[OSGeo-Conf] Underwriting FOSS4G events

Fri Aug 21 03:47:46 PDT 2015

I have updated the wiki at http://wiki.osgeo.org/wiki/FOSS4G_Handbook#Finances <http://wiki.osgeo.org/wiki/FOSS4G_Handbook#Finances> with my thoughts (slightly amended from the previous mail). Suggest comments are highlighted in red on the wiki with a user name for the moment so that we can easily track without going through edit history.

I have asked the Board to provide us with copies of past ‘agreements’ (formal and verbal) so that we can get a view of what has been agreed in the past

I have requested the Board to determine the level of reserves that they are willing to set aside to underwrite FOSS4G events
______
Steven

> On 19 Aug 2015, at 21:19, Cameron Shorter <cameron.shorter at gmail.com> wrote:
> 
> Hi Till, Stephen, Girt,
> Your suggestions all make sense and I like what is being suggested.
> Who owns the risk can be different for each conference, whether that be a LOC legal body, or the OSGeo Foundation, or a proportion of both.
> The key is that the risk is defined, and that their is a strategy for all scenarios.
> Typically there will be a requirement to pay a deposit by DATE1, more to be paid by DATE2, ...
> 
> I feel a plan should be put in place, which goes something like:
> By DATE1, if the exposure is greater than $XXXX, then the conference will be cancelled.
> By DATE2, ...
> 
> With regards, to defining a process, I'd encourage you to draft some suggestions into the wiki here:
> http://wiki.osgeo.org/wiki/FOSS4G_Handbook#Finances
> (Feel free to change existing content)
> 
> Once it is in a reasonable state, invite the conference committee to review, and we can finalise it.
> 
> On 19/08/2015 10:24 pm, till.adams at fossgis.de wrote:
>> Steven, @Conference committee,
>> 
>> many thanks for your thoughts on that. I have some comments inline.
>> 
>>> I agree that it is time for OSGeo to formalise our commitment to
>>> ‘underwrite’ a FOSS4G (Global or Regional). The reasonably loose
>>> understanding that has worked in the past is probably past it’s
>>> time.
>>> 
>> 
>> +1
>> 
>>> Thoughts on the process:
>>> 
>>>    * We need a clear statement from any FOSS4G seeking OSGeo’s
>>> financial backing
>> 
>> Yes, I think that is in progress.
>> 
>>>    * Initial advance(s) required and timing
>> 
>> (+1) I am working on this for now.
>> 
>>>    * Potential loss through cancellation at different stages
>> 
>> (+1) I am working on this for now.
>> 
>> 
>>>    * Potential loss if conference goes ahead but attendance is less than
>>> target
>> 
>> (+1) I am working on this for now.
>> 
>>> 
>>>    * OSGeo will confirm the maximum level that it will underwrite
>> 
>> How will OSGeo come to this maximum level-number? Maybe good to formalize this as well...
>> 
>>>    * OSGeo will need to set aside a reserve to cover the maximum
>>> underwritten losses of all FOSS4G events that it is supporting. This
>>> will probably limit our ability to underwrite multiple events and may
>>> require the Conference Committee to select between competing regional
>>> events if there are several applications
>> 
>> In my eyes, OSGeo should keep the number of covered events very limited.
>> The lighthouse of OSGeo events is FOSs4G.
>> 
>>>    * It would probably be prudent for the Conference Committee to
>>> require a member to join the LOC with financial oversight of
>>> expenditure, forecasts and risks.
>> 
>> I absolutely agree on that - and give the question back to the committee to appoint someone.
>> 
>>>    * The Conference Committee will need to continuously review financial
>>> risk and may require changes to the financial and operational plans of
>>> an event.
>> 
>> That's exactly what we are planning to do and I recently spoke to Torsten (our "finance minister"). We will do a financial review every month starting now.
>> COuld be senseful to densify this next year.
>> 
>>>    * The LOC will need to accept that OSGeo will not accept unlimited
>>> financial liability for their event, any losses exceeding the maximum
>>> level underwritten will need to be borne by the LOC or insured
>>> locally.
>> 
>> As said - now the time has come to fix this. So I would accept that but we'll have to cover not covered losses by an insurance.
>> This is an important issue for the upcoming bidders as well - please tell them ;-)
>> 
>>>    * The LOC agrees to remit xx% of any surplus to OSGeo to support
>>> future events and other OSGeo activities (I would suggest at least 85%
>>> but no doubt this could be a subject for discussion across the
>>> community but it should be standard for all events)
>> 
>> I agree on this as well. But can't put in a number here, as the covered amount is not clear yet.
>> 
>>>    * OSGeo will need to draft a legal agreement with the LOC that sets
>>> out these terms
>> 
>> Who?
>> 
>>> 
>>> Sorry if this sounds very formal but if OSGeo are making financial
>>> commitments running into the $50-100k region which could be the case
>>> for a global FOSS4G then there needs to be some proper process and
>>> limits in place.
>>> 
>> 
>> No - as this is such an important point, I think a formalized way is the best we can go.
>> 
>> 
>> One last point to add from my side: I know, the Conference committee looks briefly over the financial plannings of the bidding teams,
>> but the above mentioned potential losses should already be part of the proposal and then be examined on a more realistic base later in the planning process.
>> Or however, but a more formalized budget planning for the proposal could make things easier later...
>> 
>> So my last bid to the Conference committee is to formalize a clear procedure and pass it to the board for decision.
>> In the upcoming month we'll have to sign some contracts ;-)
>> 
>> Till
>> 
>> 
> 
> -- 
> Cameron Shorter,
> Software and Data Solutions Manager
> LISAsoft
> Suite 112, Jones Bay Wharf,
> 26 - 32 Pirrama Rd, Pyrmont NSW 2009
> 
> P +61 2 9009 5000,  W www.lisasoft.com,  F +61 2 9009 5099
> 

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