[Board] Motion: 2016 Financial Agreement

Michael Smith michael.smith.erdc at gmail.com
Thu Sep 10 09:35:30 PDT 2015 

+1

Michael Smith
Remote Sensing/GIS Center
US Army Corps of Engineers

> On Sep 10, 2015, at 12:24 PM, Jeff McKenna <jmckenna at gatewaygeomatics.com> wrote:
> 
> Thanks Maxi, for your detailed explanation. I also appreciate that you took the time to also propose a temporary workaround, and not just a simple "-1".  Thank you.
> 
> As Maxi requests, the guarantee and written agreement will have to wait until the new board reviews it.  I support Maxi's new motion, +1, but I would re-write it as:
> 
> ***
> Motion to immediately provide an advance payment of 50,000 euros to FOSS4G e.V for FOSS4G-2016, and for the next OSGeo Board to review all details of the "Agreement-between-OSGeo-and-FOSSGISeV-2016" document, including the event guarantee.
> ***
> 
> -jeff
> 
> 
> 
>> On 2015-09-10 12:43 PM, Massimiliano Cannata wrote:
>> -1
>> Maxi
>> 
>> This new motion on a modified version of the agreement between OSGeo and
>> FOSSGIS do not find my agreement.
>> 
>> Rational for my vote is:
>> 
>> A) past events do not seems to have been guarantee, so this is not the
>> common practice adopted in the past but rather a strong change in OSGeo
>> policy
>> 
>> B) I would make, as I have already proposed, the way around: no
>> guarantee but possible in future if approved by the board (not guarantee
>> and then some reserve to modify it)
>> 
>> 1) The board has not been provided with sufficient information regarding
>> past events to evaluate the current request (I need to see a summary for
>> each past event of: seed money, guarantees, fee, total expenses, total
>>  income, profit, OSGeo revenue)
>> 
>>  2) I don't think OSGeo should be exposed for more then 1 FOSS4G event
>> at the same time: it increase the risks and 1 year for event
>> organization I believe is enough. (Next time it could be 100k * 2)
>> 
>> 3) The 2015 FOSS4G event relies on a USD 40,000 seed money which is also
>> the OSGeo guarantee. We know from past experiences that FOSS4G is more
>> risky when organized outside Europe or USA, nevertheless we didn't
>> provided such a guarantee in 2015, thus to be fair I don't think we
>> shall provide it now without a deep discussion.
>> 
>> 4) Finally (this is more a my common sense evaluation) I don't think it
>> is raccomandable to take big budget decisions that may affect the coming
>> board members activities just one week before of the elections.
>> 
>> 
>> *I strongly believe that this decision, involving such a great amount of
>> money, should be postponed and submitted to the new board after the
>> elections and only having a clear vision of what was the procedure
>> followed in the past years. In fact, this decision will draw the line to
>> be followed in the future for every international FOSS4G events.*
>> 
>> 
>> Therefore I make a new motion: to provide 50,000 USD to Advance and NO
>> GUARANTEE exceeding the seed money as per below:
>> 
>> (I cannot make direct changes in the document because only PDF has been
>> shared,  so I'm pasting here my proposal)
>> 
>> =====================================================================================================================================================
>> 
>> *Agreement between OSGeo and FOSSGIS e.V. for finances to support FOSS4G
>> 2016 *
>> 
>> *Parties*
>> 
>>  * The Open Source Geospatial Foundation (OSGeo) of 14525 SW Millikan
>>    #42523 Beaverton, OR 970052343 FOSSGIS e.V.,
>>  * the Local Organising Committee (LOC) of FOSS4G 2016 in Bonn, Germany
>> 
>> 
>> *Agreement *
>> 1.This agreement determines the financial arrangements between the LOC
>> and/or PCO and OSGeo.
>>   This agreement
>>     a. supersedes any other written or verbal agreement between OSGeo
>> and the LOC
>>     b. supersedes any other written or verbal agreement between LOC and
>> the PCO
>> 2. The LOC has requested an Advance to cover part of the anticipated
>> costs of hosting the FOSS4G event (see Schedule)
>> 
>> *OSGeo commitments *
>> 4. OSGeo will provide the Advance detailed in the Schedule to the LOC on
>> request
>> 5. OSGeo agrees to underwrite potential losses of the Event up to the
>> maximum detailed in the Schedule
>> 6. OSGeo will delegate a financial representative to join the LOC
>> 7. OSGeo confirms that it will be possible to increase the OSGeo
>> guarantee by means of new amendment approved by the board
>> 
>> *LOC commitments *
>> 8. The LOC will hold all Event funds in a dedicated bank account and
>> will maintain a full record of all income and expenditure
>> 9. The Advance will be repaid to OSGeo by the LOC within 30 days of the
>> end of the Event
>> 10. The LOC will provide a monthly report of financial matters
>> (expenses, receipts and forecasts)
>>   a. The LOC will keep the OSGeo financial representative apprised of
>> any financial forecasts, alterations, commitments and risks
>>   b. The Financial representative shall have the right to request
>> changes to commitments and plans and as a last resort the right to
>> cancel this guarantee if recommendations are not accepted
