[OSGeo-Conf] [Board] FOSS4G 2017 contracting & funding
Peter Batty
peter at ebatty.com
Thu Mar 3 12:10:03 PST 2016
I am +1 also, with similar caveats to Cameron - haven't had a chance to
review the contracts, but am fine with the general principles outlined here.
On Thu, Mar 3, 2016 at 1:02 PM, Cameron Shorter <cameron.shorter at gmail.com>
wrote:
> 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>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>
> 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>
>> 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> 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>
>> > 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/>
>> 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> 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> 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 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).
>> >>>
>> >>> _______________________________________________
>> >>> Board mailing list
>> >>> 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, W www.lisasoft.com, F +61 2 9009 5099
>> >>>
>> >>>
>> >>> _______________________________________________
>> >>> Board mailing list
>> >>> Board at lists.osgeo.org
>> >>> http://lists.osgeo.org/mailman/listinfo/board
>> >>
>> >>
>> >>
>> >>
>> >> --
>> >> 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)._______________________________________________
>> >> Conference_dev mailing list
>> >> Conference_dev at lists.osgeo.org
>> >> http://lists.osgeo.org/mailman/listinfo/conference_dev
>> >>
>> >>
>> >>
>> >>
>> >> _______________________________________________
>> >> 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
>> >
>> >
>> >
>> >
>> > --
>> > 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).
>> >
>> >
>> >
>> > _______________________________________________
>> > Conference_dev mailing list
>> > 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 listConference_dev at lists.osgeo.orghttp://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
>
>
> _______________________________________________
> Conference_dev mailing list
> Conference_dev at lists.osgeo.org
> http://lists.osgeo.org/mailman/listinfo/conference_dev
>
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