[Board] Final accounting FOSS4G 2022 Florence

[Angelos Tzotsos]

Dear Alessandro,

The motion to approve budget split has been approved:
https://www.loomio.com/p/8KTzot7x/motion-to-approve-foss4g-2022-florence-profit-allocation-split

Best regards,
Angelos

On 12/29/22 13:20, Alessandro Fanna via Board wrote:
> 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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-- 
Angelos Tzotsos, PhD
President
Open Source Geospatial Foundation
http://users.ntua.gr/tzotsos