>> 11. The LOC acknowledges that any financial liabilities in excess of the
>> maximum guarantee will be the responsibility of the LOC or will be
>> insured locally by the LOC
>> 12. The LOC will not pay to itself (or any of its individual members)
>> any fees for services provided with the exception of reasonable out of
>> pocket expenses for travel etc.
>> 13. The LOC agrees to remit at least 90% of any surplus generated to
>> OSGeo to support future events and other OSGeo activities
>>    a. A Surplus is defined as the net balance of revenues (delegates,
>> sponsors and any other sources) and expenses (venue, services, PCO etc)
>> 
>> Schedule
>> LOC FOSSGIS e.V.
>> PCO FOSSGIS e.V.
>> Event details FOSS4G 2016, Bonn, Germany
>> Advance payment €50,000
>> Additional guarantee €0
>> Maximum total OSGeo financial exposure €50,000
>> %age of event profits returned to OSGeo 90%
>> 
>> *Acceptance*
>> By their signatures below, the authorized official of each party to this
>> agreement represents that they are duly authorized to sign this
>> agreement and bind their respective organization.
>> 
>> For The Open Source Geospatial Foundation:
>> For FOSSGIS e.V. Name :
>> 
>> =====================================================================================================================================================
>> 
>> 
>> 2015-09-10 14:42 GMT+02:00 Fenoy Gerald <gerald.fenoy at geolabs.fr
>> <mailto:gerald.fenoy at geolabs.fr>>:
>> 
>>    +1
>> 
>> 
>> 
>>     > Le 9 sept. 2015 à 18:34, Jeff McKenna
>>    <jmckenna at gatewaygeomatics.com
>>    <mailto:jmckenna at gatewaygeomatics.com>> a écrit :
>>     >
>>     > Thanks Eli,
>>     >
>>     > This document is very well done by the Conference Committee, and
>>    can/will be used for each future FOSS4G event.
>>     >
>>     > Board: I've received word that Till needs to start signing and
>>    providing funds by the end of this week, so we have a real deadline
>>    here.  I would like to make sure that by the end of
>>    tomorrow/Thursday we wire the advance/seed money (50k euros) to
>>    their dedicated account.  This document has been approved by many
>>    keen eyes, a lot has went into it.  I therefore motion to the Board:
>>     >
>>     > ***
>>     > Motion to accept the terms of the financial agreement between
>>    FOSS4G e.V and the OSGeo foundation, per the terms in the document
>>    "Agreement-between-OSGeo-and-FOSSGISeV-2016", to support FOSS4G
>>    2016. Per that document, the advance payment will be provided to
>>    FOSS4G e.V by 10 September 2015.
>>     > ***
>>     >
>>     > -jeff
>>     >
>>     >
>>     >
>>     >
>>     > On 2015-09-09 1:03 PM, Eli Adam wrote:
>>     >> Board of Directors,
>>     >>
>>     >> The Conference Committee (with input from Till and Board
>>    members) has
>>     >> refined and passed a proposed agreement for 2016 FOSS4G seed
>>    money and
>>     >> financial guarantee [0]. Here is a direct download [1] or view
>>    in svn
>>     >> [2].
>>     >>
>>     >> Please schedule discussion and voting so that FOSS4G 2016 can
>>    continue
>>     >> their preparations.  I've placed it on the next Board meeting agenda
>>     >> [3] as a good place to keep track of it and take notes. However, an
>>     >> email vote before then is needed.
>>     >>
>>     >>> From the Conference Committee, Steven and Cameron have worked to
>>     >> ensure that appropriate OSGeo funds are available over the needed
>>     >> durations.  They have also worked with Till to get an accurate risk
>>     >> exposure estimate through the period of time leading up to decision
>>     >> points.  Jeff and other Board members have also substantially
>>     >> contributed to this process.
>>     >>
>>     >> Thanks and best regards,
>>     >> Eli (on behalf of the Conference Committee)
>>     >>
>>     >>
>>     >>
>>     >> [0] Discussion:
>>     >>
>>    https://lists.osgeo.org/pipermail/conference_dev/2015-September/003196.html
>>     >> [1]
>>    https://trac.osgeo.org/osgeo/export/12525/foss4g/2016/financial_stuff/agreement_with_osgeo/Agreement-between-OSGeo-and-FOSSGISeV-2016.pdf
>>     >> [2]
>>    https://trac.osgeo.org/osgeo/browser/foss4g/2016/financial_stuff/agreement_with_osgeo/Agreement-between-OSGeo-and-FOSSGISeV-2016.pdf
>>     >> [3]
>>    http://wiki.osgeo.org/wiki/Board_Meeting_2015-10-15#Current_items
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>> 
>> 
>>    Gérald Fenoy
>>    http://wiki.osgeo.org/wiki/User:Djay
>> 
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>> 
>> 
>> 
>> --
>> *Massimiliano Cannata*
>> 
>> Professore SUPSI in ingegneria Geomatica
>> 
>> Responsabile settore Geomatica
>> 
>> 
>> Istituto scienze della Terra
>> 
>> Dipartimento ambiente costruzione e design
>> 
>> Scuola universitaria professionale della Svizzera italiana
>> 
>> Campus Trevano, CH - 6952 Canobbio
>> 
>> Tel. +41 (0)58 666 62 14____
>> 
>> Fax +41 (0)58 666 62 09____
>> 
>> massimiliano.cannata at supsi.ch <mailto:massimiliano.cannata at supsi.ch>
>> 
>> _www.supsi.ch/ist <http://www.supsi.ch/ist>_
> 
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