[Board] [OSGeo-Conf] Request for seed funding for FOSS4G-NA 2019

Tue Sep 11 11:44:05 PDT 2018

Loomio motion is live:
https://www.loomio.org/d/4x9iMZEU/request-for-seed-funding-for-foss4g-na-2019

Best,
Angelos

On Tue, Sep 11, 2018 at 5:47 PM Jeffrey Johnson <ortelius at gmail.com> wrote:

> Im waiting for the loomio to go up and be voted on. I can try to
> answer all the scattershot questions on this thread, but the motion
> was already made.
> On Tue, Sep 11, 2018 at 7:43 AM Guido Stein <guido at guidostein.com> wrote:
> >
> > Hey folks,
> >
> > just checking in on this.
> >
> > Jeff, do you have what you need to move forward?
> >
> > -Guido
> >
> > On Fri, Sep 7, 2018 at 3:32 PM John Bryant <johnwbryant at gmail.com>
> wrote:
> >>
> >> Hi, I thought I'd share my thoughts from the perspective of a regional
> FOSS4G organiser, for what it's worth. (FOSS4G SotM Oceania, coming up in
> November in Australia)
> >>
> >> For context: to save the trouble of setting up a financial entity of
> our own, we partnered with SSSI (an Australian spatial industry body). They
> didn't provide any seed funding - it wasn't necessary, as our other partner
> (Uni of Melbourne) is providing the venue. SSSI took 100% of the financial
> risk on the event, and in exchange we agreed to return 50% of any surplus,
> with some explicit targets. They have a seat on our organising committee
> for oversight, and their staff do the accounting and handle incoming &
> outgoing funds. It has worked very well for us, I can recommend it as a
> model for regional events.
> >>
> >> I think we'd probably have trouble with a commitment to return 85 or
> 90% of the surplus as unrestricted general funds, in exchange for a loan.
> 50% would be more palatable. (I'm assuming we're talking about returning
> from the surplus left after repayment of the seed funding.)
> >>
> >> We've had incredible support from partners, sponsors, and the
> community, and have been conservative with our budget, so we're expecting a
> decent surplus. We're looking forward to re-investing our share of this
> surplus back into another iteration of the event, and having control over
> that gives us confidence to take some risks and grow our impact. I think
> the key here is self-determination, autonomy, and empowerment. Losing
> control over the lion's share of the surplus would feel disempowering.
> >>
> >> On a practical level, unsure if OSGeo handling money for regional
> conferences is on the table. In our case, we need to manage funds in
> Australian dollars. It has been helpful to have quick turnaround on
> invoices & payments. Providing this kind of support in a local timezone &
> currency might be difficult for OSGeo.
> >>
> >> We love OSGeo and consider ourselves to be part of the family...
> looking forward to sharing all our lessons learned along the way!
> >>
> >> Cheers
> >> John
> >>
> >> On Sat, 8 Sep 2018 at 03:09, María Arias de Reyna <delawen at gmail.com>
> wrote:
> >>>
> >>> Hi,
> >>>
> >>> I think we should ask less porcentage for smaller events. Money that
> stays on the local communities can help them grow, so it's good to let them
> keep some. I would go for 50% instead of 90%. In net numbers, we add global
> shouldn't notice much difference, but for them it may mean being able to
> host another event without seed money or not.
> >>>
> >>> El vie., 7 sept. 2018 18:59, Steven Feldman <shfeldman at gmail.com>
> escribió:
> >>>>
> >>>> We already have a “standard” agreement for seed funding a FOSS4G
> Global conference - an example (2016, Bonn) is at
> https://svn.osgeo.org/osgeo/foss4g/2016/financial_stuff/agreement_with_osgeo/
> >>>>
> >>>> In return for seed funding and a limited financial guarantee the
> conference agrees to remit 90% of any surplus to OSGeo. I think in the
> FOSS4G Cookbook we may have changed that to at least 85%. I don’t know if
> that would be acceptable to the NA team? We need to have a consistent
> policy for regional and global events seeking seed funding and/or a
> financial guarantee (any guarantee should be limited otherwise we could
> bankrupt OSGeo if something goes disastrously wrong).
> >>>>
> >>>> I think that a financial transparency clause should be added to the
> funding agreement going forward and also to the FOSS4G Cookbook (I’m not
> sure that we can make financial transparency mandatory if we are not
> providing seed funds or a guarantee but we can encourage it).
> >>>>
> >>>> Do we have a funding agreement with Bucharest?
