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

Thu Mar 3 15:15:16 PST 2016

Hi Michael and the BLOC,

I haven't yet reviewed the documents in detail.  Other comments in line below.

On Thu, Mar 3, 2016 at 1:38 PM, Steven Feldman <shfeldman at gmail.com> wrote:
> Conference Committee colleagues
>
> Can we agree that we will give Michael the ‘green light’ if there have been
> no objections raised by close of business on Monday 7th? We will then need
> to make a recommendation to the Board, I can do this on behalf of the CC if
> you are agreeable.

This sounds good to me, also note the Board meeting schedule and agenda.

>
> Cheers
> ______
> Steven
>
>
> On 3 Mar 2016, at 20:33, Michael Terner <mgt at appgeo.com> wrote:
>
> 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.

I suggest only asking the Board for one advance.  In past years this
has been $50k US or 50k Euros.  If the Board asks to space it out over
time, that is up to them but I see no reason for you to do that.

>
> 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.

Coordination with the Board meeting schedule can be important, as well
as getting on their agenda,
http://wiki.osgeo.org/wiki/Board_of_Directors#Meetings.  You can work
with Steven to coordinate that.

In past years, the Board portion has been done by the president and/or
treasurer.

Best regards, Eli

>
> 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.
>
> 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:
>>>
>>> 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/
>>> Recommend to board
>>> board signs off and transfers funds
>>>
>>>
>>> Cheers
>>> ______
>>> Steven
>>>
>>>
>>> On 28 Feb 2016, at 18:46, Michael Terner <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:
>>>
>>> Draft contract from Delaney Meeting and Management (DMM) to be our PCO
>>> and under contract to OSGeo on behalf of the BLOC
>>> 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:
>>>
>>> February 29: Conference Dev now has our draft PCO contract w/ DMM and a
>>> draft spending plan for review
>>> March 4: Receive feedback on contract and spending plan
>>> March 8: Iterate with Conference Dev on contract and spending plan and
>>> bring all issues (if any) to mutually agreeable closure
>>> March 15: Receive appropriate approvals so that OSGeo can sign the
>>> contract with DMM which will enable them to act as our financial agent
>>> March 18: Have DMM enter into agreement with the World Trade
>>> Center/Seaport Hotel on behalf of OSGeo/BLOC
>>> 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>
>>> 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/ .
>>>> >> 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
>>>> >>>
>>>> >>>
>>>> >>> 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
>>>> >>
>>>> >>
>>>> >> 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
>>>> >
>>>> >
>>>> > 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
>>>
>>>
>>> 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
>>>
>>>
>>> _______________________________________________
>>> 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
> 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