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

Tue Nov 7 07:57:54 PST 2017

Here are some examples from prior years to use for inspiration, they are
hard to find since they are often sent to officers directly:

Venka sent me the following as incubation chair:

*Hi Jody,*

*If there is any budget requirement for Incubation Committee*
*for 2017,please add item to the on the wikipage [1].*

*[1] https://wiki.osgeo.org/wiki/OSGeo_Budget_2017
<https://wiki.osgeo.org/wiki/OSGeo_Budget_2017>*

*Best*

*Venka*

And emails sent to individual lists:

* [Marketing] marketing committee budget and request from the board
<https://lists.osgeo.org/pipermail/marketing/2016-November/003190.html>
* [Projects] Budgeting project event support for 2017
<https://lists.osgeo.org/pipermail/projects/2016-December/000064.html> -  this
one is awkward in that it uses ZOO-Project as an example, and ZOO-Project
has not graduated yet.

And example requests sent to the board list:

* [Board] Budget 2017 allocation request
<https://lists.osgeo.org/pipermail/board/2016-December/010002.html>
* [Board] GeoForAll budget request
<https://lists.osgeo.org/pipermail/board/2016-December/009999.html>
* [Board] Open Geoscience Committee 2017 budget request
<https://lists.osgeo.org/pipermail/board/2016-December/009962.html>

--
Jody Garnett

On 7 November 2017 at 06:01, Jody Garnett <jody.garnett at gmail.com> wrote:

> 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
>
-------------- next part --------------
An HTML attachment was scrubbed...
URL: <http://lists.osgeo.org/pipermail/board/attachments/20171107/7455d07f/attachment.htm>