[Oceania-Board] 2024-2025 budget
eli
elipuccioni at gmail.com
Tue Apr 23 00:36:59 PDT 2024
Thanks both Alex and John for this and support of I’m not adding much input
in this. As Jonah said, I am too learning from your expertise and feel I
still have a bit of learning to do before contributing more actively!
Cheers,
Elisa
Potrebbe andar peggio...potrebbe piovere!
Il giorno mar 23 apr 2024 alle 18:40 John Bryant via Oceania-Board <
oceania-board at lists.osgeo.org> ha scritto:
> Thanks Alex, I've made a few modifications to the sheet based on your
> suggestions:
>
> - split event income & expenses (I used the Hobart budget middle
> scenario for these amounts, ex GST)
> - split the single conference line into separate lines for each event
> - put OSGeo TGP grant into 2024 projected rather than 2025 budgeted
>
> Having the conference items separated out like that is a bit more complex,
> but I like the extra detail. The big thing that jumps out at me, though, is
> the need to refine the conference estimates as early as we can.
>
> Re: TGP, I'm certainly open to the suggestion of increasing it (if we have
> good reason), I think it's an important part of what we do.
>
> It would be great to have more insight into how much money we actually
> need, and what we're aiming for. By my calculations, this is what we've
> spent over the years:
>
> - Melbourne 2018: $4650 for 7 people
> - Wellington 2019: $9000 for 14 people
> - Auckland 2023: $6400 for 5 people
> - PGRSC 2023: $5100 for 3 people
>
> Would the Hobart TGP be significantly different from Auckland? Should we
> include other events this year (eg PGRSC) in our budget?
>
> One other thought - in 2018 and 2019, we started off with a modest budget
> for the TGP and increased it as we became more confident we had the funds.
> Could this approach work for us this year as well?
>
> By the way, everyone, Alex and I are engaging in this, but he's right, all
> board members should be thinking about our finances and providing their
> input (please).
>
> Cheers
> John
>
> On Mon, 22 Apr 2024 at 18:32, Alex Leith <alexgleith at gmail.com> wrote:
>
>> Ok, so here's the notes from the march minutes
>> <https://docs.google.com/document/d/1LMz-7ENIqbuE-QGhqB6ryO9bDRYFS0E4bxZMgjJQb2w/edit>
>> :
>>
>> - Intent to allocate 10k to TGP (pending FY24/25 budget discussion
>> and approval)
>> - Planning to request USD5k from OSGeo (Dorothy will write it up)
>>
>> It's a little ambiguous, but I'd like to request that we allocate $10 k
>> from the OO budget plus the $5 k (AUD) from OSGeo.
>>
>> We've kicked off the TGP early, and I'm hoping we can spend our
>> allocation and bring as many people as we can along to the event in Hobart,
>> so if we're as successful as we have been in past years, I'd love to
>> increase the amount that's available too.
>>
>> If we have a starting point of $15 k, that will set Dorothy up nicely to
>> start planning.
>>
>> On Mon, 22 Apr 2024 at 19:44, John Bryant <johnwbryant at gmail.com> wrote:
>>
>>> Thinking a bit more about TGP...
>>>
>>> I suggest this:
>>>
>>> - we allocate $10k to TGP (including OSGeo $5000)
>>> - if the OSGeo request is declined, we reconsider our allocation
>>> - if/when conference sponsors provide extra TGP funds, we increase
>>> the amount accordingly
>>>
>>> In total, this would be roughly in line with how much we spent last
>>> year, and should be enough for the 10 TGP registrations allocated in the
>>> conference budget, potentially with money left over for other events.
>>>
>>> Cheers
>>> John
>>>
>>> On Mon, 22 Apr 2024 at 15:28, John Bryant <johnwbryant at gmail.com> wrote:
>>>
>>>> I wasn't at the March meeting, but it sounded like the outcome was that
>>>> the discussion would happen later when we talked about the budget. I don't
>>>> think we've had any other discussions about it?
>>>> So I reckon this is the budget discussion where we should make that
>>>> decision.
>>>>
>>>> These seem like relevant points:
>>>>
>>>> - the Hobart conf budget accounts for 10 TGP regos
>>>> - this year we spent ~12k including the OSGeo $5k
>>>>
>>>> I haven't seen an accounting of last year's TGP (number and amount of
>>>> grants) but it would be useful, if anyone knows about it?
>>>>
>>>> Cheers
>>>> John
>>>>
>>>> On Mon, 22 Apr 2024 at 15:12, Alex Leith <alexgleith at gmail.com> wrote:
>>>>
>>>>> Oh, I thought we agreed on $20 k like last year?
>>>>>
>>>>> Apologies if I remembered wrong.
>>>>>
>>>>> Was the $10 k you thought we agreed including the OSGeo money?
>>>>>
>>>>> *Alex Leith*
>>>>> m: +61 419 189 050
>>>>> https://auspatious.com
>>>>>
>>>>>
>>>>> On Mon, 22 Apr 2024 at 5:11 PM, John Bryant <johnwbryant at gmail.com>
>>>>> wrote:
>>>>>
>>>>>> Thanks everyone, great comments so far.
