[OSGeo-Conf] [Board] FOSS4G 2017 contracting & funding
Cameron Shorter
cameron.shorter at gmail.com
Thu Mar 3 12:02:37 PST 2016
I back Steven's statement.
It sounds reasonable and I trust his experience and judgement.
I won't have time to do any more than the very precursory review I've
done, so +1 from me based on Steven's feedback.
Cameron
On 4/03/2016 2:29 am, Steven Feldman wrote:
> Apologies for the delay, I have been away.
>
> This all looks in order to me. Do you anticipate that you will need
> further funds from OSGeo before your sponsorship income starts to come
> in? If so how much and when?
>
> Hopefully several others on the CC will chip in and agree.
>
> Next steps (as see them) after ratification by CC are:
>
> 1. Complete an agreement between OSGeo and your PCO - the template
> doc is at
> https://svn.osgeo.org/osgeo/foss4g/2016/financial_stuff/agreement_with_osgeo/
> 2. Recommend to board
> 3. board signs off and transfers funds
>
>
> Cheers
> ______
> Steven
>
>
>> On 28 Feb 2016, at 18:46, Michael Terner <mgt at appgeo.com
>> <mailto:mgt at appgeo.com>> wrote:
>>
>> Apologies that this took more time than the 2 weeks that was
>> estimated earlier, but I believe the BLOC is now in a position to
>> fully follow the Conference Dev Committee's recommendations on next
>> steps (as documented earlier in this thread). Attached you will find
>> two documents:
>>
>> 1. Draft contract from Delaney Meeting and Management (DMM) to be
>> our PCO and under contract to OSGeo on behalf of the BLOC
>> 2. Draft "financial plan" that shows the anticipated scheduling of
>> spending across the 6+ quarters that remain before Aug, 2017
>>
>> Please confirm that this provides the information that you need to
>> assess our planning and move forward towards providing a signed PCO
>> contract and an advance. As per earlier advice, and a review of the
>> spending plan, we /would/ like to recalibrate and ask that our
>> initial advance be in the sum of $20,000 US (instead of the $10,000
>> figure we used earlier in this thread).
>>
>> A quick note on the nature of the DMM contract. This contract is
>> consciously structured as a time and materials (T&M) engagement with
>> a "not to exceed" figure. The DMM contract provides an extremely
>> detailed list of the tasks that are anticipated and their estimated
>> costs, and this will serve as the "menu" for services. We believe
>> that a T&M structure preserves maximum flexibility so that un-needed
>> tasks (or tasks our BLOC can complete) may be removed, and so that
>> new, or altered tasks can be added as needed. Also, please note that
>> the PCO figure used in the spending plan includes approximately
>> $6,000 of direct expenses incurred by the PCO.
>>
>> We would respectfully ask for a quick review as we have a
>> *significant, near-term milestone, to sign an agreement with our
>> chosen venue*, the Boston World Trade Center conference facility and
>> the Seaport hotel. To secure our dates, we really need to lock this
>> down in March; hopefully by the middle of the month. Having *an OSGeo
>> contract with our PCO is a precursor to the venue agreement.*
>>
>> Here's the potential timeline we foresee:
>>
>> 1. February 29: Conference Dev now has our draft PCO contract w/ DMM
>> and a draft spending plan for review
>> 2. March 4: Receive feedback on contract and spending plan
>> 3. March 8: Iterate with Conference Dev on contract and spending
>> plan and bring all issues (if any) to mutually agreeable closure
>> 4. March 15: Receive appropriate approvals so that OSGeo can sign
>> the contract with DMM which will enable them to act as our
>> financial agent
>> 5. March 18: Have DMM enter into agreement with the World Trade
>> Center/Seaport Hotel on behalf of OSGeo/BLOC
>> 6. March 31: Once the agreements are in place, the BLOC will work
>> with Conference Dev and the Board to secure an initial advance in
>> the sum of $20,000 US.
>>
>> Does this make sense? If not, please advise with any questions so
>> that we can keep this moving.
>>
>> Many thanks and all the best...
>>
>> MT
>>
>> On Wed, Jan 27, 2016 at 10:03 AM, Eli Adam <eadam at co.lincoln.or.us
>> <mailto:eadam at co.lincoln.or.us>> wrote:
>>
>> +1 to things that Steven and Cameron have said.
>>
>> On the 10k advance, make sure it is enough, you don't want to have to
>> ask for more before the planned larger advance.
>>
>> Best regards, Eli
>>
>>
>> On Wed, Jan 27, 2016 at 1:59 AM, Steven Feldman
>> <shfeldman at gmail.com <mailto:shfeldman at gmail.com>> wrote:
>> > Spot on Michael
>> >
>> > Look forward to reviewing the PCO contract and your financial
>> plan when you
>> > are ready.
