[Board] Action: Delawen, Jody and Angelous to coordinate direct email campaign to project officers and set up wiki pages for 2018 budget

[Jody Garnett]

María and Angelos:

Between us can we set up wiki pages tomorrow, and start drafting a sample
email.

Prior budgets are here:
- https://wiki.osgeo.org/wiki/Finance_Committee#Documents

I assume we want budget requests sent as emails to the board list, even if
they are figured out on the wiki before hand.



--
Jody Garnett

On 5 November 2017 at 21:19, Jody Garnett <jody.garnett at gmail.com> wrote:

> Going to assemble what we have to work with in an email thread and we can
> sort out how to approach this.
>
> Our list of officers is here: http://www.osgeo.org/
> content/foundation/board_and_officers.html
>
> The officers are our point of contact for committees (that includes both
> osgeo committees and project steering committees).
>
> With that in mind here is a rough communication strategy:
>
> 1.  Emailing the officers directly (as they are our point of contact). The
> idea being the officer can can take budget ideas to their respective email
> lists, or just forward our email to their list.
>
> 2. If we do not hear back by mid week we should reach out to any committee
> members we know (including board members) in order to send a budget
> reminder.
>
> 3. By the end of the week we can send a budget reminder on the discussion
> list. Perhaps listing committees that we have been unable to contact.
>
> For this to work it will help to have a couple of wiki pages ready to go:
>
> * A wiki page for the 2018 draft budget
> * An example of a budget request
>
> We should also be prepared for officer questions on how to spend money; we
> had some success with our 2017 budget reaching more teams; and that success
> will hopefully drum up interest.
>
> The key point to communicate is that we trust our committees. Budget is
> available to help, but it will be up to them to do the work.
>
> We have several quick examples to use.
> - SAC has been able to set up short term contracts for maintenance.
> - The Marketing committee took on a short term mandate to do the website,
> running a full expression of interest process to choose a vendor.
> -  One common request is for code-sprint budget, we have a
> code-sprint-guidelines
> <https://wiki.osgeo.org/wiki/Code_Sprint_Guidelines> for teams to consider
> - GeoServer as a well documented sprint application, and fundraising
> campain, with
>
> Tips:
> - If the team as a fundraising campaign of any sort sponsors donations can
> count-towards a total used to list them on our sponsors page.
> - A common theme is that OSGeo does not often outright pay for an
> activity, the team will need to some legwork and fundraising on their own
> and OSGeo is there to help out.
> - The flip side is that for events OSGeo is often happy to take on any
> financial loss (because we do not want to break our volunteers with stress)
> - There is a conflict policy, it pretty much amounts to not paying
> decision makers.
> - We also want to take care of expenses (or offer to) of anyone
> representing OSGeo in an official capacity (such as with our partners)
> - We have to manage expectations with respect to the website/reboot 55k
> budget (if it helps that amounts to 10k a year)
> - Budget is just a budget; actually spending the money requires a team to
> get organized. OSGeo has a track record of approving $70k budgets and then
> having our volunteers only spending 35k.
> - A budget is just a budget, it is a tool for planning and communication.
> If an emergency comes up the board is still able to help. Infrastructure
> and legal are good examples of emergencies.
>
> But only break out the above examples if you have to, the key message is
> that we trust each committee and would like to help.
> --
> Jody Garnett
>
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