[Board] Final accounting FOSS4G 2022 Florence

[Alessandro Fanna]

Dear OsGeo board and conference committee members,

The following is the report for the subject matter. All the transactions
that determine the amounts used for this report are taken from our journal
entry available upon request along with receipts and payment orders. The
calculations were made in fairness and good faith, in case of errors please
report them to the undersigned, thank you.
Copied to the email are the board members of GFOSS.it and the Firenze 2022
LOC.

1. PREMISES
Figures are expressed in EUR. Should some amounts be expressed in USD, i.e.
the amounts in cash at OSGeo, the final amounts will be adjusted. Given the
USD/EUR exchange rate the orders of magnitude do not change much.
The February 6, 2022 bank transfer of EUR 30,000.00 with description
'Foss4g 2022 seed 1' is not included in the counts below because it is a
clearing entry. The amount will be returned by GFOSS.it in its entirety to
OsGeo.

The total surplus for the FOSS4G 2022 held in Florence is 95,005.03 € and
these are the amounts that contributed:

   - JRC 2021-2022 contribution: 12,000.00 € [1].
   - Profit from AIM Rev.11 Final Budget: 80,194.47 € [2]
   - OsGeo contribution for Travel Grants: 10,000 €.
   - OsGeo Sponsors (FB, etc.): 6,000.00 €
   - GFOSS.it material expenses and reimbursements: -8,822.69 € [3]
   - GFOSS.it travel grant expenses: -3,766.75 €
   - Operating costs GFOSS.it: -600.00 €
   TOTAL 95,620.34 €.

These are the financial movements in cash to individual associations:

OSGeo
   - OsGeo contribution for Travel Grants: 10,000 €
   - OsGeo Sponsors (FB, etc.): 6,000.00 €
   TOTAL 16,000.00 €

GFOSS.it
   - JRC 2021-2022 contribution: 12,000.00 €
   - Profit from AIM Rev.11 Final Budget: 80,194.47 € [4]
   - GFOSS.it material expenses and reimbursements: -8,822.69 €
   - GFOSS.it travel grant expenses: -3,766.75 €
   - GFOSS.it operating costs: -600.00 €
   TOTAL 79,005.03 €

[1] The JRC contribution was allocated in full to FOSS4G 2022 due to the
prevailing workload although it was also covering the international FOSS4G
2021.
[2] Attached is the approved revision 11 of the Final Budget by AIM
International.
[3] Missing from the costs is a reimbursement for a workshop. We are
checking the claim these days and given the minimal amount we will manage
it within our budget.
[4] Currency collection is estimated in February 2023.

2. COUNT GFOSS.IT REVERSAL TO OSGEO
Subsequent counts take as their basis the balance of €95,620.34 described
in 1. PREMISES expecting to offset the respective cash balances.

2.1 90/10 AGREED ALLOCATION
The agreement between the associations stipulates that 90% of the total
profit goes to OSGeo and 10% goes to GFOSS.it, so at the end of the
accounts the associations should have in cash respectively:
    - OSGeo: 85,504.53 €
    - GFOSS.it: 9,500.50 €

Once the payment from AIM International has been received, the associations
will have the following to offset on their current accounts:
    - OsGeo: 16,000.00 €
    - GFOSS.it: 79,005.03 €

The reversal to be given by GFOSS.it to OSGeo net of the costs and
collections mentioned in 1. PREMISES is equal to:
    - GFOSS.it transfer to OsGeo: -69,504.33 €

Calculated from: 9,500.50 - 79,005.03 = -69,504.33 €
Or: -85,504.53 + 16,000.00 = -69,504.33 €

2.2 PROPOSED REVISION OF THE ALLOCATION
The balance of the Budget estimate for the event, annex 1 of the budget
attached with our proposal, estimated a profit of 59,821 € versus the
80,194.47 € actually reported. That is, profit was 35% higher not only due
to the higher number of participants but especially due to the work done by
the association's many volunteers and the careful management of expenses.
The LOC would like to humbly propose a more rewarding profit-sharing
hypothesis for our association in the 80/20 ratio:

    - OSGeo: 76,004.02 €
    - GFOSS.it: 19,001.01 €

Under this assumption, the reversal to be given by GFOSS.it to OSGeo net of
the costs and receipts mentioned in 1. PREMISES would be equal to:
    - GFOSS.it transfer to OSGeo: -60,004.02 €

Calculated as: 19,001.01 - 79,005.03 = -60,004.02 €
Or: -76,004.02 + 16,000.00 = -60,004.02 €

We hope that our request can be granted to give us greater strength in
supporting the initiatives and projects whose goals our associations share.
We remain available for any additional information and details on cost
items.

Regards,

Alessandro Fanna, Treasurer of GFOSS.it
for Firenze 2022 LOC
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