[OSGeo-Conf] [Board] FOSS4G 2017 contracting & funding

Michael Terner mgt at appgeo.com
Thu Mar 3 12:33:05 PST 2016 

Steven, Cameron, Peter & the rest of the Conference Dev:
Thank you for the prompt reply to my queries from this morning. Glad to see
that we're on track, and the link to the template doc is *very helpful* and
we'll get that in front of our PCO today.

Also, to Steven's question on the advance. As per an earlier thread, we are
thinking we'd ask for two advances. This initial one - for $20k US - to get
us up and rolling in "quiet mode" through the completion of the 2016 North
American (Raleigh) and Global (Bonn) events; and then a second advance in
September, 2016 that will help us pay necessary deposits and keep the cash
flow until registrations and sponsorship revenues hit their stride, likely
in the Feb/March timeframe of 2017. We expect the second advance to be on
the order of $40-50k US.

We'll await any further input from Conference Dev through tomorrow (as per
my proposed timeline), and then we'll move to complete the agreement and
initiate approvals with the Board early next week.

Thanks again, as you can likely tell we are eager to continue momentum and
build speed...

MT & the BLOC

PS: If you're interested, our logo competition is in full swing and there
are some great submittals that you can check out here
<https://wiki.osgeo.org/wiki/FOSS4G_2017/Logo_Entries>.

On Thu, Mar 3, 2016 at 3:10 PM, Peter Batty <peter at ebatty.com> wrote:

> 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
>>
>
>
> _______________________________________________
> 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

-- 
This e-mail message and any attachments may contain confidential or legally 
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disclose or take any action based on the information contained in this 
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in error, please advise the sender immediately by reply e-mail and delete 
this message. Thank you on behalf of Applied Geographics, Inc. (AppGeo).
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