>>>>>>
>>>>>> Alex, one question, you said "We have earmarked $20 k for the TGP for
>>>>>> the Hobart conference"... all I'm aware of is a discussion at the March
>>>>>> board meeting where the outcome was: "Intent to allocate 10k to TGP
>>>>>> (pending FY24/25 budget discussion and approval)"
>>>>>>
>>>>>> Where does the $20k figure come from?
>>>>>>
>>>>>> Cheers
>>>>>> John
>>>>>>
>>>>>> On Mon, 22 Apr 2024 at 09:04, Jonah Sullivan <
>>>>>> jonahsullivan79 at gmail.com> wrote:
>>>>>>
>>>>>>> I'm really glad to see Alex and John engaging on the very important
>>>>>>> topic of financial probity. I probably shouldn't have raised my hand as
>>>>>>> treasurer, considering my lack of experience and annoying work commitments,
>>>>>>> but I'm glad to be more involved in the process - I'm learning a lot
>>>>>>> already.
>>>>>>>
>>>>>>> On Mon, 22 Apr 2024, 08:53 Alex Leith via Oceania-Board, <
>>>>>>> oceania-board at lists.osgeo.org> wrote:
>>>>>>>
>>>>>>>> Hi John
>>>>>>>>
>>>>>>>> For this FY, here's some comments:
>>>>>>>>
>>>>>>>> - I requested travel grant funding from OSGeo a week ago for
>>>>>>>> $3,500 USD. That should be received this FY, I expect.
>>>>>>>> - The other hard to forecast difference is sponsorship and
>>>>>>>> ticket sales for the conference, which should start happening this FY. I'm
>>>>>>>> hoping to start reaching out to potential sponsors, and some organisations
>>>>>>>> like spending money in the current FY. I expect to have some money flowing
>>>>>>>> in soon.
>>>>>>>> - I want to note that since our term deposits matured in
>>>>>>>> December, and we received ~$1,800, we haven't now got any cash earning
>>>>>>>> interest. I think it would be a good idea to put money away in a 12 month
>>>>>>>> term deposit, as we can now achieve 4.75% interest, so on $50 k, that's
>>>>>>>> over $2,000 of free money!
>>>>>>>> - We perhaps need a budget line for conference 2024, since we
>>>>>>>> have paid the deposit for the venue at $14 k.
>>>>>>>>
>>>>>>>> For the 2025 budget:
>>>>>>>>
>>>>>>>> - The $25 k surplus is quite conservative. I think we'll do
>>>>>>>> better than that for the conference, but it's nice to be conservative in
>>>>>>>> budgeting!
>>>>>>>> - We have earmarked $20 k for the TGP for the Hobart
>>>>>>>> conference. With $5 k coming from OSGeo, that leaves a worst case of $15 k
>>>>>>>> from OO. (This will be topped up by the conference with a portion of
>>>>>>>> sponsorship going to TGP.)
>>>>>>>>
>>>>>>>> And just a note that we should be doing budgeting with the balance
>>>>>>>> sheet in mind too. We currently have $60 k in the bank, which is unusually
>>>>>>>> low, mostly because we have started paying expenses for the 2024
>>>>>>>> conference, but haven't got any income yet.
>>>>>>>>
>>>>>>>> Now it's a fairly minor thing, but I would prefer to have a
>>>>>>>> separate line for conference income and conference expenses. We sometimes
>>>>>>>> have smaller regional events, and it's good to see the difference in
>>>>>>>> expense/income per event.
>>>>>>>>
>>>>>>>> And one of those boring reminders too that as Board Directors, we
>>>>>>>> need to remember that we are all individually accountable for the financial
>>>>>>>> health of the organisation, we can't delegate that responsibility to
>>>>>>>> others, so please engage with this important work and make sure you
>>>>>>>> understand it!
>>>>>>>>
>>>>>>>> Cheers,
>>>>>>>>
>>>>>>>> Alex
>>>>>>>>
>>>>>>>> [image: image.png]
>>>>>>>>
>>>>>>>>
>>>>>>>> Cheers,
>>>>>>>>
>>>>>>>> On Sun, 21 Apr 2024 at 12:58, John Bryant via Oceania-Board <
>>>>>>>> oceania-board at lists.osgeo.org> wrote:
>>>>>>>>
>>>>>>>>> Hi board,
>>>>>>>>>
>>>>>>>>> The 2024-2025 financial year (FY25) begins on 1 July.
>>>>>>>>>
>>>>>>>>> It would be good to move the FY25 budget forward, ideally we can
>>>>>>>>> approve it in May but I'm sure there will be some discussion required.
>>>>>>>>> Perhaps we can discuss in this thread over the next couple of weeks and put
>>>>>>>>> it on the agenda for further discussion at the May board meeting?