>> >
>> > Personally I like the idea of splitting the financial request
>> in 2 tranches
>> > as you have outlined. Good idea
>> >
>> > Cheers
>> > ______
>> > Steven
>> >
>> >
>> > On 27 Jan 2016, at 03:08, Michael Terner <mgt at appgeo.com
>> <mailto:mgt at appgeo.com>> wrote:
>> >
>> > Cameron & Steven:
>> > Once again thanks for the good advice and careful guidance.
>> Here's where we
>> > stand:
>> >
>> > We have a proposal from our POC that outlines their
>> scope/duties and we are
>> > completing our review. I have asked them for their "contract"
>> language that
>> > wraps the scope. We anticipate completing our review and
>> providing those to
>> > you (i.e., Conf Comm) early next week.
>> > We have now reviewed, and understand the Wiki postings on the
>> guarantees,
>> > and we will commence with a more detailed financial plan.
>> > We anticipate potentially seeking two advances:
>> >
>> > In the short term, something on the order of $10k (US) for:
>> >
>> > Startup activities with our PCO
>> > Development of promotional materials (e.g., video, logo,
>> sponsor prospectus,
>> > etc.) so we are ready to go once Bonn completes
>> >
>> > In the medium term, likely just after Bonn, when OSGeo finances
>> are clearer;
>> > something on the order of what was provided to Bonn, i.e., $50k
>> (US) for:
>> >
>> > Payment of deposits
>> > Further support from our PCO
>> > Cashflow pending sponsorship and registration revenues
>> > Marketing and messaging
>> > Sponsorship recruitment
>> >
>> > I hope this gives you a better sense of where we're coming from
>> and we will
>> > move aggressively this week and next to have contract materials
>> to the Conf
>> > Comm for review.
>> >
>> > Thanks again...
>> >
>> > MT
>> >
>> > On Mon, Jan 25, 2016 at 2:23 PM, Cameron Shorter
>> <cameron.shorter at gmail.com <mailto:cameron.shorter at gmail.com>>
>> > wrote:
>> >>
>> >> I'm dropping the OSGeo-Board off the CC list.
>> >>
>> >> +1 to all Steven said.
>> >>
>> >> You will often find that if someone gives you good advise from
>> an email
>> >> list, then others on the list won't feel a need to chime in.
>> In this case,
>> >> if you don't get someone extending or contradicting Steven's
>> advice within
>> >> 48 hours, then it is probably worth following.
>> >> For major decision points which the list members will help
>> identify, such
>> >> as committing to spending, we will put a motion to the vote,
>> and likely
>> >> escalate to the board to confirm.
>> >>
>> >> Cheers, Cameron
>> >>
>> >> On 26/01/2016 12:29 am, Steven Feldman wrote:
>> >>
>> >> Michael
>> >>
>> >> My answers (just one member of the ConfCttee though)
>> >>
>> >> I suggest you obtain a draft agreement between your PCO and
>> OSGeo, send it
>> >> to the CC and we will review it and then either suggest
>> changes or forward
>> >> to the board with a recommendation.
>> >> With regard to an advance please note the type of guarantees
>> from the LOC
>> >> or PCO to that are outlined in the wiki at
>> >> http://wiki.osgeo.org/wiki/FOSS4G_Handbook#Guarantees. The
>> actual agreement
>> >> with 2016 is at
>> https://svn.osgeo.org/osgeo/foss4g/2016/budget_planning/ .
>> >> Could you give an indication of what the advance is required for?
>> >> I would suggest that you send requests to the ConfCttee and we
>> can decide
>> >> if the matter needs board consideration
>> >>
>> >>
>> >> Great to see you guys getting stuck in so early
>> >> ______
>> >> Steven
>> >>
>> >>
>> >> On 25 Jan 2016, at 12:33, Michael Terner <mgt at appgeo.com
>> <mailto:mgt at appgeo.com>> wrote:
>> >>
>> >> Cameron et al:
>> >> Thank you very much for the careful guidance and the lesson on
>> how to
>> >> communicate going forward. Obviously, we're feeling our way
>> into this realm
>> >> but you will find us eager students and quick learners. Please
>> keep the
>> >> guidance coming. As such, see below for our re-factored
>> "concise questions",
>> >> and a request for clarification on one ambiguity:
>> >>
>> >> Immediate questions from the BLOC on needs/next steps:
>> >>
>> >> Since our LOC is not incorporated, we would like to proceed
>> with the same
>> >> model that Cameron described he followed in 2009 with "OSGeo
>> (being) the
>> >> legal body which engaged with the PCO." What should we do, and
>> with whom, to
>> >> initiate this process?
