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

[Jody Garnett]

I did not start, we can use prior years as guide.

The other thing to set up is our list of who to contract, if we have
contacted them, etc...
On Tue, Nov 7, 2017 at 2:37 AM María Arias de Reyna <delawen at gmail.com>
wrote:

> 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/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
>>>
>>
>>
> --
--
Jody Garnett
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