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

Angelos Tzotsos gcpp.kalxas at gmail.com
Wed Sep 19 03:17:04 PDT 2018 

Motion passed.

https://www.loomio.org/p/Q6eP5cLn/motion-to-support-foss4g-na-2019-with-10k

On Tue, Sep 11, 2018 at 9:44 PM Angelos Tzotsos <gcpp.kalxas at gmail.com>
wrote:

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


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