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

[María Arias de Reyna]

Hi,

Did you start with this? Do we have an email template? If not, I can start
today.

On Mon, Nov 6, 2017 at 7:05 AM, Jody Garnett <jody.garnett at gmail.com> wrote:

> 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/con
>> tent/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
>>
>
>
-------------- next part --------------
An HTML attachment was scrubbed...
URL: <http://lists.osgeo.org/pipermail/board/attachments/20171107/54def60f/attachment.htm>