[FOSS4G-Oceania] FOSS4G SotM Oceania 2020 Hub Managers meeting 2020 09 07
Alex Leith
alexgleith at gmail.com
Wed Sep 9 16:13:39 PDT 2020
Hey Folks
I think when it comes to financial management, that this really needs to be
managed by the conference committee as a conference budget concern that is
approved by the Board. Requests to the board from each hub will just get
chaotic.
>From my personal view, the conference itself should be seeking funding, and
allocate that to local venues, if it's appropriate. The Board can handle
approving the financial model and making the transactions...
Regarding signing contracts, I think that if there is a contract that needs
to be signed, that it should be our organisation and not an individual that
takes on the risk, but it'll be a lot of work doing due diligence on 10-20
different contracts with venues! Still, if this is the model that the
conference committee chooses, then the Board can make it work.
Kind regards,
Alex
On Tue, 8 Sep 2020 at 14:00, Greg Lauer <gregory.lauer at gmail.com> wrote:
> I wanted to follow-up on John's email as a board member (but to be clear I
> am answering as an individual and not on behalf of the Board).
>
> *Will there be any financial assistance for hubs?* We have a
> budget of $2500 allocated for the conference. As you will know, thanks to
> the stewardship of the previous Local Organising Committees' (LoC's), we do
> have other funds available. In the case of a hub requiring extra funding
> then I am confident that the Board would consider it on its merits, on a
> case by case basis. If a hub is in a position that would require extra
> support please, in the first instance contact Jonah as Committee Chair.
>
> *Will OSGeo Oceania be able to sign venue contracts and pay
> deposit/booking fees?* I will split this into 2 questions. I would be
> hesitant as a board member to sign a venue contract without undertaking
> full diligence. For example, does the venue need us to hold liability
> insurance? What is the cancellation policy (especially around COVID). What
> is the cost? In previous years, if I remember correctly, this was not so
> much of an issue. Put simply I think the Board would prefer not to enter
> into this type of contract.
>
> My personal opinion is I am hoping that local hubs are able to work with
> other community and/or educational institutions to minimise the costs of
> venues. I suspect that this will not always be the case, and as per the
> financial assistance question above, start a conversation with Jonah.
>
> As for pay deposit/booking fees then again, we would need to approach that
> on a case by case basis, again with particular note around cancellation
> fees. As a general rule we would not expect local hubs to have to pay
> upfront and OSGeo Oceania would cover the cost up to an agreed budget.
> Again, in the first instance contact Jonah.
>
> *Setting up of hub specific email addresses *John suggested the idea of
> setting up hub specific email addresses (for example
> perth-hub at foss4g-oceania.org). We are working through the mechanics of
> this and hope to have it resolved later this week.
>
> Cheers
>
> Greg
>
>
>
> On Mon, Sep 7, 2020 at 7:08 PM John Bryant <johnwbryant at gmail.com> wrote:
>
>> Thanks Jonah. For others' info, we agreed in the hub managers' meeting
>> this morning that we'd try to use this list for hub organising chatter for
>> the upcoming online FOSS4G SotM Oceania event. This list has been mostly
>> quiet over the last year or so, but its purpose for existence is to
>> organise this event, so it seems suitable. Also this should have the added
>> benefit of allowing others to chime in where needed.
>>
>> And so, we have a couple of questions, I think these are for the OSGeo
>> Oceania board:
>>
>> - *Will there be any financial assistance for hubs?* We will need to
>> know the answer to this one fairly promptly, so we can figure out whether
>> we need to do fundraising, and how to set our registration prices. I
>> understand there is $2500 budgeted for the whole event.
>> - *Will OSGeo Oceania be able to sign venue contracts and pay
>> deposit/booking fees?* Many of the hubs are looking for free venues,
>> so this might not be a major concern, but if it comes up it would be good
>> to know if we have this option.
>>
>> Thanks!
>> John
>>
>> p.s. If you're on this list from before, and don't want to stay
>> subscribed, you can easily unsubscribe yourself here:
>> https://lists.osgeo.org/mailman/listinfo/foss4g-oceania
>>
>>
>> On Mon, 7 Sep 2020 at 11:10, Jonah Sullivan <jonahsullivan79 at gmail.com>
>> wrote:
>>
>>> Meeting notes can be found at this link
>>> <https://docs.google.com/document/d/1w53x2v8oFbND3mrJiYcmPnMknwOSVOqwRE-C_RtzTZU/edit?usp=sharing>,
>>> and copied below for your convenience.