> >>>> ______
> >>>> Steven
> >>>>
> >>>>
> >>>> On 6 Sep 2018, at 18:45, Eli Adam <eadam at co.lincoln.or.us> wrote:
> >>>>
> >>>> Hi all,
> >>>>
> >>>> I don't track the OSGeo budget or Treasurer reports very closely.
> >>>> I'd like to hear from the Treasurer pertaining to what amounts are
> >>>> available and keep in mind several events.  FOSS4G 2019 Bucharest is
> >>>> the next focus.  FOSS4G 2020 LOI and selection will start soon as well
> >>>> and there are potentially expenses that they may encounter early.  I'd
> >>>> also like to hear from the BLOC about 2019.  We have to be guided by
> >>>> what is financially possible which should be information that should
> >>>> come from the Treasurer and Board informed by the Conference
> >>>> Committee, FOSS4G 2019 BLOC, and FOSS4G2020 LOC.  The Board and
> >>>> Treasurer also get to determine the level of risk they want to assume
> >>>> (i.e. how much liability beyond seed money vs reserve levels and
> >>>> anticipated income).
> >>>>
> >>>> Based on the premise of financial feasibility, I potentially support
> >>>> seed funding for FOSS4G-NA and think that it could be a good model to
> >>>> expand to regional conferences.  The international event is the first
> >>>> and second priority though.  Regional events would be lower priority.
> >>>>
> >>>>
> >>>> On Thu, Sep 6, 2018 at 3:42 AM, Ian Turton <ijturton at gmail.com>
> wrote:
> >>>>
> >>>> I think it would be nice to get an agreement to report (at least) the
> heads
> >>>> of the accounts back to OSGeo - so what was spent on each major
> category of
> >>>> expense (e.g. conf centre, food, promotion, speakers, etc) if we are
> putting
> >>>> seed funding in
> >>>>
> >>>>
> >>>> For using OSGeo money, I'd like to get more information than this.
> >>>> The last decade of the international FOSS4G event has shown that it
> >>>> can be done with remarkable transparency.  But yes, at a minimum, an
> >>>> outline of expenses and income and where the money goes.
> >>>>
> >>>> Ian
> >>>>
> >>>> On Thu, 6 Sep 2018 at 09:56, María Arias de Reyna <delawen at gmail.com>
> wrote:
> >>>>
> >>>>
> >>>> Hi,
> >>>>
> >>>> Right now there is money to lend 20k. Not in the initial budget for
> >>>> this year, but the money is on the bank. So the decision would be if
> >>>> we want to prioritize this investment instead of others (existing or
> >>>> future). Remember this is the year when the main FOSS4G don't give any
> >>>> funding back. Which I don't think it will be a problem, as FOSS4GNA is
> >>>> important to our community and should be helped. But I wanted to say
> >>>> this explicit so it is clear that we are not just lending money
> >>>> blindly.
> >>>>
> >>>> I am happy to give seed funding to events, this is really something we
> >>>> can do and will make a difference to many LOCs. But, of course, we
> >>>> need to setup some requirements for this. Not saying that you don't
> >>>> fit on them, but it is something we should discuss, specially if we
> >>>> want to extend this seed funding to other events that request it. It
> >>>> won't be nice if some other regional event come and then we ask them
> >>>> more than we ask you :) Is this the first time a regional event ask
> >>>> for funding? I don't remember any previous one.
> >>>>
> >>>>
> >>>> I think it has been discussed a few times, I don't remember if it was
> >>>> ever done though.  We have some things to follow based on the
> >>>> international event.  Here is a draft that covers some of it,
> >>>> https://wiki.osgeo.org/wiki/FOSS4G_Handbook#Finances  We also have a
> >>>> few years of agreements with LOCs to use as an example.  I took a
> >>>> quick look through SVN and found a few things,
> >>>> https://svn.osgeo.org/osgeo/foss4g/2016/financial_stuff/.  Maybe
> >>>> additional years are in the Board documents?  Searching the email list
> >>>> provides lots of results.  For instance,
> >>>>
> https://lists.osgeo.org/pipermail/conference_dev/2016-March/003584.html
> >>>> (and the attachments).  And other year,
> >>>>
> https://lists.osgeo.org/pipermail/conference_dev/2015-September/003196.html
> >>>> (links too).  Steven has provided a previous summary of some past
> >>>> years,
> https://lists.osgeo.org/pipermail/conference_dev/2015-September/003223.html
> >>>> (see link in that email).
> >>>>
> >>>> Insight from Michael Turner and Guido Stein, Till Adams and others
> >>>> might be useful here as they recently went through working this out
> >>>> for conferences that they ran.
