> Maxi, Cameron,
> 
> I don’t quite  agree that the travel cost should not be covered - I think
> this should be evaluated case-by-case, the preference is of course that
> whoever invites osgeo representative also covers his/her cost, but that is
> not always possible.
> Then at least for the OSGeo president the cost of travel should be covered
> by OSGeo if deemed appropriate on case-by-case by the board (and this would
> include travel to FOSS4G). Jeff is already putting in enormous amount of
> work for free and covering his travel expenses is the least the OSGeo can
> do as organization for its president.
> 
> I cannot see how anybody could cover all of the necessary travel by the
> company/institution money even if you are from a well funded organization
> and covering the travel expenses from your personal funds should be an
> exception not the rule.
> 
> Helena
> 
> > On Oct 19, 2015, at 8:16 AM, Massimiliano Cannata
> > <massimiliano.cannata at supsi.ch> wrote:
> > 
> > Dear all
> > Following the discussion suggested by Jeff:
> > 
> > FOR THIS SPECIFIC CASE
> > 
> > I think only live costs shall be reimbursed (based on bill tickets).
> > 
> > Travelling ours is part of voluntary time to OSGeo, and it could be used
> > also to work on other staff (for example I used my travel time to work on
> > a publication).
> > 
> > (I don't see it different from time used to participate in a meeting or
> > writing this mail.)
> > 
> > I believe that if we give a value to our spare time for OSGeo we are
> > entering a very delicated debate.
> > 
> > 
> > 
> > FOR THE FUTURE
> > 
> > I strongly believe that OSGeo shall not pay any reimbursement to anyone to
> > participate in FOSS4G.
> > 
> > In the case shall be the LOC that invites and cover the costs of invited
> > speeches and board members eventually. This could be included in the
> > contract.
> > 
> > 
> > 
> > 
> > 
> > This is more fair and transparent from my point of view.
> > 
> > 
> > 
> > Maxi
> > 
> > 
> > 
> > 
> > 
> > 
> > 
> > Il 18/Ott/2015 20:46, "Jeff McKenna" <jmckenna at gatewaygeomatics.com> ha
> > scritto: Hi Mike /Treasurer,
> > 
> > I've added my travel expense report
> > for FOSS4G Seoul to the "OSGeo-finance" DropBox folder at
> > /accounts_payable/travelexp/2015/foss4g_2015_seoul/jmckenna/, as well as
> > the major receipts.  The total comes to $2,168.69 CAD.
> > 
> > Let me know if you need anything else.  Thanks,
> > 
> > Discussion
> > ----------
> > 
> > (below this message I have included a breakdown of expenses, for those not
> > on DropBox)
> > 
> > You'll notice that I have included 200 CAD for meals and travel
> > incidentals.  I'd like to discuss this openly now, especially as next
> > month I will travel to Moscow as president.  To be honest, this
> > incidentals total feels very low, especially considering I spent time in
> > 4 different airport, just for my trip there.  One could argue that cost
> > would be just for my meals on the way to Seoul even, considering it took
> > me almost 40 hours one way.  So, how do we handle this?
> > 
> > I remember discussing this topic with Cameron years ago publicly, and it
> > was agreed that OSGeo advocates who are invited to speak be covered for
> > expenses per http://wiki.osgeo.org/wiki/OSGeo_Advocate#Expenses  That
> > does mention meals, and points to the US State Department guidelines
> > (here are the rates for Seoul
> > https://aoprals.state.gov/web920/per_diem_action.asp?MenuHide=1&CountryCod
> > e=1129).
> > 
> > If I were to follow those guidelines, my costs for meals & incidentals
> > would be close to 1350 USD / 1700 CAD, which, does seem extreme for
> > OSGeo.  However 200 CAD seems not realistic either.
> > 
> > You know me, I always make sure to keep costs very low, to respect the
> > foundation.  I stayed in an apartment with 5 others in Seoul, instead of
> > billing the foundation for possibly thousands.  But in this case, for
> > Seoul, there were incidentals and I somehow feel guilty even for
> > reporting 200 CAD, but I know I shouldn't feel guilty.
> > 
> > So, I'm just looking for your own opinion on this.  I am also fine for
> > bringing this publicly as well (insert: I sent this at first to treasurer@
> > and was asked to take this publicly).  I'm not looking to "pull a fast
> > one" on the foundation, but my gut instinct sees that incidentals total
> > and it just feels wrong.
> > 
> > Thanks for listening to this long email :)
> > 
> > Talk soon,
> > 
> > -jeff
> > 
> > ****
> > 
> > OSGeo Travel Expense Claim
> > ==========================
> > 
> > Name: Jeff McKenna
> > 
> > Travel Dates: 09/12/2015 to 09/21/2015
> > 
> > Itinerary: from Halifax Canada to Seoul, South Korea
> > 
> > Reasons for travel: Represent OSGeo as president, at FOSS4G 2015
> > 
> > Expenses
> > --------
> > 
> > Flight to Seoul: 1435 CAD
> > 7 nights stay in Airbnb apartment (with 5 others): 330 CAD
> > Bus to and from Incheon airport in Seoul: 36 CAD
> > Park-n-fly at Halifax airport: 84 CAD
> > Gasoline to Halifax airport & return: 50 CAD
> > Travel medical insurance: 32 CAD
> > Misc (food during travel and other incidentals): 200 CAD
> > 
> > Total claimed: 2168 CAD
> > 
> > 
> > 
> > 
> > 
> > 
> > 
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> 
> Helena Mitasova
> Professor at the Department of Marine,
> Earth, and Atmospheric Sciences
> and Center for Geospatial Analytics
> North Carolina State University
> Raleigh, NC 27695-8208
> hmitaso at ncsu.edu
> http://geospatial.ncsu.edu/osgeorel/publications.html
> 
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