>>>
>>> Don't forget to sign up to the foss4g-oceania
>>> <https://lists.osgeo.org/mailman/listinfo/foss4g-oceania> email list
>>> for future communications.
>>>
>>>
>>> FOSS4G SotM Oceania 2020 Hub Managers meeting 2020 09 07
>>> Attendees
>>>
>>> -
>>>
>>> Jonah
>>> -
>>>
>>> John
>>> -
>>>
>>> Dawn
>>> -
>>>
>>> George
>>> -
>>>
>>> Julie
>>> -
>>>
>>> Hamish
>>> -
>>>
>>> Edoardo
>>> -
>>>
>>> David Garcia
>>> -
>>>
>>> Ewen Hill
>>> -
>>>
>>> Tim Bryde
>>> -
>>>
>>> Carrol
>>> -
>>>
>>> Apologies
>>>
>>> -
>>>
>>> Rafael Molina
>>>
>>> Outstanding actions:
>>>
>>> -
>>>
>>> ACTION: Jonah to send out meeting minutes, and invitation to next
>>> meeting in a fortnight.
>>>
>>> Agenda
>>>
>>> -
>>>
>>> Sponsorship
>>> -
>>>
>>> Budget
>>> -
>>>
>>> Prospectus
>>> -
>>>
>>> Old Sponsorship Prospectus
>>> <https://docs.google.com/presentation/d/1dERFhYruRW8FSiDOlWHeP7fRpKcco7grzOCNyPAbouk/edit?usp=sharing>
>>> -
>>>
>>> ACTION: LOC to reconfigure the prospectus for the hubs to use
>>> -
>>>
>>> Logistics
>>> -
>>>
>>> Conference Website
>>> -
>>>
>>> https://2020.foss4g-oceania.org/
>>> -
>>>
>>> Hub website:
>>> -
>>>
>>> External services (meetup, eventbrite, etc)
>>> -
>>>
>>> ACTION: LOC to create Page within the Local Organising
>>> Committee
>>> -
>>>
>>> ACTION: LOC to edit Sponsorship part of website
>>> -
>>>
>>> ACTION: LOC update website map with each hub
>>> -
>>>
>>> Ticketing:
>>> -
>>>
>>> ACTION: LOC to create Tito events (populated with event
>>> details for each hub by hub managers)
>>> -
>>>
>>> Timing
>>> -
>>>
>>> Meeting planner
>>> <https://www.timeanddate.com/worldclock/meetingtime.html?iso=20201120&p1=196&p2=152&p3=927&p4=82&p5=282>
>>> -
>>>
>>> 2 hours where we can have common content that is live and
>>> interactive. It will be late afternoon in Apia (2-4pm) and in the morning
>>> in Perth (9-11am).
>>> -
>>>
>>> IDEA: Hub local content: call for presentations could be
>>> centralised.
>>> -
>>>
>>> Communications
>>> -
>>>
>>> https://lists.osgeo.org/mailman/listinfo/foss4g-oceania
>>> -
>>>
>>> Perth hub Google Drive docs
>>> <https://drive.google.com/drive/u/0/folders/1Xdkdtem4EqxjeUUb1OmntFPRrqfs5LQj>
>>> (feel free to pilfer!)
>>> -
>>>
>>> Questions from hubs:
>>> -
>>>
>>> Will there be any financial assistance for hubs?
>>> -
>>>
>>> Will OSGeo Oceania be able to sign venue contracts and pay
>>> deposit/booking fees?
>>> -
>>>
>>> Will there be the possibility of using existing registration
>>> infrastructure (Tito)?
>>> -
>>>
>>> When will we have the schedule for streamed content? We want to
>>> get our own schedule finalised soon.
>>>
>>> _______________________________________________
>>> FOSS4G-Oceania mailing list
>>> FOSS4G-Oceania at lists.osgeo.org
>>> https://lists.osgeo.org/mailman/listinfo/foss4g-oceania
>>>
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>> FOSS4G-Oceania at lists.osgeo.org
>> https://lists.osgeo.org/mailman/listinfo/foss4g-oceania
>>
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>
--
Alex Leith
m: 0419189050
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