[OSGeo-Conf] Motion: 2017 Boston seed funding (was: Re: [Board] FOSS4G 2017 contracting & funding)

Steven Feldman shfeldman at gmail.com
Tue Mar 8 02:09:41 PST 2016 

I have only received 3 +1’s (Eli, Cameron and me) for this motion and no -1’s. That is a little disappointing as this is an important topic for the CC.

I would encourage the remaining members of the CC to express approval or otherwise - I am going to leave the vote open till the end of today to give people a further chance to vote.
______
Steven


> On 4 Mar 2016, at 19:57, Eli Adam <eadam at co.lincoln.or.us> wrote:
> 
> On Thu, Mar 3, 2016 at 11:31 PM, Cameron Shorter
> <cameron.shorter at gmail.com> wrote:
>> +1 Cameron
>> 
> 
> + 1 Eli
> 
>> 
>> On 4/03/2016 10:20 am, Steven Feldman wrote:
>>> 
>>> I propose a motion:
>>> 
>>> The conference committee approves the request from the Boston LOC for an
>>> advance of up to $70,000 to be phased $20,000 by end March 2016 and up to
>>> $50,000 during Q4 2016 and recommends to the OSGeo Board accordingly.
>>> This approval is subject to the BLOC and/or their PCO signing an agreement
>>> with OSGeo
>>> 
>>> Voting should close at 18.00 GMT on Monday 7th March
>>> 
>>> +1 from me
>>> ______
>>> Steven
>>> 
>>> 
>>>> On 3 Mar 2016, at 23:15, Eli Adam <eadam at co.lincoln.or.us> wrote:
>>>> 
>>>> 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
>>>>>>>>>>> 
>>>>>>>>>>>

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