>> >> Can the BLOC obtain a $10,000(US) advance to fund startup
>> costs, including
>> >> with our PCO, to cover the period from February - August? What
>> should we do,
>> >> and with whom, to initiate this process?
>> >>
>> >> Request for clarification:
>> >>
>> >> Heard, understood and acknowledged regarding aiming messages
>> at the
>> >> Conference Dev mailing list. Should we do this exclusively on
>> opening salvos
>> >> of requests? Or, should we also CC the Board? In other words,
>> is it up to
>> >> the Conference Dev list to decide when something needs to be
>> elevated to the
>> >> board?
>> >>
>> >> Thanks again...We're looking forward to moving into the
>> activation phase
>> >> of this odyssey.
>> >>
>> >> MT
>> >>
>> >> On Sat, Jan 23, 2016 at 3:36 PM, Cameron Shorter
>> >> <cameron.shorter at gmail.com <mailto:cameron.shorter at gmail.com>>
>> wrote:
>> >>>
>> >>> Hi Michael,
>> >>> For conference related questions, I suggest your first point
>> of call be
>> >>> the conference email list (CCed), which contains past foss4g
>> leaders.
>> >>>
>> >>> (This is how OSGeo was set up to work when things are working
>> smoothly.
>> >>> Committees are where most decisions are made, and the board
>> is only called
>> >>> in to validate important decisions.)
>> >>>
>> >>> For this email thread, I suggest being more specific in your
>> question. If
>> >>> you know what you want, suggest it.
>> >>> "I'm thinking we should do XXX, can you please confirm this
>> is ok."
>> >>> "We have selected our PCO, and we now need to set up a
>> contract. We have
>> >>> a contract needing reviewing / We need to draft a contract /
>> Are there any
>> >>> prior contracts we can look at to use as a basis of our
>> contract / ..."
>> >>>
>> >>> You will find concise questions are much easier to answer,
>> and hence you
>> >>> are more likely to get a response.
>> >>>
>> >>> In part answer to your question, there have been a number of
>> different
>> >>> engagement models for FOSS4G over the years.
>> >>> In 2009, which I was involved in, the LOC was not
>> incorporated, and OSGeo
>> >>> was the legal body which engaged with the PCO.
>> >>> In other years I think the LOC directly engaged the PCO.
>> >>> How would the LOC like to proceed?
>> >>>
>> >>> Warm regards, Cameron
>> >>>
>> >>>
>> >>> On 22/01/2016 4:47 am, Michael Terner wrote:
>> >>>
>> >>> While entirely respecting the ongoing efforts and precedence
>> for both the
>> >>> FOSS4G 2016 even in Bonn and the FOSS4GNA 2016 in Raleigh,
>> NC, the Boston
>> >>> Location Organizing Committee (BLOC) has begun our planning
>> in earnest.
>> >>> Toward that end it is time for us to formally engage with our
>> Professional
>> >>> Conference Organizer (PCO) and to think about contracts. Our
>> understanding
>> >>> is that this generally happens with contracts between OSGeo
>> and the PCO, and
>> >>> then the PCO acting as a financial agent on behalf of OSGeo
>> vis a vis
>> >>> entering into contracts with the venue and other suppliers.
>> >>>
>> >>> At this stage we are looking for guidance/confirmation on the
>> process and
>> >>> with whom we should engage to get details and start the ball
>> rolling? We
>> >>> also understand that it may be possible to obtain some early
>> advance funding
>> >>> that could support our startup until the Bonn event concludes
>> and we really
>> >>> accelerate the planning process.
>> >>>
>> >>> Thank you in advance for your support and guidance...
>> >>>
>> >>> Sincerely,
>> >>>
>> >>> MT & the BLOC
>> >>> --
>> >>> Michael Terner
>> >>> Executive Vice President
>> >>> 617-447-2468 <tel:617-447-2468> Direct | 617-447-2400
>> <tel:617-447-2400> Main
>> >>> Applied Geographics, Inc.
>> >>> 24 School Street, Suite 500
>> >>> Boston, MA 02108
>> >>> www.AppGeo.com <http://www.appgeo.com/>
>> >>>
>> >>>
>> >>> This e-mail message and any attachments may contain
>> confidential or
>> >>> legally privileged information. If you are not an intended
>> recipient or
>> >>> otherwise authorized to receive this message, you should not
>> use, copy,
>> >>> distribute, disclose or take any action based on the
>> information contained
>> >>> in this e-mail or any attachments. If you have received this
>> message and
>> >>> material in error, please advise the sender immediately by
>> reply e-mail and
>> >>> delete this message. Thank you on behalf of Applied
>> Geographics, Inc.
>> >>> (AppGeo).