> >>>>
> >>>> So, about requirements: what is the planning to return the money? Are
> >>>> you going to share the profit (if any) with OSGeo? I think it makes
> >>>> sense to ask for a returning percentage of the profit to have more
> >>>> money in the bank and be able to help more events. I understand some
> >>>> conferences will be even and have no profit, but those who have profit
> >>>> can help growing the community. Maybe a 30~50% of profit back to
> >>>> OSGeo? So at least half of it can be saved for future FOSS4GNA events.
> >>>>
> >>>>
> >>>> The agreement that is typically made for the international FOSS4G is
> >>>> typically much higher than 50% (closer to 90-100% but with some
> >>>> portion taken out to fund continuing local/specific events, or
> >>>> different percents at different dollar amounts.).  And it comes back
> >>>> as unrestricted general funds.
> >>>>
> >>>> Other thing I would request is that you share statistics and knowledge
> >>>> after the event. For example, if you experiment with new ways to
> >>>> attract people, did it work? Are demographics balanced? Was it more
> >>>> business, user, developer oriented? What did people enjoy more that
> >>>> can be reused for other events? Did something fail that could be
> >>>> organized on a better way? Did you have unexpected budget changes?
> >>>> What percentage of the budget did go to what (catering, venue,
> >>>> communications,...)? In summary, any info that can help us organize
> >>>> better events. I understand there are details we can't disclose, but
> >>>> anything that can be shared, please, share it.
> >>>>
> >>>> And, of course, as sometimes people go to FOSS4G and they don't know
> >>>> what OSGeo is, I would request that OSGeo has a special place in the
> >>>> conference. Not only a booth, but also that it should be explicitly
> >>>> mentioned and explained in (at least) opening and closing. This can
> >>>> help us growing the community and keep them engaged the whole year,
> >>>> not only for one conference.
> >>>>
> >>>> Did I miss something important?
> >>>>
> >>>>
> >>>>
> >>>>
> >>>> On Thu, Sep 6, 2018 at 10:34 AM Cameron Shorter
> >>>> <cameron.shorter at gmail.com> wrote:
> >>>>
> >>>>
> >>>> Jeffrey, Jody,
> >>>>
> >>>> I'd suggest looping in the OSGeo Conference committee
> >>>> (conference_dev at lists.osgeo.org) on wider FOSS4G-NA topics such as
> these, as
> >>>> hopefully there should be useful opinions and support from within the
> >>>> community.
> >>>>
> >>>>
> >>>> Good idea Cameron.  Much of this work has been done for the
> >>>> international event.  Coming up with something for regional events
> >>>> would take some more work but is possible and logical.
> >>>>
> >>>> (You'd get supportive feedback from me in the first instance).
> >>>>
> >>>> Cheers and good luck, Cameron
> >>>>
> >>>>
> >>>> On 6/09/2018 4:13 AM, Jeffrey Johnson wrote:
> >>>>
> >>>> The total venue cost is $40k total with no requirements to commit to a
> >>>> hotel block at catering. They require a 1/2 deposit so $20k would be
> better.
> >>>> Not sure if that much budget would be available?
> >>>>
> >>>> Happy to discuss at the IRC meeting.
> >>>>
> >>>> On Wed, Sep 5, 2018 at 11:09 Jody Garnett <jody.garnett at gmail.com>
> >>>> wrote:
> >>>>
> >>>>
> >>>> Thanks Jeff,
> >>>>
> >>>> We can of course amend our budget to help (kind of thought we had
> until
> >>>> next year but opportunity waits for no one).
> >>>>
> >>>> 10k seems ... a bit low. Your venue must indeed be inexpensive.
> >>>>
> >>>> On Wed, Sep 5, 2018 at 8:59 AM Jeffrey Johnson <ortelius at gmail.com>
> >>>> wrote:
> >>>>
> >>>>
> >>>> Hi Folks,
> >>>>
> >>>>
> >>>> Hi Jeff and Rob,
> >>>>
> >>>> Our San Diego Local Organizing Committee would like to request seed
> >>>> funds for FOSS4G-NA 2019 which we are organizing for mid-april next
> >>>> year. The past few years have seen this event organized by
> >>>> LocationTech and with a professional conference organizer, and while
> >>>> we will strive to put on a really great event, we are going to try to
> >>>> be budget conscious and run a more grass roots event. We have a great
> >>>>
> >>>>
> >>>> This sounds like a great event!  How grass roots are you thinking?