>>>>>>>>>
>>>>>>>>> My ambition with this is to:
>>>>>>>>>
>>>>>>>>> - come up with a realistic set of numbers we can use to guide
>>>>>>>>> spending decisions in the upcoming financial year
>>>>>>>>> - set targets for income, community investment, and
>>>>>>>>> ultimately, a surplus to help keep us solvent
>>>>>>>>> - provide clear and visible financial targets and priorities
>>>>>>>>> to the community
>>>>>>>>>
>>>>>>>>> Can you please review the attached PDF and/or the Google Sheet
>>>>>>>>> <https://docs.google.com/spreadsheets/d/1gRWZXt1bZqTqNMf5sr7Ff5dH4Sp_Nabe4QoZHPPPpmw/edit#gid=61568483>?
>>>>>>>>> I've listed several questions that I hope will help us move it forward.
>>>>>>>>>
>>>>>>>>> Your comments and questions please!
>>>>>>>>>
>>>>>>>>> Thanks
>>>>>>>>> John
>>>>>>>>>
>>>>>>>>> On Fri, 29 Mar 2024 at 16:15, John Bryant <johnwbryant at gmail.com>
>>>>>>>>> wrote:
>>>>>>>>>
>>>>>>>>>> Hi all,
>>>>>>>>>>
>>>>>>>>>> We discussed at the February board meeting that we should get
>>>>>>>>>> moving on a budget for next year. I want to kick off a discussion towards
>>>>>>>>>> hopefully having a first draft within the next few weeks, and a final draft
>>>>>>>>>> for approval in May.
>>>>>>>>>>
>>>>>>>>>> I have a sheet here
>>>>>>>>>> <https://docs.google.com/spreadsheets/d/1gRWZXt1bZqTqNMf5sr7Ff5dH4Sp_Nabe4QoZHPPPpmw/edit#gid=0> with
>>>>>>>>>> the current year projected and actual amounts for context.
>>>>>>>>>>
>>>>>>>>>> For now, do you have any specific items on your wish list for
>>>>>>>>>> next year?
>>>>>>>>>>
>>>>>>>>>> I have a few suggestions and questions:
>>>>>>>>>>
>>>>>>>>>> - *Distinct "Operational" & "Community Investment" expense
>>>>>>>>>> categories*. By doing this, we make sure we allocate enough
>>>>>>>>>> to keep the lights on, and then we have better sight of what we can afford
>>>>>>>>>> to invest in community programs.
>>>>>>>>>> - *Separate grants and sponsorship*. They're accounted for
>>>>>>>>>> separately in Xero and I think it caused some confusion this year when we
>>>>>>>>>> overspent on the combined item. We ultimately increased the budget amount
>>>>>>>>>> but for a time the Grants committee was unsure if they should hit pause. By
>>>>>>>>>> separating these, I think we add clarity.
>>>>>>>>>> - *Remove "Special Interest Groups"?* We don't really have
>>>>>>>>>> any SIGs (OSM SIG has never been active, QGIS SIG wound up in June 2022). I
>>>>>>>>>> still think we should make these kinds of investments in OSM and QGIS
>>>>>>>>>> community groups of course, but maybe we do it under sponsorship and grants
>>>>>>>>>> line items?
>>>>>>>>>> - *TGP:* At the last board meeting there was talk of ~10k for
>>>>>>>>>> the Travel Grant Program, is this the right amount? It sounds like the
>>>>>>>>>> Hobart conference may have about $5000 to add to this, depending on
>>>>>>>>>> sponsorship (Alex correct me if I've got this wrong!).
>>>>>>>>>>
>>>>>>>>>> Also I think we'll need to make a projection on the conference
>>>>>>>>>> surplus, perhaps this is an item for discussion at the next board meeting
>>>>>>>>>> on the 3rd.
>>>>>>>>>>
>>>>>>>>>> Your thoughts?
>>>>>>>>>>
>>>>>>>>>> Cheers
>>>>>>>>>> John
>>>>>>>>>>
>>>>>>>>>>
>>>>>>>>>>
>>>>>>>>>>
>>>>>>>>>>
>>>>>>>>>> _______________________________________________
>>>>>>>>> Oceania-Board mailing list
>>>>>>>>> Oceania-Board at lists.osgeo.org
>>>>>>>>> https://lists.osgeo.org/mailman/listinfo/oceania-board
>>>>>>>>>
>>>>>>>>
>>>>>>>>
>>>>>>>> --
>>>>>>>> *Alex Leith*
>>>>>>>> m: +61 419 189 050
>>>>>>>> https://auspatious.com
>>>>>>>> _______________________________________________
>>>>>>>> Oceania-Board mailing list
>>>>>>>> Oceania-Board at lists.osgeo.org
>>>>>>>> https://lists.osgeo.org/mailman/listinfo/oceania-board
>>>>>>>>
>>>>>>>
>>
>> --
>> *Alex Leith*
>> m: +61 419 189 050
>> https://auspatious.com
>>
> _______________________________________________
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