>> >>>
>> >>> _______________________________________________
>> >>> Board mailing list
>> >>> Board at lists.osgeo.org <mailto:Board at lists.osgeo.org>
>> >>> http://lists.osgeo.org/mailman/listinfo/board
>> >>>
>> >>>
>> >>> --
>> >>> 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 <tel:%2B61%202%209009%205000>, W
>> www.lisasoft.com <http://www.lisasoft.com/>, F +61 2 9009 5099
>> <tel:%2B61%202%209009%205099>
>> >>>
>> >>>
>> >>> _______________________________________________
>> >>> Board mailing list
>> >>> Board at lists.osgeo.org <mailto:Board at lists.osgeo.org>
>> >>> http://lists.osgeo.org/mailman/listinfo/board
>> >>
>> >>
>> >>
>> >>
>> >> --
>> >> Michael Terner
>> >> Executive Vice President
>> >> 617-447-2468 <tel:617-447-2468> Direct | 617-447-2400
>> <tel:617-447-2400> Main
>> >> Applied Geographics, Inc.
>> >> 24 School Street, Suite 500
>> >> Boston, MA 02108
>> >> www.AppGeo.com <http://www.appgeo.com/>
>> >>
>> >>
>> >> This e-mail message and any attachments may contain
>> confidential or
>> >> legally privileged information. If you are not an intended
>> recipient or
>> >> otherwise authorized to receive this message, you should not
>> use, copy,
>> >> distribute, disclose or take any action based on the
>> information contained
>> >> in this e-mail or any attachments. If you have received this
>> message and
>> >> material in error, please advise the sender immediately by
>> reply e-mail and
>> >> delete this message. Thank you on behalf of Applied
>> Geographics, Inc.
>> >> (AppGeo)._______________________________________________
>> >> Conference_dev mailing list
>> >> Conference_dev at lists.osgeo.org
>> <mailto:Conference_dev at lists.osgeo.org>
>> >> http://lists.osgeo.org/mailman/listinfo/conference_dev
>> >>
>> >>
>> >>
>> >>
>> >> _______________________________________________
>> >> Conference_dev mailing list
>> >> Conference_dev at lists.osgeo.org
>> <mailto:Conference_dev at lists.osgeo.org>
>> >> http://lists.osgeo.org/mailman/listinfo/conference_dev
>> >>
>> >>
>> >> --
>> >> 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 <tel:%2B61%202%209009%205000>, W
>> www.lisasoft.com <http://www.lisasoft.com/>, F +61 2 9009 5099
>> <tel:%2B61%202%209009%205099>
>> >
>> >
>> >
>> >
>> > --
>> > Michael Terner
>> > Executive Vice President
>> > 617-447-2468 <tel:617-447-2468> Direct | 617-447-2400
>> <tel:617-447-2400> Main
>> > Applied Geographics, Inc.
>> > 24 School Street, Suite 500
>> > Boston, MA 02108
>> > www.AppGeo.com <http://www.appgeo.com/>
>> >
>> >
>> > This e-mail message and any attachments may contain
>> confidential or legally
>> > privileged information. If you are not an intended recipient or
>> otherwise
>> > authorized to receive this message, you should not use, copy,
>> distribute,
>> > disclose or take any action based on the information contained
>> in this
>> > e-mail or any attachments. If you have received this message
>> and material in
>> > error, please advise the sender immediately by reply e-mail and
>> delete this
>> > message. Thank you on behalf of Applied Geographics, Inc. (AppGeo).
>> >
>> >
>> >
>> > _______________________________________________
>> > Conference_dev mailing list
>> > Conference_dev at lists.osgeo.org
>> <mailto:Conference_dev at lists.osgeo.org>
>> > http://lists.osgeo.org/mailman/listinfo/conference_dev
>>
>>
>>
>>
>> --
>> *Michael Terner*
>> /Executive Vice President/
>> 617-447-2468 Direct | 617-447-2400 Main
>> Applied Geographics, Inc.
>> 24 School Street, Suite 500
>> Boston, MA 02108
>> www.AppGeo.com <http://www.appgeo.com/>
>> **
>>
>> This e-mail message and any attachments may contain confidential or
>> legally privileged information. If you are not an intended recipient
>> or otherwise authorized to receive this message, you should not use,
>> copy, distribute, disclose or take any action based on the
>> information contained in this e-mail or any attachments. If you have
>> received this message and material in error, please advise the sender
>> immediately by reply e-mail and delete this message. Thank you on
>> behalf of Applied Geographics, Inc. (AppGeo).<DMEM OSGeo FOSS4G
>> Contract (2).pdf><Financial Plan for FOSS4G 2017 - Spending Plan.pdf>
>
>
>
> _______________________________________________
> Conference_dev mailing list
> Conference_dev at lists.osgeo.org
> http://lists.osgeo.org/mailman/listinfo/conference_dev
--
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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