> >>>> Will there be a PCO?  In a practical matter, who will write checks or
> >>>> sign contracts?  (there are different ways to do this, OSGeo, PCO,
> >>>> LOC, companies, etc).
> >>>>
> >>>> location on Mission Bay in SD that imposes very few restrictions on
> >>>> what we can and cant do, giving us alot of freedom to do things a bit
> >>>> differently than they have been done before.
> >>>>
> >>>>
> >>>> This is really good.  Onerous venue contracts make things much more
> >>>> difficult.  Congrats!
> >>>>
> >>>>
> >>>> We are shooting for an overall budget of $150k-200k and expecting 500+
> >>>> people. I'm not quite sure the level of seed funding provided in the
> >>>> past for these types of regional events, but we would like to ask for
> >>>> $10k if possible.
> >>>>
> >>>>
> >>>> The international FOSS4G events which have gotten seed funding have
> >>>> gone through a rigorous process of of review including detailed budget
> >>>> review.  Do you have more information or details on your budget and
> >>>> whole organizing plan?  I guess this is my main question, do you have
> >>>> more information and details?  That would answer who is signing
> >>>> contracts, writing checks, etc.
> >>>>
> >>>>
> >>>>
> >>>> Do let me/us know if you have any questions/concerns that can be
> >>>> answered and hope to see some of you in April next year.
> >>>>
> >>>>
> >>>> I think that seed funding will probably be possible (pending the
> >>>> Treasurer and Board have funds in addition to the international events
> >>>> and want the risk).  Trailblazing seed funding for regional events
> >>>> will require some amount of work.  You're both familiar with that.
> >>>> There is a lot of existing material for guidance from the
> >>>> international event.
> >>>>
> >>>> Best regards, Eli
> >>>>
> >>>>
> >>>>
> >>>> Jeff & Rob (SDLOC Co-chairs)
> >>>>
> >>>> _______________________________________________
> >>>> Board mailing list
> >>>> Board at lists.osgeo.org
> >>>> https://lists.osgeo.org/mailman/listinfo/board
> >>>>
> >>>>
> >>>> --
> >>>> --
> >>>> Jody Garnett
> >>>>
> >>>>
> >>>>
> >>>>
> >>>> _______________________________________________
> >>>> Board mailing list
> >>>> Board at lists.osgeo.org
> >>>> https://lists.osgeo.org/mailman/listinfo/board
> >>>>
> >>>>
> >>>> --
> >>>> Cameron Shorter
> >>>> Technology Demystifier
> >>>> Open Technologies and Geospatial Consultant
> >>>>
> >>>> M +61 (0) 419 142 254
> >>>>
> >>>> _______________________________________________
> >>>> Board mailing list
> >>>> Board at lists.osgeo.org
> >>>> https://lists.osgeo.org/mailman/listinfo/board
> >>>>
> >>>> _______________________________________________
> >>>> Conference_dev mailing list
> >>>> Conference_dev at lists.osgeo.org
> >>>> https://lists.osgeo.org/mailman/listinfo/conference_dev
> >>>>
> >>>>
> >>>>
> >>>>
> >>>> --
> >>>> Ian Turton
> >>>>
> >>>> _______________________________________________
> >>>> Conference_dev mailing list
> >>>> Conference_dev at lists.osgeo.org
> >>>> https://lists.osgeo.org/mailman/listinfo/conference_dev
> >>>>
> >>>> _______________________________________________
> >>>> Conference_dev mailing list
> >>>> Conference_dev at lists.osgeo.org
> >>>> https://lists.osgeo.org/mailman/listinfo/conference_dev
> >>>>
> >>>>
> >>>> _______________________________________________
> >>>> Board mailing list
> >>>> Board at lists.osgeo.org
> >>>> https://lists.osgeo.org/mailman/listinfo/board
> >>>
> >>> _______________________________________________
> >>> Board mailing list
> >>> Board at lists.osgeo.org
> >>> https://lists.osgeo.org/mailman/listinfo/board
> >>
> >> _______________________________________________
> >> Board mailing list
> >> Board at lists.osgeo.org
> >> https://lists.osgeo.org/mailman/listinfo/board
> >
> > _______________________________________________
> > Conference_dev mailing list
> > Conference_dev at lists.osgeo.org
> > https://lists.osgeo.org/mailman/listinfo/conference_dev
> _______________________________________________
> Board mailing list
> Board at lists.osgeo.org
> https://lists.osgeo.org/mailman/listinfo/board

-- 
Angelos Tzotsos, PhD
OSGeo Charter Member
http://users.ntua.gr/tzotsos
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